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					                                    NOTICE INVITING QUOTATIONS



                         Bengal Engineering and Science University, Shibpur
                          Technical Education Quality Improvement Project
                                         Howrah – 711 103



                             No. TEQIP/BLR/NS/74/08-09 dated 16/03/2009

               Sealed quotations are invited for Turn-key Job of Supply & Installation of IP based Satellite
Conferencing Systems for extension of existing Video Conferencing (Polycom make VSX 7000 based) System
and e-Learning facilities at the University. Tender documents are available from LIPMU Office (Tele/fax:
+91-33-2668 5186) in the University from 16th to 23rd March 2009 (between 11.00 a.m. and 3.00 p.m. and
excluding Saturday, Sunday & holiday), on payment of Rs. 200/- by Demand Draft payable at Kolkata
and drawn in favour of “BESU-TEQIP Account “. Last date of submission of sealed quotations is 24th
March 2009 by 2.30 p.m.

       Details are also available in the documents annexed below.

         Bidders agreeing to perform as per the document may also download the Quotation Document
from the website (in lieu of collecting its printed copy from the LIPMU, BESU) and submit quotations
as per instructions in the document. In that case, bidders shall have to submit, over and above the
required EMD, a non-refundable processing fee of Rs. 200.00 (Rupees two hundred only) by a separate
Demand Draft payable at Kolkata and drawn in favour of “BESU-TEQIP Account “ along with the
letter forwarding the bid.


Encl.: Annexure as above

                                                                                            Nodal Officer,
                                                                                     Procurement (Goods).
                          Office of the Lead Institute Project Management Unit (LIPMU)
                         TECHNICAL EDUCATION QUALITY IMPROVEMENT PROJECT
                              Bengal Engineering and Science University, Shibpur
                                (Formerly Bengal Engineering College, Howrah)
                                 P.O. Botanic Garden, Howrah – 711 103, INDIA.
                                 (Tel: 91-33-2668 4561 Extn 456; Telefax: 91-33-2668 5186)

                                           INVITATION FOR QUOTATIONS FOR


                  Supply and installation of Computer Terminals and Various Other Equipment for
                    Extension of Video Conferencing and e-Learning Facilities at BESU, Shibpur
                                       UNDER NATIONAL SHOPPING PROCEDURES


Ref: Notice No.TEQIP/BLR/NS/74/08-09 dated 16/03/2009.
                                                                                                Dated: March 16, 2009.
To:     ……………………………………………..
        ……………………………………………..
        ……………………………………………..
        ……………………………………………..

Dear Sirs,

                  Sub: Turn-key Job of Supply and Installation of Satellite Conferencing Systems for
                       Extension of Video Conferencing and e-Learning Facilities at BESU, Shibpur


1.      You are invited to submit your most competitive quotation for turnkey job of Supply and Installation of
        Satellite Conferencing Systems, comprising of the major components and other accessories, cables, etc
        described in Annexure – I with detail specifications & terms in Annexure - II., at the University campus
        for Extension of Video Conferencing and e-Learning facilities..

                                                   Earnest       Last date of Delivery/        Place of
 Sl.                                               Money         Submission Installation       Delivery
 No. Name of Work                                  (Rs.)         of Bids      Period                      Remarks
     Turn-key Job of Supply & Installation
     of IP based Satellite Conferencing                                                                   To be installed
     Systems for extension of existing                                             5 (five)               &
                                                                                               BESU
     Video Conferencing (Polycom make                                             days after              commissioned
 01                                                30,000/-      24-03-09                      Campus,
     VSX 7000 based) System and e-                                                receipt of              at site and
                                                                                               Shibpur.
     Learning facilities at the University,                                         order                 performance
     laying of cables, commissioning and                                                                  demonstrated
     integration

        Note: # Applicable period of all-comprehensive warranty is 3 (three) years for all items of equipment.

2.      Government of India has received a credit from the International Development Association (IDA)
        (Agreement No. Cr.3718-IN) in various currencies equivalent to US$ 250.00 million SDR towards the
        cost of the Technical Education Quality Improvement Project and intends to apply part of the proceeds of
        this credit to eligible payments under the contract for which this invitation for quotations is issued.




