INDIAN INSTITUTE OF TECHNOLOGY GANDHINAGAR

PALAJ, GANDHINAGAR- 382 355

E-mail: [email protected]

OPEN TENDER ENQUIRY (TWO BIDS)

Tender No. IITGN/IMS/EQP+LTAS/2020-21/343A

Tender Document for Supply and

Installation of
“Rack Servers, Network Switch and
Software”

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 INDIAN INSTITUTE OF TECHNOLOGY GANDHINAGAR
Ground Floor, Room No. 111, Academic Block no. 3,
Palaj, Gandhinagar - 382 355. Email id – [email protected]
Website: www.iitgn.ac.in
Tender No.: IITGN/IMS/EQP+LTAS/2020-21/343A Date: 01.02.2021

NOTICE INVITING TENDER

Dear Sir/Madam,

1. Online Sealed bids are invited on single stage two bid systems under open tender enquiry (OTE) for
Supply and Installation of “Rack Servers, Network Switch and Software”. Manual/Offline bids
shall not be accepted.

2. Document Download: Tender documents may be downloaded from CPPP Site

https://eprocure.gov.in/eprocure/app and Institute’s website i.e. www.iitgn.ac.in (for reference only)
under section : Call for Tenders/Auction, Subsection : Materials Management Division as per
the schedule as given in CRITICAL DATE SHEET as under:

CRITICAL DATE SHEET

Tender Publishing Date and Time 01.02.2021, 06.00 PM
Bid Document Download/Start Date and Time 01.02.2021, 06.00 PM
Clarification Start Date and Time 01.02.2021, 06.00 PM
Clarification End Date and Time 08.02.2021, 04.00 PM
Bid Submission Start Date and Time 01.02.2021, 06.00 PM
Bid Submission Download End Date and Time 16.02.2021, 05.00 PM
Bid Submission End Date and Time 16.02.2021, 05.00 PM
Technical Bid Opening Date and Time 17.02.2021, 05.00 PM

3. Bid Submission :

Bids shall be submitted online only at CPPP website: https://eprocure.gov.in/eprocure/app.

Tenderer are advised to follow the instructions “Instructions To Bidder for Online Bid Submission"
provided in the Annexure for online submission of bids available at CPPP website:
https://eprocure.gov.in/eprocure/app.

Bid documents may be scanned with 100 dpi with black and white option which helps in reducing
size of the scanned document.

4. Not more than one tender shall be submitted by one bidder or bidders having business relationship.
Under no circumstance will father and his son(s) or other close relations who have business
relationship with one another (i.e when one or more partner(s), director(s) are common) be allowed
to tender for the same contract as separate competitors. A breach of this condition will render the
tenders of both parties liable to rejection.

5. Tenderer who has downloaded the tender from the Institute’s website i.e. www.iitgn.ac.in and
Central Public Procurement Portal (CPPP) website https://eprocure.gov.in/eprocure/app shall not
tamper/modify the tender document including downloaded ‘Financial Offer’ template in any manner.
In case if the same found tampered/modified in any manner, tender will be completely rejected and
EMD shall be forfeited and tenderer is liable to be banned from doing business with IIT
Gandhinagar.

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6. Intending tenderers are advised to visit Institute website i.e. www.iitgn.ac.in and CPPP website
https://eprocure.gov.in/eprocure/app regularly till closing date of submission of tender for any
‘Corrigendum, Addendum, Amendment’.

The General Terms and Conditions of the tender are as under:

1. If the supplier/firm is manufacturer/authorized dealer/sole distributor of any item/equipment, the

latest certificate to this effect should be signed, scanned and submitted along with technical offer.

2. Two Bid System will be followed in this tender. Bidders should take due care to submit online
tenders in accordance with requirement in sealed cover/packet available in the online portal, CPPP
website: https://eprocure.gov.in/eprocure/app. The tender documents are to be submitted in two
parts as Technical Offer and Financial offer.

The Technical offer should include the following detailed information accompanied by related
documents as per (a) to (i) and all the documents shall scan and submit in the packet marked as
‘Technical Offer’:

a) Name of the bidder (As per Registration Certificate), Correspondence address, telephone number and
fax number/E-mail id of the bidder shall be filled in Form A.

b) Legal status (Individual, Proprietary firm, Partnership firm, Limited Company or Corporation) of the
company along with statutory details (Signed and Stamped Certificate of Incorporation/Company
Registration), Copy of PAN and GST Registration No.

c) List of clients and the value of purchase orders. Were your company ever blacklisted by
Central/State Governments/PSUs at any point of time or criminal proceedings/conviction? The
certificate in respect to the above shall be scan and submitted in the prescribed format given in Form
C.

d) The latest certificate of the supplier/firm is manufacturer/authorized dealer/sole distributor in respect

to the ‘Pre-Qualification Criteria’ mentioned in Point (a) of ‘Other Terms and Condition(s)’ of
required item/equipment to this effect should be signed, scan and submit with technical offer.

e) The detailed specifications of main item/equipment and its accessories shall be indicated and
numbered in the Annexure-I. The bidder should submit relevant documentation towards Bidder
Evaluation and Technical Evaluation as per Annexure-II. The bidder should submit ‘Technical
Compliance Report’ as per Annexure-III of the quoted item/equipment. Moreover, the “Technical
offer” must be accompanied by the signed and scanned Integrity Pact (as per Annexure-IV).

f) The tender acceptance letter as per Annexure-VIII.

g) The required ‘Undertaking’ in respect to the ‘Pre-Qualification Criteria’ mentioned in Point (b) of
‘Other Terms and Condition(s)’ as per ‘Annexure-V’ and ‘Warranty Declaration’ mentioned in
Point 7 of ‘Other Terms and Condition(s)’ as per ‘Annexure VI’.

h) Relevant literature pertaining to the items quoted with full specifications (and drawing, if any) shall
be signed, scan and submit with the technical offer, wherever applicable.

i) The Suppliers should scan and submit copies of suitable documents in support of their reputation,
credentials and past performance about the product/equipment which they have supplied to premier
educational Institution(s) along with technical offer. Without these documents the tender may be
rejected by the Institute.

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The ‘Financial Offer’ should include the following detailed information as per (a) and (b) and the
financial offer shall submit in the packet marked as ‘Financial Offer’:

a) The financial offer should include the cost of main item/equipment and its accessories by considering
all the requirements mentioned as in Annexure-I. If there is any separate cost for installation etc.
that should be quoted separately. The total cost should be quoted in words as well as figures (typed
or printed). Amendment should be avoided. Amendments, if any, should be duly initialled, failing
which the offers are liable to be rejected.

b) The Financial Offer must be submitted in the prescribed format given in BOQ. However, Annexure-
VII (A or B) may be signed, scanned and submit indicating ‘Details in BOQ’ along with Technical
Bid. If the financial offer is not in the prescribed format given in (BOQ), it will be rejected.

The two parts of the online offer should be submitted in separate sealed packets available in online mode
which shall clearly mark as “Technical Offer” & “Financial Offer”. These two packets along with
packet for EMD and Tender Fee marked “Tender Fee & EMD” (total three packets) must be submitted
online on or before the due date in respective packets available in online tender.

3. Quotations should be valid for 180 days from the date of opening of technical bid. The technical
offer should clearly indicate the period of delivery, warranty terms etc. As per the defined in the
Annexures-I Warranty is required from the date of successful installation and commissioning of
item/equipment.

4. The technical and financial offer should be given for the items in the same order as indicated in the
tender document.

5. The required quantity of the cited item/equipment(s) is defined in the Annexures-I and may vary as
per demand of the institute at the time of placing order.

6. The Bidder must be able to provide the product/items within specified time period as prescribed in
the Purchase Order, failing which the EMD will be forfeited. Furthermore, on completion of the
stipulated time period, Purchase Order will be cancelled and award will be given to another qualified
bidder with the negotiated terms & conditions.

7. The Institute prefers to import the cited item/equipment directly from Original Equipment
Manufacturer (OEM) which shall be delivered by air/sea. The quoted price should be up to CIP,
Ahmedabad and prefers the Insurance of the consignment shall be from the Original Equipment
Manufacturer (OEM)’s warehouse to Institute’s Workshop.

8. (A) For Import purchase/supplies*

i) In case of payment through Letter of Credit (LC), 90% (Ninety Percent) of the payment will be
released after completion of the supply/delivery. The balance 10% (Ten Percent) of the payment will
be released after satisfactory installation, commissioning of the item/equipment and submission of
‘Performance Bank Guarantee’.

ii) If the Payment is in the form of foreign currency draft/TT, the Institute may release the payment
within 30 working days after supply/delivery, successful installation, commissioning of the
item/equipment and submission of ‘Performance Bank Guarantee’.

(B) For Indigenous purchase/supplies

‘Advance Payment’ is not allowed in any case. 100% payment will be released after completion of
the supply/delivery, successful installation, commissioning of the item/equipment and submission of
‘Performance Bank Guarantee’.
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*In Case of payment through ‘Irrevocable Letter of Credit’ and/or ‘Foreign Currency Draft/TT’,
the Bank Charges in India shall be borne by the Institute (i.e. IIT Gandhinagar) and outside India
shall be borne by the Original Equipment Manufacturer (OEM)/supplier.

Further, the bank details for establishing of ‘Irrevocable Letter of Credit’, ‘Foreign Currency
Draft/TT’, RTGS/NEFT details for Indigenous Supplies shall be provided on Original Equipment
Manufacturer (OEM)/supplier’s letterhead duly signed and stamped by authorised person of the
organization.

No request for change in banking details will be entertained afterwards. However, request for
change in banking details will be accepted only if the Original Equipment Manufacturer
(OEM)/bidder/supplier provides an Indemnity Bond certified by the bank for the same.

9. IIT Gandhinagar is eligible for concessional rate of GST i.e. @ 5% under the Notification No.
45/2017, Central Tax (Rate), State Tax (Rate) and/or 47/2017, Integrated Tax (Rate), dated
14.11.2017 subject to applicability of the cited clause of GST on items based on directives of DSIR
and is also eligible for concessional rate of custom duty. Necessary certificate will be issued on
demand. IIT Gandhinagar will make necessary arrangements for the clearance of imported goods at
the Ahmedabad Airport. Hence, the price should not include these charges.

10. In the event of any dispute or difference(s) between the vendee IIT Gandhinagar and the bidder(s)
arising out of non-supply of material or supplies not found according to the specifications or any
other cause whatsoever relating to the supply or purchase order before or after the supply has been
executed, shall be referred to the concerned authority of IIT Gandhinagar who may decide the matter
himself or may appoint arbitrator(s) under the arbitration and conciliation Act 1996. The decision of
the arbitrator shall be final and binding on both the parties.

11. The place of arbitration and the language to be used in arbitral proceedings shall be decided by the
arbitrator.

12. All disputes shall be subject to Gandhinagar Jurisdiction only.

13. IIT Gandhinagar reserves the rights to accept/reject any offer in full or in part or accept any offer
other than the lowest offer without assigning any reason thereof. Any offer containing incorrect and
incomplete information shall be liable for rejection.

14. Any effort by a supplier to influence IITGN’s tender evaluation, tender comparison or contract/order
award decisions may result in the rejection of the supplier's tender and forfeiture of the supplier's
EMD.

