INSTITUTE OF PHYSICS
BHUBAESWAR
SPECIFICATION & TERMS & CONDITIONS FOR
supply, installation, testing and commissioning of Digital EPABX System
TABLE OF CONTENTS
SECTION - I
|
Clause No. |
Contents |
Page No. |
|
1 |
Specifications / Requirements |
3 |
|
2 |
Compliance with the technical specifications |
4 |
|
3 |
Earnest Money Deposit |
4 |
|
4 |
Submission of offer |
4 |
|
5 |
Tender Opening |
5 |
|
6 |
Evaluation of offer |
5 |
|
7 |
Acceptance of tender |
6 |
|
8 |
General |
6 |
|
9 |
Last date of receipt of the tender |
6 |
|
10 |
Effect and validity of the offer |
7 |
SECTION - II
|
Clause No. |
Contents |
Page No. |
|
1 |
Definitions and Interpretations |
9 |
|
2 |
Background Information |
9 |
|
3 |
Penalty for delay in commissioning |
10 |
|
4 |
Performance guarantee bond |
10 |
|
5 |
Freight and Taxes |
10 |
|
6 |
Safety measures |
11 |
|
7 |
Payment terms |
11 |
|
8 |
Warranty |
11 |
|
9 |
Penalty for uptime |
12 |
|
10 |
Arbitration |
12 |
|
11 |
Right to award the contract |
12 |
SECTION - I
INSTRUCTIONS TO TENDERERS
Institute of Physics, Bhubaneswar is having a 256 line EPABX based on C-Dot technology and intends to replace the existing EPABX by a fully DIGITAL EPABX utilising the existing infrastructure like the cables, telephone handsets and junction boxes etc.
On behalf of the Institute of Physics, Bhubaneswar, the Director invites sealed quotations in confirmity in two parts (Technical & Commercial Bids separately in sealed envelopes).
1. Specifications/ Requirements
1.1 The Vendor should be Original Equipment Manufacturer (OEM) or an authorised dealer of OEM.
1.2 The Equipment should have been approved by TEC, Govt. of India for ISDN and the names of OEM and / or the dealer should be mentioned in the TEC document.
1.3 The OEM should be a member of ISPN Forum. The vendor is required to produce letter ensuring support for 10 years.
1.4 The Vendor is required to have support base in preferably Bhubaneswar.
1.5 The Vendor should provide the list of EPABX systems (over 250 lines) supplied in India/Orissa.
1.6 The required Technical Specifications of the Equipment should contain the following:
(a) Fully Digital Exchange employing PCM/TDM Technology conforming to latest ITU-T standards and having approximately 500 lines capacity with possibility of expansion to 1000 lines.
(b) Capacity having 10 P&T lines with possible expansion to 20 lines.
(c) Should have direct inward and outward dialing facility and Voice mail facility.
(d) Should be VOIP compliant and should support direct LAN TCP/IP connectivity with CISCO routers.
(e) The system should preferably have DECT, caller id (identification) and call monitoring.
(f) The Central Processing Unit ( CPU ) of the EPABX should use 32 bit processor and the memory should preferably on MMC card and not on EPROM or floppy.
(g) The exchange should have different types of trunk signalling ( the supplier needs to furnish the details ).
The Vendor should quote Separately for
EPABX of above specifications.
Equipments / Interfaces requirement.
One Time / Installation Costs
Total cost incurred.
Annual maintenance charges beyond warranty period.
Any other charges must also be mentioned explicitly.
2. Compliance with the technical specifications
2.1. Equipment/Services shall be in accordance with the stipulated technical specifications. Deviations from the specifications, if any, shall be clearly indicated along with explanations in a separate statement accompanying the quotation.
2.2. The Purchaser may accept such specifications that ensure same or higher quality than the specification mentioned in the technical specifications. However, the decision of the Purchaser in this regard shall be final.
3. Earnest Money Deposit
The EMD deposit of Rs.4,000/= in shape of Demand Draft from any commercial bank in favour of the Director, Institute of Physics, Bhubaneswar should be submitted by the vendors. Unsuccessful vendor will be refunded the said amount on finalisation of tender without any interest.
