Part A TENDER DOCUMENT (With Revised date of Submission) for ANNUAL MAINTENANCE CONTRACT FOR DIGITAL MULTI-FUNCTION PHOTOCOPIERS This document consists of the following: a. Notice Inviting Applications for Pre-Qualification of AMC Contractors for Photo Copier Machines. b. General Rules and Instructions to the Intending Applicants. c. Evaluation Criteria d. Scope of Services e. Application Format DATE OF PRE-BID MEETING @ 11:00 HRS : 20/08/2018 LAST DATE FOR SUBMISSION OF FILLED IN FORMS : 27/08/2018 WITH ENCLOSURES Indian Overseas Bank General Administration Department Fifth Floor, Annexe Building Central Office 763 Anna Salai Chennai 600 002 Phone: (044) 2852 4212 (Extn: 9623 / 9632)
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NOTICE FOR PRE-QUALIFICATION OF PHOTO COPIER MACHINE VENDORS The General Administration Department of Indian Overseas Bank, Central Office has 25 numbers of Digital multi-function Photocopiers in use at various Departments of Central Office, Chennai. The intention of this notice is to select an Annual Maintenance Contractor for maintenance of twenty-five numbers of Digital multi-function Photocopiers for a period of TWO years The eligible and interested Vendors may collect the Tender Document from the above office by paying non-refundable fee of Rs.250/- inclusive of GST (Rupees Two Hundred and Fifty only including applicable GST) by way of Cash/Demand Draft favouring Indian Overseas Bank, Central Office payable at Chennai. Alternatively, the document can also be down loaded from the website of Bank namely www.iob.in and a document fee of Rs.250.00 inclusive of GST (Rupees Two Hundred and Fifty only including applicable GST) by way of Demand Draft favouring Indian Overseas Bank, Central Office payable at Chennai may be submitted along with the duly filled in document. The document submitted without the prescribed fee will be liable for rejection. Applicants who have already paid Rs.250/-, while purchasing the application directly from our office, need not enclose DD while submitting the filled in application form. Vendors who wish to participate shall go through this tender document carefully, understand the conditions and the duly completed document in the prescribed format with all supporting documents, including EMD, shall be sealed in two separate sealed covers and super-scribed clearly as Tender for AMC of Photocopiers PART - A & Tender for AMC of Photocopiers PART - B and shall be submitted within the stipulated date and time as below: Last Date Location / Address : 27/08/2018 up to 14:30 Hrs. : The Deputy General Manager, Indian Overseas Bank, Central Office, General Administration Department, Fifth Floor, Phase I, Annexe Building, 763, Anna Salai, Chennai 600 002 Indian Overseas Bank, Central Office P a g e 3
A Pre-Bid meeting has been organized at the Department on 20/08/2018 @ 11:00 Hrs. to enable the prospective bidders to understand the Bank s requirements, terms and conditions etc. The Bank reserves the right to accept or reject any or all the applications without assigning any reasons thereof and their decision of selection will be final. Date: DEPUTY GENERAL MANAGER Indian Overseas Bank, Central Office P a g e 4
GENERAL RULES AND INSTRUCTIONS TO THE INTENDING APPLICANTS 1. Documentary proof with respect to the pre-qualification criteria shall be furnished along with the completed application form. In this regard, copies of the work orders and completion certificates and or such other documents shall be submitted. Incomplete applications or applications without proper proofs for establishing their credentials will be liable for rejection and no correspondence will be entertained in this regard. 2. EMD @ Rs.5000/= shall be submitted by means of DD in favour of I.O.B., Central Office, taken from any scheduled Bank, along with Part A tender document. Tenders without EMD are liable to be rejected. The EMD of unsuccessful bidders will be returned on acceptance of L1 bid by the Competent Authority of the Bank. The EMD of the successful bidder will be returned along with final bill of the vendor. 3. Please fill up Part A and Part B documents, enclose necessary proof documents with Part A and submit Part A and Part B in separate sealed covers, to Indian Overseas Bank, General Administration Department, V Floor, Annexe Building, Central Office, Chennai 2, on or before the due date. Please note to enclose EMD along with Part A cover. 4. Part A (Technical Bid) will be opened first. Part B (Price Bids) of those applicants who qualify Part A alone would be opened subsequently, the same day or on a date (and time) declared at the time of opening of Part A. 5. Pre-Qualification Criteria: a) Vendors whose tenders are responsive i.e., those vendors who have submitted tenders in time (in two separate sealed covers), signed all pages, submitted EMD etc. b) Vendors who have satisfied the minimum qualification and confirm to supply machine satisfying essential specifications. c) Vendors who confirm to all Bank terms and conditions, spelt out in this Tender Document. Please refer to Evaluation Criteria, detailed elsewhere in this document. 6. The authorized person of the firm/ company shall sign in all the pages of the application with seal of the company/ firm. Indian Overseas Bank, Central Office P a g e 5
7. If, information and details furnished by applicants are found to be false at any time in future or any information withheld, which comes to the notice of the Bank at a later date, the tender and / or the one-year rate contract will be cancelled immediately and appropriate penal action will be initiated as deemed fit by the Bank. 8. Applications received after the due date and time are liable to be rejected. 9. The Tenders shall be valid for a period of 90 (NINETY) days, from the date of submission of tender. 10. Applicant / Vendor Obligations: a) The applicant should intimate change of address to the Bank. b) The applicant should not indulge in unethical practices. c) The applicant should execute the works awarded to him strictly as per the terms and conditions of the contract and specifications. Indian Overseas Bank reserves its right to reject any / or all the applications without assigning any reasons whatsoever. Indian Overseas Bank, Central Office P a g e 6
EVALUATION CRITERIA ANNUAL MAINTENANCE CONTRACT OF DIGITAL multi-function PHOTOCOPIERS All interested and eligible bidders shall submit their duly filled bids, in two cover system, on or before the due date and time specified for submission of in the tenders, signed in all pages along with EMD and all relevant annexures to be submitted as proof of experience, financial capabilities etc. The details of the Technical Bid evaluation criteria are furnished below: I. Technical Bid Evaluation Criteria: Stage 1: Preliminary Examination: To ascertain the responsiveness of the bidders and reject those bids who have; Not submitted the tender in time Submitted tender without Application Fee (in case of downloaded applications) Submitted tender without EMD Not submitted the tender in Bank s approved format Submitted unsigned / illegible tender Not accepted the Bank s techno-commercial conditions Submitted the tender with counter conditions Not registered for Income Tax etc. Only those bids that are responsive shall be subject to further processing. Bids not complying to the above would be rejected and their unopened Price Bids will be returned along with their EMD (if submitted). Stage 2: Pre-Qualification: To determine the compliance of the bidders with the Pre-Qualification (PQ) mandatory criteria specified below: They Should be OEM / Authorized Dealer / Authorized Service Provider, having service network in the geographical jurisdiction of Chennai City. They should be established in this field for minimum of 5 years. They should have maintained similar machines to Government / PSUs / PSBs / RBI / FIs. Indian Overseas Bank, Central Office P a g e 7
For establishing the above, the terms are elaborated as follows: i. The bidder should be an Original Equipment Manufacturer or their duly Authorized Dealer / Service Provider, based in Chennai or its suburbs. Proof of dealership with address and contact details in the form of MAF (Manufacturer s Authorization Form) and supporting documents shall be submitted along with the bids. In case of OEMs, they shall submit the address proof of their local Office at Chennai or suburbs. ii. iii. The bidder should be in the Business during last five years, reckoned prior to cutoff date of 31/03/2018; Proof of experience in carrying out business in these years viz., Date of incorporation / establishment / performance certificates etc. shall be submitted. Bidder should have maintained digital photocopier machines to clients viz., PSUs / PSBs / RBI successfully, for a period of not less than FIVE years, as on 31/03/2018: Copies of Service Level Agreements / Performance Certificates issued by clients, to prove the above, shall be submitted. II. Those bidders who qualify all the above Technical Bid Evaluation Criteria alone would be eligible for Pre-Qualification and for next part of evaluation i.e., opening of Price Bids. Price Bid Evaluation Criteria: On opening of Price Bids, the same shall be evaluated based on the rates quoted. The Bidder quoting the lowest price would be the successful bidder. On opening of Price Bids, all the rates quoted by all the pre-qualified bidders would be arithmetically checked and the final costs would be compared. The lowest quoting bidder, would be the successful bidder, subject to acceptance of bid by the Competent Authority of the Bank. All costs towards labour / material / transport / taxes etc. shall be borne by the Contractor and hence the same shall be included in the items detailed in the Schedule of Quantities. Only GST, as applicable, is payable by Bank extra over and above the Basic Price quoted in the tender (Price Bid), as per extant GST rules. Indian Overseas Bank, Central Office P a g e 8
The total Tender Price will be arrived at as below: 1. Cost of AMC charges calculated for 1,00,000 copies per copier, for first years (A) + GST i.e., A= Rate per copy x 25 x 100000 2. Cost of AMC charges calculated for 1,00,000 copies per copier, for the second year (B) + GST i.e., B= Rate per copy x 25 x 100000 TENDER PRICE = [(A) + (B)] NOTE: For the purpose of arriving at L1, an average of 1,00,000 copies per machine per year has been considered based on the present utility in the Bank. The vendors to note that, the AMC charges will be paid as per actual reading, for each machine. It is to be noted that the AMC shall be valid up to two years. Indian Overseas Bank, Central Office P a g e 9
SCOPE OF SERVICES ANNUAL MAINTENANCE CONTRACT FOR DIGITAL multi-function PHOTOCOPIERS The general scope of works for maintenance of the digital multi-function photocopiers include the following: 1. The service shall be on Annual Contract basis and are to be provided at Bank s Central Office site, in various Departments. The location address is as below: Indian Overseas Bank, Central Office, 763, Anna Salai, Chennai 600 002 2. The contract shall be FULL service covering service, spares and supplies (all consumables like toner, drum etc.). 3. Note: Paper, Power and manpower for operation would be in the scope of Bank. All other services for efficient operation of the machine to be included in the contractor s scope. Indian Overseas Bank, Central Office P a g e 10
APPLICATION FORM ANNUAL MAINTENANCE CONTRACT FOR DIGITAL multi-function PHOTOCOPIERS Format to be filled up, signed by the authorized signatory and submitted to the Deputy General Manager, General Administration Department, Central Office in sealed covers super scribing the name of the work (as well as PART-A), on top of cover on or before the scheduled closing date and time. 1 Name of the Applicant / Firm / Company 2 Registered Address: Address for Communication: 3 Contact Information Office Phone Number: Residence Phone Number: Mobile Number: Fax: E-Mail: 4 Status of the Firm: (Please tick appropriate box) 5 Name of the Proprietor / Partners / Directors with professional qualifications (if any): 6 Year of Establishment: Company Partnership Proprietary Firm Individual (attach proof) Indian Overseas Bank, Central Office P a g e 11
7 Registration Details Companies/ Firm Registration Number & Date: Income Tax PAN: GST No.: Others, if any: 8 Whether Original Equipment Manufacturer (OEM) or Authorized Dealer? (Please Tick any one) 9 If Authorized Dealer, please submit copy of Dealership Certificate / Authorization Letter issued by the OEM. 10 Have you gave any services to the photocopiers at any Government / PSUs / PSBs, earlier? (attach proof) OEM Authorized Dealer Certificate / Letter Enclosed: YES NO YES NO 11 If your answer is YES to point 10 above, then please furnish the details of supply. YEAR 1. 2. 3. ORGANISATION Enclose proof of supply in support. Proof Enclosed: YES NO Indian Overseas Bank, Central Office P a g e 12
12 AMC REQUIREMENTS: Please confirm your acceptance to Bank s AMC Terms & Conditions, as below: TWO YEARS Annual Maintenance Contract (AMC), starting from the date of agreement. Bill shall be raised on a monthly basis. The AMC charges will be reckoned on the basis of meter reading taken monthly in presence of Bank Official. AMC charges shall be cost per copy less 1% wastage. Please note that the AMC shall cover service, supply of essential consumables like Toner, Drum, Developer etc. For the purpose of uninterrupted copying, one additional toner shall be made available always at our Department from the date of installation, for each under AMC machine. 13 Please enclosetechnical specifications along with Part A ACCEPTED NOT ACCEPTED YES NO 14 Please confirm that you have submitted your Price Bid (PART B Tender) in a separate sealed cover. YES NO 15 Details of Application Fee DD No. : Date: Issuing Bank / Branch: Indian Overseas Bank, Central Office P a g e 13
16 PRICE BID EVALUATION CRITERIA: The total Tender Price will be arrived at as below: 1. Cost of AMC charges calculated for 1,00,000 copies per copier, for first year (A) + GST. i.e., A=Rate per copy x 25 x 100000 2. Cost of AMC charges calculated for 1,00,000 copies per copier, for second year (B) + GST. i.e., B = Rate per copy x 25 x 100000 TENDER PRICE = [(A) + (B)] Please confirm your acceptance for the above. 18 PRICE ALL INCLUSIVE: The Bidders to note that the Basic Price quoted by them in PRICE BID are excluding GST. GST shall be paid over and above the quoted BASIC PRICE, as per extant GST rules and has to be quoted in the tender. However, GST would be paid as per extant rules as applicable at the time of payment. 19 Please confirm that all the pages of this tender document (both Part A and Part B) have been signed by the Authorized Signatory. ACCEPTED NOT ACCEPTED ACCEPTED NOT ACCEPTED YES NO Indian Overseas Bank, Central Office P a g e 14
D E C L A R A T I O N 1. All the information furnished by me / us here above is correct to the best of my knowledge and belief. 2. I / we have no objection if enquiries are made about the work listed by me / us in the accompanying sheets / Annexures. 3. I / We agree that the decision of Indian Overseas Bank in selection of contractors will be final and binding to me / us. 4. I / We have read the instructions and I / we understand that if any false information is detected at a later date the contract shall be cancelled at the discretion of the Bank. Place : SIGNATURE OF THE APPLICANT Date : NAME & DESIGNATION SEAL OF ORGANISATION Indian Overseas Bank, Central Office P a g e 15
Part B TENDER DOCUMENT (With Revised date of Submission) for ANNUAL MAINTENANCE CONTRACT FOR DIGITAL MULTI-FUNCTION PHOTOCOPIERS This document consists of the following: a. Schedule of Quantity LAST DATE FOR SUBMISSION OF FILLED IN FORMS : 27/08/2018 WITH ENCLOSURES Indian Overseas Bank General Administration Department Fifth Floor, Annexe Building Central Office 763 Anna Salai Chennai 600 002 Phone: (044) 2852 4212 (Extn: 9623 / 9632)
Supply of Digital Multi-function Photocopiers FINANCIAL BID (PART B) SUPPLY OF DIGITAL multi-function PHOTOCOPIERS Format to be filled up, signed by the authorized signatory and submitted to the Assistant General Manager, General Administration Department, Central Office in sealed cover superscribing the name of the work (as well as PART-B) on top of cover on or before the scheduled closing date and time. The Basic Price shall be all inclusive except Goods and Services Tax. GST shall be quoted separately over and above the Basic Price and added to the Basic Price to arrive at Total Cost, which shall be quoted in the Amount Column. Name of Company : SCHEDULE OF QUANTITY S.No Specification & Break Up Total Amount in Rs. I. All-inclusive AMC Charges per copy, for the first year, excluding GST: Rs. Paise (a) [Basic Price] (In Words: ) Total AMC Price for 25 copiers, for ONE year @1,00,000 copies per machine per year i.e., (A) = [25 x 1 x 100000 x (a)] :Rs. In Words: Rupees Indian Overseas Bank, Central Office
Supply of Digital Multi-function Photocopiers II. All-inclusive AMC Charges per copy, for the Second year, excluding GST: Rs. Paise (b) [Basic Price] (In Words: ) Total AMC Price for 25 copiers, for ONE year @1,00,000 copies per machine per year i.e., (B) = [25 x 1 x 100000 x (b)] :Rs. In Words: Rupees TOTAL (I) + (II) (Excluding GST) Rs. In Words: Rupees ADD: GST as applicable Rs. GRAND TOTAL (TOTAL) + (GST) In Words: Rupees DATE: SIGNATURE OF AUTHORIZED SIGNATORY WITH COMPANY SEAL Indian Overseas Bank, Central Office