ROC No. 632A/2010/ AMC
HIGH COURT OF JUDICATURE AT MADRAS
On Site Comprehensive Annual maintenance Contract
The High Court of Madras, invites sealed tenders from eligible
Vendors/manufacturers for “On Site Comprehensive Annual Maintenance
Contract” for onsite maintenance of 695 HP Laptops and 695 HP LJ Printers
(Model HP COMPAQ No.6115) and HP LASER JET(LJ) Printers (HP LJ1022),
for a period of one year from the date of award of Contract, (including the
batteries, softwares installed thereon, recovery of the data of the user, replacement
of consumables etc.) The 695 HP Laptops and 695 HP LJ Printers are installed in
various districts in the State of Tamil Nadu and Union Territory of Puducherry.
Interested vendors may submit the tender subscribed proposals to the Registrar
(Administration), High Court of Madras, Madras on or before 3.00 P. M. on
Sd/- S. Udayan, B.A., B.L.,
Date : 15 /12/2011 Registrar (Administration)
High Court of Madras
HIGH COURT OF JUDICATURE AT MADRAS, MADRAS
The High Court of Madras invites sealed quotations from eligible
vendors/manufacturers for “On Site Comprehensive Annual Maintenance
Contract (AMC)” for maintenance of 695 HP Laptops and 695 HP LJ Printers
supplied to the Judicial Officers in the State of Tamil Nadu and Union Territory of
Puducherry, the AMC shall be valid for one year from the date of award of
Contract and shall cover maintenance of the batteries, softwares installed thereon,
recovery of the data of the User, replacement of consumables.
If any spare/component is excluded from the AMC, it shall be specifically
indicated by the vendor. The detailed configuration of the HP Laptops and HP LJ
Printers is available in Annexure.
General Terms and Conditions
1. The vendors who are authorized service partner of HP Laptops, Printers shall be
2. Tenders received after the due date, incomplete in any respect or are not
accompanied by prescribed documents, are liable to be rejected.
3. The cost of Tender form is Rs.250/- (Rupees two hundred and fifty only) [non-
refundable], payable by Demand Draft in favour of “Registrar General, High
Court, Madras” and the Demand Draft shall be attached with tender document.
4. The High Court of Madras reserves the right to split orders and / or accept or
reject any quotation. The High Court of Madras may alter any or all of the terms
and conditions without assigning any reason therefor.
5. All the prices quoted by the vendor shall be in Indian Rupees, firm and not be
subject to any price escalation. However, High Court of Madras reserves the right
to direct the vendors to re-submit commercial bids if there is any downward
revision in prices of HP Laptops & HP LJ Printers and other accessories by the
6. The prices quoted shall be inclusive of all Central / State Government Taxes /
service tax etc.
7. All the prices quoted and Terms & Conditions specified for AMC of the HP
Laptops and HP LJ Printers, by the Vendor shall be valid for a minimum period of
3 months from the date of closing of the bids.
8. The Annual Maintenance Contract shall cover comprehensive maintenance of
the HP Laptops & HP LJ Printers and other accessories (equipments) as mentioned
in the annexure.
9. The HP Laptops & HP LJ Printers are installed in the residence of Judicial
Officers in the Districts/Taluks throughout the state of Tamil Nadu and Union
Territory of Puducherry.
10. The System has to be attended in the service centre of the vendor, the same
shall be taken by the representative/engineer of the vendor by giving
acknowledgement and return the same in working condition within stipulated
time. If there is any delay in rectifying the Laptop and other accessories beyond
the stipulated time, the vendor shall provide a standby Laptop or the accessory as
the case may be till the defective Laptop or Component is restored.
11. All parts in the HP Laptops & HP LJ Printers, including Batteries & Power
adaptor shall be covered under the Annual Maintenance Contract. If any
component is not included in the AMC, the same shall be expressly stated in the
12. High Court of Madras reserves right to negotiate the prices in the event of
change in the market prices of the specified product & hardware items.
13. Decision of the High Court of Madras in respect of evaluation of bids and / or
award of contract will be final.
14. High Court of Madras reserves the right to discontinue the Annual
Maintenance Contract for maintenance of specified HP Laptops & HP LJ Printers,
on one-month notice.
