Request for Proposal (RFP) ForSupply of Customized T-Shirts

Request for Proposal (RFP) ForSupply of Customized T-Shirts 1

Tender Notice The Bank invites sealed offers from established vendors for supply of Customized T-Shirts. Please visit our website www.idbibank.comor the Government portal (www.tenders.gov.in) for details. RFP forms can be downloaded from the websites. 2

INDEX Serial No. Contents Page Number 1 Introduction Document Control Sheet / Disclaimer 2 Process of Bidding Section I Background Guidelines Pre qualification Criteria Bid evaluation Criteria Section II Procedure for Submission of Bids Documents to be submitted along with Bids 3 Specifications 10 4 Financial Bid Formats 11 4 5-6 7-9 5 General Terms & Conditions 12-13 6 Annexure I Undertaking for T-Shirts 14 7 Annexure II Declaration by Bidders for T-Shirts 15 3

DOCUMENT CONTROL SHEET Name of the Company IDBI Bank Limited Date of issue October 10, 2016 Last Date and Time for Receipt of Bids Schedule for Opening of Technical Bids Schedule for Opening of Financial Bids Place of Opening of Bids Address for Communication November02, 2016 at 1500 HRs November 03, 2016 at 1500 HRs November 03, 2016 at 1530 HRs IDBI Bank Ltd., IDBI Tower, 13 th Floor, Retail Banking Group, WTC Complex, Cuffe Parade, Mumbai 400 005 As given above Note : 1. This tender document is the property of Bank. & is not transferable. 2. This bid document has 15pages. DISCLAIMER The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of IDBI Bank Limited ( Bank ), is provided to the bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP document is not an agreement and is not an offer or invitation by IDBI Bank to any parties other than the applicants who are qualified to submit the bids ( bidders ). The purpose of this RFP is to provide the bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each bidder may conduct its own independent investigations and analysis and is free to check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. IDBI Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. IDBI Bank reserves the right to reject any or all the expression of interest / proposals received in response to this RFP document at any stage without assigning any reason whatsoever. The decision of IDBI Bank in this regard shall be final, conclusive and binding on all the parties. 4

SECTION 1 BACKGROUND IDBI Bank Ltd ( Bank ) is a company incorporated and registered under Companies Act, 1956 (1 of 1956) and a banking company under section 5 (c) of the Banking Regulation Act, 1949 (10 of 1949). Bank is also a Scheduled Bank as notified by the Reserve Bank of India under the Reserve Bank of India Act, 1934. Bank is engaged in providing finance to industries and banking business. IDBI Bank with its Registered Office at "IDBI TOWER", WTC Complex, Cuffe Parade, Mumbai has a pan-india presence. GUIDELINES FOR BIDDERS Purpose IDBI Bank has decided to procure T-Shirts to be provided to Direct Sales Team. PRE-QUALIFICATION CRITERIA (applicable documents to be carried along by the bidders while attending the tender process) The Bidder 1. Should be in the line of manufacturing of T-Shirts. 2. The bidders must have supplied individually or collectively at least 10,000 T Shirts during the last 5 years to reputed Organizations. Copies of Purchase Orders as documentary proof are to be enclosed in the technical bid. 3. Should furnish copies of Satisfactory Work Completion Certificates from the at least one clients (other than IDBI Bank Ltd). 4. The bidders must have a Permanent Account Number (PAN). A copy of the PAN is to be submitted. 5. Should have local Sales Tax/VAT Registration (Copies of Registration to be attached) 6. Copies of Income Tax (IT) returns for the last 3 financial years are to be submitted. 7. Copies of VAT Clearance Certificate for the last 3 financial years are to be submitted. 8. The bidder applying must have an average Annual Turnover of Rs. 20.00 Lakh(Certified by Chartered Accountant) from the business of supplying/manufacturing T-shirts in the last 3 financial years. 9. Should furnish the Undertaking as per the format in Annexure-I duly signed and with seal affixed of the firm/company. 10. The Bidder shall arrange to provide a specimen of all the CustomizedT-Shirts.on request, if advised to do so. 11. The Bidder should not have been blacklisted by any Govt./ Govt. Agency /Bank(s) /Financial Institutions in India in the last three years. The Bidder has to submit selfcertification on their letterhead. 12. A single copy of the General Terms & Conditions should be submitted as a prequalification document duly signed by authorized personnel along with firm/company seal irrespective of the number of items a vendor is bidding for. 13. The Bidder must comply with all above-mentioned criteria. Non-compliance of any of 5

