Sub: Quotations for the Annual Maintenance Contract of Computers and Laptops at Offices of

Gujarat Livelihood Promotion Company

Sir,
Sealed quotations are hereby invited from the reputed firms/agencies for Annual Maintenance
Contract of Computers and Laptops at Head office and District offices of Gujarat Livelihood
Promotion Company, Gandhinagar
The intending agency should fulfil the following requirements:

(i) The firm should submit satisfactory completion certificate for at least 10AMC work from
reputed organizations, where the firm has executed the AMC work satisfactorily during
previous 3 years.

(ii) The firm should have valid income tax registration certificate & sale tax registration
certificate as well as other statutory clearance certificates.

(iii) The quotation shall be submitted in two separate sealed covers, duly completed in all
respects viz, one for “Technical bid” and the second for “Financial bid”. The name of the
work and the words “Technical Bid” and “Financial bid” only, as the case may be clearly
written on the top of the respective sealed covers. All the two bids, along with the letter
for submitting quotation, shall be put in a sealed cover and the name of the work “Annual
Maintenance Contract of Computers and Laptops at Gujarat Livelihood Promotion
Company, Gandhinagar” shall be clearly written on top of the sealed cover.

(iv) The duly filled in quotation shall reach this office on or before X 2015 at GLPC Head
Office.

(v) The quotation received without separate sealed envelopes for technical and financial bid
shall not be entertained.

(vi) The validity of quotation shall normally be 120 days from the last date for receiving the
quotes.

(vii) The firm needs to submit the quotation for all locations and all computers and cannot
submit partial quotation.

The copy of Terms of Reference for Annual Maintenance Contract, the list of places and List of
Computers which are to be under Annual Maintenance Contract and the format for financial bid is
enclosed for ready reference.
The quotation details and other terms and conditions can be obtained in person from the office from
on all working days. The quotation document can also be downloaded from GLPC website
www.glpc.co.in

Yours faithfully,

Jt. Managing Director

Encl.: As above
ANNUAL MAINTENANCE CONTRACT OF COMPUTERS AND LAPTOPS AT
OFFICES OF GUJARAT LIVELIHOOD PROMOTION COMPANY

TERMS OF REFERENCE

1.0 BACKGROUND
Gujarat Livelihood Promotion Company Limited is nodal agency for implementation
of National Rural Livelihood Mission as well as Government of India and State sponsored
livelihood projects under the Rural Development Department, Government of Gujarat. Main
objective of the mission is poverty eradication by mobilizing poor in the form of Self Help
Groups and give them sustainable livelihood opportunities.

2.0 SCOPE OF WORK

Systematic annual maintenance contract at GLPC Head Office and District offices of
Gujarat Livelihood Promotion Company for maintenance of computers and laptop so as to
ensure minimum down time of system.
The list of the offices of Gujarat Livelihood Promotion Company Ltd. is as per
annexure 3.

2.1 List of Machine to be covered under AMC:

Type A. COMPUTER Specification - SIS

Item Make and Model

From Factor Tower Cabinet SIS Agile DAG2277
CPU AMD Phenom II X2 560 Processor, 3.3 Monitor:: SIS E1943SV
GHz
Motherboard AMD 785G With Radeon 2100 Graphics
Memory 2 GB DDR3 RAM @ 1066 MHz
Hard disk 320 GB SATA II with 7200 RPM
OS Microsoft Windows 7 Professional

Type B. COMPUTER Specification - Lenovo

Item Make and Model

From Factor Tower Cabinet Lenovo M70e
CPU Intel(R) Core(TM)2 Duo CPU E7500 Monitor:: Lenovo D186wA
Processor @ 2.93 GHz
Motherboard H81 Express With GeForce 310 Graphics
Memory 3 GB DDR3 RAM
Hard disk 320 GB SATA
OS Microsoft Windows 7 Professional 32-bit
 Type C. LAPTOP Specification -Sony

Item Make and Model

CPU  Intel® Core™ i3-350M Processor 2.26GHz Sony VAIO VPCEA23EN
Motherboard Intel® HM55 Express Chipset
Memory 3 GB DDR3 RAM
Hard disk 320 GB SATA
OS Genuine Windows® 7 Home Basic 64-bit
(English Version)

