KARNATAKA POWER CORPORATION LIMITED
(A GOVERNMENT OF KARNATAKA ENTERPRISE)
KPCL BID NOTIFICATION No. A1L / 25 11 01 / AMC /
BID DOCUMENT FOR AMC OF
SERVERS, COMPUTERS AND PRINTERS
OF BANGALORE BASED OFFICES
FOR THE YEAR 2010-11
OFFICE OF THE
CHIEF ENGINEER (ELEC. DESIGN)
KARNATAKA POWER CORPORATION LIMITED
III FLOOR, SUDARSHAN COMPLEX
# 22/23, SESHADRI ROAD
BANGALORE – 560 009
KARNATAKA POWER CORPORATION LIMITED
(A. GOVERNMENT OF KARNATAKA ENTERPRISE)
NO: AIL / 25 11 01 / AMC / DATE: 21-12-2009
Bids are invited from competent agencies for the ANNUAL MAINTENANCE
CONTRACT FOR SERVERS, COMPUTERS AND PRINTERS LOCATED AT
BANGALORE BASED OFFICES FOR THE YEAR 2010-11
1.0 PRE-QUALIFICATION REQUIREMENTS:
1. The bidding firm shall have satisfactorily maintained for the last TWO
years the CLIENT-SERVER system in any TWO different reputed
Organisations in Bangalore, having at least 300 Desktop Clients.
The proof of satisfactory maintenance is to be supported by the
CERTIFICATES issued by the Concerned official / Competent authority for
having satisfactorily maintained the CLIENT-SERVER system for the last
2. Bidding firm shall have an average annual turn over of at least Rs.1.00
Crore for the past THREE years. Audited balance sheet shall be enclosed
in support of that
3. The bidding firm shall furnish details of technical personnel & their
qualification engaged by him for such works. Each Resident Engineer
shall have minimum of Two years of service and proof of the same has to
4. Bid documents would not be issued to those, whose Contract has been
cancelled or fore closed by KPCL in the last 5 years due to unsatisfactory
5. The firm shall post only the Microsoft certified Service Engineers as
Resident Engineers, proof of certificates and resumes of Resident
Engineers to be enclosed.
6. Crossed DD for Rs.260/- (Rupees Two Hundred and sixty Only) (Rs.250/-
plus VAT at 4 %) towards cost of bid document and EMD amount of Rs.
20,000/- (Rupees Twenty Thousand Only) in the form of crossed Demand
Draft payable at Bangalore drawn in favour of Karnataka Power
7. Bidders shall furnish all the details towards the pre-qualification as
mentioned above on or before 06-01-2010 up to 15-00 hrs.
Bidders shall submit 2 separate sealed covers super scribing boldly “PQR
requirements “on cover I & “Price Bid” on Cover II for Annexure-I
Cover I shall contain
i) All the details towards pre-qualification as mentioned above,
ii) Crossed DD for Rs.260/- (Rupees Two Hundred and sixty Only)
(Rs.250/- plus VAT at 4 %) towards cost of bid document drawn in
favour of Karnataka Power Corporation Ltd., payable at Bangalore.
iii) EMD amount of Rs. 20,000/- (Rupees Twenty Thousand Only) in
the form of crossed Demand Draft payable at Bangalore drawn in
favour of Karnataka Power Corporation Ltd.,
Cover – II contains price bid in the specified schedule attached for
Annexure – I along with duly signed terms and conditions.
If any bidder fails to pre-qualify, the EMD Demand Draft would be
returned and cover - II of the firm would be returned unopened.
a) Last date for receipt of sealed covers I, II : 06-01- 2010
Up to 15-00 hrs.
b) Date of Opening Cover I : 06-01-2010
at 15-30 hrs.
c) Date of opening cover II of Pre-qualified : 08-01-2010
bidders. : at 15-00 hrs.
Chief Engineer (Elec Design)
Karnataka Power Corporation Ltd.,
No.22/23, III Floor, Sudarshan Complex,
BANGALORE - 560 009.
