TENDER NOTICE FOR ANNUAL MAINTENANCE CONTRACT 2019 … · Minor faults immediately with telephonic...

Union Bank of India, Regional Office Howrah Page 1 of 24

TENDER NOTICE

FOR

ANNUAL MAINTENANCE CONTRACT 2019‐20

FOR DESKTOP PC & PERIPHERALS

AT

BRANCHES UNDER HOWRAH REGION

REF NO ‐ UBI/HOW/AMC/19-20

Union Bank of India

Regional Office,

263, GT Road (South)

Shibpur, Howarh, West Bengal - 711102

E-mail: [email protected]

mailto:[email protected]


TENDER FOR ANNUAL MAINTENANCE CONTRACT FOR DESKTOP PC &

PERIPHERALS AT VARIOUS BRANCHES

UNDER HOWRAH REGION (YEAR -2019-20)

Union Bank of India, Howrah Regional Office, invites sealed offers in single state

two envelopes bid system from reputed vendors for Annual Maintenance Contract

for Desktop PC & Peripherals and having their own Offices in Howrah/Kolkata.

For complete details, formats and terms & conditions of tender please log on to

Bank’s website www.unionbankofindia.co.in/Tender.aspx.

Date of commencement of issue of Tender Forms : 30/08/2019

Last date for submission of Tender Forms : 24/09/2019 (2:00 PM)

Opening of Tender Forms (Technical Offer) : 24/09/2019 (4:00 PM)

Offers from vendors not having their own offices in the Howrah/Kolkata with

sufficient manpower, will not be considered. The Bank reserves the right to reject

any/all applications without assigning any reason whatsoever.


SCOPE OF WORK

The Objective of this RFP is to enter into rate contract with one or more bidders

for maintenance of PC and Peripherals listed in this RFP. The Annual Maintenance

Contract Period for this RFP will be of one year from the date of issue of PO with

the following scope of work.

1. The scope of work covers comprehensive on-site maintenance of Desktops,

Printers (Line Printer, Dot Matrix, High speed DMP, Passbook, LaserJet

printers) and Scanners etc. mentioned in annexure VII of RFP.

2. The replacement of all the spares (excluding printer heads,

consumable items like printer ribbons and toner cartridges only) is

included under the AMC. The replacement of defective spares with

genuine spares of same configuration should be done without any extra

cost.

3. The vendor shall maintain adequate spare machine and other spares

at their site to facilitate any temporary replacement.

4. The scope of work also includes

a. Support for software issue like Operating system (Windows),

installation/reinstallation/Repair of OS.

b. Installation of Antivirus, software patches, configuration of PC and

if required taking Data Backup before formatting the PCs.

c. Configuring printers, Scanners, Biometric devices, bringing PC to Bank

domain environment.

d. Installation/configuration of all software provided by Bank from

time to time like Antivirus, software patches, Office Package,

Java, CTS, DMS, Electronic cheque clearing system(ECCS), email

client configuration and Browser configuration in client machine etc.

5. The scope of work also covers provision of technical staff in the Regional

Office, Howrah, at no extra cost to Bank, from 10:00 hrs to 18:00 hrs on all

working days. One technically qualified service engineer with an experience

of not less than 3 years in computer hardware as well as software

maintenance will be at the disposal of Regional office. The engineer will

remain seated in Regional Office. The engineer will provide online support

for immediate solution and liaisons with field engineers deputed for

branches.

6. The vendor should ensure that the equipment reported down (including due

to OS related problems) on any working day is set right within 48 hours of

reporting the complaint and in no case, later than three working days. In

case, the hardware cannot be repaired within the stipulated period, the


vendor should provide stand-by of the same till the hardware is returned

duly repaired.

7. The Bidder shall maintain the equipments as per the manufacturer’s guidelines

and shall use standard and genuine components for replacements.

8. The timely updating of machine serial numbers will be responsibility of the

vendor.

9. Complaint can be registered either telephonically or by e-mail by respective

branch/Office and proper record of the complaints to be maintained by the

AMC Vendor/Support Engineer at Regional Office.

10. The engineers deployed for branches will get signed branch-visit report

from Branch Head/Officers and submit one copy to branch. All the copies of

branch-visit reports in a month to be submitted to Regional computer cell

(in Regional office) within 5 days of next month.

11. A log book should be maintained in which the vendor shall record all the

complaints made and parts taken out of branches/office for repair. The

vendor shall submit copy of consolidated complaint reports furnishing the

details of branch-wise breakdown calls lodged/attended and its status on

monthly basis to Regional computer Cell, Howrah.

All the complaints received shall be attended by them in following manner.

a. Minor faults immediately with telephonic support.

b. Major faults which require visit to branch within 48 hrs.

c. The vendor shall be responsible for taking data backup (including that

of E-Mail) available on PCs before formatting the system and shall also

be responsible for reloading the same. The backup copies are to be

returned to the users, under Acknowledgement.

d. Repair and servicing of equipment shall be carried out at customer

sites, in case the equipment is required to be transported to the

firm's/manufacturer's service workshop for repairs, the same shall be

undertaken at the risk and cost of the firm.

e. The replacement of components shall be as per manufactures

instructions and as per the decision of Regional computer cell, Howrah.

No hardware items or parts will be taken out for repair without prior

written approval of Regional computer cell, Howrah.

12. The AMC co-ordinators of company must ensure their presence during

monthly meeting with Regional computer cell to share progress on pending

issues of branches in order to make maintenance more effective ensuring

best services to the branches.

13. The AMC Vendor should have the required drivers / softwares for

maintaining the PCs and peripherals and for configuring them. The rates

quoted should also cover the maintenance of operating system, software


installation provided by Bank, installation of patches, configuration of

applications (clients) etc.

14. The contract shall be on comprehensive basis, inclusive of repairs and

replacement of spare without any extra payments. The AMC Vendor shall

carry out preventive maintenance (PM) on quarterly basis and shall plan,

as per schedule of quantities, such that maintenance is carried out in each

Branch for all equipment at least once in three months. A separate logbook

should be maintained to record the preventive maintenance carried out for

equipment. The AMC Vendor has to submit the preventive maintenance

report along with satisfactory service letter from branches to Regional

Computer Cell, Howrah on quarterly basis for the release of AMC payment.

15. The schedule of preventive maintenance shall be as follows:-

a. To ensure computer hardware and peripherals are working properly in

branch and no call pending in branch.

b. Checking of power supply source for proper grounding and safety of

equipment.

c. Ensuring that the covers, screws, switches etc. are firmly fastened in

each equipment.

d. Shifting of equipment as and when required in office/branches

premises. To make sure sufficient free disk space is available in

systems and temporary file and cookies are deleted from systems.

16. The vendor shall make AMC services available on all days as and when

requested by the Bank.

17. The scope of work will also include the provision of engineer for dismantle/

reinstallation of computer hardware and peripherals in case of shifting of

branch premises or others.

18. It shall be the responsibility of the AMC Vendor to make all the computers

and peripherals work satisfactorily throughout the contract period and to

hand over the systems in working condition to the Branch/office after

expiry of the contract. In case any damage is found, the AMC Vendor is

liable to rectify the same even after the contract period.

LOCATION COVERED

Branches/Offices of Union Bank of India under Howrah Regional Office, in the

districts of Howrah, Hoogly, East Medinipur, West Medinipur, 24 Praganas

(South) of West Bengal.


BIDDING DOCUMENT

The Bidder is expected to examine all instructions, forms, terms and conditions

and technical specifications in the Bidding Documents. Failure to furnish all

information required by the Bidding Documents or submission of a bid not

substantially responsive to the Bidding Documents in every respect will be at the

Bidder’s risk and may result in the rejection of its bid.

COST OF BIDDING

The Bidder shall bear all the costs associated with the preparation and submission

of its bid and Union Bank of India (hereinafter referred to as “Purchaser”) will in no

case, be responsible or liable for these costs, regardless of the conduct or outcome

of the bidding process.

RFP Document Fee

The RFP document can be downloaded from the Bank's website and Government e-

procurement portal. In both cases, an amount of ` 1,000/-(non-refundable) by

means of a demand draft issued by a scheduled commercial bank favoring Union

Bank of India, payable at Howrah, must be deposited at the time of submission of

the Bid.