BESU, Shibpur/ NS 74                                                                                  1
3.      Important Dates and Times

3.1     Commencement of supply of
               Bid documents to bidders:         11 a.m. on Monday, March 16, 2009.
3.2     Last Date and Time for supply
               of documents to bidders:          3-00 p.m. on Monday, March 23, 2009.
3.3     Last Date & Time for
               Submission of bids:               2-30 p.m. on Tuesday, March 24, 2009.

3.4    Date & Time of Bid Opening:               3-15 p.m. on Tuesday, March 24, 2009.

4.      Bid Price

        a)       The price shall be quoted for the entire turnkey job of supply and installation of items as
                 described in the Annexure, and for the full quantity of each item.
        b)       Interlineations, corrections, erasures and/or over writings shall be valid only if initialed by the
                 persons or persons signing the bid.
        c)       All duties, taxes (Sales Tax/ CST/VAT, Service Tax, etc.), freight, insurance, delivery charges
                 and other levies payable by the contractor under the contract shall be included in the quoted
                 price.
        d)       The quoted price shall include additional charges, if any, for all comprehensive warranty
                 extended up to the period mentioned in clause 6 below.
        e)       The rates quoted by the bidder shall be fixed for the duration of the contract and shall not be
                 subject to adjustment on any account.
        f)       The Prices should be quoted in Indian Rupees only.
        g)       Discount offered, if any, and conditions thereof must be clearly stated in the bid itself.

5.      Customs Duty & Excise Duty
5.1     The University will not issue any C or D form availing of concessional Sales Tax/ VAT.
5.2     The University will not issue any Customs Duty Exemption Certificate or Excise Duty Exemption
        Certificate for any of the items mentioned in Clause 1 above.

6.      Warranty:
6.1     Warranty/guarantee for all the items of equipment/furniture supplied shall be on ‘all comprehensive’ basis
        (i.e., including repairs, replacements, maintenance, etc.).
6.2     The minimum applicable period of all comprehensive warranty for all items of equipment and furniture
        shall be 3 (three) years from the date of acceptance by the University. For items of software the
        minimum applicable period of all comprehensive warranty shall be 3 (three) years and shall include
        upgradation to the latest version released during the period.
6.3     Repairs/ replacements/ maintenance services shall normally be carried out at site, within a reasonable
        time, on requisition/intimation from the purchaser. In case the equipment needs to be transported to
        workshops, all arrangements must be made and all expenses must be borne by the supplier.

7.      Submission of Bids:

7.1     A bidder shall submit quotations in sealed envelope only, using his/their own stationery. A bidder shall
        not submit more than one quotation for the same item.

7.2     The bidder must mention the make, model and full detail specifications of the items offered/quoted.
        [Mere copying of the specifications mentioned by the purchaser or mentioning words like
        “complying”/”compliable” is not sufficient.] The bidder shall furnish, along with the offer, technical
        brochure supporting specifications of the offered item.


BESU, Shibpur/ NS 74                                                                              2
7.3       Each bidder shall submit, along with the bid, an earnest money deposit in the form of Demand Draft/
          Banker’s Cheque/ Pay Order payable in Kolkata and drawn in favour of ‘BESU – TEQIP Account’ of
          appropriate amount and valid up to a period of 30 days beyond the bid validity period.
7.4 (a) Each bidder, who has collected printed copy of bid document from TEQIP Office, shall furnish a
        photocopy of the receipt (issued by LIPMU, TEQIP, BESU, Shibpur) evidencing deposit of Rs. 200.00 as
        cost of documents & processing fee.
      (b) Each bidder, who has downloaded the bid document from the University’s website, shall deposit, along
          with the bid, a processing fee of Rs. 200.00 only by demand draft/pay order/banker’s cheque payable at
          Kolkata and drawn in favour of ‘BESU – TEQIP Account’.
7.5       Envelope containing bids must bear, on the cover itself, name and full address of the bidder.
          Advertisement number and date & time of bid opening shall also be super-scribed on the cover.
7.6       For bids submitted by post or courier, it is bidder’s responsibility that bids reach the purchaser’s
          office before the scheduled time of closure of submission of bids.

8.        Earnest Money / Bid Security and Performance Security
8.1       The amounts of Earnest Money, to be deposited along with bid, for different items are mentioned in table
          under clause 1 above.

