{ks=h; dk;kzy; Lkjksftuh gkml 6] Hkxokunkl jksm] ubz fnyyh & 110001 Qksu % 011-23383916-17 QSDl % 011-23383796 Security Cell Regional Office Sarojini House 6, Bhagwan Dass Road NEW DELHI 110 001 Tel : 011-23383916-17 Fax : 011-23383796 No. 20/S1/DRO/SEC/2015/SECVENDOR Dated the 1 st Apr 2016 EMPANELMENT OF VENDORS FOR SUPPLY / AMC OF SECURITY & FIRE RELATED EQUIPMENTS/GADGETS Applications are invited from reputed agencies for empanelment of SecVendors For Supply / AMC of Security & Fire Related Equipments/Gadgets of various categories for branches/atms of our Bank in Delhi. The Tender document may be collected from our above address either in soft format or Hard format (by paying Rs. 100/- as Tender Cost, in form of DD drawn in favour of Syndicate Bank New Delhi) or Bank s website www.syndicatebank.in. Downloaded TE shall be submitted along with Tender Cost as specified above. Application forms / Bids duly filled in all respect, along with related copies of testimonials as asked for in the Tender Enquiry should reach this office in a sealed envelope super scribed Application for Empanelment of S e c V e n d o r s For Supply / AMC of Security & Fire Related Equipments/Gadgets on or before 1500 Hours on 22/04/2016. CHIEF MANAGER 1
{ks=h; dk;kzy; Lkjksftuh gkml 6] Hkxokunkl jksm] ubz fnyyh & 110001 Qksu % 011-23383916-17 QSDl % 011-23383796 Security Cell Regional Office Sarojini House 6, Bhagwan Dass Road NEW DELHI 110 001 Tel : 011-23383916-17 Fax : 011-23383796 Cost of Tender Set : Rs. 100 ( Rupees One Hundred Only ) Non refundable Tender set is not transferable Schedule to Tender No : No. 20/S1/DRO/SEC/2015/SECVENDOR Date of issue of Tender Enquiry : 01/04/2016 Vendor Meeting : By 1500 hours on 15/04/2016 Last date for submission of Tender : By 1500 hours on 22/04/2016 Opening of Offers : By 1530 hours on 22/04/2016 Validity of offer : The tender shall remain open for acceptance till 120 days from the date of opening. NO DESCRIPTION OF STORES / SERVICES I. Empanelment of SecVendors for Supply / AMC of Security & Fire Related Equipments/Gadgets for Branches/ ATMs/ Administrative Offices under RO: Dehi I & II (herein specified as Delhi RO). The details of Category / Item or System / Equipments are as under. CATEGORY INSTALLATION OF SECURITY GADGETS a. SECURITY ALARM SYSTEM b. DVR BASED CCTV SYSTEM c. ACCESS CONTROL SYSTEM d. AUTOMATIC FIRE DETECTION AND ALARM SYSTEM e. MISC SECURITY GADGETS i. SECURED CASH BAG SYSTEM ii. RODENT REPELLANT SYSTEM CATEGORY - AMC f. AMC OF ABOVE ITEMS (a to e) CATEGORY - FIRE EXTINGUISHERS g. SUPPLY / REFILLING OF FIRE EXTINGUISHERS i. Modular Fire Extinguishers ii. Portable Fire Extinguishers 2
II AIM OF EMPANELMENT: To create and have a pool of readily available SecVendors capable of supplying the required system, equipment / components, or services of the laid down specifications, at competitive rate without loss of time and are also able to provide the after sales service for at least 5-8 years to ensure all time serviceability thereby prolonging the life of the security equipment. GENERAL TERMS & CONDITIONS III. All Tender documents attached with this invitation i.e from pages 2 to ----- only to tender including the specifications are SACROSANCT for considering any offer as complete offer. It is therefore important that Tender Acceptance Letter (Annexure- A ) which is a written undertaking that all the terms and condition of the tender are understood and accepted should be signed and submitted along with the offer. IV. The Tender must be submitted along with methodology of support to meet the requirements, change management, staffing plan, repairing facilities, repairing mechanism, refilling facilities, refilling mechanism, support mechanism and all documents as specified in the tender. V. a. Incomplete offers, offers not confirming fully to T/E requirements or with vague replies will not be considered. b. Any conditional bids/applications shall not be considered and will be out rightly rejected in the very first instance. VI. VII. Definitions: The definitions in the Tender to be understood subject to exceptions. a) SecVendor: The word SecVendor means any original manufacturer / authorized Supplier or Dealer or AMC provider of any of the Security & Safety or Fire related equipment, who will be submitting their offer /bid. b) Equipment: The word equipment means any System/Gadget/Components used for installing in the branches / offices etc for the purpose of Security, surveillance & Fire Safety etc. c) Items: The items shall be the equipments shown in Para 1(i) from a to g including its sub-categories unless specified different. EARNEST MONEY DEPOSIT a. The bidder shall have to deposit earnest money in the form of FD at any Branch of Syndicate Bank, Delhi for Rs.25,000/- (Rupees Twenty Five Thousand) valid for six months from the last date of proposal-submission. b. The period of the EMD can be further extended as per the Bank s requirements with reference to tender processing. The offer without Earnest Money Deposit would be considered as non-responsive, 3
incomplete and shall be out rightly rejected. c. The EMD shall be released/ returned to all the bidders except successful bidders after finalization of tendering process. In case of successful bidders the EMD shall be released after receipt of requisite Performance Guarantee. d. The EMD submitted to the Bank may be invoked and amount forfeited in case the bidder backs out from the offers made by it under tendering process after being declared as successful SecVendor. VIII. PRE-QUALIFICATION CRITERIA a. Qualification criteria given below specify minimum Qualification criteria in various areas to ensure that SecVendor / his partner has necessary experience, expertise, financial strength and skilled human resource to provide quality service to the Bank. b. Documents are not transferable. c. Provide documentary details wherever necessary. d. Following are the mandatory requirements 1. Turnover should be over and above Rs 25 Lakhs per year during last 3 years. 2. Should have a presence in the market from the past 5 years with experience in offering similar solutions. 3. Should be a registered firm (Certificate of Registration with Registrar of companies (or) Registrar of Firms (or) letter of Proprietorship (attested copy to be attached) / Registration under Shops & establishment Act (copy to be attached). 