TENDER DOCUMENT. Tender Number: 04/ Date: Empanelment, Supply & Installation of Dot Matrix printers With Bottom Push Tractor

Transcription

1 (A premier Public Sector Bank) Information Technology Division Head Office-Mangalore. TENDER DOCUMENT Tender Number: 04/ Date: Empanelment, Supply & Installation of Dot Matrix printers With Bottom Push Tractor Corporation Bank Information Technology Division, Head Office, Pandeshwar, Mangalore , Karnataka. Tender Cost VAT towards Tender Cost Earnest Money Deposit [EMD] : Rs.15,000/- (Rupees Fifteen Thousand Only) : Rs.825/- (Rupees Eight Hundred Twenty Five Only) : Rs.8,00,000/- (Rupees Eight Lakhs Only) Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 1 of 40

2 Table of Contents Invitation for Tender Offers... 4 Instructions to Bidders Two Bid System Offer Schedule of requirements Qualification Criteria Terms and Conditions Empanelment of Bidders Non-transferable Offer Offer validity Period Proposal ownership Address for Communication Modification and Withdrawal of Offers Opening of Offers Preliminary Scrutiny Clarification on Offers No Commitment to Accept Lowest or Any Offer Documentation Submission of Technical Details Make, Models & Part numbers of the equipment Format for Technical Offer Format for Commercial Offer Erasures or Alterations Multiple/Alternative offers Locations of Installation Costs & Currency Fixed Price Price Comparison Negotiation Order Splitting Short-listing of Bidders Right to Alter Quantities & Issue of Purchase Orders Liabilities of Corporation Bank Proposal Process Management Download Tender Document from Website Qualification / Eligibility Criteria Eligibility of the Bidder Track Record of installations Quality Standards Service Centers Manufacturer s Authorization form Earnest Money Deposit (EMD) Tender Cost & VAT towards Tender cost Annexure A Tender offer Covering Letter (on Bidder s letter head) Annexure B Check List to Bidders Annexure C Terms and Conditions of the Tender Technical Inspection and Performance Evaluation Pricing & Payments Payment Delivery & installation Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 2 of 40

3 5. Completeness of Installation Acceptance Testing Software Drivers & Manuals Warranty Annual Maintenance Contract (AMC) Penalties Other Conditions Spare parts Local Support Mean Time Between Failures (MTBF) Insurance Inter-working of Hardware and Software Interface to Branch / Office Automation Software Order Cancellation Indemnity Publicity Guarantee Assurance Non-Disclosure Agreement Force Majeure Resolution of Disputes Letter of undertaking of Authenticity Annexure C1 Terms and Conditions Compliance Table Annexure D Details of the Bidder Annexure E Manufacturer s Authorization Form (MAF) Annexure F Details of Track Record of Past Installations Annexure G Details of Service Centers Annexure H1 Bill of Materials and Price Schedule (Technical Offer) Annexure H2 Bill of Materials and Price Schedule (Commercial Offer) Annexure I Technical Details & Specifications Form Annexure J Format of Earnest Money Deposit (EMD) Bank Guarantee Annexure K Format of Performance Bank Guarantee (PBG) Annexure L The terms of the empanelment Annexure M Checklist for Qualification Criteria Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 3 of 40

4 Invitation for Tender Offers Corporation Bank ( the Bank for short) invites offers in sealed envelopes(technical and commercial) from eligible, reputed manufacturers and/or their authorized dealers/agents for empanelment, supply and installation of Dot Matrix printers for use of different branches/offices of our Bank located at different locations described in this document. The details are given below: Tender Number 04/ Start of the sale of tender document Last Date for receipts of Queries Last Date and Time for receipts of offers :00 PM Date and time of Opening of Technical :30 PM Offers Place of Opening of offers Address of Communication Corporation Bank, Information Technology Division Head Office Mangalore , Karnataka. The Assistant General Manager Corporation Bank Information Technology Division Head Office, Mangala Devi Temple Road, Post Box No. 88 Mangalore , Karnataka Contact Telephone Numbers Phone: / Fax : (0824) purchase@corpbank.co.in Technical offers received by the Bank will be opened in the presence of the Bidders representatives who choose to attend the opening of Tender Offers on the date and time specified above. Only the Bidders who have submitted their offers in response to this tender are permitted to attend the opening. It is essential that all clarifications / queries, if any, should be submitted to the Bank before the date mentioned above. Technical Specifications, Terms and Conditions and various format and proforma for submitting the offer are described in the tender document and its Annexures. Earnest Money Deposit (EMD), Tender cost and VAT towards Tender cost must accompany the Technical Offer as specified in this tender document. Offers received without EMD or tender cost or VAT towards Tender cost will be rejected. Instructions to Bidders 1. Two Bid System Offer There should be two separate offers (Technical and Commercial). Both the offers must be submitted at the same time, giving full particulars in two separate sealed envelopes at the Bank s address given below, on or before 16:00 hours on Both the envelopes should be securely sealed and stamped. Offers received after the date and time specified for receiving the offers will be rejected. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 4 of 40