the criteria will entail rejection of the offer summarily. Photocopies of relevant documents / certificates should be submitted as proof in support of the claims made. IDBI Bank reserves the right to verify /evaluate the claims made by the Bidder independently. Any decision of IDBI Bank in this regard shall be final, conclusive and binding upon the Bidder. 14. The tender documents cannot be sold and / or transferred / assigned. If the same is done, tender documents are liable to be summarily rejected by IDBI BANK LTD. Any decision of IDBI BANK LTD in this regard shall be final, conclusive and binding on the Bidder. 15. If IDBI BANK LTD is not satisfied with technical specifications and the feasibility of the technical offers, the commercial offers will not be opened in the RFP process. Technically disqualified offers will not be taken up for further process and no discussions / interface will be granted to such Bidders. BID EVALUATION CRITERIA 1. The Bidder shall submit their offers strictly in accordance with the terms and conditions of the Bid Documents. Any bid, which stipulates conditions contrary to the terms and conditions given in the Bid Documents, is liable for rejection. Any decision of IDBI Bank Ltd in this regard shall be final, conclusive and binding on the vendor. 2. The vendors who have matched the pre-qualification criteria will only be allowed to go ahead with the technical and price bid process. 3. The process will begin with Opening of Technical Bid followed by Financial Bids. 4. The Financial Bid will be opened only if the Technical Bid is cleared and accepted. 5. The Bidder who fulfils all criteria in respect of technical bid and with the lowest quote will be considered as the L1 Bidder. 6. IDBI BANK Ltd at its sole discretion may request the L2 Bidder (Bidder(s) with the next lowest quotes) to match the price of L1.In case L2 Bidder agrees to match the price of L1, IDBI BANK Ltd may at its sole discretion, split the order in ratio of 60% in favour of the original L1 Bidder and 40% in favour of L2 Bidder. 7. In case the L2 Bidder does not agree to match the L1 quote and L3 Bidder is agreeable to do so, then the order may be split in the proportion of 60% in favour of L1 Bidder and 40% in favour of L3 Bidder at the sole discretion of the Bank. 8. In case L2 & L3 Bidder are not agreeable to match the quote of L1 Bidder than IDBI BANK Ltd may at its sole discretion can take a decision to issue 100% in favour of L1 Bidder. 9. The selected vendors will be empanelled for the supply of the respective T-Shirts till December 31, 2018. 10. In case selected vendor is not able to complete the order, Bank reserves the right to transfer entire/pending order to the other selected vendor. 11. Notwithstanding the above, IDBI BANK Ltd shall have the right not to accept the lowest tender. 6