Type D. COMPUTER Specification - Other

Item Make and Model

From Factor Tower Cabinet HCL, ACER
CPU Intel(R) Core(TM)2 Duo CPU E7400 Monitor:: HCL, Acer
Processor @ 2.80 GHz
Memory 1 GB DDR3 RAM
Hard disk 150 GB SATA
OS Microsoft Windows 7 Professional 32-bit

2.2 Maintenance Services would cover the following:

a) Reloading of OS and Software (like MS Office & Anti-Virus etc.) as and when required.
Software shall be provided by our company. Regular updating of antivirus and OS Patch
management should be part of regular preventive maintenance plan.

b) Drivers required for all machines as far as possible.

c) Preparation and approval of preventive maintenance plan and its implementation at a

frequency of at least four times in a year, other than breakdown maintenance calls.

d) Management of memory usage like defragmentation and removal of unnecessary software

and others in computer.

e) Replacement of parts, which shall become obsolete/non-working with a better alternative

or higher version with due permission from GLPC.

f) Other procedures like cleaning of junk files and others so that the health of the computer
may remain in optimum condition.

g) Dusting of computers using blower at least 2 times in a year.

2.3 Call Logging System:

The firm would have proper call logging system to keep timely repairs/rectification in the
contract on time basis attending within one day from the time complain is lodged.
3.0 SPECIFIC CONDITIONS

i. AMC shall cover maintenance of Computers as a whole.

ii. The AMC cost is inclusive of cost of spare parts required for maintenance of all
Computers as listed above. The spare parts supplied by agency should be of the same
make as far as possible. The spare parts should be original and genuinity of these
spares has to be ascertained before installation to office.
iii. The firm should give an inventory and condition of all existing machines at all
locations once the contract is signed.
iv. The firm should maintain the inventory of items which exists at all locations.
v. AMC cost is inclusive of Data Recovery from HDD in cases like Accidental format,
deleted files, FDISK, Virus problem, Damaged Boot Sector, Missing FAT or partition
cases.
vi. As part of maintenance, the firm shall conduct general user training regarding the
basic usage of computer and other general do’s and don’ts so that user fault can be
reduced.
vii. Any hazardous condition present (like direct sunlight, high voltage, earthing, flooding
etc.) to prevent the system damages from technical point of view has to be notified by
the firm to the user and the management.
viii. The firms have to submit a copy of the service report clearly indicating service
request number, problem and action taken duly signed by the user and the engineer.

4.0 GENERAL CONDITIONS

i. In case of dispute the decision of Managing Director GLPC shall be final and binding
on both parties.
ii. At any point of time the contract may be terminated without assigning any reason
thereof.
iii. The compliance to all the terms and conditions should be maintained.
iv. Deviation, if any, from terms and conditions will not be entertained.
v. The firm shall be responsible for any damage in servicing/overhauling of machines, if
so the firm has to repair the machine at its own cost.
vi. The agency shall not assign or sublet any portion of the work except with written
consent of GLPC, failing which GLPC may terminate the contract, whereupon the
performance guarantee/security deposit shall fortified and at absolute disposal of
GLPC.
vii. All tools, accessories, hardware, terminal, connector, multimeter etc. desired for the
testing and repairing at site have to be maintained by the firm on its own cost. The
equipment shall be complete in all respects whether such details are mentioned or not.
viii. If the information provided by the firm is found to be wrong at any point of time,
GLPC reserves the right to reject such quotation at any stage or to cancel the contract,
if awarded, and forfeit the earnest money.
ix. Any damage to the machines due to natural calamities such as earthquake, fires etc.,
may not be covered under AMC.
x. GLPC reserve the right to up-grade any of its machines or its parts from any vendor.
Any other device within machine, if upgraded shall come under Annual Maintenance
Contract, as and when its warranty is over, in lieu of other device. For example if CD
ROM is replaced with a new CD R/W then new CD R/W shall come under Annual
Maintenance Contract as and when its warranty period is over in lieu of Annual
Maintenance Contract of old CD ROM. If there is any specific device, which cannot
be covered under normal replacement then, it should be informed in advance by the
firm.
xi. After completion of AMC period or after termination of contract, the firm (presently
holding AMC) is responsible to handover all the machines in working condition,
which were under AMC with the firm, unless it was communicated/mutually agreed
earlier. Otherwise GLPC reserves the right to get faulty machines repaired by any
 other firm at the cost of AMC firm. The payment shall have to be paid by the firm
(holding AMC before handover) for which GLPC shall adjust from the Performance
Guarantee and from the running bills of AMC and if the amount is insufficient then
the firm (holding AMC before handover) shall be liable to pay the whole due amount.
xii. Quotation shall be valid for acceptance for a period of 120 days from the last date of
receiving them.

