BANK OF BARODA BOB Towers, 4 th Floor,(P&E Deptt.) North Gujarat Zone Opp. Law Garden, Ellis Bridge Ahmedabad

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1 BANK OF BARODA BOB Towers, 4 th Floor,(P&E Deptt.) North Gujarat Zone Opp. Law Garden, Ellis Bridge Ahmedabad NOTICE INVITING TENDER FOR APPOINTMENT OF COURIER SERVICES BANK OF BARODA INVITES SEALED TENDERS FOR PROVIDING RATE CONTRACT COURIER SERVICE FOR CARRYING DAK / PARCELS (TIME SENSITIVE DOCUMENTS) FOR INTERCITY, INTRACITY, SEMI URBAN AND RURAL CONSIGNMENTS AMONG ALL BRANCHES/OFFICES OF NORTH GUJARAT ZONE AND OTHER PLACES ON ALL INDIA BASIS FOR NORTH GUJARAT ZONE, AHMEDABAD. THE TENDER COMPLETE IN ALL RESPECTS SHOULD REACH OUR OFFICE ON OR BEFORE BEFORE 03:00 P.M AT THE BELOW MENTIONED ADDRESS. THE DY GENERAL MANAGER BANK OF BARODA 4 TH FLOOR BOB TOWERS ZONAL OFFICE OPP LAW GARDEN ELLIS BRIDGE AHMEDABAD-06 THE SCHEDULE OF TENDER IS AS UNDER: 1. Date of Tender Notice Pre-bid Meeting at 12:00 P.M 3. Last date of submission of tender forms (up to 3:00 p.m.) (Technical and Financial Bid in separate sealed covers) 4. Time and Date of opening of Technical Bid at 4:00 p.m. 5. Place of opening tender BOB Towers, 6 th floor, Law Garden, Ahmedabad 6. Time and Date of opening of Financial Bid Will be suitably informed

2 The selection criteria are as follows: a) Average annual financial turnover during the last 3 financial years, ending 31 st March 2013 should be at least ` 5 crores per year. Income Tax Clearance Certificate (ITCC), Income Tax Returns, audited Annual report of last 3 years should be furnished in support. b) Minimum 5 years experience in handling dak of a large public / private sector undertaking preferably a bank having sufficient branches / offices across the country. c) Must have minimum 2 work orders pertaining to courier services with Public Sector/Govt Bodies every year for the last three years. c) Should produce evidence of satisfactory performance report from atleast 60% of the clients. d) Applicant must be registered with Central Board of Excise and Customs under Service Tax Act and should have PAN number. e) Should have its main office/sub office in Ahmedabad. f) Should have the system of docket tracking/ tracking of shipment/ consignment on their website. Scope of work: The courier agency should be capable of providing courier services for carrying dak/parcels and time-sensitive documents for inter-city, intra-city, semi-urban and rural consignments for the branches/offices of North Gujarat Zone on All-India basis. The agency should be able to deliver dak and parcels to any addressee branches / offices / places within a period of 24/48 hours with submission of proof of Delivery (POD) to the sender / office within 7 days alongwith a report giving summary of document of a specific date to the respective offices Bank of Baroda has branches in semi-urban and rural areas. The agency should be able to deliver dak and parcels and also provide pick-up services to our branches in rural areas and villages.

3 The bidders should furnish a list of delivery cum pick up centers with addresses and phone numbers to cater needs of almost all our branches. They should be able to deliver dak and parcels to any addressee branches/offices/ places within a period of 24/48 hrs with submission of Proof of Delivery (POD) to the sender/office within 7 days. Terms and conditions: PRE-BID MEETING: A pre-bid Meeting will be held on at 12:00 P.M at 6 th Floor, BOB Towers, Bank of Baroda, Zonal Office, Ahmedabad. Precondition to participate in the pre-bid meeting is that bidders should submit the tender fee of Rs 500/- in the form of Demand Draft and Banker s Cheque in favour of Bank of Baroda payable at Ahmedabad on TENDER FEE Applicants who meet the above selection criteria should submit the tender along with a tender fee of Rs 500/- in the form of Demand Draft and Banker s Cheque in favour of Bank of Baroda payable at Ahmedabad. Those bidders who had submitted the tender fees at the time of pre-bid meeting need not submit the tender fee at the time of submission of bids but have to mention the details of the Demand Draft and Banker s Cheque submit. The tender document may be downloaded from our website Those applications received without submission of the tender fee will be out rightly rejected. EARNEST MONEY DEPOSIT (EMD) Earnest Money Amount through DD/Bankers Cheque for Rs 50000/- in favour of Bank of Baroda payable at Ahmedabad to be submitted with technical bid. The said EMD will be returned within period of -30- days from the date of opening of the received tenders and within -10- days to the technically disqualified agencies. However, in case of the lowest/successful bidder backing out from the terms and conditions mentioned in his tender or refuses to honor his tender, the earnest money deposit will be forfeited. SECURITY DEPOSIT AND AGREEMENT

4 The successful applicant will be required to deposit Security money of Rs 5.00 lacs at the time of entering into agreement with the Bank. The same will be kept with the Bank on lien as interest bearing Fixed Deposit. Successful applicant has to execute the agreement form duly stamped accepting all the terms and conditions mentioned therein. SPLITTING OF ORDER The Bank reserves for itself the right of splitting the scope of work between two or more service providers. If the exigency warrants, Bank may at its discretion split the work or service normally in the ratio of 60:40 between L1 and L2 subject to the consent of L2 to provide services at the same rates quoted by L1 or in any other ratio determined by the Bank at its discretion. Splitting of work or service and fixing the ratio are in the rights exclusive to the Bank and any decision to splitting of the work in any ratio as the Bank may fix in case needed will be final and conclusive. The intending service providers in any manner have no right to question the split and fixation of ratio. Also, if L-2 for any reason what-so-ever does not agree or is not willing to provide service as per the rates quoted by L-1, Bank will call L-3, L-4, etc service providers in that order in place of L-2. In the event of L3, L4, etc service providers not matching the rates of L-1, the entire quantity will be awarded to L-1. DAMAGES The Courier represents that it has fully understood that it shall be liable for damages suffered by the Bank due to wrong delivery/loss in transit/ non delivery or any loss of letter/document/packet. The decision regarding the quantum of damage suffered and calculated by the Bank in this regard shall be final and binding upon the agency. The courier agency shall immediately on demand pay to the Bank the amount quantified by the Bank without disputing the same or the Bank can deduct the amount from the payment to be made to the courier agency. SUBCONTRACTING The courier agency shall not subcontract or permit anyone other than its personnel to perform any of the work, service or other performance required by the Bank under the contract. The contract is liable to be terminated if so found later on and penalty will be imposed. SUBMISSION OF BIDS

5 Agencies who agree with the above requirements and meet our selection criteria are eligible to apply in two bid system-part I-Technical Bid and Part II-financial Bid. The bidders shall submit part 1 and part 2 of the bids separately in sealed envelopes duly super-scribing Technical bid on one envelope and Financial Bid on another envelope. Both the envelopes (separately sealed) should be put in another envelope duly super-scribed Tender for appointment of courier agency. This envelope should be submitted to our office latest by by 03:00 P.M. The Technical BIDS will be opened on the same day i.e at 04:00 P.M. One representative of each bidder may be present on the same day at the venue mentioned. The technically qualified bidders will be informed in writing the date and time of opening of financial bids two days prior to the opening. Applicant must sign every page of this bid (including annexure) and also sign all the documents furnished in this bid. Incomplete tenders will be summarily rejected.

6 CERTIFICATE TO BE SUBMITTED BY THE APPLICANT IN TOKEN OF ACCEPTANCE OF ALL TERMS AND CONDITIONS The Dy General Manager 4 th floor, Zonal Office North Gujarat Zone Bank of Baroda Ahmedabad. Dear Sir, Sub: Tender for Appointment of Courier Agency. 1. With reference to the above tender, having examined and understood the instructions, terms and conditions forming part of the tender, we hereby enclose our offer for providing courier services detailed in your above referred tender. 2. We confirm that we have not been disqualified/blacklisted by any PSU bank/govt. Bodies for courier services provided to them. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the tender and all required information as per Annexure has been submitted. We further confirm that our Agency has not been disqualified/rejected by any Bank for non performance/non fulfillment of Tender. 3. We also confirm that the rates offered and if accepted by the Bank shall remain valid for one year from the date of work order placed. 4. We understand that the Bank has the right to reject the offer in full or in part without assigning any reasons whatsoever. 5. We undertake to abide by all the terms and conditions 6. We have read and understood the terms and conditions and accept the same. Yours faithfully, Authorised Signatory (Name & Designation, seal of the authorized signatory/firm) Date:- Place:

7 Tender Process: In the first stage of evaluation, only Technical Bid (Part 1 of the bids) will be opened and evaluated by the Bank. The Bidders satisfying the technical requirement as determined by the Bank and accepting terms and conditions of these documents shall be short listed. Under second stage of evaluation, the Financial Bid (Part-2) of only those bidders who have been short listed i.e technically qualified in the first stage, will be opened. Bids duly sealed as indicated above should be sent separately through registered post or delivered by hand at 4 th floor, Premises & Equipment Department as mentioned below address so as to reach by before 3:00 p.m. at the following address: Dy. General Manager Bank of Baroda North Gujarat Zone, Premises & Equipment Dept. 4 th Floor, BOB Towers Opp.Law Garden, Ellis Bridge Ahmedabad Phone: (079) , Submission of tender in any other format or conditional will not be entertained & will be summarily rejected. The Bank reserves its right to accept or reject application of any of the bidder for appointment of courier agency without assigning any reasons what-so-ever. Place: Ahmedabad Date : Dy. General Manager North Gujarat Zone

8 PART-I FORMAT FOR TECHNICAL BID-I Mandatory Information required for Pre-qualification of the Technical Bidder 1) Full name of the Courier Agency/Firm : 2) Constitution with details of Partners, : Directors etc. 3) Address of Main/ Sub-office at Ahmedabad : 4) Website: 5) Telephone Fax, etc. : 6) Name(s) address and telephone Number(s) : of Proprietor/Managing Director/Managing Partner. 7) Name(s), address and telephone number of : contact Person(s) 8) Year of Establishment : 9) Income Tax PAN / TAN No : (attach attested copy) 10) Service Tax Registration Number : 11) Registration details of the agency, firm, etc. : 12) Self authenticated Income Tax Clearance/ : Certificate/ copies of Income Tax Returns filed during last -3- years( , , ). 13) Details of work with Public Sector Banks/ Govt Bodies during the last-3- years, documentary proof to be attached. :

9 14) Willing to give a security deposit of ` 5.00 : lacs and enter into an agreement as per the draft to be decided by the bank. 15) Audited Year-wise total turnover for the last 3 years : 16) Details of EMD of ` 50000/- : (i.e Name of the Bank, DD/BC No., Date) 17) Details of Tender fee (i.e Name of the Bank, DD/BC No., Date) 18) Main clients at present (Name, Address and : Telephone No.) (Attach separate sheet if needed) 19) Whether services of applicant have been : suspended / withdrawn by any Bank / Financial Institution ever before, if yes, the reasons for suspension / withdrawal, date of suspension / withdrawal and the present status to be mentioned. Copy of stamped affidavit attached? : Certification: I certify that all the details furnished above are true and correct to the best of my knowledge and belief. I understand that in case of furnishing of any false information or suppression of any material information, the bid shall be liable for rejection besides initiation of penal proceedings by the Bank, if it deems fit. Signature of Courier Agency / Authorized Person Place : Ahmedabad Date : Note: Compliance to all the points mentioned in technical bid shall stand for evaluation of Technical Bid of the Applicant. No rates to be quoted in this bid. If

10 the rates are mentioned by the applicant, then the applicant shall be debarred from tendering process. ANNEXURE I OF TECHNICAL BID-II Following Documents are required with the Technical Bid: 1 Name of the Courier Agency/Firm 2 Type of Firm 3 No. of field staff 4 No. of administrative staff Whether on the approved panel of any Govt. 5 Dept/PSU/Bank (enclose proof). Whether any of the family member working 6 with Bank of Baroda? Tender documents duly stamped and signed by the tenderer on all the pages, in token of 7 having accepted all the terms and conditions of the tender. Self authenticated details of constitution of 8 the Firm, Company etc. Experience certificate(s) with name, address, telephone number(s) of clients and certificate 9 from their present client(s) stating the bidders satisfactory performance. Self authenticated Documentary evidence certifying annual turn-over of at least ` 5 crores in each of the last three financial years. Self authenticated copies of the Balance Sheet and P&L A/C for each of the last thee financial years duly certified by a Chartered Accountant. Self authenticated copies of registration with CBEC (TIN number) and PAN Number. Affidavit that the firm/company is not currently blacklisted/suspended by any organization for any reason. In case of company, the affidavit must be signed by authorized person as per resolution of the company and certified copy of resolution should also be enclosed. a. Balance Sheet , , b. P& L Account a. Registration copy of TIN No. b. Registration copy of PAN No.

11 Note: If any of the above documents are not enclosed with Technical Bid, application will be rejected prima facie. PART-II FORMAT FOR FINANCIAL BID 1) Name of the Courier Agency : 2) Address of the Registered Office : 3) Proprietor/Partners/Directors Name and Address : 4) Proposed rate for letters / parcel : Within City Rate in ` Intercity Within Gujarat Upto 100 gms Upto 100 gms State (`) Mumbai (`) Anywhere in India(`) 101 to 250 gms 251 to 500 gms 501gms to 1 kg 101 to 250 gms 251 to 500 gms 501gms to 1 kg Above 1 kg, rates for every additional kg will as e.g. for 1 kg and 200 gms, the charges will be for 1 kg plus 250 gms. Seal Signature of the Bidder Place:

12 Date :

13 ANNEXURE I OF FINANCIAL BID Other terms and conditions of Financial Bid: 1. The rates quoted must be only in the format given in the tender. 2. The rates must be net rates. However, if service tax is payable, the same may be specified. 3. No conditional discount will be considered. 4. The Price bid offered in the offer shall remain valid for a period of 90 days from the date of opening of Price Bid. 5. The successful bidder will have to give a security deposit of Rs 5.00 lacs which will be kept with the Bank on lien as interest bearing Fixed Deposit 6. Letter / parcel shall have to be delivered as per under mentioned time schedule to the address except under circumstances beyond control like holiday, curfew in the area, act of public enemies, war, strike, other legal impairment in delivery of dak. a Within Same City b Within same state c Mumbai c Outside state incl other Metro cities 6. Penalty as below shall be payable 24 hours 24 hours 24 hours 48 hours. i) In case of delay of two days Rs 1000/- per consignment ii) Delay of more than four days iii) Delay of more than one week iv) Loss of the consignment/ Rs 2000/- per consignment Rs 5000/- per consignment wrong delivery by the agency Rs 10000/- per consignment + actual/probable loss incurred to the Bank 7. If the delivery of the consignment is not made due to wrong address, party left, change in office, etc, the consignment is to be returned to the Bank within -3- days with reasons of return, failure to which will attract penalty. 8. The courier agency should submit a report of the consignments delivered with all allied details viz. mode of delivery, date of delivery, etc. This report should be submitted to the branch/ Regional Office/ Zonal Office on monthly basis.

14 9. To ensure absolute security, safety and confidentiality about the nature of the document/dak sent. 10. To deliver Proof of Delivery (POD) of every envelope / parcel sent to the sending office with the bill. 11. The courier shall cover against any losses, damages, charges and expenses incurred to the Bank due to delay, non performance, mal-performance, nondelivery, loss, shortage or damages to any of the packets or documents whatsoever. 12. The Bank shall not claim from the courier for loss, damage or delay caused by the acts of peril of air, weather conditions, mechanical delays, acts of public enemies, war, strikes, commotions and acts or commissions of public authorities with actual or apparent authorities. 13. All disputes shall be subject to Ahmedabad jurisdiction. 14. The above services will be restricted to our Bank of Baroda Branches/offices in Gujarat State only. 15. Appointment of Courier Agency shall be for one year from entering into agreement subject to extension at bank s discretion & annual review. The decision to further continue/ discontinue the contract with the service provider lies fully with the Bank at its sole discretion. 16. Bank reserves its right to recover penalty by adjusting from Security Deposit or any payments to be made by the Bank to the service provider or any other mode which in the opinion of the bank deems appropriate. 17. No increase whatsoever will be considered within the contract period. In the event of any breach of contract, the security deposit will be forfeited. 18. The agency will raise the bill on monthly basis on completion of each calendar month and submit to the respective branches/regional office/zonal Office, etc. Signature of Courier Agency / Authorized Person xxx