SECTION 2 PROCEDURE FOR SUBMISSION OF BIDS GENERAL : 1. The Biddercan bid once only. 2. Copy of sealed Technical Bid &Financial Bid must be submitted at the same time, giving full particulars in separate sealed envelopes. 3. All the envelopes must be super-scribed with the following information: Type of Offer (Technical or Commercial) Reference Number (IDBI Bank RFP T-Shirts) Due Date Name of Bidder Name of the Authorized Person 4. All Schedules, Formats and Annexure should be stamped and signed by an authorized official of the bidder s company. 5. ENVELOPE-I (Technical bid): The Technical bid should be complete in all respects and contain all information asked for, except prices. The Technical bid should not contain any price information. The TECHNICAL BID should be complete and should be submitted in the specified format only. 6. ENVELOPE-II (Financial bid): The Financial bid should give all relevant price information and should not contradict the TECHNICAL BID in any manner. The FINANCIAL Bid should be submitted in specified format only. 7. The prices quoted in the financial bid should be without any conditions. 8. Please note that if any envelope is found to contain both technical and commercial bid, then that offer will be rejected outright. 9. Submission of samples along with the Tender is mandatory. It may be noted that Technical Bids received without the samples will not be considered for further evaluation. 10. The Sample submitted by the Bidder will be used for testing etc. and therefore, will not be returned to the Bidder and the cost thereof will not be reimbursed. 11. Before bidding, the Bidders are requested to carefully examine the Bid Documents and the terms and conditions of the contract thereof, and if there appears to be any ambiguity, gap(s) and/or discrepancy between any of the Bid Documents they should forthwith refer the matter in writing to the Bank for necessary clarifications and / or confirmation within the specified time. 12. The Bidder shall complete in all respects, form(s) annexed to the Bid Documents, quote the prices, furnish the information called for therein, and sign and date each of the documents in the relevant space provided therein for the purpose. The Bidder shall initial each page of the Bid Documents. 7

13. The bid shall be properly signed by a person or persons duly authorized by the Bidder with signature duly attested. In the case of a body corporate, the bid shall be signed by the duly authorized officers and supported by requisite internal corporate authorizations. 14. The bid submitted in case of a consortium shall be rejected without assigning any reason thereof. 15. The bid shall contain the full name of the competent authority, designation, address, telephone no.(mobile no and landline), fax no. and E-mail ID, if any, of Bidder for facilitating communications including notices to be given to the Bidder in connection with the bid transaction. 16. The Bid forms and the Documents attached to it shall not be detached or removed one from the other and no alteration (s) or mutilation (s) (other than filling in all the blank spaces) shall be made in any of the Bid Documents attached thereto. Any alterations or changes to the entries in the attached documents shall be made by a separate covering letter, in the absence of which it shall be rejected. Any decision in this regard by The Bank shall be final, conclusive and binding on the Bidder. 17. The Bidder shall bear all costs for the preparation and submission of the Bid Documents. The Bank shall not be responsible or liable for reimbursing/compensating these costs, regardless of the conduct or outcome of the bidding process. 18. The Bidder, irrespective of his/her participation in the bidding process, shall treat the details of the documents as secret and strictly confidential. 19. The Bank reserves the right to adjust arithmetical or other errors in the bid, in the manner in which the Bank considers appropriate or deem fit. Any adjustments so made by the Bank shall be stated to the Bidder, if the Bank makes an offer to accept his bid. The final decision as to any error manifest or otherwise shall be at the sole discretion of the Bank and shall be final, conclusive and binding on the Bidder. 20. The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Bank and supporting documents and printed literature shall be in English. 21. The Bidder shall submit their offers strictly in accordance with the terms and conditions of the Bid Documents. Any Bid, which stipulates conditions contrary to the terms and conditions given in the Bid Documents, shall be rejected. Any decision in this regard by the Bank shall be final, conclusive and binding on the Bidder. 22. The Bank is not bound to accept the lowest or any bid and has the right to reject any bid without assigning any reason whatsoever. 23. The Bidder is expected to examine and follow all instructions, forms, terms & conditions, and scope of work in the Bid Document. Failure to furnish complete information in all respects required by the Bid Document or submission of a bid not substantially responsive to the Bid Document in every respect will be at thebidder's risk and may result in the rejection of the Bid by the Bank. Any decision in this regard by the Bank shall be final, conclusive and binding on the Bidder. 24. The Bidder shall prepare the bid based on details provided in the Bid documents. It must be clearly understood that the quantities, specifications are intended to give the 8

Bidder an idea about the order, type, scale and magnitude of the work and are not in any way exhaustive and guaranteed by the Bank. 25. The Bank also reserves the right to re-issue/re-commence the bid/bid process. Any decision in this regard by the Bank shall be final, conclusive and binding on the Bidder. 26. The Bank reserves the sole right to itself for including any addendum to this entire bid process. The Bidders shall not claim as a right for requiring the Bank to do the aforesaid. DOCUMENTS TO BE SUBMITTED ALONG WITH THE BID: 1. Technical Bid Separate Envelope 2. Unconditional Acceptance of Terms and Conditions 3. All relevant documents supporting fulfillment of Eligibility Criteria 4. No vigilance/black listing/court case declaration. 5. List consisting of Names and Addresses of the clients for whom the jobs have been executed or job completion certificate. 6. Copy of registration certificate regarding Sales Tax / VAT. 7. Copy of VAT Clearance Certificate for the last 3 financial years. 8. A copy of the Permanent Account Number (PAN). 9. Copies of Income Tax (IT) returns for the last three financial years. 10. Copies of Annual Report for last 3 financial years. 11. Certified true copy of Board Resolution towards authorizing the signatory to sign all documents in respect of RFP including the commercial bid. 12. Commercial Bid Format Separate Envelope. 13. Submission of samples along with the Technical Bid The above details are MANDATORY, without which the Bids are liable to be rejected 9

SPECIFICATIONS FOR T-SHIRT: Material Type Fabric T-Shirt Size T-Shirt Color Embroidery 100% Cotton 100% Cotton pique 240 GSM Biowash quality with soft feel XXL, XL, L, M,S IDBI Teel Green Embroidery IDBI Bank logo on chest Quantity 10000 (+/- 10% to 20%) Finish Button Packing Guarantee / Warranty of Color Orange borders on neck and sleeves, Black strip under the button and Biowash on fabrics to make good and soft feel Good quality of plastic button To be done in individual Poly Packs Replacement within 3 month from date of delivery to the Bank Note:If you require checking the physical sample, please visit our office for the same. 10

FINANCIAL BID FORMAT (COVER-2) T-Shirt: Sr.No. Description Amount (Rs.) 1 Basic Price per T-Shirt 2 Sales Tax/VAT/GST 3 Any Other Charges (Please specify) 4 TOTAL PRICE 11

GENERAL TERMS & CONDITIONS i. The (i) Technical Bid (ii) Financial Bid, duly signed by the authorized representative of the firm, should be sent in SEPARATE SEALED ENVELOPES MARKED SUITABLY (Technical Bid OR Price Bid for T-Shirts). Only the parties complying with terms under Technical parameters shall be considered as qualified for opening their Price Bid, which will be opened on the same day with prior intimation to those vendors who qualify in the Technical Bid. ii. The entire tender document hosted on the website is not required to be submitted to the Bank. iii. The accepted price will be valid up to December 31, 2018. iv. A sample is to be manufactured by all interested parties. The sample of the unsuccessful bidders will only be given back after the finalization of the vendor/s. v. The vendors should furnish Local Sales Tax Registration Number and PAN No. vi. vii. viii. ix. The order for the respective T-Shirt will be placed with the empanelled vendors as per the requirement of the bank. No escalation in cost (for any reason) will be considered for the entire duration of the contract i.e. till December 31, 2018. The supply of such customized T-Shirtswill have to be dispatched within 15 days of the issuance of Purchase Order. Any delay in delivery or failure to supply of T-Shirts to IDBI Bank branches, as per agreed technical quality and specifications would entitle IDBI Bank to invoke penalty clause or even cancel the whole/part of the order. In the event of cancellation of the order, IDBI Bank shall not be liable to pay any amount including the cost incurred by the bidder/vendor to execute the job and the bidder shall not be entitled to recover from IDBI Bank any amount by way of damages, loss or otherwise for such cancellation of the order but at the same time IDBI Bank shall be entitled to recover the loss, which it may incur on account. Vendors will be liable to pay damages on account of non-delivery/short delivery/late delivery or on account of placing orders with other bidder/vendor, the difference between the amount at which he had agreed to execute the job and the amount at which IDBI Bank would assign the job to other bidder/vendor. x. No advance shall be paid for the work. xi. xii. xiii. The work order issued to the successful bidder would need to be accepted within 2 days from the date of issue of work order. The penalty for delay in completion of job, entire or part thereof, will be `3000/- per day subject to a ceiling of 5% of the order value. The authorized representatives of the Bank shall check the quality of the items supplied in every lot or complaints received from the staff on quality will be viewed seriously and penalty @ 10% of the cost of the lot per will be levied in such cases. 12

xiv. xv. xvi. xvii. xviii. xix. xx. xxi. xxii. xxiii. xxiv. Applicable taxes would be deducted at source and TDS certificate will be issued. Conditional quotations will not be accepted and will be summarily rejected. The material shall be ensured to be delivered in good condition and will be covered under Transit Insurance Policy by the vendor. The Bank reserves the right to reject the lowest or all other offers without assigning any reason. Once the vendors are empanelled, the orders will be placed at the discretion of IDBI Bank. The tender acceptance letter will be issued in duplicate to the successful bidder, which should be returned by confirming the acceptance on the duplicate within 3 days from the date of issue. The Bank reserves the right to reject any or all tenders and Bank s decision in the matter will be final. Dispute: In case of disputes, the same shall be referred to Deputy General Manager - Retail Marketing - RBG, IDBI Bank Limited, IDBI Tower, 13th Floor, WTC, Cuffe Parade, Mumbai - 400005, the decision by the Bank shall be final and binding. Filling in Tenders: The rates shall be written in both figures and words. If rates are not quoted in words and the tender is found to be shabby and large variations in totaling, it may be rejected as not valid at the discretion of Deputy General Manager - Retail Marketing, RBG, IDBI Bank Limited. Tenders duly filled in all respect without any deviations will only be accepted. All the documents submitted by the vendor/bidder shall be signed. We have read the above terms and conditions and accept the same. Signature of the authorized person:. Name of the signatory (In block capital letters) Date: Place: Mumbai Seal of Company/Firm 13

ANNEXURE -I Form of Tender To, The General Manager, RetailBanking Group, IDBI Bank Limited, Head Office, IDBITower, 13th floor, WTC Complex, Cuffe Parade, Mumbai - 400005 Undertaking Sir, Subject: Empanelment of vendors for supply of T-Shirts Having gone through the tender document for the supply of T-Shirts for the Bank s Direct Sales Team, we offer and undertake to supply the T-shirts in conformity with your requirements and the terms and conditions set for the same. I. We agree to abide by this tender for the period up to December 31, 2018 or for agreed extended period and it shall remain binding on us. II. We hereby confirm to follow and abide by all instructions as laid down by IDBI Bank. III. IDBI Bank does not bind itself to accept the lowest or any tender and reserves the right to reject all or any bid or cancel the tender without assigning any reason whatsoever. IDBI Bank also reserves the right to re-issue the tender without the vendors having the right to object to such reissue. IV. If we are selected, we agree to supply the T-Shirts as approved by IDBI Bank as per samples furnished along with the quotation/bid. Dated. day of. 2016. (Signature of the authorized person) (Name and address of the Bidder in Block capital letters) (Seal of the company) 14

T-Shirts: DECLARATION BY BIDDERS FORTECHNICAL SPECIFICATION (ANNEXURE -II) Sr. No. Particulars Specifications of T-Shirts Bidder's Compliance 1 Material Type 100% Cotton 2 Fabric 100% Cotton pique 240 GSM Biowash quality with soft feel 3 T-Shirt Size XXL, XL, L, M,S 4 T-Shirt Color IDBI Teel Green 5 Embroidery Embroidery IDBI Bank logo on chest Quantity 10000 (+/- 20% to 25%) 6 Finish Orange borders on neck and sleeves,black strip under the button and Biowash on fabrics to make good and soft feel 7 Button Good quality ofplastic button 8 Packing To be done in individual Poly Packs 9 Guarantee / Warranty of Color Replacement within 3 month from date of delivery to the Bank 15