Tender Notice - Bank of India Regarding Hardware and... · RFP for Supply of Hardware& Peripherals at the Bank’s Branches/ Offices in Ujjain Zone ... Configuring of Desktop PCs,

RFP for Supply of Hardware& Peripherals at the Bank’s Branches/ Offices in Ujjain Zone RFP Reference No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

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Information Technology Department

Ujjain Zone

--- 000 ---

Tender Notice (Request For Proposal)

For

Supply, Installation, Testing, Commissioning

& Maintenance of Hardware Items

PCs, Scanners, Printers & Other Peripherals

And

RATE CONTRACT


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Zonal office

Zonal office C-2, Kshipra Vihar, Nagziri

Ujjain – 456010 (M.P)

0734-2513264; [email protected]

RFP Reference No: BOI/ZOU/IT/VVB/16-17/011 Date: 14-09-2016

NOTICE INVITING TENDERs

(From Empanelled Vendors Only)

S.No

Nature and Scope of Work

E.M.D (Rs.)

Last Date of receipt / Opening of Tenders

Tender Fee (Rs.)

Address for Submission of Bids

1 For Supply, Installation, Re-Installation, Testing, Commissioning, Maintenane & Updation of various in-house Packages, Utilities, Configuring and Re-Configuring of Desktop PCs, Thin Clients, Dot Matrix Printers, Cash Receipt Printers, Laser Printers, Scanners & Other Peripherals for Branches /Offices in Ujjain Zone of Bank of India & For RATE CONTRACT

Rs. 50000/- by way of a DD/PO Payable at Ujjain, Favoring - “Bank of India, Ujjain Zonal office” to be submitted along with Technical Proposal

Tenders/Bids to be submitted latest by 09/11/2016 upto 03:00 pm. -------------------------- Tenders/Bids shall be opened on 10/11/2016 at 03:00 pm. (Changes in Schedule if any shall be Informed to Participant Vendors Separately)

Nil

Zonal Manager

Bank of India Zonal office (IT Department) C-2, Kshipra Vihar, Nagziri, UJJAIN. PIN- 456010 (MP) 0734-2513264

M/s. Infinity M/s. Dynacons Systems & Solutions Ltd M/s. Team Computers Pvt Ltd M/s. Hitachi Systems Microclinic Pvt., Ltd.

Dear Sir/Madam,

Request for Proposal for Rate Contract and Regarding

Procurement of Hardware/Software/Peripherals

For Branches/Offices at different locations under Ujjain Zone ===============================================

Bank of India, Ujjain Zone intends to procure Computer Hardware & Peripherals to be supplied and

installed at Bank’s Branches/Offices and invites sealed quotations for supply, installation, commissioning,

updation and maintenance of PCs, Thin clients, Scanners, Printers and other peripheral devices as per the

specifications and quantity as indicated in Annexure C & Form 9 from the empanelled vendors, who can

provide onsite service support in Ujjain Zone. The rates finalized in this tender process shall remain valid for

a minimum period of six months for all orders placed with the selected vendor/s from the date of award of the

work and the Bank reserves the right to place repeat orders, if necessary, to the selected vendor/s during the above

validity period. Bank at its discretion, can extend this time with the consent of the selected vendor/s for

further periods. You are requested to send your Proposals - Technical and Price Separately - as per the

enclosed formats.

Eligibility Criteria: Vendors Empanelled by our HO based on the RFP vide BOI/HO/IT/VVB/0025 dated

12/07/2016 – M/s.Infinity – M/s.Dynacons SSL – M/s.Team CPL – M/s.Hitachi SMPL.


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Stipulations

1. Contact Details of Vendor/Bidder: The participating Bidder should invariably submit and

mention the following on the tender cover/envelope.

a) Name of the Responsible Contact Person who can take decision on behalf of the Bidder –

b) Mobile number of the above Contact Person -

c) Office Land Line Telephone Number of the Bidder Firm –

d) Bidder Firm’s Official E-mail Id of the Bidder for Communication –

e) Bidder Firm’s Full Postal Address for Communication -

2. The Methodology for Submission of the Proposals: As Enumerated in ANNEXURE - A.

3. Terms and Conditions of Contract (TCC): As Per ANNEXURE - B.

4. Price Proposal and Technical Proposal should be separately submitted. The Technical

Proposal should not contain any financial terms like cost of Hardware/System

Software or any of its components.

Technical Proposal should be accompanied by the EMD.

5. Earnest Money Deposit (EMD): Vendors/Bidders to submit Bid Security called as Earnest Money

Deposit (EMD) of Rs.50000/- (Rs.Fifty thousand only) in the form of a Banker’s Cheque/Demand

draft/Pay order in favour of “Bank of India – Ujjain Zonal office” payable at Ujjain.

Any Technical Proposal (quotation/bid) not accompanied by EMD as above shall

be treated as non-responsive and liable for outright rejection. Unsuccessful bidder’s

bid security (EMD) will be returned as promptly as possible after the expiration of the period of

quotation validity. The successful bidder’s bid security will be kept as security money and shall be

returned upon the successful completion of the contract period and after the successful completion

of the warranty period after deducting the penalties, charges and other amounts due (Payable) to the

Bank.

Participants to note that interest and compensation are not payable on the EMD (Bid Security).

Further, no interest or compensation is payable for the delayed period in payment of any amounts

to the vendor/s.

6. Retention Money: After supply, installation, configuration and commissioning of hardware and

peripherals at the given destinations as per Bank’s choice, 90% of the cost of the material is payable upon

submission of claim along with proper invoice and valid warranty cards of all items like with a proper list of

the serial numbers of the materials. Rest 10% amount is retained with the Bank (herein after called

‘Retention Money’) payable after deducting penalties if any and shall be returned after successful

completion of the warranty period to the satisfaction of the Bank. At the request of the vendor Bank shall

also accept Performance Bank Guarantee in the format provided by the Bank. There should not be any lock-

in-period for PBG. Bank reserves the right to invoke such Performance Bank Guarantee at any stage of time.

Participants to note that no interest and/or no compensations are payable on the Retention Money

held with the Bank. Further, no interest or compensation is payable for the delayed period in

payment of any amounts to the vendor/s.


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7. Return & Forfeiture of EMD and Retention Money:

Both the EMD of Rs.50000/- and Retention Money Amount is liable to be forfeited in the following

cases:

a) If a Supplier, who had submitted price quotation withdraws it during the period of validity of

quotation; and/or

b) In case of a successful bidder, if he fails to execute the purchase order/s; and/or

c) If a selected vendor fails to complete the services during the currency of the contract period and

fails to give satisfactory services during the tenure of warranty period of the hardware items so

supplied by the vendor/s; and/or

d) To collect the penalty charges, due amounts and compensations from the vendor/s and to meet

the amounts recoverable from the vendor.

If a Performance Bank Guarantee is submitted by vendor then the same shall be invoked in

all the above cases and purposes irrespective of the availability of other security.

8. Advance Payment: No Bidder/Vendor can demand for advance payment. Advance Payment is

not allowed in any case.

9. Only one Model & Make conforming to the specifications should be quoted.

10. Technical specifications of the equipment offered (against the requirements specified) as well as the

Technical Details (in the prescribed format) should be furnished along with the Bid, for all the

standard and optional items if any offered. Otherwise the offer would be treated as Non-responsive.

11. Detailed product brochures, catalogues, technical literature, system/reference manuals, instruction

booklets and all supporting documentation (in the English language) specific to the make/model(s)

of the equipment (whether standard or optional) offered should be submitted along with the

offer in the Technical Bid, otherwise the offer would be treated as Non-responsive.

12. Any deviation from the specifications in the products offered should be separately brought out

explicitly, in the column provided for this purpose. And in case of deviation, the Bank reserves the

right to reject the proposal of such bid even after opening of the Price proposal. And in case of any

deviation, the Bank reserves the right to accept and/or reject the proposal even after opening of the

price proposal. If any deviations are mentioned by the vendor in the technical bid, then decision

can be taken by the Bank even after opening of price bid and after duly evaluating the pros & cons

regarding the validity of the technical bid and to arrive at the L-1 vendor/bidder.

13. The price bids will be opened and evaluated for those participants who are found to be technically

qualified. The products offered by the vendors should be useful for day to day Banking operations

supporting Bank’s In-house Packages and Software and should support Finacle DC/DR, MMS,

HRMS, Caps, Barcode Printing, Hindi Printing, Bi-Lingual operations (Hindi-English) etc..

14. Total Unit Cost to the Bank will be decided on the basis of Unit cost of the Hardware inclusive of

Onsite Warranty of 3 years. AMC cost would be 5% of the cost of the item per year (per item) after

the expiry of warranty period. AMC period would initially be for 1 year (after expiry of warranty

period) which can be extended further on yearly basis upon consent of Bank and the respective

vendor. Please note that minimum Onsite Warranty Period offered by the OEM (Original

Equipment Manufacturer) should be for three years for all hardware items.

15. All standard (default) items / components and optional items / components, if any, should be

separately and clearly mentioned. Detailed cost breakup should be furnished in the Price Schedule

as per the format prescribed. The rates quoted by the vendors/bidders should be inclusive of all


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taxes, charges, octroi, transportation, insurance, service charges, installation and

maintenance charges etc.. No extra charges/amounts are expected to be mentioned by the

vendors/bidders. Escalation charges are not payable in any case. But the vendor/s should mention

the Service Tax and other tax details in their bills & invoices clearly to enable the

Bank/Branch pass the necessary vouchers at their end correctly as per Government

guidelines. But as explained above the rates quoted should include all costs, taxes, charges and

expenses.

16. Selection Criteria:

a) The position of the vendors shall be derived at as per Column 5 of Price Schedule (Form 3)

based on the Unit Price quoted in the Price Proposal (Form 3) by multiplying the same with the

number of items indicated against each item. The number of items given in the price schedule

(Form 3) are indicative to arrive at the L-1 vendor.

b) In case of an item, which has not been quoted against in the Price Schedule, the highest quoted

rate in all the other proposals for respective item shall be taken into account for proposal

evaluation purpose. However, in case the said vendor is found to be the most responsive vendor

(i.e., if the overall bid is the lowest after considering the left out item rate as above), then while

placing the order with him, the lowest amongst all quotes for that particular item would be taken

into reckoning.

c) L-1 vendor/bidder will be decided based on the Bank’s need and discretion. It may be on the

basis of Unit Cost or on the basis of Total Cost to the Bank. Multiple vendors may also be

selected on the basis of item wise prices if the same suits the Bank’s interest and requirement.

L-1 bidder for more no of items compared to other bidders can also be treated as L-1 vendor and

can be negotiated with for other items.

d) The overall lowest bid submitting vendor will be preferred if he is also the lowest bid

submitting vendor for most of the items to procure all the items (from this vendor). This

vendor can be negotiated with to reduce rates for the rest of the items and to match the L-1 rates

of other items.

e) Bank reserves the right to leave certain hardware & peripheral items for arriving at the

total cost to the Bank in case the Bank decides not to purchase those items under this

tender. f) The L-1 rates finalised in this tender process shall also be considered as Rate Contract based on

which further procurements shall be made upon mutual consent of the Bank and the selected

Vendor/s. Bank reserves the right to purchase the hardware in one lot or in batches as per the

requirement of the Bank.

g) And the Bank shall, in all probability, see that there will be no major deviation/change in the

number of items to be ordered at the time of actual procurement.

h) But exact number of items to be procured may vary and may be increased or decreased as per

requirement & decision of the Bank at the time placing of purchase order/s.

17. Selected vendors should demonstrate the items before placing order and if found unsatisfactory to

the Bank, they are to replace the item/s with new and acceptable one/s.

