IDBI Bank Ltd IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005 Tender for Empanelment of Courier Service Agencies IDBI Bank Ltd, invites sealed tenders from established and reputable Courier Service Providers (CSP) having a d e q u a t e experience of rendering courier service to big corporate / banks / financial institutions with all-india presence through wide network of branches for empanelment of CSPs for providing courier services at its pan-india Bank branches/offices. Procedure for submitting tender: The Tender shall be submitted in two parts viz. Part-I (Technical Bid) and Part-II (Financial Bid) in two separate covers which are to be sealed and put in a master envelope super-scribing with the words Empanelment of Courier Service Agencies - providing Courier Service to all Offices, Units, Branches and Centres pan-india of IDBI Bank Ltd. Cover I (Technical Bid) This Cover forming Part-I of the Tender should be super-scribed with the words Empanelment of Courier Services Agencies to IDBI Bank Ltd TECHNICAL BID and shall contain name, address, telephone numbers (Mobile and L andline), and e-mail ID of CSP (one full time Director and one VP/GM, Partner, Proprietor) for facilitating communications and shall contain the information / document, duly addressed to the Deputy General Manager (Accounts Payable unit), IDBI Bank Ltd., Mumbai and be dropped in the Tender Box placed on 10 th floor of IDBI Tower on or before upto 12:00 hrs (12:00 noon) of January 30 th, 2016. Tenders submitted through courier or hand delivery will not be considered. For further details, bidders may contact Shri. S.L.Gokhale, DGM @ (Sadashiv.gokhale@idbi.co.in) 022-66552036 or Shri. P. Muralidhar, AGM @ (p.muralidhar@idbi.co.in ) 022-66552377 1
DOCUMENTS COMPRISING THE BID:- The Bid prepared by the CSP shall comprise the following Documents/Information: Technical Bid Checklist 1. a) Organization Profile like year of establishment, name/s of Proprietor/partners/directors of the bidders with their residential addresses and telephone numbers, etc. b) Self attested copy of deed of partnership, if the bidder is a partnership concern; c) Self attested copies of certificate issued in the name of the company under shops and Establishment Act / Local Govt. Authorities. 2. a) Business and Operational details like Annual turnover for last 3 years, (2012-13, 2013-14 & 2014-15) (Unaudited balance sheet for FY 2014-15 may be furnished if the Audited Balance sheet is not available). b) Must have Positive Networth for the last 3 years c) Manpower position (present)/ No. of branches, self -attested copies of income-tax returns filed. 3. a) Declaration on letterhead of the bidder that it has never been involved in any illegal activity or financial frauds. b) Declaration on letterhead of the bidder that its contract in the past was not terminated during the contract period due to unsatisfactory performance, nor it refused to continue the courier service for any institution after the contract was awarded by the respective institution in the past. 4. CSP s Client details (at least 3) with volume of business (for last 3 Years i.e. 2012-13, 2013-14 & 2014-15) & average monthly billing. (Copies of work orders of courier services from clients as indicated in above (atleast 3) 6. EMD of Rs.50,000/ - (Fifty Thousands only) in the form of Pay Order / DD payable at Mumbai favoring IDBI Bank Ltd. : 7. Undertaking from the bidder on letter head that they have not modified any part of the Empanelment Documents for those who have downloaded the bid document from the website. 8. Application for Tender duly signed by the authorized person(s) of the CSP (Annexure I) and covering letter for Financial Bid (Annexure II). 9. The bidders must enclose the copy of terms & conditions of the Tender and Scope of work - Annexure IV (A) & (B) duly signed by the authorized person(s). 10. Financial Bid (Annexure V) to be signed and stamped by authorized signatory 11. The CSP should be able to serve minimum above 45% of Banks network. 2
Note : - a) It may be noted that tenders not accompanied by any one of the above documents or satisfactory explanation therefore will be liable for rejection forthwith. b) Document mentioned above from (1) to (10) may be submitted in serial order; c) Bidder shall satisfy pre-qualification criteria (Annexure-III) to qualify for participating in the Technical Bid. d) Technical Bid (Cover-I) shall not contain any Financial Bid. All concerned may note that only Technical Bid (Part-I) will be opened at 12:10 hrs on the last date of receipt of the tender i.e. January 30, 2016 for pre-qualification of the bidders. ********** 3