5 Official to whom the offers are to be submitted Assistant General Manager Corporation Bank, Information Technology Division Head Office, Mangala Devi Temple Road Pandeshwar, Mangalore Tel no: Offers received after the last date and time specified for such receipt will be rejected. All envelopes should be securely sealed and stamped. Two separate sealed envelopes containing offers must be submitted to the Bank directly as under: 1. Technical Offer [Original] 2. Commercial Offer [Original] Both the envelopes mentioned above should be super-scribed with the following information: Type of Offer : (Technical or Commercial) Tender Number : 04/ Due Date : Name of the Bidder : ENVELOPE- T (Technical Offer): The Technical Offer (T.O.) should be complete in all respects and contain all information asked for, except prices. The T.O. should not contain any price information. The Technical offer should be submitted in a closed envelope to the Bank (marked as Technical Offer). The T.O. should be complete to indicate that all products and services asked for are quoted. For example, the Technical Offer should mention that AMC charges are included in the Commercial Offer, without mentioning the actual amount. EMD Bank Guarantee, Tender cost and VAT towards Tender cost should be kept inside the Technical Offer being submitted to the Bank. ENVELOPE-C (Commercial Offer): The Commercial Offer (C.O.) should give all relevant price information and should not contradict the T.O. in any manner. The Commercial offer should be submitted to the Bank in a closed envelope (marked as Commercial Offer). Technical and Commercial Offers must be submitted separately, in different envelopes. It may be noted that if any envelope is found to contain both technical and commercial offers, such offer will be rejected. 2. Schedule of requirements This tender comprises of following schedule Schedule Number Name of Schedule Components 1 Dot Matrix Printers As per the specifications given in Annexure I Quantity 1700 Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 5 of 40

6 It may be noted that the requirement given in this tender is indicative only and the Bank may decide to purchase the additional number of Dot Matrix Printers as mentioned here below: The Bank may decide to purchase the additional number of Dot Matrix printers up to the extent of 25% of the quantity specified in this tender from L1 or ( In case of split, L1 or L2 or L1+L2 Bidders ), at the same terms & conditions and rate agreed by the Bank and the Bidder. 3. Qualification Criteria Only the Bidders who meet all the qualifications mentioned in Qualification Criteria of the tender, are eligible to participate in the tender. 4. Terms and Conditions The Terms and conditions for Bidders who participate in this tender are specified in the section named Annexure C - Terms and Conditions. These terms and conditions are binding on all the Bidders. These terms and conditions will also form part of the purchase order, to be issued to the successful Bidder(s) on the outcome of the tender process. 5. Empanelment of Bidders The tender is for supply of Dot Matrix printers. The Bank will short list the Bidders who qualify in the technical part of the tender. The rates finalized will be valid for 6 months from the date of first Purchase Order issued relating to this tender. The Zonal Offices / Head Office will place orders on the successful bidder / bidders for supply of Dot Matrix printers in a staggered manner. The panel will be valid for 2 years subject to review of the performance of the Bidders / inclusion of new Bidders after one year subject to the terms and conditions as per Annexure L. 6. Non-transferable Offer This tender document is not transferable; only the Bidder, who has purchased the tender document, is entitled to quote/participate. 7. Offer validity Period The offer should hold good for a period of 6 months from the date of the opening of commercial offer. 8. Proposal ownership The proposal and all supporting documentation submitted by the vendor shall become the property of the Bank. 9. Address for Communication Offers should be addressed to the following officer at the address given below: The Assistant General Manager Corporation Bank, Information Technology Division Head Office, Mangala Devi Temple Road, Pandeshwar, Mangalore , Karnataka Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 6 of 40

7 10. Modification and Withdrawal of Offers The Bidders will not be allowed to modify their offers once submitted. However, the Bidders are allowed to withdraw their offers at anytime before the last date and time specified for receipt of offers. No offer can be withdrawn by a bidder after the last date and time specified for submission of offers. 11. Opening of Offers Offers received within the prescribed closing date and time will be opened in the presence of Bidders representatives who choose to attend the opening of the offer on the date and time specified in this tender document or any other date which is convenient to the Bank and informed in our website tender page. The Bidders representatives present shall sign a register of attendance. 12. Preliminary Scrutiny Offers from Bidders not meeting the qualification criteria will be rejected. The Bank will scrutinize the offers received to determine whether they are complete and as per tender requirement, whether any errors have been made in the offer, whether technical documentation as asked for and required to evaluate the offer has been submitted, whether the documents have been properly signed and whether items are offered as per the tender requirements. The Bank may, at its discretion, waive any minor non-conformity or any minor irregularity in the offer. This waiver shall be binding on all bidders and the Bank reserves the right for such waivers. 13. Clarification on Offers To assist in the scrutiny, evaluation and comparison of offers, the Bank may, at its discretion, ask some or all Bidders for clarifications on the offer made by them. The request for such clarifications and the Bidder response will necessarily be in writing/ No Commitment to Accept Lowest or Any Offer The Bank shall be under no obligation to accept the lowest or any other offer received in response to this Tender and reserves its right to reject all the offers including incomplete offers without assigning any reason whatsoever. The Bank reserves the right to make any changes in the terms and conditions of purchase as and when need is felt. The Bank will not be obliged to meet and have discussions with any bidder and / or to entertain any representations. 15. Documentation The following information should be furnished along with the technical offer by means of printed technical brochures/manuals/cd etc. Annexure B provides a suggested checklist for documentation to be submitted by the bidder. Make and model numbers of all the items quoted. Specifications of all items asked along with technical specifications brochures. Version number in case of software. It is required to indicate if the software requires any particular version of the operating system for compatibility. Software(s), which will be supplied free, and the ones that will be charged for, should be clearly indicated. Restrictions on software usage, if any, should also be mentioned. 16. Submission of Technical Details It is mandatory to provide the technical details in the exact format of Annexure I - Technical Details & Specifications given in this Tender. The offer may not be evaluated / may be rejected by the Bank in Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 7 of 40