4. Submission of offer
4.1. All prices and other information like discounts etc. having a bearing on the price shall be written both in figures and words in the form. Where there is a difference between amounts quoted in words and figures, the amounts quoted in words shall prevail. The Excise Duty, Sales Tax, Entry Tax etc. applicable should be quoted separately, failing which, the purchaser shall have no liability to pay these charges, and the liability shall be that of the tenderer.
4.2. Each page of the offer shall be numbered and bear the signature of the tenderer at the bottom. All offers shall be either typewritten or written neatly in indelible ink. Any corrections should be properly authenticated.
4.3 The offers should be addressed to the Director, Institute of Physics, Sachivalaya Marg, Bhubaneswar giving indication that it contains the tender under sealed cover.
4.4. The first cover shall be superscribed “Tender for Technical Bid (DIGITAL EPABX”. This cover will have :
A. Covering Letter from Supplier.
B. Eligibility Documents.
C. Copy of Certificates/P.O. with proof of having executed such similar projects.
Copy of Latest Income Tax Clearance Certificate.
4.5 The second cover shall be superscribed, “Tender for Commercial Bid (DIGITAL EPABX)”. The commercial bid shall be in two parts viz. Part-I giving consolidated rates and Part-II giving item wise rates respectively. The commercial bid should contain covering letter from the bidder.
4.6 Both these covers should be sealed sperately and put in an outer cover, which is
also sealed and addressed to the Director, Institute of Physics, Bhubaneswar giving indication that it contains the Tender for DIGITAL EPABX..
5. Tender Opening
5.1. Only the “Technical Bid” part of the tender will be opened on 22-11-2004 at 4.00 p.m. at the office of:
The Registrar, Institute of Physics, Bhubaneswar.
5.2. The authorised personnel from the company may be present at the tender technical bid opening with the valid authorisation letter. The technically qualified bidders will be informed at a later date if some clarifications are required and they will be formally informed by post the date of the Commercial Bid opening at the appropriate time.
5.3. In the Commercial Bid, the prices and other information like discounts etc., having bearing on the price shall be written both in Words and Figures. If there is discrepancy between the price/ information quoted in words and figures, the price/ information quoted in words will be treated as final.
5.4 All the items to be supplied should be new, of good quality and standard and as per specifications mentioned. The selected vendor shall be responsible for total system integration wherever applicable.
6. Evaluation of offer
6.1. Evaluation of the offer is made in two stages, viz. Technical Bid Evaluation and Commercial Bid Evaluation. At the time of Technical Bid Evaluation, the short-listed vendors may be called for detailed discussions at a specified date, time and venue, if required. They may be asked to give demonstration of their product/services , if needed.
6.2 If the Purchaser considers necessary, he may ask for revised bids from the short-
listed vendors which should be submitted within two days of intimation to this effect in sealed envelopes on specified date and time. The revised bids shall not be for amounts more than one quoted earlier for an item, unless the specification is of higher configuration than the earlier ones, by the respective vendor. Any vendor quoting higher rates for the same item quoted earlier in their revised Commercial bid shall be disqualified for further consideration .
6.3 The Commercial Bids shall be opened only for the technically qualified
vendors as decided by the Purchase Committee.
6.4 The Commercial Bids of the technically qualified vendors only shall be opened in
the presence of their representative on a specified date and time at the Office of
the Institute of Physics, Bhubaneswar, which will be intimated to the Tenderers.
6.5 The Purchaser reserves the right to select the vendor on the basis of best possible features quoted. The decision of the Purchaser arrived at as above shall be final and representation of any kind shall not be entertained on the above. Any attempt by any Vendor to bring pressure of any kind may disqualify the ISP for the present tender and the Vendor may be liable to be debarred from bidding for the IOP tenders in future for a period of three years.
6.6. The purchaser shall have no obligation to convey reason for rejection of any bid. It shall be open for the Purchaser to reject even the lowest bidder in the interest of the Institute and no reasons need be given therefore.
7. Acceptance of tender
The tender shall be processed as per standard procedures. The Purchaser, however, reserves the right to reject any tender without disclosing any reason. The Purchaser would not be under obligation to give any clarifications to those vendors whose tenders have been rejected.