Cover-II (Financial Bid) This Cover forming Part II of the Tender should be super-scribed with the words Empanelment for Providing Courier Services to IDBI Bank Ltd FINANCIAL BID. Rates for various categories of courier services are to be indicated in the format as given in Annexure V. Covering letter for Financial bid (format in Annexure II) should be duly signed by the authorized person(s) of the bidder. This cover will be opened subsequently, after short-listing the bidders based on technical bids. i) Before bidding, the CSP are requested to carefully examine the bidding documents and the terms and conditions of the contract, and if there appears to be any ambiguity and/or discrepancy between any of the bidding documents they should forthwith refer the matter to IDBI Bank for necessary clarifications. The prospective Courier Service Provider may seek such clarification in writing by e-mail (as per page No. 1) on or before 7 days prior to the final date of submission. IDBI Bank s response will be sent by e-mail. ii) Only bidders, short-listed on the basis of the Technical bid shall participate in the Financial Bid. iii) The lowest rates in each category will be determined from the quotations received from technically qualified bidders. The agencies willing to extend their services at the determined rates will be issued offer for enlistment. The Offer based on the lowest bid price in each category or any other price to be decided by Bank would need to be accepted within seven (7) working days from the date of issue of the offer. Failure to accept the offer within this period will automatically result in cancellation of the offer. iv) IDBI Bank Ltd shall have the right to decide the omission of the participating bidders on the basis of Technical Bid, without giving explanation to anyone of the participants or any other parties and also exclude them on the basis so decided by the Bank to participate in the Financial Bid. v) All the pages of the Tender shall be signed by the authorized person(s) of the bidder. All documents submitted should be self attested with the seal of the bidder. vi) CSP shall bear all costs associated with the preparation and submission of it Bid and IDBI Bank Ltd. shall, in no case, be held responsible or liable for such cost regardless of the contact or outcome of the bidding process including cancellation or abandonment of the bidding process. vii) The Bid prepared by the CSP, as well as all correspondence and documents relating to the Bid exchanged by the CSP and IDBI Bank Ltd. with supporting documents and printed literature shall be in ENGLISH only. ********** 4
Annexure I Covering Letter for Technical BID (To be submitted on letterhead of the bidders along with Technical Bid) The Dy. General Manager, Accounts Payable Unit IDBI Bank Limited, 10 th Floor, IDBI Tower, WTC Complex, Cuffe parade, Mumbai - 400 005. Dear Sir / Madam: Providing Courier Services to IDBI Bank Ltd - Technical Bid 1. After going through the Tender Documents, the receipt whereof is hereby duly acknowledged, we the undersigned, offer our services in conformity with the Tender Documents. 2. We agree and undertake, if our Bid is successful & accepted, to deliver and commission the Services in accordance with the delivery schedule specified by the Bank. We agree that we would open a fresh account with the specified Branch of IDBI Bank Ltd. for covering all transactions relating to all our courier operations with IDBI Bank Ltd. throughout the period of contract. 3. We agree and undertake to abide by the bid terms of IDBI Bank Ltd. including the rates quoted therein for the orders awarded by IDBI Bank Ltd. up to the period prescribed in the Bid, which shall be final, conclusive and remain binding upon us. 4. We agree to execute the Service Agreement as per the terms and conditions given by the Bank in the Tender Document and until the same is executed, this Bid, together with relevant documents duly initialed/executed shall constitute a binding contract between us. 5. We agree and undertake that (if the bid is successful & accepted by you) and after execution of the Service Agreement as part of the above contract, we will strictly observe the laws inter alia, in particular, against fraud and corruption in force in India namely Prevention of Corruption Act, 1988 and similar laws and also strictly abide by and observe all applicable laws. 6. The CSP should be able to serve minimum above 45% of Bank s network. 5
7. We agree and confirm that you are not bound to accept the lowest or any Bid you may receive and you also have the right to re-issue / re- commence/ cancel / annul or abandon the Bid process. Any decision in this regard by you shall be final, conclusive and binding on us. 8. The Earnest Money Deposit (EMD) of Rs.50,000 (Rupees fifty thousand only) in the form of Demand Draft/Pay Order drawn in favour of IDBI BANK Ltd payable at Mumbai only is to be submitted along with the tender application. The EMDs of the unsuccessful bidders will be refunded without any interest. The EMD of the successful bidder would be converted into any interest-free Security Deposit and shall not carry any interest and would be refunded at the time of end of the contract period. Tenders without EMD would not be considered. The EMD shall be forfeited by the Bank in case : The Bidder withdraws his bid during the bid validity period; or The Bidder makes any statement or encloses any form which turns out to be false, incorrect and/or misleading at any time prior to signing of contract and/or conceals or suppresses material information; or The Successful Bidder fails to sign the contract or furnish performance security and other guarantee(s)/security in the form and manner to the satisfaction of Bank, as mentioned in the Bid Document. Dated this.. Day of..2016 (Signature) (Name) (In the capacity of) Duly authorized to sign the bid for and on behalf of (Company/Bidder) 6
