UNION BANK OF INDIA REGIONAL OFFICE SURAT · UNION BANK OF INDIA REGIONAL OFFICE SURAT Request for Proposal (RFP) Rate Contract of Vendors/ Firms/ Suppliers for supply & maintenance

UNION BANK OF INDIA

REGIONAL OFFICE SURAT

Request for Proposal (RFP)

Rate Contract of Vendors/ Firms/ Suppliers for supply &

maintenance of Air conditioners

For various Branches/ Offices/ ATMs

In SURAT Region

Tender Issue Date March 05, 2019

Last Date of Submission March 26, 2019

(Tender will be opened in the presence of bidding firms or their

representative present at the time of opening of tender)

Place of Submission

Union Bank of India,

Regional Office, Surat

6th Floor, Saifee Building

Nanpura, Dutch Garden Road, Surat-673006

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INDEX

1. SCOPE OF THE WORK

2. ELIGIBILITY CRITERIA FOR SHORT LISTING

3. TECHNICAL REQUIREMENTS

4. EARNEST MONEY DEPOSIT

5. TERMS OF IMPLEMENTATION

6. LOCATIONS TO BE COVERED

7. BIDDING PROCESS (TWO STAGE)

8. EVALUATION CRITERIA

9. PRICE BID FOR AIR CONDITIONER

10. PRICE COMPOSITION

11. AMENDMENT OF BIDDING DOCUMENTS

12. VALIDITY OF RATE CONTRACT

13. PRICE FREEZING

14. ASSIGNMENT OF OBLIGATION

15. ORDER CANCELLATION

16. AVAILIBILITY OF SPARES

17. PATENTS RIGHTS

18. MINIMUM MAINTENANCE STANDARD REQUIRED

19. DELAYS IN THE SUPPLIER’S PERFORMANCE

20. PENALTY FOR LACK OF SERVICE SUPPORT

21. TERMINATION FOR DEFAULT

22. TERMINATION FOR INSOLVENCY

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23. LIABILITY

24. WARRANTY

25. ANNUAL MAINTENANCE CONTRACT (AMC)

26. FORCE MAJEURE

27. UNDERTAKING BY VENDOR

28. INSURANCE

29. GOVERNING LAW AND DISPUTES

30. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER

31. OPENING OF OFFERS AND PRE BID MEETING

32. PRELIMINARY EXAMINATION

33. SIGNING OF CONTRACT

34. PAYMENT TERMS

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ANNEXURES

ANNEXURE -I LETTER OF UNDERTAKING

ANNEXURE- II PRE QUALIFICATION

ANNEXURE -III DECLARATION FOR COMPLIANCE

ANNEXURE -IV TECHNICAL SPECIFICATION

ANNEXURE –V REFERENCE SITE DETAILS

ANNEXURE -VI COMMERCIAL BID

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Fax: 0261-2462922 Ph.No.0261-2464405

Request for Proposal

Rate Contract of Vendors/ Firms/ Suppliers for supply & maintenance of Air conditioners

For various Branches/ Offices/ ATMs

In SURAT Region

Union Bank of India, Surat Regional office invites sealed quotation for supply and

maintenance of Air Conditioners, in the Branches in Surat Region, On as and when

required basis from the Manufacturer/Authorized dealers / suppliers who fulfill the

following Mandatory conditions / requirements.

Responsibility of Procurement of Air Conditioners for branches/ ATMs/ offices of Union

Bank of India in districts of Surat, Tapi, Narmada, Bharuch, Navsari, Valsad, Dang,

Daman (UT), Silvassa (UT) is entrusted with Surat Regional office of Union bank of

India and herein after will be referred as Surat region.

RFP Forms can be downloaded from website and can be submitted along with the

Techno-commercial Offer on payment of Rs 500 (Non-Refundable) by way of Demand

Draft / Pay Order favoring Union Bank of India payable at Surat.

Date of commencement of issue of

RFP

: 05/03/2019

Last date for submission of RFP : 26/03/2019 Up to 2.00PM

Opening of Technical bid : 26/03/2019 at 4.00PM

In case of any unexpected interruption due to events beyond control of the

procurement board, the process interrupted will be continued on the subsequent

working day at the scheduled time.

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1. SCOPE OF THE WORK

Installation and their Annual Maintenance contract of Air Conditioners in Branches, ATM

and other offices of Union Bank of India, in Surat Region as and when required basis.

Rate contract for supply and installation of new Air Conditioners will be for the period of

one year. The comprehensive AMC will be for 2 years from date of installation of

equipment. AMC rates fixed at the time of contract will be non negotiable and no

revision will be permitted. However after satisfactorily completion of the contract if both

parties are willing to continue the contract in the existing terms and conditions and

same rates, Rate contract for supply and installation of new equipments may be

extended to another one year. However extension of contract period will not exceed the

maximum of 3 years from the date of original contract.

No AMC charges will be paid during warranty period.

If the Central Office or any higher office of Union Bank of India

conducts Pan India Rate contract, Regional office Surat will have

the right to cancel this Rate contract. In such case notice of one

month will be served to the firm for termination of Rate contract

and no other claims will be entertained.