5.0 PRICES
5.1 BREAK UP OF PRICES
i. The Agency shall indicate the breakup of the lump sum price for items as given in the
enclosed financial bid sheet.
ii. The total number of machines may increase or decrease subject to actual requirement
at the time of issuing work order.
iii. The AMC contract is for one year starting from the date of issue of the letter of
award. The award letter will be for a period of one year only renewable based on
performance.
iv. Unit price basis quotation for one year AMC should be submitted mentioning clearly
the individual items AMC cost separately in figures and in words. Total amount
should also be clearly mentioned. There should be no typographical error in the final
quote. The rates quoted should be inclusive of all taxes. The quoted cost must be
without any precondition of minimum number of machines or any other condition put
forth by the Agency.

5.2 TAXES AND DUTIES

Central/State sales tax/works contract tax/excise duty/service tax etc. should be included in the
rates quoted. Statutory deduction of tax if applicable at source will be made while releasing
payment through running/final bills.

5.3 MODE OF PAYMENTS

Payment will be made on the basis mentioned below by cheque after raising the demand by
submission of bill, on obtaining satisfactory performance certificate from the users.

After Award Task Undertaken Percentage Paid

of contract
1st Month Asset Checking & 1st Preventive Maintenance (PM) Done 25%
6th Month General User training & at least 2 PM Done 40%
12th Month All PM Done & All assets in working condition 35%

10% of the quoted amount has to be deposited with GLPC in the form of Performance Bank
Guarantee (PBG) which will be released after 1 year on satisfactory performance of the agency.

5.4 PENALTY

Failure to rectify a down system for more than two working days (after logging the complaint) for
any reason like non availability of spares, non-availability of Maintenance Engineer will be taken
seriously and shall attract penalty of Rs. 100/- per item per day from the date of failure of the
system. This amount shall be deducted from the running payment without any notice to the firm.
6.0 ELIGIBILITY CRITERIA
A. The bidder should have executed at least 10 AMCs of computers and laptops in the last 3
financial years.
B. The bidder should have executed these AMCs for at least 5 separate locations (cities).
C. The bidder’s average financial turnover for the last 3 years should be at least 10 lakhs
D. The bidder should have offices/engineers at minimum 4 locations (zones)
E. The bidder should submit the list of engineers who will maintain the computers in
annexure 1. They should be at least HSC pass and should have minimum experience of 3
years.
F. The bidder should submit a self-certified letter which clearly indicates the number of
visits the engineer will make and the work they will execute at all the locations.

7.0 MODE OF SUBMISSION OF QUOTATION

The quotation shall be submitted in two separate sealed covers, duly completed in all respects viz, one
for “Technical bid” and the second for “Financial bid”. The name of the work and the words
“Technical Bid” and “Financial bid” only, as the case may be clearly written on the top of the
respective sealed covers. All the two bids, along with the letter for submitting quotation, shall be put
in a sealed cover and the name of the work “Annual Maintenance Contract of Computers and Laptops
at Gujarat Livelihood Promotion Company, Gandhinagar” shall be clearly written on top of the sealed
cover.
7.1 Technical Quotation
Along with letter for submitting quotation the agency shall be submit the following for technical
quotation
i. Complete quotation document as collected from GLPC or downloaded from GLPC
website should be duly signed (each page) for acceptance of all terms & conditions.
ii. Deviation, if any, from terms and conditions should be clearly mentioned in separate
sheet.
iii. List of engineers employed in company along with their qualification, experience,
location and contact details as given in the technical bid format as given in Annexure
1.
iv. Preventive maintenance schedule.
v. Brief profile of the company; year of establishment; organizational structure; list of
relevant works carried out in last three years along-with names of clients; Description
of methodology and work plan for performing the AMC work; Financial turnover for
last 3 years, etc.
7.2 Financial Quotation
The financial bid sheet as detailed with breakup prices (including all duties/taxes etc.) shall be
submitted in a separate sealed cover. The provided format should not be changed in any respect.
The format is as per Annexure 2

Sealed quotation should be addressed to:

Joint Managing Director
Gujarat Livelihood Promotion Company Ltd.
18/3, Udhyog Bhawan,
Sector 11, Gandhinagar,
Gujarat, 382011

The quotation shall be submitted in sealed envelopes on or before 07/03/2015 to this office.

