Annexure-1

Atal Bihari Vajpayee Indian Institute of Information

Technology and Management, Gwalior- 474015 (M.P.)

NOTICE INVITING TENDER

Indian Institute of Information Technology and Management (IIITM) in Gwalior, Madhya

Pradesh is an autonomous institute set by Government of India, MHRD (Presently Ministry
of Education, Govt. of India) in 1997. It is an effort by MHRD (Presently Ministry of
Education, Govt. of India) towards creating professionals in areas of management and
information technology from the same institute. This institute was created for facilitating
higher education, research, and consultancy in areas of information technology (IT) and
business management. Initially started as IIITM, this institute was prefixed with ABV in 2002
to honour the then Prime Minister Atal Bihari Vajpayee.

The Institute has Servers, Desktops, Printers & Campus Wide Network spread across the
entire campus which Includes academic, offices, and Administrative Building. The Institute
intends to enter into Annual Maintenance Contract (A.M.C) of Systems and Networking
equipment with manpower for system and network administration for a period of one Year
(12 months) from the date of award of contract. The contract may be renewed each year by
the competent authority, if the services of the selected vendor/organization are found
satisfactory in the previous year.

The Institute Invites Bids/Tenders from various organization /vendors for the above
mentioned work. The interested vendors/organizations may submit their Bids/Tenders in the
prescribed format duly completed along with requisite enclosures/ documents. The
incomplete Bids/Tenders will not be considered for evaluation.

The Institute reserves the right to accept or reject any or all the Bids/Tenders without
assigning any reason.

Date : 02/02/2023 Page 1 of 7

 Annual Maintenance Contract

Terms and conditions for the AMC of Systems and Networking equipment with
manpower for system and network administration:

Eligibility Criteria:

1. The Bidder should be an experienced System Integrator having at least Three (3)
years’ experience in Implementation and Maintenance of similar kind of Campus
Wide Networks. (Enclose the relevant proof for the experience as mentioned.)

2. The Bidder should be an ISO 9001:2015 and ISO 27001:2018 certified vendor for
Networking and related System Integration services. (Enclose the desired and valid
ISO certificate.)

3. Bidder should be an authorized partner of Hewlett Packard Enterprise, Dell India and
Cisco. (Enclose relevant certificates)

4. The Bidder must have turn over not less than Rs 1.24 Crores per year in each of the
last three financial years. (Proof for the same must be attached.)

5. The Bidder must have executed Three (03) AMC works of minimum Rs. 15.0 Lakhs
each during the last Five (05) years, out of which at least Three (03) order must be
the AMC of similar Hardware like Desktop, Server, Printer and Network (The copy of
the AMC Work Orders along with customer name and contact number must be
enclosed with the Bid.)

6. The Bidder must be registered with GST. (Copy of the registration Certificate must be
enclosed.)

7. The Bidder must be registered with Employee Provident Fund and Employees' State
Insurance Scheme (ESIC) departments. (Copy of the registration Certificates must be
enclosed.)

8. Bidder should have trained and certified manpower for the maintenance/repair of
Desktop, Server, Printer and active components. (Enclose the relevant certificates of
the trained technical manpower.)

Note:
1. All the details and the supportive documents for the above-mentioned items should
be uploaded in the bid.

2. Bidder’s experience, bidder’s turn over criteria must match eligibility criteria,
experience, bidder’s turn over criteria, as mentioned in the above Eligibility Criteria of
this document and will be considered for evaluation.

Testimonial and records to be furnished.

Bidder should enclose the following documents along with Bids/Tenders:

Date : 02/02/2023 Page 2 of 7

1. Copy of last three years Audited Balance Sheet prepared by an authorized Chartered
Accountant.

2. Copy of Three (3) AMC Orders of Similar type of Work Campus Wide Network (CWN) as
mentioned in any large organizations/Institutions/Universities with min. Rs. 15.0 lakhs of
work order.

3. Copy of Authorized Partner certificate of HPE, DELL, Cisco.

4. Copy of ISO 9001:2015 and ISO 27001:2018 certified vendor for System Integration
Services.

5. List of professionally qualified personnel of the Bidder.

6. Copy of Certificate of registration/incorporation of the company.

7. Copy of registration certificates of PAN, GST, ESIC, Provident Fund as required.

8. Evidence of Trained/ Certified manpower for the maintenance/repair of active as well as

passive components.

Non availability of any of the aforesaid documents, the Bids may be rejected at the
discretion of IIITM, Gwalior

SCOPE OF WORK.