15. If, for any reasons, the systems under maintenance are disposed or replaced by
High Court of Madras, within the contract period the contract amount for that
particular system shall be repaid by the vendor, or deducted from the amount
payable by High Court of Madras, on a pro rata basis. The Vendor shall reimburse
such amount to High Court of Madras, if any, by demand draft, drawn in favour of
“The Registrar General, High Court , Madras”.
16. In case of any upgrade of the systems during the proposed maintenance period
the maintenance shall also cover the upgraded system for the said contract period.
17. The Vendor shall not have any objection regarding the third party hardware
installation by High Court of Madras, during the contract period.
18. The Vendor shall arrange monthly visit of a Senior Official to High Court of
Madras and the district headquarters and also quarterly visit by the Regional
Manager of the Company.
19. All the complaints shall be attended to within 1 day from the day of complaint.
The tenderer(s) must have experience of minimum 3 years for providing
service support in Government/ Public Sector Undertakings dealing with similar
hardware/software in respective fields.
Earnest Money Deposit :
The quotation to be submitted by the eligible vendor(s) must be
accompanied by a demand draft for the value of 10% of the quoted value drawn in
favour of the Registrar General, High Court, Madras, payable at Madras, towards
refundable earnest Money Deposit (without interest).The Earnest Money Deposit
of unsuccessful tenderer will be returned after the acceptance of the proposal of
the successful tenderer, at the expense of the tenderer within a reasonable time.
The said Earnest Money will be held by the High Court till it is returned to the
tenderer and no interest therefor will be paid. Earnest Money Deposit of the
successful tenderer will be returned (without any interest therefor) only after the
successful completion of the AMC period (1 year)
Two Bid System Offer :-
The offers shall be in two separate sealed envelopes. One Envelope shall
contain Letter of offer, etc. Another Envelope shall contain Financial
Bid/quotation, EMD. These two envelopes should be securely sealed and enclosed
together in a larger envelope. All the three envelopes shall be sealed and stamped,
suprescribing the Tender Reference Number and Name of Tenderer.
The rates must be quoted for comprehensive maintenance of 695 HP
Laptops and 695 HP LJ Printers available in the residences of Judicial Officers in
Districts/Taluks throught the State of Tamil Nadu and Union Territory of
Scope of Work :
As part of the Annual Maintenance Contract, the Vendor shall arrange
sufficient number of engineers to attend to the complaints at the residences/offices
of the Judicial Officers at different locations (ie. In all the Districts/Taluks in
Tamil Nadu and Union Territory of Puducherry). The Engineers so deputed should
be well qualified and should have sufficient experience and well acquainted with
the installation and operation of Linux Operating System, for at least 3 years.
Spare parts are to be made available with the Engineer for immediate replacement.
The Vendor(s) will not be paid anything extra for attending the complaints at the
residences of Judicial Officers and Offices of the High Court. He may also be
required to attend complaints during odd hours and on Court holidays.
As part of the maintenance contract, the HP Laptops and HP LJ Printers
and other hardware items shall be numbered separately and call report should be
submitted to the Judicial Officers by the Engineer. A list of complaints received
and call attended shall be sent to the High Court on the first day of every month.
The preventive maintenance should be completed during the first week of
Terms of Payment :
1. Payment will be made in two instalments i.e. First half yearly payment
will be made on the receipt of the Invoices/vouchers from the vendor and the
Second half yearly payment will be made after the period of 6 months and on the
receipt of the invoices/vouchers from the vendor.
2. The payment would be made after deducting necessary taxes applicable,
1. The Vendor shall guarantee a minimum uptime of 98% during the
maintenance period. The vendor shall always maintain a detailed breakdown and
repair records of HP Laptops & HP LJ Printers.
2. In case of breakdown or occurrence of any obstacle in functioning of the
specified HP Laptops & HP LJ Printers, the vendor shall ensure that the same is
repaired within 24 hours. In case of failure to repair the same within stipulated
time, the vendor shall provide an equivalent standby equipment, without any
3. The parts for standby or replacement shall be 100% compatible and shall
support respective equipment in the specified HP Laptops & HP LJ Printers.
4. The Vendor(s) shall nominate one of its officers as ' Nodal Officer' who
shall receive complaints and keep a proper record mentioning the date & time of
the complaint received, the date & time when the complaint was duly attended and
the defects rectified, which shall be subject to inspection by any officer of this
Court at any time.
Downtime Penalty :
The response time, removal of defects etc., is as stated above, failing which
penalty for the first two days @ Rs.200/- per day per complaint will be levied
against the vendor(s). From 3rd day onwards, penalty of Rs.500/- will be levied.
If the vendor fails to send Engineer to the residence of the Judicial Officers
to attend the complaints within 24 hours of call logging in respect of the hardware
and software for which AMC is being awarded, penalty of Rs.1000/- per day will
In case of inordinate delay in rectifying the defect, the High Court shall
have every right to recall the defective hardware from the vendor(s) , and have it
repaired from the market at vendor(s) cost.
1. The vendor shall not divulge to any person, subsidiaries or groups of the
vendor or to any other person, any information obtained by it in the course of its
execution of its work and all the information gathered by the vendor shall be
treated as professional communications and confidential. Any violation of this
clause shall lead to cancellation of the contract and forfeiting of EMD without
notice to the vendor and he shall be liable for further damages.
2. The Vendor shall not encourage or partake in any form of software
piracy during the contract period.
3. The vendor shall not take High Court of Madras as reference to their
prospectus or clientele for any purpose.
1. The High Court Madras, reserves the right to terminate the contract by
giving due notice in case of breach of any of the material obligations under the
contract, if committed by the vendor, during the contract period.
2. The contract may also be terminated in case of any unsatisfactory service
performance during the contract period with due notice.
The Vendor shall be liable for any loss or damage to the specified hardware
items equipment, caused due to negligence of the vendor during the contract
period. The Vendor shall make good the loss or damage to the specified hardware
items caused if any, during the course of maintenance.
Resolution of Disputes :-
The Purchaser and the Vendor shall make every effort to resolve amicably,
by direct informal negotiation, any dis-agreement or dispute arising between them
under or in connection with the contract. The differences, if any, regarding the
maintenance work, shall be referred to the Registrar (Administration), High Court,
Madras, for decision.
Legal Jurisdiction :-
All legal disputes are subject to the jurisdiction of Madras High Court only.
The Tender along with Earnest Money Deposit in sealed cover addressed to the
Registrar (Administration) superscribing thereon “QUOTATION FOR AMC OF
HP LAPTOPS & HP LJ PRINTERS AND OTHER PERIPHERALS' must reach
the Office of Registrar (Administration) High Court of Madras by 3.00 P. M. on
or before 02/01/2012
The Tender received beyond the scheduled time shall be summarily
rejected. The Tender for AMC submitted by the interested bidders will be
opened in the presence of the bidders in the Chamber of Registrar
(Administration), at 5.00 P.M. on 02.01.2012.
Sd/-S. Udayan, B.A., B.L.,
Date : 15/12/2011 Registrar (Administration)
High Court of Madras
VENDOR: HP (HP – OEM-MB)
MODEL: HP nx6115
Mother Board having AMD Turion 64 Mobile ML 30 1.6 GHz Processor with
1MB L2 cache.
ATI Radeon Xpress 200 M Chipset
1x512 MB DDR (333Mhz or higher) expandable to 2GB
Integrated Graphics controller with 128 MB shared video memory
Integrated sound controller with speakers
Key board and touch pad
Integrated 56 kbps Modem
Integrated 10/100 mbps eithernet
Integrated wireless LAN support for 802.11b/g
40 GB IDE HDD with protection against shocks and data password protection
CD RW+DVD-ROM Combo drive PCMCIA Type II card
15” XGA TFT display with 1024 x 768 resolution (16M color)
Ports – 1xIEEE 1394, 3xUSB 2.0, 1xVGA Headphones out & Microphone in jack,
1 X RJ 11, 1xRJ45
Advanced Power management feature
Lithium Ion Battery (6 cells, 10.8 V, 4.8 AH) with minimum 3.5 Hrs. Backup.
Universal AC adapter
OS & Data recovery software
Good quality durable rexin carrying case
VENDOR: HP (HP – OEM)
MODEL: HP LASER JET (LJ) 1022:
HP Laserjet 1022 Printer upto 19 PPM letter/18PPM A4 Black and
White Laser Printer (Q5192A)