GLPC does not bind itself to accept the lowest or any quotation, and reserves to itself the right to
accept or reject any or all the quotations, either in whole or in part without assigning any reason
for doing so.
 Annexure 1: TECHNICAL BID FORMAT FOR COMPUTERS AND LAPTOP

Sr. Engineer Mobile

District Location Location Qualification Experience
No Name No
District Rural Development
1 Ahmedabad
Agency, Paldi, Ahmedabad
District Rural Development
Agency
2 Amreli Rural Development Center,
Rajmahal Campus Behind
District Court, Amreli
District Rural Development
Agency
A Block, District Panchayat
3 Anand
Building,
Near Amul Dairy,
Dist- Anand
District Rural Development
Agency
4 Banaskantha
Jhorawar Palace Compound,
Palanpur, Dist-Banasakantha
District Rural Development
Agency
Rural Development Institute,
5 Bharuch
Bahumadi Building,
Adjacent to Province Office,
Dist. Bharuch
District Rural Development
Agency
6 Bhavnagar Near Income tax Office,
Moti Bagh,
Dist- Bhavnagar
District Rural Development
Agency
7 Dahod
Zalod Road,Chapari,
Dist- Dahod
District Rural Development
Agency
8 Dangs
District Panchayat Compound,
Ahva, Dist- Dang
District Rural Development
Agency
9 Jamnagar Sardar Patel Bhavan,
Near Rameshwar Mandir,
Dist -Jamanagar
District Rural Development
Agency
10 Junagadh Rural Development Center, Near
Local Funds, Sardar Baug,
Dist – Junagadh
District Rural Development
Agency
11 Kutch 'Seva Sadan' First Floor,
Mundra Road,
Dist-Bhuj Kutch
District Rural Development
Agency
12 Kheda 'A' Block, First Floor,
Sardar Patel Bhavan, Nadiad,
Kheda
 District Rural Development
Agency
13 Navsari
Jilla Seva Sadan,Third Floor,
Dist-Navsari
District Rural Development
Agency
Rural Development Center,
14 Panchmahal
Collector Office
Compound, Near Circuit House,
Godhra, Dist- Panchmahal
District Rural Development
Agency
15 Porbandar Near ST Depot,
District Panchayat Building
Dist-Porbandar
District Rural Development
Agency
16 Rajkot
Old Collector Office, first floor,
Dist-Rajkot
District Rural Development
Agency
17 Sabarkantha
Bahumadi building, Block-C,
Ground Floor, Dist- Sabarkantha
District Rural Development
Agency
18 Surendranagar Rural Development Center,
Collector Office
Compound, Dist- Surendranagar
District Rural Development
Agency
19 Surat Bahumadi Building 'C' block,
fifth floor, Nanpura,
Dist-Surat-395001
District Rural Development
Agency
Ashirvad Apartment, first floor,
20 Tapi
Ram Kabir Society, Station
Road,
Dist-Tapi-394650
District Rural Development
Agency
21 Vadodara Shripadnagar Society,Opp.
Bright School, VIP Road,
Karelibaug, Dist-Vadodara
District Rural Development
Agency
22 Valsad Rural Development Bhawan,
behind District Panchayat,
Dist-Valsad
District Rural Development
Agency
23 Narmada Rural Development Bhawan,
second floor,
Rajpipla, Dist-Narmada
Gujarat Livelihood Promotion
GLPC Head Company Ltd,
24
Office 18/3, Udhyog Bhavan,
Gandhinagar, Dist- Gandhinagar
 Annexure -2 FINANCIAL BID FORMAT FOR COMPUTERS AND LAPTOP

Sl. Item Description Quantity of Unit Rate of Total Cost

No Computer/Laptop AMC (Yearly)
1. SIS Agile DAG2277 23
2. Lenovo M70e 9
3. Sony VAIO 2
VPCEA23EN
4 HCL + Acer 3
Total Cost

Annual AMC Rate for Computers should be mentioned in words also.

