REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, INSTALLATION ... · project - Technical offer” and “CTS...

RFP for procurement of CTS Scanner on rate contract

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REQUEST FOR PROPOSAL (RFP)

FOR

SUPPLY, INSTALLATION & MAINTENANCE

OF UV CHEQUE SCANNERS FOR CHEQUE TRUNCATION SYSTEM PROJECT

UNDER

RATE CONTRACT

Regional Office, Samastipur

1st Floor, Panchwati Complex Mohanpur Road

Samastipur Bihar, 848101


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Important RFP dates and details

Start date and time 6.06.2020 at 1000 hrs.

Last date for clarifications/ queries on RFP

19.06.2020 at 1600 hrs.

Last date and time for Receipt of Bidding Document

22.06.2020 at 1600 hrs.

Date and Time of Technical Bid Opening

23.06.2020 at 1615 hrs.

Place of opening of Bids Union Bank of India, Regional Office, Samastipur Address :1st Floor, Panchwati Complex Mohanpur Road

Samastipur Bihar, 848101

Address for communication Union Bank of India, Regional Office, First Floor, Panchwati Complex Mohanpur Road, Samastipur- 848101. Tel:0624-225405/04

RFP cost Rs.500/- (Rs. Five Hundred Only) in the form of Demand Draft (DD)/ Pay Order (PO) in favor of Union Bank of India, payable at Samastipur. The Demand Draft)/ Pay Order (PO) should be submitted at the time of bid submission.

EMD Rs.70,000/- (Rs. Seventy Thousand only) in the form of Demand Draft (DD)/ Pay Order (PO)in favor of Union Bank of India, payable at Samastipur or Bank Guarantee (BG)in favor of Union Bank of India, payable at Samastipur (issued by any public/private sector Bank, excluding Union Bank of India) should be enclosed with Technical Bid.

Contact to Bidders Interested Bidders are requested to send the email to: [email protected]

containing following information, so that in case of any clarification same may be issued to them: Name of company, contact person, Mailing address with Pin Code, Telephone No., Fax No., email address, Mobile No. etc.

mailto:[email protected]


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DISCLAIMER

The information contained in this tender document or information provided subsequently to Bidder(s) or applicants whether verbally or in documentary form by or on behalf of the Bank, is provided to the Bidder(s) on the terms and conditions set out in this tender document and all other terms and conditions subject to which such information is provided. This tender is neither an agreement nor an offer and is only an invitation by the Bank to the interested parties for the submission of bids. The purpose of this tender is to provide the Bidder(s) with information to assist the formulation of their proposals. This tender does not claim to contain all the information that each Bidder may require. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this tender and where necessary obtain independent advice. Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this tender. Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this tender. No contractual obligation whatsoever shall arise from the tender process until a formal contract is signed and executed by duly authorized officers of the Bank with the selected Bidder.


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1 Introduction 1.1 Union Bank of India (hereinafter referred to as ‘Bank’), having its Central Office

at 239, Vidhan Bhavan Marg, Nariman Point, Mumbai - 400021, is firmly committed to consolidate and maintain its identity as a leading innovative commercial Bank, with a proactive approach towards the changing needs of the Society. This has resulted in a wide gamut of products and services, made available to its valuable clientele in catering to the smallest of their needs. Today, with its efficient value-added services, sustained growth, consistent profitability and development of new technologies, the Bank has ensured complete customer delight.

2 Objectives of the RFP

This Request for Proposal (RFP) is to invite proposals from eligible bidders for “Supply, installation & maintenance of 41 UV cheque scanners for cheque truncation across Bihar State (North Bihar Region) under rate contract” for Union Bank of India as per detail mentioned in this document. The ‘Request for Proposal’ (RFP) document is now being issued to enable bidders to submit their responses to the Bank.

2.1 Bidder who is interested in participating in this RFP must fulfill the eligibility criteria mentioned in the document and also in a position to comply the technical specification and other terms & conditions mentioned in the document.

2.2 Bank may not accept any deviations from the terms and conditions specified in the

tender. Deviations could result in disqualification of the offer made by the vendor at the discretion of the Bank.

3 Eligibility Criteria for bidders

The Bank will use the following as pre-qualification criteria. Only those bidders who fulfil these criteria should respond to the tender:

3.1 The Bidder should be a Company registered in India under the Companies Act and

have operations in India.

3.2 The bidder should have an annual turnover of minimum Rs.0.90 crore in last three financial years as per the audited balance sheet available at the time of submission of tender. This must be the individual company turnover and not that of any group of companies.

3.3 Bidders should have made operating profit (Earnings before interest & taxes) at

least in two Financial Years out of three Financial Years i.e. 2017-18, 2018-19 and 2019-20.

3.4 Bidder should be an Original Equipment Manufacturers (OEM) or an authorized

partner of the OEM. In case of Authorized partner, letter of authorization/Manufacturer Authorization Form (MAF) should be submitted along with technical bid. The authorization letter should mention that if authorized partner fails to meet the obligation for items supplied under this tender, then OEM would be responsible for all obligations during the contract period.


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3.5 Bidder should have supplied at least 200 CTS scanners/ UV CHEQUE SCANNERS of

proposed OEM in last three years (as on bid submission date).

3.6 Bidder or their OEM or their authorized partner should have at least one full-fledged support & service center at state capital.

3.7 The bidder should not have been black listed by any of Government Authority or Public Sector Undertaking (PSUs). The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender, otherwise the bid will not be considered (Please submit the declaration as per Annexure – A4).

Note: Required Documentary Proof is to be submitted against above eligibility criteria along

with technical bid.

4 Scope of Work 4.1 Bidder need to Supply, install and & maintain the UV CHEQUE SCANNERS for CTS

at branches/offices across the state under Rate Contract for period of 1 years meeting the Technical requirements mentioned in Annexure-B.

4.2 The CTS Scanner must be compliant as per NPCI Specifications.

4.3 The size of the Cheque will be in accordance with CTS 2010 Standards/as per NPCI

specifications and it should also handle NON-CTS Cheques. The size may vary in future and hence the CTS Scanner must have the provisions to scan the cheques of variables/different size as per NPCI guidelines.

4.4 Bidders can quote equivalent or higher technical specifications as mentioned in

Annexure – B to meet the Bank’s requirements. However, no weightage would be given for higher configurations.

4.5 Bidder has to provide service and onsite support during warranty period and post

warranty period as per Bank’s requirement.

4.6 The offer must include comprehensive on-site support during the warranty period of three years from the date of installation and commissioning of the individual equipment separately and during the AMC period of two years post warranty.

4.7 All the parts and components of items would be covered under comprehensive

warranty/AMC except consumables. Vendor has to provide the list of consumables parts, which are not covered under warranty and AMC period.

4.8 Bank is in the process of selecting a new CTS Solution provider for CTS Services;

hence the required CTS Scanner must be compatible with all the CTS application available in the market. The bidder has to integrate CTS Scanner with Bank’s CTS Application without any additional cost to Bank.

4.9 Bidder shall be fully responsible for the manufacturer’s warranty in respect of

proper design, quality and workmanship of equipment, accessories etc. covered by the offer. Bidder must warrant all equipment, accessories, spare parts etc., against any manufacturing defects during the warranty period. During the


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warranty period vendor shall maintain the equipment and repair/replace all the defective components at the installed site, at no additional charge to the Bank.

4.10 It should be the responsibility of bidder to match the compatibility of CTS scanner

with CTS solution.

