Reserve Bank of India Estate Department LUCKNOW SUPPLY OF DIGITAL PHOTOCOPIER (20CPM) at RBI, GOMTI NAGAR, LUCKNOW ON RENTAL BASIS LAST DATE: 14:00 Hrs on December 04, 2015 2
Commercial Conditions : 1. Reserve Bank of India, Lucknow invites sealed quotations for SUPPLY OF DIGITAL PHOTOCOPIER (20CPM) at RBI, GOMTI NAGAR, LUCKNOW ON RENTAL BASIS. 2. The sealed envelope shall be submitted in sealed cover super scribing SUPPLY OF DIGITAL PHOTOCOPIER (20CPM) at RBI, GOMTI NAGAR, LUCKNOW ON RENTAL BASIS and addressed to Regional Director, Reserve Bank of India, Estate Department, Lucknow so as to reach us not later than 14:00 hrs on December 04, 2015. The quotations will be opened on the same day at 15:00 hrs. 3. The sealed envelope must be dropped in the TENDER BOX kept in Estate Department, Reserve Bank of India, 8-9, Vipin Khand, Gomti Nagar, Lucknow 226010 on or before 14:00 hrs on December 04, 2015. 4. The schedule of quantities is only indicative. The bank reserves the right to increase or decrease the quantities for any items. 5. The Bank reserves the right to accept or reject any or all the quotations without assigning any reason thereof. 6. In case of any query in connection with this quotation / tender tenderers may kindly contact Shri Mahesh Singh, Manager, E-mail (telephone: 0522-2307969, Mobile: 8005489523) 7. The tenderer must go through all the annexures before submitting the bid. 8. Description Digital copier Multifunctional) of 20 CPM rating, 02 in numbers, on monthly rental basis initially for one year extendable on satisfactory performance as per the details mentioned below: (i) Technical specifications Annex A (ii) Acceptance letter / deviation letter Annex B (iii)price Bid Annex C 3
9. The firms are required to furnish copies of the documents in support of having installed (or providing annual maintenance services) successfully the photocopiers in other reputed public sector /Government organizations/other institutions. 10. The firm should not be blacklisted & terminated in the past. In case of any false declaration the earnest money / security deposit may be forfeited by the Bank. 11. The bidders must enclose EMD of Rs 10,000/- by way of Demand Draft favoring Reserve Bank of India, Lucknow payable at Lucknow or by cash (accepted over the counter only) failing which the quotation shall be liable for rejection. No interest shall be payable on the EMD. 12. The EMD of the unsuccessful bidders will be released after award of work to the successful bidder. The EMD of the successful bidder will be released after delivery of the machines & submission of security deposit for an amount of Rs 25000/- by way of Demand Draft favoring the Bank payable at Lucknow 13. The EMD shall be forfeited if the bidder withdraws or amends the bid/tender or in case successful bidder fails to sign the contract within the stipulated period. The EMD shall also be forfeited in the event of premature withdrawal of the bids. 14. The contract will be initially awarded for a period of one year & extendable further subject to satisfactory services rendered by the firm for further three years. 15. The Bank shall have the right to terminate the contract in case of unsatisfactory service at any point of time by giving a notice of 7 days binding on the firm. 16. Voltage stabilizer, if required, to be supplied with the machine without any extra charges. 17. The WCT registration, PAN & copy of Service tax registration must be submitted along with the bid failing which the bid is liable to be rejected. 18. Rental charges must be net F.O.R destination inclusive of freight, handling/packing charges, insurance, maintenance, voltage stabilizer, trolley etc. 19. The rates quoted shall include all taxes except service tax which will be paid by the Bank as per actual. 4
20. Manufacturer s name & trademark should be clearly specified. Brochure giving technical details of the items offered must be enclosed wherever necessary. 21. Late tenders are liable to be rejected. 22. Bids must be free from any Corrections & Erasures. Corrections, if any, must be counter-signed. All prices must be given in figures & words. If there is a difference between the two, the prices quoted in words will be preferred. 23. The supplier must ensure proper insurance coverage for the machine during the contract period. No amount shall be payable by the Bank to the firm in case of any damage to the machine in any manner. 24. Number of copies to be included in the monthly rental: The tenderer must include the charges for minimum 4000 copies per machine in the quoted monthly rental itself for which no separate payment will be made by the Bank. Every copy / print beyond 4000 per month shall be payable by the Bank at 40 paise per copy. The power & paper will be provided by the Bank. 25. Payment terms: The payment will be made on monthly basis on submission of consolidated invoices in duplicate within 30 days along with copy of verified meter reading by the respective user department. 26. Maintenance: The vendor will be responsible for all the preventive & corrective maintenance of the machines inclusive of all the spares & consumables except power & paper, during the entire contract period. Complaint lodged in the forenoon shall be attended in the afternoon of same day & that lodged in the afternoon shall be attended in the forenoon of the next working day. If the machine is giving frequent problems, the vendor shall have to provide a replacement immediately. 27. Penalty: Any complaint lodged by the Bank must be addressed at the most by the close of the next working day failing which deduction will be made from the monthly rental charges @ Rs 250/- per day per machine for the period beyond 5
two days. If the problem remains unrectified for unduly long period, the Bank may recover the penalty from the security deposit. 28. Manual: Operation manual must be supplied with the machine at no extra charges. 29. Buyback: The tenderer must buyback the old photocopier (Make: PANASONIC) at the rates quoted by him. The tenderer may visit the site & see the old machines before quoting their buyback rates. 30. Bid Evaluation: For the purpose of evaluation of bids the amount will be computed as under: total annual rent (as per sub-total A in Annex C ) x 4 the total buyback price (as per sub-total B in Annex C ) 31. The price quoted shall be valid for a minimum period of 180 days from the date of opening of the tender. Signature Name & seal of the firm 6
Annex A Tender for SUPPLY of Digital Photocopier machine ON RENTAL BASIS Technical specifications 1. Manufacturer CANON / SHARP / RICOH / SAMSUNG 2. Condition New machine must be installed & copy of the invoice must be submitted at the time of delivering the machine 3. Minimum speed 20 CPM 4. Scanning Yes 5. Reversible Auto document feeder Must be available 6. Electronic sorting Must be available (For automatic set making) 7. Auto Duplex unit Must be available (For automatic back to back printing) 8. Network printer capability Yes 9. Network scanner capability Yes 10. Zoom Range 25% to 400% 11. Original size A4 + Legal 12. Copy size A4 + Legal 13. Total paper capacity Minimum 250 14. Copy quality (Resolution) 600x600 dpi 15. Copy memory 16 MB & above 7
Annex B Tender for SUPPLY of Digital Photocopier machine ON RENTAL BASIS Notwithstanding anything mentioned in our bid, we hereby accept all the terms & conditions of the above tender. We confirm that the photocopier offered by us conforms to the technical specifications as given in Annex A, Signature Name Seal of the firm 8
Annex C Price Bid SUPPLY OF DIGITAL PHOTOCOPIER (20CPM) at RBI, GOMTI NAGAR, LUCKNOW ON RENTAL BASIS S.NO. DESCRIPTION OF ITEMS QTY. (1) 1. SUPPLY OF Multifunctional DIGITAL PHOTOCOPIER (20CPM) at RBI, GOMTI NAGAR, LUCKNOW ON RENTAL BASIS as per the technical specifications given in this document (inclusive of all taxes & charges except Service Tax which will be paid by the Bank as per actual) MAKE: CANON / SHARP / RICOH / SAMSUNG 2 Rent per annum per machine (2) Total amount per annum (1)x(2) 2. Sub- Total (A) 3. Buyback of old photocopier (PANASONIC DP8016) 4. Sub- Total (B) 5. Bid Evaluation amount = (A x 4) - B 2 To be indicated by the Bidder Make & model of the machine offered (Product Brochure must be enclosed) The rate shall include all taxes & charges. Place: Date: Signature of the firm s representative & their seal 9