15. After opening of bids, information relating to the examination, clarification, evaluation and
comparisons of bids and recommendations concerning the award of contract shall not be disclosed to
bidders or other persons not officially concerned with such process.

16. The online tender/bid (i.e. technical offer) will be opened on 17.02.2021, 05.00 PM at IIT
Gandhinagar Premises. No separate information shall be given to individual bidders.

a) The suppliers or their authorized representative may also be present during the opening of the
Technical offer, if they desire so, at their own expenses. The required technical specifications for
the cited item/equipment(s) is mentioned in Annexure-I.
b) Only those financial offers will be opened whose technical offers are found suitable by the expert
panel/committee appointed for the concerned item/equipment(s). The respective dates for

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 opening of financial offer shall be published on Institute’s website (for reference only) and
notified on E-procurement (CPPP) site.
c) In incomparable situation, the committee may negotiate price with the technically and financially
qualified bidder before awarding the offer.
d) The tender committee reserves its right to select or reject any or all of the item/equipment(s)
mentioned above without assigning any reasons.

17. In case the supplier/bidder requires any elucidation regarding the tender document, they are
requested to contact to the Materials Management Officer through e-mail, [email protected] on or
before 08.02.2021, 04.00 PM.

18. (a). A demand draft of Rs. 1,500 (Rupees One Thousand Five Hundred Only) towards non-
refundable tender fee and a demand draft of Rs. 1,26,000 (Rupees One Lakh Twenty Six
Thousand Only) towards refundable EMD from a nationalized bank in favor of “IIT
Gandhinagar” payable at Gandhinagar should be scanned and submitted in a separate packet
available online as “Tender Fee & EMD” and the physical demand drafts should be
forwarded/submitted to the Institute. Tender fee and EMD issued by co-operative banks are not
accepted. Both the demand drafts should be valid for 90 days (Demand Drafts must be complied
with CTS 2010 standards prescribed by the Reserve Bank of India). Without the tender fee and
EMD the bid will not be considered.

(b). Valid NSIC and MSE Certificates will be accepted for relaxation of EMD and tender fee.
Presently EMD/Tender Fee exemptions and price preference are applicable to only Micro and Small
Industries. In view of the above, if the bidder will claim for EMD/Tender Fee exemptions, the bidder
should meet all the criterias for Micro and Small Industries. The bidder must have to submit the
supporting documents like NSIC registration certificate, MSE registration certificate issued by
competent government bodies to become eligible for the tender fee/EMD exemptions. The
certificates of the bidder (NSIC/MSE) shall cover the items tendered to get EMD/Tender Fee
exemptions. NSIC certificate shall be valid as on due date/extended due date of the tender. This is
not applicable for non NSIC unit.

Note – In case the bid is submitted as an Indian arm of a foreign bidder and the eligibility criteria
conditions were met through foreign company, then the EMD exemption cannot be claimed under
the MSME status of India arm/subsidiary. Thus a bidder who solely on its own, fulfills each
eligibility criteria condition as per the tender terms and conditions and who are having MSE status,
can claim EMD exemption/tender fee.

(c). The EMD of the successful bidder will be returned without any interest after completion of the
successful installation. The earnest money of unsuccessful bidders will be returned to them without
any interest within thirty (30) working days after awarding the offer. For further query
regarding the EMD, bidder(s) are required to contact with Materials Management Officer
through e-mail, [email protected].

19. Requisite Tender Fee and EMD have to be forwarded/submitted through speed post or registered
post, courier, hand delivery to the following address so as to reach the following address on/before
16.02.2021, 05.00 PM.

Materials Management Officer

Indian Institute of Technology Gandhinagar,
Ground Floor, Room No. 111, Academic Block no. 3,
Palaj, Gandhinagar -382 355
Email id – [email protected]

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Other Terms & Conditions:

1. Pre – Qualification Criteria:

a) Authorization: In continuation of clause 1, bidder(s) should be the manufacturer / authorized

dealer. ‘Letter of Authorization’ from Original Equipment Manufacturer (OEM)/Principal on the
same and specific to this tender should be scanned and submitted along with technical offer.

i) In this tender, either the Indian agent on behalf of the Principal/Original Equipment Manufacturer
(OEM) or Principal / OEM itself can bid but both cannot bid simultaneously for the same item.

ii) If an Indian agent submits bid on behalf of the Principal/Original Equipment Manufacturer
(OEM), the same agent shall not submit a bid on behalf of another Principal/OEM in this tender.

iii) In case of agent(s) quoting in offshore procurement, on behalf of their principal manufacturers,
one agent cannot represent two manufacturers or quote on their behalf in this particular tender
inquiry.

iv) One Manufacturer can authorise one agent only.

b) Undertaking: An undertaking from the Original Equipment Manufacturer (OEM) is required to

be scanned and submitted stating that they would facilitate the bidder on a regular basis with
technology/product updates and extend support for the warranty period as well, as per Annexure-
IV.
Note – The bid of the bidder which does not comply with pre-qualification criteria will not be
processed/evaluated further.

2. Performance Guarantee Bond:

a) Performance Guarantee Bond is mandatory.

b) Successful supplier/ firm should submit performance guarantee as prescribed and to be received
in the office of Materials Management Officer, Materials Management Division before the date
of commencement of supply or 30 days from the date of acceptance of the purchase order,
whichever is earlier. The performance guarantee bond to be furnished in the form of Bank
Guarantee as per given proforma of the tender documents, for an amount covering 10% of the
value of quantity of material on landed cost basis.

c) The Performance Guarantee should be established in favor of “IIT Gandhinagar” through any
Nationalized Bank situated at Gandhinagar with a clause to enforce the same on their local
branch at Gandhinagar.

d) d. Validity of the performance guarantee bond shall be for a period of entire warranty period
from the date of issue of installation & commissioning.

3. Integrity Pact: The bidder/Tenderer(s) are required to submit the signed and scanned Integrity Pact
(as per Annexure-III) along with the technical offer.

4. Delivery: The item/equipment should be delivered and installed within the period as specified in the
purchase order and be ready for use within two weeks of delivery unless otherwise prescribed.

5. Penalty: If the suppliers fails to deliver and place any or all the equipment or perform the service by
the specified date, penalty at the rate of 1% per week of the total order value subject to the maximum
of 10% of total order value will be deducted.
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6. Training: Suppliers need to provide adequate training at IIT Gandhinagar to the nominated
person(s) of IIT Gandhinagar at their cost. IIT Gandhinagar will not bear any training or living
expenditure in this regard. The Supplier should arrange for regular visit to the IITGN campus by its
technical team and assist in maintenance of the item/equipment within warranty period. Assistance
limited to locking companies with manufacturer will not be considered sufficient.
7. Installation & Warranty Declaration: Suppliers must give the comprehensive onsite warranty as
required from the date of successful installation of item/equipment against any manufacturing
defects. In the installation report the model number of instrument and all spares parts/accessories
numbers should be in the line of purchase order and suppliers are required to submit the warranty
certificate (as per Annexure-V). If any item covered under warranty fails, the same shall be
replaced free of cost including all the applicable charges (shipping cost both ways). Installation
must be done within stipulated time period from the date of delivery of the item/equipment as
specified in the purchase order.

Any deviation in the material and the specifications from the accepted terms may liable to be rejected
and the suppliers need to supply all the goods in the specified form to the satisfaction / specifications
specified in the Purchase order and demonstrate at the their own cost.

Materials Management Officer

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 Form A
PARTICULARS TO BE FILLED BY THE BIDDER

1. Name of the Supplier:

2. Complete Address of the Supplier:

3. Availability for demonstration of instruments at IIT Gandhinagar: Yes / No [Please √]

4. Cost of the Tender Fee enclosed: Yes/No [Please √] If yes,

a) Name of the Bank________________

b) Amount in (₹)______________

c) Demand Draft No. ________________

5. Earnest Money Deposit enclosed: Yes / No [Please √] if Yes,

a) Name of the Bank_______________

b) Amount in (₹) ______________

c) Demand Draft No. ______________

d) Last Validity date of the enclosed DD _________

6. Communication details of the concerned contact person to whom all references shall be made

regarding this tender enquiry. [NOTE: Any changes after submission of Tender documents kindly

update IIT Gandhinagar]

a) Full Name :

b) Complete Postal Address:

c) Telephone No.:

d) Fax No.:

e) Mobile No.:

f) E-mail:

g) Website Address:

Note:- Demand Drafts must be complied with CTS 2010 standards prescribed by Reserve Bank of
India.

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 Form B

PARTICULARS FOR REFUND OF EMD TO SUCCESSFUL/UNSUCESSFUL BIDDER

RTGS/National Electronic Fund Transfer (NEFT) Mandate Form

1. Name of the Bidder

2. Permanent Account No (PAN)

Particulars of Bank Account

a) Name of the Bank

b) Name of the Branch

c) Branch Code

d) Address

e) City Name
3.
f) Telephone No

g) NEFT/IFSC Code

h) RTGS Code

i) 9 Digit MICR Code appearing on the cheque book

j) Type of Account

k) Account No.

4. Email id of the Bidder

Note: - Please attach original cancelled cheque along with the RTGS/National Electronic Fund
Transfer (NEFT) Mandate Form.

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 Form C

Undertaking by the Bidder

1. This is to certify that I on behalf of M/s ......................................... before signing this tender have
read and fully understood all the terms and conditions of this tender along with clarifications and
undertake that M/s ………………………………… will abide by them unconditionally and to the
satisfaction of IIT Gandhinagar.

2. M/s ......................................have not been black-listed by Central/ State Governments/ PSUs at any
point of time. There have been no criminal proceedings / conviction against the bidder at any point of
time.

3. (i) I/We am/are not a relative/blood relation of any key managerial person of IIT Gandhinagar
(ii) We are not a firm in which any key personnel of IIT Gandhinagar or his/her relative is a partner;
(iii) I/We am/are not a partner in a firm in which any key managerial person of IIT Gandhinagar or
his/her relative is a partner.