4.11 The speed of the CTS Scanner should be same for capturing both CTS Compliance images and UV images.

4.12 The CTS scanner should be capable of printing 4-line endorsements at the back

side of the Cheque. These 4 lines should not overlap on each other.

4.13 Proposed scanner should be compatible with all Operating systems supported by Microsoft (All versions of Windows 7 and Windows 10).

4.14 Bidder should provide Integration with various models/makes of Cheque Scanners to show the cartridge utilization of Cheque Scanners as prompt alert for refilling or replacement of Ink cartridge.

4.15 Bidder has to provide CTS Scanner with RANGER Driver.

5 Service Level Agreement

5.1 The successful bidder shall execute the SLA within 2 weeks from the date of acceptance of purchase order. Payment will not be released in the absence of above signed agreement.

6 No Erasures or Alterations 6.1 There should be no significant hand-written material, corrections or alterations in

the offer. Technical details must be completely filled up. Correct technical information of the product being offered must be filled in. Filling up of the forms using terms such as “OK”, “accepted”, “noted”, “as given in brochure/manual” are not acceptable to the Bank. The Bank may treat offers not adhering to these guidelines as unacceptable.

6.2 The offer should be complete and self-contained in all respects and avoid cross-

referencing other offers from the same vendor.

7 Opening of Offers 7.1 Technical Offers will be opened on the scheduled date and time. The

representative of the bidder can be present for the opening of the Technical Offers. No separate intimation will be given in this regard to the bidders, for deputing their representative.

8 Two Part Tender 8.1 The advertisement is included as an integral part of this Document. Bank will

carry out the technical evaluation based on the technical bids submitted.

8.2 Offers (Technical & Indicative commercial bids) must be submitted at the same time, giving full particulars in separate sealed envelopes addressed to the


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Regional Head, Samastipur duly super scribed as "CTS Scanner under rate contract project - Technical offer” and “CTS Scanner under rate contract project - Indicative Commercial Offer”, on the date mentioned in the schedule. The Technical offer (T.O.) should be complete in all respects and contain all information asked for in this document.

8.3 Opening of the Indicative commercial price bids will be subject to the bidder

getting short-listed on the basis of technical evaluation. The offers should hold good up to six months from the last date of submission of tender.

8.4 The lowest Indicative Commercial Offer (total cost) will be considered as L-1

bidder.

Suggested Format for Technical Offer (to be submitted in separate sealed cover) 8.5 It is mandatory to submit the Technical Offer as per the format suggested herein

below duly filled in, along with the other documents. The Bank, at its discretion, may not evaluate a Technical Offer in case of non-submission or partial submission of technical & other details. The Bank will not normally allow/permit changes in the technical specifications at a later date. The relevant product information proposed to be deployed along with technical specifications should be submitted with the Technical Offer. Failure to submit this information along with the offer could result in disqualification.

8.5.1 The Technical Offer must be submitted in an organized and structured

manner. No brochures/leaflets etc. should be submitted in loose form. There should be one common serial number running through everything submitted.

8.5.2 The suggested format for submission of Technical Offer is as follows:

8.5.2.1 Letter of authorization/resolution of board for signing and submitting the bid document on behalf of the company.

8.5.2.2 Covering letter (as per Annexure A1 and A2). 8.5.2.3 Compliance to eligibility criteria as per Annexure A3. 8.5.2.4 Compliance to undertaking as per Annexure A4. 8.5.2.5 Details of the bidder, as per the format given in Annexure A6. 8.5.2.6 Compliance to Technical requirement of CTS scanner as per Annexure

B. 8.5.2.7 Details of the Service Centre, as per the format given in Annexure C. 8.5.2.8 Know your Employee – Annexure L 8.5.2.9 Demand Draft / Pay Order/ Bank Guarantee as per Annexure G (valid

for six months) for Rs. 0.70 Lac as Bid security. 8.5.2.10 Format of Performance Bank Guarantee as per Annexure G. 8.5.2.11 Know your Employee – Annexure H. 8.5.2.12 Technical Documentation - Technical document must cover capability

of bidder, Implementation strategy, Integration with Bank’s CTS application, various reports, training, etc. It may please be noted that availability of technical documentation is essential for evaluation of the offer.

8.5.2.13 The vendor should submit Un-priced Indicative Commercial offer without any price quotes as per the format given as Un-priced Indicative Commercial offer as per Annexure D.


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8.6 Suggested Format for Indicative commercial offer: (to be submitted in separate sealed cover)

8.6.1 The Indicative commercial offer must not contradict the Technical offer in

any way and should include the indicative cost of all the items offered. The suggested format for submission of Commercial offer is as follows:

8.6.1.1 Indicative Commercial Offer as per Annexure E. This must contain all price information.

8.6.2 The vendors should not offer any options or any conditional offers to the

Bank while giving the price information. The offer should strictly be in conformity with the items as specified by the Bank. No additions or deletions to the Annexure are allowed. Any deviations may lead to disqualification of the bid.

9 Overview of Evaluation Process 9.1 Technical evaluation process

9.1.1 The bids received will be scrutinized to determine the fulfillment of

Eligibility criteria as stipulated by the Bank.

9.1.2 The technical evaluation of those bidder who are meeting all the eligibility criteria will be carried out including the following:

9.1.2.1 Meeting the technical specifications, their capability for carrying out

implementation of project, projects implemented, support strength etc.

9.1.2.2 Agreement to the scope of work, meeting SLAs and Terms and

Conditions 9.1.2.3 Feedback from reference sites on services offered by vendor. Bank

may carry out the reference site check for satisfactory services during evaluation process.

9.2 Commercial evaluation process

9.2.1 The technically qualified bidders will qualify for Commercial Evaluation

Process and the lowest Indicative commercial offers (Total Cost of Ownership - TCO) will be taken as L-1 bidder. Failure or refusal to offer the services/goods at the price committed, shall result into forfeiting of the EMD to Bank.

9.2.2 The final decision on the bidder will be taken by Union Bank of India. Union Bank reserves the right to reject any or all proposals. Similarly, it reserves


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the right not to include any bidder in the final short-list without assigning any reason whatsoever.

10 Modification and/or Withdrawal of Bid 10.1 The bidder may modify or withdraw its bid’s submission, provided that written

notice of the modification or withdrawal is received by the Bank prior to the deadline prescribed for submission of bids.

10.2 The Bidders’ modification or withdrawal notice shall be prepared, sealed, marked

and delivered in accordance to the provision of Para “Submission of Bids”, with the envelope additionally marked “MODIFICATION” or “WITHDRAWAL” as appropriate. The withdrawal notice should be submitted to the Bank not later than the deadline for submission of bids.

10.3 No bid will be allowed to be modified after the deadline for submission of bids.

10.4 No bid shall be withdrawn in the intervening period between deadline for

submission of bids and expiration of period of bid validity specified by the bidder in the submitted bid.

10.5 No bidder shall be allowed to withdraw the bid, if bidder happens to be successful

bidder.

11 Bid Validity 11.1 The bidder shall keep the bid valid for 180 days from the last date of submission

of bids.

12 Amendment of BID / RFP Document 12.1 Union Bank reserves the sole right for carrying out amendments / modifications /

changes in the bidding process including any addendum to this entire bid. The bidders shall not claim as a right, requiring Union Bank to do the aforesaid.

12.2 At any time before the deadline for submission of bids / offers, Union Bank may,

for any reason, whether at its own initiative or in response to a clarification requested by prospective bidders, modify this RFP / Bid Document and all such modifications shall be binding on the bidders.

12.3 All prospective bidders to this RFP are required to check for addendums /

amendments / notices to this RFP on the website till the last date of availability, prior to submission of bids and all such addendums / amendments / notices shall be binding on them.

12.4 If required, Union Bank at its sole discretion may extend the deadline for submission of bids in order to allow prospective bidders reasonable time in which they need to take the amendment into account in preparing their bids. Union Bank reserves the rights to extend the deadline for the submission of bids. However, no request from the bidder, shall be binding on Union Bank for the same. Union Bank’s decision in this regard shall be final, conclusive and binding on all the Bidders.


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13 No Commitment to Accept Lowest or Any Tender 13.1 The Bank shall be under no obligation to accept the lowest or any other offer

received in response to this tender notice.

13.2 The Bank further reserves the right to reject any or all offers based on its own evaluation of the offraners received, or on the basis of stability, capabilities, track records, reputation among users and other similar credentials of a vendor. When the Bank makes any such rejection, the Bank will not be bound to give any reason and/or justification in this regard to the vendor.

14 Cost of RFP 14.1 The RFP document is available on the Bank’s website www.unionbankofindia.co.in

and Government tender portal. Vendors can download the RFP and use it for submission. However, the cost of the RFP i.e. Rs.500/- (non-refundable) should be paid by way of Demand Draft (DD)/ Pay Order (PO) drawn in favor of Union Bank of India payable at Samastipur, while submitting the RFP to the Bank. The above Demand Draft/PO should be handed over to the Bank authorities in a separate envelope with the technical Bid. The envelope should be duly super scribed as “Cost of RFP Rs.500/- paid through Demand Draft /Pay Order. Offers without DD/PO for Rs.500/- will be rejected.

15 Bid Earnest Money Deposit (EMD) 15.1 The Bidder shall furnish, as a part of the Tender Document, a bid security for an

amount of Rs.70,000 (Rupees Seventy Thousand only) in the form of a Demand Draft (DD) drawn in favor of Union Bank of India payable at Samastipur. Benefit will be given to bidder/s as per GOI guidelines on submission of relevant certificate.

15.2 The bid security should form part of the Tender Documents (Technical Offer)

submitted by the Vendor. Failure to comply with this condition viz., Bid Security of Rs. 70,000(Rupees Seventy Thousand only) shall result in summary rejection of the tender offer and no Vendor shall be exempted from the requirement of the bid security. SUBMISSION OF THE bid security IN THE Indicative Commercial offer SHALL RENDER THE BID BEING REJECTED ON THE GROUNDS OF NON-SUBMISSION OF THE BID SECURITY.

15.3 MSEs registered under single point Registration scheme of NSIC may be exempted

from payment of cost of RFP & EMD. Bank will follow the guidelines issued by Govt. of India for MSME units registered with NSIC under single point registration scheme. However, bidder has to submit the copy of valid NSIC Certificate clearly mentioning that they are registered with NSIC under single point registration scheme.

15.4 Any Bid not secured, as above excluding exemption under point (15.3) above, will

be rejected by the Bank, as non-responsive.

15.5 No interest will be payable on the Bid Security amount. Bid Security of unsuccessful bidders will be refunded to the bidders only after completion of the tender process.

http://www.unionbankofindia.co.in/


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15.6 Bid security of successful bidder will be released after

15.6.1 Completion of rate contract or, after 1 years 15.6.2 Against submission of BG (other than Union Bank of India) for Rs.

70,000(Rupees Seventy Thousand only) in favor of Union Bank of India, valid for a period of 1 year from the date of contract/agreement.

15.7 The bid security shall be forfeited:

15.7.1 If a Vendor withdraws his offer during the period of validity of bid or 15.7.2 In case of a successful Bidder, if the Bidder fails to execute the contract

within the stipulated time or the bidder refuses to accept purchase order or having accepted the purchase order, fails to carry out their obligations mentioned therein.

15.8 The Bank’s decision in all the above cases will be final. 16 Price composition

The price quoted should be in Indian Rupees on a fixed price basis and should include the following.

16.1 No advance payment against purchase order.

16.2 The price quoted should be in Indian Rupees on a fixed price basis. However, there will be no increase in price during the Rate Contract period of one year.

16.3 The prices should be exclusive of all taxes i.e. GST, if any, which will be payable

at actual at the time of invoicing.

16.4 The vendor should submit tax invoice showing GST (CGST/SGST/IGST) amount separately in every invoice.

16.5 The prices quoted should also include charges towards freight, forwarding,

delivery, installation, transit insurance charges till installation, commissioning of equipment.

16.6 The prices for AMC will be frozen for a period of two years, after the expiry of

warranty period of three years.

16.7 The vendors should quote prices strictly as per the price composition stated above failing which the offers are likely to be rejected.

16.8 This price quoted under unit price will be used for quantity mention in the RFP.

16.9 AMC cost should be in the range of 8% to 10% of CTS scanner cost.

16.10 The numbers of units mentioned above are notional for arriving at L1 value. The

actual numbers of units may vary and purchase order shall be placed in phased manner based on actual requirements of the Bank from time to time during the


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rate contract.

17 No Price Variation

17.1 The commercial offer shall be on a fixed price basis. No price variation should be

asked for increases in foreign currency price variation during contract period.

18 Transfer of Title

18.1 Title of ownership of goods supplied under this contract passed on to the Bank on delivery of goods at the site.

19 Availability of Spares

19.1 Spares for the CTS scanner offered should be easily available for at least 5 years.

In case, OEM of the CTS scanner declare end of support during the contract period, it will be bidder responsibility to provide the spares and maintain the scanner.

20 Warranty

20.1 The Successful Bidder further represents and warrants that scanner delivered under and in accordance with this Contract shall have no defect, arising from design or from any act, error/defect or omission of the Successful Bidder.

20.2 The offer must include comprehensive on-site warranty of minimum three years

from the date of installation of the CTS scanner.

20.3 Bidder shall be fully responsible for the manufacturer’s warranty in respect of proper design, quality and workmanship of CTS scanner, accessories etc. covered by the offer. Bidder must warrant all equipment, accessories, spare parts etc., against any manufacturing defects during the warranty period. During the warranty period bidder shall maintain the equipment and repair/replace all the defective components at the installed site, at no additional charge to the Bank.

20.4 Bidders are expected to provide the list of each of the consumable items in the

technical bid which are not covered under warranty.

21 Support

21.1 The bidder has to provide good after-sales service/support i.e. timely attending of

calls (within maximum resolution time, as specified in this RFP), received from the branches/offices where the scanner have been supplied & installed. The desired support time should be uniformly maintained at all the sites. To meet up time the bidder has to maintain sufficient inventory of spare parts at all the support centers/our RO locations to avoid unnecessary delay in obtaining the spare parts.

22 Annual Maintenance Contract

22.1 The Bidder is expected to provide AMC for CTS scanner supplied for at least two

years after the expiry of 3 years warranty period. The AMC charges will be paid


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by respective ROs/Admin offices quarterly in arrears as mentioned in the payment terms. The AMC charges for one year should be between 8 to 10% of the cost of hardware equipment's. In case the rate of AMC is not within the range of 8% to 10%, Bank reserves the right to calculate the Maintenance charges at the rate of 8% of hardware equipment's cost after the final cost.

23 OEM Authorization

23.1 In case the successful bidder is not ready to provide the support during the

warranty/AMC period, support has to be provided by OEM directly or their other authorized partners for the remaining period of warranty/AMC of the product the Bank. An authorization letter from OEM regarding this must be attached with the technical bid.

