Tender Analysis for MoRD based on Project Plan Elements

Project Management Assignment No. 3 By Anuj Bhansali R.No 28 Mullai Selvan K. T. R.No. 78

Comprehensive Annual Maintenance Contract for Computers, Printers and servers 1) Overview The Ministry of Rural Development does not do in house maintenance of the printers and servers rather it outsources the Annual maintenance to other companies for items which are out of warranty. The tender is for the Servers, Computers and printers installed in Krishi Bhavan, CGO Complex, BKS Marg, Samrat Hotel and residential offices of M(RD) and MOS(RD-P). 2) Objective The objective is to invite a techno commercial bid for the maintenance of the following: S.No. Name of Items/ Equipments 1 Computers 2 Printers Configuration/Make Total Qty 248 233 4

P-IV Laserjet/DeskJet/Col LJ/MFD 3 Server HCL/IBM The Technical bid has to be given separately and Financial bid separately. 3) General Approach

It is a 2 stage Bid tendering process with the stages one after another. The first stage is a technical qualification stage which clearly specifies the intending bidder to have 2 years of AMC experience in handling such contracts and also specify the work carried out in the last 2 years in any govt organization or PSU. The department has also identified what is covered and what is not covered in the AMC contract. For Eg: Toner cartridges are not covered under AMC of printers and also other equipment not covered under AMC would be provided by the department. The bidder should have annual turnover of more than 50 lakhs for the last 2 years to qualify. The technical bid should also furnish the details of similar AMC taken and completed in other government departments in the following performa: S.No Name and address of Govt. Department with Telephone number Details of equipment and number No. of Resident Engineers Provided Contract Value (Rs. In Lakh)

In the second stage of tender it would be purely financial and would be based on the total Lump sum rather than minimum price for each line quantity. Only bidders qualifying from the first stage of process would proceed to the next stage and the bid would be opened on the same day or any other day and tender will be awarded based on the

4) Contractual Aspects The following are the tender submission aspects: Earnest money amounting to Rs.50,000 to be deposited in form of DD The firm whose tender is accepted has to deposit a 10 % value of tender security money in form of FDR or bank guarantee New equipment as such whose warranty expires will be added to the AMC automatically Systems maintenance will not include cost of consumables like cartridges, printer bands etc. New up gradations such has HDD or RAM will also get added to the AMC when contract expires Down time to be calculated from the day after complaint is lodged. Intermittent failures arising due to poor trouble shooting will be signed as a single period of downtime until complete problem is resolved Record keeping of all the maintenance logs to be done by the company resident engineers

5) Schedules Tender issue date : 29th June 2011 Tender submission date: 18th July 2011 Period of AMC: 1 year

6) Personnel The following are the personnel requirements and conditions for the tender: Provision of 3 resident engineers with mobile phones Change of resident engineer not too frequent, the engineer cannot be changed more than twice in the contract period. A fine of 2000 rupees if the engineer is changed more than 2 times for every time change in personnel. Incompetent engineers can be removed from post by MoRD if not been able to resolve issues . The resident engineer will maintain the complaint register The performa for registered engineer is to be filled as per below: S.No. Name Technical Qualification Area of specialization Experience Remarks in computer maintenance

The engineer shall report to NIC of MoRD and work under their technical supervision.

7) Evaluation Methods The tender would be finalized on the basis of the total bid amount for the Computers, printers and servers and not the item wise lowest rates quoted by the bidders. 8) Potential Problems The potential problems that can be encountered are: No SLA has been agreed upon and this could lead to delay in the servicing of the parts and no fines have been also mentioned for the delays The selection criterion is based on financial bids overall and not a weighted mixture of technical expertise and financial bids, this would lead to lowest financial bidder winning even if the technical skills are barely above the criterion. No weightage has been considered in the tender based on charges incurred most on which part of the servicing. For eg : in the overall bid the server would have been charged highest and computers charged lowest but if frequent breakdowns and expensive maintenance is required for the server, then overall the maintenance cost would rise. No references from the existing clients has been asked for, which may lead to a bad service bidder to enter as he may have qualified the minimum technical requirements.