1. Provision of minimum two service engineers - one Network Engineer and one
Desktop engineer must be posted at IIITM, Gwalior. Both the Network Engineer and
the Desktop Engineer must have sufficient qualifications
(Degree/[Link],/[Link]/MCA/[Link] etc.), relevant certifications
(CCNA/RHCE/ComPTia/Hardware diploma etc.) and adequate experience in their
respective domains.

2. Network Management Services will be Preventive and Proactive Maintenance of

equipment including quarterly cleaning of outer parts/covers with appropriate non-
corrosive cleaner.

3. The Bidder must provide Call Logging Mechanism as well as case sheet for every
call log made.

4. The Bidder must have single point contact.

5. Ensure Complete Connectivity of the nodes as well as speed with respective network
including liasoning with ISP if necessary.

6. Identifying and troubleshooting of Desktops, Server and Printers in appropriate

manner and rectify the problems.

7. Consumable items are not covered in AMC viz. Batteries, Toner/Cartridges/ Printers-
Drum, Printers Maintenance kit etc.

8. Any equipment which is physically or intentionally damaged or if the damage is

caused due to fire, Rodents etc. will also not be covered in AMC.

Date : 02/02/2023 Page 3 of 7

 9. Identifying and troubleshooting of defective Switches.

10. The AMC covers troubleshooting, corrective maintenance, repair and free
replacement of defective electrical and electronic parts in the PCs, servers, printers,
are covered in AMC.

11. Identifying and troubleshooting of defective OFC connectors (Single and multimode
connector), segments etc.

12. Ensure the UTM Firewall management and uptime 99.9%.

13. User Creation, Policy Creation, Firewall Rules, Public to Private IP Mapping,
configuration, installation and configuration of application software in server/client
machines, assigning rights to workgroups, common printers etc., all of these must be
done by the resident engineer.

14. Any type of backup/recovery will be not covered under the AMC.(Backup/recovery or
any software installation will be done under guidance of IT department of IIITM and
Software’s will be provided by Institute.)

15. The AMC provider should be capable of supporting any networking expansion plans
of the institute.

16. Maintenance and physical logging of activities carried out with respect to the IT
Infrastructure of the institute (including the server room) and upkeep of the files and
records, maintenance of records of communications (from reporting officials,
departments etc.) in the server room.

17. The site engineer must have capability to handle day to day task of UTM Firewall.

18. In case of failure of UTM firewall, the vendor must provide the backup arrangement
to cater the internet services without any interrupt.

19. Providing necessary information for approximately configuring the ISP lines /routers
so that they may all operate in load-balanced mode through UTM Firewall.

20. Management of network (VLAN) and configuration of new and existing switches
including the Bridge-Group Virtual Interface (BVI), switch virtual interfaces (SVI)and
an IPv4 subnet which is compatible with the existing IPv4 addressing plan.

21. Any faults logged shall be rectified within the same working day, as for as possible
and in no case shall 48 working hours from the time of reporting of failure/defect. In
case the guaranteed repair time of the call registered (for a item/system in
consideration such as Laptop, Workstation, PC, Printer, switch etc. under complaint
and covered under AMC) is not being met, down-time penalty charges will be levied.

22. The items/systems are normally required to be repaired on site only and in
exceptional cases when the machines cannot be repaired in the office premises and
require to be taken to the workshop, the institute shall not make any payment
towards cartage and expenses for to and fro transportation. The afore said cost and
risk of transportation to and from the workshop shall be that of the firm undertaking
the AMC.

Date : 02/02/2023 Page 4 of 7

 23. Data recovery from crashed machines, installation of OS, software should be
undertaken by the firm undertaking the AMC wherever technically feasible.

24. All components replaced by the contractor will be of equivalent or higher capacity
and quality, compatible with the existing system. The firm shall not perform sub-
standard repair/replacement of parts.

25. The agency should undertake to maintain adequate stocks of spares, accessories at
their local store at ABV-IIITM and other required goods and services as required in
connection with the services.

AMC Renewal if required

The annual maintenance contract may be renewed as per the requirements of the AMC in
the Institute on the recommendation of Chairman, IT Resource Centre and the past
performance of the Contractor for further one or more years, but maximum for three years,
after approval of competent authority of the Institute.

Validity

Bids should remain valid for a period of three months from the closing date of tender.

Penalty for failures:

Any faults logged shall be rectified within the same working day, as for as possible and in no
case shall 48 working hours from the time of reporting of failure/defect. In case the
guaranteed repair time of the item/system in consideration (Laptop, Workstation, PC, Printer,
switch etc.) under complaint, (covered under AMC) is not being met, down-time penalty
charges will be at rate of Rs. 100/-per Day if system fault is not rectified within 48 hours.
Total penalty will be deducted from the due payment till the fault gets rectified. (Any
equipment shipped for repair is not included in this penalty clause).

