REQUEST FOR PROPOSAL (RFP) RATE CONTRACT FOR SUPPLY OF 12 VOLT SMF Batteries (42/65/75/100/120/150 AH) FOR OFFICEs/BRANCHEs/ATMs UNDER REGIONAL OFFICE KOLKATA Rate Contract Period: 15.09.2018 to 14.09.2019 1
Bid Details: Rate contract for Supply of 12 volt (42/65/75/100/120/150 AH) Batteries. Sealed quotation are invited from Authorized battery dealers for supply of 12 volt SMF batteries (42/65/75/100/120/150 AH) for existing UPS system installed in Branches/ATM/Administrative offices of Kolkata region with buy back rate for the existing/old batteries. Start date of Bidding Document 16 th August 2018 Last date and time for Receipt Of Bidding Document Date and Time of Opening of Technical Bid Place of opening of Bids Address for communication Cost of RFP 24 th August 2018, 12:00 Noon 24 th August 2018, 12:30 PM Union Bank of India Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road, Kolkata- 700020 Union Bank of India Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road, Kolkata- 700020 Nil Items Required 12 VOLT SMF Batteries (42/65/75/100/120/150 AH) Sealed envelope should be Superscribed as Quotation for Battery and addressed to The Regional Head Union Bank of India Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road Kolkata- 700 020 Phone-033-22805940,22871179 Vendors are advised to submit the sealed quotations duly filled/completed/signed at the above address latest by 12:00 noon on 24.08.2018. Sealed quotation will be opened at 12.30 PM on 24.08.2018 at the above given address in presence of authorized officials of Regional Office. The representative of the vendor may be present for the opening of commercial offer. No separate intimation will be given in this regard to the vendor, for deputing their representative. 2
Introduction Union Bank of India, a Public Sector Bank (hereinafter referred to as Bank) has its Central Office at Nariman Point, Mumbai-400021 and Regional Office at Kolkata. The Bank invites offers for Rate contract and thereafter supply and installation of 42/65/75/100/120/150 AH (SMF) batteries at Branches/Office under Kolkata Region. Terms & Conditions: 1. Scope of Work I. Supply (under buyback), installation of 12V-42/65/75/100/120/150 AH (SMF) and perform UPS system operational/live on the new battery and quarterly checking/testing of Batteries and submit the report to concern branch as well as regional office. Geographical jurisdiction of Kolkata region covers Kolkata and 24- Parganas (North) district. II. Vendor will have to supply the batteries in all these areas including branches as well as ATMs, if required. The Bank reserve the right to make changes in the location specified, before delivery of the items. The Rate Contract Period will be from 15.09.2018 to 14.09.2019. III. Number of batteries required will depends on branch requirement. IV. The rates quoted will be applicable till 14.09.2019. No increase whatsoever shall be permitted during the contract period; however any decrease in cost must be informed to the Bank. The bank may extend the period of rate contract as per requirements of the bank. V. The Bank reserves the right to reject any or all sealed quotation received without assigning of any reasons thereof. 2. Eligibility Criteria I. The bidder should be original Equipment Manufacturer (OEM) of batteries of Exide/Quanta/Panasonic make or their authorized representatives/vendors or UPS OEMs, who are eligible to participate in the tender. In case of authorized representatives, they must submit dealer certificate/sale certificate/distribution certificate or authorization letter from Exide/Quanta/Panasonic which should be valid till contract period i.e. 14.09.2019. II. The bidder must have supplied at least 100 numbers of SMF (minimum 42/65/75/100/120/150 AH) batteries of Exide/Quanta/Panasonic make as a part of UPS system for Branches/Offices/ATMs of Public Sector Banks/Financial Institutions during the last two years. A proof to this effect must be attached with the technical offer. III. IV. Vendor should have an office in Kolkata region and 24-Parganas (North) Districts and support foot prints across Kolkata and 24-Parganas (North) Districts. Vendor should submit dealership authorization letter which should be valid till contract period i.e. 14.09.2019. 3
V. The companies or firms, bidding for the above tender, should have not been blacklisted by any of Government Authority or Public Sector Undertaking (PSUs) due to lack of support/services, poor hardware(battery and its spares) quality and malpractices. 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 their bid will not be considered. VI. Vendor must comply with the above mentioned criteria. Non-compliance of the criteria will lead to rejection of the offer. Relevant documents / certificates (duly attested with official seal by the authorized official of the vendor) should be submitted as proof in support of the claims made for the above mentioned criteria. The Bank reserves the right to verify / evaluate the claims made by the vendor independently. Any misrepresentation will entail rejection of the offer. 3. Delivery Period Delivery of batteries must be within 3 days from the date of purchase order. Any delay beyond stipulated time will attract a penalty as defined under liquidity damage section. 