Note: Region comprises of 8 Districts and 2 Union Territories (UTs) having large

geographical area and branches/ATMs are widely dispersed. The requirements

mentioned above pertain to the entire region and not to the particular centre where RO

is located.

2. ELIGIBILITY CRITERIA FOR SHORT-LISTING

For Rate contract or shortlist of Vendors the following criteria shall be applied. For this

purpose Vendors shall submit proof of documents along with the Tender and Vendors

not submitting proof documents and/or not conforming to any of these parameters will

not qualify for Rate contract or short listing:

TECHNICAL BID OFFER (TO)

The Technical Bid Offer (TO) should be complete in all respects and contains

all information asked for in this document. It should not contain any price

information.

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2.1.1 The Technical Bid Offer should comprise of the following:

2.1.2 Acceptance of Terms and Conditions as per Annexure-I.

2.2 Document cost Rs.500/-i.e., Cost of RFP Forms, if downloaded from

Bank’s website.

2.3 Pre qualification as per Annexure II, Declaration for compliance

Annexure-III and Technical Specification ANNEXURE IV

2.4 Documentation (Product Brochures, leaflets, manuals etc., if any)

2.5 Details of reference sites as per Annexure-V.

2.6 Earnest Money Deposit of Rs.100,000/-

2.7 LATE BIDS:-Any bid received after the deadline for submission of bid

prescribed by the bank will be rejected and/or returned unopened to

the Bidder, if bidder desire so.

2.8

a) Note: All the Annexure I, II, III, IV and V commercial bid should be

submitted duly signed with Name and designation of the

authorized person with seal of the company.

The bid shall be typed or written in indelible ink and shall be signed by the

Bidder or a person duly authorized to bind the bidder to the contract. The

authorization shall be indicated by written power of attorney to

participate in the tender. Bids signed by representatives who don’t

have written power of attorney to participate in the tender shall be

rejected. All pages of the bid including un-amended printed literature shall

be initialed by the person or persons signing the Bid.

b) Attested Photocopies of relevant documents / certificates as proof in

support of various information submitted in aforesaid annexure and other

claims made by the vendor. (To be filed separately in a separate file.)

General Criteria

1. Firms should be registered companies/their authorized dealers/authorized

suppliers reputed in the concerned field with not less than five years

dealing in the products offered. (Attested copies or original Work orders will be

accepted as proof)

2. Good Product quality and Robustness. All Products for which BEE standards exist

should conform to those standards. (copy of proof)

3. Good after sales service net work within Surat Region. The Firm should have at

least one of its own office and service centre functioning in Gujarat state for

not less than three years as on the date of commencement of issue

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of RFP. Supplier’s own branches/service centers are preferable to agents.( Firms

should submit Attested copies of original rent receipt or any proof to prove that

it has own office and service centre functioning in Surat for not less

than three years as on the date.)

4. If the Firm doesn’t have an office/service center in Surat region it

should start one office/service center anywhere in Surat region within

6 months after finalization of contract else bank will have the right to

cancel the contract with that firm and distribute their contract equally

or judiciously justifying Para 10A (determination of lowest bidder and

awarding contract), among the firms which comply this clause.

5. The firm applying should have installed/ looking after the Annual Maintenance of

Air Conditioner of at least one Public sector Bank/ Public sector

Undertaking (other than Union bank of India Surat region ) situated in Gujarat

state for at least 3 years .(Vender should provide reference site details in

the annexure and they will qualify only if the bank get positive

feedback from one Public sector Bank/ Public sector Undertaking

situated in Gujarat state And one Public sector Bank/ Public sector

Undertaking situated anywhere in India.)

6. Firms with BEE certification will be preferred. (Attested copies or original Proof if

any has to be submitted)

7. Vendor should give a full demonstration at Regional office Surat or any other

convenient site suitable to the bank at their own cost.

8. After the demonstration if the board requests to provide another demo in

another /same premises to ensure the quality of the product, the vendor should

provide it without any additional charges.

9. Firms should have their own employees and should have Infrastructure and

network to support.

10. Firms should have Income Tax PAN, GSTIN No and the latest Clearance

Certificate. (Attested copies of pan card, GSTIN No and latest Income tax return

to be submitted)

11. Firms should have Registration under Shops & Establishments Act. (Attested

copy of certificate to be submitted)

12. Firms should have at least their one office with Landline telephone connection

and Email facility within the state in which the branch/office is located and office

should be manned during the office hours. Email will be considered as valid

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means to report compliant and vender is bound to attend the complaint within

48 hrs.

13. Firms shall not be owned or controlled by any director or officer/employee of

the bank or their relatives having the same meaning as assigned under section

6 of the Companies Act 1956. (A certificate denying the ownership of

Agency/Firm/Manufacturer/ Dealer by any director or officer/employee of the

bank or their relatives having the same meaning as assigned under section 6 of

the Companies Act 1956 issued by the CEO or Director of the Firm to be

submitted along with the tender).

14. Firms should submit an undertaking (on their letter head) that they have not

been black listed by any of the Govt. Authority or PSUs/PSBs duly signed by

authorized signatory with company seal.

15. Firms should have registration no for payment of service tax

3. Technical requirements:

1 Air conditioner unit of various sizes (2 ton, 1.5 ton and 1.0 ton), Split type or

Window AC with 5 stars Rating of branded company.[copper type only]

2 Buy back clause for old Air Conditioners (Irrespective of the maker and

condition of the equipment )

3 AMC for round the clock functioning of system with quarterly visits.

4 Cost of components should be pre-approved at the time of Rate contract.

5 It should have Manuel override facility.

Cost of components should be pre-approved at the time of Rate contract. If rate of any

component is not fixed in the contract separate bids will be called from the empanelled

firms and the lowest rate quoted by any empanelled firm will be applicable to all

suppliers. To avoid this firms are advised to quote for all components which may be

needed in installation /repair of the equipments.

Bids will be rejected if their commercial bid fail to fulfill the minimum

technical requirement given in Para 3.

4. EARNEST MONEY DEPOSIT

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a) Earnest Money Deposit of Rs.100,000/- (Rupees One Lac only), in the form of a

demand draft/pay order issued by a scheduled commercial bank favouring Union

Bank of India, payable at Surat must be submitted along with the Offer. Offers

not accompanied with Earnest Money Deposit will not be accepted.

This amount will be forfeited if, having been selected by the Bank for

the job, the vendor refuses to accept any contract or having accepted

the contract, fails to carry out his obligations mentioned therein. Bank

Guarantee in lieu of Earnest Money Deposit will not be accepted. No interest will

be payable on the Earnest Money Deposit. The Earnest Money Deposit will be

refunded to the unsuccessful Vendors. The Earnest money paid by the successful

Vendors will be released only after completion of Rate contract.

The Earnest Money Deposit will be forfeited if the vendor:-

- Withdraws its bid during bid validity period.

- Refuses to honor commercial bid. Bank reserves the right to place order onto

vendor based on prices quoted by them.

- Refuses to accept purchase order or having accepted the purchase order,

fails to carry out his obligations mentioned therein.

Bid security to successful vendor will be refunded only after successful completion of

bid period

5. TERMS OF IMPLEMENTATION

a. The vendor shall deliver the Air Conditioner Unit within 12 days from the date of

the Purchase order at the offices as per details of delivery locations to be provided

with PO.

b. The vendor shall install these equipments as per Bank’s requirement and make

them operational at the respective locations within 3 days after delivery; else the

terms of Liquidated Damages (LD) will be applicable.

c. The vendor shall provide service support as and when required during the

warranty period and thereafter, if required by the Bank.

d. On Installation /Servicing vender/representative will explain the operation of

equipment and clear doubts of employees of the bank.

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6. LOCATIONS TO BE COVERED

The delivery of Air Conditioners is to be done will be communicated along with the

Purchase Order. However, the Bank reserves the right to change location as per

Bank's requirement, before delivery .The installation of the Air Conditioners will be

done as per requirement of the bank from time to time.

7. BIDDING PROCESS (TWO STAGE)

For the purpose of the present job, a two-stage bidding process will be followed.

The response to the present tender will be submitted in two parts, Technical Bid

containing the General Terms and Conditions including Compliance to Technical

Specifications and Commercial Bid containing the final Commercial Bid. The bidder

will have to submit the Technical Bid and Commercial Bid Portion of the Bids

separately in sealed envelopes, duly super scribing "Bid for Rate contract of

Vendors/Firms/Suppliers for supply & Maintenance Of Air Conditioners TECHNICAL

BID will contain the Bidders information in the format as given in this document.

TECHNICAL BID shall NOT contain any pricing or commercial information at all.

In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders

satisfying the technical requirements as determined by the Bank who accepts the

terms and conditions of this document and on positive feedback from two referral

sites PSU/PSB shall be short-listed for commercial evaluation. If no feedback is

received from at least two referral sites within 30 days or adverse feedback is

conveyed by the referral site that bid will be disqualified. Email through the domain

of the organization will be treated as valid modes however email through Gmail,

yahoo or any such sites will not be entertained.

Under the second stage, the COMMERCIAL BID of only those bidders, whose

technical bids are qualified, will be opened.

The bid shall be typed or written in indelible ink and shall be signed by the Bidder or

a person duly authorized to bind the bidder to the contract. The authorization

shall be indicated by written power of attorney accompanying the Bid. All

pages of the bid including un-amended printed literature shall be initialed by the

person or persons signing the Bid.

The bid shall contain no erasures or over writing except as necessary to correct errors

made by the Bidder, in which case such corrections shall be authorized by the person or

persons singing the bid. The bidder should quote the price for each item required by

Bank.

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Bids should be submitted in sealed covers duly superscripted "Bid for Rate contract

of Vendors/Firms/Suppliers for supply & Maintenance Of Air Conditioners” for

branches/offices/ATMs in Surat Region to

The Assistant General Manager,


Regional Office Surat

6th Floor, Saifee building,

Dutch garden road, Nanpura, Surat-395001

Or in His absence to

Chief Manager (P&D), Union Bank of India, Regional Office Surat, 6th Floor, Saifee

building, Dutch garden road, Nanpura, Surat-395001

Tenders which are not in sealed covers will not be accepted.

8. EVALUATION CRITERIA

A) Technical Bids (offers):

a. The Technical offer (TO) should be complete in all respects and contain all

information asked for in this document. It should not contain any price

information. However TO should confirm that all required rates have been

quoted in Commercial Offer (CO), without showing the actual amounts in the

TO. Any software(s) supplied either free along with the system must be

indicated separately and specifically.

b. Any software(s)/ component which is left out and which may be required with

the system must be indicated separately and specifically along with the cost.

c. The TO must be submitted in an organized, numbered and structured manner

(spiral binding will be appreciated). No brochures/leaflets etc. should be

submitted in loose form.

d. Bank reserves the right to reject an offer under any of the following

circumstances:

a) Bid security (EMD) is not submitted.

b) Offer is incomplete and/or not accompanied by all stipulated documents.

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c) Offer is not in conformity with the terms and conditions stipulated in this

document.

d) Specifications stipulated in RFP are not met with. However, deviations

resulting in higher/superior configuration will be accepted.

e) Commercial Offer is not submitted separately along with Technical Offer.

f) Commercial Offer format differs from actual Commercial Offer format.

g) Or violates any terms and conditions in the RFP document.

h) Or If found that the information provided in the offer is bogus.

e. If required, normalization of TCO would be undertaken on the basis of

technical evaluation, before opening the Commercial Offers.

B) Commercial Bids:

a) Commercial bids of only technically qualified short listed bidders will be

opened.

Bank’s evaluation of the commercial bids will take into account the status of compliance

of terms and conditions.

9. PRICE BID FOR AIR CONDITIONER

The Price Bid should contain all relevant rates and charges (Including Taxes,

Service charge/installation Charge and Vat) and the rates should be quoted in Indian

Rupees only. One unit of air conditioners consist of The Price Bid should also contain

price for all components which may be needed in installation/servicing/repair of the

equipments. The price bid should have buy back clause for existing air conditioners

irrespective of brand and model and present condition and should be quoted in the bid.

There should not be any kind of hidden charges for installation/servicing/repair of the

equipments.

10. PRICE COMPOSITION

The Bank will shortlist suppliers, who satisfy commercial and other requirements laid

down in the document. Short listed suppliers will be notified by e-mail/post and the

suppliers/authorized representatives may be present at the time of opening of the Bids.

A) Determination of L1 Bidder and Awarding of Contract:

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On completion of evaluation process of technical bids, Bank will open commercial offers

of successful bidders and contract may be awarded to the lowest bidder in the following

method.

The Bank reserves the right to distribute the work among the shortlisted firms keeping

in view their relative strengths and operational convenience. Therefore, the lowest

tendering firm shall not have sole claim over the complete order. However in case of

distribution of work to others, who are willing to accept the L1 Rates, the L1-rate

Vendor will get at least 60% of the work contract and the remaining work orders may

be distributed equally among the L2 & L3 rate Vendor, provided they accept the L1

Rates. Vendors of L4 rate and beyond shall not be considered for any contract arising

out of this tender process. If any of the shortlisted Vendors is unable to fulfill the

orders within the stipulated period, then the Bank will have the right to allot those

unfulfilled orders to other shortlisted Vendors after giving 15-days notice to the

defaulting Vendor. If there is more than one L1 Vendor, then the work orders shall be

split equally among them and in such cases no option shall be granted to L2 or L3

Vendors to match the L1 rate.

For price comparison cost of unit + (AMC charge per year X (3 year –

warranty period)) will be considered.

AMC of the existing equipments may be awarded to the

manufactures/authorized dealer.

Failure or refusal to offer the services/goods by the successful bidder at the price

committed shall result in forfeit of the EMD amount, which may be noted.

The final decision on the vendor will be taken by the Bank. The Bank reserves the right

to reject any or all proposals. Similarly, it reserves the right not to include any vendor

in the final short-list.

11. AMENDMENT OF BIDDING DOCUMENTS

a. At any time prior to the deadline for submission of bids, the Purchaser may, for

any reason, whether at its own initiative or in response to a clarification

requested by a prospective bidder, modify the Bidding documents by

amendments.

b. Amendments, if any will be notified through Bank’s web site to all prospective

Bidders, which have received the Bidding documents and will be binding on

them.

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c. In order to provide, prospective Bidders, reasonable time to take the amendment

into account in preparing their bid, the Purchaser may, at its discretion, extend

the dead line for submission of bids.

d. NO ERASURES OR ALTERATIONS after submission of bids.

No submissions for erasures or alteration will be entertained. However

If a bidder submits two bids the lowest quoted bid accompanied by

document fee and EMD will be considered and the EMD of both bid will

be released after completion of Rate contract.

12. VALIDITY OF Rate contract

Rate contract for supply and installation of new equipments will be for the period of

one year. The AMC will be for 2 years from date of installation of equipment. AMC

rates fixed at the time of contract will be non negotiable and no revision will be

permitted. However after satisfactorily completion of the contract if both parties are

willing to continue the contract in the existing terms and conditions and same rates,

Rate contract for supply and installation of new equipments may be extended to

another one year. However extension of contract period will not exceed the

maximum of 3 years from the date of original contract.

13. PRICE FREEZING

The prices finalized shall remain valid for a period of 12 months from the date of

finalization of bids. However, AMC rates will be valid for 3 years from the date of

installation of the equipment.

14. ASSIGNMENT OF OBLIGATION

The supplier shall not assign, in whole or in part, its obligations to perform under

the contract, except with the Purchaser’s prior written consent.

15. ORDER CANCELLATION

a. If the vendor fails to deliver and/or install the equipment within 10 days or the

extended date communicated by the Bank, it will be a breach of contract.

b. The Bank reserves its right to cancel the order in the event of delay in delivery /

installation / commissioning of equipment.

c. Purchaser will have the right to cancel the Rate contract issuing one month

notice without giving any reason for such cancellation.

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16. AVAILIBILITY OF SPARES

Vender should ensure that the Spares for the product offered are available for at

least 6 years from the day of installation of equipment. No obsolete equipment

should be supplied to the bank.

17. PATENTS RIGHTS

The supplier shall indemnify the purchaser against all third party claims of

infringement of patent, trademark or industrial design rights arising from use of the

Goods, or any part thereof in India.

The supplier shall, at their own expense, defend and indemnify the Bank against all

third party claims or infringement of intellectual Property Right, including Patent,

trademark, copyright, trade secret or industrial design rights arising from use of the

products or any part thereof in India or abroad.

The supplier shall expeditiously extinguish any such claims and shall have full rights

to defend it there from. If the Bank is required to pay compensation to a third party

resulting from such infringement, the supplier shall be fully responsible for, including

all expenses and court and legal fees.

The Bank will give notice to the Supplier of any such claim without delay, provide

reasonable assistance to the Supplier in disposing of the claim, and shall at no time

admit to any liability for or express any intent to settle the claim.

The Supplier shall grant to the bank a fully paid-up, irrevocable, non-exclusive

license throughout the territory of India or abroad to access, replicate and use

software (and other software items) if any, provided by the supplier, including-all

inventions, designs and marks embodied therein in perpetuity.

18. Minimum Maintenance Standard Required

a. The vendor should ensure that the equipment reported faulty on any working

day is set right within 48 hours of reporting the complaint and in no case, later

than three working days of the bank. In case, the air conditioner cannot be

repaired within the stipulated period, the vendor should provide replacement

of the same till the air conditioners is returned duly repaired without any

additional charges.

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19. DELAYS IN THE SUPPLIER’S PERFORMANCE

Delivery of the goods and performance of the Services shall be made by the supplier

in accordance with the time schedule specified by purchaser. Any delay in

performing the obligation by the supplier will result in imposition of liquidated

damages and/or termination of rate contract for default.

19.(a) LIQUIDATED DAMAGES FOR DELAY IN INSTALLATION

a. Notwithstanding the Bank's right to cancel the order, liquidated damages at

0.5% of the total cost of air conditioner per site per week will be charged for

every week's delay in delivery subject to maximum 5% in each case.

b. The Bank reserves its right to recover these amounts by any mode such as

adjusting from any payments to be made by the Bank to the company.

Part of week will be treated as a week for this purpose.

20. PENALTY FOR LACK OF SERVICE SUPPORT

Bank expects proper service support during warranty and post warranty period. The

machine should be set right within 48 hours of reporting the complaint. In case the

machine is down for more than 3 working days and no substitute is provided by the

vendor, a penalty of Rs. 250.00 per day may be charged, from the 4th day of

complaint to the maximum of Rs. 5000.00 per case. Such penalty may be recovered

from the amount payable to the vendor or quarterly AMC charges to be paid by the

Bank. If such case reported three times in a year, Bank may terminate the contract

and replace the faulty system and make good the proportionate loss from bank

guarantee.

Email will be considered as valid means to report compliant.

21. TERMINATION FOR DEFAULT

The Bank, without prejudice to any other remedy for breach of Contract, by written

notice of default sent to the Bidder, may terminate this Contract in whole or in part,

if the Bidder fails to perform any obligations(s) under the Contract.

In the event of the Bank terminating the Contract in whole or in part, the Bank may

procure, upon such terms and in such manner, as it deems appropriate, services

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similar to those undelivered, and the Bidder shall be liable to the Bank for any

excess costs for such similar services.

22. TERMINATION FOR INSOLVENCY

The Bank may at any time terminate the Contract by giving written notice to the

Bidder, if the Bidder becomes bankrupt or otherwise insolvent. In this event,

termination will be without compensation to the Bidder.

23. LIABILITY

Vendor’s aggregate liability under the contract shall apply to third party claims

for bodily injury/electric shock (including death) and damage to real property (due

to malfunction of equipment) and tangible personal property caused by vendor’s

gross negligence/lapse or due to below standard equipments used by vendor .

Vendor shall be liable for any indirect, consequential, or special damages due to

malfunction of the security equipments under the agreement / purchase order.

24. WARRANTY

a. The offer must include comprehensive on-site warranty of at least one year from

the date of installation and commissioning of the equipments. However there

should not be any additional cost for the warranty period. NO AMC charge will

be admissible in warranty period however quarterly service visit is mandatory

during warranty period else AMC charge of that quarter will be deducted.

b. Vendor shall be fully responsible for the manufacturer’s warranty in respect of

proper design, quality and workmanship of equipment, accessories etc.

covered by the offer. Vendor must warrant all equipment, accessories, spare

parts etc., against any manufacturing defects during the warranty period.

During the warranty period vendor shall maintain the equipment and

repair/replace all the defective components at the installed site, at no

additional charge to the Bank.

c. Warranty should not become void if Bank buys any other supplemental item

which is not discussed in this document from a third party and installs it with

these equipments. However, the warranty will not apply to such items

installed. The vendor is expected to ensure same maintenance standards

clause.

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25. ANNUAL MAINTENANCE CONTRACT (AMC)

a. Comprehensive on-site maintenance charges, for the post warranty period, must

be quoted on a yearly basis, in the Commercial Offer. The vendor will have to

maintain the equipment supplied for at least six years including warranty period at

the same rate quoted in Commercial Offer.

No AMC charges will be paid during warranty period.

Cost of all spares and labor charge should be borne by the vender during warranty

period and AMC period.

No charges other than Quarterly AMC charges will be paid to the vender.

The vendor is expected to ensure same maintenance standards as mentioned in

maintenance standards (Para 13).

b. If any of the peripherals, components etc. are not available or difficult to procure

or if the procurement is likely to be delayed, the replacement shall be carried out

with brand new equipment of equivalent capacity or higher capacity, during the

currency of warranty period and six years including warranty period. In such cases

no labor charges will be admissible and book value of old Equipment will be

deducted from the cost of new equipment. Such equipments will be treated as

fresh installation and warranty and AMC clause will be applicable as brand new

equipment.

c. If the Manufacturer/Authorized dealer doesn’t replace the system as

said in sub section above within a complaint period of 4 week, bank will

have the right to replace the faulty equipment with any other empanelled

vender and make good the book value of the faulty system from the

supplier of the faulty equipment by any means.

d. During AMC period the technicians should visit the branches quarterly during the

year with a minimum gap of 75 days between each visit during bank working hours

in addition to the emergency fault repair calls. The fault repair calls will not be

treated as quarterly visits and such visits will be free of cost during AMC.

e. Quarterly visit report confirming that the equipment is working

properly should be send in triplicate to Regional Head, Security officer and

concerned Branch Manager separately.

f. AMC Payment will be done by respective branch after quarterly visit. If the firm

fails to attend quarterly visit it will be treated as a lapse in service by the vender and

AMC charge for that quarter will be forfeited. AMC charges of such lapsed quarters

cannot be claimed afterwards with other quarter.

Page 20 of 32

26. FORCE MAJEURE

Notwithstanding the above provisions, the Successful bidder shall not be liable for

penalty 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. For purposes of this clause, "Force Majeure" means an event

beyond the control of the Bidder and not involving the Bidder's fault or negligence

and not foreseeable. Such events may include, but are not restricted to, wars or

revolutions and epidemics. If a Force Majeure situation arises, the Bidder shall

promptly notify the Bank in writing of such condition and the cause thereof. Unless

otherwise directed by the Bank in writing, the Bidder shall continue to perform its

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

reasonable alternative means of performance not prevented by the Force Majeure

event.

27. UNDERTAKING BY VENDOR

The successful bidder must give an undertaking that all components used in the

machines supplied are new and original and not refurbished. This must be submitted

along with the Invoices.

28. INSURANCE

The supplier should get the items insured for a period of 3 months from the date of

delivery in the name of the Bank at no extra cost us. The insurance shall be for an

amount equal to 110% of the CIF value of the goods delivered at the respective

branches covering all risks.

29. GOVERNING LAW AND DISPUTES

The provisions of this tender shall always be subject to government notifications, any

rules/ guidelines that may be in force from time to time.

All disputes or differences whatsoever arising between the parties out of or in relation

to the construction, meaning and operation or effect of these Tender Documents or

breach thereof shall be settled amicably. If however the parties are not able to solve

them amicably, the same shall be settled by arbitration in accordance with the

provisions of Arbitration and Conciliation Act 1996 or any statutory modifications or re-

Page 21 of 32

enactments thereof and the rules made there under and for the time being in force,

shall apply to the arbitration proceedings. The arbitrator shall be appointed with the

mutual consent of both the parties. However there is a provision of appeal if either

party is not satisfied with the arbitration award.

During the arbitration proceedings the Vendor shall continue to work under the

Contract unless otherwise directed in writing by the bank or unless the matter is such

that the work cannot possibly be continued until the decision of the arbitrator is

obtained.

The venue of the arbitration shall be Surat

30. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER

The Bank shall be under no obligation to accept the lowest or any other offer received

in response to this notice and shall be entitled to reject any or all offers without

assigning any reasons whatsoever. The bank will have right to opt for any new

technology optimum for the banks usage.

31. OPENING OF OFFERS and pre bid meeting

Technical Bid offers will be opened at Regional office Surat at 4.00 p.m., on

26/03/2019. The Offerers / their representatives may be present at the time of

opening of the Technical Bid Offers. No separate intimation will be sent in this regard to

the suppliers for deputing their representatives. The Technical Bid Offers will be

opened at the time and date stipulated above irrespective of the number of Offers or

their representatives present. In case of any unexpected interruption due to events

beyond control of the board, the process interrupted will be continued on the

subsequent working day at the scheduled time.

32. PRELIMINARY EXAMINATION

The Purchaser will examine the bids to determine whether they are complete, whether

any computational errors have been made, whether required information have been

provided as underlined in the bid document, whether the documents have been

properly signed, and whether bids are generally in order. Bids from agents without

proper authorization from the manufacturer shall be treated as non-responsive.

Arithmetical errors will be rectified on the following basis. If there is a discrepancy

between unit price and the total price that is obtained by multiplying the unit price and

quantity, the unit price shall prevail and total price shall be corrected. If the does not

Page 22 of 32

accept the correction of the errors, its bid will be rejected. If there is discrepancy

between words and figures, the amount in the words will prevail.

The bid determined as not substantially responsive will be rejected by the purchaser

and may not be made responsive by the bidder by correction of the non-conformity.

The purchaser may waive any minor informality or non-conformity or irregularity in a

bid, which does not constitute a material deviation, provided such waiver does not

prejudice to affect the relative ranking of any bidder.

33. SIGNING OF CONTRACT

If UBI decides, then the successful bidder(s) shall be required to enter into a contract

with UBI within 7 days of the award of the tender or within such extended period as

may be specified by Union Bank of India, Regional Office, Surat on the basis of the

Tender Document, the Tender of the successful bidder, the letter of acceptance and

such other terms and conditions as may be determined by the Bank to be necessary for

the due performance of the work in accordance with the Bid and the acceptance

thereof, with terms and conditions shall be contained in a Memorandum of

Understanding to be signed at the time of execution of the Form of Contract. Bank

shall have the option of terminating the contract during the contract period by giving a

3 months’ notice.

In the absence of any formal contract, the copy of PO, the RFP document and other

related documents will be treated as contract.

34. PAYMENT TERMS

No advance amount will be paid to vender. Payment will be released only against

completion of work on quarterly bases. 10% will be retained for all equipments

till completion of warranty period.

35. For further clarifications, if any, you may contact the following address:

Assistant General Manager




36. Registered Companies and Partnership Firms having at least one of their own

offices in Major Cities/Towns in Gujarat State and are interested in our proposal for

supply & Maintenance of Air Conditioner in the Branches/ Offices/ATMs conforming

Page 23 of 32

to the aforesaid terms and conditions may send their offers to our Regional Office,

Surat latest by the last date & time for submission of offers.

Assistant General Manager

Page 24 of 32

Annexure – I

Letter of Undertaking on Company Letter head

To

The Assistant General Manager,





Fax: 0261-2462922 Ph.No.0261-2464405

Sir, Reg.: Our bid for ACs for various branches / offices under Surat Region. We submit our Bid Document herewith. We understand that

• You are not bound to accept the lowest or any bid received by you, and you may reject all or any bid.

• If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the purchaser to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us.

• If our bid is accepted, we are responsible for the due performance of the contract.

• You may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever.

• Vendor means the bidder who is decided and declared so after examination of commercial bids.

• The names of shortlisted bidders after the completion of first stage (Technical Bid), and the same of successful bidder to whom the contract is finally awarded after the completion of second stage (Commercial Bid), shall be displayed on the Notice Board of the purchaser at Union Bank of India, Regional office Surat.

Dated at _____________ this _____________day of _____________ 2019.

Yours faithfully,

For

Signature

Name

Page 25 of 32

ANNEXURE II – PRE QUALIFICATION

The minimum qualification criteria for the bidders are as under: -

Pre Qualification Criteria Compliance

(Yes/No)

Details of

proof

Attached if

any

Firms should be reputed in the concerned field

with not less than five years dealing in the

products offered.

Do the Firms have Test report by the regional

electronic Test Development centers for each

equipment?

The firm should have installed/ looking after the Annual

Maintenance of Air Conditioning system of at least

2 Public sector Bank or 2 PSU units situated in

Gujarat state.

The Firm should be on the Rate contract of at

least one Public Sector Banks/ Public Sector

undertakings in Gujarat state for the last three years.

Whether conforming BEE standards

The Firm should have at least one of its own office and

service centre functioning in Surat for not less

than three years as on the date of

commencement of issue of RFP.

If the answer is no whether firm is willing to open a

branch within 6 months

Whether Supplier’s own branches/service centers or

agents available in region.

If no, Whether willing to open branches/service centers

or agents in region within 6 months of finalization of

contract.

Whether undertaking submitted (on their letter head)

that vender has not been black listed by any of the

Govt. Authority or PSUs/PSBs.

Page 26 of 32

Whether Copy of pan card, TIN No and latest Income

tax return to be submitted

Whether Firms submitted Copy of registration

certificate under shop and establishment act.

Whether a certificate denying the ownership of

Agency/Firm/Manufacturer/ Dealer by any director or

officer/employee of the bank or their relatives having

the same meaning as assigned under section 6 of the

Companies Act 1956 issued by the CEO or Director of

the Firm submitted along with the tender.

Address of office with pin code and Telephone no

Contact person to enquire/report with Telephone no

Email ID

Signature

Seal of Company

Page 27 of 32

ANNEXURE III – DECLARATION FOR COMPLIANCE

All Terms and Conditions including scope of work except technical specifications

We hereby undertake and agree to abide by all the terms and conditions stipulated by

the Bank in this RFP including all addendum, corrigendum etc. (Any deviation may

result in disqualification of bids).

Signature:

Seal of company

Page 28 of 32

ANNEXURE IV Technical Specification

We certify that the equipments /services offered by us for tender confirms to the

specifications stipulated by you with the following deviations

List of deviations with reasons. (Deviations will be accepted only if the offered

specification is higher than requirement)

1) ___________________________________________________________

2) ___________________________________________________________

3) ___________________________________________________________

4) ___________________________________________________________

Signature:

Seal of company

(If left blank it will be construed that there is no deviation from the specifications

given above)

Page 29 of 32

(Letter to the bank on the Supplier’s letterhead)

Annexure - V

Reference Site Details

(1) Name of the Public sector Bank/

Public sector Undertaking

Address of the bank's

Central/Zonal/Regional Office

Name, designation of contact person with

telephone No. and e-mail id

Name:

Designation:

Landline No.:

Cell No.:

E-mail id:

Details of Air Conditioners supplied in last

3 years

(Ref. No., date of order and quantity)







Name:

Designation:

Landline No.:

Page 30 of 32

Cell No.:

E-mail id:

Details of Security equipments supplied in

last 3 years








Name:

Designation:

Landline No.:

Cell No.:

E-mail id:

Details of Security equipments supplied in

last 3 years


AUTHORISED SIGNATORY

Page 31 of 32

ANNEXURE VI – Commercial Bid

(Cost of components should be pre-approved at the time of Rate contract. If

rate of any component is not fixed in the contract separate bids will be called

from the firms and the lowest rate quoted by any firm will be fixed for all

Minimum Requirement Your brand and

technical specification

Warranty

period if

supplied

separately

Cost including all

taxes, service

charge and

installation cost

Split AC 2 Ton (5 Star)Full unit

including Installation

Split Ac 1.5 Ton(5 Star) Full unit


Split Ac 1.0 Ton (5 Star)Full unit


Window AC 2.0 Ton (5 Star)Full

unit including Installation

Window AC 1.5 Ton (5 Star)Full


Window AC 1.0 Ton (5 Star) Full


AMC Charges Split AC 2 Ton ********** *********

AMC Charges Split AC 1.5 Ton ********** *********

AMC Charges Split Ac 1.0 Ton ********** *********

AMC Charges Window AC 1.5 Ton ********** *********

AMC Charges Window AC 1.0Ton ********** *********

Labor charges for shifting

premises

********** *********

Any other component left out

Page 32 of 32

suppliers. To avoid this firms are advised to quote for all components which

may be needed in installation /repair of the equipments.)

Installation will include, but will not be limited to, fixing and installing IDU (indoor unit),

ODU (outdoor unit), PVC concealed drain pipe, AC stand including angle iron cover with

fixing including necessary materials to provide adequate strength & security as per site

condition etc.

Our Package cost for supply, installation, Testing and commissioning of Air conditioner(

Type of AC) is Rs_____________________________________________________/-

with a warranty for ____ months and AMC Charges per Annum for this configuration is

Rs__________________________________________________________________/-

which will be charged as

Rs_________________________________________________________/-quarter after

the mandatory quarterly visit

(Unit Cost + AMC charges per year X (6 year – Warranty period) =______________Rs

Our Minimum Buy back price for old system irrespective of the maker and condition of

the equipment in case of replacement after AMC period is

Rs_____________________________________________________/-

Note:

1. Unit prices of all items, including optional items must be quoted in WORDS AND

FIGURES.

2. The Total cost includes all taxes, duties and levies including GST on AMC.

3. In case of any discrepancy, unit prices quoted in words will be considered for

computation of TCO.

4. Bank reverses the right to reject the bid, if a vendor quotes AMC rate/ price

beyond the above range of Hardware cost.

Authorized Signatories

(Name & Designation, seal of the firm)

Date: