BANK OF BARODA, EASTERN ZONE, KOLKATA TENDER NOTICE

Transcription

1 BANK OF BARODA, EASTERN ZONE, KOLKATA TENDER NOTICE NOTICE FOR INVITING SEALED TENDERS FOR EMPANELMENT SUPPLY, INSTALLATION AND ANNUAL MAINTENANCE CONTRACT VENDORS OF NOTE COUNTING MACHINES AT DIFFERENT BRANCHES OF BANK OF BARODA IN EASTERN ZONE COVERING WEST BENGAL, SIKKIM, ANDAMAN & NICOBAR ISLAND AND NORTH EASTERN STATES. Bank of Baroda, Baroda Tower Building, Eastern Zonal Office, Security Department, 6 th Floor, 38/2, GN Block, Sector-V, Salt Lake City, Kolkata invites quotations from reputed vendors for Empanelment, Supply, installation and for carrying out Annual Maintenance Contract of at their Branches within the Zone, spread in the states of West Bengal, Sikkim, Andaman & Nicobar Islands and North Eastern States of K M Region, WBS ANI Region and NES Region. Tender should be submitted in one sealed envelop consisting of Technical Bid (TB), super scribed as under Tender for Empanelment, Supply, Installation and carrying out Annual Maintenance Contract of Note Counting Machines (Technical Bid) - containing all the technical details and, duly completed tender document should reach this office on or before 10 th Feb 2010 up to 1700 hrs. The Tender Notice could also be down loaded from our Bank of Baroda Website - or collected from our Office Security Department, Eastern Zonal Office from 27 th Jan 2010 to 09 th Feb 2010 before 1700hrs. Tender received by courier or post will also be accepted provided they reach at our office within the prescribed time. Bank shall not be responsible for any delay whatsoever with regard to postal delay / courier delay. Bank of Baroda does not bind itself to accept the lowest or any of the bids when quotations are called for placing the supply orders and reserves the right to reject any bid or all the bids without assigning reason thereof. The Tender shall be opened by Constituted committee on 12 th Feb 2010 at 1400 hrs and you are requested to kindly send your representative to withness opening of the Tender. General Manager (Eastern Zone) Bank of Baroda, Eastern Zonal Office, Baroda tower, 38/2 GN Block, Sector V, Salt Lake City, Kolkata India Bank of Baroda is not bound to accept the lowest tender and reserves the right to accept either in full or in part any tender and to reject any or all the tenders without assigning any reason for the same whatsoever. (Cyril Patro) General Manager, EZ PS Any query/clarification with respect to this tender can be obtained from Contact person Capt. A K Padwal, Cell No

2 Technical Bid. The tender should be submitted along with the following information, that will form the part of Eligibility Criteria 1. Composition of the firm 2. Work experience & completion of similar works of specified value during the specified period. 3. Creditworthiness of the contractor & their turnover during the specified period. 4. Service set-up. 5. Names and addresses of the Bankers and ids, telephonic (landline and mobile), fax numbers of their present contact executives 6. Details of bank accounts 7. Names and addresses of clients and ids, telephonic (landline and mobile), fax numbers of their present contact executives 8. Details of completed works. 9. VAT Registration Certificate. Eligibility Criteria 1. The bidder should have countrywide presence including North-Eastern States eg Guwahati and must have after sales support service centres spread all over India having Service Engineers attached to it specially in Kolkata, West Bengal, Guwahati and Andaman & Nicobar Islands. 2. The firm should have experience of successfully undertaken similar works for RBI/ Public Sector and Commercial Banks. The firm must have supplied at least 200 Note Counting Machines. Documents required: Purchase order copies issued by the organizations since and a statement showing each year execution of contract and Certificate/letter stating about the performance of note Counting machines supplied. 3. The firm must have average annual turnover (sales) of Rs.2.00 crores during the last three years, ending , and Documents required: Audited Profit & Loss Account and Balance Sheet for , & suitable CA Certificate/Audited Profit & Loss Account and Balance Sheet for The Vendor must be in the business of Note Counting Machines for last 3 years. Documents required: Manufacturer/Dealer/Distributor certificate. 5. The vendor must meet the technical specifications.refer Annexure-II 6. Sales Volume of NCMs during the last financial year must not be less than Rs crores. Documents required: CA Certificate certifying sale of NCMs of not less than Rs.2.00 crore 7. The Vendor should have service set up in minimum 15 major centers and / or at centers where machine is to be provided. Documents required: List of service set ups should be submitted. 8. Qualified Engineers / technicians with Degree/ Diploma in Engineering. Minimum 10 qualified Engineers/ technicians should be available with the Company. Names and qualifications should be submitted. It is mandatory to submit the technical details in the prescribed Proforma (Annexure-II)

3 duly filled in,along with the offer. In case of non-submission or partial submission of technical details, the Bank, at its discretion, may not evaluate the offer. The technical offer (T.O.) must be submitted in an organized and structured manner. No brochures/ leaflets etc., should be submitted in loose form. 9. The tenderers shall not make any corrections/alterations on these documents. 10. The tender document is required to be signed by the person or persons submitting the tender, in token of having acquainted himself with all the conditions /specifications as may be laid down. Any tender with any such document / paper not signed or with details marked as Applied for shall be rejected outright. It will be obligatory on part of the Tenderer to sign on all the pages of the Tender. Conditional Tender will be rejected. If any of the documents are missing or unsigned, the tender shall be considered as invalid. Also, rates not filled up for any item or marked as Actual + Percentages shall render the tender invalid and it shall be rejected. 11. How ever relaxation could be given in some points based of good performance in the Market of the Vendor will depend on the Bank s constituted committee for detailed for opening of the tender bids. The Technical Offer should comprise of the following: 1. Covering letter on the prescribed format (Annexure-I) 2. Technical specifications complete with all the columns filled in (Annexure-II). 3. Unpriced version of Bill of Material/ Indicative Price Bid (Annexure-III ) 4. Final Price - Last Bid Price. ( Annexure IV ) 5. Annexure-V duly filled in with photocopies of required certificates/documents/ proof / P&L & Balance sheets, Copies of order executed etc. 6. Documentation (Product brochures, leaflets, manuals, etc.) 7. Details of a reference site as per Annexure VI. 9. Vendors profile as per Annexure VII. TERMS & CONDITIONS The Integrated Note Counting Machine with dual display as per RBI norms in Desk Top Models / Floor type Models which can be operated by a single person, must consist of the following features: 1. LCD display with function, menu keys and external display for count of notes. 2. Operated at standard power supply with battery option and voltage stabilizer. 3. LCD graphic mode, Digital display of information with value and no. of notes. 4. Sound alert alarm or blinking light for specific diagnosis for stacker full or machine jam. 5. Low noise levels. Below 75-80db within 1 meter from any part of the machine. 6. High speed currency note Counting having capacity to count around 100 pieces per 4 second. 7. Easy availability of spares. 8. Must have after sales support service centres spread all over India having Service Engineers attached to it specially in Kolkata, West Bengal, Guwahati, Assam, North Eastern States and Andaman & Nicobar Islands.basis 9. Elegant but robust capable to work in dusty, heat and humid conditions prevailing in area mentioned above in point Solid inbuilt design for non-stop operations of at least 5 hours per day / shift of 7 hours. 11. Exhaustive, intelligent self-diagnosis system for easy, speedy and or requiring seldom maintenance. 12. Feather touch keypad. 13. Lightweight compact body with new design. 14. Bank can select different vendors for various types of machines as per the selection criteria. Vendors have an option for quoting any one or all the machines.

4 15. TERMS OF EXECUTION OF WORK & LIQUIDATED DAMAGES The supply and installation of currency Note Counting Machines is to be completed within a week time period of commencing from the day of acceptance of the purchase order of Note Counting Machine issued by the Bank. Any delay in completion of the purchase order of Note Counting Machine over the stipulated period will attract penalty of 0.5% of the contract value per week subject to maximum of 5% of the cost value. Bank reserves it's right to recover these amounts by any mode such as adjusting from any payments to be made by the Bank to the company. Liquidated damages will be calculated per week per purchase order basis. Part of week will be treated as a week for this purpose. However, the Bank may condone the liquidity damages for delay of less than a week. 16. PRICE COMPOSITION The price quoted should be only in Indian Rupees and inclusive of following: Cost of the machine and other components. All taxes, duties and levies (except octroi, which will be at actual) One year comprehensive on site warranty maintenance covering all parts, service and visits to the concerned branches. Transportation, freight and forwarding charges to respective sites. Insurance to cover the equipment from transit period till installation. Prices, which are not quoted as above, will be rejected. Bank reserves the right to reject an offer under any of the following circumstances: If offer is incomplete and /or not accompanied by all stipulated documents. If any of the terms and conditions stipulated in this document is not accepted and letter as per Annexure I is not submitted. If any of the specifications stipulated in Annexure II is not met. If bid security is not submitted. If required information with appropriate documents in support of the same is not submitted as per Annexures. Replica of unpriced bill of materials ( Indicative Price Bid ) without indicating the price is not submitted. TCO would be worked out as per Annexure III and after undertaking normalization, if required. 17. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER The Bank shall be under no obligation to accept the lowest or any other offer received in response to this tender and shall be entitled to reject any or all offers without assigning any reasons whatsoever. 18. SPLITTING OF ORDER The Bank reserves its right for splitting the quantity between any number of empanelled vendors. The splitting of the order will be in any ratio, provided the L2 vendor agrees to match the prices quoted by L1 vendor and agrees for all the terms and conditions. In case L2 vendor is not willing to match L1 price, Bank will call L3, L4 vendors etc., in that order to step into the shoes of L2 vendor. In the event of L3, L4 etc., vendor not matching the L1 price the entire quantity will be awarded to L RIGHT TO ALTER QUANTITIES The Bank will be free to either reduce or increase the quantity to be purchased on the same terms and conditions. The Bank reserves the right to alter quantities. The Bank also reserves the right to place further/repeat order on same terms and conditions within a period of 24 months. 20. ORDER CANCELLATION

5 If the vendor fails to deliver and / or install the equipment within the stipulated time schedule or the extended date communicated by the Bank, it will be a breach of contract. The Bank reserves its right to cancel the order in the event of delay in delivery / installation / commissioning of equipment. 21. PAYMENT TERMS The terms of payment are as under: No advance payment against purchase order. 90% of the contract amount will be released on receipt of systems at site, and after installation, successful commissioning, functioning of the Note Counting Machine, against submission of the following documents: 1. Signed Commercial Invoice. 2. Manufacturer / Vendors Inspection and Test Certificate. 3. Certificate of Insurance covering all risks during storage, installation, commissioning, testing and handling, including third party liabilities, till installation and operationalisation of machine at site. The Balance 10% will be released 6 months after successful installation of the Note Counting Machine. Payments will be released at Branch level / RO level on actual installation and commencement of the Note Counting Machine as stated above. 22. AVAILABILITY OF SPARES Spares for the product offered should be available for at least 10 years. 23. WARRANTY The offer must include comprehensive on-site warranty of one-year from the date of installation and commissioning of the machine. Vendors shall be fully responsible for the manufacturer's warranty in respect of proper design, quality and workmanship of all machines, accessories, etc. covered by the offer. Vendor must warrant all machines, accessories, spare parts, etc. against any manufacturing defect during the warranty period. During the warranty period, vendor shall maintain the machine and repair / replace all the defective components at the installed site, at no additional charge to the Bank. 24. MAINTENANCE STANDARD EXPECTED DURING WARRANTY The vendor should ensure that the machine reported Breakdown / malfunctioning on any working day is set right by on the same day and in no case later than the next working day. In case, equipment cannot be repaired within the stipulated period, the vendor should provide replacement of the same till the machine is returned duly repaired. 25. ANNUAL MAINTENANCE CONTRACT Should the Bank decide to do so, the vendor is expected to maintain the supplied Machine for at least Nine years after the expiry of warranty period. Comprehensive on site maintenance charges, for the post warranty period, must by quoted in rupees per machine per year, in the Indicative Commercial Offer. The vendor is expected to ensure same maintenance standards as during warranty period. At the same time, the vendor is also expected to make available the spare parts for the systems for at least Nine / five years after the expiry of warranty period. Thereafter, vendor will give at least twelve months notice prior to discontinuation of support services. If any of the peripherals, component etc. are not available or difficult to procure or if the procurement is likely to be delayed, the replacement shall be carried out with equipment of equivalent capacity or higher capacity at no additional charges to the Bank, during the currency of warranty period and AMC. The final decision on the vendors will be taken by Bank of Baroda. The implementation of the purchase of Note Counting Machines will commence upon successful negotiation of a contract between Bank of Baroda and the selected Empanelled Vendors by calling for quotations. The Bank reserves the right to reject any or all proposals. Similarly, it reserves the right not to include any vendor in the final short-list. 26.No reimbursement of cost of any type on any account will be paid to persons or entities submitting their bid.

6 27.FORCE MAJEURE: If at any time during the currency of the contract the performance in whole or in part by either party or any obligation under the contract shall be prevented or delayed by reasons of any war, hostilities, acts of god, Public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics etc then, provided notice of the happening of the any such events is given by either party to the other within 15 days from the date of occurrence thereof, neither party shall by reason of such event be entitled to terminate their contract nor shall either party have any claim for damages against the other in respect of such non-performance or delay in performance. The whole or any part of the Party s obligations under the contract shall be resumed as soon as practicable after such event has come to an end or ceased to exist. If force majeure event continues beyond the period of three (3) months the parties shall hold consultation to resolve the problem satisfactorily.

7 ANNEXURE-I (Letter to the Bank on the vendor's letterhead) To General Manager (Eastern Zone) Bank of Baroda, Eastern Zonal Office, Baroda tower, 38/2 GN Block, Sector V, Salt Lake City, Kolkata India Dear Sir, Sub: Your Tender for Note Counting Machine. With reference to the above Tender Notice, having examined and understood the instructions, terms and conditions forming part of the Tender Notice, we hereby enclose our offer for the supply of the equipment as detailed in your above referred Tender Notice. We confirm that we have not been disqualified by any PSU bank for supply of Note Counting machine. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the Tender Notice and all required information as per Annexure II,II,III, IV, V, VI & VII and also the photocopy of unpriced commercial bid is enclosed. We also confirm that the offer shall remain valid for two years from the date of opening of the Technical Bid. We hereby undertake that the equipment to be delivered to the Bank will be brand new including all components and that the equipment and its parts are licensed and legally obtained. 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, Authorised Signatories (Name & Designation, seal of the firm) Date:.

8 ANNEXURE-II TECHNICAL SPECIFICATIONS: - Note Counting Machines : Complied Yes or No (Give Details) Note Counting Machines must be Desk Model/Floor Model : Dual Display with External Display Facility : Vacuum suction System : Operated at standard power supply- 230 V ± 10%, 50 Hz ± Steady & Transient : Voltage stabilizer should be provided, if it is not inbuilt : Whether any specific climate control is required to run the machine? : The machine should have Counting speed (100 around notes per4 second) : The machine should have LCD graphic mode, Digital display of information with value/no.of notes : Other Technical Specifications : Reliability-Should function normally in typical Indian conditions : Temperature 25 C + 2 C; Humidity RH not exceeding 60%; Dust level 5% micron with 95 % efficiency Limitations if any : Warranty / Guarantee period should be minimum 1 year : The company should provide Comprehensive AMC for 5 years with spares : Particulars of after sales service set up on all India basis : Delivery period should not exceed 45 days. : The dealer must provide demonstration for a minimum of 7 days at Branches / Currency Chest at their cost.

9 ANNEXURE-III INDICATIVE PRICE BID. Note Counting Machine I - Items to be considered for total cost of ownership (TCO): Sr.No. Item Description Price per unit In figures Price per unit In Words 1. Price of Note Counting Machine II Post Warranty AMC rate per annum per site Sr.No. Description Price per Unit in figures Price Per unit In words 1 st Year 2 nd Year 3 rd Year 4 th Year 5 th Year 6th Year 7 th Year 8th Year 9th Year 10th Year Total Total Cost of Ownership = I+ II Note: 1. The cost of the machine and post warranty Comprehensive AMC rate per annum will be taken into consideration for deciding the TCO. 2. Unit prices as well as TCO must be quoted in WORDS AND FIGURES. 3. The prices should be inclusive of all taxes, duties, levies, transportation charges, etc., except Octroi which will be payable at actuals. 4. In case of any discrepancy, unit prices quoted in words will be considered for computation of TCO. 5. Cost comparison will be on the basis of total cost of ownership calculated as explained above. AUTHORISED SIGNATORY

10 ANNEXURE-IV FINAL PRICE( LAST BID. PRICE) Model 2+1 Sr.No. Item Description Model Price per unit In figures Price per unit In Words 1. Price of Note Counting Machine II Post Warranty AMC rate per annum per site Sr.No. Description Unit Price per Unit in figures Unit Price Per unit In words 1 st Year 2 nd Year 3 rd Year 4 th Year 5 th Year 6th Year 7th Year 8th Year 9th Year 10th Year Total Total Cost of Ownership = I+ II Note: 1.The cost of the machine and post warranty Comprehensive AMC rate per annum will be taken into consideration for deciding the TCO. 2.Unit prices as well as TCO must be quoted in WORDS AND FIGURES. 3.The prices should be inclusive of all taxes, duties, levies, transportation charges, etc., except Octroi which will be payable at actuals. 4.In case of any discrepancy, unit prices quoted in words will be considered for computation of TCO. 5.Cost comparison will be on the basis of total cost of ownership calculated as explained above. AUTHORISED SIGNATORY

11 ANNEXURE-V Evaluation Criteria The evaluation will be done on the following two parameters: 1. Financial parameters : 25 Marks 2. Technical parameters : 75 Marks Financial Parameters : Parameters Max. Marks Marks Self Assessment Marks Less than Rs.1.00 crore 0 Average Annual Turnover (TO) during last 3 years & Above Rs.1.00 crore,1 mark for each crore above Rs crore, maximum 5 marks. 5 NW less than Rs.1.00 Crore 0 NW above Rs.1.00 crore but less than Rs.5.00 crore. 2 Net worth (NW) of the Company as of as per audited Balance Sheet / CA certificate 5 NW of Rs crore & above 5 Less tha Rs.1.00 crore 0 5 Above Rs.1.00 crore but less than Rs.5.00 crore 2 Sales volume of the Note Counting Machines for last financial year More than Rs 5.00 crore 5 Below 200 machines 0 Above 100 machines and less than 500 machines 2 Work executed since , (Give the order value, model and machines in No's model wise) 5 More than 500 Machines 5 Below Rs Lacs 0 Above Rs lacs but below Rs Lacs 2 Net Profit of the last Financial Year as per audited B/S or CA certificate and unaudited B/S 5 Above Rs Lacs 5 Total 25

12 Technical Parameters: Parameters Max. Marks Marks Self Assessment Marks Minimum 3 years 5 No. of years in note Counting machines. 15 Above 3 years, 1 mark for each additional year, maximum 15 marks. 15 Location for support services 15 Minimum 15 centre 15 Minimum 2 Sites 9 Reference site 15 Above 2 sites (3 marks for additional site, maximum 15 marks) 15 ISO Certified 10 Whether the Dealer/ Distributor/ Manufacturer is ISO 9001 certified for supplying Note Counting Machines. 10 Not Certified 0.15 Minimum 10 qualified engineers 10 No. of qualified engineers on all India level 15 Above 10 qualified engineers (2 mark for additional 5 engineers) 15 Whether Company is manufacturer or distributor/dealer 5 Distributor/Dealer Manufacturer 3 5 Total 75 Grand Total 100 Note: In order to assist the process of evaluation, vendors are required to submit documentary evidences to support their claims of these parameters. If the vendor does not provide any of these details no marks will be given to the vendor in evaluation process. Minimum qualifying marks is 75. The Performance of the machine will be evaluated by the Committee. For shortlisting vendors, the top 3 vendors who has scored highest marks will be taken into consideration. Though the vendor obtains the qualifying marks of 75, he may not be shortlisted if the marks does not fall within the top 3 highest scoring marks. However any additional vendors apart from the top three vendors will depend up on constituted committee decision.

13 ANNEXURE-VI Reference Site Details Name of the Company Address of the Company Name, designation of contact person with telephone no. and ID Name : Designation : Landline No.: Cell No. : ID : Details of Note Counting machines supplied in last one year (Ref.no, date of order and quantity with photocopy of orders) AUTHORISED SIGNATORY

14 Annexure-VII VENDOR PROFILE 1. Name of the Organisation and Address. 2. Year of Establishment. 3. Status of the firm (Whether Pvt.Ltd.Company / Public Ltd.Company / Partnership firm/proprietorship firm) 4. Name of Directors / Partners / Proprietor: I) II) III) IV) V) 5. Whether registered with the Registrar of Companies / Registrar of Firms. If so, mention number and date. 6. (a) Name and address of Bankers: i) ii) (b) Turn over of the Company / Firm in , & : (Please attach a copy of audited Balance sheet and Profit & Loss Account for the year , and CA certificate / audited Balance sheet and Profit & Loss Account for ) 7. Whether registered for sales tax purposes. If so, mention number and date. Also furnish copies of sales tax clearance certificate. 8. Income Tax Permanent Account Number. Furnish copies of Income tax clearance certificate. 9. Equipment : Indigenous / Imported 10. Is the Company / Firm a manufacturer or Dealer / Distributor of Currency Note Counting Machine? 11. If the Company / Firm is a Dealer / Distributor? Please furnish details. a) Give the Name of Manufacturer(s) and their Country.

15 b) In case the Manufacture's Offices are located in India, give their address in India and telephone numbers. c) Enclose Certified True copies of the current Dealership certificates given by the manufacturers. 12. Give details of the after sales service facility provided by your company / firm on all India basis What are your fields of activities? Mention the fields on preference basis in the order of annual turnover. i) ii) iii) iv) v) 14. Since when and how long your Company / firm has been dealing in Note Counting Machines. 15. Is the Company/ Firm/Manufacturer ISO 9001 certified. If Yes copy of the certificate be enclosed. 16. If you are registered in the panel of other organizations / statutory bodies, such as Banks, PSU, RBI, etc., for Note Counting machines furnish their names, category and date of registration. 17. Furnish the names of banks, PSU, RBI, where you have installed Note Counting Machines as the case may be since , year wise: Name of the Organisation with Address Year of Installation Number of machines installed Value of orders (Please attach the copies of their orders) 18. List of Bankers of Vendors / Manufacturers with complete Address, phone number,fax Number, Id, etc. 19. Details of Technical staff / Engineers: Sr.No. Name Qualification Post Held Experience.

16 DECLARATION 1. I / We have read the instructions appended to the Proforma and I / We understand that if any false information is detected at a later date, any future contract made between ourselves and Bank of Baroda, on the basis of the information given by me / us can be treated as invalid by the Bank and I / We will be solely responsible for the consequences. 2. I / We agree that the decision of Bank of Baroda in selection of Vendors will be final and binding to me / us. 3. All the information furnished by me hereunder is correct to the best of my knowledge and belief. 4. I / We agree that I / We have no objection if enquiries are made about the work listed by me / us in the accompanying sheets. 5. I / We understand that the quantity of Note Counting Machines is approximate only and it may decrease or increase from site to site. SIGNATURE : NAME & DESIGNATION : SEAL OF THE FIRM / COMPANY : PLACE: DATE :