8.2       If the amount of EMD submitted by a bidder is inadequate to cover all items quoted by him / her, price
          comparison & bid evaluation will be made only for first few items quoted, taken in sequential order, for
          which amounts of EMD are covered by the amount deposited by the bidder.

8.3       (Omitted)

8.4       For a Purchase/Procurement Order of Rs. 5 Lakh or more, successful bidders may have to furnish a bank
          guaranty for an amount of 10 % of the Value of the Order, and valid up to 60 days beyond the expiry of
          the warranty period, as Security for performance of the supplier and his warranty obligations.

9.        Validity Period of Quotation
          Quotation shall remain valid for a period not less than 30 days after the deadline date specified for
          submission.

10.       Evaluation of Quotations
10.1      The Purchaser will evaluate and compare the quotations determined to be substantially responsive i.e.,
          which
          (a)     are properly signed ;
          (b)     conform to the terms and conditions, and technical specifications;       and
          (c)     are submitted with requisite earnest money deposit.

10.2      Evaluation of bids shall be made for the entire turnkey job of supply of equipment/goods, installation,
          cable laying, commissioning, integration with existing systems and performance demonstration
          considered as one single item.

11.       Award of contract
11.1      The Purchaser will award the contract to the bidder
                 (i) whose quotation has been determined to be substantially responsive              and
                 (ii) who, in the assessment / judgment and sole discretion of the University,
                       has technical and financial capability to execute the contract                and
                 (iii) who has quoted the lowest price.



BESU, Shibpur/ NS 74                                                                             3
11.2    Notwithstanding the above, the Purchaser reserves the right to accept or reject any quotation, to
        reject quotations for some or all items and to cancel the bidding process at any time prior to the
        award of contract.

11.3    The bidder must have all the necessary license/certificates/tax clearance certificates from concerned
        authorities for carrying normal manufacturing or trading business/ execution of similar projects and shall
        be liable to furnish them on demand by the University or by the authorities concerned. These certificates
        need not be attached with bids but shall be produced on demand.

11.4    Prior to expiration of the quotation-validity-period, the award of contract/contracts by the Purchaser will
        be notified to the bidder/bidders, whose offer/ offers has/have been accepted. The terms of the accepted
        offer/offers shall be incorporated in the purchase order.

12.     Delivery

12.1    Delivery schedule must be strictly adhered to. The job must be completed within a very short period of 5
        (five) working days.
12.2    All equipment/goods to be supplied and/or installed under this contract must be delivered to and installed
        at the University on working days (except Saturday, Sunday and holiday) between 10-30 a.m. and 4 p.m.

13.     Payments

13.1    Payment shall normally be made within 15 working days (excluding Sundays and holidays) after delivery
        of the goods and successful demonstration

14.     You are requested to provide / submit your offer in sealed cover latest by 2-30 p.m. on Tuesday, March
        24, 2009.

        We look forward to receiving your quotations and thank you for your interest in this project.


Encl.: 1) Format of Quotation
       2) Annexure I (Schedule of requirements)
       3) Annexure II (Detail Specifications & other terms)

                                                                               (Purchaser):          Nodal Officer,
                                                                                              Procurement (Goods).




BESU, Shibpur/ NS 74                                                                              4
                                                                       FORMAT OF QUOTATION

Description of Goods/Work: Turnkey Job of Supply and Installation of Satellite Conferencing Systems for
                           Extension of Video Conferencing and e-Learning Facilities at BESU, Shibpur
                             (Ref: TEQIP/BLR/NS/74/08-09 dated 16/03/2009.)
                                                                                      Price for each unit (Rs.)
                                                                    Unit rate                              Transport-
                                                                    excluding                                ation,                              Total Price (Rs.)
                                          Specifications   Quan       excise,      Excise                  insurance,
        Sub-                                 of the         tity     customs       Duty /                     local        Quoted
Sl.     Item     Description of the        equipment/       and    duty & sales   Customs        Sales     incidental     Unit rate      (in
No.      No.     Equipment/Works          works offered    Unit         tax         Duty          Tax      costs, etc.   [a+b+c+d]    figures)             (in words)
(1)      (2)            (3)                    (4)          (5)         (a)          (b)          (c)           (d)         (6)          (7)                   (8)




Note:    In case of discrepancy between unit price and                        Total bid price (in figures)     Rs.……………………………
         total price , the unit price shall prevail
                                                                                              (in words)       Rupees…………………………………………………………………

We agree to supply equipments/goods, install, commission and integrate them with existing system and demonstrate the performance of the systems in accordance
with the technical specifications for a contract price quoted against entire turnkey job within the period specified in the Invitation for Quotations. We also confirm
that the on-site all comprehensive warranty/ guarantee period applicable shall be three years for all items of equipment, furniture and software.