The bidder will ensure 99.9% uptime of the Institute networking infrastructure and the
turnaround time to provide a standby unit/rectify the problem is 24 hours from the time of
problem logging; failing which the time to set right the problem shall be computed for each
call registered and the AMC for the entire setup of computers/peripherals of the institute
shall be extended by the cumulative time thus computed at the end of the contractual year.
The same shall be maintained in records. No charges shall be paid for this extended tenure.

Payment Terms:

1. The comprehensive maintenance charges shall be payable to the service provider in four
equal quarterly instalments.

2. Any increase of taxes, duties or prices of components, transport and etc. will not affect the
AMC rates during the entire period of AMC.

Date : 02/02/2023 Page 5 of 7

Premature Closure of AMC:
If the AMC services provided by the contractual service provider are not found to be
satisfactory, one-month advance notice shall be provided before the termination of the
contract.
On expiry or termination of the contract, the firm shall hand over all the systems in perfect
working condition, failing which liquidated damages will be deducted from the service
provider.

Force Majeure

If at any time, during the continuance of this contract, the performance in whole or in part by
either party of any obligations under this contract shall be prevented or delayed by reason of
any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods,
explosions quarantine restrictions, strikes, lockouts or act of God (herein after referred to as
events) provided notice of happenings, of any such eventually is given by party either party
to the other within 21 days from the date of occurrence thereof, neither party shall be reason
of such event be entitled to terminate this contract nor shall either party have any such claim
for damages against the other in respect of such non-performance, or delay in performance,
and deliveries under the contract shall be resumed as soon as practicable after such event
may come to an end or cease to exist, and the decision of the Hon’ble Director ABV-IIITM,
Gwalior will be final and conclusive.

Arbitration

(a) If a dispute of any kind whatsoever arises between the ABV-IIITM and the der in
connection with, or arising out of, the Contract or the execution of the works or after
their completion and whether before or after the repudiation or other termination of
the contract, including any disagreement by either party with any action, in action,
opinion, instruction, determination, certificate or valuation of the Engineer, the matter
in dispute shall be settled by arbitration in accordance with the Indian Arbitration and
Conciliation Act, 1996 or any statutory amendment thereof.

(b) The reference to arbitration may proceed notwithstanding that the works shall not
then be or be alleged to be completed, provide always that the obligations of the
ABV-IIITM, Gwalior and the Bidder shall not be altered by reason of the arbitration
being conducted during the progress of the works. Neither party shall be entitled to
suspend the works, payments to the Bidder shall be continued to be made as
provided by the contract.

(c) Arbitration proceedings shall be held at Gwalior and the language of the arbitration
proceedings and that of all documents and communications between the parties shall
be English.

(d) All arbitration awards shall be in writing and shall state the reasons for the award.

(e) Penalty/Liquidate Damages shall not fall under the Arbitration clause.

Date : 02/02/2023 Page 6 of 7

 Atal Bihari Vajpayee Indian Institute of Information Technology and
Management, Gwalior- 474015

Terms and Conditions for submission of Bids for AMC of Hardware &CWN

1. The tender should be valid for a period of three Months (03 Months) from the date of
opening of the tender.

2. The selected Vender/Organization has to sign an MOU with Institute.

3. Vendor’s must be registered with sales/ Trade Tax department. The Bidders are also
required to provide their registration number along with the Bids and proof.

4. Bidders must be registered with Income Tax department. The Bidders have to
provide their PAN number along with proof.

5. All the tenders/Bids must be accompanied with security as mentioned in tender

document in the form of Demand Draft in favour of Director, ABV-IIITM Gwalior.

6. The competent authority of the Institute has every right to extend the due date of
tender if so required but all the Bids/tenders will be opened together.

7. In case of any dispute Director, ABV-IIITM, Gwalior will be the final arbitrary
Authority.

8. Deduction of T.D.S will be made as per Government rules.

9. The Campus Wide Network and Hardware is established with equipment of different
make and all of the equipment are working in cohesion. Therefore, it is convenient for
Institute that the entire AMC must be awarded to a single firm/organization.

10. Bids/Tenders deviating from above terms and Conditions will be rejected straight
away without assigning any reason thereof.

11. All disputes are subject to Jurisdiction of Gwalior court only.

12. The Institute has all rights to reject any or all quotations/Tenders without assigning
any reason.

Date : 02/02/2023 Page 7 of 7