OFFICE OF THE COMMISSIONER CENTRAL EXCISE & CUSTOMS

BHUBANESWAR-II
C.NO.II(12)3/COMP/B-II/2008

Dated

To
1. M/s HCL Infosystems ltd.
A/9, AshokNagar
Bhubaneswar
3. M/s Prime Technologies,
D/74, MaitriVihar,
Bhubaneswar
5. M/s Victor Computers Pvt.Ltd
B-36 Saheed Nagar
Bhubaneswar-751007
7. DGT Ssystems Pvt. Ltd.
M-132,
Barmunda Housing Board Colony
Bhubaneswar-3
9.

M/s Wipro Limited,

Plot No-86/A, Third Floor, Saheed Nagar,
Bhubaneswar-751007
11. NOTICE BOARD

2.

M/s PCS Technologies Ltd.

443, Saheed Nagar
Bhubaneswar-751007
4. M/s Sylvesa Infotech P. Ltd.
S-33, MaitriVihar
Phase-II, C.S.Pur Bhubaneswar-15
6. M/s S.A.Infosys
Plot No-B-6
Saheednagar, Bhubaneswar-7
8. M/s Maple Computer and Communication
P.Ltd.
Maple House,
A-44 Kharvelnagar,
Janapath,
Bhubaneswar-751001
10. M/s GMG Systems, 20 Janapath.
Bapujee Nagar,
Bhubaneswar-751009
12. Web-site (ori.nic.in/cenexbbsr)

Sub: Quotation for AMC of computers and peripherals in the Commissionerate of

Central Excise , Customs & Service Tax, Bhubaneswar-II Regarding

Dear Sirs,
Quotations are hereby invited for awarding Annual maintenance contract
(AMC) of 32 PCs, 1 Server and 36 Printers in the Office of the Commissioner,
Central Excise & Customs, Bhubaneswar-II, Central Revenue Building , Rajaswa
Vihar, Bhubaneswar-7.
The terms and conditions are stipulated in a separate sheet enclosed as
(Annexure-A). A list showing details of the computers and printers installed in
different sections of the above mentioned office, to be covered by the said AMC, is
shown in Annexure-B enclosed.
You are, therefore, requested to submit your most competitive technocommercial bids(both technical bid and commercial bid to be given in separate
envelops) for AMC addressed to the Joint Commissioner Systems (by name) in a
sealed cover with a superscription Quotation for AMC of Computers &
Peripherals of Bhubaneswar-II )so as to reach by 30.09. 2008 (05:30 PM) at the
latest. Quotations, if any, received after the above mentioned date will be
rejected. The quotation once submitted is final and no negotiation is
permissible/admissible.
Thanking you,
Yours faithfully,
Encls: As above (Annexure A to E)

Sd/- 18.08.2008
(P.C.BEHERA)

JOINT. COMMISSIONER
CENTRAL EXCISE & CUSTOMS
BHUBANESWAR-II

ANNEXURE-A

TERMS AND CONDITIONS FOR ANNUAL MAINTENANCE CONTRACT

The Annual Maintenance Contract will be awarded to the agency found to be the most
suitable for maintenance of Computers and peripherals which are the property of the Government
of India subject to the acceptance of the following terms and conditions.
A.

The details of the Systems and peripherals located at the Commissionerate Headquarters are
listed in Annexure-B.

B.

The validity of the AMC will be for one year which will be mentioned in the order.

C.

For keeping the Systems and peripherals in good working condition the following
services must be provided:
a.

Scheduled preventive maintenance (PM) at least once in three months. The record
of PM should be maintained as per proforma given in Annexure-C. PM can be
clubbed with corrective maintenance. These call sheets/PM reports(as mentioned
in Annexure-C) should be submitted to the Commissioner CE &C, HQ,
Bhubaneswar-II regularly.

b.

Unscheduled, on call corrective and remedial maintenance service to set right the
malfunctions of the Systems. This includes replacement of unserviceable parts.
The parts replaced will be either new parts or equivalent in performance to the
new parts. Whether a defective item or component to be replaced or repaired shall
be at the sole discretion of the Agency. The replaced part can be taken by the
agency provided an alternate suitable part has been provided.

Device Drivers under Unixware & Windows 95/98/2000/XP OS are parts of the Hardware.
Any problem related to the device drivers will be attended to by the agency.
D.