4. Should be registered with authorities of Sales Tax 5. Should have CST /ST Registration 6. Should be financially strong to undertake such kind of projects and should furnish the documents like audited balance sheet of last 3 years, Bank Solvency Certificate of minimum Rs. 5 Lakhs to establish the financial soundness of the Company. 7. Should be empanelled for similar services with other PSBs / PSUs/Central/State Govt. undertaking in Delhi. 8. Should have undertaken Installation of minimum 25 Units in at least three Systems each of Security Gadgets Category and 50 FEs in the Fire Extinguisher Category in any establishment as specified in Para VIII.d.7 above. 9. Should have effective infrastructure /workshop for undertaking repair of equipments. 10. Should must be an income tax assesses and should have filed IT return for the last three Assessment Year e. Additional requirements, which may give weightage to the bidder in the tendering process 1. ISO or other relevant Certifications 4
2. OEM certification exclusively in the name of SecVendor, specifying maintenance support. IX. SERVICES FROM SECVENDOR EMPANELMENT & SUPPORT a. The Bank reserves the right for selection and finalization of empanelment as per laid on procedures. The SecVendors will be considered for empanelment only if it meets all conditions specified in this tender and screening being done by the Bank. b. Empanelment would be done for a period of 02 years from the date of finalization of the process / approved date. The extension of empanelment for 02 more year may be done after carrying out the yearly review by the Bank with regards to the performance & services of SecVendors. c. Technical as well as other Specification of various Items of all Categories shall be as specified in Annexure H Fresh Installation / New Equipment (items a-e) d. After successful empanelment of SecVendors, Quote of all required items will be obtained from the empanelled SecVendors in sealed envelopes which will be scrutinized and published within the Bank as approved Rate Chart with a validity of maximum 3 Months. This process will be repeated every quarter. e. During the event of a new installation of any system, either for a branch or for an independent ATM, the requirements of the individual items may vary case to case. Here each case will be identified as total requirement for an Individual Branch including ATM. The actual requirement of items for each case will be thus assessed and the final expenditure may be calculated based on approved rate chart. f. On the basis of price comparison specified above, the firm who stands L1 shall be awarded the project for that particular case, which will not only reduce the time frame for installation but also gives a transparent system of awarding the project. g. Rates for passive components like wire & conduits shall not be taken in the price comparison as the payment of those items will be made on actual only. h. During replacement of any faulty items, from existing locations, which are not covered under warranty / AMC, the payment for the same shall be done based on approved rate chart. i. In the case of additional installation / augmentation of equipments in an existing location, the work may be awarded to the SecVendor who is already providing AMC support for said category for that Office, so that the compatibility and continuity in the support can be ensured. j. Installation of each item shall be completed within 10 days of release of order which will be intimated to the registered email id of the SecVendor. In case of delay, due to any genuine cause, SecVendor may submit representation to RO within 4 days of issue of the order for approval. RO reserves the right to accept the representation of not based on merit. k. If the installation of items are not completed within stipulated time, clauses specified in penalty as well as liquidated damages of the tender 5
shall be imposed. AMC of items (item f) l. After successful empanelment of SecVendors, AMC Quote in the form of percentage of total cost of each items of category (a-e) will be asked for as AMC rate from the empanelled SecVendors in sealed envelope which will be scrutinized and rate of AMC will be finalized by the Bank after taking account of Market value as well as related aspects. SecVendors who accepts the rate finalized by the Bank will be awarded with AMC of various Branches. m. This rate once accepted will be valid till completion of the empanelment. n. Total cost of equipments means the acquisition cost incurred during initial purchase of the equipment. In case of replacement of any equipment / accessory the cost of new item has to be taken into account. o. Scope and Coverage of the AMC: All services and repairs shall be carried out by the SecVendor as part of AMC. AMC will not cover replacement of HDD, Camera as well as Batteries. Every time the technician visits, he shall clean, check, service and repair all components for its serviceability. However, repairs of HDD/ Camera and other such equipments are covered under AMC. p. The Bank will take all possible steps to distribute Branches evenly to all qualified SecVendors, however, RO shall also consider factors like equal opportunities, level of service and other aspects which are is in the interest of the Bank in addition to the price factor, and shall reserves the right of awarding the job in each case q. New Installation:- In case the equipment is replaced with new one, irrespective of reasons and through any of the suppliers during the currency of the AMC, the AMC of the old / unserviceable item will be ceased. Payment of those particular items may be deducted on pro-rata basis, from the date of replacement, by the branch. The part replaced shall be handed over to the branch, failing which an amount equal to 50% of the value of the new part shall be deducted r. Items under warranty:- Equipments already under warranty shall not be included in the AMC charges. However, if the warranty expires during the currency of the AMC period, the cost of the equipment may also be included on pro-rata basis for calculating AMC charges from the date of expiry of warranty. s. Site response time: The AMC SecVendor shall turn up for attending the problem within a time period of 24 hours from the time of registering of the complaint, failing which may attract penalty. This would not include bank holidays t. Turn-around time: The AMC SecVendor shall repair / replace/ provide solution within a time period of 48 hours from the time of registering of the complaint. This would not include bank holidays. In case the equipment could not be brought into working conditions within the time specified above, the SecVendor shall provide a substitute so that the working of the system should continue, failing which may attract penalty. u. Preventive Maintenance visit by AMC SecVendor (mandatory visit once 6