8 case of non-adherence to the format or partial submission of technical information as per the format given in the offer. The deviations in the technical requirements should be mentioned in the Annexure I - Technical Details & Specifications only and on the contrary specifying the deviations elsewhere in the offer is not acceptable and will not be considered The Bank shall not allow/permit changes in the technical specifications after the last date and time of receipt of offers as specified in this tender. The relevant product information, brand and model number offered, printed product brochure, technical specification sheets etc. should be submitted along with the offer. Failure to submit this information along with the offer could result in disqualification. (Please refer to the suggested checklist given in this document) 17. Make, Models & Part numbers of the equipment It is mandatory to provide make, model and part numbers of all items and their subcomponents as asked in the technical specification. The offer may not be evaluated and/or will be liable for rejection in case of non-submission or partial submission of make, model and part numbers of the items offered. Please note that substituting this information by just brand name is not enough. The successful bidder must certify that all CoA (Certificate of Authenticity) supplied with the Dot Matrix printers are valid for use in India. Further, the successful bidder must also certify that no counterfeit and refurbished parts/equipment are supplied. At the time of supply, the bidder must furnish a list of serial numbers of all parts with CoA along with the corresponding list of Dot Matrix printers serial numbers for software licenses, which are preloaded. This data should be provided to our Division at HO, prior to dispatch of the machines to the locations. The selected supplier should provide a CD containing serial number of each Dot Matrix printers being supplied along with the corresponding unique identification numbers for the internal components used in each of the Dot Matrix printers. A full list of serial numbers should be provided for the various components supplied along with relevant compliance certification from the OEM for components bearing these serial numbers. During the course of the contract when the supplier is maintaining the Dot Matrix printers, complete record should be kept of all the changes made to the configuration for any system that undergoes part replacement. The specifications of each replacement part should be equivalent or better than that of the original. The successful bidder must give an undertaking signed by the Company Secretary that all components used in the Dot Matrix printer supplied are original and not re-furbished 18. Format for Technical Offer The Technical Offer should be made in an organized, structured and neat manner along with Brochures/leaflets etc., should not be submitted in loose form and should also be properly paginated. The Bidder shall provide information on the acceptance of the terms & conditions exactly as per the Annexure C1. The comments in the Deviation Column of technical details is permitted only if compliance column is shown 'No', otherwise it will be construed as complied as per the requirement of Bank. Please note that specifying deviation elsewhere in the offer document will not be considered. If there is any Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 8 of 40

9 deviation the same should be mentioned in the Technical offer with compliance column clearly marked as 'No'. Similarly compliance of Terms and Conditions of the Tender should be clearly stated in the Compliance Table itself and should not be covered elsewhere in the offer document. If so, such deviations will not be considered and it will be construed as complied as per the requirement specified in the Tender. The suggested format for submission of Technical Offer is as follows: 1. Index 2. Earnest Money Deposit (EMD) 3. Tender Cost (Demand Draft) 4. VAT towards Tender cost (Demand Draft) 5. Annexure A - Covering letter. 6. Annexure C1 - Terms and Conditions Compliance Table. The table suggested in Annexure C1 must cover Bidder s response to all the terms and conditions specified in the offer document. 7. Annexure D - Details of the Bidder. 8. Annexure E - Manufacturer s Authorization Form (if applicable). 9. Annexure I - Technical details & specification, complete with all columns duly filled in. 10. Annexure H1 - Bill of Materials and Price Schedule Technical Version. This table should not contain any price information in Technical Offer. 11. Warranty and AMC details. This should not contain any price information in Technical Offer. 12. Delivery schedule. 13. Technical Documentation (Product brochures, leaflets, manuals etc.). An index of technical documentation submitted with the offer must be enclosed. 14. Software details, if any 15. Annexure F - Track record of installation. 16. Annexure G - Details of Service Support Centers 17. Bidders Financial Details (audited Balance Sheets & Profit and Loss account etc.) and other supporting documents, as asked in the tender document. 18. Annexure M - Checklist of submission of relevant documents for qualification criteria. 19. Format for Commercial Offer The Commercial Offer must not contradict the Technical Offer in any way. The suggested format for submission of Commercial offer is as follows: 1. Index 2. Covering letter 3. Annexure H2 - Bill of Materials and Price Schedule Commercial Version. This annexure must contain all price information including that of AMC. 4. Spare Parts prices 5. A statement that the Bidder is agreeable to the Payment schedule given in the tender. The quoted prices shall be all inclusive of all taxes and levies except Entry Tax and Octroi wherever applicable. There will be no price escalation for the total period for which commercials have been quoted. The commercial offer should not contain anything other than the information specified above. More particularly, statement or request for deviation in either Technical specification or terms & conditions specified in the tender should not form part of Commercial Offer. In case if any commercial offers contain such requests or submissions the offer will be summarily rejected without any further process or communication in this regard. Any commercial offer, which is conditional and / or qualified or subjected to suggestions, shall also be summarily rejected. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 9 of 40

10 20. Erasures or Alterations The offers containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the offer. Technical details must be completely filled in. Correct technical information of the product being offered must be filled in. Filling up of the information using terms such as OK, accepted, noted, as given in brochure/manual is not acceptable. The Bank may treat such offers as not adhering to the tender guidelines and as unacceptable. 21. Multiple/Alternative offers Each offer should preferably specify a single solution, which is cost effective and meeting the tender specifications, and shall not include any alternatives. The Bidder desirous of offering the Bank multiple offers should submit separate Offer complete in all respects. Each offer should be complete in all respects and should not make cross-reference to details given in other offer. Every such alternative Offer should accompany separate EMD, Tender Cost & VAT towards Tender cost. Offers made without EMD, Tender cost and VAT towards Tender cost will be rejected. In case any bidder offers more than one alternative of Dot Matrix Printers and submits only one EMD, tender Cost and VAT towards Tender cost, then the Bank will consider the first offer for evaluation and subsequent offers will not be evaluated at any cost. 22. Locations of Installation The Head Office of the Bank is floating this tender. The Dot Matrix Printers being procured through this tender shall be installed and supported by the Bidder on getting the order at various locations of the Bank furnished with the purchase order / dispatch instructions subsequently. The Bank reserves the right to make changes in the locations/quantity list given to the Bidder. 23. Costs & Currency The offer must be made in Indian Rupees only, including the following: 1. Cost of the equipments specified 2. Installation & commissioning charges, if any, 3. Warranty charges 4. Packing, Forwarding and Transportation charges up to the site. 5. Insurance to cover equipment during transit, up to the installation of equipment at the respective site and handing it over to the Bank. 6. Bidders have to make their own arrangements for obtaining road permits wherever needed. 7. All taxes both direct & indirect including Service tax and levies except Entry Tax and Octroi wherever applicable 24. Fixed Price The commercial offer shall be on a fixed price basis, inclusive of all taxes and levies except Entry Tax and Octroi wherever applicable. No price variation relating to increases in customs duty, excise, tax, dollar price variation etc. will be permitted. However, any downward revision of customs duty, excise, tax, dollar price, the benefit of which has to be passed on to the Bank. 25. Price Comparison The Bank will consider the TCO (total cost of ownership) for the purpose of price comparisons as follows: Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 10 of 40

11 TCO = Cost of the Dot Matrix printers as per specification in Annexure I with three years warranty (as per clause 23 Cost and Currency) + 3 years Post Warranty AMC. The AMC rates shall be exclusive of Service Tax. 26. Negotiation It is absolutely essential for the Bidders to quote the lowest price at the time of making the offer in their own interest, as the Bank will not enter into any price negotiations, except with the lowest quoting Bidder, whose offer is found to be fully technically in line with the tender specifications. 27. Order Splitting To reduce the risks of delay in the project, The Bank will split the order in the ratio of 60:40 between the Bidder offering the lowest total price (L1) and the Bidder offering the second lowest total price (L2) provided the difference in total price between L1 and L2 is less than or equal to 7%. If the L2 bidder does not agree to accept the rates offered by the L1 bidder in writing or within 5 working days or in the event of the failure of splitting formula among two Bidders, the bank reserves its right to order the whole quantity from the lowest quoting (L1) Bidder. The Purchase Order (P.O.) for L2 will also be at the same rate at which order is placed on L1. The Bank reserves its right to order the entire quantity from (L1) bidder. The split formula of 60:40 will not apply if only one bidder is qualified or difference in total price between L1& L2 is greater than 7%. In case of downward revision of price offered by L1 bidder subsequent to issue of First Purchase Order on the basis of this tender, the L2 bidder has to confirm the acceptance of Revised L1 price in writing within 5 working days of the intimation in order to supply further quantity on the basis of order splitting clause. In case L2 does not accept the price offered by L1, the entire quantity shall be ordered to L1 bidder. In case both the bidders offers same TCO and third bidder offers a TCO within 7% of difference between first two bidders, then the split formula will be applicable only to the first two bidders who have quoted the same TCO and the order cannot be shared with the third bidder on the basis of Split formula. Also if more than one bidder offers TCO within 7%, the only L2 bidder will be considered for order splitting. The L1 & L2 bidders may offer supply of different brands/make so long as the specifications and prices are same. 28. Short-listing of Bidders The Bank will prepare a short-list of technically qualifying Bidders based on the technical evaluation of the offers received and the commercial offers of only these Bidders will be opened. The Bank will intimate the date and time of opening of Commercial Offers to the bidders whose Offer is technically in line with the tender requirements. 29. Right to Alter Quantities & Issue of Purchase Orders The Bank reserves the right to alter the quantities specified in the tender up to 25% of the Tendered quantity. The Bank proposes to place Purchase orders in staggered manner. 30. Liabilities of Corporation Bank This tender is not an offer by the Bank, but an invitation for bidder responses. No contractual obligation on behalf of the Bank, whatsoever, shall arise from the tender process unless and until a formal contract is signed and executed by duly authorized officers of the Bank and the Bidder. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 11 of 40

12 31. Proposal Process Management The Bank reserves the right to accept or reject any/all proposal/ to revise the tender, to request one or more re-submissions or clarifications from one or more Bidders, or to cancel the process in part or whole. No Bidder is obligated to respond to or to continue to respond to the tender. Additionally, the Bank reserves the right to alter the requirements, in part or whole, during the tender process. Each party shall be entirely responsible for its own costs and expenses that are incurred while participating in the tender, subsequent presentation and contract negotiation processes. 32. Download Tender Document from Website The tender document is also available for download from the bank s website Those who choose to download the tender from our website are required to pay the price of tender while submission of their offer. They are also required to confirm in writing that they have not modified any part of the tender and they will abide by the same. If any Bidder fails to pay the price of the tender, his offer will be rejected. In case of any dispute/discrepancy, the physical version of the tender available with the bank will be final & binding on all who participate in the tender. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 12 of 40

13 Qualification / Eligibility Criteria 1. Eligibility of the Bidder The Bidder submitting the offers should be a Registered Company having a turnover of Rs.10,00,00,000/- (Rupees Ten Crores Only) for each of the last 3 financial years ( , & ) in manufacturing/selling & maintaining Dot Matrix Printers, peripherals and related business. This must be the individual Company s turnover and not that of any group of Companies. If any agent/distributor/re-seller/channel partner is making the offer, then the turnover criteria is applicable to their turnover and not to the principal. The Bidders should be a net profit making Company in the last 3 years. A copy of immediate previous three financial year s ( , & ) relevant audited balance sheets and profit and loss account must be submitted with the offer. The Bidder should be in business of manufacturing/selling Dot Matrix Printers for at least three years in India. 2. Track Record of installations The Bidder should provide proof of having sold a minimum of 300 Dot Matrix Printers in India during the last 2 financial years ( & ) put together. (In case more than one Purchase Order is enclosed then these orders should be arranged properly with a covering list with index for easy evaluation). In addition, it is required that Bidder should have executed one or more single order (for Dot Matrix Printers) of Rs.10,00,000/- (Rupees Ten Lakhs Only) or more in India in either of the last 2 financial years ( & ). The information should be provided only in respect of the recent 5 largest clients in the format as given in Annexure F. Offers from Bidders who have already supplied Dot Matrix printers to our Bank and whose service support was not satisfactory, as decided by the committee, will be summarily rejected. 3. Quality Standards The Bank is looking for state of the art, well proven / designed and quality product, which is used by a large number of users in India / abroad. All items quoted should be associated with specific model numbers and names and with printed literature. The Bank may reject any offer on the basis of past experience of the product / company. Any departure from the specifications as given in Annexure I should be clearly listed in Annexure I deviations column giving reasons thereof. 4. Service Centers The Bidder should have Service Centers in the major cities in India and also should have own/franchisee service centers at least at 60% of the locations where the Bank proposes to provide Dot Matrix Printers. The details of Service Centers are to be provided as per Annexure G and the Bidder should be able to provide onsite services at these cities. However, the Bidder has to specify the service center name from where they will support the location, where the Bidder does not have their own/franchisee service centers, as per the format prescribed in Annexure G. However, the Bidder responding shall note that irrespective of the location of the Printers, when called, it should be installed/repaired within 24 hours. The Bidders should have their own / franchise arrangements to support the Dot Matrix Printers where the locations are marked by (*) as mandatory in the Annexure G. The Bank may at its discretion, verify the information provided in this annexure in respect of the service centres for their veracity and correctness. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 13 of 40

14 The Bidder should also have satisfactory track record of service support rendered by them as judged by the Bank. 5. Manufacturer s Authorization form Bidders, other than the manufacturers must submit a letter of authority from their manufacturers that they have been authorized to quote on behalf of the manufacturer as per Annexure E. 6. Earnest Money Deposit (EMD) Bidders are required to give EMD by way of a Bank Guarantee valid for 6 months from the due date of the tender for Rs.8,00,000/- (Rupees Eight Lakhs Only) as Earnest money Deposit (EMD) along with their Offer. For each alternative Offer, a separate EMD must be submitted. The Bidders are required to renew/offer a fresh BG towards EMD for a further period till completion of supply of the ordered/tender quantity. Offers made without EMD will be rejected. The format for the EMD Bank Guarantee should be as per Annexure J. The EMD of the unsuccessful bidders will be returned by the Bank immediately after the completion of the tender process. The EMD of the successful bidder will be returned on completion of the Contract/supply and submission of Performance Bank Guarantee. 7. Tender Cost & VAT towards Tender cost Tender Cost of Rs.15,000/- (Rupees Fifteen Thousand Only), VAT towards Tender cost of Rs (Rupees Eight Hundred Twenty Five Only)should be by way of Demand Draft (DD) favoring Corporation Bank, Tender No. 04/ payable in Mangalore. Tender cost & Applicable VAT should be submitted as separate Demand Drafts. Offers made without tender cost and VAT towards Tender cost will be rejected. For each alternative Offer, a separate tender cost & VAT towards Tender cost should be submitted. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 14 of 40

15 Annexure A Tender offer Covering Letter (on Bidder s letter head) Date: 2016 Offer Reference No. : To: The Assistant General Manager Corporation Bank Information Technology Division Head Office, Mangala Devi Temple Road Post Box No. 88 Mangalore , Karnataka Dear Sir, Tender No.: 04/ dated Having examined the tender documents including all annexures the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver, install & service Dot Matrix printers in conformity with the said tender in accordance with the Schedule of Prices indicated in the commercial offer and made part of this offer. We accept all the terms & conditions of this tender. If our offer is accepted, we undertake to commence and complete delivery and installation of all the equipment as specified in the Contract as per terms and conditions of the tender. We agree to abide by this tender offer till 6 months from the date of opening of Commercial Offer opening and our offer shall remain binding upon us and may be accepted by the Bank any time before the expiration of that period. Until a formal contract is prepared and executed, this tender offer, together with the Bank s written acceptance thereof and the Bank s notification of award, shall constitute a binding contract between us. We understand that the Bank is not bound to accept the lowest or any offer the Bank may receive without assigning any reason whatsoever. Dated this day of 2016 Signature: (in the Capacity of:) Duly authorized to sign the tender offer for and on behalf of Name: id: Contact No: Contact address: Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 15 of 40

16 Annexure B Check List to Bidders Notes: Your offer will be liable for outright rejection in case you do not submit the following manuals/information/literature along with the offer in a printed and readable form / on a CD. You may however add any additional documents in support of your offer. Sl. No. Item Description Documentation provided 1. Brochure of the Printer offered 2. User Manual Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 16 of 40

17 Annexure C Terms and Conditions of the Tender 1. Technical Inspection and Performance Evaluation The Bank reserves its right to carry out a technical inspection and performance evaluation of Dot Matrix Printers offered by short-listed Bidders as per the discretion of the Bank. 2. Pricing & Payments The price offered to the Bank must be in Indian Rupees, inclusive of all prevailing taxes and duties such as Excise, Sales, VAT, Customs etc., packing, forwarding, import and custom clearance, transportation to respective sites, insurance till delivery at sites, cost of installation, commissioning and comprehensive on-site maintenance services under warranty. Octroi / Entry tax, if applicable, will be paid / reimbursed by the Bank at actuals on production of original payment receipt. No price increase on account of changes in tax structure in future shall be permitted. From the date of placing the order till the delivery of the Dot Matrix printers, if any changes are brought in the tax structure by the Government resulting in reduction of the cost of the Dot Matrix printers, the benefit arising out of such reduction shall be passed on to the Bank. 3. Payment The Bank will make payment as follows: 2.1 Option 1: Where advance is sought by the Bidder from the Bank: The Bank will pay 25% of the order value as advance against a Bank Guarantee (as per the format prescribed by the Bank). The Bank Guarantee should be valid for a period of 4 months from the date of purchase order or 30 (thirty) days after the date of delivery of the Dot Matrix Printers & acknowledgement by the Bank whichever is later. The Bank Guarantee should be for a sum equal to 25% of the order value plus 2% per month for the period of Bank Guarantee. For such advance paid, the Bank will charge 12% per annum from the Bidder till the date Dot Matrix Printers are delivered and acknowledged. Such interest on advance will be adjusted against the balance amount payable by the Bank to the Bidder % of the order value will be paid on delivery and installation of the Dot Matrix Printers at the locations indicated by the Bank against production of Proof of Deliveries and Installation Report. Bidder may claim 55% of the order value on per site basis if he provides a certificate from the concerned location that the site is not ready for installation. The Bank will make this payment at Head Office, Mangalore within 15 working days from the date of receipt of claim from the Bidder along with necessary proof of delivery and installation Certificates duly acknowledged by the branch officials under branch/office seal The balance 20% will be paid against submission of Performance Bank Guarantee (as per the format prescribed in Annexure K) for the equivalent amount valid for the warranty period with a claim period of six months. 2.2 Option 2: Where advance is NOT sought by the Bidder from the Bank: If the Bidder does not wish to claim the advance as mentioned in above, 80% of the order value will be paid on delivery and installation of the Dot Matrix Printers against proof of delivery along with installation certificate. Bidder may claim 80% of the order value on per site basis, if he provides a certificate from the concerned location that the site is not ready for installation. The Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 17 of 40

18 Bank will make this payment at Head Office, Mangalore within 15 working days from the date of receipt of claim from the Bidder along with necessary proof of delivery and Installation Certificate duly acknowledged by the branch officials under branch/office seal Balance of 20% will be paid against submission of Performance Bank Guarantee (as per the format prescribed in Annexure K) for the equivalent amount valid for the warranty period with a claim period of six months. All the documents evidencing delivery & installation of printers shall be in original. 4. Delivery & installation The Bidder shall be responsible for delivery & installation of the Dot Matrix Printers ordered at all the sites and for making them fully functional at no additional charges to the Bank within 4 weeks [5 weeks in case of Road permit areas] from the date of Dispatch Instruction (DI). The Bank reserves to itself the right to issue Dispatch Instructions in phases depending upon the project requirements. The Bidder shall be responsible for immediate delivery of the Dot Matrix Printers on receipt of such Dispatch Instructions. Failure to deliver in time will entitle the Bank to recover the advance paid, if any, with interest. If the Bidder fails to deliver and/or install all the equipment ordered within the stipulated time schedule or by the date extended by the Bank, the same shall be treated as a breach of contract. In such case, the 25% advance received by the Bidder and the interest at 14%, will become returnable to the Bank immediately with interest at 2% per month from the date of making advance payment and the Bank may invoke the Bank Guarantee without any notice. In the event of the Bank agreeing to extend the date of delivery at the request of Bidder, it is a condition precedent that the validity of Bank Guarantee shall also be extended by further period as required by the Bank before the expiry of the original Bank Guarantee. Failure to do so will be treated as breach of contract. In such an event the advance paid to Bidder will become returnable together with 2% per month to the Bank forthwith and the Bank reserves its right to foreclose the Bank Guarantee. The bidder may be required to shift and install the Dot Matrix printers to alternative locations if the Bank desires so, on mutually agreeable terms. Appropriate insurance to cover the Dot Matrix Printers for the transit period and till the time of its acceptance by the Bank at the respective site is to be taken by the Bidder. At the discretion of the Bank, there will be an acceptance test conducted by the Bidder in presence of the Bank officials and/or its nominated consultants after installation of complete equipment. In case of serious discrepancy in Dot Matrix Printers supplied, the Bank may cancel the entire purchase order and return them back to the Bidder at Bidder s costs and risks. The Bank will not arrange for any Road Permit/Sales Tax clearance for delivery of Dot Matrix Printers to different locations and the Bidder is required to make its own arrangements for delivery of Dot Matrix Printers to the locations as per the list of locations/sites provided from time to time by the Bank. However, the Bank will provide letters/certificate/authority to the Bidder, if required 5. Completeness of Installation The Bidder shall be responsible for installation of the Dot Matrix Printers at the branches/offices for making them fully functional at no additional charge within 1 week from the date of logging the call or instruction by the Bank. The installation will be deemed as incomplete if any component of the Dot Matrix Printers are not delivered or is delivered but not installed and/or not operational or not acceptable to the Bank after acceptance testing/examination. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 18 of 40

19 In such an event, the installation will be termed as incomplete and it will not be accepted and warranty period will not commence. In such an event, the supply & installation will be termed as incomplete and printer (s) will not be accepted and the warranty period will not commence. The installation will be accepted after complete installation of Dot Matrix printers and satisfactory working of the entire equipment for a minimum period of 10 days. 6. Acceptance Testing At its discretion, the Bank will conduct acceptance test. The test will check for trouble-free operation for ten consecutive days in addition to physical verification and testing. There shall not be any additional charges payable by the Bank for carrying out this acceptance test. In the event of any errors and bugs detected during acceptance testing, resulting in corrective action required by the bidder, the schedule for acceptance testing will be revised to a mutually convenient date at the cost and expenses of the Bidder. The Bank reserves its right to get the Dot Matrix printer and related components tested by any Agency/ agency of its choice and the Bidder shall not object to the same. 7. Software Drivers & Manuals The Dot Matrix Printers will have to be supplied with the software drivers and manuals as applicable. The bidder should supply along with each Dot Matrix printer, all the related documentation and software. These will include but not restricted to user manual, operation manual, operating system, other software, drivers etc. 8. Warranty The Dot Matrix printers offered should have 3 years comprehensive on-site warranty including print head and all other critical parts, except plastic parts. The warranty commences from the date of installation and acceptance of the Dot Matrix Printers by the Bank. The Bidder should list out the parts of the printer which are covered under warranty as given below. Sl. No. Parts Description Bidder shall be fully responsible for the manufacturer s warranty in respect of proper design, quality and workmanship of all equipment, accessories etc. covered by the tender. 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 Dot Matrix printers and repair/replace at the installed site all defective components, at no charge to the Bank. The Bidder shall accomplish preventive maintenance activity once in a quarter to ensure that all hardware / software components function without defect or interruption and should be properly recorded under authentication of the Bank s branches/offices. In case the Bidder fails to maintain the Dot Matrix Printers as per the warranty terms during the warranty period, the Performance Bank Guarantee will be invoked and the damages will be claimed from the Bidder. Warranty should not become void if the Bank buys any other add-on hardware from a third party and installs it with/in the printer in the presence of the representative of the bidder. However, the warranty will not apply to such third-party hardware items installed by the Bank. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 19 of 40

20 9. Annual Maintenance Contract (AMC) The Bidder should also quote separately for Annual Comprehensive Maintenance Contract charges at site including print head and all other critical parts, except plastic parts for Dot Matrix printers for 4 years from the date of expiry of the warranty period (post-warranty). This rate should be quoted as: 4 th year comprehensive on-site Annual Maintenance Charges in Indian rupees exclusive of service tax 5 th year comprehensive on-site Annual Maintenance Charges in Indian rupees exclusive of service tax 6 th year comprehensive on-site Annual Maintenance Charges in Indian rupees exclusive of service tax The bidder should give firm commitment to provide maintenance of Dot Matrix printers at the price quoted as above for 3 years from the date of expiry of warranty. The Bank will not permit any changes in AMC rates once quoted, for any reason whatsoever. The Bidder is expected to maintain the Dot Matrix printers supplied for at least 6 years from the date of acceptance by the Bank. It may be noted that the Bank reserves its right to ask for a Performance Bank Guarantee (PBG) to the tune of 15% of the value of the order, for 3 years duration from the date of commencement of AMC, if AMC charges quoted by the Bidder are abnormally low (below 3% of the cost). The Bank also reserves its right to decide on this matter and its decision will be binding on the Bidder without any further explanation to the Bidder. This Bank Guarantee will be linked to the AMC obligations of the Bidder. The Bank reserves its right to disqualify any offer made with AMC rate of less than 3% as unrealistic. The Bidder shall accomplish Preventive Maintenance activity once in a quarter to ensure that all hardware / software components function without defect or interruption. 10. Penalties For delay in Delivery/installation For any delay in delivery/installation of the Dot Matrix Printers beyond 4 weeks [5 weeks in case of Road Permit Areas] from the date of Dispatch Instruction (DI) by the Bank, the Bank will charge 0.5% of the order value per week or part thereof from 5 th week [6 th weeks in case of road permit areas] onwards, subject to a maximum of 10% of the order value. For any delay in installation of the Dot Matrix Printers beyond 1 week from the date of logging call by the Bank, the Bank will charge 0.5% of the order value per week or part thereof from 2 nd week onwards, subject to a maximum of 10% of the order value. However this penalty will not be applicable if the delay is with the prior written approval of the Bank. For delay in repair Any Dot Matrix Printer that is reported to be down on a given date should be repaired by the next day. The downtime should not normally exceed 24 hours and in no case beyond 1 week. The reporting will be through a telephonic message or any other mode as the Bank may decide. In case Bidder fails to meet the above standard of maintenance, the Bank reserves the right to levy a penalty of Rs.500/- (Rupees Five Hundred Only) per day depending upon the circumstances of the case. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 20 of 40

21 11. Other Conditions The Bidder should display the Serial Number of the machine in the front side of the Dot Matrix printer by way of good quality sticker or by embossing the particulars as under to facilitate easy call logging in case of service / repairs. Serial No of printer Serviced by Telephone no for logging the call 12. Spare parts The bidder will make the spare parts for the Dot Matrix printer available for a period of 6 years from the time of acceptance of the Dot Matrix printer by the Bank. During the warranty/ AMC period, if any spares are not available or difficult to procure or the procurement is likely to be delayed for replacement if required, the replacement shall be carried out with state of the art technology equipment of equivalent capacity or higher capacity at no additional charges to the Bank. The bidders should list out all the spare parts and provide the respective costs of parts as per the table given below. The prices should be mentioned only in the Commercial Offer. Sl. No. Part Description Unit Price (INR) Local Support The bidder should be capable of meeting the service & support standards as specified in this tender. Bidders are also required to submit along with their offer a detailed support plan providing complete details like address of the support center, number of service engineers available along with their names, telephone/mobile numbers, fax number, spares that will be stocked for warranty/amc service etc. This plan must cover all the locations that have been indicated in the list of the locations as given in Annexure G. 14. Mean Time Between Failures (MTBF) If during the warranty period, any Dot Matrix Printer fails (hardware) on four or more occasions in a quarter, it shall be replaced by equivalent / superior new Dot Matrix Printer by the Bidder at no additional cost to the Bank. 15. Insurance The Dot Matrix printers to be supplied should be insured by the bidder against all risks of loss or damage from the date of shipment till such time it is delivered at the Bank s site & accepted by the Bank. Certificates of the Comprehensive Insurance Cover should be submitted to the Bank for verification/examination and record. The bidder shall take the insurance cover from a Government of India recognized insurance company only. 16. Inter-working of Hardware and Software The Bidder must integrate all the components supplied by him to make the printer integrated and fully functional. It will be Bidder s responsibility to locate/identify the exact nature of the problem/fault(s) and rectify the same. Under no circumstances will a problem/fault be blamed on the application software without sufficient cause and justification. Tender No: 04/ for Supply & Installation of Dot Matrix printers Page 21 of 40