                                                                                       Signature of Bidder……….………………………………………………………………..

                                                                                       Name            …...………………………………………………………………………
                                                                                       Business Address:……… ………………………………………………………………….
                                                                                                            …………………………………………………………………...
                                                                                                            …………………………………………………………………...
Place:……………………………………………………….
Date: ……………………………………………………….
………………………………………………………………………………………………………………………………………………………………………………………………
@ N.B.: Specifications of the items offered and NOT mere copy of specifications required.




BESU, Shibpur/ NS 74                                                                                       5
                                    Annexure –I (Schedule of Requirements)
                                (Ref: Notice No. TEQIP/BLR/NS/74/08-09 dated 16/03/2009)

Description of Job
        Turnkey Job of Supply & Installation of IP Based Satellite Conferencing Systems, with accessories,
        integrated with the existing VSX 7000 (Polycom make) based system at BESU
Overview of the Extension/Expansion Scheme:
        Video Conferencing and e-Learning facility at BESU, Shibpur, is a central facility with a fixed location
        Studio, a VSX 7000 (Polycom make) unit with accessories and ISDN connectivity. Under this extension
        scheme it is proposed to distribute the facility at another fixed location site and two mobile sites within the
        BESU Campus. To overcome the distance barrier communication among all these sites will be IP based.
Requirements:
        The estimated quantities of different items required for the project are mentioned in the next annexure
        (Annexure II) along with their technical specifications.

Part – I Supply of Hardware and Software

                                                                                    Bid
   Serial         Brief                                          Delivery
                                  Unit       Quantity                             Security         Remarks
    No          Description                                      Schedule
                                                                                (in Rupees)
                                         Equipment,
            Supply of
                                         accessories,                                          This work is to
            Hardware and
                                         goods and             Delivery at                     be followed by
            Software for
                                         Software needed       BESU                            cable laying,
            Satellite
                                         for net-working       Campus,                         installation &
            Conferencing
                                 One     the whole             Shibpur,                        commissioning,
   1        systems and                                                         30,000/-
                                 Set     campus                Howrah in                       integration and
            Integration with
                                         (estimated            four days from                  demonstration of
            existing system
                                         quantities are        date of award                   the integrated
            (details of major
                                         mentioned along       of contract                     systems as men-
            components in
                                         with                                                  tioned in Part-II
            Annexure II)
                                         specifications)


Part – II Cable Laying, Installation & Commissioning and Performance Demonstration

   Serial         Brief                                          Delivery       Bid Security
                                  Unit       Quantity                                              Remarks
    No          Description                                      Schedule       (in Rupees)
            Installation &                                                                       This work is
            Commissioning                                                                        to be followed
                                                               At BESU
            and Integration              Satellite systems,                                      by brief
                                                               Campus,
            of Satellite                 as stated in Part–I                                     training of
                                                               Shibpur,
            systems with         One     above, integrated                      Included in      faculty &
   1                                                           Howrah in
            existing system      Set     with existing                          Part-I           staff for
                                                               five days from
            and Performance              VSX 7000                                                operation,
                                                               date of award
            Demonstration                system.                                                 repair and
                                                               of contract
            of the Integrated                                                                    maintenance
            Systems.                                                                             of the system.