24 Undertaking to use new components

24.1 Bidder should give an undertaking to the Bank that the equipment (including all

components) delivered to the Bank are brand new. The bidder should also give an undertaking in writing that all the software supplied by the bidder is licensed and legally obtained. This undertaking to the Bank is to be signed by a company secretary or Director or Head of marketing of the Company.

25 Service Level Agreement (SLA) and Penalty

25.1 The Bidder will take total responsibility for the fault free operation and

maintenance of CTS scanner during the warranty and post warranty (AMC period) for a total duration of five years. The bidder will accomplish preventive and breakdown maintenance activities to ensure that the CTS Scanner works without defect or interruption of operation and give at least 97% uptime on quarterly basis.

25.2 The bidder has to ensure on-site support (without any extra cost) for resolving all

hardware equipment related issues, during warranty and AMC period. During the warranty & AMC period, bidder should undertake to provide free maintenance service (which will include repair and maintenance of all systems, kits or parts, spare parts etc as and when required) to the Bank from the date of commissioning of the CTS Scanner.

25.3 Bidder need to maintain spare parts of scanner during the contract period of 5

years and should maintain the stock of spare parts at their service centres so that bidder can provide the support without much delay.

25.4 In case of problem in scanner, Bank official will report to Onsite Engineer through

email or any other mode of communication. Bidder need to attend the call immediately and resolve at the earliest. In case scanner problem is not attended and resolved on time, penalty will be applicable as under:

Sl. No.

Location Resolution Timings* Penalty for CTS

Scanner per day after resolution timing (Rs.)

1. Metro Cities Within three hours 1000

2. Semi

Urban/Urban Within one Business Day 1000


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Cities

3. Rural Areas Within one Business Day 1000

*Bidder need to attend and resolve the issue on the same day in case problem reported before 3 PM. In case of problem reported after 3 PM, bidder need to resolve the issue in next working day.

25.5 In addition to the above, in case of not meeting the SLA i.e. minimum 97% uptime

on quarterly basis, there will be a penalty of 1% of the cost of faulty CTS Scanner, including taxes which will be charged during the warranty and AMC period. The upper cap for the above penalty will be 10% of Hardware value of faulty hardware, including taxes during the warranty and AMC period.

25.6 Downtimes on account of bank will be exempted from the downtime penalties.

26 Payments Terms

The terms of payment will be as follows:

26.1 No advance payment against purchase order.

26.2 Payment will be released by the Regional Office (ROs)/Administrative Offices who will place order for supply of CTS Scanner.

26.3 Regional Office/Administrative Offices will be single point of contact.

26.4 Bidder has to show the bifurcation/details of applicable GST (CGST/SGST/IGST) in every invoice. Any upward /downward revision in GST will be borne by Bank.

26.5 75% of the value of the equipment will be paid after delivery at the site. The payment will be made against delivery challans and invoices duly signed by the Bank officials.

26.6 25% of the value of the equipment as per PO will be paid on completion of installation and successful commissioning against submission of BG of 10 % of purchase order value (including all taxes, except AMC charges, as per PO issued by respective ROs/Admin offices). The BG should be in favour of respective ROs/Admin offices valid for the warranty period of the Scanner. The format of BG will be given by the Bank.

26.7 The AMC charges on hardware will be paid by respective ROs/Admin offices quarterly in arrears, subject to confirmation of satisfactory service of the bidder.

26.8 Payment will be released within 30 days from the date of the receipt of the invoice and the date of the sign-off given by the bank officials whichever is later.

27 Terms of execution of work

27.1 The successful bidder shall deliver and install CTS scanners within 3 weeks from

the date of the Purchase Order (PO) at the branches/offices across country as per details of delivery locations to be provided by our Administrative/Regional Offices. In case of delay in delivery of scanners, penalty will be charged as mentioned in Liquidated Damages clause.

27.2 This RFP is for supply, installation & maintenance of 41 UV cheque scanners for

CTS project under rate contract which is valid for 1 years from date of issuing of


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1st PO by the Bank. Number of scanners mentioned above is for discovering the cost. Actual quantity may by less/more depending on the Bank’s requirement.

27.3 During the rate contract validity Regional Offices of the Bank will place the order

/ delivery instruction as per requirements.

27.4 Bank may give order / delivery instruction for any quantity for any of its branches.

27.5 The vendor shall install CTS Scanner as per Bank’s requirement and make them operational with Software at the respective locations. The vendor has to ensure installation of CTS scanner (with scanner driver), Bank’s scanning software and commissioning scanners in the PC attached to the scanner. The vendor shall provide service support as and when required during the warranty period of 3 years and thereafter through AMC for 2 years.

28 Order Termination

The Bank reserves its right to terminate the order in the event of one or more of the following conditions:

28.1 If the bidder fails to deliver and/or install the equipment within the stipulated time schedule or the extended date communicated by the Bank, it would be considered as a breach of contract. Bank reserves the right to cancel the purchase order or entire contract in all such cases of breach of contract by giving 30 day’s notice.

28.2 The Bank reserves its right to cancel the order in the event of delay in delivery/installation / commissioning of equipment and serious discrepancy in supplied hardware, software and their accessories.

28.3 In addition to the cancellation of purchase order, Union Bank of India reserves the right to appropriate the damages from the earnest money deposit (EMD) given by the bidder and/or foreclose the bank guarantee given by the supplier against the advance payment and may take appropriate action.

29 Liquidated Damages

29.1 Notwithstanding the Bank's right to cancel the order, liquidated damages at 1% of the cost of CTS Scanner per week/per site will be charged by respective ROs/Admin offices for delay in delivery and installation of Scanner beyond 6 weeks subject to a maximum of 10% of each purchase order value (including all taxes, except AMC charges). Bank reserves its right to recover these amounts by any mode such as adjusting from any payments to be made by the Bank to the company. Part of week will be treated as a week for this purpose.

29.2 The Bank reserves its right to recover these amounts by any mode such as

adjusting from any payments to be made by the Bank to the company or any other mode deemed fit.

29.3 However, the Bank may, at its discretion, waive the liquidated damages in case

the delay cannot be attributed to the bidder.

30 Proposal Process Management

30.1 Union Bank reserves the right to accept or reject any or all proposals, to revise the RFP, to request one or more re-submissions from all bidders or clarifications


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from one or more bidders, or to cancel the process in part or whole. All claims for functional/technical delivery made by the bidders in their responses to the RFP shall be assumed as deliverable within the quoted financials.

30.2 Bidders shall be entirely responsible for their own costs and expenses that are

incurred while participating in the RFP and contract negotiation processes.

31 Vendor Indication of Authorization to Bid

31.1 Responses submitted by vendors to this RFP represent a firm offer to contract on the terms and conditions described in the vendor’s response. Each page of the proposal must be duly signed by an official authorized to bid to the terms and conditions of the proposal.

31.2 Vendors must clearly identify the full title and authorization of the designated

official and provide a statement of bid commitment with the accompanying signature of the official and stamp of the company.

32 Minimum Wages

32.1 The bidder hereby agrees and undertakes that during the subsistence of this

agreement it will not employ any personnel/individual below the Minimum Wages fixed by appropriate Government on this behalf from time to time, as per the provisions of Minimum Wages Act 1948.

33 Review of Contract and performance

33.1 Bank shall have the right to periodical review the performance of the bidder

under the contract which would be basis of continuation or termination of the same.

33.2 Bank shall also have the right to review, either itself or through another agency as

it may deem fit, the financial and operating performance of the bidder in order to assess the ability of the bidder to continue to meet its outsourcing/contractual obligations

34 Proposal Ownership

34.1 The proposal and all supporting documentation submitted by the vendors shall become the property of Union Bank unless the bank agrees to the vendor’s specific requests, in writing, that the proposal and documentation be returned or destroyed.

34.2 Bank will release the payment within 4 weeks from the date of submission of

invoices subject to submission of all documents as per the bank requirement.

34.3 The Bank shall deduct applicable taxes under the provisions of the Income Tax Act, 1961 (“the Act”) in respect of the payments due to Bidder and remit such Taxes Deducted at Source (“TDS”) to the credit of the Government Account, file quarterly TDS returns under the provisions of the Act or such other law in force, furnish TDS certificates and comply with any other requirement connected thereto as required under the provisions of the Act. Further, the Bank shall ensure that the Permanent Account Number (“PAN”) of Bidder is quoted rightly in such quarterly TDS returns or any other document where the PAN of bidder is required


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to be mentioned. Furthermore, in the event of credit not being provided to bidder in respect of such TDS on account of the Bank not mentioning the correct PAN of bidder, the Bank shall file revised quarterly TDS returns so as to facilitate credit of such TDS to bidder and in the eventuality of credit not being provided to bidder in respect of such TDS on account of default/ non-compliance by the Bank, the Bank shall compensate bidder to the extent to which credit is not provided to bidder.

34.4 Bidder need to provide the information like GST No. / PAN/TAN/bank details/etc

required for releasing payment on their letter head along with invoices. In case bidder provides incorrect information, bank will not be responsible.

35 Ownership and Retention of Documents

35.1 All information processed, stored, or transmitted by successful Bidder application belongs to the Bank. By having the responsibility to maintain the application, the Bidder does not acquire implicit access rights to the information or rights to redistribute the information. The Bidder understands that civil, criminal, or administrative penalties may apply for failure to protect information appropriately. Any information considered sensitive by the bank must be protected by the successful Bidder from unauthorized disclosure, modification or access. The bank’s decision will be final.

35.2 Types of sensitive information that will be found on Bank system’s which the

Bidder plans to support or have access to include, but are not limited to Information subject to special statutory protection, legal actions, disciplinary actions, complaints, IT security, pending cases, civil and criminal investigations, etc.

35.3 The successful Bidder shall not publish or disclose in any manner, without the

Bank’s prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder or existing at any of the Bank location. The Bidder will have to develop procedures and implementation plans to ensure that IT resources leaving the control of the assigned user (such as being reassigned, removed for repair, replaced, or upgraded) are cleared of all Bank data and sensitive application software. The Bidder will have to also ensure that all subcontractors who are involved in providing such security safeguards or part of it shall not publish or disclose in any manner, without the Bank’s prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder or existing at any Bank location.

36 Force Majeure

36.1 Notwithstanding the provisions of the RFP, the successful Bidder or Bank shall not be liable for penalty or termination for default if and to the extent that it’s delays in performance or other failure to perform its obligations under the contract is the result of as event of Force Majeure. For purposes of this clause, “Force Majeure” means an event beyond the control of the Bidder and not involving Bank or Bidder’s fault or negligence and not foreseeable. Such events may include, but not restricted to wars, revolutions, epidemics, natural disasters etc.

36.2 If force majeure situation arises, the Bidder shall promptly notify Bank in writing


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of such condition and cause thereof. Unless otherwise directed by Bank in writing, the Bidder shall continue to perform its obligations under contract as far as possible.

36.3 As per the law of contract, consequence of Force Majeure clause naturally leads

to withdrawal from the contract. This clause may be understood as involving non-monetary obligations.

37 Limitation on promotion

37.1 The bidder shall agree to make no reference to the Bank for the procurement of products and services hereunder or the agreement in any literature, promotional material, brochures, sales presentation or the like without prior written consent of the Bank.

38 Indemnity

38.1 The Bidder shall, at its own expense, defend and/or settle any third-party claims against the Bank alleging that the products manufactured by Bidder and supplied under this contract infringes the patent, trademark, design or copyright of such third-party in India.

38.2 Bidder will provide infringement remedies and indemnities for third party

Products, on a pass-through basis. If the Bank is required to pay compensation to a third party resulting from such infringement, the bidder shall be fully responsible to pay such compensation along with all costs, damages and attorney's fees and other expenses that a court may finally award, in the event of the matter being adjudicated by a court or that be included in a bidder approved settlement. The Bank will issue notice to the bidder of any such claim without delay and provide reasonable assistance to the bidder in disposal of such claim, and shall at no time admit to any liability for, or express any intent, to settle the claim. The bidder shall also reimburse all incidental costs such as cost towards maintenance to up keep the equipment, travelling cost for this purpose etc., which the Bank may incur in this regard.

38.3 If such a claim is made or appears likely to be made, the Bank agrees to permit

bidder to enable the Bank to continue to use the Product, or to modify it, provided no order otherwise has been passed by a court or replace it with one that is at least functionally equivalent. If bidder determines that none of these alternatives is reasonably available, the Bank agrees to return the Product to bidder on its written request, upon which the bidder will then give the Bank a credit equal to:

38.3.1 For equipment, its invoice value as paid by the Bank to the bidder;

38.3.2 For Materials, the amount the Bank paid bidder for the creation of the

Materials.

38.4 This Section stipulates Bidder’s entire obligation to the Bank regarding any claim of infringement.

Bidder has no obligation regarding any such claim based on:


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38.4.1 Anything the Bank provides which is incorporated into a Product or bidder’s compliance with any designs, specifications, or instructions provided by the Bank or by a third party on the Bank’s behalf;

38.4.2 Bank’s modification of a Product’s use in other than its Specified Operating

Environment;

38.4.3 The combination, operation, or use of a Product with other products not provided by Bidder as a system, or the combination, operation or use of a Product with any product, data, apparatus, or business method that Bidder did not provide, or the distribution, operation or use of a Product for the benefit of a third party outside the Bank.

38.5 Bidder shall also defend and/or settle any third-party claims against the Bank for –

38.5.1 Bodily injury (including death) and damage to real property and tangible

personal property caused by bidder’s negligence on the part of the bidder’s employees, agents or representatives.

38.5.2 Any claim or proceeding brought by a third party against the Bank as a

consequence of the above. 38.5.3 Any claim made upon and any action taken against the Bank by any

statutory authority or Court on account of the Bidder’s failure to comply with any laws, orders and regulations applicable to the performance by Bidder of its obligations under this Agreement.

38.6 In the event of the Bidder not fulfilling its obligations under this Section within

the period specified in the notice issued by the Bank, Bank has the right to recover the amounts due to it under this provision from any amount payable to the Bidder under this Agreement.

38.7 Bidder shall be liable for any breach or any non-performance by the Bidder of any

of its undertakings, warranties, covenants, representations or obligations under this Agreement, subject to the provisions of Limitation of Liability.

39 Patents Rights

39.1 The supplier shall, at their own expense, defend and indemnify the Bank against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in India or abroad.

39.2 The supplier shall expeditiously extinguish any such claims and shall have full rights to defend it there from. If the Bank is required to pay compensation to a third party resulting from such infringement, the supplier shall be fully responsible for, including all expenses and court and legal fees.

39.3 The Bank will give notice to the Supplier of any such claim without delay, provide

reasonable assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express any intent to settle the claim.


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39.4 The Supplier shall grant to the bank a fully paid-up, irrevocable, non-exclusive license throughout the territory of India or abroad to access, replicate and use software (and other software items) provided by the supplier, including-all inventions, designs and marks embodied therein in perpetuity.

40 Exit Clause

40.1 The Bank reserves the right to cancel the contract in the event of happening one

or more of the following conditions: 40.1.1 Failure of the successful bidder to accept the contract and furnish the

Performance Bank Guarantee equivalent to 10% of the project cost within 30 days from receipt of purchase contract.

40.1.2 Delay in delivery and installation beyond the specified period. 40.1.3 Serious discrepancy in functionality to be provided or the performance levels

which have an impact on the functioning of the scanner. 40.1.4 In addition to the cancellation of contract, Bank reserves the right to

appropriate the damages through encashment of Bid Security /Performance Guarantee given by the Bidder.

41 Termination of contract

41.1 If the Termination is on account of failure of the Vendor to perform the obligations under this RFP contract, the Bank shall have the right to invoke the Performance Bank Guarantee(s) given by the selected bidder.

41.2 The Bank will be entitled to terminate this Contract, without any cost to the Bank

and recover expenditure incurred by Bank, on the happening of any one or more of the following:

41.2.1 The selected bidder commits a breach of any of the terms and conditions of

the bid. 41.2.2 The Vendor goes into liquidation voluntarily or otherwise 41.2.3 An attachment is levied or continues to be levied for a period of 7 days upon

effects of the Agreement. 41.2.4 Delay in delivery and installation of CTS scanner 41.2.5 An act of omission by the Bidder, its employees, its agents, or employees of

the consortium in the performance of the services provided by this contract. 41.2.6 Failure to integrate/implement the Project as per the requirements of the

Bank as stated in this RFP. 41.2.7 Material discrepancies in the Deliverables and Services noted in the

implementation of the Project. Bank reserves the right to procure the same or similar product from the alternate sources at the risk, cost and responsibility of the selected bidder.

41.2.8 Selected bidder or its sub-contractors are found to be indulging in frauds. 41.2.9 The Bank suffers a reputation loss on account of any activity of Vendor.

42 Resolution of Disputes

42.1 All disputes and differences of any kind, whatsoever, between the Supplier and the Bank, arising out of or in relation to the construction, meaning, operation or effect of the Contract, shall be settled amicably by both Bank and the vendor. If after thirty days from the commencement of such informal negotiations, Bank and


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the vendor are unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution by formal arbitration.

42.2 All questions, disputes or differences arising under and out of, or in connection with the RFP, shall be referred to a panel of three Arbitrators: one Arbitrator to be nominated by the Bank and the other to be nominated by the vendor. Two Arbitrators so appointed shall appoint the third Arbitrator. The award of the Arbitrator shall be final and binding on the parties. The arbitration and conciliation act 1996 or any statutory modification or re-enactment thereof for the time being enforced, shall apply to the arbitration proceedings and the venue and jurisdiction for arbitration shall be at Samastipur. In case the vendor would like to exit the project, the same shall be taken up by the Arbitration process.

43 Adherence of Cyber Security Policy:

43.1 Bidders are liable for not meeting the security standards or desired security aspects of all the ICT resources as per Bank's IT / Cyber Security Policy. The IT / Cyber Security Policy will be shared with successful bidder. Bidders should ensure Data Security and protection of facilities/application managed by them.

43.2 The deputed persons should aware about Bank’s IT/IS/Cyber security policy and

have to maintain the utmost secrecy & confidentiality of the bank’s data including process performed at the Bank premises. At any time, if it comes to the notice of the bank that data has been compromised/disclosed/misused/misappropriated then bank would take suitable action as deemed fit and selected vendor would be required to compensate the bank to the fullest extent of loss incurred by the bank.

43.3 Bidder has to agree and provide undertaking not to disclose any Bank information

and will maintain confidentiality of Bank information as per policy of the Bank and will sign “Non-Disclosure Agreement” document provided by Bank.

43.4 The legal and regularity requirements, including data protection, intellectual

property rights, copy right, all the relevant regulations for sub-contracting, including the controls that need to be implemented shall be included in the supplier agreement.

43.5 The bidder/OEM (Original Equipment Manufacturer) has to certify the supplied

CTS Scanner driver and related software is malware free, no zero-day threats and no rootkits.

43.6 All information resources (online/in-person) of the vendors and its partners shall

be made accessible to reserve Bank of India as and when sought. 43.7 Credentials of vendor/third party personnel accessing and managing the bank’s

critical assets shall be maintained and shall be accordance with Bank’s policy.

43.8 The Bank shall evaluate, assess, approve, review, control and monitor the risks and materiality of vendor/outsourcing activities and bidder shall ensure to support baseline system security configuration standards. The Bank shall also conduct effective due diligence, oversight and management of third-party vendors/service providers & partners.


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43.9 Vendor criticality assessment shall be conducted for all partners & vendors.

Appropriate management and assurance on security risks in outsources and partner arrangements shall be ensured.

44 Other terms and conditions

44.1 In case any information furnished during the bidding process is found to be incorrect, Bank will not only be summarily rejecting the current bid but the company itself may be debarred from any future bidding with the Bank for a period of 3 years. The Bank may share such information with Indian Bankers’ Association (IBA), which is the voluntary representative body of all banking institutions in the country, who, in turn, may share the information among its member institutions. This clause would be applicable only if the Bidder fraudulently misrepresents itself to the Bank.

44.2 Bidder should guarantee that all the hardware and software supplied under this contract to the Bank is licensed and legally obtained.

44.3 Site Not Ready: Bidder shall not be liable for any delay or failure on the part of

the Bank to supply adequate infrastructure or support as agreed by the Bank in the SOW. Such delay or failure in providing the adequate infrastructure which hinders the implementation or installation activities would amount to the site not being ready for the said activities to be conducted. Bidder shall not be liable for any penalties or damages that may be levied due to this. Bank will release the payments as per the payment terms.

44.4 All notices regarding corrigenda, addenda, amendments, time-extension,

clarification, response to bidders’ queries etc., if any to this RFP, will not be published through any advertisement in newspapers or any other mass media. Prospective bidders shall regularly visit Bank’s website to get themselves updated on changes / development in relation to this RFP

44.5 Please note that any other terms and conditions whether implicitly or explicitly

stated in any of your responses will be ignored.

45 Performance Bank Guarantee

45.1 The Bank wish to award this project to the selected bidder for a period of 5 years.

During the contract period, to ensure strict compliance to the terms and conditions of this tender, it is desired that the selected bidder should provide a Performance Bank Guarantee of 10% of the total order value (payable to the vendor by the Bank). The bidder should submit the PBG valid for warranty period of three years.

46 Price will be valid for one year so that successful bidder can supply more than 41

UV cheque scanners within 12 months if required by bank.


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47 Annexure A

Note: Annexure A consists of Annexure A1 to A6. All these Parts are to be duly filled up and submitted as part of - Technical Offer.

47.1 Annexure A1 (Letter to the Bank on the vendor’s letterhead)

To Assistant General Manager, Union Bank of India, Regional Office, Samastipur- 848101

Telephone No: 0624-225405/04 Dear Sir,

Sub: RFP for supply, installation & maintenance of UV cheque scanners for CTS project

under rate contract

With reference to the above RFP, having examined and understood the instructions, terms and conditions forming part of the RFP, we hereby enclose our offer for supply, installation & maintenance of UV cheque scanners for CTS project under rate contract. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFP. We also confirm that the offer shall remain valid for 6 Month from the date of the offer. We hereby undertake that the CTS scanner to be deployed at the Bank’s locations will be licensed and legally obtained. We also undertake that scanner will meet the technical specification specified in this document. We hereby confirm that we are agreeable to manage and maintain the CTS scanner for a period of 5 years. All the Annexure’s with other Technical documents duly filled in and signed are enclosed. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has right to reject the offer in full or in part without assigning any reasons whatsoever. Yours faithfully, Authorized Signatories (Name & Designation, seal of the firm) Date:


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47.2 Annexure A2 – Undertaking

Letter of Undertaking on Company Letter head

To Assistant General Manager, Union Bank of India, Regional Office, Samastipur- 848101, Telephone No: 0624-225405/04 Sir, Sub: RFP for supply, installation & maintenance of UV cheque scanners for CTS project under rate contract

We herewith submit our Bid Document. We understand that

• You are not bound to accept the lowest or any bid received by you, and you may reject all or any bid.

