UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) FOR RATE CONTRACT FOR BATTERIES WITH AND WITHOUT UPS SYSTEMS

Transcription

1 UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) FOR RATE CONTRACT FOR BATTERIES WITH AND WITHOUT UPS SYSTEMS (For Empanelled Vendors with Mangalore Region Only) (Ref: ROMAN:RCC:253 DATE: ) FOR VARIOUS BRANCHES / OFFICES / ATM SITES UNDER Mangalore Region

2 Last date and time for seeking clarification from us on the terms & conditions of the RFP Last date and time for Receipt Of Bidding Document Date and Time of Technical Bid Opening P.M P.M P.M Place of opening of Bids Regional Office, Mangalore. Address for communication Cost of RFP (non refundable), Regional Office, 1 st floor, Katyayani Mahamaye, Annapoorneshwari Complex, Near PVS KalaKunj, Mangalore /- Batteries with UPS system /without UPS system. Items Required under Rate contract. 1. UPS system 3 KVA with 4 hours backup (with 100 AH 8 No s SMF batteries) 2. UPS system 5 KVA with 4 hours backup (with 130 AH Exide 6EL 20 No s batteries) AH 8 No s Exide SMF batteries AH 20 No s Exide 6EL Batteries. Contact to Bidders Interested Bidders are requested to send the to rcc.mangalore@unionbankofindia.com Containing following information, so that in case of any clarification same may be issued to them. Name of company, contact person, Mailing address with Pin Code, Telephone No., Fax No., address, Mobile No. etc.

3 INSTRUCTIONS TO BIDDER 1. INTRODUCTION is a Public Sector Bank having Head Office at Nariman Point, Mumbai and Regional office at 1st floor, Katyayani Mahamaye, Annapoorneshwari Complex, Near PVS KalaKunj, Mangalore , Karnataka. The Bank is finalizing the rates for Batteries with with & without UPS systems for future requirements of its branches/ offices/ ATMs for various locations under Regional Office Mangalore. Offers are invited from empanelled vendors for supply, installation, commissioning and maintaining the same. 2. SCOPE OF WORK 2.1. Delivering, installing and maintaining UPS systems & batteries of specified configuration at various locations at various branches under Regional Office Mangalore Providing service and onsite support during warranty period and post-warranty period as per Bank s requirement, without any extra cost to the Bank. 3. ELIGIBILITY CRITERION 3.1 Bidders should be on the Bank's empanelment list for supply of UPS Systems and Batteries. Empanelled OEMs can quote through their authorized business partner. Bidder need to furnish the authorization letter from Original Equipment Manufacturer for the proposed Batteries make. However, only OEM or the authorized business partner can submit offers under the RFP and not both. 3.2 The bidder should be capable of giving proper service support to our various branches under Regional Office Mangalore. [Enclose the list of technical staff (Name, Contact no, address and distance from the site) available for providing support at above locations] 3.3 Bidders, who have not satisfactorily completed any of the earlier contracts with Bank, will not be eligible for participation in this tender. 3.4 The companies or firms, bidding for the above tender, should have not been black listed by any of Government Authority or Public Sector Undertaking (PSUs). The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender, otherwise the bid will not be considered. Vendor must comply with the above mentioned criteria. Non-compliance of any of the criteria can entail rejection of the offer. Photocopies of relevant documents/certificates should be submitted as proof in support of the claims made for each of the above mentioned criteria. The Bank reserves the right to verify/evaluate the claims made by the vendor independently. Any mis-representation will entail rejection of the offer. 4. TERMS OF EXECUTION 4.1 The vendor shall deliver the UPS Systems / batteries within 2 weeks from the date of the Purchase order at the branches / offices as per details of delivery locations provided with Purchase Order. 4.2 The vendor shall provide service support as and when required during the warranty period and thereafter under AMC, if required by the Bank.