EARNEST MONEY DEPOSIT

Interested bidder should pay an Earnest Money Deposit of `50,000/- by means of a

demand draft drawn in favor of Union Bank of India, Payable at Howrah. The EMD

will not carry any interest. The EMD will be refunded to successful bidder only after

signing the contract and after furnishing the security deposit. In case of

unsuccessful bidder the EMD will be refunded to them after intimating them about

rejection of their bid. EMD Money will be forfeited if:

1. Bidder backs out of the bidding process after submitting the bids.

2. Bidder backs out after qualifying in the Bid.

3. Bidder does not accept the purchase order/Sign the contract within the time

stipulated.

AMENDMENT OF BIDDING DOCUMENTS

At any time prior to the deadline for submission of bids, the bank 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.


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.

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.

TERMS OF EXECUTION

The Vendor will make sure that all the hardware assets are in working

conditions in branches.

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

AMC period without any extra cost to Bank.

Escalation matrix and name of persons coordinating AMC jobs to be

submitted to Regional computer cell immediately after AMC is awarded.

BIDDING PROCESS

For the purpose of the present job, a single stage two-envelopes 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 “TECHNICAL BID - AMC of Desktop, Printers and Scanners” and

“COMMERCIAL BID - AMC of Desktop, Printers and Scanners” as the case

may be failing which the bid of the vendor will be rejected.

The tender offer should be submitted, in one sealed envelope super-scribed

‘Tender for AMC of Desktop, Printers and Scanners’, which in turn should

contain two sealed covers super scribed as Technical bid and Commercial bid as

mentioned above.

TECHNICAL BID will contain the Bidder’s information in the format as given in this

document. TECHNICAL BID will 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 and

accepting the terms and conditions of this document shall be short-listed for

commercial evaluation.

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

technical bids are qualified, will be opened. The commercial Bid should give all

relevant information as per Annexure-VII. The bid shall be typed or written in

English in indelible ink and shall be signed by the Bidder or a person duly

authorized to bind the bidder to the contract. All pages of the bid except un-


amended printed literature shall be initialled by the person or persons signing the

Bid. The bid shall contain no interlineations, erasures or over writing except as

necessary to correct errors made by the Bidder, in which case such corrections

shall be initialled by the person or persons singing the bid. The bidder should

quote AMC amount for each item and every item as per format of commercial bid.

Any quotation found to contain incomplete information is liable to be rejected.

EVALUATION CRITERIA

A) Technical Bids:

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

information asked for in this document. However TO should confirm that all

required rates have been quoted in Commercial Offer (CO), without showing

the actual amounts in the TO.

2. The TO must be submitted in an organized and structured manner. No

brochures/leaflets etc. should be submitted in loose form.

3. The TO should comprise of followings:

a. Pre-qualification criteria- Annexure-I.

b. Acceptance of Terms and Conditions as per Annexure-II.

c. Letter of undertaking as per Annexure-III.

d. Applicant Profile as per Annexure - IV.

e. Bidders Information as per Annexure V.

f. Details of service support centre as per Annexure VI.

g. Replica of commercial bids without indicating the prices given in

Annexure-VII.

h. Photocopies of relevant documents/certificates as proof in support

of various information submitted in aforesaid annexure and other

claims made by the bidder. (To be filed separately in a separate

file)

i. An undertaking (on their letter head) that they have not been black

listed by any of the Govt. Authority or PSUs.

j. The separate demand drafts for document fee and bid security

should be enclosed.

Note: All the Annexure I, II, III, IV, V, VI and VII should be

submitted duly signed with seal of the company.

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

circumstances:

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

b. Offer is not in conformity with the terms and conditions stipulated in this

Document.

c. Any miss-representation/false information will entail rejection of the

offer.


d. Bids submitted without Document/EMD fee.

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

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

mentioned in this RFP.

B) Commercial Bids:

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

opened.

b) Bank’s evaluation of the commercial bids will take into account the

status of compliance of terms and conditions.

c) The maintenance charges including all costs for each item need to be

quoted as per Annexure-VII format, in case charges not quoted for any

item, the bid will be rejected.

d) The charges quoted for items should include the cost of comprehensive

AMCs and resident engineers at Regional Office.

C) Determination of L1 Bidder and Awarding of Contract:

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

commercial offers of successful bidders and contract will be awarded to the

lowest bidder. The lowest bidder will be considered on the basis of consolidated

AMC price of all items. Failure or refusal to offer the services/goods by the

successful bidder at the price committed shall result in forfeit of security

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 without assigning any reason whatsoever.

Similarly, it reserves the right not to include any vendor in the final short-list

without assigning any reason whatsoever.

Validity Period:

The offer should remain valid for six Months from the date of publishing this RFP

Document.

Opening Offers:

Technical Offers will be opened as per date / time mentioned in this document.

The representative of the bidder can be present for the opening of the Technical

Offers. No separate intimation will be given in this regard to the vendors, for

deputing their representative.

No commitment to accept any tender:

The Bank shall be under no obligation to accept any other offer received in


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

assigning any reason whatsoever.

Late Bids:

Any bid received by the Bank 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.

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.

The document determined as not substantially responsive will be rejected by the

purchaser and may not be responsive by the vendor for correction of 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.

CONTACTING THE PURCHASER

Any effort by bidder to influence the purchaser in the purchaser’s bid evaluation,

bid comparison or contract award decision may result in the rejection of the

Bidders’ bid.

PURCHASER’S RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS

The purchaser reserves the right to accept or reject any bid and annul the

bidding process and reject all bids at any time prior to award of contract,

without thereby incurring any liability to the affected bidder or bidders or any

obligation to inform the affected bidder or bidders of the ground for the

purchaser’s action.

USE OF CONTRACT DOCUMENTS AND INFORMATION

The vendor shall not, without the purchaser’s prior written consent, make use of

any document or information provided by purchaser in Bid document or

otherwise except for purposes of performing contract.

PAYMENT TERMS

1. Maintenance charges after deducting penalty will be paid quarterly at the


end of Quarter.

2. No advance payment will be released against the service order.

3. The vendor shall draw invoices for payment of quarterly maintenance

charges at Regional Office, Howrah.

4. Maintenance charges payable by Bank are inclusive of all duties, taxes etc.

PERIOD OF CONTRACT

The contract will be valid for one year from the effective date of contract.

Please note that Contract can be cancelled unilaterally by the customer in case

services are not received as per quality and standard specified in the RFP and

contract within the contracted period. The contract shall initially be for a period

of one years, extendable up-to one year without any change in AMC rates on

the basis of performance of last year at the discretion of Bank. If the vendor

desires or not desire to renew the existing contract, he shall express his desire

by giving three months prior notice before expiry of contract.

EFFECTIVE DATE OF CONTRACT

The vendor shall be required to submit and sign an Agreement as per

Annexure-IX on stamp paper of requisite amount. The contract shall come into

effect on the date of signatures of both the parties on the contract (Effective

Date) and shall remain valid until completion of the obligations of the parties

under the contract. The deliveries, supplies and performance of the services

shall commence from the effective date of the contract. 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.

TRANSFER AND SUB-LETTING

The firm/bidder has no right to give, bargain, sell, assign or sublet or otherwise

dispose of the contract or any part thereof, as well as to give or to let a third

party take benefit or advance of the present Contract or any part thereof.

TERMINATION OF CONTRACT

The vendor may terminate the contract by giving three months’ notice in

writing.

The bank may terminate the contract by giving one month notice.

The bank shall have the right to terminate this Contract in part or in full in

any of the following cases.

o The maintenance service has to be started by the successful bidder

(vendor) in accordance with time schedule specified by the bank. Any


delay in performing the obligation by the vendor will result in imposition

of liquidated damage and/or terminating the rate contract.

o The delivery of the services is delayed for more than 3 days after the

scheduled date of signing of contract.

o The vendor is declared bankrupt or becomes insolvent.

o If the services are not found satisfactory as per RFP/contract.

o The purchaser has noticed that contractor has sub-let and transfer the

contract or taking services of third party for completion of contract.

o In case any hardware parts are replaced with hardware of lower

configuration, the bank can terminate the contract.

ORDER CANCELLATION

If the vendor fails to deliver services within the stipulated time schedule or the

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

Bank reserves its right to cancel the order in the event of breach of contract.


SUBMISSION OF BIDS

The bid should be submitted in sealed cover addressed to purchaser at the

following address:-

Regional Head, Union Bank of India, Regional Office Howrah, 263 GT

Road (South), Shibpur, Howarh, West Bengal - 711102

DEADLINE FOR SUBMISSION OF BIDS

Bid must be received by the Purchaser at the address specified in Bid Document

not later than the specified date and time as specified in Bid Document. In event

of the specified date for submission of bids being declared a holiday for the

Purchaser, the bids will be received up to appointed time on next working day.

The purchaser may, at its discretion, extend this deadline for submission of bids

by amending the bid documents, in which case all rights and obligations of the

purchaser and bidders previously subject to the deadline will thereafter by

subject to the deadline as extended.

UNDERTAKING BY VENDOR

The successful bidder must give an undertaking that all components to be used

for parts replacement will be original and not re-furbished. This must be

submitted along with the Invoices.

PENALTY FOR LACK OF SERVICE SUPPORT

Bank expects proper service support during contract period. The Hardware

should be set right within 24 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. The penalty per day per case may be charged as under.

Hardware reason: The maximum penalty due to hardware fault ` 1,500/- per

case.

S. No. Hardware Items Penalty Amount in ` / Per day

1 Desktop 100.00

2 Passbook Printer 50.00

3 Printer-DMP 50.00

4 Printer High speed DMP 50.00

5 Scanner 50.00

6 Laser Printer 50.00


The penalty may be recovered from the amount payable to the vendor by the

Bank. The vendor can provide substitute/standby equipment for a maximum of

ten days. In case vendor could not repair/replace the hardware items within ten

days, the bank can get it repair from outside agency and cost of repair will be

recovered from AMC payment.

RIGHT TO ALTER QUANTITIES

The Bank reserves the right to alter the hardware quantities mentioned in offer.

The bank also reserve the right to add or delete one or more item from the list

of items specified in offer. The Bank also reserves right to add or delete the

name of any branch. The Branches where hardware is currently under warranty

period may be later on added under on-going AMC at the same price, terms and

conditions, after expiry of warranty period of such branches. Similarly, branches

where in old hardware is replaced with new hardware will be deleted from AMC

purview.

GOVERNING LAW AND DISPUTES

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

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

Documents or breach thereof shall be settled amicably. If however the parties

are not able to solve them amicably, the same shall be settled by arbitration in

accordance with the provisions of Arbitration and Conciliation Act 1996 or any

statutory modifications or re-enactments thereof and the rules made there

under and for the time being in force, shall apply to the arbitration proceedings.

The arbitrator shall be appointed with the mutual consent of both the parties.

Any appeal will be subject to the exclusive jurisdiction of the courts at Howrah.

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, as the case may be, is obtained.

The venue of the arbitration shall be Howrah.


ANNEXURE I - PRE QUALIFICATION CRITERIA

The minimum qualification criteria for the bidders are as under:

Pre-Qualification Criteria Compliance (Yes/No)

Detail of proof Attached

1. The bidder should be a company with ISO

Certification incorporated in India having an

Annual turnover of Rs.20 Lac in last three financial years as per the audited balance sheets available at the time of submission of tender.

This must be individual company turnover and not that of any group of companies.

- Copy of incorporation

certificate.

Copy of Audited balance sheets.

- Copy of ISO certification.

2. The company/firm should have made operating profits in at least two financial years out of last three financial years.

- Copy of Audited

balance sheet and Profit

&Loss A/c for last three consecutive years.

3. Bidder should be in maintenance of computers

and peripherals for last 5 years with at least two

Public sector Banks/PSU. Applicant/Firm must provide customer satisfaction letter from at least two Public sector Banks/PSU while submitting the Technical bid.

-Certificate from the Customers clearly stating that they are satisfied with the services and duration of service from and to date.

4. The bidder should have minimum 3 service/support centres/staff across the mentioned area for maintenance of offered hardware and Software.

Details of service/ Support network in states of West Bengal (addresses, name of contact persons, phone numbers, e-mail etc.) must be furnished as part of bid.

5. The bidder should have not been black listed by

any of Government Authority or Public Sector

Undertaking (PSUs).

The bidder shall give an undertaking (on their letterhead)that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender.

6.Bidders, who have not satisfactorily completed

any of the earlier contracts with Union Bank of

India, will not be eligible for participation in this

tender

-Submit undertaking on letter head.

7. Bidder should have Repair Centre at Howrah/Kolkata duly equipped with adequate technical staff and equipment for repair work.

Submit undertaking on letter head or any other proof.

8. Bidder should have sufficient skilled manpower with experience not less than 2 years.

Documentary Evidence need to be submitted.

9. The Company/ firm should have applicable tax registration.

Undertaking of same have to be submitted.


ANNEXURE II - ACCEPTANCE OF TERMS AND CONDITIONS

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

To

Regional Head,

Union Bank of India

Regional Office, Howrah 263, GT Road (South) Shibpur, Howarh, West Bengal - 711102

Dear Sir,

Sub: RFP for AMC of Desktop and Peripherals 2019-2020 (Acceptance of Terms and Conditions)

With reference to the RFP ________________ dated ____________, having examined and understood

the instructions, scope of work, terms and conditions forming part of the RFP, we hereby enclose

our offer for AMC detailed in your above referred RFP.

We further confirm that the offer is in conformity with the terms and conditions as mentioned in

the RFP and all required information/annexure.

We hereby undertake that the parts to be replaced during AMC period will be brand new and

legally obtained.

We understand that the Bank is not bound to accept the offer either in part or in full and that the

Bank has right to reject the offer in full or in part without assigning any reasons whatsoever.

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 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 to be responsible for the due performance of the contract.

We enclose Demand Draft /Pay order for ` 50,000 (Fifty Thousand Only) favoring Union Bank of India and payable at Howrah, towards bid security, details of the same is as under:

No.:

Date:

Name of Issuing Bank:

Yours faithfully,

Authorized Signatories

(Name & Designation, seal of the firm)

Date:


Annexure III - Letter of Undertaking on Company/Firm Letter head

To

Regional Head

Union Bank of India

Regional Office, Howrah

263, GT Road (South)

Shibpur, Howarh, West Bengal - 711102

Sub: RFP for AMC of Desktop and Peripherals 2019-2020 (Undertaking)

We submit our Bid Document herewith.

We understand that you are not bound to accept 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. We will submit

the bank guarantee in favor of Union Bank of India, of amount equal to 10% value of AMC

amount in the form prescribed by the Bank. We undertake that we don’t have any franchise

arrangement for the services and will provide direct company service support to branches/offices

under this Annual Maintenance Contract.

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

We undertake that we have not been black listed by any of the Govt. Authority or PSUs as on date of

submission of the tender.

Yours faithfully,

Date: Signature______________________

Seal of company/firm Name_______________________


ANNEXURE IV - BASIC INFORMATION

(Applicant’s profile) 1 Name of Applicant/firm/company

2 Incorporation status of firm /Company (Public limited/ private limited, etc.)

3 Whether Registered with registrar of companies.

Year of Establishment & Details of Registration (attach Documentary Proof)

4 Whether in technical collaboration with foreign company? If so give details

5 Number of years experiences in Maintaining PC and Peripherals

6

Address of: i) Head Office:

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

ii)Local office in Howrah/Kolkata

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

7 Telephone number

8 Fax number

9 Email Address

10 Website address of the Company /firm

11 Key person (s) with contact details a) Head Office / registered Office

12 Authorized Official with Name, Designation, Contact Phone No/Mobile No / FAX No. etc. for RFP

13 PAN Number

14 GSTIN Number

15 Whether blacklisted by Government Authority, Public Sector Undertakings or Banks in India

16 No. of Employees in company/firm

(Wherever applicable submit documentary evidence to facilitate verification)

We hereby declare that the information submitted above is true to the best of

our knowledge. We understand that in case any discrepancy is found in the

information submitted by us our offer is liable to be rejected.