• If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the Bank to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute as a binding contract between us.

• If our bid is accepted, we are to be jointly and severally responsible for the due performance of the contract.

• You may accept or entrust the entire work to one bidder or divide the work to more than one bidder without assigning any reason or giving any explanation whatsoever.

The names of successful bidder to whom the contract is finally awarded after the

completion of second stage , shall be displayed on the Notice Board of the Bank at Union

Bank of India, Regional Office Samastipur, First Floor, Panchwati Complex, Mohanpur,

Samastipur – 848101.

Dated at ____________this _______________day of _______________2020

Yours faithfully,

For: ___________________________ Signature: ___________________________ Name: ___________________________


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47.3 Annexure A3 – Compliance to Eligibility Criteria

Eligibility Criteria for Bidder Supporting Documents Required Complied (Yes/No)

The Bidder should be a Company registered in India under the Companies Act and have operations in India.

Copy of registration and certificate of incorporation of business/Certificate of commencement of business if public ltd co.

The bidder should have an annual turnover of minimum Rs.2.85 crore in last three financial years as per the audited balance sheet available at the time of submission of tender. This must be the individual company turnover and not that of any group of companies.

Audited Balance Sheet and Profit & Loss statement of the last three financial years i.e. 2016-17, 2017-18 and 2018-19 to be submitted.

Bidders should have made operating profit (Earnings before interest & taxes) at least in two Financial Years out of three Financial Years i.e. 2017-18, 2018-19 and 2019-20.

Audited Balance Sheet and Profit & Loss statement of the last three financial years i.e. 2016-17, 2017-18 and 2018-19 to be submitted.

Bidder should be an Original Equipment Manufacturers (OEM) or an authorized partner of the OEM. In case of Authorized partner, letter of authorization/Manufacturer Authorization form (MAF) should be submitted along with technical bid. The authorization letter should mention that if authorized partner fails to meet the obligation for items supplied under this tender, then OEM would be responsible for all obligations during the contract period.

Letter from OEM on their letter head for MAF.

Bidder should have supplied at least 200 CTS scanners/ UV CHEQUE SCANNERS of proposed OEM in last three years (as on bid submission date).

Copy of purchase order or letter from user organization on their letter head.

Bidder or their OEM or their authorized partner should have at least one full-fledged support & service center at 40 locations out of 63 locations where Bank has their Regional offices. The list of Regional Offices is given in Annexure C of RFP. The list should be provided with the Technical Bid.

Self-declaration on their letter head and list of location in Annexure C duly signed by authorized official.

The bidder should not have been black listed by any of Government Authority or Public Sector Undertaking (PSUs). The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the

Annexure – A4


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tender, otherwise the bid will not be considered.

Note: Vendor must comply with all the above-mentioned criteria. Non-compliance of any of the criteria will entail rejection of the offer summarily. No further correspondence will be entertained in this case after opening of the Technical Bids. Photocopies of relevant documents / certificates should be submitted as proof in support of the claims made as mentioned in Annexure-B. The Bank reserves the right to verify / evaluate the claims made by the vendor independently. Authorized Signatory Name: Designation:


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47.4 Annexure A4 - Undertaking by Bidder

Place: Date:

To Assistant General Manager, Union Bank of India, Regional Office, Samastipur- 848101,

Undertaking (To be submitted by all Bidder’s on their letter head) We ________________________(bidder name), hereby undertake that-

• As on date of submission of tender, we are not blacklisted by the Central Government /PSU/ any of the State Governments in India or any Financial Institution in India.

• We also undertake that, we are not involved in any legal case that may affect the solvency / existence of our firm or in any other way that may affect capability to provide / continue the services to bank.

Yours faithfully, Authorized Signatories (Name, Designation and Seal of the Company) Date:


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47.5 AnnexureA6 - Vendor profile & other information

Details filled in this form must be accompanied by sufficient documentary evidence, in order to verify the

correctness of the information. Vendor Profile

SN

Parameters Response Details of proof submitted

1. Name of the firm/Company

2. Year of establishment

3. Names of the Partners/Directors

Addresses

a) Head Office

b) Local Office in Samastipur with contact number

4. Contact person at Samastipur

a) Name

b) Telephone number

c) e-mail ID

5. Financial parameters of vendor

Business Results Turn over Operating

profit

2016-2017

2017-2018

2018-2019

2019-2020 (if result declared)

(Only company figures need to be mentioned. Not to include group figures)

(Mention the above amount in INR only)

6. Details of Scanner supply and managed by the vendor

Name of the organization

No. of scanner supply and maintained

Project 1

Project 2

Project 3

Authorized Signatories (Name, Designation and Seal of the Company)


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48 Annexure B –Technical Requirements

Sl No.

Make & Model Speed Approximate Nos.

1.

UV enabled cheque scanner as per NPCI specifications which are integrated with CTS software* (with one complete set of consumables like printing cartridge and CTS scanner cleaning kit) *Bank is in process of selecting new CTS vendor (on a PAN India basis), so the required CTS Scanner must be compatible with all the CTS Solution available in the market.

100 dpm or higher

41

2. Printing cartridge (should be easily available in the market and not be proprietary item.)

3. Cleaning Tape / Card / Kit (should be easily available in the market and not be proprietary item.)

Note:

a. Scanners to be delivered with one complete set of accessories like cartridge, scanner cleaning kit.

b. Future cost of consumables will be borne by the Bank at rates which will be finalized in this RFP.

c. It should be the responsibility of bidder to match the compatibility of CTS scanner with CTS solution.

Authorized Signatories (Name & Designation, seal of the company) Date:


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49 Annexure C–List of Service Centres

Sr. No.

Bank’s RO City name

Service Centre Available (Yes/No)

Service Centre address Contact Number

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20 Authorized Signatories (Name & Designation, seal of the company) Date:


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50 Annexure D - Indicative Commercial Offer

Sl. No.

Item Description Qty. (a) Unit Cost (In Rs.) (b)

Total Cost (In Rs.) (a*b)

One Time Cost (A)

1

Cost of UV enabled cheque scanner as per NPCI specifications which are integrated with CTS software* (with one complete set of consumables like printing cartridge and scanner cleaning kit and warranty period of three years). (Mention Model / Make) *Bank is in process of selecting new CTS vendor (on a PAN India basis), so the required CTS Scanner must be compatible with all the CTS Solution available in the market.

41

Total One-time cost (A)

Recurring Cost for ATS/AMC (B)

2

AMC/ATS of UV enabled cheque scanner as per NPCI specifications which are integrated with CTS software * (with one complete set of consumables like printing cartridge and scanner cleaning kit). AMC cost should be in the range of 8 to 10% for 2 years after warranty period of three years. *Bank is in process of selecting new CTS vendor (on a PAN India basis), so the required CTS Scanner must be compatible with all the CTS Solution available in the market.

