Ref No: ZO/IT/BS/85 Date:

Transcription

1 Bank of India Tel.No.: to 150 Zonal Office, Information Technology Department, A, PU-4, Sch. No. 54, A. B. Road, Indore (M.P.) Indore.IT@bankofindia.co.in Ref No: ZO/IT/BS/85 Date: REQUEST FOR PROPOSAL FOR Comprehensive On-Site Maintenance Contract for Maintenance of Computer Hardware, peripherals & application support installed at various Branches, offices of Indore Zone for period to Bank of India, Indore Zone intends to invite RFP for Comprehensive On-Site Maintenance Contract for Maintenance of Computer Hardware, peripherals & application support installed at various Branches, offices of Indore Zone for period to Sealed tenders are invited from the bidders having service support at Indore, Dhar, Jhabura and Alirajpur & Barwani districts. Preference will be given to bidders having their own office/engineers at above locations. Name of the work Tender fee Earnest Money Comprehensive On-Site Maintenance Rs. 1000=00 by Rs /- by Demand Contract for Maintenance of Computer Demand Draft/ Draft / Pay Order only Pay Order only. Hardware, peripherals & application support installed at various Branches, offices of Indore Zone for period to Demand Draft/Pay Order in favour of Bank of India Zonal Office, Indore payable at Indore. Last date for submission of Tender: Date of Pre bid meeting: Date of opening of technical bid: Date of opening of price bid: Address for Communication and Submission of bid by 4.00 PM at 4.00 PM at 4.30 PM or later on at 4.00 pm or later date. Bank of India, Indore Zone Information Technology Department, 2 nd Floor, 345-A, PU-4, Scheme No. 54, Indore Ph Indore.it@bankofindia.co.in. Contact Person: Bikram Singh, Senior Manager (IT). The AMC will be for period to It may be renewed for further period/s of specific duration/s as may be mutually agreed upon by the parties hereto. We will require a call coordinator who will register, assign, track and monitor all calls for all the locations. It will be the duty of the call coordinator to ensure that all calls are closed within the specified time limit. List of Hardware items are as per Annexure-D. Further, the number of hardware items may be increased or decreased at the time of agreement or even

2 during the year which may be included or excluded from the list and the location of the equipments may also be changed. The rate quoted will also be applicable for the items included or excluded during the AMC period. AMC charges will be payable accordingly on quarterly basis, after completion of each quarter. Please note that the companies, which are fulfilling following criteria, are eligible to participate in the tender process. i) The bidder should not have been blacklisted by any PSU/Banks/Institution in past. ii) The Firm/Company must have service support office at Indore. iii) The Firm/Company must have Service Centre in Madhya Pradesh. iv) The Firm/Company must have ISO 9001/ 9002/14001 Certification. v) The Firm/Company should have at least 3 years experience of undertaking Annual Maintenance Contract in PSU/Banks/Institutions handling over 500 Computers / Peripherals. vi) The Firm/Company must have minimum 04 Service support engineers at Indore. vii) The company must have minimum turnover of Rs.30 crore p.a. from Sales / Services/maintenance of Computer Hardware and Peripherals. (As per last three years Balance Sheet) The Tender document may also be obtained from our Zonal Office, Indore, situated at 345-A, PU-4 Sch. No. 54, A. B. Road Indore. The price of tender document (non refundable) shall be Rs. 1,000=00 and payable by means of DD/Banker s cheque in favour of Bank of India Zonal Office, Indore payable at Indore at the time of submission of application form and bid document. No forms downloaded through website would be accepted/considered valid without the payment of price of bidding document. Bank reserves the right to change the qualifying criteria at their discretion and to accept or reject any or all tender without assigning any reason thereof. Full details of the tender are available with Information Technology Department, Bank of India, Zonal Office, Indore. Please note that A bank performance guarantee amounting to 10% of AMC value, from any commercial bank, shall be submitted to the Bank, once the contract is awarded. The vendor will prepare and submit a consolidated branch/office wise list of inventory with unique serial No. within FIFTEEN DAYS of the commencement of AMC contract, to arrive the AMC value, at his own cost. This consolidated list should be supported with individual branch inventory list duly approved by concerned branch Head under his seal and signatures. The Earnest Money Deposit would be refunded after submission of the guarantee. The following annexure are enclosed for your perusal and needful: o Bidders information sheet. o Proposal form: o Performa Agreement with Terms & Conditions. o Tentative List of the Equipment o AMC Rates offer Performa Annexure A Annexure -- B Annexure C Annexure D Annexure - E

3 Your quotations/tenders must be in separate, closed & sealed envelopes containing two individual covers as under: Contents of First sealed cover with Quote TECHNICAL PROPOSAL a) Demand Draft/Pay order of Rs.1000=00 (Tender Fee) & Rs =00 (EMD). b) A self-declaration letter on the Company s letter head that the firm/company has not been blacklisted by any PSU/Bank/institution in past. c) Bidder information sheet- (Annexure-A) d) Proposal Form-(Annexure-B) e) Duly signed copy of the Performa agreement for maintenance of computer and other electronic equipments - (Annexure-C) f) Copy of any document/documents in support of Co. office address at Indore. g) Copy of any document/documents in support of Co. Service Centre in M.P. h) Copy of ISO certification. i) Certificate/letter from institutions about performance of maintenance Job. j) Certified copy of last audited balance sheet in proof of annual turnover. Contents of Second sealed cover with Quote FINANCIAL BID I) Item wise AMC rates offer in annexure-e Yours sincerely, (S.W.Mapari) Dy. Zonal Manager

4 BIDDER INFORMATION SHEET: ANNEXURE A Bidder Information to be furnished along with the RFP for Comprehensive On-Site Maintenance Contract for Maintenance of Computer Hardware, peripherals & application support installed at various Branches, offices of Indore Zone for period to NAME OF THE FIRM/COMPANY: 2. ADDRESS: 3. ADDRESS OF SERVICE SUPPORT OFFICE AT INDORE: 4. ADDRESS OF SERVICE CENTER IN M.P. 5. NAME OF DIRECTOR/PARTNER/PROPRIETOR a) b) c) d) e) 6. PERMANENT ACCOUNT NO.& DATE: 7. SERVICE TAX REGISTRATION NO. & DATE 8. CST NO. & DATE: 9. TIN No. 10. DETAILS OF VENDOR EXPERIENCE OF AMC IN PSU/BANKS/ INSTITUTIONS DURING LAST 3 YEARS.(Please attach certificate/letters.) Name of institution Period of AMC (date should be mentioned) Type of equipments under AMC Total Number of items

5 11. SERVICE CENTER DETAILS WITH LIST OF ENGINEERS: (Please add separate sheet, if required) Destination Address of the service center. Name of Service Engineer Qualificatio n of Service Engineer. Indore Indore Indore Indore Indore Indore Dhar Dhar Jhabua Jhabua Alirajpur Alirajpur Barwani Barwani Work experienc e of the Engineer (Years) 12. YEARLY TURN OVER DETAILS OF FIRM/Co.: a) Year b) Year c) Year Authorised signatory Name:.. Designation: Date:..

6 PROPOSAL FORM Annexure-B Date :... To: Bank of India, Information Technology Department, 2 nd Floor, 345-A, PU-4, Scheme No. 54, Indore Ph Gentlemen, RFP for Comprehensive On-Site Maintenance Contract for Maintenance of Computer Hardware, peripherals & application support installed at various Branches, offices of Indore Zone for period to Having examined the Proposal Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide On-Site Maintenance Contract for Maintenance of Computer Hardware, peripherals & application support, in conformity with the said RFP documents. We confirm that we have not made any changes in the text of the Bid document / Terms and Conditions as mentioned in Performa agreement-(annexure-c). We accept all the Terms and Conditions of specified in the Bid document. We undertake, if our Proposal is accepted, we agree to abide by the Proposal and the rates quoted therein. Until a formal contract is prepared and executed, this Proposal, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act We understand that you are not bound to accept the lowest or any Proposal you may receive. Dated this... day of (Signature) (in the capacity of) Duly authorized to sign Proposal for and on behalf of

7 BANK OF INDIA PROFORMA AGREEMENT FOR MAINTENANCE OF COMPUTER AND OTHER ELECTRONIC EQUIPMENT Annexure-C THIS AGREEMENT made the day of 2015 BETWEEN BANK OF INDIA a body corporate constituted under the Banking Companies (Transfer of Undertaking) Act, 1970 (hereinafter called "Bank") which expression/shall include its successors and assigns and incorporated under the Companies Act, 1956 and having its Registered Office at (hereinafter called "THE COMPANY") which expression shall include its successors and assigns. WHEREAS THE COMPANY has agreed to provide and Bank has agreed to accept from THE COMPANY, repair and maintenance service for the computer/peripherals/electronic equipment including installed software (hereinafter called EQUIPMENT) listed in Annexure-D hereto as amended from time to time, subject to the Bank paying charges to the company on the following terms and conditions: In consideration of the premises it is agreed between the parties as follows: 1. COMMENCEMENT AND TERM: 1.1 This agreement is effective and valid for the period from to. It shall, however, be renewable for further period/s of specific duration/s as may be mutually agreed upon by the parties hereto. 1.2 Upon termination of the agreement each party shall forthwith return to the other all papers, material and other properties of the other held by each for purposes of execution of this agreement. In addition each party will assist the other party in the orderly termination of this agreement on the transfer of all aspects hereof, tangible and intangible, as may be necessary for the orderly, non-disrupted business continuation of each party. In addition each party will assist the other party in the orderly termination of this agreement on the transfer of all aspects hereof, tangible and intangible, as may be necessary for the orderly, non-disrupted business continuation of each party. 1.3 Individual items of equipment, and repair and maintenance service charge for such EQUIPMENT, may be added to or withdrawn from the Agreement by mutual written consent of both parties; PROVIDED ALWAYS that such consent is not unreasonably withheld. In the event that individual items of equipment are added to the Agreement it may involve additional maintenance charges. In the event that individual items of EQUIPMENT are withdrawn from the Agreement, as described herein, then any monies prepaid on such EQUIPMENT shall be held to the credit of Bank's account. 2. CHARGES: 2.1 The charges payable by Bank to THE COMPANY for the repair and maintenance services described herein, are indicated in Annexure-E attached and unless provided for elsewhere herein, no additional charges shall be claimed by THE COMPANY. 2.2 THE COMPANY shall submit to the Bank their invoice(s) for payments due in accordance with the AGREEMENT. 2.3 All of the prices, terms, warranties and benefits granted by THE COMPANY herein are comparable to or better than the equivalent terms being offered by THE COMPANY to any of its present customers. If THE COMPANY shall, during the term of the Agreement, enter into arrangements with any of its other customers

8 providing greater benefits or more favorable terms, this Agreement shall thereupon be deemed to be amended to provide the same to Bank as if such terms were incorporated herein and are applicable hereto. 2.4 THE COMPANY, shall, during the currency of the agreement will not increase the charges. The annual maintenance cost shall be paid in equal quarterly installments within thirty (30) days from the date of completion of respective quarterly period, subject to satisfactory services rendered, from the date of AMC at the rates indicated in agreement. 3 REPAIR AND MAINTENANCE SERVICE: 3.1 During the term of this Agreement THE COMPANY agrees to maintain the EQUIPMENT in perfect working order and condition and for this purpose will provide the following repairs and maintenance service: a) THE COMPANY shall rectify any defects, faults and failures in the EQUIPMENT and shall repair and replace worn out of defective parts of the EQUIPMENT during Bank's normal local working hours. In cases where unserviceable parts of the EQUIPMENT need replacement THE COMPANY shall replace such parts, at no extra cost to Bank, with brand new parts or those equivalent to new parts in performance. b) THE COMPANY shall be required to provide maintenance for operating systems, installation or re-installation of operating systems, installation of application software like MS-Office etc., installation / updation of antivirus software, bank s own software, installation and configuration of peripherals like printers, modems etc. as required by the Bank from time to time. The Bank will provide all the required software. The rates quoted should cover onsite maintenance of the operating system, software installation, installation of patches, data recovery, preemptive action against virus detection / removal, configuration of internet / , configuring applications (client / server), connectivity between computers / laptops, like Printers, Scanners, Modems and Multi-Media projectors for presentations. c) THE COMPANY shall provide repair and maintenance service. The maximum response time for a maintenance complaint (i.e. time required for THE COMPANY maintenance engineers to report to the bank after a request call / telegram / fax / is made or letter is written) shall not exceed 1 (One) day from the receipt of such communication in case the service centre is situated at the same location where the EQUIPMENT is installed and 2 (two) day in other cases. d) THE COMPANY shall ensure that faults and failures intimated by Bank as above are set right within 3 (three) days of being informed of the same. e) Preventive Maintenance: THE COMPANY shall conduct Preventive Maintenance (including but not limited to inspection, testing, satisfactory execution of all diagnostics, cleaning and removal of dust and dirt from the interior and exterior of the EQUIPMENT, and necessary repairing of the EQUIPMENT) once within the first 15 days of the commencement of the maintenance period and once in a quarter during the currency of this Agreement on a day and time to be mutually agreed upon. Notwithstanding the foregoing, THE COMPANY recognizes Bank's operational needs and agrees that Bank shall have the right to require THE COMPANY to adjourn preventive Maintenance from any scheduled time to a date and time not later than 15 working days thereafter.

9 f) All engineering changes generally adopted hereafter by THE COMPANY for equipment similar to that covered by this AGREEMENT, shall be made to the EQUIPMENT at no cost to Bank. g) All repair and maintenance service described herein shall be performed by qualified maintenance engineers totally familiar with the EQUIPMENT. h) THE COMPANY shall maintain at Bank's site, a written maintenance and repair log; and shall record therein each incident of EQUIPMENT malfunction, date and time of commencement and successful completion of repair work and nature of repair work performed on the EQUIPMENT together with a description of the malfunction or the cause for work, either by description of the malfunction or as regularly scheduled Preventive Maintenance. Bank shall use the same log for recording the nature of faults and failures observed in the EQUIPMENT, the date and time of their occurrence and the date and time of their communication to the COMPANY. 3.2 Any worn or defective parts withdrawn from the EQUIPMENT and replaced by the COMPANY shall become the property of THE COMPANY; and the parts replacing the withdrawn parts shall become the property of Bank. 3.3 THE COMPANY'S maintenance personnel shall, subject to clause 7 herein, be given access to the EQUIPMENT when necessary, for purposes of performing the repair and maintenance services indicated in this Agreement. 3.4 Further provided that the Bank may, during the currency of the AMC, shift the goods wholly or in part to other location(s) within the Country and in such case the COMPANY undertakes to continue to maintain the goods at their new location without any other additional cost to the Bank. 3.5 No term or provision hereof shall be deemed waived and no breach excused, unless such waiver or consent shall be in writing and signed by the party claimed to have waived or consented. Any consent by any party to or waiver of a breach by the either, whether express or implied, shall not constitute a consent to or waiver of or excuse for another different or subsequent breach. 3.6 THE COMPANY will accomplish preventive and breakdown maintenance activities to ensure that all hardware execute without defect or interruption for at least 99% uptime for 24 hours a day, 7 days a week of operation of the machine, worked on a quarterly basis. If any critical component of the entire configuration is out of service for more than a day, THE COMPANY shall either repair the defective unit within 24 hours or immediately replace the defective unit or replace the same immediately at its own cost. THE COMPANY will respond to a site visit and commence repair work on the equipment within stipulated time quoted above. 3.7 During AMC period, THE COMPANY will, in addition to attending the service calls as provided above, perform Preventive Maintenance once in a quarter on a mutually convenient day. 3.8 It is expected that the average downtime of an item will be less than half the maximum downtime as mentioned in this Para-3. In case an item is not usable beyond the stipulated maximum downtime THE COMPANY will be required to arrange for an immediate replacement of the same till it is repaired. Failure to arrange for the immediate repair / replacement will be liable for penalty of Rs.100/- per day per item. The amount of penalty will be recovered from THE COMPANY from annual maintenance charges, deposit given by company and/or by lodging a claim against THE COMPANY, as the case may be. In the event of annual maintenance charges not sufficient to set off the liability of THE COMPANY under this head the Bank shall be at liberty to proceed against THE COMPANY for recovery of the balance as may be advised.

10 4 FORCE MAJEURE: 4.1 Neither PARTY SHALL BE liable for delay in performing obligations or for failure to perform obligations if the delay or failure results from any of the following (whether happening in India or elsewhere) force majeure. Act of God, or any governmental act, fire, earthquake, explosion, accident, industrial dispute, civil commotion, or anything beyond the control of either party. The parties shall use all reasonable endeavors to minimize any such delay. Upon cessation of the event giving rise to the delay the parties shall insofar as may be practicable under the circumstances complete performance of their respective obligations hereunder. Notwithstanding the foregoing, if any of the abovementioned events shall preclude THE COMPANY from meeting any or all of its obligations hereunder, for a period of more than 3 months, from the date of occurrence of such act, it shall be open to either party to rescind this contract by giving 1 month's notice. 5. SUBCONTRACTING: 5.1 THE COMPANY will not subcontract or permit anyone other than THE COMPANY personnel to perform any of the work, services or other performance required of THE COMPANY under the Agreement without the prior written consent of the Bank. 6. EQUIPMENT ATTACHMENTS: 6.1 Bank shall have the right to make changes and attachments to the equipment, provided such changes or attachments do not prevent proper maintenance, from being performed, or unreasonably increase THE COMPANY cost of performing repair and maintenance service. 7. SECURITY: 7.1 THE COMPANY agrees that it and its personnel will at all times comply with all security regulations in effect from time to time at Bank's premises and externally for materials belonging to Bank. 8. CONFIDENTIALITY: 8.1 THE COMPANY acknowledges that all material and information which has or will come into its possession or knowledge in connection with the Agreement or the performance hereof, whether consisting of confidential and proprietary data or not, whose disclosure to or use by third parties may be damaging or cause loss to Bank will at all times be held by it in strictest confidence and it shall not make use thereof other than for the performance of this Agreement and to release it only to employees requiring such information, and not to release or disclose it to any other party. THE COMPANY agrees to take appropriate action with respect to its employees to ensure that the obligations of non-use and nondisclosure of confidential information under this Agreement are fully satisfied. 9. LIABILITY AND INDEMNITIES: 9.1 THE COMPANY represents and warrants that the repair and maintenance service/products hereby sold do not violate or infringe upon any patent, copyright, trade secret, or other property right of any other person or other entity. THE

11 COMPANY agrees that it will, and hereby doth, indemnity the Bank from any claim, or demand, action or proceeding directly or indirectly resulting from or arising out of any breach or alleged breach of this warranty. 10. BUSINESS TERMINATION: 10.1 In the event that the COMPANY shall cease conducting business in the normal course, or wind up, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets or shall avail itself of, or become subject to any proceeding under any act or statute of any country or state relating to insolvency or the protection of right of rights of creditors, then (at the option of Bank notwithstanding clause 1.1 of the Agreement) this Agreement shall forthwith stand terminated and be of no further force and effect and any property or rights of such other party, tangible or intangible shall forthwith be returned to it. 11. TERMINATION OF THIS AGREEMENT: 11.1 This Agreement may be terminated by either party in any of the following circumstances: a) Under the provision of clause 1.1 of this Agreement, unless renewed by mutual consent of the parties hereto. b) If Bank do not make payments due to THE COMPANY under this Agreement in terms of clauses 2.1 and 2.2 above. c) Under the provision of clause 2.4 of this Agreement. d) If Bank do not maintain appropriate environmental conditions as indicated in clause 3.5 of this Agreement. e) Under the provision of clause 4.1 and/or 10 of this Agreement. f) By giving one month notice of such termination to the other by either of the parties to this Agreement. 12. ARBITRATION: 12.1 All disputes and differences of any kind whatever arising out of or in connection with this Agreement shall be referred to arbitration. The arbitrator may be appointed by both the parties or in case of disagreement each party may appoint an arbitrator and the decision of the arbitrators) shall be final. Such arbitration to be governed by the provisions of the Indian Arbitration Act. 13. GENERAL: 13.1 Marginal notes and headings are for guidance only and are not intended to be read or construed as part of this Agreement No amendment to this Agreement shall be effective unless it is in writing and signed by duly authorized representatives of both parties Each party warrants and guarantees that it has full power and authority to enter into and perform this Agreement, and the person signing this Agreement on behalf of each has been properly authorized and empowered to enter into this Agreement. Each party further acknowledges that it has read this Agreement, understands it, and agrees to be bound by it.

12 13.4 Words importing the singular include the plural and vice versa. TERMS OF INVOICES SUBMITTED BY THE COMPANY: The Company shall submit to Bank their invoices for payment of the above periodical charges on completion of each quarter during the term of the Agreement. Such invoices shall be payable by Bank within 15 days of receipts. (subject to the provision of clause 3.7 of the agreement). IN WITNESS WHEREOF THE PARTIES HAVE EXECUTED THIS AGREEMENT ON THE ABOVE MENTIONED DATE. Seal of the Company affixed in the presence of Shri (Director) Shri (Director) of the company (in accordance with the Articles of Association of the Company) Bank by its representative: (Authorised signatory)

13 List of Hardware Items Under AMC Annexure-D Deskjet Printer 71 Desktop 564 Dot Matrix Printer 79 High speed printer 10 Line Matrix printer 21 Manageable switch 6 Passbook Printer 147 Scanner 86 Thin Client 294 LaserJet Printer 34 Cash Receipt Printer 16 LOCATED AT: (Different branches of Bank of India, Indore Zone.) IN WITNESS WHERE OF THE PARTIES HAVE EXECUTED THIS AGREEMENT OF THE ABOVE MENTIONED DATE. Seal of the Company affixed in the presence of Shri (Director) Shri (Director) of the company (in accordance with the Articles of Association of the Company) Bank by its representative: (Authorised signatory)

14 PROPOSED AMC RATES (Tender dated: ) Annexure-E Items Name No. of items AMC rates per item, inclusive of all taxes. Total. Deskjet Printer 71 Desktop 564 Dot Matrix Printer 79 High speed printer 10 Line Matrix printer 21 Manageable switch 6 Passbook Printer 147 Scanner 86 Thin Client 294 LaserJet Printer 34 Cash Receipt Printer 16 GRAND TOTAL: Authorised signatory Name:.. Designation: Date:..