BESU, Shibpur/ NS 74                                                                               6
                                 Annexure – II (Detail Specifications & Other Terms)
                              (Ref: Notice No. TEQIP/BLR/NS/74/08-09 dated 16/03/2009)

Expansion of Video Conferencing & e-Learning Infrastructure

The video conferencing (VC) & e-learning (EL) infrastructure that has so far been created at Bengal Engineering
and Science University, Shibpur (BESU) campus under TEQIP is a central facility consisting of the following
    1. A studio room
    2. A VSX 7000 unit (Polycom make) with all supported accessories
    3. ISDN connectivity
Using the above infrastructure VC & EL can be established between the studio at BESU campus and any of its four
network Institutions as shown in figure1 below. Under the proposed extension of the VC & EL infrastructure, the
objective is to distribute the facility throughout BESU campus so that a program at any corner of the campus can be
broadcast to the nodes (existing / to be created) of this infrastructure. More specifically, under this extension work,
in addition to the existing sites (the studio at BESU and the network institutions), another fixed conference site and
two mobile sites (using portable VC units) will be created within BESU campus. The communication among all
these sites will be IP-based to overcome the distance barrier. Tentatively the following primary components to be
used in the extension are as follows
    1. Another central conferencing unit compatible with the existing VSX 7000 unit with all necessary
         accessories
    2. Two compatible portable satellite conferencing units to work with item no 1. above.
    3. Networking components for connecting 1. and 2. above and working of 2 .




                                       Figure 1: Scope of the present work

The VC units to be supplied and installed should be WiFi compatible and/or capable and should seamlessly be
integrated with the existing LAN at BESU campus. So that the portable VC units can operate in the LAN, a
number of WiFi zones have to be created in the campus as shown in figure 2. Existing infrastructure provides Fibre
Optic connectivity (1000BaseSx) to more that one points in each of these zones. WiFi zones have to be created
using mast-mounted outdoor access points.


BESU, Shibpur/ NS 74                                                                               7
                           Figure 2: BESU Campus showing the WiFi zones to be created.

A)        Multi-point Video Conferencing & e-Learning Solution
     1. Central VC Unit: Sony PCS – G50P or equivalent or higher with accessories multi-conferencing software
        and necessary accessories.
     2. Satellite VC Unit: Sony PCS – 1 or equivalent or higher with accessories with accessories multi-
        conferencing software.
     3. Conference recording support with 1. above (Memory Stick and or DVD recorder)
     4. Conference recording support with 2. above (Memory Stick and or DVD recorder)
     5. Software for PC based Video conferencing compatible with the VC units.

B)        Creation of WiFi Zones for VC Units
     1. Outdoor Access Point: Cisco Aeronet 1310 or higher with POE unit, POE cable of required length and
        mounting kits.
     2. Outdoor antenna and cable of required length for the Access Point (1. above): High-gain omni directional
        mast mount.
     3. Mast for outdoor installation of the Access Point (1. above)
     4. Layer 2 Ethernet Switch: At least 12 nos 10/100BaseTx ports, 2 nos 10/100/1000BaseTx ports and/or 2 nos
        SFP ports so that it can connect to 1000BaseSx port through fixed port/module/media converter.
     5. CAT VI cable: Make - Systimax, Amp, Finolex or equivalent.
     6. CAT VI mounting chord: Make - Systimax, Amp, Finolex or equivalent.
     7. Underground laying of CAT VI cable through GI pipe
     8. Laying of CAT VI cable through PVC pipe

C)        Optional items
     1.   Stand for the VC units
     2.   Data solution box for VC units: Make - Sony PCSA DSB1 or equivalent or higher.
     3.   Directional Tabletop Microphone for VC Units: Make – Sony PCS-AA3 or equivalent or higher.
     4.   Conference Microphone for VC Units: Make – Sony PCS-A1 or equivalent or higher.
     5.   Long (10m) camera cables for VC units.
     6.   LCD Projector: Make Sony VPL EX5 or equivalent or higher.




BESU, Shibpur/ NS 74                                                                          8
General Notes:
    1. The work has to be completed on turn-key basis.
    2. The bidder may visit the site and the existing infrastructure before making the bid.
    3. Technical feasibility of the solution provided by the bidder will be considered as the qualifying criterion of
       the bid.
    4. VC units or their accessories should be IP-based, as far as practicable.
    5. Additional accessories, if any, required to meet the functional requirement of a component as specified
       above may be included by the bidder in the quotation. Otherwise, it will be assumed that cost/price is
       inclusive of required accessories and the bidder will supply them, as and when required during installation
       and commissioning, without additional charges.
    6. Wherever applicable unit price has to be quoted. Total project cost as per the scope of the present work
       specified above (excluding optional items) should also be stated by the bidder. For optional items rates
       should be quoted separately with item wise breakup.




BESU, Shibpur/ NS 74                                                                             9

				
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