18. The Bank reserves the right to accept or reject in part or full, any or all the offers without assigning

any reasons thereof. Bank can terminate the tender process at any stage without assigning any

reasons thereof to anyone.

19. The selected vendor will supply, install, re-install, configure, re-configure, and provide maintenance

services the computer hardware & peripherals at various locations/branches of Ujjain Zone.

20. Vendors to submit Letter authorizing the representative executive(s) and verifying their signatures;

Vendors/Bidders to invariably submit the photo identity, address proof and signature identifications

of the persons signing the tender documents.


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21. Bidders who are authorized to quote the rates for PCs, other hardware and peripherals shall quote

rates for all the items in the Price Proposal.

22. The Bidders are advised to quote the best possible competitive price for each of the hardware.

23. Validity: The proposal shall remain valid for minimum 60 days from the date of opening of

Proposal and the rates of items finally selected shall remain valid for 180 days from the date of

award of contract. This validity of the contract period can be extended for further periods as per the

requirement of the Bank with the mutual consent of the Bank and the selected vendor/s.

24. The bids received will be opened and evaluated by the Bank to ascertain the validity, acceptability

and to select the best and lowest bid in the interest of the Bank. However, the Bank does not bind

itself to accept the lowest or any Bid and reserves the right to reject any or all bids at any point of

time without assigning any reasons whatsoever. The Bank reserves the right to re-tender without

assigning any reason/s whatsoever. The Bank shall not incur any liability to the affected bidder(s),

on account of such rejection. The Bank shall not be obliged to inform the affected bidder(s), the

ground for the Banks rejection. The Bank reserves the right to modify any terms, conditions, and

specifications of the RFP and Bank reserves the right to accept any bid in whole or in part. The

Bank shall not be bound to accept any bid including the lowest bid and reserves the right to reject

any or all the tenders without assigning any reasons whatsoever.

25. Service and Maintenance: The bidder should preferably have adequate Service Support Centres

in & around Ujjain in Madhya Pradesh. Ujjain Zone is presently spread across the following districts of Madhya Pradesh having 5 offices and 111 branches as of today. UJJAIN, DEWAS, SHAJAPUR, AGAR-MALWA, RATLAM, MANDSAUR, NEEMUCH, RAJGARH Districts. Vendors/Bidders should be able to provide post sale onsite maintenance services and should make

arrangements to provide service support as follows.

Preferable Service Support Requirement:

a) Ujjain District Branches - 1 Service Engineer

b) Dewas District Branches - 1 Service Engineer

c) Rajgarh District Branches - 1 Service Engineer

d) Shajapur – Agar District Branches - 1 Service Engineer

e) Ratlam, Neemuch and Mandsaur Districts - 1 Service Engineer

Selected Vendor/s should station atleast 1 qualified service engineer at Ujjain City who will be

responsible to take calls&complaints from branches, complaints on behalf of the branches and who

can attend the calls for resolution of the issues.

ESCALATION MATRIX for call logging:

Vendors should provide a simplified escalation matrix (contact numbers and email ids) for logging.

Branches should not be insisted upon to fill detailed formats etc for call lodgement. Vendor should

note the complaints on receipt of simple telephonic intimation from branches and to act upon the

same for resolution of the complaints/issues.

26. Issue of Purchase Order and Requirement of Hardware & Peripherals: The Bank reserves the

right to place the order partly and/or place a single order and/or can place repeat orders (more than

one) as per the requirement and discretion of the Bank.


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a) The number of items given in the price schedule are indicative to arrive at the L-1 vendor. And the

Bank shall, in all probability, see that there will be no major deviation/change in the number of

items to be ordered at the time of actual procurement.

b) But exact number of items to be procured may vary and may be increased or decreased as per

requirement & decision of the Bank at the time placing the purchase order.

c) In view of the above the vendors/bidders are advised to quote lowest possible prices for all items.

d) Even after finalization of vendors and rates, the Bank, at its discretion may opt not to be purchase

any of the items mentioned in the tender.

27. Penalty Clause: If the Problem reported is not resolved within 48 hours (T+1 day), then an amount

of Rs.500/- per day per item is chargeable as penalty for the days the problem is kept unresolved.

And Rs.100/- per day is chargeable as penalty if alternative arrangement of equivalent hardware is

made available by the vendor for the period the issue is unresolved fully. Bank shall be authorized

and can utilize the EMD, Retention Money and Performance BG to recover this penalty amount.

28. Delivery of hardware & peripherals (materials) to be made within 4 weeks from the date of

purchase order. If the vendor/s cannot be able to supply the hardware as per purchase order within

the allowed time, then the Bank reserves the right to cancel the order/s, forfeit the EMD, Guarantee

Money and Retention Money etc., as the case may be. Even the amounts payable towards other

hardware supplied by the vendor can also be utilized to meet the losses caused to the Bank in this

regard.

Delivery of materials as above, are to be made at the specified locations/branches mentioned in the

Purchase Order and as per requirement of the Bank even if intimated after issue of PO. Even in

case a single item order, the delivery is to be made at the specified destination/branch as per Bank’s

request and requirement.

29. In case the selected vendor/s back out and/or cannot supply the hardware within the given time

(during the validity/tenure of the tender) then the Bank reserves the right to take services of the next

best vendor (say L-2, L-3 vendor/s) and may proceed to procure hardware from them as per

requirement of the Bank.

30. Prices quoted shall be inclusive of all taxes, transportation, labour payments, material charges and

all costs. No Escalation charges are payable under any circumstances. No extra charges are payable

and no taxes are payable separately. But within the overall rates quoted, the vendor/s should

mention the details of taxes clearly in their invoices.

31. The Bank can change the location of any of the Hardware supplied by the selected vendor even after

installation at any point of time. Continued services should be provided even after change of

location if any, without any extra charges and no compensation is payable whatsoever.

32. Minimum OEM (original equipment manufacturer) onsite warranty should be for 3 years for all the

hardware and peripherals for which the supplying vendor as well as the OEM vendor shall be jointly

and severally responsible fully for carrying out onsite maintenance the services.

33. The vendor should bear all the costs for arrangement of manpower, training, conveyance of staff &

engineers, transportation of material, licenses and work permits if any for supply, transportation,

installation and maintenance of all hardware & peripherals.

34. During the Warranty period as well as during AMC period the vendor should maintain the Hardware

& Peripherals and check periodically and give report to the Bank at regular intervals. The retention

money and the earnest money deposit amount will be kept with the Bank, until successful

completion of the warranty period to the satisfaction of the Bank, on which no interest or

compensation is payable.


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35. Please note that the purchase orders placed if any shall be treated valid only after successful

installation and configuration of all items as per terms and conditions at the destination

place/branch.

36. The Bank reserves the right to cancel the purchase order/s - fully or partially - at any time without

assigning any reasons thereof.

37. It would be the responsibility of the vendor to make arrangements for making insurance for the

items until a minimum period of 3 months after installation of the hardware/materials.

38. Binding Contract/Agreement: The Vendor/s’ participation in the tender process, award of

contract and/or issue of purchase order by the Bank and acceptance of the Purchase order by the

Vendor and/or supply of hardware/materials by the Vendor shall constitute a binding contract

between the Bank and the Vendor / Supplier in the absence of a formal contract & agreement and

until execution of a formal contract and/or agreement. The original equipment manufacturer (OEM)

shall be bound by the submission of the MAF.

39. All the hardware supplied should be compatible to the Bank’s in-house software and hardware.

40. Contract form shall be in the format as prescribed & provided by the Bank.

41. Vendor should Install& Configure, and re-install &re-configure from time to time whenever

required, the systems and hardware to support the Bank’s in house software including Finacle,

Biometric, HRMS, CAPS. MMS, MMS Outlook, Rajbhasha, Hindi Passbook Printing, PPF

Passbook Printing, Digital Life Certficate, Barcode Printing/Installation, Pension Package, Clearing

Packages, Antivirus Installation & Periodic Updation etc., and also should provide continued

maintenance and support services during the currency of warranty period.

42. Vendor and vendor representative should not utilize the Bank’s network, hardware, internet and

other Bank’s resources for personal and/or official use. Mis-utilisation of Bank’s resources,

equipment and network is not acceptable and shall attract appropriate penalties as per Bank’s

discretion.

43. The empanelled vendors to importantly note that based on this tender exercise, prices

bids/quotations only can be invited from participant vendors (from qualified bidders) after

completion of validity period of this tender/RFP until validity of their empanelment.

The participating bidders/vendors are requested to note that the Bank, at its discretion and

requirement, can increase and/or decrease the number of any type of hardware items at any stage during

the validity of the contract period and even can terminate the tender process at any stage without assigning

any reasons thereof.

The last date & time for submission of the proposals/bids is 09/11/2016 by 3 pm.. and date of

opening of tenders is 10/11/2016 (at 3 pm).

Vendors are requested to submit the bids at the earliest so that bids the can be opened at an earlier

date to enable quicken the tender process in which case the date and time will be separately informed

to the vendors.

Contacts: Person:Mr.V.V.Balaji; LL:0734-2513264; Cell:989329825; Mail id: [email protected]

Complete set of documents of this tender is also available on our website: www.bankofindia.co.in

mailto:[email protected]


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Branch-wise distribution will be provided at the time of placing of order and/or after supply of material

to a specified place. Participating in the tender process shall constitute to agreeing and abiding the

above Stipulations and the Terms & Conditions of Contract. Bidder has to sign under the official seal

of the firm on all pages (each and every page) of this tender document before submitting. Please note

that this is only an enquiry and without any commitment on the part of the Bank to either accept or to

place the order with you (participating vendors/bidders) for purchase of any hardware & peripherals.

For Bank of India (Bidyut Kundu) Deputy Zonal Manager


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DISCLAIMER ------------------

The information contained in this Request for Proposal (RFP) document or information provided

subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf

of Bank of India (Bank), is provided to the bidder(s) on the terms and conditions set out in this

RFP document and all other terms and conditions subject to which such information is provided.

This RFP is neither an agreement nor an offer and is only an invitation and inquiry by the Bank to

the interested parties for submission of bids. The purpose of this RFP is to provide the bidder(s)

with information to assist the formulation of their proposals. This RFP does not claim to contain

all the information each bidder may require. Each bidder should conduct its/their own

investigations and analysis and should check the accuracy, reliability and completeness of the

information in this RFP and wherever necessary obtain independent advice. Bank makes no

representation or warranty and shall incur no liability under any law, statute, rules or regulations

as to the accuracy, reliability or completeness of this RFP. The number of items mentioned to be

purchased are only indicative and the Bank at its sole discretion can increase and/or decrease

the number of items to be purchased at any point of time. Bank may in its absolute discretion,

but without being under any obligation to do so, update, amend or supplement the information in

this RFP. Purchaser Bank reserves the right to reject or disqualify any offer/bid/proposal from

any vendor, at any stage, without assigning any reasons whatsoever. And at Bank’s discretion,

this tender process can be deferred and/or discontinued at stage without assigning any reasons

whatsoever.


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ANNEXURE - A

Methodology of Submission of Proposals/Bids

The Proposal is to be submitted in a single outer envelope containing Technical Bid & Price Bid in two

separately sealed envelopes as explained below:

1st Sealed Envelope: Should contain the Technical, Commercial (except equipment price) and

Qualification aspects hereinafter referred to as ‘Technical Proposal’.

Superscribed as: “TECHNICAL BID for RFP Ref No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016”

2nd Sealed Envelope: Should contain the Price Proposal and Price Schedule in one LOT hereinafter referred

to as the ‘Price Proposal’.

Superscribed as: “PRICE BID for RFP Ref No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016”

3rd Sealed Envelope: Should contain both the above two envelopes (Technical Bid & Price Bid) and

Superscribed as: “PROPOSAL FOR SUPPLY OF HARDWARE & PERIPHERALS - RFP Ref No: BOI/ZOU/IT/VVB/16-

17/011 DATED 14-09-2016”.

The sender’s name, postal address for communication, contact number (Landline & Mobile) and

email id of the bidder firm for communication should be clearly mentioned over the outer envelope.

(I) TECHNICAL PROPOSAL (1st ENVELOPE) should comprise the following:

(a) Full tender document duly signed under official seal being acceptance. Each and every page should

bear the signature of bidder under the official seal.

(b) Duly filled in Annexure-C for all the items.

(c) Duly filled in Technical Proposal Form (FORM 1) and (d) Declaration Form (FORM 2)

(e) Duly signed Non-Disclosure Agreement form (FORM 3)

(f) Duly signed MAF (FORM 4) for all the items separately if the manufacturer differs.

(g) Duly signed FORM 5; FORM 6; FORM 7:

(h) Earnest money deposit of Rs.50,000/- in the form of demand draft in favour of

‘Bank of India, Ujjain Zonal office’ payable at Ujjain.

(i) Photocopies of Photo Identity and Address Proofs of all the signatories.

( j) List of Names, designation details, email ids, communication, contact numbers of all signatories.

(k) All the forms must be fully filled-in and duly signed by the vendor and the signatories concerned.

Any Technical Proposal not containing the above, is liable to be rejected.

Any Technical Proposal containing any price information shall be rejected.

(II) PRICE PROPOSAL (2nd ENVELOPE) should comprise the following:

(a) Duly signed Price Proposal (FORM 8)

(b) Duly signed Full Price Schedule (FORM 9) of the Hardware Goods, Peripherals and Services.

(c) Copies of Photo Identity and Address Proofs of all Signatories.

(III) Envelopes/Bids should be addressed and submitted to the Bank at the following address:

Zonal Manager

Bank of India

Zonal office

(IT Department)

C-2, Kshipra Vihar, Nagziri

UJJAIN – 456010 (MP). 0734-2513264

(a) If the envelopes are not sealed & marked as above, the Bank will assume no responsibility for any misplacement and disclosure etc.. (b) Photo identities and address proofs of all signatories and authorising authorities of the bidder firm should be enclosed. (c) Proposals must be reach the Bank at the address specified, not later than the date & time specified in the Request for Proposal (Tender Document).


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ANNEXURE - B

Terms and Conditions of Contract (TCC)

----------------------------------------------------- 1. Definitions

1.1. In this Contract, the following terms shall be interpreted as indicated:

(a) “The Contract” means the agreement entered into between the Bank (Bank of India),

represented by its Head Office / Zonal Offices and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein;

(b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and

proper performance of its contractual obligations

(c) “The Goods” means all of the equipment, machinery, and/or other materials which the Supplier is

required to supply to the Bank;

(d) “The Purchaser” is, Bank of India (Bank), Zonal office, Ujjain, Branches and other offices located in

Ujjain Zone;

(e) “The Bank ” means the Bank of India;

(f) “The Services” means those services ancillary to the supply of the Goods, such as transportation

and insurance, and any other incidental services, such as installation, commissioning, configurations,

provision of technical assistance, training and other such obligations of the Supplier covered under the

Purchase Contract;

(g) “TCC” means the Terms and Conditions of Contract contained in this section;

(h) “The Supplier” or “the Vendor” means the individual or firm supplying or intending to supply the

Goods and Services under this Contract; and

(i) “The Project Site” means various branches/administrative offices of Bank of India.

(j) “OEM” means the Original Equipment Manufacturer.

(k) “Warranty” means Comprehensive Onsite Warranty by OEM for a minimum period of 3 years.

2. Country of Origin

2.1 All goods and related services to be supplied under the Contract shall have their origin in eligible source

countries, as per the prevailing Import Trade Control Regulations in India.

2.2 For purposes of this clause, “origin” means the place where the goods are produced, or the place from which

the related services are supplied. Goods are produced when, through manufacturing, processing or

substantial and major assembly of components, a commercially-recognized product results that is

substantially different in basic characteristics or in purpose or utility from its components.

3. Standards

3.1 The Goods supplied under this Contract shall conform to the standards mentioned in the Technical

Specifications, and, when no applicable standard is mentioned, to the authoritative standards appropriate to

the Goods’ country of origin. Such standards shall be the latest issued by the institution concerned.

4. Use of Contract Documents and Information

4.1 The Supplier shall not, without the Bank’s prior written consent, disclose the Contract, or any provision

thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the

Bank in connection therewith, to any person other than a person employed by the Supplier in the performance

of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only

so far as may be necessary for purposes of such performance.


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4.2 The Supplier shall not, without the Bank’s prior written consent, make use of any document or information

enumerated in this document except for purposes of performing the Contract.

4.3 Any document, other than the Contract itself, shall remain the property of the Bank and shall be returned (in

all copies) to the Bank on completion of the Supplier’s performance under the Contract, if so required by the

Bank.

5. Patent Rights

In the event of any claim asserted by a third party of infringement of copyright, patent, trademark,

industrial design rights, etc. arising from the use of the Goods or any part thereof in India, the

Supplier shall act expeditiously to extinguish such claim. If the Supplier fails to comply and the

Bank is required to pay compensation to a third party resulting from such infringement, the

Supplier shall be responsible for the compensation including all expenses, court costs and lawyer

fees. The Supplier shall on a mere demand by the Bank reimburse whatever expenses incurred by

the Bank in this regard, within a period of 7 days of receipt of demand.

6. Performance Security and Performance Guarantee: Earnest Money Deposit submitted by the

bidder at the time of participation and 10% retention money deducted at the time of making

payment after supply of hardware and peripherals shall be treated as Performance Security

and Performance Guarantee.

6.1 In lieu of Performance Security & Guarantee, the Purchasing Bank reserves the right to retain the

initial earnest money deposit amount of Rs.50000/- until successful completion of the contract

period, warranty period and all performance obligations. In addition, as Performance Security &

Guarantee amount, the Bank shall also retain 10% of the cost of the hardware until successful

completion of the contract period, all performance obligations, and warranty obligations& warranty

period. Unconditional Performance Guarantee issued by a Scheduled Commercial Nationalised

Bank in the format provided by the Bank (Bank of India) can also be accepted in place of 10%

retention money at the specific request of the vendor. But full amount will be paid only after

submission of required Bank Performance Guarantee as per Bank’s terms, conditions and

requirement. And Performance Bank Guarantee should be Unconditional and have to be submitted

in the format provided by the Bank and in the format acceptable to the Bank.

6.2 The Bank shall be at liberty to set off/adjust the proceeds of the performance security and guarantee

amount towards the loss, if any, sustained due to the supplier’s failure to complete its obligations

under the contract. This is without prejudice to the Bank’s right to proceed against the Supplier in

the event of the security being not enough to fully cover the loss/damage.

6.3 The Performance Security shall be denominated in Indian Rupees and shall be in the following forms:

(a) Rs.50000/- being Earnest Money Deposit Amount submitted at the time of participation in the tender

process which shall be retained as performance security amount until successful completion of the

contract & warranty obligations of the vendor.

And

(b) In addition, an amount of 10% of the cost of the purchase order shall be retained as performance

security & guarantee money which shall be retained until successful completion of warranty and

contract obligations to the satisfaction of the Bank.

Neither any amount of interest is payable nor any other compensation is payable on such (Above

mentioned EMD amount and 10% Retention Money) retained performance security amount.

6.4 The performance security will be discharged by the Bank and returned to the Supplier at the earliest possible

date following the date of completion of the Supplier’s performance obligations under the Contract including


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all warranty obligations under the contract to the satisfaction of the Bank and after deducting the suitable

penalty charges if any as also after recovering the dues if any recoverable from the vendor. All amounts

recoverable from the supplier/vendor shall be recovered from the Performance Security & Guarantee amount

and the rest amount if any shall be returned to the vendor/supplier. Interest and/or Compensation is not

payable on the performance security& guarantee amount. Also any type of compensation and/or interest is

not payable on the retained amount of EMD amount and 10% retention amount.

6.5 In the event of any contract amendment, the Supplier shall, within 7 days of receipt of such amendment,

furnish the amendment to the Performance Security, rendering the same valid for the duration of the Contract,

as amended for further period of 60 days thereafter. In the event of any correction of defects or replacement

of defective equipment during the warranty period, the warranty for the corrected / replaced equipment shall

be extended to a further period of 12 months. The performance guarantee for a proportionate value shall be

extended by 60 days over and above the extended warranty period.

7. Inspection and Quality Control Tests

7.1 Inspection and Quality Control tests before evaluation, prior to shipment of Goods and at the time of final

acceptance are as follows:

(i) Inspection of Goods as per quality control formats including functional testing, burn-in tests and

mains fluctuation test at full load, facilities etc., as per the standards may be done at factory site of

the Supplier before award of the Purchase Contract, by the Bank / Bank’s Consultants;

Provided that the Bank may, at its sole discretion, waive inspection of goods having regard to the

value of the order and/or the nature of the goods and/or any other such basis as may be decided at

the sole discretion of the Bank meriting waiver of such inspection of goods.

(ii) The inspection of the Goods is to check whether the Goods are in conformity with the technical

specifications mentioned in the Invitation for Quotation or the Quotation submitted by the Supplier.

The Supplier will dispatch the goods to the ultimate consignee after internal inspection/testing

alongwith the Supplier’s inspection report, manufacturer’s warranty certificate. The Bank / Bank’s

Consultants may also carry out pre-dispatch inspection. In such a case, the entire cost of such

inspection, including the board, lodging, travelling, incidental expenses of the Bank’s representatives

and/or Consultants, shall totally be borne by the Supplier, for the complete duration of the inspection.

Successful conduct and conclusion of pre-dispatch inspection shall be the sole responsibility of the

Supplier;

(iii) Also, the Bank will test the equipment after completion of the installation and commissioning at the

site of the installation (for site preparation, the Supplier should furnish all details to the Bank

sufficiently in advance so as to get the works completed before receipt of the equipment). Complete

hardware and software should be supplied, installed and commissioned properly by the Supplier

prior to commencement of performance tests;

(iv) The acceptance test will be conducted by the Bank / Bank’s Consultants or any other person

nominated by the Bank, at its option. The acceptance will involve trouble-free operation for a period

to be decided by the Bank, but not exceeding seven consecutive days. There shall not be any

additional charges for carrying out acceptance tests. No malfunction, partial or complete failure of

any part of hardware or excessive heating of motors attached to printers, drivers etc. or bugs in the

software should occur. All the software should be complete and no missing modules / sections will

be allowed. The Supplier shall maintain necessary log in respect of the results of the tests to establish

to the entire satisfaction of the Bank, the successful completion of the test specified. An average

uptime efficiency of 98% for the duration of test period shall be considered as satisfactory;

Provided that the Bank may, at its discretion, require the Supplier to devise and conduct the

acceptance test, at his own cost, in the presence of Bank’s representative(s) to establish to the

satisfaction of the Bank that the configuration/performance of the goods supplied are in conformity

with the specifications laid down in the purchase contract.

(v) In the event of the hardware and software failing to pass the acceptance test, a period not exceeding


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two weeks will be given to rectify the defects and clear the acceptance test, failing which, the Bank

reserves the right to get the equipment replaced by the Supplier at no extra cost to the Bank; and

(vi) Successful conduct and conclusion of the acceptance tests for the installed goods and equipment

shall also be the sole responsibility and at the cost of the Supplier.

7.2 The inspections and quality control tests may be conducted on the premises of the Supplier, at point

of delivery and / or at the Goods’ final destination. If conducted on the premises of the Supplier,

reasonable facilities and assistance, including access to drawings and production data, shall be

furnished to the inspectors, at no charge to the Bank.

7.3 Should any inspected or tested Goods fail to conform to the Specifications, the Bank may reject the

Goods, and the Supplier shall either replace the rejected Goods or make alterations necessary to meet

specification requirements, free of cost, to the Bank.

7.4 Nothing stated hereinabove shall in any way release the Supplier from any warranty or other

obligations under this Contract.

7.5 Manuals and Drawings

7.5.1 Before the goods and equipment are taken over by the Bank, the Supplier shall supply operation and

maintenance manuals together with drawings, wherever applicable, of the goods. The manuals and

drawings shall be in English.

7.5.2 Unless and otherwise agreed, the goods and equipment shall not be considered to be completed for

the purpose of taking over, until such manuals and drawings have been supplied to the Bank.

7.6 For the System & Other Software, the following will apply:

The Supplier shall provide complete and legal documentation of hardware, all subsystems, operating

systems, compiler, system software and the other software. The Supplier shall also provide licensed software

for all software products, whether developed by it or acquired from others. The Supplier shall also indemnify

the Bank against any levies/penalties on account of any default in this regard.

7.7 Acceptance Certificates:

7.7.1 On successful completion of acceptability test, receipt of deliverables, etc., and after the Bank is satisfied

with the working on the system, the acceptance certificate signed by the Supplier and the representative of

the Bank will be issued. The date on which such certificate is signed (unless otherwise provided for) shall be

deemed to be the date of successful commissioning of the systems.

Training shall be conducted on the dates mutually agreed up on and within two months from the date

of acceptance of supply.

8. Packing

8.1 The Supplier shall provide such packing of the Goods as is required to prevent their damage or deterioration

during transit to their final destination. The packing shall be sufficient to withstand, without limitation, rough

handling during transit and exposure to extreme temperatures, salt and precipitation during transit and open

storage. Size and weights of packing case shall take into consideration, where appropriate, the remoteness of

the Goods’ final destination and the absence of heavy handling facilities at all points in transit.

8.2 Packing Instructions: The Supplier will be required to make separate packages for each Consignee. Each

package will be marked on three sides with proper paint/indelible ink with the following :

(i) Contract No.; (ii) Supplier’s Name; (iii) Consignee’s Name (iv) Packing List Reference number.

9. Delivery and Documents

9.1 Delivery of the Goods shall be made by the Supplier within 4 weeks from the date of purchase Order.

The details of shipping and/or other documents to be furnished by the Supplier are specified hereunder:


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(i) 3 copies of Supplier’s invoice showing contract number, goods description, quantity, unit price and

total amount;

(ii) Delivery note, Railway receipt or acknowledgement of receipt of goods from the Consignee or in

case of goods from abroad, original and two copies of the negotiable, clean, on-board bill of lading

marked freight prepaid and two copies of non-negotiable bill of lading;

(iii) 2 Copies of packing list identifying contents of each package;

(iv) Insurance certificate;

(v) Manufacturer’s / Supplier’s warranty certificate;

(vi) Inspection certificate issued by the nominated inspection agency, if any, and the Supplier’s factory

inspection report and Quality Control Test Certificates,

(vii) Country of Origin.

The above documents shall be received by the Bank before arrival of Goods (except where it is

handed over to the Consignee with all documents) and, if not received, the Supplier will be

responsible for any consequent expenses.

10. Insurance

10.1 The insurance shall be in an amount equal to 100 percent of the value of the Goods from “Warehouse

to final destination” on “All Risks” valid for a period not less than 1 months after installation and

commissioning and issue of acceptance certificate by the Bank.

Should any loss or damage occur, the Supplier shall –

(a) initiate and pursue claim till settlement, and

(b) promptly make arrangements for repair and/or replacement of any damaged item/s irrespective of

settlement of claim by the underwriters.

11. Transportation

11.1 Where the Supplier is required under the Contract to transport the Goods to a specified place of destination

within India, transport to such place of destination in India, including insurance and storage, as shall be specified in

the Contract, shall be arranged by the Supplier, and the related costs shall be included in the Contract Price.

12. Incidental Services

12.1 The incidental services to be provided are as under:

(a) Performance of on-site assembly and start-up of the supplied computer hardware, operating system and other

software packages;

(b) Furnishing of appropriate hardware, device drivers, system design and programming services required for

development and/or maintenance of the supplied Goods;

Even if the hardware is initially purchased for use with particular Operating System(s), the Bank may, at any

future date, use the hardware with any other operating system and in such cases, the Supplier shall provide

the device drivers required for the hardware components in order for them to function satisfactorily in the

new operating environment. In the event of such device drivers not being available, the Supplier should

substitute the hardware component with another with comparable performance and having a device driver

software for the proposed operating system.

(c) Furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied goods

and equipment;

(d) Maintenance, repair and software updates of the supplied Goods for a period of three years after expiry of


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the warranty, provided, that this service shall not relieve the Supplier of any Warranty obligations under this

Contract; and

(e) Training of the Bank’s personnel at the Supplier’s office or other facility, in the installation and operation of

the computer hardware, utilities and all contracted software.

13. Spare Parts

13.1 As specified in the TCC, the Supplier may be required to provide any or all of the following materials,

notifications, and information pertaining to spare parts manufactured or distributed by the Supplier :

(a) Such spare parts as the Bank may elect to purchase from the Supplier, provided, that this election shall

not relieve the Supplier of any warranty obligations under the Contract; and

(b) In the event of termination of production of the spare parts:

(i) advance notification to the Bank of the pending termination, in sufficient time to permit the Bank to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the Bank, the blueprints, drawings, and

specifications of the spare parts, if requested.

(iii) The vendor shall stock adequate spares as indented by the Bank at their respective Zonal Offices to

ensure a better uptime, at no cost the bank.

14. Warranty

14.1 The Supplier warrants that the Goods supplied under the Contract are new, unused, of the most recent or

current models and that they incorporate all recent improvements in design and materials. The Supplier

further warrants that all Goods supplied under this Contract shall have no defect, arising from design,

materials or workmanship or from any act or omission of the Supplier that may develop under normal use of

the supplied Goods in the conditions prevailing in India.

14.2 The minimum OEM warranty period shall be 36 months from date of acceptance of the Goods. Provided

that wherever the Goods could not be installed due to the site not being ready or for any reason attributable

solely to the Bank, the warranty shall terminate after the one month from the expiry date of warranty. The

Supplier shall, in addition, comply with the performance guarantees specified under the Contract. If, for

reasons attributable to the Supplier, these guarantees are not attained in whole or in part, the Supplier shall,

make such changes, modifications, and/or additions to the Goods or any part thereof as may be necessary in

order to attain the contractual guarantees specified in the Contract at its own cost and expense and to carry

out further performance tests in accordance with TCC Clause7.

14.3 The Bank shall promptly notify the Supplier in writing of any claims arising under this warranty.

14.4 In case an equipment, peripheral or components such as CPU, monitors, printers etc. are taken away for

repairs, the vendor shall provide a similar standby equipment so that the equipment can be put to use in the absence

of the originals/replacements without disrupting the Bank’s regular work.

14.4 Upon receipt of such notice, the Supplier shall, with all reasonable speed, in any case not later than 2 days,

repair or replace the defective goods or parts thereof, without cost to the Bank.

14.5 If the Supplier having been notified, fails to remedy the defect(s) within 2 (two) days from the of receipt of

such notice , the Bank may proceed to take such remedial action as may be necessary, at the Supplier’s risk

and expense and without prejudice to any other rights which the Bank may have against the Supplier under

the Contract.

14.6 If during operation, the real Mean Time Between Failures (MTBF) of any piece of equipment or component

thereof does not prove to be within 70% (seventy percent) of the specified MTBF, the Supplier shall replace

the unit of component with another of at least the same performance and quality, at no cost to the Bank.


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14.7 Maintenance Service:

14.7.1 Free on-site maintenance services shall be provided by the Supplier during the full period of warranty.

14.7.2 The maximum response time for a maintenance complaint (i.e. time required for Supplier’s maintenance

engineers to report to the installations after a request call / telegram / fax /e-mail is made or letter is written)

shall not exceed 3 (Three) hours from the receipt of such communication in case the service centre is situated

at the same location where the hardware/software are installed and 1 (one) day in other cases.

14.7.3 It is expected that the average downtime of an item will be less than half the maximum downtime (i.e. defined

as number of days for which an item of equipment is not usable because of inability of the Supplier to repair

it) as mentioned in the form of Technical Details. In case an item is not usable beyond the stipulated

maximum downtime the Supplier will be required to arrange for an immediate replacement of the same till

it is repaired. Failure to arrange for the immediate repair / replacement will be liable for penalty of Rs.500/-

per day per item. The amount of penalty will be recovered from performance security/guarantee amount, or

the deposit made by the Supplier, during warranty and/or annual maintenance charges and/or by lodging a

claim against the Supplier, as the case may be. In the event of Deposit or Bank Guarantee amount not

sufficient to set off the liability of the Supplier under this head the Bank shall be at liberty to proceed against

the Supplier for recovery of the balance as may be advised.

15. Payment

15.1 Payment shall be made in Indian Rupees, in the following manner:

(i) On Delivery: Ninty (90)% of the order value on installation and commissioning of the Hardware

ordered, and after Bank's acceptance of the Hardware ordered. (Mere delivering and configuring the

hardware is not considered as acceptance from the Bank). Wherever installation could not be

carried out by the vendor due to the site not being ready even after 30 days after the last date for

delivery mentioned in the purchase order, the payment would be released upon Vendor’s submission

of a certificate from the location concerned, duly signed (with the office-seal affixed) by the Bank’s

authorities concerned that site is not ready. In such a case, the Vendor has to give an undertaking to

complete installation within a week of being informed that the site is ready. As already stated, for

reasons of delays in installation not attributable to the Bank and/or in the absence of vendor

submitting the certificate within the stipulated period as mentioned herein, the liquidated damages

would be levied as stated above.; and

(ii) Balance payment: Balance 10% will be kept as retention money (and being performance security)

with the Bank along with the EMD amount of the selected vendor and shall be payable after the

expiry and successful completion of Warranty period.

It should be noted that no interest is payable on such amount.

(iii) Further provided that the Bank may, during the currency of the warranty and AMC, shift the goods

wholly or in part to other location(s) within the country and in such case the Supplier undertakes to to continue the warranty services or maintain the goods at their new location without any other additional cost to the Bank. Payment of Performance Security & Guarantee including EMD amount

15.2 The 10% Retention Money and the Earnest Money Deposit of Rs.50000/- retained in lieu of

Performance security amount shall be payable only after the completion of the performance

obligations (and as clarified under above mentioned point no.6) to the satisfaction of the Purchaser

Bank and after duly deducting the penalties and compensations due to the Purchaser Bank.

Neither any interest nor any compensation is payable on the amounts held/retained as performance

security amount and retention amount.

15.3 Penalty Clause

If the Problem reported is not resolved within 48 hours (T+1 day), then an amount of Rs.500/- per

day per item is chargeable as penalty for the days the problem is kept unresolved. And Rs.100/- per

day is chargeable as penalty if alternative arrangement of equivalent hardware is made available by


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the vendor for the period the issue is unresolved fully. Bank shall be authorized and can utilize the

EMD, Retention Money and Performance BG to recover this penalty amount.

16. Prices

Prices payable to the Supplier as stated in the Contract shall be firm and not subject to adjustment during

performance of the Contract, irrespective of reasons whatsoever, including exchange rate fluctuations,

escalation of costs, changes in taxes, duties, levies, charges etc.

17. Change Orders

17.1 The Bank may, at any time, by a written order given to the Supplier, make changes within the general scope

of the Contract in any one or more of the following :

(a) specifications;

(b) the method of shipment or packing;

(c) the place of delivery; and/or

(d) the Services to be provided by the Supplier.

17.2 If any such change causes an increase or decrease in the cost of, or the time required for the Supplier’s

performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract

Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the

Supplier for adjustment under this clause must be asserted within 7 days from the date of Supplier’s receipt

of Bank’s changed order.

18. Contract Amendments

18.1 No variation in or modification of the terms of the Contract shall be made, except by written amendment,

signed by the parties.

19. Assignment

19.1 The Supplier shall not assign, in whole or in part, its obligations to perform under the Contract, except with

the Bank’s prior written consent.

20. Subcontracts

20.1 The Supplier shall notify the Bank in writing of all subcontracts awarded under the Contract, if not already

specified in the quotation. Such notification, in the original quotation or later, shall not relieve the Supplier

from any liability or obligation under the Contract. Sub-contract shall be only for bought-out items and sub-

assemblies.

20.2 Subcontracts must comply with the provisions of TCC.

21. Delays in the Supplier’s Performance

21.1 Delivery of the Goods and performance of Services shall be made by the Supplier in accordance with the

time schedule prescribed by the Bank .

21.2 If at any time during performance of the Contract, the Supplier or its subcontractor(s) should encounter

conditions impeding timely delivery of the Goods and performance of Services, the Supplier shall promptly

notify the Bank in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable

after receipt of the Supplier’s notice, the Bank shall evaluate the situation and may, at its discretion, extend

the Suppliers’ time for performance, with or without liquidated damages, in which case, the extension shall

be ratified by the parties by amendment of the Contract.

21.3 Except as provided in the above clause, a delay by the Supplier in the performance of its delivery obligations

shall render the Supplier liable to the imposition of liquidated damages, unless an extension of time is agreed

upon without the application of liquidated damages.


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22. Liquidated Damages

22.1 If the Supplier fails to deliver any or all of the Goods or perform the Services within the time period(s)

specified in the Contract, the Bank shall, without prejudice to its other remedies under the Contract, deduct

from the Contract Price, as liquidated damages, a sum equivalent to 1.00 percent per week or part thereof of

contract price subject to maximum deduction of 10% of the delivered price of the delayed Goods or

unperformed services for each week or part thereof of delay, until actual delivery or performance. Once the

maximum is reached, the Bank may consider termination of the Contract.

23. Termination for Default

23.1 The Bank, without prejudice to any other remedy for breach of Contract, by a written notice of default sent

to the Supplier, may terminate the Contract in whole or in part:

(a) if the Supplier fails to deliver any or all of the Goods and Services within the period(s) specified

in the Contract, or within any extension thereof granted by the Bank;

or

(b) if the Supplier fails to perform any other obligation(s) under the Contract.

23.2 In the event the Bank terminates the Contract in whole or in part, it may procure, upon such terms and in

such manner as it deems appropriate, Goods and Services similar to those undelivered, and the Supplier shall

be liable to the Bank for any excess costs for such similar Goods or Services. However, the Supplier shall

continue performance of the Contract to the extent not terminated.

24. Force Majeure

24.1 Notwithstanding the provisions of TCC, the Supplier shall not be liable for forfeiture of its performance

security, liquidated damages, or termination for default if and to the extent that its delay in performance or

other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

24.2 For purposes of this clause, “Force Majeure” means an event beyond the control of the Supplier and not

involving the Supplier’s fault or negligence and not foreseeable such as acts of the Govt. in its sovereign

capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

24.3 If a Force Majeure situation arises, the Supplier shall promptly notify the Bank in writing of such condition

and the cause thereof. Unless otherwise directed by the Bank in writing, the Supplier shall continue to

perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable

alternative means for performance not prevented by the Force Majeure event.

25. Termination for Insolvency

25.1 The Bank may, at any time, terminate the Contract by giving written notice to the Supplier if the Supplier

becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the

Supplier, provided that such termination will not prejudice or affect any right of action or remedy which has

accrued or will accrue thereafter to the Bank.

26. Termination for Convenience

26.1 The Bank, by written notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time

for its convenience. The notice of termination shall specify that termination is for the Bank’s convenience,

the extent to which performance of the Supplier under the Contract is terminated, and the date upon which

such termination becomes effective.

26.2 The Goods that are complete and ready for delivery within 7 days after the Supplier’s receipt of notice of

termination shall be accepted by the Bank at the Contract terms and prices. For the remaining Goods and

Services, the Bank may elect to have any portion completed and delivered at the Contract terms and prices.


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27. Resolution of Disputes

27.1 The Bank and the Supplier shall make every effort to resolve amicably by direct informal negotiation, any

disagreement or dispute arising between them under or in connection with the Contract.

27.2 If, after thirty (30) days from the commencement of such informal negotiations, the Bank and the Supplier

have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred

for resolution to the formal mechanisms specified herein below. These mechanisms may include, but are not

restricted to, conciliation mediated by a third party, adjudication in an agreed national forum.

27.3 The dispute resolution mechanism to be applied shall be as follows:

a) In case of Dispute or difference arising between the Bank and a Supplier relating to any matter arising

out of or connected with this agreement, such disputes or difference shall be settled in accordance with the

Arbitration and Conciliation Act, 1996. Where the value of the contract is above Rs. 1 Crore, the arbitral

tribunal shall consist of 3 arbitrators one each to be appointed by the Bank and the Supplier. The third

Arbitrator shall be chosen by mutual discussion between the Bank and the Supplier.

b) Arbitration proceedings shall be held at Ujjain, India, and the language of the arbitration proceedings

and that of all documents and communications between the parties shall be English;

c) The decision of the majority of arbitrators shall be final and binding upon both parties. The cost and

expenses of Arbitration proceedings will be paid as determined by the arbitral tribunal. However, the

expenses incurred by each party in connection with the preparation, presentation, etc., of its proceedings as

also the fees and expenses paid to the arbitrator appointed by such party or on its behalf shall be borne by

each party itself; and

d) Where the value of the contract is Rs. 1 Crore and below, the disputes or differences arising shall be

referred to the Sole Arbitrator. The Sole Arbitrator should be appointed by agreement between the parties.

28. Governing Language 28.1 The governing language shall be English.

29. Applicable Law

29.1 The Contract shall be interpreted in accordance with the laws of the Union of India and the Supplier shall

agree to submit to the courts under whose exclusive jurisdiction the Zonal office, Ujjain of the Bank falls.

30. Notices

30.1 The following shall be the addresses of the Bank and the Supplier.

Bank’s address for notice purposes :

The Zonal Manager

Bank of India

Zonal Office

Information Technology Department,

C-2, Kshipra Vihar, Nagziri,

UJJAIN – 456010 (MP).

Supplier’s address for notice purposes:

.............................................

.............................................

.............................................

.............................................

………………………………

Supplier’s email id:

Supplier’s contact number:


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30.2 A notice shall be effective when delivered or on the notice’s effective date whichever is later.

31. Taxes and Duties ( Sale Tax to be cleared as per price Schedule)

31.1 Supplier will be entirely responsible for all applicable present and future taxes, duties, levies, charges, license

fees, road permits, transportation, conveyance, octroi, entry tax etc., in connection with supply &delivery of

goods at site including incidental services and commissioning.

Income / Corporate Taxes in India:

31.2 The Supplier shall be liable to pay all corporate taxes and income tax that shall be levied according to the

laws and regulations applicable from time to time in India and the price bid by the Supplier shall include all such

taxes in the contract price.

Tax deduction at Source:

31.3 Wherever the laws and regulations require deduction of such taxes at the source of payment, the Bank shall

effect such deductions from the payment due to the Supplier. The remittance of amounts so deducted and

issuance of certificate for such deductions shall be made by the Bank as per the laws and regulations in force.

Nothing in the Contract shall relieve the Supplier from his responsibility to pay any tax that may be levied

in India on income and profits made by the Supplier in respect of this contract.

31.4 The Supplier’s staff, personnel and labour will be liable to pay personal income taxes in India in respect of

such of their salaries and wages as are chargeable under the laws and regulations for the time being in force,

and the Supplier shall perform such duties in regard to such deductions thereof as may be imposed on him

by such laws and regulations.

32. Supplier Integrity:

32.1 The Supplier is responsible for and obliged to conduct all contracted activities in accordance with the contract

using state-of-the-art methods and economic principles and exercising all means available to achieve the

performance specified in the Contract.

33. Supplier’s obligations:

The Supplier is obliged to work closely with the Bank’s staff, act within its own authority and abide by

directives issued by the Bank and implementation activities.

The Supplier will abide by the job safety measures prevalent in India and will free the Bank from all demands

or responsibilities arising from accidents or loss of life, the cause of which is the Supplier’s negligence. The

Supplier will pay all indemnities arising from such incidents and will not hold the Bank responsible or

obligated.

The Supplier is responsible for managing the activities of its personnel or sub-contracted personnel and will

hold itself responsible for any misdemeanors.

The Supplier will treat as confidential all data and information about the Bank, obtained in the execution of

his responsibilities, in strict confidence and will not reveal such information to any other party without the

prior written approval of the Bank.

34. Patent Rights:

In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial

design rights arising from the use of the Goods or any part thereof in India, the Supplier shall act

expeditiously to extinguish such claim. If the Supplier fails to comply and the Bank is required to pay

compensation to a third party resulting from such infringement, the Supplier shall be responsible for the

compensation including all expenses, court costs and lawyer fees. The Supplier shall on a mere demand by

the Bank reimburse whatever expenses incurred by the Bank in this regard, within a period of 7 days of

receipt of demand.


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35. Site preparation and installation:

The Bank is solely responsible for the construction of the hardware sites in compliance with the technical

and environmental specifications defined by the Supplier. The Bank will designate the installation sites

before the scheduled installation date, to allow the Supplier to perform a site inspection to verify the

appropriateness of the sites before the installation of the hardware.

36. Hardware Installation:

The Supplier is responsible for all unpacking, assembling, wiring, installations, cabling between hardware

units and connecting to power supplies. The Supplier will test all hardware operations and accomplish all

adjustments necessary for successful and continuous operation of the hardware at all installation sites.

37. Hardware & System Software Maintenance: Hardware supplied by the vendor/s should be compatible with the Bank’s software.

The Supplier will accomplish preventive and breakdown maintenance activities to ensure that all hardware

execute without defect or interruption for at least 98% uptime for 24 hours a day, 7 days a week of operation

of the machine, worked on a quarterly basis.

If any critical component of the entire configuration is out of service for more than a day, the Supplier shall

either repair the defective unit within 24 hours or immediately replace the defective unit or replace the same

immediately at its own cost.

The Supplier will respond to a site visit and commence repair work on the equipment within two (2) hours

of being notified of equipment malfunction.

During warranty period and later during AMC period, the Supplier will, in addition to attending the service

calls as provided above, perform Preventive Maintenance once a quarter on a mutually convenient day. At

the time of entering into AMC, the Bank will confirm through a letter. And Bank reserves the right to cancel

the AMC at any time through a simple letter.

38. Training:

For each hardware and software component installed, the Supplier is required to train the designated Bank’s

technical and end-user personnel to enable them to effectively operate the total system. The number of users

to be trained and the duration of the training shall be as specified in the Invitation for Quotation or as quoted

by the Bank in his Quotation. The venue, arrangements for provision of hardware/software and costs for the

training shall be as specified in the Invitation for Quotation. Basic training should be given at the place of

installation also without any extra cost to the Bank.

39. Technical Documentation: The Technical Documentation involving detailed instruction for operation and maintenance is to be

delivered with every unit of the equipment supplied. The language of the documentation should be

English.

40. Right to use defective equipment:

If after delivery, acceptance and installation and within the guarantee and warranty period, the operation or

use of the equipment proves to be unsatisfactory, the Bank shall have the right to continue to operate or use

such equipment until rectification of defects, errors or omissions by repair or by partial or complete

replacement is made without interfering with the Bank’s operation.

41.1 Standards: All standards to be followed will adhere to Bureau of Indian Standards (BIS) specifications or other

acceptable standards like ANSI, IEEE, ISO, X/Open etc.

Please note that any quotation which does not provide the above information in the specified formats is likely

to be rejected and the Bank will not enter into any correspondence with the vendor in this regard. You are

requested to quote only one model against each item.


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41.2 Compatibility Issues

The computer hardware and peripherals quoted by the vendors must be compatible for working with Finacle (Core Banking Solution) software operational at all the branches of Bank of India (our Bank). Before our placement of order the successful bidders have to give a demo of their products i.e. Pass Book Printer, Dot Matrix Printer, Scanner, Laserjet Printer, PC etc at our office and ensure that the make and model of the products quoted by them are compatible and working satisfactorily with our Finacle application software and if not, the said vendor has to provide equivalent or better configured make/model of the corresponding products which are compatible with our application software without any increase of price.

42 Award Criteria

The Bank will award the Contract to the successful Bidder, out of the Bidders who have responded to Bank's

Invitation for Quotation, who has been determined to qualify to perform the Contract satisfactorily, and

whose Bid has been determined to be substantially responsive, and is the lowest evaluated Bid. For

evaluation purpose the unit price of each item will be multiplied by approximate quantity as mentioned in

Price Schedule. The grand total of all the items will be taken for determining the lowest bidder LOT wise.

The quantities of items specified in the RFP are only indicative and the actual requirement may be higher or

lower. The quantity may increase or decrease as the case may be as per the bank’s requirement. Bank

reserves the right to evaluate the bid/s on itemwise or on the total of all items basis and also may order to

different vendors to purchase different items. The over lowest bidder can be negotiated with to match the

L1 rates for other items also.

43 Repeat Orders

After a Purchase Contract is awarded to a Supplier, the Bank may, at his discretion, award further Purchase

Contracts to the same Supplier for all/some of the goods originally quoted by him at the same/reduced prices

up to a period of 6 (six) months from the date of the first Purchase Contract without calling for fresh

quotations. This period of 6 months can be extended for further periods at the discretion and requirement of

the Bank with the mutual consent of the Purchaser Bank the selected vendor/s.

44. Submission of Excise / Customs Duty Evidenced Invoices by Vendors

a) Bank may ask for utilisation of Duty Credit Scrips (DCS) under Served From India Scheme (SFIS) on

Purchase

b) Vendors will produce excise/customs duty evidenced invoices. Where purchases are made for small

amounts upto Rs.10 lacs on the basis of quotations from dealers of various capital goods, the resulting invoice

does not usually indicate the amount of excise duty if any, payable. Even in respect of higher value purchases

through regular tendering, in many cases, the invoice does not show excise duty. Therefore, user

departments would hereafter insist on the excise duty /custom duty payable being compulsorily shown on

the invoices to claim relief under DCS. Thus it becomes imperative to follow the instructions in this regard.

44 Bank’s Right to reject any or All Bids:-

The Bank reserves the right to accept or reject any Bid, and to annul the Bidding process and reject all Bids

at any time, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to

inform the affected Bidder or Bidders of the grounds for the Bank’s action. The Bank reserves the right to order for supply of only some of the items

mentioned in Lot I and/or Lot II (irrespective of Lots) and does not

guarantee to purchase/buy all the items mentioned in this RFP and may

select multiple vendors for multiple items.

45. Scope of Work:

The selected vendor will supply, install, and maintain the printers at various branches/offices.

The accessories (adaptor, cables etc) required for proper functioning of printers should also be provided.

The bidder shall provide the necessary support to the bank for configuration of necessary software

Finacle end user client, configuration of different report generated from Finacle in the printing format

but not limited to this only.


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46. Other conditions:

1. Delivery of hardware / materials to be made within 4 weeks from the date of purchase order.

2. Prices quoted shall be inclusive of all taxes, transportation, labour, material charges and all costs.

No Escalation charges are payable under any circumstances. No extra charges are payable and no

taxes are payable separately.

3. 90% of the cost shall be made after successful installation at the destination upon submission of

claim along with valid warranty cards of all items like with a proper list of the serial numbers of the

materials. Rest 10% amount shall be made after satisfactory and successful completion of the

warranty period to the satisfaction of the Bank after deduction of suitable penalties and dues.

4. The Bank can change the location of any of the Hardware supplied by the selected vendor even after

installation at any point of time. Continued services should be provided even after change of

location if any, without any extra charges and no compensation is payable whatsoever.

5. Comprehensive onsite OEM warranty should be for minimum 3 years for all the hardware and

peripherals for which the supplying vendor shall also be fully responsible to carry out the services.

6. The vendor should bear all the costs for arrangement of manpower, licenses and work permits if

any for supply, transportation, installation and maintenance of all hardware & peripherals.

7. During the Warranty period as well as during AMC period the vendor should maintain the Hardware

& Peripherals and check periodically (atleast half yearly) and give report to the Bank at quarterly

intervals. 10% retention money and earnest money deposit amount will be kept with the Bank, until

successful completion of the warranty period to the satisfaction of the Bank, on which no interest

or compensation is payable.

8. Please note that the purchase orders placed if any shall be valid only after successful installation

and configuration of all items as per terms and conditions at the destination place/branch.

9. The Bank reserves the right to cancel the purchase order/s - fully or partially - at any time without

assigning any reasons thereof.

10. It would be the responsibility of the vendor to make arrangements for making insurance for the

items until a minimum period of 3 months after installation of the hardware/materials.

11. The Vendor/s’ participation in the tender process, issue of purchase order by the Bank and

acceptance of the Purchase order by the Vendor and/or supply of hardware/materials by the Vendor

shall constitute a binding contract between the Bank and the Vendor / Supplier until execution of

any formal contract and/or agreement.

12. All the hardware supplied should be compatible to the Bank’s in-house software and hardware.

13. Vendor should configure the systems to support the Bank’s in house software including Finacle,

Biometric, HRMS, MMS, MMS Outlook, Rajbhasha, Barcode Printing etc., and also should provide

continued maintenance and support services during the currency of warranty period.

14. Vendor and vendor representative should not utilize the Bank’s network, hardware, internet and

other Bank’s resources for personal and/or official use. Mis-utilisation of Bank’s resources,

equipment and network should not be acceptable and shall appropriate penalties as per Bank’s

discretion.

The Stipulations mentioned in the Tender Document (RFP no. BOI/ZOU/IT/VVB/16-17/011

dated 14/09/2016) shall also apply.

47. Scope of Work: The selected vendor will supply, install, re-install, configure, re-configure and maintain the hardware,

printers and peripherals at various branches/offices and shall provide comprehensive onsite warranty services for 3

years.

The accessories (adaptor, cables etc) required for proper functioning of the hardware and printers should

also to be provided. The bidder shall provide necessary support, without any extra cost, to the Bank for configuration

of necessary in-house software including Pension, Etds, Digital certificate, Rajbhasha, Barcode Printing, Barcode

Configuration, Digital life certificate setup, E-kyc, Hrms, Mms, Outlook mms, periodical antivirus updation in the

systems, Finacle end user client, configuration of different reports generated from Finacle in the printing format etc..

----- *** -----


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Page 26 of 41

ANNEXURE - C

TECHNICAL SPECIFICATIONS (MINIMUM CONFIGURATION REQUIRED)

I ITEM DESCRIPTION - DESKTOP PC PC

No. Component

Minimum Requirement Offer

Yes/No

Mention Deviations,

If any

1 Make Please Specify ……………………

2 Model Please Specify ……………………

3 Processor Intel® Core TM i3-6100 Processors (3.70 GHz,

3 MB cache) 6th generation or Higher /

4 Chipset Intel H1110 or Higher / AMD A78 or Higher

5 Motherboard OEM motherboard

6 System Memory

4*1 GB DDR3-1600MHz RAM upgradeable up to 8 GB or more with minimum 2 DIMM slots

7 HDD 500 GB or higher SATA HDD with three

partitions

8 DVD DVD RW Drive

9 Ports 1 serial,1 parallel, 4 USB 2.0 with at least 2

in front, VGA, Speaker, Microphone,2 USB 3.0, RJ11, RJ45

10 Graphics Intel HD Graphics/HD 7000 Series

11 Audio Integrated Audio Controller

12 Monitor 18.5 Or higher “TFT OEM color monitor

asset controlled/ Energy Star 5.0 /TCO 05 or higher with integrated/external speakers

13 Keyboard USB Keyboard (Full Size) with ‘Rupee

Symbol’

14 Mouse Optical 2 Button Scroll USB Mouse


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15 BIOS Flash Bios

16 Ethernet Port

Embedded Auto Sensing Gigabit LAN with WOL & PXE (10/100/1000Mbps)

17 Recovery and back up S/w

Inbuilt OS recovery feature

18 Operating System

Genuine Windows 10 Professional or higher downgraded to Windows 7 Professional with media and License and recovery CD

19 Components for Finacle / Other Software Access

IE 8.0 or higher with full JVM and link web shall be loaded and configured as per requirement of Finacle /other software application in the branches.

20 Security Serial & USB Interface Control, Power - On

Password, Setup Password, Memory Change Alert functionality with Pad lock

21 Manageability

Manageability features like Asset tracking (BIOS, HDD, Memory, O/S Information, Serial Number, Model and Manufacturer). Pre-failure notification from memory & HDD

22 Compliance OEM 9001:2008; 14001:2004;

Desktop : Windows OS Certified, DMI 2.0 Compliant, Energy Star 5.0-UL, FCC & ROHS; EPEAT GOLD certified;

ERTL/ETDC Compliances at par will accepted;

Equivalent Indian Certification will also be accepted.

23 Warranty Comprehensive rs On Site Warranty. For 3

Years.

24 Certificate Certificate of Authenticity of Windows should

be supplied, which should mention OEM name


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II ITEM DESCRIPTION – THIN CLIENT Offer Y/N Deviations

1 Make The Vendor should quote for only one Make. (Please Specify) ………………..

2 Model The Vendor should quote for only one model. (Please Specify) ……………….

3 Mounting Vertical/Horizontal/VESA (Bank’s choice at the time of order placing)

4 CPU Dual core processor

5 Memory 4 GB RAM upgradable to 8 GB or Higher

6 VRAM Integrated graphics with 32 MB shared RAM

7 Flash ROM 16 GB ROM upgradable up to 32 GB or Higher

8 Ports Minimum 4 USB ports Ver 1.1 or higher, 1 serial port, 1 parallel port, SATA Slot , 1 RJ-45, 1 Graphics, 1 VGA, USB ports for keyboard & mouse, Plug and Play support.

9 Ethernet Interface – LAN Card

Integrated 10/100/1000 Mbps Ethernet Card (Gigabit) with WOL

10 Power Supply Internal /external power supply - Less

than 75 Watts Power consumption at the maximum.

11 Monitor 18.5” or higher TFT OEM color monitor asset controlled/ Energy Star 5.0 /TCO 05 or higher

12 Keyboard USB OEM Keyboard (minimum 104keys) with Rupee Symbol

13 Mouse 2 Button USB optical scroll mouse

14 Embedded O/S Should support external DVD R/W & HDD.

Should support installation of local as well as Network printer

Should support installation of Smart Card Reader at later date

Windows 7 embedded OS loaded or higher locally on Flash

Multi user and single user log on support locally

Local user policies

IE 8.0 or higher with full JVM

I-linkweb


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Client upgrade through FTP/SFTP

DHCP Enabled flash upgrade

Full PPP Support

15 Management Software

Thin Client Management Software with SNMP support (over LAN and WAN) for

Asset Track

Grouping of Terminals

Remote Client profile update

Backup terminal setting and restore back

Should support upgrade of group of thin client from Central location

16 Test Certificate Thin client should be tested for

Finacle/other software Environment.

17 Warranty Comprehensive Onsite Warranty for 3 Years.

18 OEM Certification

ISO 9001:2008 & 14001:2004

PRINTERS & SCANNERS (All items should be supplied along with suitable cables, installation CDs etc..)

Make & Model (Should Specify

for all Items

Deviations

if any

III Pass Book Printers

24 Pin, 94 col, 400 cps draft or above with serial, parallel and USB port and should be capable of barcode printing with bilingual support and compatible with Bank’s packages /software

IV Dot matrix printers

24 pin, 136 col, 300 cps@10 cpi draft, Parallel, and USB Port and 10000 POH

V High speed printers

24 pin, 136 col, 490 cps@10 cpi draft, network, Serial, Parallel and USB Port.

VI Standalone Laser Printer

A4; 16ppm or above with USB port, 8 MB RAM

VII Laser Printer (Duplex Printing)

A4; 25ppm or above with Network, USB port, Min 32 MB RAM

VIII Multi Function Laser Printer (Print, Copy, Scan, Fax, ADF, Duplex Printing & Network etc..)

A4; 20ppm or above with Network, USB port, Min 32 MB RAM

IX Cash Receipt Printers

40Col, 4.5 lines per second or more, USB and Parallel interface, Mono printing, paperwidth col 75.5mm (3 inch) or more

X Scanners Resolution in dpi: 4800 flatbed scanner, USB based 96 bit, depth scanning


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The bidders are requested to carefully note the following:

1) Technical Specifications of the equipment offered (against the requirements specified) as well as the Technical Details (in the prescribed format) should be furnished along with the Technical Proposal/Bid for all the standard and

optional items offered. Please enclose detailed original product brochures, catalogues, technical literature, system/reference manuals, instruction booklets and all supporting documentation (in English language) specific to the make/model(s) of the equipment or details of the model and make of the product displayed on your website. Otherwise the offer would liable to be treated as Non-Responsive.

2) All equipment offered should conform to relevant national and/or international standards/specifications/approvals and as may be prescribed by the Bank.

3) The vendor/bidder should be able to provide the hardware items as specified in the tender (Refer Annexure C) and should bring out explicitly any deviation from the specifications in the products offered.

- Notes applicable for all specifications from Item No.I to X


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FORM 1

PROPOSAL FORM (TECHNICAL PROPOSAL)

(To be kept in the Technical Proposal Envelope)

Date :..............................

To:

The Zonal Manager,

Bank of India,

Zonal Office


UJJAIN – 456010 (MP)

Sir/Madam,

Re: Request for Proposal for Supply of Hardware, Software and

Peripherals at the Bank’s Branches/ Offices in Ujjain Zone. Ref: RFP No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

-------------------------------------------------------------

Having examined the Proposal Documents, the receipt of which is hereby duly acknowledged, we,

the undersigned, offer to supply, deliver and commission the Hardware/Software and also offer to provide

onsite maintenance services during the warranty period, in conformity with the said tender Proposal

documents.

We undertake, if our Proposal is accepted, to deliver, install and commission the system (hardware

& peripherals) in accordance with the delivery schedule specified in clause 9.1 of Annexure B and offer

to provide onsite maintenance services during the complete warranty period.

If our Proposal is accepted, we will obtain the guarantee of a bank for a sum equivalent to 10 percent

of the Contract Price for the due performance of the Contract, in the form prescribed by the Bank.

And we agree, offer and authorize the Bank to retain the EMD amount and retention money of 10% of cost

of hardware purchase order, as Performance Security & Guarantee amount in lieu of the Bank Guarantee

and Performance Security upon which no interest and/or compensation shall be claimed by us. We further

authorize the Bank to deduct the penalties and compensations if any from the performance security amount.

We agree to abide by the Proposal and the rates quoted therein.

Until a formal contract is prepared and executed, this Proposal, together with your written

acceptance thereof and/or your notification of award, shall constitute a binding Contract between us.

We undertake that, in competing for (and, if the award is made to us, in executing) the above

contract, we will strictly observe the laws against fraud and corruption in force in India namely “Prevention

of Corruption Act 1988”.

We understand that you are not bound to accept the lowest or any Proposal you may receive.

Dated this ....... day of ............................ 2016.

_________________________________ ________________________________

(signature) (in the capacity of)

Duly authorized to sign Proposal for and on behalf of

_________________________________


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Page 32 of 41

FORM 2 DECLARATION FORM (TECHNICAL PROPOSAL) (To be included in Technical Proposal Envelope)

Date :.............................. To: The Zonal Manager,

Bank of India,

Zonal Office


UJJAIN – 456 010 (MP)

Sir/Madam,

Request for Proposal for Supply of Hardware and Peripherals for Bank’s various branches/ departments in Ujjain Zone

RFP Reference No: RFP No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

----------------------------------------------------------------------

We, M/s __________________________________ declare and confirm that we have not made any changes in the text of the Bid document / Terms and Conditions We accept all the Terms and Conditions of specified in the Bid document OR Deviations if any, have been separately spelled out by way of a letter, which is annexed to this declaration form. Further Deviations if any, in the desired minimum Specifications of the Hardware and Peripheral items have been explicitly specified in the column for deviations. Dated this ....... day of ............................ 2016. _______________________________ ________________________________ (Signature) (in the capacity of) Duly authorized to sign Proposal for and on behalf of _________________________________

(Please submit photo identity and address proof of the signatory/s.)


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Page 33 of 41

FORM 3 NON-DISCLOSURE AGREEMENT

RFP Reference No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

(To be kept in the Technical Proposal Envelope)

WHEREAS, we, ________________________________________, having Registered Office at __________________________________, hereinafter referred to as the COMPANY, are agreeable to offering the hardware / software / peripherals to Bank of India, having its registered office at Bank of India, Mumbai and Zonal office at Ujjain-456 010, hereinafter referred to as the BANK and,

WHEREAS, the COMPANY understands that the information regarding the purchase of the hardware shared by the BANK in their Request for Proposal is confidential and/or Proprietary to the BANK, and WHEREAS, the COMPANY understands that in the course of submission of the offer for the said purchase of the hardware and/or in the aftermath thereof, it may be necessary that the COMPANY may perform certain jobs/duties on the Bank’s properties and/or have access to certain plans, documents, approvals or information of the BANK; NOW THEREFORE, in consideration of the foregoing, the COMPANY agrees to all of the following conditions, in order to induce the BANK to grant the COMPANY specific access to the BANK’s property/information. The COMPANY will not publish or disclose to others, nor, use in any services that the COMPANY performs for others, any confidential or proprietary information belonging to the BANK, unless the COMPANY has first obtained the BANK’s written Authorisation to do so; The COMPANY agrees that notes, specifications, designs, memoranda and other data shared by the BANK or, prepared or produced by the COMPANY for the purpose of submitting the offer to the BANK for the said purchase of the hardware, will not be disclosed to during or subsequent to submission of the offer to the BANK, to anyone outside the BANK. The COMPANY shall not, without the BANK’s written consent, disclose the contents of this Request for Proposal (Bid) or any provision thereof, or any specification, plan, pattern, sample or information (to be) furnished by or on behalf of the BANK in connection therewith, to any person(s) other than those employed/engaged by the COMPANY for the purpose of submitting the offer to the BANK and/or for the performance of the Contract in the aftermath. Disclosure to any employed/engaged person(s) shall be made in confidence and shall extend only so far as necessary for the purposes of such performance. Authorised Signatory Name: Designation: Office Seal: Place Date:


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Page 34 of 41

(MAF Should be submitted for all the items separately if Manufacturer differs)

FORM 4 MANUFACTURERS' AUTHORIZATION FORM (To be kept in the Technical Proposal Envelope)

To: Date: ………………… The Zonal Manager,

Bank of India,

Zonal Office


UJJAIN – 456 010 (MP)

Dear Sir,

Request for Proposal for Supply of Hardware and Peripherals

at Bank’s various branches/offices in Ujjain Zone RFP Reference No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

-------------------------------------------------------------

We, ___________________________________ who are established and reputable manufacturers of

____________________________________ having factories / offices at (address of factory/office) do

hereby authorize M/s _________________________________________ (Name and address of

Agent/Vendor) to submit a Bid, Supply Hardware & Peripherals, Provide Maintenance Services and Sign

the contract with you against the above captioned Proposal.

We hereby extend our full guarantee and warranty (and as mentioned in the “Stipulations, Terms and

Conditions of Contract” vide RFP BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016), for the Solution,

Products, Goods and Services offered by the above firm against the captioned RFP with this Proposal. The

minimum comprehensive onsite warranty period offered by us being the OEM is 3 years from the date of

installation. In addition, we will abide by all the Stipulations and TCC of the tender and authorise the above

vendor to supply the materials manufactured by us authorise the said vendor to supply the material, fulfil

all the installations, technical support and maintenance obligations based on the above RFP and our behalf.

We further certify that in case the supplier/vendor, in favour of whom we are issuing this authorisation

form, fails to deliver warranty services and proper maintenance services as per TCC & Stipulations

mentioned in the tender document, we the original manufacturers take the responsibility of the providing

onsite maintenance services and extend the warranty services fully on our own on just receiving intimation

letter from your organisation. We also undertake to provide any or all of the following materials,

notifications, and information pertaining to the products manufactured or distributed by the Supplier:

Yours faithfully,

Signature: ……………………. (For ………………………………… (Name of Manufacturer)]

Name of Signatory:

Designation:

Email id:

Mobile number:

Landline number:

Address for communication:

Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a

person competent to bind the manufacturer. The Vendor firm in its Proposal should include it. Also, please

ensure submitting the photo identity and address proof of the signatories.)


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FORM 5

UNDERTAKING BY EMPANELLED VENDOR/S

(To be submitted by the empanelled vendor signed by the vendor’s representative, on their company’s letterhead at the time of participating in the bidding process for supply of computer Hardware) Date: To, The Zonal Manager, Bank of India, Zonal office Ujjain – 456010 Dear Sir,

Ref: RFP No. BOI/HO/IT/MK/0025 dated 12/07/2016 (Empanelment) RFP No. BOI/ZOU/IT/VVB/16-17/011 dated 14/09/2016 RFP For Procurement of Hardware & Peripherals by Ujjain Zone

At our request Bank of India has empanelled us as a vendor for supply, installation and commissioning of computer systems, peripherals and system/off-the-shelf software. For the purpose of above RFPs we confirm that we are bound by the Terms and Conditions of the contract signed by us in respect of captioned RFP at the time of empanelling us as vendors as also as per Stipulations, Terms and Conditions of Contract mentioned in your RFP no. BOI/ZOU/IT/VVB/16-17/011 dated 14/09/2016 regarding supply of hardware and peripherals and ancillary services.

Thanking you.

Signature _________________________

Name: __________________________

Designation with stamp:__________________

Contact number: Email id: Address for communication:


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Page 36 of 41

FORM 6

PERFORMANCE SECURITY FORM (Unconditional Performance Bank Guarantee)

To: (Name of Bank) WHEREAS ................................................................... (Name of Supplier) (hereinafter called "the Supplier") has undertaken, in pursuance of Tender Notice (RFP) no. BOI/ZOU/IT/VVB/011 dated 14/09/2016 (Contract No if any .............................. dated, ........... 2016 to supply ...................... ............................................. (Description of Goods and Services) (hereinafter called "the Contract"). AND WHEREAS it has been stipulated by you in the said RFP and/or Contract that the Supplier shall furnish you with an Unconditional Bank Guarantee by a Scheduled Commercial Bank for the sum specified therein, as security for compliance with the Supplier's performance obligations in accordance with the Contract. AND WHEREAS we have agreed to give the Supplier a Guarantee: THEREFORE, WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of ................................... ........................................ (Amount of the Guarantee in Words and Figures) and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the RFP/Contract and without cavil or argument, any sum or sums within the limit of ................................ (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the ........day of...................2016.

Signature and Seal of Guarantors .................................................................... Date....................................................20..... .................................................................... .................................................................... Address:....................................................... .................................................................... ....................................................................


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FORM 7

FORM 9: CONTRACT FORM

THIS AGREEMENT made the .......day of.................................., 20... Between..........................

(Bank of India, Zonal office, Ujjain) (Hereinafter called "the Bank") of the one part and

……………...................... (Name of Supplier) of......................... (City and Country of Supplier)

(Hereinafter called "the Supplier") of the other part:

WHEREAS the Bank invited Bids for certain Goods and ancillary services viz.

………………………………………………………….(Brief Description of Goods and Services) and

has accepted a Bid by the Supplier for the supply of those goods and services in the sum of

.............................. (Contract Price in Words and Figures) (Hereinafter called “the Contract

Price").

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively

assigned to them in the Conditions of Contract referred to.

2. The following documents of RFP no. BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016 shall be deemed to form and be read and construed as part of this Agreement, viz.:

(a) The Bid Form; (b) The Technical Specifications; (c) Price Bid/Quotations submitted by the Bidder;

(d) The Stipulations, Terms and Conditions of Contract mentioned in the bid document, (e) The Bank's Notification of Award. 3. In consideration of the payments to be made by the Bank to the Supplier as hereinafter

mentioned, the Supplier hereby covenants with the Bank to provide the goods and services and to remedy defects therein, in conformity in all respects with the provisions of the Contract.

4. The Bank hereby covenants to pay the Supplier in consideration of the provision of the

goods and services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

5. Neither party shall disclose the confidential information to a third party. The parties will, at

all times, maintain confidentiality regarding the contents of this Agreement and proprietary information including any business, technical or financial information. Provided that this clause shall not apply to information which has come into the public domain otherwise than as a result of default of the disclosing party or which is required to disclose by operation of law.


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Page 38 of 41

6. The goods (hardware & peripherals) and services that have been supplied & provided under the said RFP as mentioned below:

SL.

NO.

BRIEF DESCRIPTION

OF GOODS & SERVICES

QUANTITY TO

BE SUPPLIED

UNIT

PRICE

TOTAL

PRICE

TOTAL VALUE: Rs. ……………………

In addition to the above, the goods & services to be supplied in future as mentioned below at the rates finalised in the tender process during and until the validity of the RFP no. BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016 upon mutual consent.

SL.

NO.

BRIEF DESCRIPTION OF GOODS & SERVICES UNIT

PRICE

1 PC

2 Passbook Printer

3 Dot Matrix Printer

4 Laser Printer

5 Scanner

6 Cash Receipt Printer

7 Multi Function Printer

DELIVERY SCHEDULE: As per Purchase order of Bank with reference to the RFP No. BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016. IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed, Sealed and Delivered by the said ..................................................... (For the Bank) in the presence of :....................................... Signed, Sealed and Delivered by the said ..................................................... (For the Supplier) in the presence of:....................................


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Page 39 of 41

FORM 8

PROPOSAL FORM (PRICE PROPOSAL)

(To be kept in the Price Proposal Envelope with FORM 9)

Date :..............................

To

The Zonal Manager,

Bank of India,

Zonal Office


UJJAIN – 456 010 (MP)

Sir/Madam,

Re: RFP for Supply of Hardware/System Software

at the Bank’s Branches/Offices in Ujjain Zone RFP Reference No: RFP No: BOI/ZOU/IT/VVB/16-17/011 dated 14-09-2016

------------------------------------------------------------------------------------------------------

Having examined the Proposal Documents, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to supply and deliver Hardware/Software, in conformity with the said Proposal

documents for the sum of ..................... (Total Proposal amount in words and figures) or such other sums

as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this

Proposal.

We undertake, if our Proposal is accepted, to deliver, install and commission the hardware and

peripherals in accordance with the delivery schedule specified in clause 9.1 of Annexure B.

If our Proposal is accepted, we will obtain the guarantee of a bank for a sum equivalent to 10 percent

of the Contract Price for the due performance of the Contract, in the form prescribed by the Bank.

We agree, offer and authorize the Bank to retain the EMD amount and retention money of 10% of

cost of hardware purchase order, as Performance Security & Guarantee amount in lieu of the Bank

Guarantee and Performance Security upon which no interest and/or compensation shall be claimed by us.

We further authorize the Bank to deduct the penalties and compensations if any from the performance

security amount.

We agree to abide by the Proposal and the rates quoted therein for the orders awarded by the Bank.

And understand that the Bank reserves the right to select multiple vendors.

Until a formal contract is prepared and executed, this Proposal, together with your written acceptance

thereof and your notification of award, shall constitute a binding Contract between us.

We undertake that, in competing for (and, if the award is made to us, in executing) the above

contract, we will strictly observe the laws against fraud and corruption in force in India namely “Prevention

of Corruption Act 1988”.

We understand that you are not bound to accept the lowest or any Proposal you may receive.

Dated this ....... day of ............................ 2016.

_________________________________ ________________________________

(signature) (in the capacity of)

Duly authorized to sign Proposal for and on behalf of

______________________________

*****


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Page 40 of 41

FORM 9

Price Schedule (To be submitted with FORM 8)

1 2 3 4 5 6 7 8 Item Description (With Item No. as shown in Technical Specifications)

Country of Origin

Approximate Quantity TO DETERMINE L-1 Vendor (Actual Quantity of Procurement may differ depending on requirement)

Unit price Rs. (with Onsite OEM Warranty for 3 years)

Total Cost in Rs. (with Onsite OEM Warranty for 3 years) - {Col 3 X Col4} For arriving at L-1 Vendor ↓

Make offered (Please specify)

Model offered (Please specify)

AMC cost per year per unit (Upon Bank’s Consent after completion of Warranty Period)

- 5 % of Unit cost - per item per annum - Same for all the selected Vendors

I. Desktop PC

30 5 % as above

II. Thin Client (thin pc) 5 5 % as above

III. Passbook Printer

15 5 % as above

IV. DM Printer: 136Col 10 5 % as above

V. High Speed DMP 5 5 % as above

VI. LaserJet Printer Without N/W Card

10 5 % as above

VII. LaserJet Printer With N/W Card

5 5 % as above

VIII. Multi Function Printer

5 5 % as above

IX. Cash Recpt Printer 15 5 % as above

X. Scanner (Flatbed) 15 5 % as above

GRAND TOTAL (Col 5) IN Figures

GRAND TOTAL (Col 5) (IN WORDS):

Noted and accepted the following: 1.Bank reserves the right to reject or disqualify any offer/bid/proposal from any

vendor, at any stage, without assigning any reason whatsoever.

2.Unit Price quoted is inclusive of all costs, duties, levies, transportation, conveyance, taxes, Vat, Service Tax, Sales Tax,

Octroi and all other charges if any. The price so quoted, shall be valid for 180 days from the date of award of Contract that

can be extended for further periods with mutual consent of the Bank and selected vendor/s. However the invoice shall

separately show the Service Tax etc., for billing purposes.

3. No increase in costs, duties, levies, transportation, conveyance, taxes, charges, etc., irrespective of reasons (including

exchange rate fluctuations and escalation cost) whatsoever, shall be admissible during the Price Validity Period. Total No

of items required may vary as per Bank’s need. AMC cost per Unit item Per Year shall be @5% of the cost of respective

item payable on half yearly basis after completion of warranty period. AMC rates will be same for all the vendors (5% of

cost per year). AMC cost is not included for arriving at L-1 vendor as AMC cost criteria is same for all bidders. 4. Comprehensive Onsite OEM Warranty period will be for 3 years. AMC will initially be for 1 year after warranty period.

5. Vendor will be responsible for obtaining necessary clearance from the local sales tax authorities (at destination place).

6. L-1 vendor/bidder will be decided as per Bank’s discretion. It may be on the basis of Unit Cost or on the basis of Total

Cost to the Bank. Multiple vendors may also be selected on the basis of itemwise prices. L-1 bidder for more no of items

compared to other bidders can also be treated as L-1 vendor and can be negotiated with for other items. Vendors/bidders

are advised to quote lowest possible prices for all items. Criteria may vary as per Bank’s need and discretion. Selected

vendors should demonstrate the items before placing order and if found unsatisfactory to the Bank, they are to replace the

item/s with new and acceptable one/s. We undertake to abide by all Stipulations and TCC of RFP.

Seal & Signature of Bidder

Name

Business Address


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Page 41 of 41

Depending on costs / requirements, Bank reserves the right to choose the items or Other

models of Nodes. Bank’s choice shall be final and binding on Bidders.

All items/components should be separately and clearly mentioned. Detailed cost

breakup should be furnished in the Price Schedule as per the format prescribed.

Technical specifications of the equipment offered (against the requirements

specified) as well as the Technical Details (in the prescribed format) should be furnished along with the Bid, for all the items offered. Otherwise the offer would be treated as Non-responsive.

Detailed product brochures, catalogues, technical literature, system/reference

manuals, instruction booklets and all supporting documentation (in the English language) specific to the make/model(s) of the equipment offered should be submitted along with the offer. Otherwise the offer would be treated as Non-responsive.

Software drivers for DOS (v6.22 or higher), Win10/win8/win7/Microsoft-XP

Professional/Vista, Microsoft Windows 2000 , SCSI Controllers, IDE/EIDE Controller, Display Controller, Ethernet Interface, CD-ROM, DAT Drive, ZIP Drive, etc.

Hard copies (in original) of as many – product brochures, catalogues, technical

literature, system/reference manuals, instruction booklets, supporting documentation, installation and user manuals for all the components like Mother Board, SCSI Controllers, Disk Drives, IDE/EIDE Controller, Display Controller, Ethernet Interface, CD-ROM, DAT Drive, ZIP Drive, etc. Monitor, Keyboard, etc., - as the number of units being indented as per the Schedule of requirements, should be included in the offer.

All software supplied should be legal and licensed and supplied on standard CD-

ROM media, with user documentation (English language versions). Any deviation from the above specifications in the offered products should be

separately brought out explicitly, in the column provided there for.

Software drivers for Microsoft-XP Professional, Microsoft Win 2Kserver/ Professional / Win7/Win8/Win10 and all components like Mother Board, Disk Drives, IDE/EIDE Controller, Display Controller, Ethernet Interface, CD-ROM, etc. Monitor, Keyboard, etc., should be made available at all the locations with the systems at the time of delivery of equipments.