Date: Signature of the Agency
 Annexure-3 List of Locations and Computer/Laptop Type
Sr. Contact Type Type Type Type
District Location Contact Person
No Number A B C D
District Rural Development Agency, Praveen Khansingbhai
1 Ahmedabad 9099955322 1
Paldi, Ahmedabad Vasava
District Rural Development Agency
Rural Development Center,
2 Amreli Kiran V Vyas 9099955379 1
Rajmahal Campus Behind District
Court, Amreli
District Rural Development Agency
A Block, District Panchayat
3 Anand Building, Beena Trivedi 9099955434 1
Near Amul Dairy,
Dist- Anand
District Rural Development Agency
4 Banaskantha Jhorawar Palace Compound, Chandrakant Makwana 9099955477 1
Palanpur, Dist-Banasakantha
District Rural Development Agency
Rural Development Institute,
5 Bharuch Bahumadi Building, Sobhna Gamit 7567052767 1
Adjacent to Province Office, Dist.
Bharuch
District Rural Development Agency
Near Income tax Office, Jignesh Patel
6 Bhavnagar 9099955601 1
Moti Bagh, (I/C)
Dist- Bhavnagar
District Rural Development Agency
7 Dahod Zalod Road,Chapari, Aditya Meena 9099955765 1
Dist- Dahod
District Rural Development Agency
8 Dangs District Panchayat Compound, Ketan Pandit (I/C) 9099955857 1
Ahva, Dist- Dang
 District Rural Development Agency
Sardar Patel Bhavan,
9 Jamnagar Navin Kumar Singh 9099955946 1
Near Rameshwar Mandir,
Dist -Jamanagar
District Rural Development Agency
Rural Development Center, Near Munaf Balapariya
10 Junagadh 9099956049 1
Local Funds, Sardar Baug, (I/C)
Dist - Junagadh
District Rural Development Agency
'Seva Sadan' First Floor, Suresh Chuahan
11 Kutch 9099956390 1
Mundra Road, (I/C)
Dist-Bhuj Kutch
District Rural Development Agency
12 Kheda 'A' Block, First Floor, Mehul Parmar 9099956314 1
Sardar Patel Bhavan, Nadiad, Kheda
District Rural Development Agency
13 Navsari Jilla Seva Sadan,Third Floor, Mr.Santosh Dinakaran 9099956625 1
Dist-Navsari
District Rural Development Agency
Rural Development Center,
14 Panchmahal Collector Office Ummed Sing Bhati 9099956694 1
Compound, Near Circuit House,
Godhra, Dist- Panchmahal
District Rural Development Agency
Near ST Depot,
15 Porbandar Gyandev Chudasma 9099956855 1
District Panchayat Building
Dist-Porbandar
District Rural Development Agency
Virandrakumar Bichhubhai
16 Rajkot Old Collector Office, first floor, 9099956886 1
Basiya
Dist-Rajkot
 District Rural Development Agency
17 Sabarkantha Bahumadi building, Block-C, Navin Vankar 9099956959 1
Ground Floor, Dist- Sabarkantha
District Rural Development Agency
Rural Development Center,
18 Surendranagar Mulrajsinh D.Vaghela 9099957149 1
Collector Office
Compound, Dist- Surendranagar
District Rural Development Agency
Bahumadi Building 'C' block, fifth
19 Surat Mayuri Wadiya 9099957064 1
floor, Nanpura,
Dist-Surat-395001
District Rural Development Agency
Ashirvad Apartment, first floor,
20 Tapi Ketan Pandit 9099957208 1
Ram Kabir Society, Station Road,
Dist-Tapi-394650
District Rural Development Agency
Shripadnagar Society,Opp. Bright
21 Vadodara Swadesh Saxena 9099957293 1
School, VIP Road, Karelibaug, Dist-
Vadodara
District Rural Development Agency
Rural Development Bhawan, behind
22 Valsad Nirav Shah 9099957442 1
District Panchayat,
Dist-Valsad
District Rural Development Agency
Rural Development Bhawan, second
23 Narmada Jitesh N Tadvi 9099956533 1
floor,
Rajpipla, Dist-Narmada
Gujarat Livelihood Promotion
GLPC Head Company Ltd,
24 Deven Pandya 9099955215 NA 9 2 3
Office 18/3, Udhyog Bhavan,
Gandhinagar, Dist- Gandhinagar