Annexure II COVERING LETTER FOR FINANCIAL BID (To be submitted on letterhead of the bidders along with Financial Bid) Date.. The Dy. General Manager, Accounts Payable Unit, IDBI Bank Limited, 10 th Floor, IDBI Tower, WTC Complex, Cuffe parade, Mumbai - 400 005. Dear Sir / Madam: Providing Courier Services to IDBI Bank Ltd - Financial Bid 1. After going through the Tender Documents, the receipt whereof is hereby duly acknowledged, we the undersigned, offer our services to IDBI Bank Ltd., Corporate Center, Mumbai in conformity with the said Empanelment Tender Document 2. The lowest rates in each category will be determined from the quotations received from technically qualified bidders. The agencies, willing to extend their services at the determined rates will be issued offer for enlistment. The Offer based on the lowest bid price in each category or any other price to be decided by Bank would need to be accepted within seven (7) working days from the date of issue of the offer. Failure to accept the offer within this period will automatically result in cancellation of the offer. 3. We agree and undertake, if our Bid is accepted, to deliver and commission the Services, in accordance with the delivery schedule specified by the Bank. 4. We agree and undertake to abide by the bid terms of IDBI Bank including the rates quoted (as per Annexure V) therein for the locations awarded by IDBI Bank up to the period prescribed in the Bid, which shall be final, conclusive and remain binding upon us. 5. We shall sign the Service Agreement in the format specified in this Tender Document and until the same is executed, this Bid, together with relevant documents duly initialed / executed shall constitute a binding contract between us. 6. We agree and undertake that, in competing for (and, if the bid is accepted by you) the above contract, we will strictly observe the laws inter alia, in particular, against fraud and corruption in force in India namely Prevention of Corruption Act, 1988 and similar laws and also strictly abide by and observe all the applicable laws. 7
7. We agree and confirm that you are not bound to accept the lowest or any Bid you may receive and you also have the right to re-issue / re- commence/ cancel the Bid process. Any decision in this regard by you shall be final, conclusive and binding on us. Dated this.. Day of..2016. (Signature) (Name) (In the capacity of) Duly authorized to sign the bid for and on behalf of (Company/Bidder) 8
Annexure III Pre-qualification criteria : The prospective CSP shall fulfill the respective pre-qualifications (Eligibility Criteria) mentioned below; otherwise their bids will not be considered valid for the bid evaluation process and will be rejected forthwith. The decision of IDBI Bank shall be final, conclusive and binding on all parties. The CS Provider shall submit all the supporting documents and in the case of non- submission, the bid is liable to be summarily rejected. a. The CSP should be in the business of providing Courier Services for at least last 5 years and should be an incorporated body with good track record and capabilities to handle large volumes (at least Fifty Thousands consignments per month, substantiated with documentary evidence) & also have average annual turnover of not less than Rs. 30 crores during the last three years i.e. FY 2012-13, 2013-14 and 2014-15 (Unaudited balance sheet for FY 2014-15 may be furnished if the Audited Balance sheet is not available) and should be profit making for the last three years (FY 2012-13, 2013-14 and 2014-15) b. The CSP should have experience of having successfully rendered the courier services to commercial bank/ financial institution/ Government & semi Government bodies and large corporates. (copies of work order may be submitted from the said clients) c. The CSP should have all-india presence through a wide network of offices/branches, to cover all IDBI bank branches. (List of Branches to be furnished). The CSP should be able to serve minimum above 45% of Bank s network. d. The CSP should have functional Branch / Regional Offices across the country, including Branch/Regional Offices, Mumbai, Kolkata, New Delhi, Chennai, Bangalore, Hyderabad, Ahmadabad, Guwahati, and Bhubaneshwar. (List of centres to be furnished). e. Track record of the CSP should be clean and should not have any involvement in dispatch of illegal articles or f i n a n c i a l frauds. Tenders must be accompanied b y a declaration to this effect on the letterhead of the bidders. Tenders without declaration will not be considered and will be rejected forthwith. 9