Signature:

Name:

Business Address:

Place:

Date:

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 Form D

Checklist for Supply and Installation of “Rack Servers, Network Switch and Software”

Checklist – Tender Fee & EMD (Online)

Sr. Particulars Documents to be attached
No. wherever applicable (Please ‘’)
Yes No
1. Demand Draft of Rs. 1,500 (Rupees One Thousand Five
Hundred Only) towards non-refundable tender fee is scanned
and submitted.
**Demand Drafts must be complied with CTS 2010 standards
prescribed by Reserve Bank of India
2. Demand Draft of Rs. 1,26,000 (Rupees One Lakh Twenty Six
Thousand Only) towards refundable EMD is scanned and
submitted.
**Demand Drafts must be complied with CTS 2010 standards
prescribed by Reserve Bank of India
3. Valid NSIC & MSE Certificate(s) as clause 18 (Page 6 of 42)
is scanned and submitted.
4. Online Packet is marked as “Tender Fee and EMD”

Checklist – Technical Offer (Online)

Sr. Particulars Documents to be attached
No. wherever applicable (Please ‘’)
Yes No
1. Original/Endorsed documents scanned and submitted as
indicated in the tender document
a) Name of the bidder (As per Registration Certificate),
Correspondence address, telephone number and fax
number/E-mail id of the bidder shall be filled in Form A.
b) Legal status (Individual, Proprietary firm, Partnership
firm, Limited Company or Corporation) of the company
along with statutory details (Signed and Stamped
Certificate of Incorporation/Company Registration), Copy
of PAN and GST Registration No.
c) List of clients and the value of purchase orders. Were your
company ever blacklisted by Central/State
Governments/PSUs at any point of time or criminal
proceedings/conviction? The certificate in respect to the
above shall be scan and submitted in the prescribed format
given in Form C.
d) The latest certificate of the supplier/firm is
manufacturer/authorized dealer/sole distributor in respect
to the ‘Pre-Qualification Criteria’ mentioned in Point (a)
of ‘Other Terms and Condition(s)’ of required
item/equipment to this effect should be signed, scan and
submit with technical offer.
e) The detailed specifications of main item/equipment and its
accessories shall be indicated and numbered in the
Annexure-I. The bidder should submit supporting
documents towards Bidder Evaluation and Technical
Evaluation sheets as per Annexure-II. The bidder should
submit ‘Technical Compliance Report’ as per Annexure-
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 III of the quoted item/equipment. Moreover, the
“Technical offer” must be accompanied by the signed and
scanned Integrity Pact (as per Annexure-IV).
f) The tender acceptance letter as per Annexure-VIII.
g) The required ‘Undertaking’ in respect to the ‘Pre-
Qualification Criteria’ mentioned in Point (b) of ‘Other
Terms and Condition(s)’ as per ‘Annexure-V’ and
‘Warranty Declaration’ mentioned in Point 7 of ‘Other
Terms and Condition(s)’ as per ‘Annexure-VI’.
h) Relevant literature pertaining to the items quoted with full
specifications (and drawing, if any) shall be signed, scan
and submit with the technical offer, wherever applicable.
i) The Suppliers should scan and submit copies of suitable
documents in support of their reputation, credentials and
past performance about the product/equipment which they
have supplied to premier educational Institution(s) along
with technical offer. Without these documents the tender
may be rejected by the Institute.
2. Bank details for establishing of ‘Irrevocable Letter of Credit’,
‘Foreign Currency Draft/TT’, RTGS/NEFT details for
Indigenous Supplies shall be provided on Original Equipment
Manufacturer (OEM)/supplier’s letterhead duly signed and
stamped by authorised person of the organization scanned and
submitted.
3. Total no. of pages of the technical offer
4. Online Packet is marked as “Technical Offer”

Checklist – Financial Offer (Online)

Sr. No. Particulars Documents to be attached
wherever applicable (Please ‘’)
Yes No
1. Financial Offer of the item/equipment as per Annexure-VI
I(A or B) as applicable scanned and submitted
2. Total no. of pages of the financial offer
3. Online Packet is marked as “Financial Offer”

Page 13 of 43
 PROFORMA FOR PERFORMANCE GUARANTEE BOND

(To be typed on Non-judicial stamp paper of the value of Indian Rupees of Three Hundred) (TO BE
ESTABLISHED PREFERABLY THROUGH ANY OF THE NATIONALIZED BANK (WHETHER
SITUATED AT GANDHINAGAR OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE
SAME ON THEIR LOCAL BRANCH AT GANDHINAGAR. BONDS ISSUED BY CO-OPERATIVE
BANKS ARE NOT ACCEPTED.)

To,
Materials Management Officer,
Indian Institute of Technology Gandhinagar
Palaj, Gandhinagar – 382 355
Gujarat, India

LETTER OF GUARANTEE

WHEREAS Indian Institute of Technology Gandhinagar (Buyer) have invited Tenders vide Tender
No............................... Dt.............................. for purchase of ....................................................... AND
WHEREAS the said tender document requires the supplier/firm (seller) whose tender is accepted for the
supply of item/equipment, etc. in response thereto shall establish an irrevocable Performance Guarantee
Bond in favor of “IIT Gandhinagar” in the form of Bank Guarantee for Rs................................ [10%
(ten percent) of the purchase value] which will be valid for entire warranty period (up to date
…………….) from the date of installation, the said Performance Guarantee Bond is to be submitted
within 30 (Thirty) days from the date of successful installation. On receiving the clear Performance
Guarantee Bond, payment will be processed.

NOW THIS BANK HEREBY GUARANTEES that in the event of the said supplier/firm (seller) failing
to abide by any of the conditions referred to in tender document / purchase order / performance of the
item/equipment etc. this Bank shall pay to Indian Institute of Technology Gandhinagar on demand and
without protest or demur Rs ........................ (Rupees......................................).

This Bank further agrees that the decision of Indian Institute of Technology Gandhinagar (Buyer) as to
whether the said supplier/firm (Seller) has committed a breach of any of the conditions referred in tender
document / purchase order shall be final and binding.

We,.................................................. (name of the Bank & branch) hereby further agree that the Guarantee
herein contained shall not be affected by any change in the constitution of the supplier/firm (Seller) and/
or Indian Institute of Technology Gandhinagar (Buyer).

Page 14 of 43
Notwithstanding anything contained herein:

a. Our liability under this Bank Guarantee shall not exceed Rs...............................................
(Indian Rupees ..................................... only).
b. This Bank Guarantee shall be valid up to ..........................(date) and
c. We are liable to pay the guaranteed amount or any part thereof under this bank guarantee only and
only if IIT Gandhinagar serve upon us a written claim or demand on or before.......................... (date).
This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at our
branch office at ........................................ situated at..............................
………………………….…………………………………………………………………………………
……………………………………………………………………………………………………………
(Address of local branch).
Yours truly,

Signature and seal of the guarantor:

Name of the Bank:

Complete Postal Address:

Date:

Page 15 of 43
 Annexure-I

Name of the item/equipment: Rack Servers, Network Switch and Software

Required Quantity and Technical Specifications of : -
The following are the minimum requirements. Anything not meeting the minimum requirement will
be counted as a deviation.

1) Hosting Servers [VMware vSAN Ready] Required Quantity – 3 Nos

● Processor: Server must have a minimum of 1 CPU x 20 Cores Intel Xeon Gold/2.x GHz or better
Intel Cascade lake processor PER SERVER NODE. Server must be scalable/upgradeable upto at
least dual Processors per Server. This provision must be there from Day-1 seamlessly.
● Chipset: Intel chipset compatible with the offered processors.
● Memory: The Server should be configured with 256 GB of DDR4 2666 MHz or better Memory
from Day-1 populated with 32 GB Modules. Should have at least 24 DIMM slots per server and
support DDR4.
● Caching Tier: Server must have 2 x Mixed Use SSD of 960 GB hot swap or higher 12 Gbps SAS
or higher from Day 1.
● Data Tier: Server must have 8 x 2.4TB SAS 10K 12 Gbps 2.5” form factor hot swap from Day-
1. Total Usable storage should be 20TB on the cluster of 3 servers.
● Boot Drive: The server must provide a Redundant SD card of 16 Gb or higher or Redundant USB
key of 16 Gb or higher or 2 x M.2 Drives (preferred) or SSDs of minimum 240GB each (These
drives should not consume any of the 24 drive slots and must be considered outside the
mentioned storage slots) for ESXi (latest version) booting purpose only.
● I/O controller: Should be certified/supported/compatible with proposed HCI solution from Day-1.
Appropriate documentation with schematics must be provided, as and where applicable.
● Remote Management: Integrated Remote management controller port IPMI 2.0 compliant 1Gbps.
should support graphical console redirection and remote media redirection. OEM Server
Management Suite, The server management suite should have power management capability with
view of historical data. Remote KVM Licence and server management licence if applicable
should be provided with support for the entire warranty period
● Graphics : Integrated Graphic Controller with appropriate VGA port.
● PCI slots: Standard with 4 PCIe 3.0 slots, at least 3 PCIe 3.0 x8 riser kits. The proposed server
should have 2x1GbE for hypervisor management and 4 x 10G LAN ports with card level
redundancy. Bidders should account for the requested number of ports per node or equivalent or
better accordingly from Day-1.
● Ports: Many USB 2.0 or 3.0 (preferred) ports, 1 x 1G dedicated management port
● Chassis: should be Rack-mountable with mounting Rail-kits. 2U Form-Factor is preferred.
● Power Supply: Redundant hot swap Power Supply modules. It is implied that all C13/C14 power
cables within 2 meters of length will be provided by the bidder. One of the hot-swap power
supply modules should run at FULL LOAD, in case the other hot-swap redundant power module
fails to operate.
● Hypervisor Support: Solution should be certified/supported and compatible on VMWare vSphere
6.7U3 or latest and stable from Day 1. The bidder shall be responsible for providing support to
IITGN on OS and Hypervisor as and wherein applicable. The proposed solution should support
vSAN and all other relevant protocols of VMware architecture in order to support and supersede
the existing nomenclature. Adequate training should be provided.
● Software Support: Stable latest ESXi release and any other software procured through the bidder
should come under the direct support of the bidder.
● Upgradation: Provision to expand (both scale-out and scale-up) storage and resources upto
usable 100 TB (including 20TB in each server node) without the need to replace the existing
delivered/installed Storage Controllers/devices/components. Upgrade shall be done by only
adding physical Hard disks into the storage and required accessories or servers to meet the
expansion seamlessly. HCI must be licensed at the full capacity in the proposed servers
Page 16 of 43
 from day 1. On adding the additional HDDs in future in the server, the pool of Space should
be auto increased by some mechanism. At OS level, simple extension of disk space (as a
Block Device added to a file-system or existing mounted partition for any operating System)
must be possible from day 1 using linux based nomenclature like LVM (pvextend, vgextend,
lvextend etc) and Windows based similar architecture. Example: if /home partition of a Linux
Virtual Server is 99% filled, then after seamless augmentation of the new HDD space, then the
percentage utilization of the same /home partition should be reduced. Similarly for a Windows
Virtual Server if the C: or D: drives is 99% filled then after seamless augmentation of the new
HDD space, then the percentage utilization of the same C: or D: drives partition should be
reduced.

2) 10G Network Switch with power cables Required Quantity : 1 no

General Features :
● Switch should be 1U and rack mountable in standard 19" rack.
● Switch should support internal hot-swappable Redundant Power supply from day-1. No external
module is allowed to accomplish redundancy.
● Switch should have redundant hot swappable fans.
● Switch should have a minimum 6 GB RAM and 6 GB Flash.
● Switch should have a dedicated slot for modular stacking, in addition to asked uplink ports.
Should support a minimum 320 Gbps of stacking throughput with 2 switches in single stack.
● Switch should have back to back OEM support from day-1 after commissioning and handover
with perpetual license (if applicable)
Performance :
● Switch shall have minimum 640 Gbps of switching fabric and 450 Mpps of forwarding rate.
● Switch shall have minimum 32K MAC Addresses and 1000 active VLAN.
● Should support minimum 32K IPv4 routes or more and 16K IPv6 routes or more
● Switch shall have 5K or more multicast routes.
● Switch should support at least 64K flow entries
● Switch should support 96 or more STP Instances.
● Switch should have 10MB or more packet buffer.
Functionality :
● The proposed switch quoted must be seamlessly integrated with our existing network
infrastructure with EIGRP protocol.
● Switch should support IEEE Standards of Ethernet: IEEE 802.1D, 802.1s, 802.1w, 802.1x,
802.3ad, 802.3x, 802.1p, 802.1Q, 802.3, 802.3u, 802.3ab, 802.3z & 1588v2.
● Switch must have functionality like static routing, RIP, PIM, OSPF, VRRP, PBR and QoS
features from Day1
● Should support advance Layer 3 protocol like BGPv4, BGPv6 , MPLS, VRF, VXLAN, IS-ISv4,
OSPFv3, MP-BGP
● Switch shall have 802.1p class of service, marking, classification, policing and shaping and eight
egress queues.
● Switch should support management features like SSHv2, SNMPv2c, SNMPv3, NTP, RADIUS
and TACACS+ .
● Switch should support IPv6 Binding Integrity Guard, IPv6 Snooping, IPv6 RA Guard, IPv6
DHCP Guard, IPv6 Neighbor Discovery Inspection and IPv6 Source Guard.
● Switch should support 802.1x authentication and accounting, IPv4 and IPv6 ACLs and Dynamic
VLAN assignment and MACSec-256 on hardware
● Switch must have the capabilities to enable automatic configuration of switch ports as devices
connect to the switch for the device type.
● During system boots, the system’s software signatures should be checked for integrity. System
should be capable of understanding that system OS are authentic and unmodified, it should have
cryptographically signed images to provide assurance that the firmware & BIOS are authentic.
● Switch shall have modular OS to support application 3rd party application hosting
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Interface:
● Switch shall have 24 nos. 10Gbps (RJ-45) ports and additional 8 nos. SFP+ uplinks ports.
Populate 4 uplink interface with 10GBASE-SR SFP Module
● All 24 ports should support PoE (802.3af) and PoE+ (802.3at) with a PoE power budget of 500
W.
● Should provide all passive components like cables as appropriate

Certification:
● Switch shall conform to UL 60950 or IEC 60950 or CSA 60950 or EN 60950 Standards for
Safety requirements of Information Technology Equipment.
● Switch shall conform to EN 55022 Class A/B or CISPR22 Class A/B or CE Class A/B or FCC
Class A/B Standards for EMC (Electromagnetic Compatibility) requirements.
● Switch / Switch’s Operating System should be tested for EAL 2/NDPP or above under Common
Criteria Certification.
● Necessary CAT-6 cables of 1-2 meter length needed to connect all the applicable items in the
proposed solution must be provided.

3) VMware HCI and vSphere platform (perpetual license with 1 year warranty and support from
Day-1 on commissioning and handover)
● Academic VMware HCI Kit 6 Standard (Per CPU) - (Including vSphere Standard and vSAN
Standard) : Qty required = 3
● Academic Production Support/Subscription for VMware HCI Kit 6 Standard (Per CPU) for 1
year-(Including vSphere Standard and vSAN Standard) : Qty required = 3
● Academic VMware vCenter Server 6 Foundation for vSphere up to 4 hosts (Per Instance) : Qty
required = 1
● Academic Production Support/Subscription VMware vCenter Server 6 Foundation for vSphere
up to 4 hosts (Per Instance) for 1 year : Qty required = 1
● Proposed VMware license should be independent of hardware OEM and portable on any
supported hardware OEM in future.
● The above mentioned versions of VMware may be proposed as latest and stable.

Warranty:
● Hardware: Comprehensive 5 years warranty and support with 8x5 (except National holidays and
Sundays) support after Go-Live. Back to back warranty support from OEM is required. OEM
undertaking in original, sealed and signed, for the onsite warranty support, must be submitted
along with the technical bid.
● Software: Comprehensive 1 year warranty and support for VMware ESXi with 8x5 (except
National holidays and Sundays) support after Go-Live. Back to back warranty support from OEM
is required. OEM undertaking in original, sealed and signed, for the onsite warranty support,
must be submitted along with the technical bid.
● The system hardware should be recovered within the next business day.
● The warranty shall include advanced replacement for all 5 years (Replacement part should be
provided before taking away the faulty part).
● Sufficient number of all such replacement parts like Motherboard, RAM, Processor, HDD,
SMPS, cables etc components should be available at the nearest service center.

Service Level Agreement (SLA) Requirement:

Priority 1 Call: System is completely down and business is severely impacted, that is the production
servers are unusable. (covered on Saturday & Sunday & Holidays as well)
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 Priority 2 Call: System is degraded with no impact on business.
Priorit Classification of Issue Category Response Time Resolution Time
y

1 Servers are down and Software, Within 2 hours after 4 days (inclusive of
business is impacted. Network the lodge of the ticket working and non-working
(covered on Saturday and (for all cases - and holidays) either in
& Sunday and Hardware hardware, software, person or remotely.
Holidays) (selective network)
systems)
2 Intermittent issue with The ticket or docket 4 days either in person or
no business impact. number should be remotely.
provided in email.

The bidder can provide their own SLA matrix in a similar format in case of any deviations from the
above requirements. It is to be noted that the better SLA proposals from the bidder will not be counted as
the deviation from the criteria given.

Escalation Matrix
The bidder must provide the escalation matrix.

Penalty:
● During the 5 years comprehensive warranty and support period, penalty would be imposed for
not meeting the SLA like if any ticket is found to be unresolved after the stipulated SLA period is
passed; and if 2(two) or more such incidents happen in a quarter after project sign-off, then 3%
of the PBG will be deducted.
● In case 5(five) penalties in lieu of breach of SLA has been imposed during the 5 years support
and maintenance period, then it would be considered as a severe non-performance from the
bidder’s end and IITGN will have the sole discretion to further decide for increase in the amount
of penalty to be deducted from PBG or whether the entire PBG will be completely forfeited.
Technical Instruction:
● Our existing production infrastructure of Institute Management System or IMS (ERP based
solution) is running on Supermicro (3 hosting servers of Model: X9DRW + 1 vCenter) servers
and Tyrone (Opslag FS2 - single controller of Model : FS2-DXAX-XX with Details: OS
FluidOS Version 3.8.3 and Serial 050420160001 of Build 21042) Storage setup along with
one Qlogic Optical Switch having 8 ports enabled and one Supermicro make Ethernet Switch.
This setup is running VMware 5.0 hypervisor on top of which Virtual Machines (VMs) are
deployed for our IMS Live environment with different CPU/RAM/HDD configurations. Each
existing hosting server is connected over Fibre Channel and Ethernet to the SAN Storage setup.
The vCenter server is connected to a Tape Drive (Tandberg), used for data backup, which may be
eventually phased out in the proposed solution.
● As per scope of work, the bidder would be responsible to rack-stack-install the new hardware and
software. Also migrate the entire existing Live environment (including user level data,
system configuration details and related data, Network schema etc details) from the old
Supermicro infrastructure to the new installed setup seamlessly. It may be understood that
seamless transfer or migration of the virtual machine is to be done. In case any downtime is
required, the same needs to be intimated in advance while submission of technical bids. In case a
similar or upgraded environment (having similar or better hardware and ESXi software
architecture) is set up in the new proposed solution then using sophisticated tools (like vMotion
etc) , the VMs can be migrated from one landscape to another without any or minimalistic
downtime. As part of this project execution, all these VMs must be seamlessly migrated to the
newly proposed HCI infrastructure by the bidder. Bidder has to submit a detailed plan of step-

Page 19 of 43
 wise execution for the seamless migration along with the proposal. Bidder should successfully
install and integrate all the components provided as part of these solution proposals.
● The migration must be seamless such that there should be no change at the guest level and all
VM level configurations (like wallpaper, IP Address schema, User credentials, software path and
environment variables, OS settings, Database schemas, Production URLs etc) must remain as is.
Sanity testing of the data post migration will be done by IITGN. The end user must not be asked
to perform any changes in accessing IMS URL portal at his/her end respectively. Unless sanity is
successful, the scope of work is deemed to be incomplete.
● The bidder must also setup and configure the existing production Supermicro servers and SAN
storage as an archival data backup procedure or server, in a way so that certain data can be
housed and later retrieved in/from the old setup. This task should be done only when IITGN has
given a go-ahead of successful migration of Live VMs as mentioned above.
● Periodic preventive maintenance of all the systems should be done once in a quarter (3 months)
which would include the below, not limited to:
○ Regular Health Checkups of the servers
○ Patch updates on requirement basis
○ Escalate issues to respective teams
○ Making sure all the versions of Firmware, Hypervisor and software are exactly the same
in all the Hosting servers, unless specified otherwise by IITGN.
○ All costs related to the preventive and corrective maintenance, shall be borne by the
bidder during the period of support & maintenance contract. Spare parts / equipment,
tools, lubricants, cleaning kits, drives, disks, other hardware parts, service personnel etc.,
required to repair or replace the faulty equipment shall be arranged by the bidder
● Bidder will be responsible for applying firmware/system software patches. While applying
firmware patches, impact on application software needs to be considered. Bidder need to prepare
an Impact analysis report and approved by IITGN before applying any firmware patches. Bidder
need to rectify if there is any impact post applying the patches.
● Keep the uptime for the servers at 99.9%; in order to meet the said uptime from hardware
perspective, adequate numbers of motherboards, Memory module, Hard-Disk Drive, SMPS,
C13/C14 Power cables, CMOS battery, SAS cables etc should be in stock at the nearest service
center as deemed suitable by the bidder. Only original OEM spare parts must be used for
selective hardware.
● Re-installation and re-configuration of servers in the event of any VMWare related corruptions,
OS level corruptions, or any such similar incidents.
● Complete Admin level Training (hands-on) must be provided and entire documentation (step-by-
step) with screenshots/commands/syntax of the installation, migration of existing infra to new
infra must be captured and submitted to IITGN. It must be noted that submission of complete
documentation is an important part of project sign-off; the documentation must be prepared in
such a way that IITGN can reinstall everything from scratch without the bidder's help as and
when necessary.

Generic Instruction:
1. The job of Installation, commissioning, and Acceptance (project sign-off) as detailed above
should be completed within 10 days from the date of delivery of hardware/software at IITGN.
The actual setting up of servers (that is racking, stacking, Hypervisor installation) and bringing to
the stage of migration (including configuring any prerequisites or performing shadow
commissioning) may take 1 week; but the core migration of VMs must not take more than 3
days. The actual migration should be planned in joint consultation and approval with IITGN in
such a way that the users experience minimum downtime in accessing IMS. In case the bidder
needs to make any departure, the same should be clearly mentioned in the technical bids.
2. IITGN will not provide any tools and devices like laptop, cables, testing equipment etc. The
bidder shall bring all the required tools and devices and no extra cost will be borne by IITGN.