The following documents forms part of the bid:
ANNEXURE – I - Schedule of price
ANNEXURE – II - Terms and Conditions
ANNEXURE – III - List of hardware to be placed in Stock at the
Chief Engineer (Elec Design)
ANNEXURE – I
SCHEDULE OF SERVERS, PCs, DOT MATRIX PRINTERS, INKJET
PRINTERS & LASER JET PRINTERS AT SHAKTHI BHAVAN , TRADE
CENTRE,SUDARSHAN COMPLEX AND YALAHANKA
SL. Description Unit Qty per Amount
No. Month/ per Year
1 DIGITAL SERVERS Nos. 1
2 CEREBRA SERVERS Nos. 4
3 PCS SERVER Nos 1
4 HP SERVERS
5 DIGITAL DESKTOPS
8 Nos. 100
9 Nos. 80
10 HP DESKTOPS Nos. 94
SL. Description Unit Qty Rate Amount
No. per per Year
11 DOT MATRIX PRINTERS LQ
1050, 1050 +DX ,etc.,) Nos. 30
12 DOT MATRIX PRINTERS Nos. 24
HD - 1070
13 DOT MATRIX PRINTERS – TVSE Nos. 7
14 INKJET PRINTERS – A3 SIZE Nos. 27
15 INKJET PRINTERS – A4 SIZE Nos. 22
16 LASER-JET PRINTER – A3 SIZE Nos. 8
17 LASER-JET PRINTER – A4 SIZE
Signature of Bidder CE (Elec. Design)
NOTE : The Comprehensive AMC shall also covers Printer Head in Dot
Matrix Printer & Fuser Assembly in LaserJet Printers, same has
to be replaced free of cost.
ANNEXURE – II
TERMS AND CONDITIONS:
1.00: DEFINITION: -
1) CORPORATION :
Corporation means Karnataka Power Corporation Limited, Bangalore,
herein after called as CORPORATION.
2) SERVICE PROVIDER:
SERVICE PROVIDER means the firm which would take up the Annual
Maintenance Contract for Servers, PCs and Printers herein after called as
The prices indicated shall be FIRM and inclusive of all taxes and duties on
FOR destination. No variation in taxes, duties on any account is
acceptable. Taxes, duties, service tax and any other levies etc. that are
considered in the prices shall be clearly indicated in the bid. The service
tax, Income Tax etc., which are deductible as per statutes in force in
Karnataka State/ India will be deducted by the corporation at the
applicable rates from time to time from the bills/invoices raised by the
3.00: EARNEST MONEY DEPOSIT:
Earnest money deposit of Rs.20,000/- (Rupees Twenty Thousand Only) in
the form of Demand Draft shall be submitted along with each bid valid for
six months period. Demand Draft shall be drawn in favour of Karnataka
Power Corporation Limited, Bangalore. The E.M.D. would be forfeited in
case the firm withdraws the offer during the validity period. The EMD
amount would be returned to the un-successful bidders after the contract
is awarded to the successful bidder and the same shall be returned to the
successful bidder after signing of the contract agreement and furnishing of
security deposit. The EMD would also be forfeited, if the successful bidder
fails to enter into an agreement within one month from the date of work
order in the format specified.
4.00: SUBMISSION OF BID:
The completed bid document shall be submitted to this office before
15-00 hrs. on or before 06-01-2010. Bid document of Pre-qualified bidder
would be tentatively opened on 08-01-2010 at 15-30 hrs.
5.00: VALIDITY OF THE OFFER:
The period of validity of offer shall be 120 days from the date of opening
of bid. The bidder shall not withdraw the offer during the period of
6.00: Comprehensive Maintenance:
The Maintenance shall include:
a) Preventive maintenance for Hardware and Systems software:
The firm shall provide preventive maintenance, which shall be performed
quarterly, during prime shift hours of coverage at no extra cost. The firm
shall periodically (i.e. Once in a month) monitor the performance of the
systems, virus monitoring and cleaning and give a report to the Computer
b) Corrective Maintenance:
The firm shall provide on site corrective hardware and system
maintenance and system software support during prime shift hours of
coverage. The firm shall provide support in trouble shooting the day-to-day
applications such as Windows OS, MS office and other software like
AutoCAD, STAAD, Oracle, Developer 2000 etc., and the firm shall also
provide support to keep the entire systems virus free by loading antivirus
software with regular updates supplied to the firm by this office during the
maintenance period. The firm shall also provide support for E-mail /
Internet configuration. The firm shall also give support for ‘Vendor Co-
ordination for the warranty Servers/Desktops and Printers’ for
different branded machines.
c) Replacement of defective parts:
The firm shall supply and install all parts found defective for satisfactory
maintenance of Servers, PCs and printers awarded for Maintenance
Contract at no extra cost except ink cartridges in Inkjet / Toner in LaserJet
printers & ribbon in DMP printers. In case suitable replacements are not
available for defective components of Servers, PCs & Printers (Including
Laser and Inkjet printers) the firm shall under take to provide a higher
configuration of Server/PCs/Printers with Intel Pentium chip only.(In
respect of PCs/Servers). The Comprehensive AMC shall also covers
Printer Head in Dot Matrix Printer & Fuser Assembly in LaserJet
Printers, same has to be replaced free of cost.
d) Spares to be Provided for Maintaining continuity of work :
The Successful service provider has to maintain the stock of spares at the
customer premises in good conditions as listed in Annexure – III through
out the Maintenance Contract period for immediate replacement, if the
service provider is unable to replace the defective components
immediately a standby working unit shall be made available to the
corporation to maintain continuity of work within 24 hours of reporting the
7.00 Resident Engineers & Service Reports :
(i) The firm shall post “Three Resident Engineers“to cover Shakthi
Bhavan & Trade Centre & Three Resident Engineers to cover
Sudarshan Complex & Yelahanka at the disposal of KPCL, who are
Microsoft Certified Service Engineers only.
(ii) In case of any Resident Engineer fail to attend on any working
day, an alternative Resident Engineer shall be posted, who is also
Microsoft Certified Service Engineers under prior intimation &
concurrence of this office duly producing the Microsoft Certified
Service Engineers certification of the new Resident Engineer.
(iii) The firm shall submit the reports to the undersigned regularly every
month. Payment would be made only after the submission of all
service reports to the undersigned duly signed by the users
department with name & seal along with the signature of Resident
8.00 Prime Shift Coverage :
The firm shall provide the comprehensive maintenance with in the prime
shift coverage of 9.00 AM to 6.00 PM Monday through Saturday. All
Resident Engineers shall report to the undersigned everyday at 9-30 AM
9.00 Terms of payment : ( Each Case)
Payable in 4 (Four) installments at the end of each quarter, only after the
scrutiny of the service report (Preventive maintenance and Corrective
maintenance during the quarter) and submission of Invoices.
10.00 PAYING AUTHORITY:
Paying authority shall be “General Manager (F&A), Karnataka Power
Corporation Limited, B’lore or any other person authorised by the
11.00 Service Period: one year from the date of agreement.
12.00 AVERAGE REPAIR TIME:
For corrective maintenance the average repair time shall be not more than
13.00 BACKUP SYSTEM :
In Case of breakdown (for more than a day) the firm has to provide a
backup system to serve as standby until the system is repaired and put
back to work. In case the firm fails to provide backup system as above, a
penalty of Rs.100/- (Rs. One hundred Only) per day would be levied till the
server/client/printer is set right & put back to work.
14.00 KPCL on the verge of procuring new PCs to replace the existing P I, P II
and P III PCs. Therefore The Chief Engineer (Elec. Design) reserves the
right to vary the no. of systems to be serviced/maintained as well as the
period of maintenance at the time of issuing the work Order or at any date
during the maintenance period. The rates Quoted shall be valid for
variation in number of Servers, Computers and Printers .
15.00 On receipt of the work order the firm shall evaluate all the System and
submit a report to Chief Engineer (Elec. Design) The firm shall identify all
the systems coming under their service and assign an identification
number to each of the Servers, Computers and Printers. The date of
commencement of Maintenance Contract would be reckoned from the
date of signing of the agreement by the firm.
16.00 SECURITY DEPOSIT:
The firm shall submit at the time of signing of agreement a Security Deposit
in the form of a Bank Guarantee as per format Specified for 10% of value
of the Contract valid up to 13 months from the date of agreement.
17.00 The Security Deposit would be held with the Corporation as a Guarantee
against lapse in the performance by the firm in the Maintenance and
service of Servers, PCs and Printers as per the terms of the agreement.
18.00 In the event of not performing the services agreed upon as per the terms
and conditions, Karnataka Power Corporation Limited Reserves the right
to forfeit the Security Deposit partly or fully and take action. The
Discretionary power to enforce this clause is vested with the Chief
Engineer (Elec. Design), Considering the merit of the particular case of
default by the firm.
19.00 The Chief Engineer (Elec. Design), has the right to terminate the contract
If the maintenance of the equipment is not performed as per the Terms
and conditions of the agreement for two successive Quarterly services.
20.00 The Chief Engineer (Elec. Design), reserves the right to either terminate or
extend the Maintenance Contract period based on the performance of the
service provider. Where the contract is extended, payment shall be as per
the AMC rates already in existence. In the event of extension, the AMC
agency shall extend the BG(Security Deposit) for the extended period
without fail. Failing to which BG submitted would be encashed.
21.00 The firm shall be bound by the performance clause except under force
Majeure conditions as envisaged in clause -22.
22.00 FORCE MAJEURE :
Force Majeure is herein defined as any cause which is beyond the
control of the SERVICE PROVIDER or the CORPORATION, as the case
may be, which they could not foresee or with a reasonable amount of
diligence could not have foreseen and which substantially affects the
performance of the Contract, such as:
a) Natural Phenomena, including but not limited to floods, droughts,
earthquakes and epidemics.
b) Acts of any Government, domestic or foreign, including but not
limited to war, declared or undeclared priorities, quarantines,
c) Accidents and disruptions including but not limited to fire,
explosions, break downs of essential machinery or equipment and
d) Transportation delay due to force Majeure or accidents.
e) Strike, lockouts and sabotage.
f) Riots and civil commotion.
Provided either party shall with in (15) fifteen days from the
occurrence of such a cause notify the other in writing of such
23.00 The firm’s representative shall present himself with the identification
representing their firm before taking up repair / maintenance.
24.00 In case the firm does not respond for repairs / replacements within
10 (Ten) days, penalty shall be levied at the rate of Rs.1,000/- (Rupees
one thousand only) per week or part thereof except under force Majeure
conditions. However, The Chief Engineer (Elec. Design), shall have the
discretionary powers to impose penalty in such situations. The corporation
also reserves the right to cancel the AMC, if the problems could not be
rectified for a prolonged time.
25.00 SUIT OF PROCEEDINGS:
Any suit or proceedings arising out of this contract shall be instituted in
court of law at Bangalore.
Tenders with a stipulation for settlement of dispute by reference to
arbitration would not be entertained.
Chief Engineer (Elec. Design)
ANNEXURE - III
LIST OF SPARE HARDWARE TO BE PROVIDED BY THE RESIDENT
ENGINEERS FOR MAINTAINING CONTINUITY OF WORK :
1. SERVERS - 2 Nos
2. CLIENTS - 5 Nos.
(i) LQ 1050 + DX - 3 Nos.
(ii) Inkjet Printer - 2 Nos.
(iii) Laser jet Printer - 2 Nos.
4. Sufficient no. of spares such as HDD, RAM, Keyboard, Mouse, Mother
Boards, Printer Heads, Fuser Assembly, Monitors & Ethernet cards shall
Chief Engineer (Elec Design)