f. The CSP whose contract in the past was terminated during the contract period due to unsatisfactory performance or was awarded the contract in the past but refused to continue the contract/refused to sign the agreement as given by the Bank will not be eligible for applying now /considered for empanelment. A Declaration on letterhead of the bidder shall be produced. g. The CSP should not have been put in the negative list by any public sector bank/ Govt. organization, for breach of applicable Laws or violation of regulatory prescriptions or breach of agreement (A declaration to this effect on the letterhead of the bidder shall be produced). h. The CSP shall possess the execution capabilities to address the Courier Services requirements at all the locations of the Bank on pan-india basis. Services to be made available immediately upon receiving intimation from the Bank. The CSP shall b e e q u i p p e d w i t h proper infrastructure to render the required services at a l l locations. The CSP should have full fledged website/web portal in its/their name. Websites only with home/index page will not be treated as genuine website. Website shall have provision for online tracking facility for the consignments. The CSP shall have e-mail setup in their offices/hubs to resolve the complaints/queries over e-mail. i. The Earnest Money Deposit (EMD) of Rs.50,000 (Rupees fifty thousand only) in the form of Demand Draft/Pay Order drawn in favour of IDBI BANK Ltd payable at Mumbai only is to be submitted along with the tender application. The EMDs of the unsuccessful bidders will be refunded without any interest. The EMD of the successful bidder would be converted into any interest-free Security Deposit and shall not carry any interest and would be refunded at the time of end of the contract period. Tenders without EMD would not be considered. ********** 10
Annexure - IV (A) Terms and conditions of the Tender for Empanelment 1. Tenders not accompanied by documentary evidence in respect of any items indicated in Pre-qualification criteria (indicated above) will not be considered and will be rejected forthwith. 2. Tenders received after the prescribed time and date will not be considered and rejected forthwith. The decision of the Bank in this regards shall be final, conclusive and binding on all the bidders. In the event of the last date for the receipt of bids being declared a public holiday for the Bank, the bids will be received up to the specified time on the succeeding working day. 3. The lowest rates in each category will be determined from the quotations received from technically qualified bidders. The agencies, willing to extend their services at the determined rates will be issued offer for enlistment. The Offer based on the lowest bid price in each category or any other price to be decided by Bank would need to be accepted within seven (7) working days from the date of issue of the offer. Failure to accept the offer within this period will automatically result in cancellation of the offer. 4. The Bank reserves the right to amend/modify the tender document or issuing any corrigendum to the bid process. 5. Any effort by the vendor to influence the tender process may result un forthwith rejection of the vendors bid. 6. The CSP should have enough trained and experienced personnel and manpower to carry out the courier services as per Bank's requirement, at all locations. The CSP should have supervisory infrastructure to take care of all matters pertaining to the staff deployed at these locations. 8. The Successful bidders should open an account with IDBI and all the payments would be paid/ settled through the single account. 9. The contract, if awarded, shall be initially for a period of 2 years (including successful completion of trial period of 3 months) or less as decided by IDBI Bank Ltd. The tenure may thereafter be extended for a period of one year at a time with a total maximum period of 3 years on the same terms and conditions, with mutual consent, on observation of satisfactory performance and other aspects/ considerations, as determined by the Bank, at its sole discretion. The contract shall come to an end by the natural efflux of time without any further notice to be given by the Bank to the service provider, as mentioned in the service agreement, unless terminated earlier. The contract for courier services may not be extended beyond a total maximum period of 3 years (including extensions as 11
mentioned above) or for a lesser period as decided by the Bank. Courier Service Providers/ bidders may take note of it before bidding. 10. In the case of failure of providing the courier services for the minimum period of 1 year, the Bank shall have the right to forfeit the EMD amount / security deposited by the successful bidder. 11. The CSP shall provide the courier services as given in Scope of Work (as specified in the Annexure IV clause in the Service Agreement and Annexure A thereto) to the satisfaction of the Bank. The performance of the CSP shall be reviewed on quarterly basis and, in case the services are not found to be satisfactory, the contract shall be terminated even before the expiry of contract period by giving one month s written notice. However, the contract is liable for immediate termination, without any compensation, on violation of any of the provisions by the CSP. The Bank may also terminate the contract in the instance of insolvency or bankruptcy of CSP or change of ownership of the business of CSP. The Bank shall not pay any compensation for such early termination, under any circumstances. 