8. General
The tenderers must ensure that the conditions laid down for submission of offers detailed in the preceding clauses and sub-clauses are completely and correctly fulfilled. Tenders, which are not complete in all respects as stipulated above, may be summarily rejected.
9. Last date of receipt of the Tender
The offers complete in all respects should reach office of the Director, Institute of Physics, Bhubaneswar-751 005 not later than by 3.00 p.m. On_22-11-2004.
10. Effect and validity of offer
10.1. The submission of any offer connected with these specifications and documents shall constitute an agreement that the tenderer shall have no cause of action or claim, against the Purchaser for rejection of his offer. The Purchaser reserves the right to reject or accept any offer or offers at his sole discretion and any such action will not be called into question and the tenderer shall have no claim in that regard against the Purchaser.
The offer shall be kept valid for acceptance for a minimum period of 90 (Ninety)
calendar days from the date fixed for opening of tenders.
10.3 The offer shall be deemed to be under consideration immediately after they are opened and until such time the official intimation of award of contract is made by the Purchaser to the tenderer. While the offer is under consideration, if necessary, the Purchaser may obtain clarification on the offers by requesting for such information from any or all the tenderers either in writing or through personal contacts as may be considered necessary. Tenderer shall not be permitted to change the substance of their offer after the tender has been opened.
10.4 All the terms and conditions for the supply, testing and acceptance, payment terms, penalty etc. shall be as those mentioned herein and no change in the terms and conditions will be acceptable. In case of alterations, if any, in the tender bid shall be attested properly by the tenderer, failing which the tender is liable to be rejected.
10.5 The Purchaser shall not be responsible for any delay in submission of the tender bids. The offers submitted by telex/telegram/fax/photocopy or e-mail would not be considered as a valid offer and not considered. No further correspondence will be entertained on this matter.
10.6. In the event, the vendor's company or concerned division of the company is taken over/bought over by another company, all the obligations under the agreement with the Purchaser shall be passed on to the new company/division for compliance by the new company on the negotiations.
10.7 The supplier will automatically agree honouring all aspects of fair trade practices in executing the purchase orders placed by the Purchaser by responding to this tender.
10.8 If the name of the product is changed for describing substantially the same product in a renamed form, then all techno-financial benefits agreed, with respect to the original product shall be passed on to the Purchaser and the obligations of the vendor towards the Purchaser in respect to the product with old name shall be passed on to the product so renamed.
10.9. The Registration Nos. / PAN No. of the firm allotted by the Sales Tax / Service Tax / Income Tax authorities, shall invariably be given in the along with relevant documents.
10.10 In the case of tenderers whose tender are accepted for placing the order, tenderers shall give Bank Guarantee from a nationalised Bank equivalent to 10% (ten percent) of the value of the contract as security deposit/performance guarantee which will be valid for the entire period of warranty plus one month.
10.11. In case the Purchaser sees that the market rates have come down from the time when rates were finalised in the rate contract/order or there is a need for selection of new system configuration based on market trends, the Purchaser, may ask the technically short listed vendors to re-quote the prices and the vendor shall be selected on the basis of procedure given earlier. The time difference between such re-quotes shall be minimum 3 months except in case of the Union Government budget.
10.12. The Institute reserves the right to award the contract to any of the bidders
Irrespective of not being lowest, taking into consideration of the interest of the Institute And in this respect, the decision of the Institute shall be final.
Section-II
GENERAL CONDITIONS OF CONTRACT
1. Definitions and interpretation
In the contract, unless the context otherwise requires:
1.1. "Acceptance of Tender" means the letter communicating to the Vendor the acceptance of his tender and includes an advance acceptance of his tender.
1.2. "Contract" means and includes Bid Invitation, Instructions to Tenderers, Tender, Acceptance of Tender, General Conditions of Contract, Schedule of Requirements, particulars and other conditions specified in the acceptance of tender and includes a repeat order which has been accepted or acted upon by the Vendor and a formal agreement, if executed.
1.3. "Purchaser" means and includes an officer who is authorised on behalf of the The Institute of Physics to place the order.