Signature of the Authorized Signatory with Date & seal


ANNEXURE V - BIDDERS INFORMATION

Name ___________________________________________

Constitution ___________________________________________

Address ___________________________________________

Names & Addresses of the Partners if applicable

___________________________________________

Contact Person(s) ___________________________________________

Telephone, Fax __________________________________________

E-mail __________________________________________

Number of years of experience in AMC business ____________________

Please give brief financial particulars of your firm/Company for the last 3 years along with the

volume of business handled.

(The information will be kept confidential)

Financial Year 2016-17 2017-18 2018-19

Net Profit

Total Turnover

Revenue earned AMC

Business.

Is company ISO Certified? If yes, provide information along with true copy of certificate.

________________________________________________

Date: Signature_________________

Seal of company/firm Name____________________


Annexure VI - Details of Service / Support centre and Technical staff

(A)Detail of service/support centre directly owned by the company/firm in our area

S. No.

Area Address of service centre Name and contact details of Centre head

1

2

3

(B)Detail of technical staff/Engineers deputed on each centre.

S. No.

Service Centre

Engineer Name No. of years’ experience with Firm

Mobile no.

Note: In case any discrepancy found in the above mentioned information is liable to rejection of offer.




ANNEXURE VII - Commercial bids

The Annual maintenance charges for all items will be as under.

S. No.

Items No of Items (Indicative

only) AMC Rate Taxes

Total Amount

1 DESKTOP 300

2 High speed Dot Matrix Printer 35

3 Dot Matrix Printer 40

4 Passbook Printer 50

5 Laser Printer 53

6 Scanners (Flat Bed) 49

TCO (Total Cost of Ownership) - Grand Total (1+2+3+4+5+6)

AMC rate quoted above should include all charges and taxes.

Unit AMC price of all items as well as TCO must be quoted in WORDS AND FIGURES. In

case of any discrepancy, unit price quoted in words will be considered for computation

of TCO.

Cost comparison will be on the basis of Total Cost of Ownership calculated for all

above mentioned items.L-1 bidder will be decided on the basis of Grand Total (TCO

value) of all items in above table.

The quantities mentioned above are estimated and not actual quantity. There may be

variation in quantity.

Before start of the contract, physical asset verification to be conducted by the vendor

at their own cost. Price inclusive of all taxes to be paid as per Govt. guidelines.




ANNEXURE VIII- FORMAT OF BANK GUARANTEE

To,

Union Bank of India,

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

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

Inconsideration of your placing an order for maintenance of certain computer hardware

on M/s--------------------------(hereinafter called the Vendor) as per the maintenance

contract entered into by the vendor vide maintenance contract No.--------------dated-------

-(hereinafter called the said contract), We, ---------------------------------------------- (name

and address of the Bank and the branch)do hereby irrevocably and unconditionally

guarantee the due performance of the vendor as to the maintenance of the computer

hardware and systems as per the said contract entered in to by the vendor with you.

If the said vendor fails to maintain the system or any part thereof as per the contract and

on or before the schedule dates mentioned therein, we ---------------Bank do hereby

unconditionally and irrevocably agree to pay the amounts due and payable under this

guarantee without demur and merely on demand in writing from you, stating that the

amount claimed is due by way of failure on the part of the vendor or loss or damage

caused suffered to / or would be caused to / suffered by you for reason of any breach by

the said vendor of any of the terms and conditions of the said contract or by reason of

vendor's failure to perform the said contract, in part or in full. Any such demand made on

us shall be conclusive as regards the amount due and payable under this guarantee.

However our liability under this guarantee shall be restricted to an amount not exceeding

Rs. ---------- (Rupees ----------------only). You are entitled to invoke this guarantee either

in full or in parts subject to the maximum limit of Rs. -------------- within the validity

period of this guarantee.

We --------------------Bank further agree that this guarantee herein contained shall remain

in force and effect during the period that would be taken for the performance of the said

contract and that it shall continue to be enforce able till all your dues under or by virtue

of the said contract have been fully settled and discharged. This guarantee shall continue

to be valid till you certify that the vendor has fully performed all the terms and

conditions of the said contract and accordingly discharge this guarantee. Unless acclaim

or demand is made on us in writing under this guarantee on or before ----------, we shall

be discharged from all our obligations under this guarantee. If you extend the schedule

dates of performance under the said contract, as per the terms of the said contract, the

vendor shall get the validity period of this guarantee extended suitably and we agree to

extend the guarantee accordingly on your request.

Failure on our part or the Vendor in this respect shall be treated as a breach committed

by the vendor and accordingly the amount under this guarantee shall at once become

payable on the date of receipt of demand made by you for payment or extension of the

validity period. You will have fullest liberty without affecting this guarantee to postpone

for any time or from time to time any of your rights or powers against the vendor and

either to enforce or forebear to enforce any or all of the terms and conditions of the said

contract. We shall not be released from our liability under this guarantee by the exercise

of your liberty with reference to matters aforesaid or by reason of any time being given to

the vendor or any other forbearance act or omission on your part or any indulgence by you

to the vendor or by any variation or modification of the said contract or any other act,


matter or thing whatsoever which under the Law relating to sureties would but for the

provisions hereof have the effect of so releasing us from our liability here under.

In order to give full effect to the guarantee herein contained you shall be entitled to act

as if we are your principal debtors in respect of all your claims against the vendor hereby

guaranteed by us as aforesaid and we here by expressly waive all our rights of surety-ship

and other rights if any which are in any way inconsistent with the above or any other

provision of this guarantee. The words the vendor, the beneficiary of this guarantee i.e

yourself, and ourselves i.e. --------------- Bank unless repugnant to the context or

otherwise shall include their assigns, successors, agents, legal representatives etc. This

guarantee shall not be effected by any change in the constitution of any of these parties

and will ensure for and be available to and enforceable by any absorbing or amalgamating

or reconstituted company or concern, in the event of your undergoing any such

absorption, amalgamation or reconstitution. This guarantee shall not be revocable during

its currency except with your previous consent in writing. Notwithstanding anything

contained hereinabove, our liability under this guarantee is restricted to a sum of Rs. -----

-----(Rs.------- only), and shall be valid up-to --------- Unless a demand or claim to enforce

this guarantee is made on us in writing within three months of the said validity period i.e

on or before ------------, we shall be discharged and relieved from all our liabilities here

under. However if this guarantee is extended for any further period the validity period

and the action period of three months mentioned herein above gets automatically

extended accordingly.

Yours faithfully,


ANNEXURE IX- FORMAT OF AGREEMENT

AGREEMENT

(To be executed on `100 non-judicial stamp papers after award of contract)

This agreement made on the __________day of __________ 2019 between the

UNION BANK OF INDIA a body corporate, constituted under the Banking Companies

(Acquisition and transfer of Undertaking Act, 1970) having its head office at 239, Union

Bank Bhavan, Vidhan Bhavan Marg, Mumbai-400021 and Regional Office at 263, GT Road

(South), Shibpur, Howarh (hereinafter called "BANK") and M/s

_____________________________________ (name and address of vendor)

(hereinafter called "Contractor or the vendor").

Whereas the BANK is desirous that Contractor/Vendor executes AMC - computers and

Peripherals services as per tender document (hereinafter called “the Services”) and the

Bank has accepted the Bid by the Vendor for execution and completion of such services.

NOW THIS AGGREEMENT WITNESSETH as follows:

1. This contract will be valid for period __________ to__________ for Desktop PC and

Peripherals hardware mentioned in Annexure.

2. As on date of contract, the contract is valued for Rs.

_____________________________ (In word Rs. ___________________________

_____________________________________) including taxes applicable as on date of

the contract which may vary in accordance with the addition/deletion of hardware

for AMC, changes in rates & rules of Taxation without any variation in the AMC

charges.

3. Further, the number of hardware items may be increased or decreased during the

period of AMC which may be included or excluded from the list and the location of

the equipment’s may also be changed. The rate quoted will also be applicable for

the items included or excluded during the AMC period.

4. Request for Proposal (RFP) _______________ dated _______________, Technical and

Commercial bids submitted by the vendor, AMC related order issued by bank, under

which this agreement is signed shall be deemed to form and construed as part of this

Agreement.

Name & Address: Signature of the company

In the presence of:

Name & Address: For and on behalf of union Bank of India

In presence of:

Date post:	03-Aug-2020
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