in a quarter even if the branch has not called):- At least one mandatory preventive Maintenance visit shall be arranged by AMC provider once in each quarter even if there is no complaint from the branch. Details of the visit shall be recorded in the equipment register and a copy in detail shall be forwarded to RO. v. Procedure for On Call Visits, whenever required by branches to attend any complaint or repairs: - The branch will be making the telephone calls to register the complaint (on telephone number of the AMC provider or by email, fax or letter). While registering the complaint, a complaint number shall be generated, by service provider, with date and time and inform branch as well as Security Cell RO. Likely time of deputing the technician shall be informed to the branch by the SecVendor. The branch shall make note of the complaint number (With date and time) in the security equipment checking register. When the technician from the AMC provider visits the branch / repairs the system, he shall make entry against the complaint in the register with details of the defects, its rectification as well as present status. The Officer in charge of the branch shall endorse his remarks against rectification of each and every complaint. Maintenance / Repair log for each equipment shall be recorded and shall be kept updated in the register. Branch officials to ensure that the system is working fine before giving the sign off. w. Service Report: The repairs shall be carried out at the branch itself (on site). In case the equipment is required to be taken to the workshop for repairs, the replacement / stand by system shall be provided by the AMC provider. Service report shall be duly completed after the closure of the complaint which shall be signed by the technician and officer in charge. First copy shall be handed over to the Branch. Second copy shall be sent to RO security cell on weekly basis by the SecVendor. Third copy may be retained by the AMC provider as record. Consolidated summary of branch visits shall be sent once in a quarter to Security Cell / RO; eg first week of July, October, January and April. This shall include details of both Preventive Maintenance visits as well as On call visits. x. FE Fresh Installation / Re-filling.(item-g) Aspects specified in Para IX d- f & Para IX j,k will be followed in the case of fresh installation. y. In the case of re-filling, the SecVendors who becomes L1 based on refilling charges of FEs for a particular branch as specified in the approved rate list, will be awarded with Re-filling job. General: z. RO will be considering factors like equal opportunities, level of service and other aspects which are is in the interest of the Bank in 7
addition to the price factor, and shall reserves the right of awarding the job in each case for each category. X. OTHER CONDITIONS a. All entries in the tender form should be legible and filled clearly. b. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached. c. Amounts quoted in figure, if any, should be repeated in words and in case of any discrepancy the amounts stated in words shall prevail. d. No overwriting or cutting is permitted. However, the cuttings, if any, in the Technical Bid/Application must be initialed by the person authorized to sign the tender bids. e. No costs incurred by the applicant in applying, in providing necessary clarifications or attending discussions, conferences or site visits will be reimbursed by the Bank. f. If the application/tender is made by a partnership firm, it shall be signed by all the partners of the firm with their full names and current addresses, or by a partner holding the power of attorney for the firm for signing the application, in which case a certified copy of the power of attorney shall accompany the application. A certified copy of the partnership deed, current address of the firm and the full names and current addresses of all the partners of the firm shall also accompany the application. g. If the application/tender is made by a limited company, it shall be signed by a duly authorized person holding the power of attorney for signing the application in which case a certified copy of the power of attorney shall accompany the application. The information furnished must be sufficient to show that the applicant is capable in all respects to successfully complete the envisaged work in respective category. h. The evaluation will be based on the experience of the agencies and their financial capabilities and may also include inspecting the works carried out by the agency for which necessary co-ordination shall be made by the agencies. Based on the details furnished and inspection of works, eligibility criteria, the agency shall be empanelled. Decision of the Bank regarding selection / rejection for empanelment will be final and binding and no further correspondence will be entertained. The empanelled agencies will only be informed by post /email. i. 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 empanelment of such applicant will be cancelled immediately. 8