Page 20 of 43
 3. Any damage to movable / immovable property while carrying out the
installation/delivery/maintenance shall be rectified by the bidder, at its own cost, in a manner
acceptable to IITGN and the site must be handed back in neat and clean condition to the
satisfaction of IITGN.
4. The bidder must provide a complaint resolution portal or a central email address and phone
number to lodge complaints and thereafter issue complaint/docket number.
5. The bidder shall submit quarterly reports to IITGN in a prescribed format. These reports must be
signed by the bidder and must contain both the summary and the details of the actual services
rendered to IITGN in a particular quarter, if any.
6. In case of continued non-performance and inability to meet functional requirements, IITGN shall
reserve the right to revise the SLA or penalty or both.
7. The bidder will be responsible for any liability and safety of its engineers engaged by them for
carrying out installation or maintenance work at site under this contract. IITGN will not be
responsible for any injury/loss of life to the service engineers due to their negligence or
incompetency.
8. The bidder cannot outsource or subcontract the work assigned/awarded to some third
party/agency/people under any circumstances. If found so, then the order shall be deemed to be
canceled and the IITGN will impose penalty for this violation. IITGN reserves the right for the
decision of penalty amount.
9. All the pages of this tender (including all Annexures) must be signed and stamped by the bidder
else the bid will be summarily rejected.
10. The bidder must provide a list of employees with their qualifications and experience. The
qualifications and experience demonstrating the expertise to maintain rack based VMware ESXi
installations and commissioning must be clearly indicated.
11. Bidder should have successfully completed at least 3 HCI projects of VMWare vSAN in the span
of the last 3 years. Copies of purchase Order copies and completion certificates must be
submitted along with the technical bids.
12. Bidder should have at least one VMware vSphere (certified) and vSAN(install, configure and
manage)(trained) resource(s) in Ahmedabad/Gandhinagar.
13. Bidder should have local sales, service and support offices in Gujarat for the last 5 years.
Requisite documents to be provided along with the proposal.
14. IITGN will call the bidders for a technical presentation (virtual/physical), as part of the technical
bid assessment, to evaluate the bidder and their work done/expertise. The financial bids for only
those bidder(s) who qualify the technical bid evaluation, will be opened. The financial bids for
the bidder(s), who do not qualify the technical bid evaluation, will not be opened, and therefore,
will not be considered as a part of the financial bid evaluation.
15. IITGN reserves the right to cancel the tendering process, if needed, without issuing any further
notice or assigning any reason whatsoever.

Any interim correspondence pertaining to the tender must be submitted to [email protected] only

Quotes must have a technical compliance report as prescribed in Annexure-III.

Page 21 of 43
 Annexure-II

Technical & Financial Evaluation Criteria for the Supply of “Rack Servers, Network Switch and
Software”

Bids will be evaluated on a scale of 100. Technical offer will have a maximum score of 50 and financial
offer a maximum score of 50. The bidders will be called for a presentation, as part of the technical bid
assessment. The bidder must score a minimum of 45 points out of 70 (Bidder Evaluation + Technical
Evaluation) and a minimum of 15 points out of 30 in Presentation Evaluation to qualify technically. The
financial bids, for the bidders who do not qualify technically will not be opened and therefore, will not
be considered as a part of the financial bid evaluation. The final award will be based on 50% weightage
on technical bid evaluation (bidder + technical + presentation evaluation) and 50% weightage on
financial bid evaluation. The financial score (FS) of other proposals will be determined using the
formula: FS = 50xFP/F, in which FP is the lowest financial bid, and F is the financial bid of the
particular vendor. Scores obtained on financial offer (out of 50) will be added to scores obtained on
technical offer (out of 50) to get a consolidated score (out of 100). Bidders with the highest consolidated
score will be selected/awarded. If there is a tie in the overall score, the vendor with the higher score on
the financial offer will be selected/awarded.

Guidelines for technical bid evaluation:

1. The Technical Bid Evaluation comprises of three parts:

a. Bidder Evaluation- 40 points
b. Technical Evaluation - 30 points
c. Presentation Evaluation - 30 points
2. All documents towards the Bidder evaluation, technical evaluation and Presentation
evaluation(either physical or virtual) needs to be submitted along with the tender. The list of
submitted documents towards evaluation must be clearly mentioned in the Bidder, Technical,
presentation evaluation sheet and submitted along with the tender to qualify.
3. The technical compliance sheet (Annexure –IV) needs to be duly filled and deviations (if any)
must be mentioned clearly.
4. Further discussions related to the awarded scores by the committee will not be entertained.

Enclosures:

● Bidder, Technical, Presentation Evaluation sheet

● The Technical compliance sheet

Page 22 of 43
 Bidder Evaluation - Total 40 Points
Sl Particulars Points System Max Points Supporting
No Points Awarded Documents
Attached
1 Number of years the bidder has been >10yrs | 6 points 6
engaged in rack-based servers 5-10yrs | 4 points
supply/installation (as on date of submission); 3-4yrs | 2 points
supporting documents to be submitted like 1-2yrs | 1 point
previous POs based on which the scoring will <1yr | 0 point
be given.
2 Number of VMware based rack-based servers >10 | 10 points 10
installations and supply executed by the 5-10 | 6 points
bidder (as on date of submission) 3-4 | 4 points
; supporting documents to be submitted like 1-2 | 1 point
previous POs based on which the scoring will 0 | 0 point
be given.
3 Cumulative turnover of bidder in the last three >400Cr INR | 6 points 6
financial years from Hardware supply, 300-399Cr INR | 4
maintenance and Support service activities. points
Year 2017-2018 200-299Cr INR | 3
Year 2018-2019 points
Year 2019-2020 >50-199Cr INR | 2
Audited balance sheets to be submitted along points
with the technical bids. <=50Cr INR | 0 point
4 Number of VMware based rack-based servers >7 | 12 points 12
installations and supply executed by the 4-7 | 8 points
bidder in any PSU/Autonomous Bodies 2-3 | 4 points
declared by the Govt. of India/Educational 1 | 1 point
Institutions(as on date of submission); 0 | 0 point
supporting documents to be submitted like
previous POs based on which the scoring will
be given.
5 Presence of Bidder in Gujarat in terms of a. Bidders with 6
support desks.; supporting documents to be presence shall get 6
submitted. points
b. Rest shall get 0
point
Bidder Evaluation : Total Points Awarded (A) 40
Technical Evaluation - Total 30 Points
Sl Particulars Points System Max Points Supporting
No Points Awarded Documents
Attached
1 No.of deviations cited in the Technical 0 | 15 points 15
Compliance Sheet submitted by the bidder. 1-3 | 10 points
Positive deviation will not be counted for 4-6 | 7 points
penalty. >6 | 2 point
2 OEM of the proposed solution should have a a.Presence of OEM in 10
more than 5 years presence in India ending India for more than 5
Mar 2020. OEM should have exclusive years will get 10
support stations in India. We need back to points
back OEM support for all hardware and b.Presence of OEM in
software items. India for 3-5 years
shall get 4 points
c.Less than 3 years
will get 0 point
3 Number of VMware certified engineer(s) in >=3 | 5 points 5
the bidder’s organization on the day of 1-2 | 3 points
submission of tender. Supporting documents 0 | 0 point
must be submitted in terms of VMware
certificates based on which the scoring will be

Page 23 of 43
 given
Technical Evaluation : Total Points Awarded (B) 30
Presentation Evaluation - Total 30 Points
Sl Particulars Points System Max Points Supporting
No Points Awarded Documents
Attached
1 Clarity in communication about migration 30 Powerpoint
plan from existing to proposed new set-up. The online presentation
Articulation of past experience of similar presentation will be with detailed
projects. Project Time-lines and lead time for given by those project plan.
the supply of hardware bidder(s) after (Not to given
successful technical + with tender
bidder evaluation. doc)
Presentation Evaluation : Total Points Awarded (C) 30
Overall Points Awarded (A + B + C) - Total 100 Points
Note: The bidder must score a minimum of 45 points (Bidder Evaluation(A) + Technical Evaluation(B)) and a
minimum of 15 points in Presentation Evaluation(C) to qualify. The financial bids, for the bidders who do not
qualify will not be opened and therefore, will not be considered as a part of the financial bid evaluation.

Page 24 of 43
 Annexure-III
Technical Compliance Report for “Rack Servers, Network Switch and Software”
Sr. Required Technical Specifications of Rack Servers, Network Numerical Whether
No. Switch and Software Values & Other Comply
Informations (Yes/No)
1 Hosting Servers [VMware vSAN Ready] | Qty = 03
Processor: Server must have a minimum of 1 CPU x 20 Cores
Intel Xeon Gold/2.x GHz or better Intel Cascade lake processor
PER SERVER NODE. Server must be scalable/upgradeable
upto at least dual Processors per Server. This provision must be
there from Day-1 seamlessly.
2 Chipset: Intel chipset compatible with the offered processors.
3 Memory: The Server should be configured with 256 GB of
DDR4 2666 MHz or better Memory from Day-1 populated with
32 GB Modules. Should have at least 24 DIMM slots per server
and support DDR4.
4. Caching Tier: Server must have 2 x Mixed Use SSD of 960 GB
hot swap or higher 12 Gbps SAS or higher from Day 1.
5. Data Tier: Server must have 8 x 2.4TB SAS 10K 12 Gbps 2.5”
form factor hot swap from Day-1. Total Usable storage should
be 20TB on the cluster of 3 servers.
6. Boot Drive: The server must provide a Redundant SD card of 16
Gb or higher or Redundant USB key of 16 Gb or higher or 2 x
M.2 Drives (preferred) or SSDs of minimum 240GB each
(These drives should not consume any of the 24 drive slots and
must be considered outside the mentioned storage slots) for
ESXi (latest version) booting purpose only.
7. I/O controller: Should be certified/supported/compatible with
proposed HCI solution from Day-1. Appropriate documentation
with schematics must be provided, as and where applicable.
8. Remote Management: Integrated Remote management
controller port IPMI 2.0 compliant 1Gbps. should support
graphical console redirection and remote media redirection.
OEM Server Management Suite, The server management suite
should have power management capability with view of
historical data. Remote KVM Licence and server management
licence if applicable should be provided with support for the
entire warranty period
9. Graphics : Integrated Graphic Controller with appropriate VGA
port.
10. PCI slots: Standard with 4 PCIe 3.0 slots, at least 3 PCIe 3.0 x8
riser kits. The proposed server should have 2x1GbE for
hypervisor management and 4 x 10G LAN ports with card level
redundancy. Bidders should account for the requested number of
ports per node or equivalent or better accordingly from Day-1.
11. Ports: Many USB 2.0 or 3.0 (preferred) ports, 1 x 1G dedicated
management port
12. Chassis: should be Rack-mountable with mounting Rail-kits. 2U
Form-Factor is preferred.
13. Power Supply: Redundant hot swap Power Supply modules. It is
implied that all C13/C14 power cables within 2 meters of length
will be provided by the bidder. One of the hot-swap power
supply modules should run at FULL LOAD, in case the other
Page 25 of 43
 hot-swap redundant power module fails to operate.
14. Hypervisor Support: Solution should be certified/supported and
compatible on VMWare vSphere 6.7U3 or latest and stable from
Day 1. The bidder shall be responsible for providing support to
IITGN on OS and Hypervisor as and wherein applicable. The
proposed solution should support vSAN and all other relevant
protocols of VMware architecture in order to support and
supersede the existing nomenclature. Adequate training should
be provided.
15. Software Support: Stable latest ESXi release and any other
software procured through the bidder should come under the
direct support of the bidder.
16. Upgradation: Provision to expand (both scale-out and scale-
up) storage and resources upto usable 100 TB (including
20TB in each server node) without the need to replace the
existing delivered/installed Storage
Controllers/devices/components. Upgrade shall be done by
only adding physical Hard disks into the storage and
required accessories or servers to meet the expansion
seamlessly. HCI must be licensed at the full capacity in the
proposed servers from day 1. On adding the additional
HDDs in future in the server, the pool of Space should be
auto increased by some mechanism. At OS level, simple
extension of disk space (as a Block Device added to a file-
system or existing mounted partition for any operating
System) must be possible from day 1 using linux based
nomenclature like LVM (pvextend, vgextend, lvextend etc)
and Windows based similar architecture. Example: if /home
partition of a Linux Virtual Server is 99% filled, then after
seamless augmentation of the new HDD space, then the
percentage utilization of the same /home partition should be
reduced. Similarly for a Windows Virtual Server if the C: or D:
drives is 99% filled then after seamless augmentation of the new
HDD space, then the percentage utilization of the same C: or D:
drives partition should be reduced.
17. 10G Network Switch with power cables | Qty : 1 no
General Features :
● Switch should be 1U and rack mountable in standard 19"
rack.
● Switch should support internal hot-swappable Redundant
Power supply from day-1. No external module is allowed
to accomplish redundancy.
● Switch should have redundant hot swappable fans.
● Switch should have a minimum 6 GB RAM and 6 GB
Flash.
● Switch should have a dedicated slot for modular
stacking, in addition to asked uplink ports. Should
support a minimum 320 Gbps of stacking throughput
with 2 switches in single stack.
● Switch should have back to back OEM support from
day-1 after commissioning and handover with perpetual
license (if applicable)
18. Performance :

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 ● Switch shall have minimum 640 Gbps of switching
fabric and 450 Mpps of forwarding rate.
● Switch shall have minimum 32K MAC Addresses and
1000 active VLAN.
● Should support minimum 32K IPv4 routes or more and
16K IPv6 routes or more
● Switch shall have 5K or more multicast routes.
● Switch should support at least 64K flow entries
● Switch should support 96 or more STP Instances.
● Switch should have 10MB or more packet buffer.
19. Functionality :
● The proposed switch quoted must be seamlessly
integrated with our existing network infrastructure with
EIGRP protocol.
● Switch should support IEEE Standards of Ethernet: IEEE
802.1D, 802.1s, 802.1w, 802.1x, 802.3ad, 802.3x,
802.1p, 802.1Q, 802.3, 802.3u, 802.3ab, 802.3z &
1588v2.
● Switch must have functionality like static routing, RIP,
PIM, OSPF, VRRP, PBR and QoS features from Day1
● Should support advance Layer 3 protocol like BGPv4,
BGPv6 , MPLS, VRF, VXLAN, IS-ISv4, OSPFv3, MP-
BGP
● Switch shall have 802.1p class of service, marking,
classification, policing and shaping and eight egress
queues.
● Switch should support management features like SSHv2,
SNMPv2c, SNMPv3, NTP, RADIUS and TACACS+ .
● Switch should support IPv6 Binding Integrity Guard,
IPv6 Snooping, IPv6 RA Guard, IPv6 DHCP Guard,
IPv6 Neighbor Discovery Inspection and IPv6 Source
Guard.
● Switch should support 802.1x authentication and
accounting, IPv4 and IPv6 ACLs and Dynamic VLAN
assignment and MACSec-256 on hardware
● Switch must have the capabilities to enable automatic
configuration of switch ports as devices connect to the
switch for the device type.
● During system boots, the system’s software signatures
should be checked for integrity. System should be
capable of understanding that system OS are authentic
and unmodified, it should have cryptographically signed
images to provide assurance that the firmware & BIOS
are authentic.
● Switch shall have modular OS to support application 3rd
party application hosting
20. Interface:
● Switch shall have 24 nos. 10Gbps (RJ-45) ports and
additional 8 nos. SFP+ uplinks ports. Populate 4 uplink
interface with 10GBASE-SR SFP Module
● All 24 ports should support PoE (802.3af) and PoE+
(802.3at) with a PoE power budget of 500 W.
● Should provide all passive components like cables as
appropriate
Page 27 of 43
21. Certification:
● Switch shall conform to UL 60950 or IEC 60950 or CSA
60950 or EN 60950 Standards for Safety requirements of
Information Technology Equipment.
● Switch shall conform to EN 55022 Class A/B or
CISPR22 Class A/B or CE Class A/B or FCC Class A/B
Standards for EMC (Electromagnetic Compatibility)
requirements.
● Switch / Switch’s Operating System should be tested for
EAL 2/NDPP or above under Common Criteria
Certification.
● Necessary CAT-6 cables of 1-2 meter length needed to
connect all the applicable items in the proposed solution
must be provided.
22. VMware HCI and vSphere platform (perpetual license with
1 year warranty and support from Day-1 on commissioning
and handover)
Academic VMware HCI Kit 6 Standard (Per CPU) - (Including
vSphere Standard and vSAN Standard) : Qty required = 3
23. Academic Production Support/Subscription for VMware HCI
Kit 6 Standard (Per CPU) for 1 year-(Including vSphere
Standard and vSAN Standard) : Qty required = 3
24. Academic VMware vCenter Server 6 Foundation for vSphere up
to 4 hosts (Per Instance) : Qty required = 1
25. Academic Production Support/Subscription VMware vCenter
Server 6 Foundation for vSphere up to 4 hosts (Per Instance) for
1 year : Qty required = 1
26. Proposed VMware license should be independent of hardware
OEM and portable on any supported hardware OEM in future.
27. The above mentioned versions of VMware may be proposed as
latest and stable.
28. Warranty:
Hardware: Comprehensive 5 years warranty and support with
8x5 (except National holidays and Sundays) support after Go-
Live. Back to back warranty support from OEM is required.
OEM undertaking in original, sealed and signed, for the onsite
warranty support, must be submitted along with the technical
bid.
29. Software: Comprehensive 1 year warranty and support for
VMware ESXi with 8x5 (except National holidays and
Sundays) support after Go-Live. Back to back warranty support
from OEM is required. OEM undertaking in original, sealed and
signed, for the onsite warranty support, must be submitted along
with the technical bid.
30. The system hardware should be recovered within the next
business day.
31. The warranty shall include advanced replacement for all 5 years
(Replacement part should be provided before taking away the
faulty part).

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32. Sufficient number of all such replacement parts like
Motherboard, RAM, Processor, HDD, SMPS, cables etc
components should be available at IITGN site.
33. Service Level Agreement (SLA) Requirement:
Priority 1 Call: System is completely down and business is
severely impacted, that is the production servers are unusable.
(covered on Saturday & Sunday & Holidays as well)
Priority 2 Call: System is degraded with no impact on business.
34.
Priority Classification Category Response Resolution
of Issue Time Time

1 Servers are Software, Within 2 4 days

down and Network hours (inclusive
business is and after the of working
impacted. Hardware lodge of and non-
(covered on (selective the ticket working
Saturday systems) (for all and
& Sunday and cases - holidays)
Holidays) hardware, either in
software, person or
network) remotely.

2 Intermittent The 4 days

issue with no ticket or either in
business docket person or
impact. number remotely.
should be
provided
in email.
35. The bidder can provide their own SLA matrix in a similar
format in case of any deviations from the above requirements. It
is to be noted that the better SLA proposals from the bidder will
not be counted as the deviation from the criteria given.
36.Escalation Matrix
The bidder must provide the escalation matrix.
37. Penalty:
During the 5 years comprehensive warranty and support period,
penalty would be imposed for not meeting the SLA like if any
ticket is found to be unresolved after the stipulated SLA period
is passed; and if 2(two) such incidents happen in a quarter after
project sign-off, then 0.5% of the PBG will be deducted.
38. In case 5(five) penalties in lieu of breach of SLA has been
imposed during the 5 years support and maintenance period,
then it would be considered as a severe non-performance from
the bidder’s end and IITGN will have the sole discretion to
further decide for increase in the amount of penalty to be
deducted from PBG or whether the entire PBG will be
completely forfeited.
39. Technical Instruction:
Our existing production infrastructure of Institute Management
System or IMS (ERP based solution) is running on Supermicro
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 (3 hosting servers of Model: X9DRW + 1 vCenter) servers and
Tyrone (Opslag FS2 - single controller of Model : FS2-DXAX-
XX with Details: OS FluidOS Version 3.8.3 and Serial
050420160001 of Build 21042) Storage setup along with
one Qlogic Optical Switch having 8 ports enabled and one
Supermicro make Ethernet Switch. This setup is running
VMware 5.0 hypervisor on top of which Virtual Machines
(VMs) are deployed for our IMS Live environment with
different CPU/RAM/HDD configurations. Each existing hosting
server is connected over Fibre Channel and Ethernet to the SAN
Storage setup. The vCenter server is connected to a Tape Drive
(Tandberg), used for data backup, which may be eventually
phased out in the proposed solution.
40. As per scope of work, the bidder would be responsible to rack-
stack-install the new hardware and software. Also migrate the
entire existing Live environment (including user level data,
system configuration details and related data, Network
schema etc details) from the old Supermicro infrastructure
to the new installed setup seamlesslyIt may be understood
that seamless transfer or migration of the virtual machine is
to be done. In case any downtime is required, the same needs to
be intimated in advance while submission of technical bids. In
case a similar or upgraded environment (having similar or better
hardware and ESXi software architecture) is setup in the new
proposed solution then using sophisticated tools (like vMotion
etc) , the VMs can be migrated from one landscape to another
without any or minimalistic downtime. As part of this project
execution, all these VMs must be seamlessly migrated to the
newly proposed HCI infrastructure by the bidder. Bidder has to
submit a detailed plan of step-wise execution for the seamless
migration along with the proposal. Bidder should successfully
install and integrate all the components provided as part of these
solution proposals.
41. The migration must be seamless such that there should be no
change at the guest level and all VM level configurations (like
wallpaper, IP Address schema, User credentials, software path
and environment variables, OS settings, Database schemas,
Production URLs etc) must remain as is. Sanity testing of the
data post migration will be done by IITGN. The end user must
not be asked to perform any changes in accessing IMS URL
portal at his/her end respectively. Unless sanity is successful, the
scope of work is deemed to be incomplete.
42. The bidder must also setup and configure the existing
production Supermicro servers and SAN storage as an archival
data backup procedure or server, in a way so that certain data
can be housed and later retrieved in/from the old setup. This
task should be done only when IITGN has given a go-ahead of
successful migration of Live VMs as mentioned above.
43. Periodic preventive maintenance of all the systems should be
done once in a quarter (3 months) which would include the
below, not limited to:
● Regular Health Checkups of the servers
● Patch updates on requirement basis
● Escalate issues to respective teams
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 ● Making sure all the versions of Firmware, Hypervisor
and software are exactly the same in all the Hosting
servers, unless specified otherwise by IITGN.
● All costs related to the preventive and corrective
maintenance, shall be borne by the bidder during the
period of support & maintenance contract. Spare parts /
equipment, tools, lubricants, cleaning kits, drives, disks,
other hardware parts, service personnel etc., required to
repair or replace the faulty equipment shall be arranged
by the bidder
44. Bidder will be responsible for applying firmware/system
software patches. While applying firmware patches, impact on
application software needs to be considered. Bidder need to
prepare an Impact analysis report and approved by IITGN
before applying any firmware patches. Bidder need to rectify if
there is any impact post applying the patches.
45. Keep the uptime for the servers at 99.9%; in order to meet the
said uptime from hardware perspective, adequate numbers of
motherboards, Memory module, Hard-Disk Drive, SMPS,
C13/C14 Power cables, CMOS battery, SAS cables etc should
be in stock at IITGN site as deemed suitable by the bidder. Only
original OEM spare parts must be used for selective hardware.
46. Re-installation and re-configuration of servers in the event of
any VMWare related corruptions, OS level corruptions, or any
such similar incidents.
47. Complete Admin level Training (hands-on) must be provided
and entire documentation (step-by-step) with
screenshots/commands/syntax of the installation, migration of
existing infra to new infra must be captured and submitted to
IITGN. It must be noted that submission of complete
documentation is an important part of project sign-off; the
documentation must be prepared in such a way that IITGN can
reinstall everything from scratch without the bidder's help as and
when necessary.
48. Generic Instruction:
The job of Installation, commissioning, and Acceptance (project
sign-off) as detailed above should be completed within 10 days
from the date of delivery of hardware/software at IITGN. The
actual setting up of servers (that is racking, stacking, Hypervisor
installation) and bringing to the stage of migration (including
configuring any prerequisites or performing shadow
commissioning) may take 1 week; but the core migration of
VMs must not take more than 3 days. The actual migration
should be planned in joint consultation and approval with
IITGN in such a way that the users experience minimum
downtime in accessing IMS. In case the bidder needs to make
any departure, the same should be clearly mentioned in the
technical bids.
49. IITGN will not provide any tools and devices like laptop,
cables, testing equipment etc. The bidder shall bring all the
required tools and devices and no extra cost will be borne by
IITGN.
50. Any damage to movable / immovable property while carrying
out the installation/delivery/maintenance shall be rectified by
Page 31 of 43
 the bidder, at its own cost, in a manner acceptable to IITGN and
the site must be handed back in neat and clean condition to the
satisfaction of IITGN.
51. The bidder must provide a complaint resolution portal or a
central email address and phone number to lodge complaints
and thereafter issue complaint/docket number.
The bidder shall submit quarterly reports to IITGN in a
prescribed format. These reports must be signed by the bidder
and must contain both the summary and the details of the actual
services rendered to IITGN in a particular quarter, if any.
52. In case of continued non-performance and inability to meet
functional requirements, IITGN shall reserve the right to revise
the SLA or penalty or both.
53. The bidder will be responsible for any liability and safety of its
engineers engaged by them for carrying out installation or
maintenance work at site under this contract. IITGN will not be
responsible for any injury/loss of life to the service engineers
due to their negligence or incompetency.
54. The bidder cannot outsource or subcontract the work
assigned/awarded to some third party/agency/people under any
circumstances. If found so, then the order shall be deemed to be
canceled and the IITGN will impose penalty for this violation.
IITGN reserves the right for the decision of penalty amount.
55. All the pages of this tender (including all Annexures) must be
signed and stamped by the bidder else the bid will be summarily
rejected.
56. The bidder must provide a list of employees with their
qualifications and experience. The qualifications and experience
demonstrating the expertise to maintain rack based VMware
ESXi installations and commissioning must be clearly indicated.
57. Bidder should have successfully completed at least 3 HCI
projects of VMWare vSAN in the span of the last 3 years.
Copies of purchase Order copies and completion certificates
must be submitted along with the technical bids.
58. Bidder should have at least one VMware vSphere (certified) and
vSAN(install, configure and manage)(trained) resource(s) in
Ahmedabad/Gandhinagar.
59. Bidder should have local sales, service and support offices in
Gujarat for the last 5 years. Requisite documents to be provided
along with the proposal.
60. IITGN will call the bidders for a technical presentation
(virtual/physical), as part of the technical bid assessment, to
evaluate the bidder and their work done/expertise. The financial
bids for only those bidder(s) who qualify the technical bid
evaluation, will be opened. The financial bids for the bidder(s),
who do not qualify the technical bid evaluation, will not be
opened, and therefore, will not be considered as a part of the
financial bid evaluation.
61. IITGN reserves the right to cancel the tendering process, if
needed, without issuing any further notice or assigning any
reason whatsoever.

*All points indicated above (Annexure-II) must be filled by the bidder and relevant documents

Page 32 of 43
(i.e. catalogue, literature etc.) should be submitted online.

Page 33 of 43
 Annexure-IV

INTEGRITY PACT

To,
………………………..,
………………………..,
………………………..

Sub: Tender No.………………………………….for the supply of ………………

Dear Sir,

It is hereby declared that IITGN is committed to follow the principle of transparency, equity and
competitiveness in public procurement.

The subject tender is an invitation to offer made on the condition that the Bidder will sign the integrity
Agreement, which is an integral part of tender / bid documents, failing which the tenderer / bidder will
stand disqualified from the tendering process and the bid of the bidder would be summarily rejected.

This declaration shall form part and parcel of the Integrity Agreement and signing of the same shall be
deemed as acceptance and signing of the Integrity Agreement on behalf of the IITGN.

Yours faithfully,

Authorized Officer, IIT Gandhinagar

Page 34 of 43
 INTEGRITY PACT

To
Authorized Officer
IIT Gandhinagar

Sub: Submission of Tender for the supply of ________________________________

Dear Sir/Madam,

I / We acknowledge that IITGN is committed to follow the principles thereof as enumerated in the
Integrity Agreement enclosed with the tender / bid document.

I / We agree that the cited tender is an invitation to offer made on the condition that I / We will sign the
enclosed Integrity Agreement, which is an integral part of tender documents, failing which I / We will
stand disqualified from the tendering process. I / We acknowledge that THE MAKING OF THE BID
SHALL BE REGARDED AS AN UNCONDITIONAL AND ABSOLUTE ACCEPTANCE of this
condition of the tender.

I / We confirm acceptance and compliance with the Integrity Agreement in letter and spirit and further
agree that execution of the said Integrity Agreement shall be separate and distinct from the main
contract, which will come into existence when tender / bid is finally accepted by IITGN. I / We
acknowledge and accept the duration of the Integrity Agreement, which shall be in the line with Article-
1 of the enclosed Integrity Agreement.

I / We acknowledge that in the event of my / our failure to sign and accept the Integrity Agreement,
while submitting the tender / bid, IITGN shall have unqualified, absolute and unfettered right to
disqualify the tenderer / bidder and reject the tender / bid is accordance with terms and conditions of the
tender / bid.

Yours faithfully,

(Duly authorized signatory of the Tenderer / Bidder)

Page 35 of 43
To be signed by the bidder and same signatory competent / authorised to sign the relevant contract
on behalf of IIT Gandhinagar

INTEGRITY AGREEMENT

This Integrity Agreement is made at ............... on this...........day of...........20...

BETWEEN

Director IITGN, Gandhinagar represented through Authorized Officer, IIT Gandhinagar (Hereinafter
referred as the ‘Principal / Owner’, which expression shall unless repugnant to the meaning or context
hereof include its successors and permitted assigns)

AND
.............................................................................................................
(Name and Address of the Individual/firm/Company)

through .................................................................... (here-in-after referred to as the

(Details of duly authorized signatory)

“Bidder/Contractor” and which expression shall unless repugnant to the meaning or context hereof
include its successors and permitted assigns)

Preamble

WHEREAS the Principal /Owner has floated the Tender (No........................................) (here-in-

after referred to as “Tender/Bid”) and intends to award, under laid down organizational procedure,

contract for

.................................................................................................................................

(Name of work)

Here-in-after referred to as the “Contract”.

AND WHEREAS the Principal / Owner values full compliance with all relevant laws of the land,
rules, regulations, economic use of resources and of fairness/transparency in its relation with its
Bidder(s) and Contractor(s).

AND WHEREAS to meet the purpose aforesaid both the parties have agreed to enter into this Integrity
Agreement (hereinafter referred to as “Integrity Pact” or “Pact”), the terms and conditions of which shall
also be read as integral part and parcel of the Tender/Bid documents and Contract between the parties.

NOW, THEREFORE, in consideration of mutual covenants contained in this Pact, the parties hereby
agree as follows and this Pact witnesses as under:

Article 1: Commitment of the Principal / Owner

1. The Principal/Owner commits itself to take all measures necessary to prevent corruption and to
observe the following principles:
a. No employee of the Principal/Owner, personally or through any of his/her family members, will
in connection with the Tender, or the execution of the Contract, demand, take a promise for
Page 36 of 43
 or accept, for self or third person, any material or immaterial benefit which the person is not
legally entitled to.
b. The Principal/Owner will, during the Tender process, treat all Bidder(s) with equity and reason.
The Principal/Owner will, in particular, before and during the Tender process, provide to all
Bidder(s) the same information and will not provide to any Bidder(s) confidential / additional
information through which the Bidder(s) could obtain an advantage in relation to the Tender
process or the Contract execution.

The Principal / Owner shall endeavour to exclude from the Tender process any person, whose
conduct in the past has been of biased nature.

2. If the Principal/Owner obtains information on the conduct of any of its employees which is a
criminal offence under the Indian Penal code (IPC) / Prevention of Corruption Act, 1988 (PC Act) or
is in violation of the principles herein mentioned or if there be a substantive suspicion in this
regard, the Principal / Owner will inform the Chief Vigilance Officer and in addition can also initiate
disciplinary actions as per its internal laid down policies and procedures.

Article 2: Commitment of the Bidder (s) / Contractor (s)

1. It is required that each Bidder / Contractor (including their respective officers, employees and
agents) adhere to the highest ethical standards, and report to the Government / Department all
suspected acts of fraud or corruption or Coercion or Collusion of which it has knowledge or becomes
aware, during the tendering process and throughout the negotiation or award of a contract.
2. The Bidder(s) / Contractor(s) commit himself to take all measures necessary to prevent corruption.
He commits himself to observe the following principles during his participation in the Tender
process and during the Contract execution:
a. The Bidder(s) / Contractor(s) will not, directly or through any other person or firm, offer,
promise or give to any of the Principal / Owner’s employees involved in the Tender process
or execution of the Contract or to any third person any material or other benefit which he/she is
not legally entitled to, in order to obtain in exchange any advantage of any kind whatsoever
during the Tender process or during the execution of the Contract.
b. The Bidder(s) / Contractor (s) will not enter with other Bidder (s) into any undisclosed
agreement or understanding, whether formal or informal. This applies in particular to
prices, specifications, certifications, subsidiary contracts, submission or non-submission of bids
or any other actions to restrict competitiveness or to cartelize in the bidding process.
c. The Bidder(s) / Contractor(s) will not commit any offence under the relevant IPC/PC Act.
Further the Bidder(s) / Contract(s) will not use improperly, (for the purpose of competition or
personal gain), or pass on to others, any information or documents provided by the
principal/Owner as part of the business relationship, regarding plans, technical proposals and
business details, including information contained or transmitted electronically.
d. The Bidder(s)/ Contractor(s) of foreign origin shall disclose the names and addresses of
agents/representatives in India, if any. Similarly Bidder(s)/Contractor(s) of Indian Nationality
shall disclose names and addresses of foreign agents/representatives, if any. Either the Indian
agent on behalf of the foreign principal or the foreign principal directly could bid in a tender but
not both. Further, in cases where an agent participate in a tender on behalf of one manufacturer,
he shall not be allowed to quote on behalf of another manufacturer along with the first
manufacturer in a subsequent/parallel tender for the same item.
e. The Bidder(s)/ Contractor(s) will, when presenting his bid, disclose (with each tender as per
performa enclosed) any and all payments he has made, is committed to or intends to make to
agents, brokers or any other intermediaries in connection with the award of the Contract.
3. The Bidder(s) / Contractor(s) will not instigate third persons to commit offences outlined above or be
an accessory to such offences.
4. The Bidder(s) / Contractor(s) will not, directly or through any other person or firm indulge in
fraudulent practice means a wilful misrepresentation or omission of facts or submission of fake /
forged documents in order to induce public official to act in reliance thereof, with the purpose of
Page 37 of 43
 obtaining unjust advantage by or causing damage to justified interest of others and/or to
influence the procurement process to the detriment of the Government interests.
5. The Bidder(s) / Contractor(s) will not, directly or through any other person or firm use Coercive
Practices (means the act of obtaining something, compelling an action or influencing a decision
through intimidation, threat or the use of force directly or indirectly, where potential or actual injury
may befall upon a person, his / her reputation or property to influence their participation in the
tendering process).

Article 3: Consequences of Breach

1. Without prejudice to any rights that may be available to the Principal/Owner under law or the
Contract or its established policies and laid down procedures, the Principal / Owner shall have the
following rights in case of breach of this Integrity Pact by the Bidder(s)/Contractor(s) and the Bidder
/ Contractor accepts and undertakes to respect and uphold the Principal / Owner’s absolute right:
2. If the Bidder (s) / Contractor(s), either before award or during execution of Contract has committed a
transgression through a violation of Article 2 above or in any other form, such as to put his reliability
or credibility in question, the Principal/Owner after giving 14 days’ notice to the contractor shall
have powers to disqualify the Bidder(s)/Contractor(s) from the Tender process or
terminate/determine the Contract, if already executed or exclude the Bidder/Contractor from future
contract award processes. The imposition and duration of the exclusion will be determined by
the severity of transgression and determined by the Principal/Owner. Such exclusion may be forever
or for a limited period as decided by the Principal/Owner.
3. Forfeiture of EMD / Performance Guarantee / Security Deposit:
If the Principal/Owner has disqualified the Bidder(s) from the Tender process prior to the award of
the Contract or terminated/determined the Contract or has accrued the right to terminate/determine
the Contract according to Article 3(1), the Principal/Owner apart from exercising any legal rights
that may have accrued to the Principal/Owner, may in its considered opinion forfeit the entire
amount of Earnest Money Deposit, Performance Guarantee and Security Deposit of the
Bidder/Contractor.
4. Criminal Liability: If the Principal/Owner obtains knowledge of conduct of a Bidder or Contractor,
or of an employee or a representative or an associate of a Bidder or Contractor which constitutes
corruption within the meaning of Indian Penal code (IPC)/Prevention of Corruption Act, or if the
Principal / Owner has substantive suspicion in this regard, the Principal/Owner will inform the same
to law enforcing agencies for further investigation.

Article 4: Previous Transgression

1. The Bidder declares that no previous transgressions occurred in the last 5 years with any other
Company in any country confirming to the anticorruption approach or with Central Government or
State Government or any other Central/State Public Sector Enterprises in India that could justify his
exclusion from the Tender process.
2. If the Bidder makes incorrect statement on this subject, he can be disqualified from the Tender
process or action can be taken for banning of business dealings/ holiday listing of the Bidder/
Contractor as deemed fit by the Principal/ Owner.
3. If the Bidder/Contractor can prove that he has resorted / recouped the damage caused by him and
has installed a suitable corruption prevention system, the Principal/Owner may, at its own discretion,
revoke the exclusion prematurely.

Article 5: Equal Treatment of all Bidders/Contractors/Subcontractors

1. The Bidder(s) / Contractor(s) undertake(s) to demand from all subcontractors a commitment in
conformity with this Integrity Pact. The Bidder / Contractor shall be responsible for any violation(s)
of the principles laid down in this agreement/Pact by any of its Sub- contractors/sub-bidders.
2. The Principal / Owner will enter into Pacts on identical terms as this one with all Bidders and
Contractors.

Page 38 of 43
3. The Principal / Owner will disqualify Bidders, who do not submit, the duly signed Pact between the
Principal/Owner and the bidder, along with the Tender or violate its provisions at any stage of the
Tender process, from the Tender process.
Article 6- Duration of the Pact
This Pact begins when both the parties have legally signed it. It expires for the bidder/tenderer 12
months after the completion of warranty period under the contract or till the continuation of defect
liability period, whichever is more and for all other bidders/tenderers, till the Contract has been
awarded.

If any claim is made/lodged during the time, the same shall be binding and continue to be valid
despite the lapse of this Pacts as specified above, unless it is discharged/determined by the
Competent Authority, IIT Gandhinagar.

Article 7- Other Provisions

1. This Pact is subject to Indian Law, place of performance and jurisdiction is the Headquarters
of the Division of the Principal / Owner, who has floated the Tender.
2. Changes and supplements need to be made in writing. Side agreements have not been made.
3. If the Contractor is a partnership or a consortium, this Pact must be signed by all the partners or by
one or more partner holding power of attorney signed by all partners and consortium members. In
case of a Company, the Pact must be signed by a representative duly authorized by board resolution.
4. Should one or several provisions of this Pact turn out to be invalid; the remainder of this Pact
remains valid. In this case, the parties will strive to come to an agreement to their original intensions.
5. It is agreed term and condition that any dispute or difference arising between the parties with
regard to the terms of this Integrity Agreement / Pact, any action taken by the
Owner/Principal in accordance with this Integrity Agreement/ Pact or interpretation there of shall
not be subject to arbitration.

Article 8- LEGAL AND PRIOR RIGHTS

All rights and remedies of the parties hereto shall be in addition to all the other legal rights and
remedies belonging to such parties under the Contract and/or law and the same shall be deemed to be
cumulative and not alternative to such legal rights and remedies aforesaid. For the sake of brevity,
both the Parties agree that this Integrity Pact will have precedence over the Tender / Contact
documents with regard any of the provisions covered under this Integrity Pact.

IN WITNESS WHEREOF the parties have signed and executed this Integrity Pact at the place and date
first above mentioned in the presence of following witnesses:

............................................................

(For and on behalf of Principal/Owner)

..............................................................

(For and on behalf of Bidder/Contractor)

WITNESSES:

1. .............................................. (Signature, name and address)

2. ............................................... (Signature, name and address)

Place: -

Dated: -
Page 39 of 43
 Annexure-V

Undertaking
{Submitted on Letterhead of Original Equipment Manufacturer (OEM)}

An undertaking from the Original Equipment Manufacturer (OEM) is required and stating that they
would facilitate the bidder on a regular basis with technology/product updates and extends support for
the warranty as well.

Sign of authorised person (OEM):-

Date:-
Name of the authorised Person (OEM):-

Annexure-VI

Warranty Declaration
{Submitted on Letterhead of bidder/supplier)

The warranty declaration states that “everything to be supplied by us hereunder shall be free from all
defects and faults in material, workmanship and shall be of the highest quality and material of the type
ordered, shall be in full conformity with the specification and shall be complete enough to carry out the
experiments, as specified in the tender document.”

Sign of authorised person (OEM):-

Date:-
Name of the authorised Person (OEM):-

Page 40 of 43
 Annexure-VII (A)

FINANCIAL OFFER
FOR INDIGENOUS SUPPLIES
Supplier’s Ref No. & Date: -
Tender No. : -
Due Date: -
Description of item: -
FINANCIAL OFFER/PRICE BID
Sr. Description of Item & Qty. in Unit Unit Discount GST Total Price
No. Specifications Price in (%) (%)* in Rs.
(Model no if any) Rs.
1. Rack Servers, Network Switch defined in
and Software (As per technical the
specifications mentioned in Annexures-I
Annexure-I)
Total Quoted Price in Rupees:-
(Total Amount in Words ……………………………….………………………………………...………)
*The brief technical specifications in the financial offer against each item(s) are explicitly
mentioned in Annexure- I

 Delivery Mode : Delivery at IIT Gandhinagar, at site only

 Total bid price should be inclusive of all taxes and levies, transport, loading, unloading etc.
 Warranty Period: ………………………...
 Delivery Period: ………………………..days/weeks.
 Installation Period:……………………….days/weeks.
 Quotation Validity Date: - 180 Days from the date of opening of technical bid.
 Payment Term: Payment within 30 working days from the date of submission of clear Invoice and
performance bank guarantee with acceptance certificate from the concerned dept./Sect./MMD.

Sign of bidder:-
Date:-
Name of the bidder:-
Firm’s Name:-

Note: Financial offer/Price Bid should be submitted in prescribed format given in BOQ.

Page 41 of 43
 Annexure-VII (B)

FINANCIAL OFFER
FOR IMPORTED SUPPLIES
Supplier’s Ref No. & Date: -
Tender No. : -
Due Date: -
Description of Item/Equipment: - Quantum Efficiency System.
FINANCIAL OFFER/PRICE BID
Sr. Description of Item & Specification Qty. in Unit Unit Price Price Basis Total Price
No. (Ahmedabad in Foreign
International Currency
Airport)
CIP
1. Rack Servers, Network Switch and defined in
Software (As per technical the
specifications mentioned in Annexures-I
Annexure-I)
Total Quoted Price :-
(Total Amount in Words …..…………………………………………..………………………………….)

*The brief technical specifications in the financial offer against each item(s) are explicitly
mentioned in Annexure- I

1. Delivery Period:..............................
2. Warranty Period: ………………………
3. Installation Period:………………………
4. Terms of payment: (a) 100% payment by Letter of Credit (90% payment will be released after
completion of the supply/delivery and balance 10% will be paid after satisfactory installation,
commissioning of item/equipment and submission of performance bank guarantee).
(b) Payment by wire transfer (on request) within 30 days from the date of supply/delivery,
installation, commissioning of item/equipment and submission of performance bank guarantee.
5. Validity of the bid 180 days from the date of opening of technical bid.
Signature:-
Name:-
Business Address:-
Place:-
Date: Affix Rubber Stamp:-

Note: Financial offer/Price Bid should be submitted in prescribed format given in BOQ.

Page 42 of 43
 Annexure - VIII

TENDER ACCEPTANCE LETTER

(To be given on Company Letter Head)
Date:

To,
______________________
______________________
______________________
______________________

Sub: Acceptance of Terms & Conditions of Tender.

Tender Reference No: _______________________________

Name of Item/Equipment / Work: -

____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________

Dear Sir,
1. I/ We have downloaded / obtained the tender document(s) for the above mentioned ‘Tender/Work’
from the web site(s) namely:
_________________________________________________________________________________
_________________________________________________________________________________

2. as per your advertisement, given in the above mentioned website(s).

3. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents
(including all documents like annexure(s), schedule(s), etc .,), which form part of the contract
agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein.

4. The corrigendum(s) issued from time to time by your department/ organisations too have also been
taken into consideration, while submitting this acceptance letter.

5. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /
corrigendum(s) in its totality / entirety.

6. I / We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt.
Department/Public sector undertaking/Govt. Autonomous organisations.

7. I / We certify that all information furnished by the our Firm is true & correct and in the event that the
information is found to be incorrect/untrue or found violated, then your department/ organisation
shall without giving any notice or reason therefore can summarily reject the bid or terminate the
contract, without prejudice to any other rights or remedy including the forfeiture of the full said
earnest money deposit absolutely.

Yours faithfully,

(Signature of the Bidder, with Official Seal)

Page 43 of 43