4 5. LOCATIONS TO BE COVERED The UPS systems / batteries being procured will be installed at various locations under Mangalore Region comprising 11 Districts of Karnataka (Dakshin Kannada, Uttar Kannada, Udupi, Mysore, Kodagu, Mandya, Hassan, Chikmagalur, Shimoga, Haveri, Bellary). However, the Bank reserves the right to change locations/add new locations as per Bank s requirement. 6. RFP DOCUMENT FEE The RFP document can be downloaded from the Bank's website amount of Rs (non-refundable) by means of a demand draft issued by a scheduled commercial bank favoring, Regional Office, Mangalore payable at Mangalore, should be submitted at the time of submission of the tender, failing which the tender will be rejected. 7. BIDDING PROCESS (TWO STAGE ) The bidder will have to submit the Technical Bid and Commercial Bid separately in sealed envelopes, duly superscripting RATE CONTRACT FOR BATTERIES WITH UPS SYSTEMS / WITHOUT UPS SYSTEMS TECHNICAL BID and RATE CONTRACT FOR BATTERIES WITH UPS SYSTEMS / WITHOUT UPS SYSTEMS - COMMERCIAL BID as the case may be. The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. The authorization shall be indicated by written power of attorney accompanying the Bid. All pages of the bid except un-amended printed literature shall be initialed by the person or persons signing the Bid. The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the bid. The bidder should quote the price for each item required by the purchaser. 8. PRICE COMPOSITION 8.1 The prices quoted should be only in Indian rupees. 8.2 The prices should be inclusive of all taxes, duties, levies including Service and Sales Tax on AMC etc. 8.3 The prices quoted should also include charges towards freight, forwarding, delivery, installation, transit insurance charges till installation, commissioning of equipment. 8.4 AMC rate per annum and AMC amount should be quoted which should be valid for 3 years from the date of expiry of warranty period. 8.5 The vendors should quote prices strictly as per the price composition stated above failing which the offers are likely to be rejected. 9. PRICE FREEZING The prices finalized shall remain valid for a period of 12 months from the date of approval with quarterly review for downward revision of prices. However, AMC rates will be valid for 3 years from the date of expiry of warranty period. 10. OPENING OF OFFERS The representative of the vendor may remain present for the opening of the Technical/ Commercial Offers. No separate intimation will be given in this regard to the vendors, for deputing their representative.

5 11. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER The Bank shall be under no obligation to accept the lowest or any other offer received in response to this tender and shall be entitled to reject any or all offers without assigning any reason whatsoever. 12. LATE BIDS Any bid received by the Purchaser after the deadline for submission of bid prescribed by the purchaser will be rejected and/or returned unopened to the Bidder, if bidder desire so. 13. ETDC TESTING The UPS systems ordered by us should be duly tested and certified by ETDC or any other Govt. approved agency. Original Certificate is to be submitted to us. No extra charges will be payable for this purpose, by the Bank. 14. PAYMENT TERMS 14.1 No advance payment will be made against purchase order % of the total cost will be paid after delivery & installation at per site basis. The payment will be made against delivery challans and invoices duly signed by the Bank officials % will be paid on submission of Bank guarantee of equivalent amount valid through the warranty period or after completion of warranty period. (Note: Warranty period will be considered as maximum warranty period of UPS or batteries e.g. for 5KVA UPS with tubular batteries. Warranty period of UPS 3 years, Warranty period of Tubular batteries 4 years ; 14.4 AMC charges will be paid on quarterly basis, in arrears, after expiry of warranty period. 15. ORDER CANCELLATION 15.1 If the vendor fails to deliver and/or install the equipment within the stipulated time schedule or the extended date communicated by the Bank, it will be a breach of contract The Bank reserves its right to cancel the order in the event of delay in delivery / installation / commissioning of equipment. 16. AVAILABILITY OF SPARES Spares for the product offered should be available for at least 6 years. 17. LIQUIDATED DAMAGES 17.1 Notwithstanding the Bank's right to cancel the order, liquidated damages at 0.5% of the total cost per site per week will be charged for every week's delay in delivery subject to maximum 10% The Bank reserves its right to recover these amounts by any mode such as adjusting from any payments to be made by the Bank to the company Part of week will be treated as a week for this purpose. However, the Bank may, at its discretion, waive the liquidated damages in case the delay cannot be attributed to the vendor. 18. TERMINATION FOR DEFAULT The Bank, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Bidder, may terminate this Contract in whole or in part, if the Bidder fails to perform any obligations(s) under the Contract. In the event of the Bank terminating the Contract in whole or in part, the Bank may procure, upon such terms and in such manner, as it deems appropriate, services similar to those undelivered, and the Bidder shall be liable to the Bank for any excess costs for such similar services.