41 for 2 Yrs.

3 Cost of Printing cartridge

1

4 Cost of Cleaning Tape / Card / Kit

1

Total Recurring cost (B)

Total amount (TCO) in figures = (A + B)

Total amount (TCO) in Words = (A + B)

Terms & Conditions

• Commercial Offer should be given in the above format only.

• There should be no additional conditions in the Commercial Offer.

• Commercial offers with additional conditions will be rejected.

• All costs should be only in Indian Rupees and all payments will also be only in Indian Rupees.

• TCO must be quoted in WORDS AND FIGURES.


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• In case of any discrepancy, unit prices quoted will be considered for computation of TCO.

• The prices should be exclusive of all taxes i.e. GST which will be payable at actual at the time of invoicing.

• Bidder has to show applicable taxes i.e. GST (CGST/SGST/IGST) separately in the invoice.

• The prices quoted should also include charges towards freight, forwarding, delivery, and installation, transit insurance charges till installation, configuration/reconfiguration and commissioning of equipment.

• In case of applicable taxes i.e. GST (CGST/SGST/IGST), if applicable as per Government rules, it will be the responsibility of the bidder to make payment of taxes to concerned department In case, at any later date, any penalty levied for default in making the payment of GST, the same will have to be borne by the bidder and not by the Bank

• The prices for AMC will be frozen for period of 2 years, after the expiry of warranty period of three years.

• The vendors should quote prices strictly as per the price composition stated above failing which the offers are likely to be rejected.

• This price quoted under unit price will be used for quantity mention in RFP.

• AMC cost should be in the range of 8% to 10% of CTS scanner cost.

• The numbers of quantity/units mentioned above are indicative for arriving at L1 value. The actual numbers of quantity/units may vary and purchase order shall be placed in phased manner based on actual requirements of the Bank from time to time during the contract period.

Authorized Signatories (Name & Designation, seal of the company) Date:


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51 Annexure E - Format of Bank Guarantee (EMD)

(To be valid for a period of 6 months from last day of RFP submission)

To Union Bank of India, 1st floor, Panchwati Complex, Mohanpur Road, Samastipur- 848101 Dear Sirs, In response to your invitation to respond to your RFP for ------------------------------------------------------------------------------------- M/s __________________ having their registered office at _____________ (hereinafter called the ‘Vendor’) wish to respond to the said Request for Proposal (RFP) for self and other associated vendors and submit the proposal for the supply, implementation and maintenance of CTS Scanner as detailed in the RFP document. Whereas the ‘Vendor’ has submitted the proposal in response to RFP, we, the ____________ Bank having our head office ________________ hereby irrevocably guarantee an amount of Rs.70,000 (Rupees Seventy Thousand only) as bid security as required to be submitted by the ‘Vendor’ as a condition for participation in the said process of RFP. The Bid security for which this guarantee is given is liable to be enforced/ invoked: If the Vendor withdraws his proposal during the period of the proposal validity; or If the Vendor, having been notified of the acceptance of its proposal by the Bank during the period of the validity of the proposal fails or refuses to enter into the contract in accordance with the Terms and Conditions of the RFP or the terms and conditions mutually agreed subsequently. We undertake to pay immediately on demand to Union Bank of India the said amount of Rs.70,000 lac (Rupees Seventy Thousand only) without any reservation, protest, demur, or recourse. The said guarantee is liable to be invoked/ enforced on the happening of the contingencies as mentioned above and also in the RFP document and we shall pay the amount on any Demand made by Union Bank of India which shall be conclusive and binding on us irrespective of any dispute or difference raised by the vendor.

Notwithstanding anything contained herein:

Our liability under this Bank guarantee shall not exceed of Rs.70,000 (Rupees Seventy Thousand only).

This Bank guarantee will be valid up to __________________; and

We are liable to pay the guarantee amount or any part thereof under this Bank guarantee only upon service of a written claim or demand by you on or before ________________.

In witness whereof the Bank, through the authorized officer has sets its hand and stamp on this _______________ day of __________________ at _________________.


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52 Annexure F - Format for Contract (Stamp paper)

Format will be shared with successful bidder.


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53 Annexure G - Format for Performance Bank Guarantee To, Union Bank of India

1st floor, Panchwati Complex, Mohanpur Road, Samastipur- 848101 Dear Sir, In response to your invitation for the bids for engagement of vendor for ………………<Services>………, ……………………<Vendor>…………………………………. (hereafter called as Vendor) having their registered office at ……………..<address>…………………………………..has been selected vendor for the purpose and accordingly you have issued a purchase order no. ………<PO No and date>…………….. for ……………<Services>…………. We have accepted the purchase order and agreed to provide the services and also, to provide an unconditional and irrevocable performance guarantee, in favor of your Bank, from a bank acceptable to your Bank for securing the faithful observance and performance of the terms ,conditions, stipulations, provisions of the purchase order No……….<PO No. and date>………….. Whereas at the request of the vendor, we, the Union Bank of India having our Regional office at 1st Floor, Mohanpur Road, Samastipur hereby irrevocably

guarantee an amount of Rs. .……….<amount>…………….. as performance security as required

to be submitted by the ‘Vendor’ as a condition stipulated in the purchase Order, towards faithful observance and performance by the vendor of the terms and conditions of the said purchase order. The security for which this performance guarantee is given is liable to be enforced/ invoked:

1. If the Vendors, defaults in the faithful observance and performance of the terms, conditions, covenants, stipulations, provisions of the said Purchase order.

2. If the Vendors refuses to enter into the written contract within the stipulated time in accordance with the Terms and Conditions of the purchase order, or on the terms and conditions as may mutually agreed between your Bank and the Vendor subsequently.

We undertake to pay immediately on demand to Union Bank of India, the said amount of

Rs.………….<amount>………. only without any reservation, protest, demur, or recourse. The

said guarantee is liable to be invoked/ enforced on the happening of the contingencies as mentioned above and we shall pay the amount on any Demand made by Union Bank of India which shall be conclusive and binding on us irrespective of any dispute or difference raised by the bidder. Notwithstanding anything contained herein:


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1) Our liability under this Bank guarantee shall not exceed Rs……….<amount>….

2) This Bank guarantee will be valid up to ………………<Expiry Date>……….. with a claim

period of one month

3) We are liable to pay the guarantee amount or any part thereof under this Bank Guarantee only upon service of a written claim or demand by you on or before ………….<Expiry date>……….

In witness whereof the Bank, through the authorized officer has sets its hand and stamp on this _______________ day of __________________ at _________________ Signature: Seal of company


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54 Annexure H - (Undertaking for Know your Employee (KYE) Bidder has submit the Undertaking on company letter head as per format given below

We ______________________ (name of the company) hereby confirm that all the Resource (both on-site and off-site) deployed/to be deployed on Bank’s project for ________________ (Name of the RFP) have undergone KYE (Know Your Employee) process and requisite checks have been performed prior to employment of said employees as per our policy.

We undertake and agree to save defend and keep harmless and indemnified the Bank against all loss, cost, damages, claim penalties expenses, legal liability because of non compliance of KYE and of misconduct of the employee deployed by us to the Bank.

We further agree to submit the required supporting documents (Process of screening, Background verification report, police verification report, character certificate, ID card copy, Educational document, etc) to Bank before deploying officials in Bank premises for ________________ (Name of the RFP). ”

Yours faithfully,

Authorized Signatories (Name, Designation and Seal of the Company) Date:

REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, INSTALLATION ... · project - Technical offer” and “CTS...

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