12. IDBI Bank Ltd reserves the right to terminate the contract at any time during the currency of the contract period by giving one month prior notice in writing without assigning any reason therefore. However, the Contractor shall not terminate the Contract for the period of minimum 1 year from the date of awarding of the Contract and thereafter may terminate the contract by giving three 3 months prior notice in writing, in case it decides to stop the services. In the case of failure of providing the courier services for the minimum period of 1 year, the Bank shall have the right to forfeit the EMD amount paid/deposited by the successful bidder. 13. The CSP shall also permit the Bank to hold or deduct the amount from bill/ security deposit, for non-performance or part performance/substandard performance/interrupted performance or failure to discharge obligations under this contract. The same shall be incorporated in the agreement. a. Security Deposit: The EMD of the Successful Bidder will be converted into Security Deposit on award of contract/acceptance of the offer by IDBI Bank and shall not bear any interest. The Security Deposit would be returned within 90 days of completion of the Contract period by natural efflux of time or otherwise after deducting any payment due by the Contractor to the Bank in terms of contract or otherwise. The decision of the Bank in this regard shall be final, conclusive and binding. EMD of the unsuccessful bidders would be refunded within 90 days from the date of opening of Part-I of the tender. EMD shall not carry any interest. 12
14. The Bank shall be entitled to adjust the dues out of monthly bills or security deposit towards loss or damage caused by the CSP or its staff in the case of any loss/damage of any documents, deliverables, etc., or against any other liability of the CSP. 15. In the event, any damage is caused to the movable property of the Bank, the Bank reserves the right to compute the damage in terms of money and to deduct the money from the monthly bill of the CSP or from the amount payable to the CSP by the Bank and the remaining amount, if any, by the way of damages. 16. The CSP shall obtain, at its own cost, any license or permission of any sort whatsoever (viz., labour license from Assistant Labour Commissioner and register with Employees State Insurance Corporation and Office of the Regional Provident Fund Commissioner, registration under Shops & Establishments Act, The Carriage By Road Act, 2007, etc., that may be required under various Acts of the Central / State Government Authorities, for carrying out the said activity and such Registrations and License as may be deemed necessary for engagement of contract workers for such purpose. 17. The CSP shall comply with the provisions of all Labour Laws, which are applicable to the Contractor or his employees and shall be solely responsible for liabilities arising out of such compliance, non-compliance or implementation or non-implementation thereof. The CSP shall furnish proof of compliance of all Labour Laws requirements / Shops and Establishments license / The Carriage by Goods Act, 2007, including obtaining licenses, filing of monthly / quarterly and annual returns and any other statutory requirement within 15 days from the due date, and furnish calculations and proof of payments / challans, made to all Government / Statutory Authorities under PF, ESIC, Labour Welfare Fund Act, Payment of Bonus Act, Shops & Establishments Act, any other applicable laws, etc., within 15 days of the statutory time limit allowed under the respective Acts and all other statutory rules as amended from time to time. 18. The CSP shall indemnify the Bank from and against all liabilities, claims and demands arising out of any payments or reimbursement made by the Bank to Government (Central / State, Semi-Government), statutory authority or any payment made under any statute/notification of the Government (Central / State) or statutory authority in respect of the employees of CSP or in respect of any claims made by the CSP s employees against the Bank. The CSP shall promptly reimburse IDBI Bank all payments made and expenses incurred by the Bank in respect of the payments referred to above in this clause 13
19. The CSP shall also be responsible for maintenance of proper records as required under the provisions of various Labour Laws / Statutory Acts applicable to them and its employees and produce them for inspection as and when demanded by the Bank or any appropriate labour authorities. 20. The CSP shall make the payment to personnel engaged by it as per minimum wages notified by the Office of the Regional / Central Labour Commissioner from time to time. The CS Provider shall satisfy the Bank showing adequate recorded proof that the minimum wages, ESIC, contribution to provident fund, etc., as applicable are being paid to its personnel as required under various Statutory Acts notified by the Government from time to time. IDBI Bank Ltd on its part shall not be liable to pay any charges, dues, compensation under any of the industrial laws or other laws applicable to the personnel which shall be the sole responsibility of the CSP and the CSP alone shall be the employer of such personnel. 21. The CSP is expected to start Service(s) within a maximum period of 7 (Seven) days from written intimation sent by / from IDBI Bank Ltd. or such time as may be permitted by the Bank. In case the CSP is not able to takeover all required services in the stipulated period of time from the date of written intimation and/or the CSP has not been able to render the courier services to the satisfaction of IDBI Bank Ltd., IDBI Bank Ltd. shall be entitled to terminate the agreement and is not bound to take any services from that CSP concerned and/ or relocate/re-allot the services. 22. The CSP shall not employ any person who is prohibited by law from being employed. The personnel deployed by the CSP shall not suffer from any physical defects, which are likely to interfere with the efficient discharge of their duties. They should also possess good physique and should not be suffering from any contagious / major diseases. 23. In the event of personnel not reporting for duty, alternate arrangements / replacement shall be made by the CSP immediately, without jeopardizing the work / business of the Branch / establishment. An authorized representative of the CSP shall ensure his / her service at short notice when required by the Bank. 24. During surprise checks by any authorized officer of the Bank, if a particular personnel is found negligent on duty, the CSP will have to withdraw that personnel from the Bank forthwith and suitable penalty will be imposed by the Bank as stated in the respective contract, Agreement which may even entail cancellation / termination of contract for the rest of the period. 14
25. The CSP shall take necessary safety measures and CSP shall be solely responsible for the safety of personnel engaged by it. The CSP shall provide appropriate bags / covers, umbrella, raincoat, etc., to all its personnel, to render the required services to the Bank. 26. The Bank shall not be responsible for any accident / injury or loss of life of any of the persons engaged by the CSP that may take place while performing / executing the contract. Any compensation or expenditure towards the treatment of such injury or loss of life shall be the sole responsibility of the CSP. At its cost, the CSP shall obtain appropriate insurance policy for its personnel towards meeting the liability of compensation arising out of death, injury, disablement, etc., while at work (documentary evidence to be submitted to IDBI Bank Ltd, within 7 days). 27. The CSP shall, at its own cost, obtain appropriate / adequate transit insurance policy for transporting important documents / parcels / boxes of the Bank (documentary evidence to be submitted to IDBI Bank Ltd. within 7 days). 28. The CSP shall abide by all the rules and regulations laid down by the Bank authorities from time to time. The Agency or its personnel shall not at any time do, cause or permit any nuisance at the site / do anything which shall cause unnecessary disturbances or inconvenience to the occupants/visitors at site or near the site of work. 29. The CSP shall undertake to engage, employ and provide the requisite number of personnel for the purpose and also be responsible for payment of their entitled emoluments and dues, discipline and work. The CSP must ensure that the persons are of highest standards of integrity, discipline and capability. The CSP shall be responsible for all acts done by the personnel engaged by it and for maintenance of proper discipline by his personnel at the premises of the Bank. Any act of indiscipline / misconduct on the part of any personnel engaged by the CSP resulting in any loss to the Bank, in kind or cash, will be viewed seriously and the Bank shall have the right to levy damages or fine from the CSP and even terminate the contract forthwith. The CSP shall ensure that performance and quality all its courier service personnel / supervisors, will be reviewed on regular basis. 30. Personnel employed by the CSP for providing services to the Bank shall be its employees and not of the Bank, in any way, whatsoever. The personnel engaged by the CSP shall not have any employee-employer or master-servant relationship with the Bank and they shall not have any claim whatsoever for employment in the Bank, now or at a future date. 31. The CSP shall not sub-contract the works. 15
32. The CSP shall submit the monthly consolidated bills collected from branches (duly verified by branch officials) and should be submitted in batches as per the schedule decided by the Bank along with list in the specific format. The Bank shall pay charges on monthly basis upon submission of bills by the CSP subject to the deductions of TDS at the prevailing rate as applicable under the provisions of Income tax Act, 1961 and certified by the concerned official to the effect that the services have been carried out as per the contract. 33. All services to the Bank shall initially be on a TRIAL basis for 3 months, during which period all dues for services provided shall be cleared by the Bank, but further continuation of the contract, shall be possible only, at the sole discretion of the Bank, on evaluation of their quality of services. 34. The CSP shall execute a Service Agreement related to this contract on nonjudicial stamp paper as per the pro-forma prescribed by Bank within 7 working days from the date of issue of work order / intimation for services. The CSP shall bear all costs and expenses and stamp duty in respect of all agreements and litigation related to this contract that may be entered into with the Bank. The original copy of Service agreement shall always remain in possession of the Bank. 35. The finally selected CSPs shall have no right, whatsoever, to define the volume of business to be necessarily given to them by the Bank. It shall be done at the sole discretion and decision of the Bank, unconditionally. 36. The CSP shall provide weekly offs / holidays to its personnel as per statutory laws / labour laws, but it shall be the responsibility of the CSP to provide replacements and ensure uninterrupted services on all days and on 24x7 basis. 37. While selecting the CSPs, emphasis will be given on the ability and competence in rendering good quality services. There shall be penalty clauses / penal deductions against the CSP, in the Agreement, for courier services, in the case of substandard & poor quality of services. 38. The Bidders / CSPs, who meet all eligibility criteria & terms and conditions in all respects and are confident of providing good quality of services, shall submit their Tender for Empanelment. 39. Bidders shall satisfy pre-qualification criteria (Annexure-III) to qualify in the Technical Bid. 40. Conditional tenders/incomplete tenders will not be accepted and will be summarily rejected. 41. No escalation in rates on any account will be permitted during the contract period. 42. No advance will be paid. 16
43. Mere filling of the Bid Document Form does not automatically qualify the CSP for being selected / allotment of work. Bank shall have the right to reject any or all Bid Documents without assigning any reason whatsoever, therefore. 44. Decisions relating to the contract: The decision of IDBI Bank Ltd in all respect of the contract shall be final, conclusive and binding on both the parties 45. The CSP shall maintain all information obtained by it and / or provided by IDBI Bank Ltd. during the performance of services as strictly confidential. 46. In the case of any dispute arising out of or in relation to the agreement remedy may be sought, under the provision of the service agreement / contract. 47. The CSP shall maintain records of courier services and relevant inward / outward movements of goods and make it available for inspection to IDBI Bank Ltd./ statutory authorities / regulatory agencies. 48. IDBI Bank Ltd. reserves the right to re-issue / re-commence the entire bid process in the case of any anomaly, irregularity or discrepancy in regard thereof. Any decision of IDBI Bank Ltd. in this regard shall be final, conclusive and binding on the Bidder. 49. IDBI Bank Ltd. reserves the right to accept or reject in part or full any or all the bids as a consequence of this advertisement for-tender for Empanelment of Courier Service Provider, for providing courier services thereof without assigning any reason whatsoever. Any decision of IDBI Bank Ltd. in this regard shall be final, conclusive and binding on the Bidder.. 50. IDBI Bank Ltd. reserves the sole right for including any addendum / issuing corrigendum to this entire bid process. The bidders shall not claim as a right for requiring IDBI Bank Ltd. to do the aforesaid. At any time before the deadline for submission of bids / offers, IDBI Bank Ltd. may, for any reason, whether at its own initiative or otherwise, modify this Bid Document. All prospective bidders who have received this tender document shall be notified that any further addenda / corrigenda / extension of dates / clarifications/responses to bidders queries in respect of the above tender shall only be posted on Banks website www.idbi.com and no separate notification shall be issued in the press. Bidders are therefore requested to regularly visit Banks website to keep themselves updated in this connection. If required, in order to allow prospective bidders reasonable time, in which to take the amendment into account, in preparing their bids, IDBI Bank Ltd. reserves the right to extend the deadline for the submission of bids. However, no request from the bidder, shall be binding on IDBI Bank Ltd. for the same. 17
51. The CSPs may only submit tender if the bids are valid for at least 90 (Ninety) days from the last date of submission of bid. Any decision in this regard by IDBI Bank Ltd. shall be final, conclusive and binding on the CSPs. 52. Any tender received by the Bank after the last date and time of submission as specified in the document shall be rejected forthwith / returned unopened to the CSP. Any decision in this regard by the Bank shall be final, conclusive and binding on the CSP. ********** 18
Annexure IV (contd ) (B) SCOPE OF WORK The list of Services to be provided to IDBI Bank Ltd. is given below: 1. The Courier Service Provider (CSP) shall have an establishment centrally controlled and should be working 24 hrs a day, to facilitate dispatch of documents / deliverables including Bank holidays and late hours in the night throughout the year. 2. The CSP shall collect the documents/deliverables from the Bank s branches/other offices pan India at their own expenses, on daily basis at such time as may be decided by the Bank or as advised by the Bank/branches from time to time and dispatch / delivery of the same to various branches of the Bank and its customers pan-india. CSP shall arrange to collect the documents / deliverables through their staff from the branches / other Offices of the Bank with an assurance of efficient, prompt dispatch and safe service/s with utmost efficiency and secrecy as per Good Industry Practice. 3. The CSP shall prepare the Proof of Pickup (POP) / Proof of Delivery (POD) in the Bank / Branch premises. No parcel / documents / deliverables will be allowed to be taken out of Bank s premises without POP / POD. 4. The CSP provider shall also accept the documents / deliverables at its office and provide acknowledgement thereof on the deliverables. 5. The CSP shall pick up the documents and deliverables promptly, and deliver the same to the places within respective Cities within 2 days, within 4 days PAN India and North East states from the date of pick up. 6. The CSP shall arrange to deliver the important and emergency deliverables by Express Courier Service by air, and shall ensure delivery of the same within 24 hours from the time of acceptance / pick up of the deliverables within the applicable rates. 7. The CSP Provider shall make arrangement for Transit Insurance for transporting important documents / parcels / deliverables across branches and customers at their addresses pan India and vice versa. 8. The CSP shall have internet site /website and should be able to offer to the Bank an on line tracking facility of the deliverables / parcels. 9. The CSP shall issue and maintain the chalans and registers and produce the same to the concerned officer of the Bank along with the bills. 19
10. The CSP shall maintain all information and provide MIS in excel / text format for deliverables returned and delivered (date wise, region wise, etc.). 11. In the event of loss of the documents / deliverables, CSP shall report the matter immediately to the officer concerned of the Bank / branch and also take appropriate action. The CSP shall also co-operate and assist the Bank officials for recovering the said lost documents / deliverables. 12. The CSP should prepare and furnish the name(s) of the personnel visiting the office (s) of the Bank on monthly basis. 13. The CSP shall be liable to pay penalty as decided by the bank for unusual delay in delivery, which will be recovered from the bills of the CSP. 14. The services of the CSP will be reviewed at quarterly intervals or as decided by the Bank and in the event of service(s) being found unsatisfactory (deficient / substandard or not as per the terms & conditions of the Service Agreement) at the time of review or at any time during the intervening period, IDBI Bank Ltd. reserves the right to terminate the contract by giving at least one month s prior written notice. If the contract is so terminated IDBI Bank shall have full rights to re-tender or reallocate the contract to other CSP. The Bank s decision shall be final, conclusive and binding on the parties. 15. The entire responsibility for taking, delivering the documents/deliverables is that of the CSP and the IDBI Bank Ltd shall not be liable to pay anything for loss of material or manpower during the period of the contract. The CSP shall be responsible for any loss of documents / deliverables, etc., for negligence of persons employed by it, including but not limited to civil and criminal liability arising from the acts of its personnel. 16. The CSP should be equipped with system of centralized billing services for collecting verified bills / furnishing the bills in batches as directed by bank. Confirmation to this effect is required. 17. The CSP should also have/or can undergo a tie up with Postal services/special agents in case where the bank branches are situated at remote places. ********** 20
Annexure- V Financial Bid (1) Local service Particulars Documents (Rates rupees) Name of courier Agency Area 1 st 250 gms Addl. 250 gms. Intra-City (all cities PAN India) Rest of India/PAN India North East Note: 1. The bidder shall quote rates exclusive of all applicable taxes. 2. Only one rate should be quoted for each category of service and matrix as mentioned in the table. 3. In the case of cutting of/correction in the figure the same should be countersigned by the authorized person who has signed the covering letter for Financial bid (Annexure-II). 4. Decision as to any arithmetical error manifest or otherwise in the bid documents shall be decided at the sole discretion of IDBI Bank and which shall be binding on the Courier Service Provider. Dated this.. Day of..2016. (Signature) (Name) (In the capacity of) Duly authorized to sign the bid for and on behalf of (Company/Bidder) ******************* 21