4. Warranty Period Minimum two (2) years comprehensive onsite warranty and maintenance for SMF batteries of the equipments covering all components, services, and visits to the concerned offices. Vendor 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 offer. Vendor must warrant all batteries, against any manufacturing defects during the warranty period. During the warranty period vendor shall maintain the batteries and repair/replace all the defective batteries / components at the installed site, at no additional charge to the Bank. If any number of batteries gone faulty with in warranty period, replacement must be done within 24 hours. 5. Quality Standards Union bank of India is looking for well-proven branded products. The product offered should not be more than 6 (six) months old from the date of manufacture mentioned on the batteries. The products quoted should be associated with specific model names. 6. Coordination with the UPS Vendor for Installation The battery vendor should install the battery properly in coordination with the UPS vendor to ensure proper installation and functioning. If any changes in wiring of batteries or any other accessories are required for installation of new batteries, cost of the same has to be borne by the battery vendor. 4
7. Type of Bidding The offer will be in two parts; Technical & Commercial. Both the parts must be submitted at the same time but in separate sealed covers, giving full particulars, addressed to the The Regional Head, Union Bank of India, Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road Kolkata-700020 and duly super-scribed "Technical Offer for Rate Contract for SMF Batteries and "Commercial Offer for Rate Contract for SMF Batteries. These covers should also indicate name and address of the bidder submitting the offers. Firstly Technical bid will be opened and Commercial offer will open only for technically qualified bidder. Commercial offer will be opened separately on a later date. The offers should either be hand delivered or delivered by post at the given address on or before 24.08.2018 by 12.00 noon. 8. Technical Offer (TO) The Technical offer (TO) should be complete in all respects and contain all information sought for in this document. It should not contain any price information. However TO should confirm that all required rates have been quoted in Commercial Offer (CO), without showing the actual amounts in the TO. The TO must be submitted in an organized and structured manner. No brochures/leaflets etc. should be submitted in loose form. The TO should comprise of following: 1. Covering letter on the prescribed format as per Annexure-A. 2. Photocopy of complete commercial offer (Annexure B) without indicating the prices. 3. Vendor information as per annexure-c 4. In case of Authorized business partner of OEM( batteries), letter of authorization from OEM should be attached, with due validity dates. 5. All required documents as per eligibility criteria. All the annexure and unpriced (Commercial Offer without mentioning prices) bill of material (Annexure-B) should be submitted duly signed with seal of the company. Commercial offer will opened only for qualified bidder. 9. Commercial Offer (CO) The Commercial Offer (CO) will give all relevant price information and will quote prices only in Indian Rupees. The CO should not contradict the TO in any manner. The CO should comprise of Commercial Version of Bill of Material as per Annexure-B. This must contain all price information. 10. Payment Terms 5
I. No advance payment against purchase order. All the payment will be released after successful installation. No extra charges will be paid for installation or for any reason whatsoever. II. 100% of the value of the equipment will be paid by the respective branch/office on successful delivery and installation of batteries at the given site. Vendor has to provide warranty card for all the batteries duly signed and stamped with firm seal. III. The payment will be made against delivery challans, invoices and installation reports duly counter signed by the technical staff of vendor and by the Bank officials. 11. Order Cancellation The Bank reserves its right to cancel the order in the event of one or more of the following situation: 1) Delay in delivery / installation / commissioning of Batteries beyond the specified period. 2) Discrepancy found in quality of batteries supplied. 3) The vendor shall be fully responsible for the manufacturer s warranty in respect of proper supply of batteries of same specification as per the batteries ordered. At the time of supply the batteries must be fully charged and they should not be more than 6 (six) months old from the date of manufacture mentioned on the batteries. During the warranty period, vendor has to replace all weak and faulty batteries and install them properly at respective site, at no extra charge to the Bank. 4) In the event the Bank terminates the Contract in whole or in part, the Bank may procure, upon such terms and in such manner, as it deems appropriate, Goods or Services similar to those undelivered and the Supplier shall be liable to the Bank for any excess costs for such similar Goods or Services. However, the Supplier shall continue performance of the Contract to the extent not terminated. 12. Liquidated Damages Notwithstanding the Bank's right to cancel the order, liquidated damages at 0.5% of the cost of equipment per week will be charged for delay in delivery of every week or part thereof for the equipment beyond the specified delivery period subject to a maximum of 5%. The vendor should provide replacement or service batteries within the stipulated period. In case of delay in replacement beyond 3 days, a penalty @ Rs. 200.00 per day will be levied. 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. 13. Erasures or Alterations Technical details and commercial quotes must be completely filled up. The corrections or alterations, if any should be authenticated. In the case of the corrections/alteration not properly authenticated, the offer will be liable for rejection. 6
In case there are any arithmetical errors in the final commercial offer, the Bank is free to accept or reject any /all such offer(s). 14. Opening of Offers Technical Offers will be opened on 24 th August 2018 at 12.30 p.m. The representative of the vendor can be present for the opening of the Technical Offers. No separate intimation will be given in this regard to the vendors, for deputing their representatives. Commercial offer for technically qualified bidders will be opened on a later date. 15. 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 notice and shall be entitled to reject any or all offers without assigning any reason whatsoever. The Bank reserves the right to make any changes in the terms and condition of purchase. 16. Offer validity period Rate Contract Period will be from 15.09.2018 to 14.09.2019. 17. Price Composition The price quoted should be only in Indian rupees all cost should be given in figures and words, and inclusive of following: Cost of the equipment. All taxes (including GST and relevant taxes if any etc.), duties, levies. Octroi will be paid extra on submission of Octroi receipt in Bank s name. Installation and commissioning charges, if any. Minimum two years comprehensive onsite warranty and maintenance for SMF batteries of the equipments covering all components, services, and visits to the concerned offices. Transportation and Forwarding charges to respective site. Charges for removing and shifting old batteries offered under buy back. Insurance to cover the equipment from transit period till installation. If Supplied batteries shall not be placed properly in existing RACK of branches/offices or if there will be any mismatch in size of battery & RACK then vendor has to provide new RACK at their own cost without any additional cost to the Bank. If any changes in wiring of batteries or any other accessories are required for installing new batteries, cost of the same has to be borne by the battery vendor. The vendors should quote prices strictly as per the price composition stated above failing which the offers are likely to be rejected. 18. No Price Variations 7
The commercial offer shall be on a fixed price basis. No upward revision in the price would be considered on account of subsequent increases in customs duty, excise tax, sales tax, etc. Moreover, if there is any reduction on account of government levies/taxes, during the offer validity period, the same shall be passed on to the Bank. However any change in the service tax and or any such type of tax will be to the account of Bank. 19. Billing The billing should be done as per the purchase order issued to the vendor. Octroi if any will be paid extra as per the rate applicable for particular site after the production of original receipt at Regional Office as per purchase order. 20. Evaluation Process I. Offers will be evaluated against the stipulated minimum eligibility criteria. Incomplete offers or offers not complying with the eligibility criteria will be rejected summarily. II. A technical evaluation will be carried out of proposal of the eligible vendors on the parameters as mentioned in above. Bank reserves the right to reject offer in any of the following circumstances: If offer is incomplete and/or not accompanied by all stipulated documents. If the offer is not in conformity with the terms and conditions stipulated in this document and letter as per Annexure A is not submitted. III. Opening of commercial offer to short-listed vendor(s) those comply with technical bid. 21. Quarterly Battery Testing The vendor should check the batteries status at least once in a quarter and should submit Battery Test Report during warranty and post warranty period. The visit / testing charges in Bill of material (BOM) has been taken for 2 years to arrive at TCO but the same rate will be applicable for next 2 years after expiry of warranty period. No testing charge. 22. Product Guarantees Vendor should give an undertaking on their letterhead confirming that the equipment delivered to the Bank is brand new and the serial numbers of batteries are in one series / lot. This undertaking is to be signed by a Director or Head of Marketing of the Company. The vendor should provide the list (with soft copy) giving serial numbers of the batteries supplied. 23. Battery Maintenance The Bidder will assume total responsibility for the fault free operation of the Battery and maintenance during the warranty for the period of 2 Years for SMF Battery. The Supplier will 8
accomplish preventive and breakdown maintenance activities to ensure that the Batteries execute without defect or interruption for 100% uptime for 24 hours a day, 7 days a week of operation of the machine worked on a quarterly basis. If the service support is less than 24*7 basis, Bank may at its own discretion reject the proposal in total, without assigning any reason. During the warranty period, the vendor should undertake to provide the Bank, free maintenance service (which will include maintenance of all batteries as and when required) from the date of installation. The vendor will be required to test the batteries on quarterly basis during warranty period of batteries and after expiry of warranty period of batteries (2 Years) and will submit report to our office. 24. Force Majeure Notwithstanding the above provisions, the Successful bidder shall not be liable for penalty or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For purposes of this clause, "Force Majeure" means an event beyond the control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions and epidemics. If a Force Majeure situation arises, the Bidder shall promptly notify the Bank in writing of such condition and the cause thereof. Unless otherwise directed by the Bank in writing, the Bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means of performance not prevented by the Force Majeure event. 25. Limitation of Liability Vendor s aggregate liability under the contract shall be limited to a maximum of the Contract value. This limit shall not apply to third party claims for 1) IP infringement indemnity; 2) bodily injury (including death) and damage to real property and tangible personal property caused by vendor s gross negligence. For the purpose of this section, Contract value at any given point of time, means the aggregate value of the purchase orders placed by Bank on the vendor that gave rise to claim, under this tender. Vendor shall not be liable for any indirect, consequential, incidental or special damages under the agreement/ purchase order. 26. Submission of Bids The bidders shall submit duly sealed envelope. The bid should be addressed to purchaser at the following address:- The Regional Head Union Bank of India Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road Kolkata- 700 020 9
27. Others The vendor shall provide effective after sales service during the warranty and post warranty period such that at no time the functioning of the system attached to the UPS/ Batteries is hindered for more than two hours. This will include regular checkup of batteries. 10
ANNEXTURE- A To ACCEPTANCE OF TERMS AND CONDITIONS (Letter to the bank on the vendor s letterhead) The Regional Head Union Bank of India Nodal Regional office Aelpe Court 1st Floor 225C, Acharya Jagadish Chandra Bose Road Kolkata- 700 020 Dear Sir, Sub: Rate Contract Proposal for SMF Batteries 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 supply of equipment 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. We also confirm that the offer shall remain valid till 14.09.2019 from the date of the offer. We hereby undertake that the equipment to be delivered to the Bank will be brand new including all components. The unpriced bill of material (Commercial Offer without mentioning prices) and vendor information (Annexure C), all duly filled in and signed, are enclosed. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has right to reject the offer in full or in part without assigning any reasons whatsoever. Yours faithfully, Authorized Signatories (Name & Designation, seal of the firm) Date: 11
Battery Price(A) GST(B) Buy Back Price(C) Final Price after buy back i.e. net price (D )=(A+B)-C Battery Price(A) GST(B) Buy Back Price(C) Final Price after buy back i.e. net price (D )=(A+B)-C Battery Price(A) GST(B) Buy Back Price(C) Final Price after buy back i.e. net price (D )=(A+B)-C BILL OF MATERIAL AND PRICE SCHEDULE EXIDE (12 Volt SMF) Annexure B (Commercial Offer) 42 AH 65 AH 75 AH 100 AH 120 AH 150 AH QUANTA (12 Volt SMF) 42 AH 65 AH 75 AH 100 AH 120 AH 150 AH PANASONIC (12 Volt SMF) 42 AH 65 AH 75 AH 100 AH 120 AH 150 AH (Amount in Rupees) * use separate sheet if required Note: 1. Unit prices of battery as well as TCO must be quoted in WORDS AND FIGURES. 2. The Total battery cost includes all taxes(mention GST %), duties and levies. 3. The Rate Contract Period will be from 15.09.2018 to 14.09.2019. 4. Buy back price quoted will be considered for deciding L1 vendor. 5. Cost comparison will be on the basis of total cost of ownership calculated as explained above. 6. Vendor need to carry out battery testing during warranty period without any extra cost to the Bank. 7. Battery cost includes installation and transportation charges. 8. Battery cost should be quoted with minimum warranty period of 2 years for SMF batteries. 9. For deciding L1 vendor for each category of battery, minimum of the three makes/brands will be considered, for each participating vendor. 10. Each participating vendor must quote at least one of the three makes/brands. Authorized Signatories (Name & Designation, seal of the firm) Date: 12
Annexure C (use separate sheet is required) Vendor information 1. Name of the organization: 2. Address: 3. Years of establishment: 4. Status of the firm:- (Whether company/firm/proprietary) 5. Yearly Turnover :- 2016-17 : 2017-18 : 6. Operating Profit (Last Two Year) :- 2016-17 : 2017-18 : 7. Whether registered for GST and relevant taxes if any. If so furnish copy of GST certificate. 8. Track record for major supply of product /goods With various organisations. 9. Details of Testing Tools available: Signature of Authorised Official with Seal 13