j. Bank reserves its right to reject any / or all the applications without assigning any reasons whatsoever. k. The Bank will not be responsible for the tenders received late on account of any reason. The tenders sent by post will not be entertained. Note:- b) Full name and status of the person signing the tender documents must be clearly mentioned in the tender documents c) The SecVendor applying tenders against the subject T.E are informed that all relevant details with reference to the Tender Enquiry stipulations are clearly responded to. In case any of the Tender Enquiry stipulations are not clearly stated to/ replied to by any of the firms, no (repeat) no clarifications will be sought from the concerned firm and its offer will be rejected out-rightly. d) Before submission of tender, Tenderers should check the CHECK LIST attached to this Tender Documents as Annexure- X for compliance on various stipulations of the tender. XI. CONTRACT a. The successful SecVendors who are selected for empanelment will be allotted with specific branches / ATMs for providing AMC services by the Regional Office. b. The SecVendor shall sign the contract / agreement with RO as per terms and conditions specified in the tender. The format of Agreement will be provided by Security Cell, RO Delhi after finalization of empanelment. c. In the case of Fresh installation, rates of all items as per Price Bid format provided by RO will be invited from empanelled agencies in sealed Cover in each quarter. The Committee so entrusted in RO will open the Bids and finalize the rates which will be published within the Bank as approved Rates of each SecVendors. The validity of these rates will be for 3 months. The award of each work of fresh installation will be based on Rate comparison and the SecVendor who becomes L1 in each case will be awarded thework. d. If the SecVendor fails to perform any of the obligations under this contract and if the Bank is dissatisfied with the services, the Bank shall terminate the services of the contractor (and will forfeit the PG) with a notice of winding up and the contractor shall vacate the premises within a period of one month of written notice. Bank should not be held liable for any cost, damage, expenses or any loss whatsoever that the SecVendor may suffer on being served with the winding up notice. The SecVendor is required to give 3 months notice in case he does not want to continue with the contract. However, under such situation, PBG may be invoked and the contractor shall have no claim on it. 9
XII. PERFORMANCE GUARANTEE a. Fresh Installation: The EMD submitted by the successful Vendor shall be retained as Performance Guarantee which shall be made a part of the Contract. The validity of the FD shall also be extended to 40 months from the date of empanelment. b. AMC: The successful bidder shall be required to deposit a Performance Guarantee, in addition to that specified in Para XII.a, in the form of FD at any Branch of Syndicate Bank, Delhi worth 8% of AMC Charges pertaining to allotted Branches based on the rates prevailing at the time of empanelment (Rounded upto next Five Thousand) along with the Contract as Performance Security. c. Failure at the part of the firm to deposit the PG within stipulated time will make the Empanelment Null and Void. d. The validity of PG will be for 40 months from the date of singing of the Contract. e. Performance Security will be returned after completion of bidder s performance obligations under the contract. f. If the bidder fails or neglects any of his obligations under the contract it shall be lawful for the Bank to forfeit either whole or any part of performance security furnished by the bidder as compensation for any loss resulting from such failure. g. The PG shall be forfeited in case contractor fails to perform his duties to the satisfaction of the Bank XIII. PENALTY a. In case the SecVendor is not able to provide proper support during AMC, Penalty clause shall be applicable as per details given below. The penalty will be levied over and above related recoveries if any. Nature of Default Penalty to be levied Failure to depute the engineer/ technician to the Rs 50 per day branch within 24 hours of registering the complaint Failure to repair the system within two days if the Rs 50 per day (After repair is of minor nature and can be carried out at first two days) branch Failure to repair the system at site / or failure to Rs 500 per instance provide replacement system in case of major repairs (After first two days till where system needs to be taken to workshop closure of the * If the services are not provided after 10 Bank working days, Bank may consider feasibility of termination of the Contract and can encash the PGs deposited by SecVendor. 10
b.the Bank reserves, the right to encash the PGs deposited by the SecVendors in case any deviation is found in the terms and conditions specified above. The Bank shall give the reasons in writing to the SecVendor pointing out the deviations while forfeiting the Performance Guarantee. c. In case of any occurrence of defaults specified above at any Branch /ATM, concerned branch can take up case with RO for imposing penalty. Any penalty specified here shall be imposed on the SecVendor by the branches after getting specific approval of RO. d. In such cases of deviations, the SecVendor shall be black listed from providing service to Syndicate Bank across the country. Liquidated Damage:- (Other than AMC) e. If the SecVendor fails to deliver any or all the goods or perform the services within the time period(s) specified in the contract, Bank shall, without prejudice to its other remedies under the contract, deduct from the contract price, as liquidated damages, a sum equivalent to 0.5%( half percent) of the delivered price of the delayed goods or unperformed services for each week of delay or part thereof until actual delivery or performance, up to a maximum deduction of 10%(ten percent) of the delayed goods or services contract price. f. Once the maximum is reached, the Bank may consider termination of the contract, if the same have not been terminated already. Further, during the above mentioned delayed period of supply and/ or performance, the SecVendor, notwithstanding any stipulation in the contract for increase in price for any ground, shall not be entitled to any increase in price and cost, whatsoever, which take place during the period of delay. But, nevertheless, the Bank shall be entitled to the benefit any decrease in price and cost on any ground during that period of delay. XIV. PLACE OF SUBMISSION OF TENDER DOCUMENTS :- Tender documents duly completed in all respect are to be submitted along with required documents in the tender box of Delhi Regional Office RO-I, Sarojini House, 6, Bhagwan Dass Road, NEW DELHI 110 001 before specified time and date mentioned in the Schedule to Tender. Late/delayed/Non Submission of tender shall not be opened and returned in original to the bidder. XV. BID SYSTEM - SINGLE BID SYSTEM: a. All bidders are required to submit their offers as under:- (Documents specified here are also compulsorily required to be submitted along with the Bid / Application (in addition to those specified in Para VIII((d) & (e) if any,):- 11
1. The copy of tender with sign of authorized signatory in all pages. (Compulsory) 2. Proof of payment of Cost of Tender. (Compulsory) 3. EMD in the form of BD of Rs.25,000/- in accordance with the aspects specified in Para VII. (Compulsory) 4. Certificate of Registration with Registrar of companies (or) Registrar of Firms (or) letter of Proprietorship (attested copy to be attached -Compulsory). 5. Certificate of CST /ST Registration Registration Number with Date (attested copy to be attached -Compulsory). 6. Sales Tax clearance Certificate - Latest (attested copy to be attached -Compulsory). 7. Income Tax Return (latest) & PAN No along with proof of having filed the IT return for the last three financial year (attested copy of PAN & Income Tax return to be attached- Compulsory). 8. Solvency Certificate of minimum Rs. 5 Lakhs issued by any Bank 9. Audited Balance Sheet of Last 3 years:- The firms empanelled for supply of Security & Fire related equipments shall have a minimum turnover of Rs. 25.00- lacs per year in the last 3 years. (attested copy to be attached -Compulsory). 10. Experience in the field: The Firm shall have a minimum 5 years of experience in security equipment system. (attested copy to be attached -Compulsory). 11. Experience in similar domain Proof of Empanelment with other PSBs/PSUs/Central / State Govt undertakings(attested copy to be attached -Compulsory). 12. Service process Proof of Proximity of service stations to furthermost Branch of our Bank (the telephone / mobile numbers of stations / persons with STD code to be provided) (attested copy to be attached -Compulsory). 13. Proof of Detailed description of works done & value of work done for other organizations /Establishments & our Bank for past 3 years. (attested copy to be attached -Compulsory). 14. Should have effective infrastructure /workshop for undertaking repair of equipments. (attested copy to be attached - Compulsory). 15. Other Certifications like SSI, NSIC, ISO etc (attested copy to be attached). Not Compulsory 16. OEM Certification (attested copy to be attached). Not Compulsory 17. Format Annexure A attached shall be duly filled.. (Compulsory) 18. Annexure B to H, duly filled and signed by authorized signatory with Name, Designation and Office Seal. (Compulsory) 19. Separate Undertaking shall be given in a separate sheets stating the following: (These undertaking should be in Company letter head signed by authorized signatory with Name, Designation and Office Seal). (Compulsory) 12
Undertaking 1. No case is pending with the police against the Proprietor/Firm/Partner or our Company. The Company has not been blacklisted by any entity. No criminal case is pending with the police against the proposed staff who will be depute for service in the Branches / ATMs. Undertaking 2. Will be providing trouble free & uninterrupted Maintenance contract for at least 4 years after the expiry of minimum of one year warranty period at agreed Terms & conditions at the time of placing purchase order itself. Undertaking 3. Will be Installing items as per specifications approved by the Bank Will be using genuine spare parts during Maintenance Support. XVI. PAYMENT TERMS a. In the event of installation, payment will be released after verification of successful Installation / activation & working of all equipments specified in the work-order by Branch and RO. b. In the case of AMC, payment will be made on half-yearly basis by Branches / offices after completion of every successful service period of six months. c. Terms and conditions which will be specified in the Price Bid Format will stand valid d. No separate installation charges / Refilling Charges / Freight Charges shall be permitted in the case of FEs, other than specified in the Price Format e. Payment of Passive Components like Wire / Conduits etc will be made on actual. f. No separate Installation charge will be provided. g. Tax shall be deducted at source (TDS) as per the provisions of the Income Tax Department by the Bank while making payment and a certificate to this effect shall be provided by the Bank h. Applicable Taxes may be extra XVII. ARBITRATION:- a. In the event of any question, dispute or difference arising under these conditions or any special conditions of contract, or in connection with this contract (Except as to any matters, the decision of which is specifically provided for by these or the special conditions), the same shall be referred to the sole arbitration of an officer, appointed to be the sole arbitrator by Bank. The award of the arbitrator shall be final and binding on the parties to this contract. 13
b. Arbitration proceedings shall be held at New Delhi, India and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English/ Hindi. XVIII. JURISDICTION OF COURT: The courts of New Delhi shall alone have jurisdiction to decide any dispute arising out of or in respect of the contract. XIX. INDEMNITY: a. The SecVendor shall keep Syndicate Bank indemnified against claims, if any, of the workmen and all costs and expenses as may be incurred by Syndicate Bank in connection with any claim that may be made by any workmen. b. The SecVendor shall indemnify the bank against any loss / damages that the Bank may incur owing to any act of omission or commission or any other act by SecVendor, its employees or any of the guard deployed by SecVendor at the Bank premises. XX. NON-DISCLOSURE AGREEMENT. On successful empanelment, the SecVendor shall abide with the security Policies of the Bank and shall sign Non Disclosure Agreement (NDA) with Bank as part of the Contract. The format of the same will be provided with the Contract. XXI. EVALUATION PROCESS a. The Bids will be evaluated by the Committee constituted by the Bank. The Committee may call for a presentation by the SecVendors, which will include verifying the financial turn-over, registration certificates, legal, financial, statutory, taxation and other associated compliance of contract conditions in addition to the technical presentation / demonstration of items to showcase / prove the compliance of specifications asked for each item / equipment. b. The Committee, may evaluate/verify the performance of the SecVendor at any of their existing contracts which may include obtaining references /or visiting the clients and the quality of services rendered by the SecVendor etc. c. The Committee may also visit the office / premises / training center etc of the SecVendor to ascertain the facts being specified in the Bid / Application. d. Offers / Applications will be evaluated in the following stages: 1. Stage I - Incomplete Offers, i.e. offers not accompanied by the mandatory documents as mentioned in the tender document, cost of Tender Forms and EMD shall be rejected. 2. Stage II - Each offer will be evaluated against the stipulated minimum eligibility criteria purely based on valid proof / documents submitted. Offers not meeting the eligibility criteria will be rejected. 14
3. Stage III - Short-listing of SecVendors based on satisfactory feedback from reference sites / past performance. 4. Stage IV - Visit as well as verification by the Committee and marking / ranking as per the prescribed format. 5. Stage V - Short listing of eligible firms by the Committee for approval of competent authority for empanelment. XXII. AMENDMENTS IN THE TENDER CONDITIONS: a. At any time prior to the last date for bid-submission, the Bank may, for any reason, whether at its own initiative or in response to clarification(s) requested by a prospective bidder, modify the Tender contents by amendment. Amendment will be published on Bank s website and will be binding on bidders. b. The Bank shall not be liable for any communication gap. c. In order to provide prospective bidders, reasonable time to take the amendment into account for preparation of their bid, the Bank may, at its discretion, extend the last date for bid-submission. d. Further, the Bank reserves the right to scrap the Tender or drop the tendering process at any stage without assigning any reason. SD/- Chief Manager 15
Annexure A To TENDER ACCEPTANCE LETTER (To be given on Company Letter Head) ---------------------------------- ---------------------------------- ---------------------------------- Sub : - Acceptance of Terms & Conditions of Tender Tender Reference No. -------------------------------------------------------------------- Services being offered. -------------------------------------------------------------------- Dear Sir, 1. I/We hereby certify that I/we have read the entire terms and conditions of the tender documents from page No. to (including all documents like annexure(s), appendix(s), schedule(s), etc), which may form part of the contract agreement and I/we shall abide hereby by the terms/conditions/clauses contained therein. 2. The corrigendum(s) issued from time to time by your Bank to have also been taken into consideration, while submitting this acceptance letter. 3. I/We hereby unconditionally accept the tender conditions of above mentioned tender document(s)/corrigendum(s) in its totality/entirety. 4. I /We do hereby declare that the information furnished in the application and in the supplementary sheets from pages to are correct to the best of my/our knowledge and belief. 5. In case any provisions of this tender are found violated, then your Bank shall without prejudice to any other right or remedy be at liberty to reject this tender/bid. Yours faithfully, Signature Name Place: Date: Official Seal of Applicant: Designation Address 16
LIST NO-1 Annexure B TENDERERS SHOULD FURNISH SPECIFIC ANSWERS TO ALL THE QUESTIONS GIVEN BELOW. TENDERERS MAY PLEASE NOTE THAT IF THE ANSWER SO FURNISHED ARE NOT CLEAR AND / OR ARE EVASIVE, THE TENDER WILL BE LIABLE TO BE IGNORED. (No Conditional acceptance will be entertained) 1. Tender No : 2. Name of the SecVendor Firm : 3. Address : 4. Year of Establishment : 5. Status of the firm (whether : Company / Firm / Proprietary) 6. Do you offer services of all categories as show below (Yes or No against each may be prescribed) 7. Name of Directors /Partners /Proprietor: (Enclose relevant document/ deed) : CATEGORY - SECURITY GADGETS Yes/ NO a. SECURITY ALARM SYSTEM b. DVR BASED CCTV SYSTEM c. ACCESS CONTROL SYSTEM d. AUTOMATIC FIRE DETECTION AND ALARM SYSTEM (AFDAS) e. MISC SECURITY GADGETS i. SECURED CASH BAG SYSTEM ii. RODENT REPELLANT SYSTEM f. AMC OF ABOVE ITEMS CATEGORY - FIRE EXTINGUISHERS g. SUPPLY / REFILLING OF FIRE EXTINGUISHERS i. Modular Fire Extinguishers ii. Portable Fire Extinguishers : i) ii) iii) 8. Whether registered with the Registrar of Companies/ Registrar of firms. If so, mention number and date 9. Proprietorship (a) Identity proof of the owner (Documentary proof required) Self attested photocopy is attached - Yes / No 17
(b) Address proof of the owner (Documentary proof required) Self attested photocopy is attached - Yes / No 10. Private Limited Company (a) Date of Certificate of Registration with Registrar of Companies (Documentary proof required) : Self Attested photocopy is attached - Yes / No (b) Article of Association (Documentary proof required) dated Self Attested photocopy is attached - Yes / No (c) MoU date (Documentary proof required): Self attested photocopy is attached- Yes / No 11. Partnership Date of partnership: (Documentary proof required) Self attested photocopy of partnership Deed is attached - Yes / No 12. Income Tax Documents - Proprietorship (a) PAN Number & IT Returns Enclosed (b) IT Return being filed since (mention first year of IT return submission here) (Documentary proof required) - Yes / No (c) Self attested photocopies of IT assessment forms are attached Yes / No (Documentary proof required) 13. Income Tax Documents - Private Limited Company (a) PAN Number & IT Returns Enclosed (b) IT Return being filed since (mention first year of IT return submission here) (Documentary proof required) - Yes / No (c) Self attested photocopies of IT assessment forms are attached - Yes / No (Documentary proof required) i. PAN Number ii. IT Return (A Y 2015-16) - iii. IT Return (A Y 2014-15) - iv. IT Return (A Y 2013-14) - i. PAN Number ii. IT Return (A Y 2015-16) iii. IT Return (A Y 2014-15) iv. IT Return (A Y 2013-14) 18
14. Income Tax Documents - Partnership (a) PAN Numbers of partners i) ii) iii) (b) IT Returns Enclosed i. IT Return (A Y 2015-16) ii. IT Return (A Y 2014-15) iii. IT Return (A Y 2013-14) (c) IT Return of the company being filed since (mention first year of IT return submission here) (Documentary proof required) - Yes / No 15. a) Name and address of Bankers : i) ii) b) Enclosed Solvency Certificate of Minimum Rs. 5 Lakhs c) Whether able to furnish performance guarantee for full cost of work if entrusted 16. Whether registered for sales tax with appropriate authorities. If so, mention No. and date. Also Furnish Copies of s/tax No 17. Whether Furnished copies of audited Balance Sheet and Profit & Loss Account (audited) for the last three years - Yes / No 18. If you are registered in the panel of other organizations/statutory bodies, such as CPWD, PWD, MES, Banks etc. furnish their names, category and date of registration. 19. What are your fields of activities? Mention the fields on preference basis. iii) : : : : : i) ii) iii) : i) ii) 20. Whether willing to work anywhere in India or mention the place where you are willing to work : 21. Detailed description and value of works done for others in the past. (Supported with copies of relevant documents) : : iii) 19
22. Detailed description and value of : works done for Syndicate Bank 23. Furnish the names of three responsible persons in Bank s, CPWD, PWD, MES etc who will be in a position to certify about the quality as well as past : i) ii) iii) performance of your organization. 24. Whether the bidder is ready to : offer Service as specified in the tender. If not, mention here details of deviations. - Yes / No 25. Do you agree to the arbitration : clause specified in this tender - Yes / No 26. Do you agree to the penalty : clause specified in this tender - Yes / No 27. Do you agree to the Payment : clause specified in this tender - Yes / No 28. State whether business dealings : with you have been banned or black listed by any Govt. agencies / PSUs / Nationalized Banks.? - Yes / No 29. Please confirm that you have read all the instructions carefully and have complied with accordingly. - Yes / No : Note: Where copies are required to be furnished, these are to be certified cop8ed preferably by the concerned agencies or a Government Officer: Signature of Witness--- Full name and address of witness in block letters Signature of Tenderer Full name and address of the person signing Whether signing as proprietory / Partner Constituted Attorney/ 20
SNo Name of work project with Short Description of work executed Name & address of owner Value of work executed Stipulated time of completion Actual time of completion Name & address of architect/ consulting engineer Annexure C PARTICULARS IN RESPECT OF WORK EXECUTED FOR THE LAST 5 YEARS (Separate sheet regarding separate works to be enclosed) 21
Annexure D KEY PERSONNEL PERMANENTLY EMPLOYED Sl. No. Name Designation Qualificatio n Experience Years with the Firm Firm Any Other 22
Annexure E OTHER RELEVANT INFORMATION a b c d Permanently Employed No. Any Other info Years with the Firm Executives Managers Technicians Others Workshop Facilities Location Land Area Type of Structure Type of Facilities a b c d e Note: Please attach copy of proof for all the items mentioned in the application 23
Annexure-F Empanelment of SecVendor for RO: Delhi Qualitative requirement to be submitted by Suppler in duplicate separately for each type of Item Category Item 1 Name of the supplier / organization & Address 2 Residential address 3 E mail address 4 Telephone Number 5 Fax Number 6 Mobile Number 7 Year of establishment 8 Status of the company /firm Whether Co, firm, proprietary, partnership (Enclose partnership deed/ letter of proprietorships etc 9 Names of Directors/partners /proprietors with specimen signature (may use separate Sheet) (enclose Names, Designation, qualification, experience, years with your firm, of Key persons) Note: - Where copies are required to be furnished, these are to be certified copies preferably by the agencies concerned. Signature Name Designation Place: Date: Official Seal of Applicant: 24 Address
Annexure-G REFERENCE DETAILS (Separate pages for separate reference may be included) Name of the company / PSU Bank / Govt Body Address of the company /PSU Bank Contact person Name: Designation: Landline No.: Cell No.: E-mail id: Details of Security Guards deployed in last 3 years (Ref. No., date of order and quantity) Fax No Ex-servicemen Guards AUTHORISED SIGNATORY 25
26 Annexure-H SPECIFICATION AND QUALITATIVE REQUIREMENTS OF SECURITY AND FIRE SAFETY EQUIPMENTS (No Conditional acceptance / Compliance will be entertained) I. Security Alarm System for Branch/Office/attached ATMs Depending upon the ambience and technical feasibility, the security alarm system can be wireless operating within the permissible frequency bands or wired system as may be decided by us. The system shall have following broad specifications: S No Tech Specifications / Requirements Complied / Not Complied 1. The Control Panel should operate on 180-240V mains supply via step-down transformer. Zone indicator facility for 4-10 switches with provisions to extend the same as per requirement with display on the control panel shall be available. 2. Control panel/ unit should have Maintenance free automatic rechargeable 12VDC x l.3-7 AH MF Battery backup. System should automatically change over to battery on power failure and to mains when the power is restored. The Control Panel should be PCB based modular circuitry and have Low Power consumption. 3. The System should have following sensors or should be compatible to provide interface without any additional modifications. Magnetic sensors Passive Infra Red sensors (Min 25 feet range) Model DSC-CL- 100 or higher Light detection sensors Auto Dialer Shutter magnetic switch Pressure mats sensors Glass break detector Central Monitoring System (CMS) 4. The System operating frequency should have immunity to external Radio Frequency interference. 5. The following Visual indications on the control panel shall be provided: System on Battery charging Battery Low Battery indication when system under Battery backup. Indications on tamper condition of external speaker, wire or Control panel. Night mode functional indicator Day mode functional indicator Each of channels to be provided 6. Compatible for provision of Night mode functional indicator at the entrance. 7. Built-in speaker in control unit (25 Watt).
8. Unit body fabrication to be of combination minimum 18 SWG and 14 SWG, with no screws accessible from outside including mounting screws. Front cover to be lockable and designed to be wall-mounted. Corrosion-proof steel metallic body having tamper-proof locking arrangements. 9. Automatic faulty zone/switch isolation should be available in the control panel. 10. Key and lock for ON and OFF function of the system and also for unit locking should be provided. 11. Automatic shut off of alarm after a preset time. Also the siren should be switched off by turning the key switch to armed position. 12. Entry and Exit Delay (adjustable). The Exit/entry time duration should be indicated by the buzzing of the buzzer. 13. Audio-visual testing facility of Alarm System without activating the main speaker should be available (Test button and indication). 14. Miniature Circuit Breaker (MCB) safety device to be provided to prevent damage to the Alarm System due to high/low voltage, surge/fluctuation. 15. Full tamper-proof circuit, wiring and system. On tampering of any part, the siren should sound. 16. ISI approved wiring and 1 inch ISI marked white PVC conduit. All wiring should be concealed in conduit. 17. External wiring: For panic switch: - Super annealed solid copper wire 0.5 mm diameter insulated to withstand minimum 1100V. For speakers: twin 25 strand copper wire of minimum 36 SWG twisted, flexible and insulated. 18. Operating temperature: -10 C to +55 C. Humidity: 10% to 90% noncondensing. Vibration, Tremors and normally applied jerks resistant. 19. Immunity to static lightning. Minimum 40 Watt (main) external speaker. 20. System should have warranty for minimum one year. 21. Control panel should have lockable strong metal case and it should be installed in a place away from customer service area in a concealed manner. 22. All cabling should in concealed manner 23. The Auto Dialer shall have the following basic features: Minimum 08 telephone numbers feeding facility Able to feed minimum 16 Digit telephone number (each) Message shall pass on to the next telephone number automatically in case of no response in a sequential manner (as fed in the memory). 24. Training to be provided to selected branch personnel / guard of the Branch / Office to operate the system 25. The Security Alarm System should be subjected to Performance test and certified by Regional Electronics Test Laboratory or Electronics Test and Development Centre (ET & DC) of Ministry of Information Technology, Govt. of India. 26. Panic button to be positioned inside ATM room and magnetic sensor to be positioned on the bottom side of the ATM machines Vault door. Alarm should activate two Hooters of 10W each positioned inside and outside ATM room when either of this buttons is activated. 27. Self-Test facility 28. Power connectivity shall be from UPS 27
29. Sensors, switches and other accessories should be tamper proof and should be installed in sufficient height where ever required 30. In attached ATMs; Panic button to be positioned inside ATM room and magnetic sensor to be positioned on the bottom side of the ATM machines Vault door. Alarm should activate two Hooters of 10W each positioned inside and outside ATM room when either of this buttons is activated. 31. Panic button inside the ATM room shall be placed in the center of white acrylic board with inscription in red as shown below. Emergency Call (Pasnic Switch) Police 100 28
II. SPECIFICATIONS/ FEATURES FOR DVR BASED CCTV SYSTEM The DVR shall of REPUTED MAKE LIKE- SAMSUNG, BOSCH, DEDICATED MICROS (UK), HIKVISION, DAHUA, ETC. S No Tech Specifications / Requirements Complied / Not Complied 1. Digital Video Recorder(DVR) 04/08/16 channel stand alone (UL/FCC/CE approved) 2. Stand alone Digital Video Recorder (DVR) 1.5 U, H.264 compression algorithm for standalone DVR 3. Real time Live display with 4/8/16 cameras 720P high definition. 4. Remote and live display for 4/8/16 cameras, 5. 480 fps recording for CIF and D1 (4ClF) function; 6. Live, recording, playback, backup and network and Mobile access, multi/upto 4 Hard Disc drives (HDDs) and DVD-RW supported, all channels simultaneous playback. 7. Multiple control methods; front panel, IR remote controller, USB mouse, network keyboard Smart video detection: motion detection, camera blank, video loss. 8. Smart camera settings privacy masking, camera lock, color setting and title display. 9. Pan Tilt Zoom and Speed Dome Control; multi protocols supported, preset, scan, auto pan, auto tour, pattern, auxiliary function supported. 10. 8 channels and audio inputs- bidirectional talk supported. 11. Back-up methods: USB devices, DVD-RW and network download. 12. Alarm triggers screen tips; boozer, PTZ movement supporting, e-mail and FTP upload. 13. Smart HDD management: non working HDD hibernation faulty alarm, 14. multi DVR client CMS network access for remote viewing, recording, playback, setting, system status event log, email and FTP Function (UL CEFCC certified). 15. Multi password protection. 16. Maximum record rate upto 50 pps(pal), 17. Built in Activity/Motion detection, 18. Schedule recording, 10/100 base T network interface capability, 19. Virtual Keyboard 20. HDD capacity to accommodate 90 days recording for Branches / ATMs and 180 days for CC. 21. Dual Stream facility (masking of some cameras), 22. Powerful network software: Remote viewing with PC connectivity, built-in web server, multi-dvr client & CMS. Network access for remote live viewing, recording, playback setting, system, status, event log, e-mail & FTP function (UL / CE/ FCC certified). 23. Monitor Minimum 19 TFT/ Flat screen/lcd, CE/FCC certified (Samsung/ LG/ Sony) Make. Cameras: 24. DOME Make-(Sony/Samsung/Dahua) (CE/FCC certified) a. Sensor-1/3 Sony chip super HAD CCD with 3.6mm lens with 12 V regulated power supply. 29