Either party can terminate the contract at any time by giving three months notice in writing.

E.

System maintenance charges shall not include the cost of consumables and supply items
such as

ribbons, media like magnetic tapes, cartridges, printer bands, floppy diskettes,

print heads, computer stationery and toner cartridges

F.

For down time calculations the day on which the call is closed will not be taken as part of
down time .

G.

In case of intermittent failures and repetitive problems to improper diagnosis or repair, the
system will be treated as continuously down.

H.

This contract extends only to problems arising out of normal functioning of equipment and
the contract does not cover breakdown or services or spare cost, arising out of damages
caused due to fire, theft, riots, accidents, earthquakes, storm and other natural calamities.

I.

The deptt. will keep record of machine failure including the nature of failure, date and time
of booking the complaint ,date and time of repair and the total down time. This record will
be signed by the Agency and the authorised representative from the deptt.. Format for
keeping this record will be as per Annexure-D. This can be done through complain register.

J.

The equipment will be handed over to the deptt. after the AMC period is over in good
working condition.

K.

In case deptt. decides to upgrade any System the same will be taken out of the contract.

L.

Any changes to the system when the System gets burnt due to site problem would not be
covered under this contract and it will be discussed mutually on case to case basis.

M.

For all the equipments maximum acceptable downtime will be three working days
excluding holidays. However, it is desirable that the call is attended within 24 hrs. of
lodging of the complain. The penalty for completing the calls after the scheduled is given in
Annexure-E. However the maximum delay in fault rectification averaged over three
months for all machines should not exceed two working days. It is desirable that PM is
done once in three moths in every system & peripheral. If neither PM nor corrective
maintenance has been done in any System or Peripheral the payment for that System or
peripheral will be deducted from the payment of the agency.

N.

The payment will be made quarterly after the submission of the bill and down time
statements. The penalty will be deducted as per the conditions above.

O.

All the maintenance calls will be registered with the nearest office of the agency by
Telephone, Post, Fax etc. The agency offering the bids, therefore, should provide the
address, telephone no. Fax no. e-mail id etc. so that complain can be registered
expeditiously. The agency will submit the call service slips which will be signed by both
the parties.

P.

The agency shall not be liable or deemed to be in default of any delay or failure in
performance stated herein resulting directly or indirectly from causes beyond its reasonable
control and if the agency is prevented from performing its function.

Q.

The obligation of the agency shall cease forthwith if the deptt. ceases to be the owner of the
machine.

ANNEXURE - C
( Form for Preventive Maintenance of Computer Systems / Peripherals Installed under Central Excise &
Customs, Bhubaneswar-II commissionerate)
Location
Officer In-Charge
Period
Date
M/C Type with Serial No.
Action Taken
( A ) System / Printer
Cleaned ( Y/ N )
Configuration Checked ( Y/N )
OS / Drive Checked ( Y/N )
Network Connectivity OK ( Y/N )
Performance OK ( Y/N )
( B ) Virus
Virus Checked OK ( Y/N )
Virus Scanner Used ( Y/N )
General Layout
Suggestions ( If any )
Remarks

Signature Officer In-Charge

Name :
Designation :

Engineer
Name :
Organisation :

ANNEXURE D
( Form for Complaint Reports of Central Excise & Customs, Bhubaneswar-II)
Address
Month & Date

Failure
Complaint Booking Attended
Date Time Date Time Comp. No. Date
Time

Repaired
Date
Time

Down Time
Remarks
Days
Hours

Engr.
Name & Sig.

( Signature of the Officer )

ANNEXURE-E

PENALTY PROVISIONS
1.
2.
3.
4.
5.

Pentium Systems(Server) including Monitor

Personal Computer including Monitor
Printer(Deskjet)
Printer(Laserjet)
Printer(DMP)

Rs.400/- per working Day

Rs.200/- Per working day
Rs. 50/- Per working day
Rs. 75/- Per working day
Rs. 50/- per working day

Maximum penalty per day will be limited as that of the System penalty if the System and attached
printer are down at the same time.
Down time will be calculated after 3 working days as mentioned earlier..
Whenever the System/printer cannot be rectified on site within the specified limits the
vendor will have the option to provide an alternative equipment of machine specifications which
will be replaced within a period of maximum 60 days with equipment of same make/model. But in
case of Computer System the original CPU should be restored.