6 19. COMPREHENSIVE WARRANTY & COMPREHENSIVE AMC The offer must include comprehensive on-site warranty from the date of installation / commissioning of the equipments as follows: UPS System: at least 3 years SMF Batteries: at least 2 years Tubular Batteries: at least 4 years 19.1 Vendor shall be fully responsible for the manufacturer s warranty in respect of proper design, quality and workmanship of equipment, accessories etc. covered by the offer. Vendor must warrant all equipment, accessories, spare parts etc., against any manufacturing defects during the warranty/amc period. During the warranty/amc period vendor shall maintain the equipment and repair/replace all the defective components at the installed site, at no additional charge to the Bank Warranty/AMC should not become void if Bank buys any other supplemental hardware from a third party and installs it with these equipments. However, the warranty will not apply to such hardware items installed. The vendor should provide continuous service during Warranty and AMC period. The vendor should make Preventive Maintenance (PM) visits at least once during each quarter during both Warranty and AMC period. 20. UNDERTAKING BY VENDOR The successful bidder must give an undertaking signed by the Company Secretary that all components used in the machines supplied are original and not re-furbished. This must be submitted along with the Invoices. 21. PENALTY FOR LACK OF SERVICE SUPPORT Bank expects proper service support during warranty and post warranty period. The machine should be set right within 24 hours of reporting the complaint. The following SLA needs to be adhered for each UPS system with following financial penalties. Such penalty may be recovered from the amount payable to the vendor or quarterly AMC charges to be paid by the Bank Sr no. Description Response Time (during office hours) Penalty (Rs.) 1 Call response time 3 hours 2 Call resolution time including replacement of parts Equipment down for total 1 working day after logging complaint Above 1 working day (2nd day onwards), if substitute is not provided No Penalty Rs.500 per day (max.10% of the HW value of faulty UPS / Battery).

7 22. ANNEXURE I PRE QUALIFICATION The minimum qualification criteria for the bidders are as under: - Pre Qualification Criteria 1. Bidders should be on the Bank's empanelment list for supply of UPS/batteries. Empanelled OEMs can quote through their authorized business partner. Bidder need to furnish the authorization letter from Original Equipment Manufacturer for the proposed UPS/battery make. However, only OEM or the authorized business partner can submit offers under the RFP and not both. 2. Bidders can quote only one model of UPS. 3. The bidder should be capable of giving proper service support to our branches/offices/atms for various locations under Mangalore region. [Enclose the list of technical staff (Name, Contact no, address and distance from the site) available for providing support at above locations] 4. Bidders, who have not satisfactorily completed any of the earlier contracts with Bank, will not be eligible for participation in this tender 5. The bidder should have not been black listed by any of Government Authority or Public Sector Undertaking (PSUs). The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender, otherwise the bid will not be considered. Compliance (Yes/No) Detail of proof Attached Signature Seal of Company

8 23 ANNEXURE II - ACCEPTANCE OF TERMS AND CONDITIONS (Letter to the bank on the vendor s letterhead) To The Asst.General Manager, Regional Office, 1 st floor, Katyayani Mahamaye, Annapoorneshwari Complex, Near PVS KalaKunj, Mangalore Karnataka Sir, Reg.: RFP for Rate Contract of UPS Systems with / without batteries for various branches / offices / ATMs falling under Mangalore Region. With reference to the above RFP, having examined and understood the instructions, terms and Conditions forming part of the RFP, we hereby enclose our offer for the Rate Contract for supply of UPS Systems and batteries as detailed in your above referred RFP. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFP and all required information /annexure and also photocopy of un priced commercial bid is enclosed. We also confirm that the offer shall remain valid for 12 months from the date of submission of the offer. We hereby undertake that the equipment to be delivered to the Bank will be brand new including all components is licensed and legally obtained. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has right to reject the offer in full or in part without assigning any reasons whatsoever. The deviation, if any, has been given in the Annexure VI Declaration of Compliance attached. Yours faithfully, Authorized Signatories (Name & Designation, seal of the firm) Date:

9 24 ANNEXURE III Undertaking (Letter of Undertaking on Company Letter head) To The Asst.General Manager, Regional Office, 1 st floor, Katyayani Mahamaye, Annapoorneshwari Complex, Near PVS KalaKunj, Mangalore Karnataka Sir, Reg.: RFP for Rate Contract of Batteries with UPS Systems / without UPS Systems for various branches / offices / ATMs falling under Mangalore Region We submit our Bid Document herewith. You are not bound to accept the lowest or any bid received by you, and you may reject all orany bid. If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the purchaser to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us. If our bid is accepted, we are to be jointly and severally responsible for the due performance of the contract. You may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever. Vendor means the bidder who is decided and declared so after examination of commercial bids. The names of shortlisted bidders after the completion of first stage (Technical Bid), and the same of successful bidder to whom the contract is finally awarded after the completion of second stage (Commercial Bid), shall be displayed on the Notice Board of the purchaser at, Regional Office, Mangalore Dated at this day of 2018 Yours faithfully, For Signature Name

10 25. ANNEXURE IV : TECHNICAL SPECIFICATION FOR UPS 3, 5 & 7.5 KVA (STANDALONE) WITH 4Hrs. BACKUP and Batteries Parameters Technical specification Your Comments Technology Isolation Transfer Based Technology with IGBTs On-Line. 3KVA - 96VDC/120 VDC 5KVA -192 VDC 7.5KVA -192 VDC Topology Online Double conversion Type Input Source Mains/Local Make DG Set Input power factor >0.93 Input Frequency 46-54Hz Range Output Power VA at 0.7 power factor Input (Voltage) Range between 150 to 300V Output (Voltage) 230V +/- 5 %( both for load and supply variations)(base Voltage adjustable) Active Power Inbuilt Design Factor Correction Frequency 50 Hz +/- 0.1% (Constant frequency Output) Waveform (Output) Sine wave form with TDH less than 3%) Liner Isolation both in Input as well as in Output. Minimum metering Inverter efficiency Greater than 94% Crest Factor 3:1 Noise Level <60DB at 1 Meter Protection load)/ <5% (non linear load) Inbuilt Galvanic Double wound Type. 1. Backup available (Time for which backup available say next 10 Min) 2. Battery low audio alarm. 3. Output OK indicator. 4. Input/ Output voltage meter 5. Load Utilization Indicator 6) UPS on Mains/Battery 6. Frequency MCB, Fast acting, Fuse, Electronic Over voltage, under voltage. Battery under voltage protection

11 Size UPS type Inverter technology Battery charger Maximum charging Current Back up desired As compact as possible. Pl. State size On line (to act as power conditioner as well as Backup) Switch mode (PWM with IGBT SWITCHES) Current limited, maximum voltage equal to 2.33 V/Cell. Vendor to specify (Not to exceed 10% of battery capacity) Quote for 4 hour Battery system should have full load for specific Period of 4 hr. of the 100% rated capacity. Battery type Exide Power Safe EP 12V/100AH SMF / Exide 6EL 130AH Tubular Battery Overload (4 hrs) capacity Battery make (All Make mandatory to quote) Warranty on UPS Warranty Batteries Automatic Switchover Warranty Period on 110% for 60 min. 125% for 10 min. 150% for 1 min EXIDE SMF / 6EL Tubular 3 years on site comprehensive warranty from the date of installation 4 years for 6EL Tubular and 2 Years on SMF from the date of installation Requires automatic re-start after power is supplied to discharged batteries Onsite and Comprehensive from date of installation UPS Minimum 3 years SMF Batteries Minimum 2 years Tubular Minimum 4 years

12 Minimum VAH Rating Backup/VAH 3 KVA with 8 SMF 5 KVA with 130AH batteries of 96VDC batteries of 240VDC 4 hrs If required all units can be tested for the followings. Vendor has to make necessary arrangement for the same without any additional cost to Bank. 1. Bidder has to submit the complete details of backup with complete AH calculation. 2. VAH rating of batteries for the above capacity can be tested at any time during the Warranty/AMC period. 3. UPS will be connected to full resistive load and operated with mains disconnected at any time during the Warranty/AMC period. 4. Output voltage to be within / - 1% during the above back up time. We undertake to supply the UPS systems conforming to above specifications. Date:- Place:- Authorized Signatories (Name & Designation, seal of the firm)

13 26. ANNEXURE V- BILL OF MATERIAL /PRICE SCHEDULE BILL OF MATERIAL AND PRICE SCHEDULE Items to be considered for total cost of ownership (TCO) for UPS Systems with Batteries Sr. No 1 Item Description Cost of 3 KVA UPS with 8 no. of 100 AH /12V SMF batteries for 4 hrs backup. ( Exide) Unit Price (Rs.) (a) Taxes per unit (Rs.) (b) Total Price per unit (Rs.) (c)= (a+b) Buy Back Price (Can be of any make any model with batteries) (d) AMC Charge per Annum (preferably should be between 4% to 8% p.a. of h/w value) & rate shall be valid for a period of 3 yrs) (e) Maintenance Charges for 2 years. (Rs) (f) = (2*e) TCO (g=cd+f) 2 Cost of 5 KVA UPS with 20 no. of 130 AH /12V Tubular batteries for 4 hrs backup. (Batteries-Exide 6EL) Items to be considered for total cost of ownership (TCO) for Batteries without UPS Sr. No 1 2 Item Description Cost of 8 SMF 100AH batteries with Min 4 Hrs Backup of Exide. Cost of 20 Exide 6EL 130AH Tubular batteries with Min 4 Hrs Backup. Unit Price (Rs.) (a) Taxes per unit (Rs.) (b) Total Price per unit (Rs.) (c) = (a+b) Buy Back Price (Can be of any make any model with batteries) (d) TCO Afer Buyback (TCO) e= c-d

14 1. Unit prices of all items, including optional items must be quoted in WORDS AND FIGURES. 2. The Total cost of Ownership (TCO) includes GST on AMC (excepting Octroi / Entry Tax, which will be at actual on production of original receipt). However, in case of any upward /down ward revision in GST, the same will be considered by the Bank at the time of raising AMC invoice.. 4. Post Warranty AMC Rate will be frozen for 3 years. However, for determining L-1 Vendor of each item, cost of AMC for 2 years has been considered. 5. Bank reserves the right to reject the bid, if a vendor quotes AMC rate/ price beyond the above range of Hardware cost. 6. Cost comparison will be against each item. The vendors should quote for all the items. 7. Octroi, if any should be paid by the vendor on behalf of the Bank and Bank will reimburse the same to the vendor on submission of original Octroi receipt. 8. The buyback price against each item must be quoted. The buyback item can be of any make/model and condition. This is required in order to evaluate the L-1 Vendor for each item. The exact quantity of buyback, make and model will be specified in the PO after considering the buyback rates offered by the Vendors. However, it is not obligatory for the Bank to sale of UPS system and old batteries to the vendor who is supplying new UPS system and batteries. Authorized Signatories (Name & Designation, seal of the firm) Date:

15 27. ANNEXURE VI DECLARATION FOR COMPLIANCE All Terms and Conditions including scope of work except technical specifications We hereby undertake and agree to abide by all the terms and conditions stipulated by the Bank in this RFP including all addendum, corrigendum etc. (Any deviation may result in disqualification of bids). Signature: Seal of company Technical Specification We certify that the systems/services offered by us for tender confirms to the specifications stipulated by you with the following deviations. List of deviations 1) 2) 3) 4) Signature: Seal of company (If left blank it will be construed that there is no deviation from the specifications given above)

16 28. ANNEXURE VII ESCALATION MATRIX Bibbers have to provide their escalation matrix in below format. Any change in escalation matrix during the contract period should be informed to the bank immediately. Level Name Designation Contact Number including Mobile Number ID Level 1 Level 2 Level 3 Signature: Seal of company XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX