Request for Proposal (RFP)

Transcription

1 Ref No-RO: SEC:SIL: Date :04/02/2019 Request for Proposal (RFP) Empanelment of Vendors/Firms/Suppliers for supply Installation & Comprehensive Maintenance of Fire Alarm system with Auto Dialer, Tamper-proof Security Alarm System, Embedded stand-alone DVR based CCTV system in the Branches,Offices &ATMs Of Union Bank of India Regional Office, Siliguri Sachin Sourav Apartment, Ashutosh Mukherjee Road, Collegepara, Siliguri Contact No: /363 Fax: NOTE: This document contains 37 pages including this cover page Regional Head Regional Office, Siliguri 1

2 Request for Proposal Union Bank of India, Regional office, Siliguri invites sealed offers in two-bid system from vendors/firms/suppliers for empanelment towards supply, installation and comprehensive maintenance of Fire Alarm system with Auto Dialer, Security Alarm System & CCTV system in the branches, Offices & ATM under Siliguri Region. RFP Forms can be obtained from Regional Office on the above address on payment of 1000/- (Non-Refundable) by way of Demand Draft favoring Union Bank of India payable at Siliguri or may be downloaded from our website & Government portal ( However, for RFP downloaded from website the Demand Draft will be submitted along with the Tender document. Date of commencement of issue of RFP : 05/02/2019 Pre-bid Meeting : 19/02/2019-(1500 hrs) Last Date for clarification : 26/02/2019-(1100 hrs) Last date for submission of RFP : 26/02/2019-(1500hrs) Opening of Technical bid : 26/02/2019-(1530 hrs) Note:- (i) Offers from firms not having their own registered offices in Siliguri less than 01 Year as on 31/01/2019 will not be considered. (ii) The tender documents should be dropped in the Tender box kept at above address, duly signed and stamped at each page.fax/telegram/telex/ or any form of electro communication will not be accepted. (iii) Technical Bid and Price Bid both must be submitted together in separate sealed envelope before the closing date. No Separate Price bid will be called for during the process. Bidders not submitting both offers will be rejected. (iv) Any bid received after the deadline prescribed by the bank will be rejected. (v) In case of any unexpected interruption due to events beyond control of the tender committee, the process interrupted will be continued on the subsequent working day at the scheduled time. (vi) The Bank reserves the right to reject any/all applications without assigning any reason whatsoever. Offers from Vendor/ Firms not having their own registered offices in Siliguri will not be considered. The office must be in existence 1 year as on 31/01/2019 and in running condition. It must be manned during the office hours. All conditions and parameters will be evaluated with reference to the firms submitting the tenders. The Bank reserves the right to reject any/all applications without assigning any reason whatsoever. 2

3 SECTION - I SCOPE OF THE WORK Empanelment of Vendors/Firms/Suppliers for supply, Installation & comprehensive maintenance of the following security systems in the Branches, Extension Counters, Offices & ATMs of Union Bank of India under Siliguri Region:- 1. Fire Alarm System with Smoke, Heat, Flame sensors & Auto Dialer for Branches/Offices/ATM 2. Security Alarm System (Tamper-proof) with Day & Night Sensors for Branches 3. Security Alarm System (Tamper-proof Mini Panel) with Day & Night Sensors for ATM 4. Embedded standalone DVR based CCTV system with Night vision Cameras for Branches/Offices. 5. Embedded standalone DVR based CCTV system (Inbuilt Monitor) with Night vision Cameras for ATMs Siliguri Region is widely spread in two states (West Bengal & Sikkim) comprising of North and South Dinajpur, Malda, Coochbehar,Jalpaiguri, Alipurdhur, Darjeeling, Kalimpong District of West Bengal and all the four districts of Sikkim State. The requirements mentioned above pertain to the entire region and not to the particular centre where RO is located. However the responsibility of procurement and AMC of security equipment for branches of Union Bank of India spread over all the districts in West Bengal & Sikkim is entrusted within Siliguri Regional Office of Union Bank of India and herein after will be referred as Siliguri Region. Fire Alarm system with relevant sensors & Auto Dialer, Security Alarm System (Tamper-proof) with Day & Night Sensors, Embedded standalone DVR based CCTV system with Night vision Camera in the Branches, Extension Counters, Offices & ATMs of Union Bank of India herein after will be referred as Security Equipment. Vendors/Firms/Suppliers/Dealers/Manufacturers participating in the Tender Process herein after will be referred as Firm/Vendor The selected Firm(s) will be empanelled for a period of Three Years. Rate contract for supply and installation of new equipments will be for the period of One year. The comprehensive AMC will be for 3 years from date of installation of equipment or from the date of contract in case of existing system. No AMC charges will be paid during warranty period. AMC rates fixed at the time of contract will be non negotiable and no revision will be permitted. However after satisfactorily completion of the contract if both parties are willing to continue the contract in the existing terms and conditions and same rates, the contract may be extended for another one year. However extension of contract period will not exceed the maximum of 3 years from the date of original contract. The new supply & installation of Security equipment will be as on required basis based on the supply/work order originated from Regional Office, Siliguri. The Comprehensive AMC will be renewed on yearly basis by our office on satisfactory services of the empanelled vendor. The Bank reserves the right to cancel the tendering process and or empanelment at any point of time without assigning any reason what so ever by giving a month s notice.if Union Bank of India conducts Pan India Rate contract, Regional Office Siliguri will have the right to cancel this Annual Rate Contract. In such case notice of one month will be served to the firm for termination of Annual Rate contract and no other claims will be entertained. 3

4 SECTION II TERMS & CONDITIONS 1. ELIGIBILITY CRITERIA FOR SHORT-LISTING The preliminary evaluation will be done on the following parameters on proof documents submitted along with the Tender and offers from firms not conforming to any of these parameters or not supported by proof documents will be rejected. Following Proof documents are mandatory for all parameters:- Sl. Parameters Remarks i) Status of Bidder The bidder must be a registered Company under Shops & Establishment Act &have been dealing with the product offered for a period not less than 5 Years as on the commencement date of the RFP. (Attested Copy of Registration Certificate must be submitted along with the tender) ii) Own office/service Center in Siliguri. Good after sales service network sufficient spares & eqpt in Siliguri a) Firms must have at least one Office/Service Center in Siliguri City not less than 01 Year as on the commencement date of the RFP. (Attested Copy of Registration Certificate or Rent Receipt must be submitted along with the tender) b) The Office/Service Center must have Landline Telephone connection and facility within which the branch/office is located and Office should be manned during the office hours. c)firms should have their own employees (Engineers/Technicians) for Siliguri, Infrastructure & network to support in Siliguri. (The list of Technical manpower names in SIliguri must be submitted along with the tender) iii) Work Experience Registered Firms/ Company should be a reputed Manufacturer/Reputed authorised dealer in the products offered not less than 05 years as on commencement of the RFP. (Copy of Purchase/Work Orders/Project Completion Certificates must be submitted as proof) iv) Govt./PSB/PSU Organisation Experience v) Performance Certificate from existing Customers & their References vi) Good Product quality and Robustness The firm applying for CCTV/FAS/SAS should have installed/looking after the AMC of the above systems at least for Two PSB (other than Union Bank of India, Siliguri Region) situated in Siliguri Region for at least 03 Years.(w.e.f 01/01/2015. (Copies of supply/work order & AMC Letters must be submitted along with the tender) Bidder should submit Performance Certificate from Two existing Customers (PSB) situated in West Bengal (other than Union bank of India, Siliguri Region) along with the reference site as per the Annexure V. (Adverseor non-satisfactory feedback received from any of the reference sites shall disqualify the bidder s tender. through the domain of the organization will be treated as valid modes however through Gmail, Yahoo or any such sites will not be entertained.) All Products for which BIS standards exist should conform to those standards or should have test report by the Regional Electronic Test Development Centers. (Attested Copy of certificate must be submitted along with the 4

5 vii) Assesse of Income Tax. tender) Firms should have Income Tax PAN & Should have filed Income Tax Return for the Assessement Year , , (Attested Copy of Pan Card & Acknowledgement of IT Return must be submitted along with the tender) viii) GST Registration The Firm should have valid GST Registration Number. (Attested copy of the certificate or letter by the Service Tax Department must be submitted along with the tender) ix) Annual Turnover &Net Profit x) No black-listing in the past. xi) Firm not controlled by any Employee or relative of Union bank of India. The firm should have earned profit during last 03 Years. (Attested Copies of the Audited Balance sheet and Profit & Loss account for the past 03 years i.e , & should be submitted along with the tender) Bidder should not have been black listed by the Government/PSU/Banks/ Financial Institutions in India in the past. (An undertaking to this effect in their letterhead must be submitted along with the tender) Firms shall not be owned or controlled by any executive, officer & employee of Union bank of India or their relatives having the same meaning as assigned under sec 6 of the Company Act (An undertaking to this effect in their letter head must be submitted along with the tender) 1.1 Intending firms should furnish the firm s profile as per at Annexure- III. 2. PRE-BID MEETING A pre-bid meeting will be held at 3.00 PM on 19/02/2019 at Union Bank of India,Regional Office, Siliguri, Sachin Sourav Apartment, Ashutosh Mukherjee Road, Collegepara, Siliguri. 3. TWO BID SYSTEM OFFER 3.1 The offer will be in two parts, Technical bid & Price bid. Both the parts should be submitted before 3.00 PM on 26/02/2019 in separate sealed covers duly superscribed Technical Bid for CCTV/FAS/SAS and Price Bid for for CCTV/FAS/SAS respectively and both the sealed envelopes should be placed in another sealed envelope superscribed Offer for empanellment towards CCTV/FAS/SAS. The offer must be dropped in the Tender Box placed at Union Bank of India, Regional Office, Siliguri, Ashutosh Mukherjee road, Collegepara, Siliguri No Separate Price bid will be called for during the process. Bidder not submitting both offer will be rejected. 3.2 The Complete Tender Document should be submitted strictly as per the Check-list along with proof documents placed at Annexure-I. No documents will be accepted after the submission of bid. 3.3 All the Annexures of the bid shall be typed or written in indelible ink & submitted duly signed by the bidder or the authorized person with Name and designation & seal of the company. The authorization shall be indicated by written power of attorney to participate in the tender. Bids signed by representatives who don t have written power of attorney to participate in the tender shall be rejected. (Copy of power of attorney to be enclosed) 4. EARNEST MONEY DEPOSIT (EMD) 4.1 Earnest Money Deposit of in the form of a demand draft issued by a scheduled commercial bank favoring Union Bank of India, payable at Siliguri must be submitted along with the Tender document 5

6 4.2. No interest will be payable on the EMD. The EMD will be refunded to the unsuccessful Vendors. The EMD of successful vendors will be released only after submission of Performance Bank Guarantee. 4.3 The Earnest Money Deposit will be forfeited if the vendor:- Withdraws its bid during the tender process. Have been selected by the Bank for the job but refuses to accept any contract. Refuses to accept purchase order or having accepted the purchase order, fails to carry out his obligations mentioned therein. Refuses to submit Performance Bank Guarantee on finalization of Rate Contract. 5. TECHNICAL BID OFFER (TO) 5.1 The Technical Bid Offer (TO) should be complete in all respects and contains all information asked for in this document. It should not contain any price information. 5.2 It is mandatory to submit the details in the prescribed pro-forma (Annexure III to V) duly filled in & signed along with relevant documents. In case of non-submission or partial submission of prescribed details the Bank shall reject the offer. The TO must be submitted in an organized and structured manner preferably in a binding. No brochures/leaflets etc. should be submitted in loose form. 5.3 The bank reserves the right to add, during the pre-bid meeting, one or more technical requirements/specifications to the requirements/specifications already shown in Annexure III &IV and such additions/modifications shall be incorporated by the service provider. 5.4 Proof documents submitted along with the Tender shall be considered as the final & conclusive proof.the Bank shall not call for any further documents. 5.5 Only documents which are asked should be submitted, avoid submitting irrelevant documents. 6. PRICE BID The following must be ensured:- Price Bid must be submitted in separate sealed envelope. The price quoted should be only in Indian Rupees. Price Bid should be strictly as per Annexure-VI (Appendix A to F as applicable), filled up completely & signed by the authorized signatory of the firm. The Package Cost, AMC Cost & Buy back cost of complete system must be quoted in Figures & Words. The rates should be exclusive of taxes subject to amendments by Govt. from time to time. The bidders should refrain from quoting excessive low rates to get the contract in which the firm will not be able to work. The Bank reserves the right to reject any/all applications without assigning any reason whatsoever. 7. PRICE COMPOSITION 7.1 The price bids of only the short listed bidders will be opened, who satisfy Technical bid & practical demonstration of the product quoted. Short listed bidders will be notified by e- mail/post & the bidders/authorized representatives may be present at the time of opening of the Price Bids. 7.2 The price bid should be strictly as per the format at Annexure-VI (Appendix A to F as applicable) & must contain all the price information. Any column for indicating the price if left blank will make the price bid ineligible. 6

7 7.3 The Price composition, should include duties /levies/ delivery /instalaltion charges excluding GST. 7.4 AMC rates quoted for all Security Systems should be per Annum (excluding GST). 7.5 Determination of L1 Bidder and Awarding of Contract: On completion of evaluation process, Bank will open commercial offers of successful bidders and contract may be awarded to the lowest bidder in the following method. The lowest tendering firm for individual system shall be considered for the order of individual system. Price Comparison for Fire & Security Alarm System(For both Branch & ATM System) Cost of Package+ [AMC Charge per year x (3 years Warranty period)] Buy back cost of complete System will be considered (For each system). Price Comparison for CCTV system (For Branches) Cost of package + [AMC Charge per year x (3 year Warranty period)] Buy back cost of complete System will be considered. Price Comparison for CCTV system (For ATM) Cost of package + [AMC charge per year x (3 year Warranty period)] Buy back cost of complete System will be considered. The bank reserves the right to distribute the work among the shortlisted firms or award the whole contract to the individual vendor. In case of distribution of work to other vendors who are willing to accept the L1 rates, the L1 rate vendor will get at least 50% of the work contract and the remaining will be distributed equally among L2 & L3 vendors provided they accept the L1 rates. If there is more than one L1 Vendor, then the work orders shall be split equally among them and in such cases no option shall be granted to L2 or L3 Vendor. If any of the shortlisted Vendors is unable to fulfill the orders within the stipulated period, then the Bank will have the right to allot those unfulfilled orders to other shortlisted Vendors after giving 15-days notice to the defaulting Vendor. Then the work orders shall be granted to L-2 Vendor to match the L-1 rate. Failure or refusal to offer the services/goods by the successful bidder at the price committed shall result in forfeit of the EMD/bank guarantee amount, which may be noted. 8. NO ERASURES OR ALTERATIONS 8.1 Technical/Commercial details must be completely filled up. Corrections or alterations, if any should be authenticated. 8.2 No submissions for erasures or alteration will be entertained after submission of Bids. However, if a bidder submits two bids the lowest quoted bid accompanied by document fee and EMD will be considered and the EMD of both bid will be released after finalization of Rate contract. 9. NO PRICE VARIATIONS The Price Bid shall be freezed for one year & no upward revision in the new equipment &AMC rates will be considered for whatsoever reason during renewal period. However, if there is any increase/ reduction in government levies/taxes, during the offer validity /contract period, the same shall be passed on to the Bank. 10. VALIDITY OF OFFER 10.1 The offer should be valid for period of three months or 90 days from the last date of submission of the Bid. 7

8 10.2. Empanelment will be valid only if the vendor/ firms adheres to all the obligations, terms & conditions of the RFP, work order and the Agreement between the firm/ vendor and the Bank during the entire empanelment period If the service provided is found unsatisfactory or if at any point of time during the empanelment it is found that the information provided by you, is false or if you do not participate in any subsequent RFP or tendering process three times consecutively, the Bank reserves the right to remove the vendor from the empanelment list without giving any notice. Banks decision in this regard will be final All terms & conditions mentioned in the RFP will be applicable and effective during the entire empanelment period A month before expiry of the contract, fresh price bids will be obtained from all the empanelled vendor/ firms to decide L1 bidder/s afresh for Annual Rate Contract. 11. PRELIMINARY EXAMINATION 11.1 The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required information have been provided as underlined in the bid document, whether the documents have been properly signed, and whether bids are generally in order. Bids from agents without proper authorization from the manufacturer shall be treated as non-responsive Arithmetical errors will be rectified on the following basis. If there is a discrepancy between unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and total price shall be corrected. If the supplier does not accept the correction of the errors, its bid will be rejected. If there is discrepancy between words and figures, the amount in the words will prevail The bid determined as not substantially responsive will be rejected by the purchaser and may not be made responsive by the bidder by correction of the non-conformity The purchaser may waive any minor informality or non-conformity or irregularity in a bid, which does not constitute a material deviation, provided such waiver does not prejudice to affect the relative ranking of any bidder. 12. TENDER EVALUATION PROCESS Tender Offers will be evaluated in the following stages:- Stage I Incomplete Offers,i.e.offers not accompanied by the mandatory documents as per Check list placed at Annexure I, cost of RFP Forms & EMD shall be rejected. Stage II All the Bidders, qualifies Stage I will be evaluated against the stipulated minimum eligibility criteria based purely on valid proof documents submitted along with the Tender. Proof documents submitted along with the Tender shall be considered as the final & conclusive proof & the Bank shall not call for any further documents. Offers not complying with the eligibility criteria will be rejected. Stage III All the bidders, qualifies Stage II have to give full practical demonstration of the system as per Technical Specifications at Regional Office, Siliguri or at a place decided by the Committee at their own cost. After the demonstration, if the committee requests to provide another demo in another/same premises to ensure the quality of the product, the vendor 8

9 should provide it without any additional charges.the Systems whose performance is found unsatisfactory/not good will not be considered for empanelment. Bidders will be further evaluated through the visits to their Office/Service center to acertain the infrastructure setup and feedback received from reference domains vide Annexure V. Reference site visits of the bidder (s) shall be carried out only once. Qualification/Dis-qualification in Demonstration/Evaluation will be adjudged by the Committee. The decision taken by the committee will be final & will not be re-examined. Stage IV Opening the price bids of the bidders short-listed in Stage III.Decision of L-1, L-2 & L3 bidders as per the quoted price in Annexure-VI (Appendix A to F as applicable). 13. 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 & shall be entitled to reject any or all offers without assigning any reasons whatsoever. The bank will have right to opt for any new technology optimum for the banks usage. 14. OPENING OF OFFERS 14.1 Technical bids will be opened at 3.30 PM on 26/02/2019 at Regional Office, Siliguri, Sachin Sourav Apartment, Ashutosh Mukherjee Road, Collegepara, Siliguri in the presence of the bidders. The bidders/their representatives must be present at the time of opening of the Technical Bid. No separate intimation will be sent in this regard to the bidders for deputing their representatives. The Technical Bids will be opened at the time and date stipulated above irrespective of the number of bidders or their representatives present The representatives must be as per the power of attorney (Submitted with Tender Document) to participate in the tender. The representatives who is not authorised to participate in the tender will not be allowed to sign & their Technical bid will not be opened In case of any unexpected interruption due to events beyond control of the procurement committee, the process interrupted will be continued on the subsequent working day at the scheduled time. 15. ORDER CANCELLATION a. If the selected firm fails to deliver and/or install the equipment within 07 Bank's working days or the extended date communicated by the Bank, it will be a breach of contract. b. The Bank reserves its right to cancel the order in the event of delay in delivery/ installation/ commissioning of equipmentand forfeit the Earnest Money Deposit. c. Purchaser will have the right to cancel the Rate contract issuing one Month Notice without giving any reason for such cancellation. 16. PAYMENT TERMS 16.1 No advance amount will be paid to the contracted firm. Payment will be released by the Branch after satisfactory completion of work, demonstration and training of the newly installed equipment to the staff Retention Money (10% of Gross value of Bill) will be kept for 12 months from the date of installation and will be cleared after satisfactory service of the system for the period. 9

10 16.3 The AMC charges for CCTV, Fire & Security Alarm systems will be released by the Branch in Quarterly basis (04 installments in Year) on submission of the the bills along with service reports & after verification of servicing / maintenance activities. 17. PERFORMANCE BANK GUARANTEE 17.1 Before entering into an agreement the selected firm(s)must submit an unconditional Performance Bank Guaranteeas amount mentioned below to Union Bank of India, Siliguri Regional office valid for 5 Years from the date of Annual Rate Contract, issued by a scheduled commercial bank(other than Union Bank of India & Co-operative Bank) favoring Union Bank of India, payable at Siliguri.. 2,00,000/- (Rupees Two lakhs only) for Rate contract of Branch CCTVSystem.. 1,00,000/- (Rupees One lakh only) for Rate contract of Fire Alarm system.. 1,00,000/-(Rupees One lakh only) for Rate contract of Branch Security Alarm System. 50,000/- (Rupees Fifty Thousand only) forrate contract of ATM CCTVSystem.. 50,000/- (Rupees Fifty Thousand only)forrate contract of ATM Security Alarm System The Bank Guarantee to be sent by the issuing Bank under Regd. Post A.D 17.3 All liabilities arising from this Tender will be made good from the Bank Guarantee.Purchaser will have the right to make good the loss from any of the bank Guarantee given by bidder if given separately, irrespective of the purpose of the guarantee. 18. THE BANK S RIGHT 18.1 The Bank retains the right to cancel the Empanelment/Contract in whole or in part for supply, installation & AMC any time during the period after giving One Month Notice If the service of the L1 firm is found to be unsatisfactory, then the Bank will have the right to terminate the contract giving One Month Notice. Further the order will be placed with the L2& L3 bidder progressively provided they agrees to offer the services at the same rate(s) of the L1 bidder If any of the shortlisted Vendors is unable to fulfill the orders within the stipulated period, then the Bank will have the right to allot those unfulfilled orders to other shortlisted Vendors after giving 15 days notice to the defaulting Vendor. Then the work orders shall be granted to L2& L3 bidder progressively to match the L-1 rate If the Central Office or any other higher Office of Union Bank of India conducts PAN India rate contract, Regional Office Siliguri have the right to cancel this rate contract. In such case notice of one month will be served to the firm for termination of rate contract and no other claims will be entertained. 19. WARRANTY 19.1 The Security System including all its components/equipments supplied/installed at the Branches/Offices/ATM sites of the Bank should be brand new. The selected firm should also guarantee that all the software/components/equipments supplied/installed by the selected firm/s is licensed and legally obtained The offer must include comprehensive on-site warranty of at least two year from the date of installation and commissioning of the equipment, however there should not be any additional cost for the warranty period. No AMC charge will be admissible in warranty period 10

11 however quarterly service visit is mandatory during warranty period else AMC charge of that quarter or 2% cost of equipment whichever is higher will be deducted from vendor by any means The offer must include comprehensive on-site warranty for batteries of at least two year from the date of installation and commissioning of the equipment however there should not be any additional cost for the warranty period Vendor shall be fully responsible for the manufacturer s warranty in respect of proper design, quality and workmanship of equipment, accessories etc. covered by the offer. Vendor must warrant all equipment, accessories, spare parts etc., against any manufacturing defects during the warranty period. During the warranty period vendor shall maintain the equipment and repair/replace all the defective components at the installed site, at no additional charge to the Bank Warranty should not become void if Bank buys any other supplemental hardware which is not discussed in this document from a third party and installs it with these equipment. However, the warranty will not apply to such hardware items installed. The vendor is expected to ensure same maintenance standards clause. 20. VALIDITY OF RATE CONTRACT 20.1.The empanelment will be for the period of three years or till the completion of next empanelment process by the Bank on its own discretion (whichever is earlier). The Annual Maintenance Contract will be valid for three years and the Annual Rate Contract will be for a period of 1 year. However after satisfactorily completion of the contract if both parties are willing to continue the contract in the existing terms/ conditions and if the vendor/ firms are performing satisfactorily, the contract may be extended by another year. However extension of contract period will not exceed the maximum of 3 years from the date of original contract The Comprehensive AMC will be renewed on yearly basis by our office on satisfactory services of the empanelled vendor 20.3 During the contract period, the contract may be terminated by either party by giving One Months Notice. However, if the contract is terminated before its contracted expiry date, either by the Bank due to prolonged unsatisfactory service by the service provider or by the service provider for whatsoever reasons, the Bank shall have the right to invoke and encash the Performance Bank Guarantee provided by the Service Provider. In this context, prolonged unsatisfactory Service by the Service Provider means unsatisfactory service for a continuous period of three months or more Rate fixed at the time of contract will be non-negotiable and no revision will be permitted other than the taxes decided by Govt. from time to time. 21. MINIMUM MAINTENANCE STANDARD REQUIRED 21.1 The vendor should ensure that the equipment reported faulty on any working day is set right within 72 Hours of reporting the complaint and in no case, later than three working days of the bank. In case, the hardware cannot be repaired within the stipulated period, the vendor should provide standby system of the same till the hardware is returned duly repaired without any additional charges During Warranty and also during AMC period (if under AMC with the same vendor), the vendor should provide support for various issues relating to Hardware and Software, if required, taking backup before formatting the DVR, configuring Cameras etc. without any additional cost, however DVD/CD will be provided by the bank. 11

12 21.3 The vendor should respond within 24 Hours to request made by the branch to provide necessary data to bank/police/court without any additional charges All complaints/service requests will be reported/ conveyed through /phone only The contracted Firm is required to maintain all the Security Systems in functional conditions during the AMC period at the rates quoted by the firms and accepted by the Bank During AMC period, the firm is required to visit all the branches/offices/atm sites installed with CCTV, FAS & SAS system, once every Quarter for preventive maintenance/servicing During AMC period, the contracted firm shall attend all complaints call any number of times, if any, in the systems without any additional cost of the visit for repairing and servicing other than Quarterly AMC Charge. In case of any fault in CCTV, FAS, SAS, these shall be repaired/replaced without any extra payment by the firm other than AMC Clause. 22. PENALTY FOR LACK OF SERVICE SUPPORT 22.1 Bank expects proper service support during warranty and post warranty period. The system should be set right within 72 Hours of reporting the complaint. In case the system is down for more than 3 working days & no stand by system is provided by the vendor, a penalty of.150/- per day may be charged, from the 4th day of complaint to the maximum of. 3000/-per case. Such penalty may be recovered from the amount payable to the firm or quarterly AMC charges to be paid by the Branch. If such case reported three times in a year, Bank may terminate the contract and replace the faulty system and make good the proportionate loss from bank guarantee The firm must respond within 24 Hours to request made by the branch to provide necessary data to police/court. If the vender fails to respond a penalty of. 300/- per day may be charged, from the 3rd day of complaint to the maximum of. 3000/- per case. Such penalty may be recovered from the amount payable to the firm or Quarterly AMC charges to be paid by the Branch. If such case reported three times in a year, Bank may terminate the contract will be considered as valid means to report compliant/complaint can also be lodged through telephone, for which vendor to provide dedicated complaint number. 23. TERMS OF IMPLEMENTATION 23.1 The vendor shall complete the installation/work within 7 days from the date of the Purchase order at the branches/offices after receipt of order letter either by Mail/ ; else the terms of Liquidated Damages (LD) will be applicable The vendor shall provide service support as and when required during the warranty period/amc period and thereafter, if required by the Bank. Any defect during AMC/Warranty period is to be attended within 3 working days from the lodging of Complaint and is to be rectified within a maximum period of 10 days from the date of lodging of complaint On Installation /Servicing vender/representative will explain the operation of equipment and clear doubts of employees of the bank. 24. LOCATIONS TO BE COVERED The delivery of Security equipment is to be done will be communicated along with the Purchase Order.However, the Bank reserves the right to change location as per Bank's 12

13 requirement, before delivery.the installation of the security equipment will be done as per requirement of the bank from time to time. 25. ASSIGNMENT OF OBLIGATION The supplier shall not assign, in whole or in part, its obligations to perform under the contract, except with the Purchaser s prior written consent. 26 AVAILIBILITY OF SPARES The firm must ensure that the spares for the product offered are available for at least 6 years from the day of installation of equipment. No obsolete equipment should be supplied to the bank. 27 PATENTS RIGHTS 27.1 The supplier, at their own expense shall defend and indemnify the Bank against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in India or abroad The supplier shall expeditiously extinguish any such claims and shall have full rights to defend it there from. If the Bank is required to pay compensation to a third party resulting from such infringement, the supplier shall be fully responsible for, including all expenses and court and legal fees The Bank will give notice to the Supplier of any such claim without delay, provide reasonable assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express any intent to settle the claim. 28. DELAYS IN THE SUPPLIER S PERFORMANCE Delivery of the goods and performance of the Services shall be made by the supplier in accordance with the time schedule specified by purchaser. Any delay in performing the obligation by the supplier will result in imposition of liquidated damages and/or termination of rate contract for default. 29. LIQUIDATED DAMAGES FOR DELAY IN INSTALLATION Not withstanding the Bank's right to cancel the order, liquidated damages at 1% of the total cost of hardware per site per week will be charged for every week's delay in delivery subject to maximum 10% in each case.the 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. 30. TERMINATION FOR DEFAULT 30.1 The Bank, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Bidder, may terminate this Contract in whole or in part, if the Bidder fails to perform any obligation(s) under the Contract In the event of the Bank terminating the Contract in whole or in part, the Bank may procure, upon such terms and in such manner, as it deems appropriate, services similar to those undelivered, and the Bidder shall be liable to the Bank for any excess costs for such similar services. 13

14 31. TERMINATION FOR INSOLVENCY The Bank may at any time terminate the Contract by giving written notice to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Bidder. 32. LIABILITY Vendor s aggregate liability under the contract shall apply to third party claims for bodily injury/electric shock (including death) and damage to real property (due to malfunction of equipment) and tangible personal property caused by vendor s gross negligence/lapse or due to below standard equipment used by vendor. Vendor shall be liable for any indirect, consequential, or special damages due to malfunction of the security equipment under the agreement/purchase order. 33. ANNUAL MAINTENANCE CONTRACT (AMC) 33.1 Comprehensive on-site maintenance charges, for the post warranty period, must be quoted on a Yearly basis in the Price bid. The firm(s) will have to maintain the equipment supplied for at least Three years including warranty period at the same rate quoted in Price bid The Comprehensive AMC covers all equipment, cabling, wiring, controller etc. (irrespective of make and model). Virtually the vendor has to keep the systems in functional mode without charging anything extra to the Bank other than the comprehensive AMC charges quoted. However in case of force majure i.e Natural Calamity, Lightening, Electrical Short circuit & defect/breakage due to mishandling will be paid after certification by the Branch. The selected vendor has to do the maintenance of existing equipment installed in the branches of any other brand at per quoted rates. AMC rates fixed at the time of contract will be nonnegotiable and no upward revision will be permitted No AMC charges will be paid during warranty period. However the selected vendor will have to provide free services to the Branches during Warranty period where the equipment has been installed by them During AMC period the Technicians should visit the branches Quarterly (for CCTV, FAS & SAS) during the year with a minimum gap of 75 Days between each visit during bank working hours in addition to the emergency fault repair calls. The fault repair calls during a particular Quarter may be treated as Quarterly visits and such visits will be free of cost during AMC During AMC visit the representative should explain the working of system to the employees, update the Telephone No s fed in the Auto dialer, Assess the working condition of All Sensors of Fire & Security Alarm System free of cost & ensure 90 days back up in CCTV system, which is a mandatory obligation AMC Payment will be done by respective Branch after Quarterly visits. If the firm fails to make mandatory quarterly AMC visit to any branch, it will be treated as a lapse in service by the vendor and AMC charge for that Quarter will be forfeited. AMC charges of such lapsed quarters cannot be claimed afterwards During AMC visit the representative should give a technical report of system which clearly reveals the present status/condition of the system and a copy of quarterly visit report confirming that the equipment is working properly should be sent to Regional Security officer with the signature and banks stamp within 15 days of the succeeding month of the quarter. 34. FORCE MAJEURE 14

15 Not withstanding the above provisions, the Successful bidder shall not be liable for penalty or termination for default if and to the extent that it's 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. 35. UNDERTAKING BY VENDOR The successful bidder must give an undertaking that all components used in the machines supplied are new and original and not refurbished. This must be submitted along with the Invoices else payment will not be released. 36. GOVERNING LAW AND DISPUTES 36.1 The provisions of this tender shall always be subject to government notifications, any rules/ guidelines that may be in force from time to time All disputes or differences whatsoever arising between the parties out of or in relation to the construction, meaning and operation or effect of these Tender Documents or breach thereof shall be settled amicably. If however the parties are not able to solve them amicably, the same shall be settled by arbitration in accordance with the provisions of Arbitration and Conciliation Act 1996 or any statutory modifications or re-enactments thereof and the rules made there under and for the time being in force, shall apply to the arbitration proceedings. The arbitrator shall be appointed with the mutual consent of both the parties. However there is a provision of appeal if either party is not satisfied with the arbitration award During the arbitration proceedings the Vendor shall continue to work under the Contract unless otherwise directed in writing by the bank or unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator is obtained.the venue of the arbitration shall be Siliguri All disputes and controversies between the Bank and Bidder/selected firm(s) will be subject to the exclusive jurisdiction of the courts in Siliguri. 37. SIGNING OF CONTRACT If Union Bank of India decides, then the successful bidder(s) shall be required to enter into a contract with Union Bank of India within 7 days of the award of the tender or within such extended period as may be specified by Union Bank of India, Regional Office, Siliguri on the basis of the Tender Document, the Tender of the successful bidder, the letter of acceptance and such other terms and conditions as may be determined by the Bank to be necessary for the due performance of the work in accordance with the Bid and the acceptance thereof, with terms and conditions shall be contained in a Memorandum of Understanding to be signed at the time of execution of the Form of Contract. Bank shall have the option of terminating the contract during the contract period by giving One month notice. For further clarifications, if any, you may contact the following address: The Security Department, Regional Office, Siliguri, Sachin Sourav Apartment, Ashutosh Mukherjee Road, Collegepara, Siliguri 15

16 Annexure-I CHECK-LIST FOR TENDER DOCUMENTS Sl. Documents Required 1. Covering letter on the Firm s letter head as per format (Annexure-II) Enclosed Status (Yes/No) 2. DD.1000/- (Non-refundable) towards cost of RFP in favour of Union Bank of India payable at Siliguri. 3. DD for Earnest Money Deposit (EMD) as per Clause Firm s Profile with relevant documents as per format (Annexure- III)& Clause 1 of RFP 5. The Power of Attorney authorisation by the Firm to sign &participate in the tender. 6. Undertaking in the company letter head that your firm has never been black listed by the Government/PSU/Banks/Financial Institutions in India in the past. 7. Undertaking in the company letter head that your firm is not controlled by any Employee or relative of Union bank of India. 8. Technical Specification with all rows/columns filled as per format (Annexure-IV APPENDIX A ) 9. Technical Specification undertaking as per format (Annexure-IV APPENDIX B ). 10. Documentation if any (Product Brochures, leaflets, manuals etc.) 11. Reference Sites as per format (Annexure-V). 12. Price Bid as per Annexure-VI (Appendix A to F as applicable) 16

17 (Letter to the bank on the Firm s letter head) Annexure-II To Asst. General Manager Union Bank of India, Regional Office, Siliguri, Ashutosh Mukherjee Road, Collegepara, Siliguri Dear Sir, Sub:RFP for supply, installation & Comprehensive Maintenance of Fire Alarm system (with Auto Dialer), Embedded standalone DVR based CCTV system with Metallic/wooden Cabinet, Security Alarm System in the Branches/Extension Counters/Offices/ATMs under Siliguri Region. With reference to your tender notice published in News papers on and the RFP published in your website with effect from having examined and understood the instructions, terms and conditions forming part of RFP, we hereby enclose our offer for appointment of firm for supply, installtion & Comprehensive AMC of CCTV System (Branch/ATM), Fire Alarm System & Security Alarm System (Branches/ATMs) as detailed in your referred RFP. We confirm that we the Security Equipment to be delivered to the Bank will be brand new including all components & that software is licensed and legally obtained. We further confirm that the offer is in conformity with the terms & conditions as mentioned in the RFP. We also confirm that the offer shall remain valid for 90 days from tha last date for submisssion of the offer. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has the right to reject the offer in full or in part without assigning any reason whatsoever. We enclose herewith a Demand Draft/Pay Order for (Rupees only) favouring Union Bank of India and payable at Siliguri, towards Earnest Money Deposit, details of the same are as under: Demand Draft No. : Date of Demand Draft : Name of issuing Bank : Yours faithfully, Authorised Signatory (Name & Designation, Date &Seal of the Firm) 17

18 FIRM S PROFILE Annexure III 1. Name of the Organization : 2. Siliguri Address with Contact Details, Landline No & id: (Attach attested Copy of Registration Certificate or Rent Receipt) 3. Year of Establishment : 4. Status of the firm : (Whether Pvt.Ltd.Company / Public Ltd. Company / Partnership Firm / Proprietorship Firm) 5. Name of the Chairman/Managing Director/CEO/Country Head (as the case may be) : 6. Whether registered with Shops & Establishments Act. If so, mention Registration number & date (Enclose attested Registration Certificate copy). 7. a) Name and address of Bankers : i) ii) 8. Whether registered for Sale Tax purposes? If so, mention Number & Date. Also furnish copies of Sale Tax Clearance Certificate. 9. Whether an assessee of Income Tax? If so, mentioned Permanent Account Number. Also furnish copy of Income Tax Return filed for the Assessment Year Is the Company/Firm a manufacturer or Dealer/Distributor of? (Mention the Product being considered) 11. If the company / firm is a Dealer / Distributor? (Attach License Copy as Authrised Dealer/Distributor) a) Give the Name of Manufacturer(s) and their Country. b) In case the Manufacture s Offices are located in India, give their address in India &telephone numbers. c) Enclose certified true copies of the current dealership certificate given by the Manufacturers. 12. Warranty Period, if any : 13. Give details of the After-Sale service(amc & Repair) facility provided by your company/firm and/or the Manufacturers in Siliguri Region.(Attach copy of AMC Contract Order & List of Technical Manpower in Siliguri Region). Name of the Organisation with Address Year of Contract for AMC No. of Years AMC Service Provided 18

19 14. What are your fields of Activities? Mention the fields on preference basis in the order of Annual Turnover.(Attach copies of Audited Balance Sheet for the years , & as proof) i) ii) iii) iv) Net Profit of the Company/Firm in , & : (Attach copies of Audited Profit & Loss account for the years , & as proof) : : : 15. Since when and how long your company/firm has been dealing in supply, installation & maintenance of CCTV/FAS/EAS? 16. If you are registered in the Panel of other Public Sector Banks in West Bengal for supply, installation& maintenance of CCTV/FAS/EAS in last 3 Years. Furnish their Names, Category & Date of Registration: Name of the Organisation with Address Product Offered Year of Installtion No. of Pieces Installed/ Supplied Value of Order (i) Attach Copies of Purchase/Work Orders/Project Completion Certificates for , & (ii) Attach Performance Certificate from Two PSB other than Union Bank of India, Silguri Region. (iii)please don t include names of the Bank s outside West Bengal and also don t mention about the Products not asked for) (A separate sheet may be attached if the above space is inadequate) Products for which you are Offering the Tender Offer (please tick): Sl Equipment (please tick) 1 Automatic Fire Alarm system with Auto dialer 2 Electronic Security Alarm System (Tamper-proof) with Day & Night Sensors for Branches 3 Mini Electronic Security Alarm System(Tamperproof)with Day & Night Sensors for ATM 4 Embedded standalone DVR based 4, 8 & 16 Ch CCTV system with IR Cameras for Branches. 5 Embedded standalone DVR based 4 Channel CCTV System (In-built Screen) with IR Cameras for ATM. Brand & Model of Equipment Note:- Tender Amount 1000/- (Non-Refundable) & EMD as per Clause 4 must be submitted separately in the form of DD/Pay Order. Offers not accompanied with Tender Amount & EMD will be rejected. 19