Professional Documents
Culture Documents
FOR
OF 375 SCANNERS
UNDER
RATE CONTRACT
TABLE OF CONTENTS
1. INTRODUCTION ........................................................................................................4
2. SCOPE OF WORK .......................................................................................................4
3. ELIGIBILITY CRITERION ..............................................................................................4
4. DOCUMENTATION......................................................................................................5
5. TERMS & CONDITIONS.................................................................................................5
6. BIDDING DOCUMENT ..................................................................................................5
7. COST OF RFP ...........................................................................................................5
8. BID EARNEST MONEY ..................................................................................................6
9. AMENDMENT OF BIDDING DOCUMENTS .............................................................................6
10. TERMS OF EXECUTION ................................................................................................6
11. LOCATIONS TO BE COVERED .........................................................................................7
12. PRICE FREEZING .......................................................................................................7
13. BIDDING PROCESS (TWO STAGE) ....................................................................................7
14. EVALUATION CRITERIA ................................................................................................7
15. COMMERCIAL EVALUATION - THROUGH REVERSE AUCTION ......................................................9
16. RULES FOR RE-AUCTION ..............................................................................................9
17. PRICE COMPOSITION ................................................................................................ 10
18. NO PRICE VARIATION................................................................................................ 10
19. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER ....................................................... 10
20. LATE BIDS ............................................................................................................ 10
21. MODIFICATION AND/OR WITHDRAWAL OF BIDS ................................................................. 11
22. BID OPENING & EVALUATION ...................................................................................... 11
23. CLARIFICATIONS OF BIDS ........................................................................................... 11
24. PRELIMINARY EXAMINATION ........................................................................................ 11
25. SIGNING OF CONTRACT ............................................................................................. 12
26. ISSUING OF PO AND BILLING ....................................................................................... 12
27. CONTACTING THE BANK ............................................................................................ 12
28. BANKS RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS .................................................. 12
29. PAYMENT TERMS..................................................................................................... 12
30. DELAYS IN THE SUPPLIERS PERFORMANCE ...................................................................... 12
31. ORDER CANCELLATION.............................................................................................. 12
32. AVAILIBILITY OF SPARES ............................................................................................ 12
33. SUBMISSION OF BIDS ................................................................................................ 13
34. DEADLINE FOR SUBMISSION OF BIDS .............................................................................. 13
35. PATENTS RIGHTS .................................................................................................... 13
36. LIQUIDATED DAMAGES .............................................................................................. 13
37. TERMINATION FOR DEFAULT ....................................................................................... 14
38. TERMINATION FOR INSOLVENCY ................................................................................... 14
39. LIMITATION OF LIABILITY ........................................................................................... 14
40. END OF LIFE .......................................................................................................... 14
41. WARRANTY ........................................................................................................... 14
42. ANNUAL MAINTENANCE CONTRACT (AMC) ....................................................................... 14
43. FORCE MAJEURE ..................................................................................................... 15
44. MAINTENANCE STANDARD EXPECTED ............................................................................. 15
45. UNDERTAKING BY VENDOR ......................................................................................... 15
46. GOVERNING LAW AND DISPUTES .................................................................................. 15
47. JURISDICTION ........................................................................................................ 16
48. ANNEXURE I LETTER OF UNDERTAKING ......................................................................... 17
49. ANNEXURE II PRE QUALIFICATION RATE CONTRACT 2016-2017 ............................................ 18
50. ANNEXURE III ACCEPTANCE OF TERMS AND CONDITIONS ..................................................... 19
51. ANNEXURE IV DECLARATION FOR COMPLIANCE- RATE CONTRACT 2016-2017 ............................. 20
52. ANNEXURE V TECHNICAL REQUIREMENT ........................................................................ 21
53. ANNEXURE VI - BILL OF MATERIAL / PRICE SCHEDULE- RATE CONTRACT 2016-2017 ....................... 22
54. ANNEXURE VII - BIDDERS INFORMATION - RATE CONTRACT 2016-2017....................................... 23
55. ANNEXURE VIII- SERVICE SUPPORT DETAILS AT LOACTIONS TO BE COVERED AS IN POINT 9 .............. 24
56. ANNEXURE IX - FORMAT OF BANK GUARANTEE .................................................................. 25
57. ANNEXURE X (UNDERTAKING BY BIDDER) - RATE CONTRACT 2016-2017 ................................... 26
58. ANNEXURE XI - REVERSE AUCTION RULES - RATE CONTRACT 2016-2017..................................... 27
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Union Bank of India RFP for Rate Contract for 375 Scanners
awanishkverma@unionbankofindia.com
mkjha@unionbankofindia.com
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Union Bank of India RFP for Rate Contract for 375 Scanners
INSTRUCTIONS TO BIDDER
1. INTRODUCTION
Union Bank of India, a Public Sector Bank (hereinafter referred to as Bank), has its Central
Office at Nariman Point, Mumbai-400021 and Technology Centre at Adi Shankaracharya Marg,
Powai, Andheri (East), Mumbai-400072. The Bank is having more than 4200 branches and ad-
ministrative offices spread across the country apart from branches and representative offices
abroad. The Bank requires 375 Scanners of specified configuration for branches / offices on
PAN India basis. Offers for Rate Contract are invited from reputed vendors for supplying, in-
stalling of scanner (with scanner driver) and Banks scanning software, commissioning and
maintaining of scanners.
2. SCOPE OF WORK
1. Delivery, installation of A4 Automatic Document Feeder (ADF) Scanner with scanner
driver, installation of Banks scanning software and commissioning scanners of speci-
fied configuration at branches/offices as per location specified.
2. Bank is using OmniDocs, OmniScan and other solution from M/s Newgen's Software
Technologies Ltd. on Document Management System's solution. Proposed scanner
should be compatible with the said software. It is the responsibility of bidder to dem-
onstrate the compatibility with the said software. For this purpose Bank will give one
week time as part of technical evaluation. Date and time will be decided by the Bank.
Request for change, if any, will not be entertained. On 300 DPI, 3 pages of A4 size
black & white scanned image should not exceed 270 KB using M/s Newgen scanning
tool.
3. Providing service and onsite support during warranty period and post-warranty period
as per Banks requirement.
4. The offer must include comprehensive on-site warranty of three years from the date
of installation and commissioning of the each equipment separately and thereafter
during the AMC period.
5. All the parts of items would be covered under comprehensive warranty/AMC except
consumables. Vendor has to provide the list of consumables parts, which are not cov-
ered under warranty and AMC period.
6. Vendor shall be fully responsible for the manufacturers 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 manu-
facturing defects during the warranty period. During the warranty period vendor shall
maintain the equipment and repair/replace all the defective components at the in-
stalled site, at no additional charge to the Bank.
3. ELIGIBILITY CRITERION
1. Bidder should be a registered company in India, registered under the Companies act
1956 and have operation in India.
2. Bidder should be an Original Equipment Manufacturers (OEM) or an authorized repre-
sentative of the OEM. In case of Authorized Representative, letter of authorization
should be submitted along with technical bid. The authorization letter should men-
tion that if authorized representative fails to meet the obligation for items supplied
under this tender, then OEM would be responsible for all obligations as per contract
terms.
3. Bidder should be in business of scanner in India for minimum 2 years i.e. must be in
scanner business prior to March 2014.
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Union Bank of India RFP for Rate Contract for 375 Scanners
Note: Required Documentary Proof is to be submitted against above eligibility criteria along with
technical bid.
4. DOCUMENTATION
Bidder must comply with the above mentioned criteria. Non-compliance of any of the criteria
can entail rejection of the offer. Photocopies of relevant documents/certificates should be
submitted as proof in support of the claims made for each of the above mentioned criteria.
The Bank reserves the right to verify /evaluate the claims made by the vendor independently.
Any misrepresentation will entail rejection of the offer.
6. 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 Docu-
ments in every respect will be at the Bidders risk and may result in the rejection of its bid.
7. COST OF RFP
The RFP document can be downloaded from the Bank's website and will be available at the
Technology Centre at Adi Shankaracharya Marg, Opp. Powai Lake, Powai, Andheri (East),
Mumbai, 400 072. In both cases an amount of Rs. 2,500.00 (non-refundable) by means of a
demand draft issued by a scheduled commercial bank favoring Union Bank of India, payable at
Mumbai, should be submitted at the time of submission of the bids.
The detailed information, eligibility norms and tender document shall also be available during
aforesaid period at the Banks website www.unionbankofindia.co.in and
www.govtenders.nic.in. The Pay Order / Demand Draft should be submitted at the time of bid
submission.
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
scanners in the PC attached to the scanner. The vendor shall provide service support
as and when required during the warranty period of 3 years and thereafter through
AMC for 2 years.
TECHNICAL BID will contain the Bidders 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 Indicative COMMERCIAL BID of only those bidders, whose tech-
nical bids are qualified, will be opened.
The bid should be typed or written in indelible ink and should be signed by the Bidder or a
person duly authorized to bind the bidder to the contract. The authorization shall be indi-
cated by written power of attorney accompanying the Bid. All pages of the bid except un-
amended printed literature shall be initialed by the person or persons signing the Bid.
The bid should contain no interlineations, erasures or over writing except as necessary to cor-
rect errors made by the Bidder, in which case such corrections should be initialed by the per-
son or persons singing the bid. The bidder should quote the price for each item required by
Bank.
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Union Bank of India RFP for Rate Contract for 375 Scanners
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 free along
with the system must be indicated separately and specifically.
2. The TO must be submitted in an organized and structured manner. No bro-
chures/leaflets etc. should be submitted in loose form.
3. The TO should comprise of following:
i. Letter of Undertaking as per Annexure-I
ii. Pre-qualification criteria- Annexure-II
iii. Acceptance of Terms and Conditions as per Annexure-III
iv. Declaration for Compliance as per Annexure-IV
v. Technical requirement as per Annexure-V.
vi. Bill of Material / Un-priced Price Schedule AnnexureVI
vii. Service Support Details as per Annexure-VII
viii. Bidders Information as per Annexure-VII
ix. Undertaking by Bidder as per Annexure-X
x. Note: All the annexure should be submitted duly signed with seal of the com-
pany. (All these documents to be filed in one file.) 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 sepa-
rately).
xi. Product Brochures, leaflets, manuals etc. (To be filed separately.)
xii. An undertaking (on letter head) that the Firm has not been black listed by
any of the Government Authority or PSUs.
4. Bank reserves the right to reject an offer under any of the following circumstances:
i. Cost of RFP not submitted.
ii. Bid security is not submitted.
iii.Offer is incomplete and/or not accompanied by all stipulated documents.
iv. Offer is not in conformity with the terms and conditions stipulated in this docu-
ment.
v. Specifications stipulated in Annexure-V are not met with. However, deviations
resulting in higher/superior configuration will be accepted.
vi. Unpriced Commercial Offer is not submitted along with Technical Offer.
vii. Unpriced Commercial Offer format differs from actual Commercial Offer for-
mat,
6. For Technical evaluation, bidder will have to provide a scanner quoted for demonstra-
tion / testing as per Banks software requirement. The bid will be short listed for fur-
ther evaluation on successful testing of Bank's software.
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Union Bank of India RFP for Rate Contract for 375 Scanners
On completion of evaluation process of Indicative commercial bids, Bank will conduct the re-
verse auction through an outside agency as per Business Rules given in annexure XI and con-
tract will be awarded to lowest bidder.
The technically qualified vendors will participate in the Reverse auction process that will be
conducted by an Auction company authorized by the Bank. Specific rules for this particular
event viz, date and time, start price, bid decrement value, duration of event etc. shall be
informed by the Auction Company to the participating vendors before the event. The vendors
should furnish indicative prices for the project in their Indicative Commercial Bid to facilitate
finalizing the start bid for Reverse auction.
For Reverse Action, Bank will decide the start bid value based on the past experience, indica-
tive price offered by the bidders (after normalization if any) and market report. Vendors
should note that the indicative commercial bid is considered for the purpose of conducting
Reverse auction process only. The L-1 vendor will be decided only later, on finalization of
prices through Reverse auction.
The L-1 vendor emerging at the end of the Reverse Auction process shall be required to sub-
mit the break-up of his Final price (last bid price) again in Annexure-VI. Failure or refusal to
offer the services/goods at the price committed through Reverse Auction shall result in forfeit
of the EMD to Bank, which please note.
The final decision on the vendor will be taken by Bank. The implementation of the project
will commence upon selection of successful vendor and contract between Bank and the se-
lected vendor.
Union 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.
1. During the process of reverse auctions, if there is either no bids from logged in ven-
dors or only one vendor puts up bid/s, Bank may decide a re-auction by taking fresh
Indicative prices from all qualified vendors in sealed cover only, to amend the start
price for Re-auction.
2. In case the start price for the Reverse Auction event is decided by Bank and there are
no bids or only one bid/s by a single vendor in the Reverse Auction, Bank may decide
Re-Auction while further amending the start price.
3. Reverse auction will be valid only if two or more bidders are participating in the re-
verse auction event.
4. Bank shall ensure that after unsuccessful re-auction for a particular tender, it shall be
ensured that open bids are invited so that a combination of pool and cartels is not
formed by the same set of bidders to continuously beat down start price either by not
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
The Bidders modification or withdrawal notice shall be prepared, sealed, marked and deli-
vered in accordance to the provision of Para Submission of Bids, with the envelope addi-
tionally marked MODIFICATION or WITHDRAWAL as appropriate. The withdrawal notice
may also be sent by fax but followed by a signed confirmation copy, post marked not later
than the deadline for submission of bids.
No bid will be modified /withdrawn after the deadline for submission of bids. No bidder shall
be allowed to withdraw the bid, if bidder happens to be successful bidder.
Bank will open the Technical Bid, in the presence of Bidders representative who choose to
attend, at the time and date mentioned in Bid document at the address mentioned in Para
Submission of Bids.
The bidders representatives who would be present during bid opening shall sign register evi-
dencing their attendance. In the event of the specified date of bid opening being declared a
holiday for Bank, the bids shall be opened at the appointed time and place on next working
day.
Arithmetical errors will be rectified on the following basis. If there is a discrepancy between
unit price and the total price that is obtained by multiplying the unit price and quantity, the
unit price shall prevail and total price shall be corrected. If the supplier does not accept the
correction of the errors, the 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 Bank and may not
be made responsive by the bidder by correction of the non-conformity.
The Bank 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.
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
Bank may, at its discretion, extend this deadline for submission of bids by amending the ten-
der document.
The supplier shall, at their own expense, defend and indemnify the Bank against all third par-
ty claims or infringement of intellectual Property Right, including Patent, trademark, copy-
right, trade secret or industrial design rights arising from use of the products or any part the-
reof 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 of the 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) provided by the supplier, including-all
inventions, designs and marks embodied therein in perpetuity.
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Union Bank of India RFP for Rate Contract for 375 Scanners
In the event of the Bank terminating the Contract in whole or in part, the Bank may procure,
upon such terms and in such manner, as it deems appropriate, services similar to those
undelivered, and the Bidder shall be liable to the Bank for any excess costs for such similar
services.
41. WARRANTY
1. The offer must include comprehensive on-site warranty of three years from the date
of installation and commissioning of the each equipment separately.
2. Vendor shall be fully responsible for the manufacturers 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 manu-
facturing defects during the warranty period. During the warranty period vendor shall
maintain the equipment and repair/replace all the defective components at the in-
stalled site, at no additional charge to the Bank.
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Union Bank of India RFP for Rate Contract for 375 Scanners
2. At the same time, the vendor is also expected to make available the spare parts for
the systems for at least two years after the expiry of warranty period. If any of the pe-
ripherals, components etc. are not available or difficult to procure or if the procure-
ment is likely to be delayed, the replacement shall be carried out with equipment of
equivalent capacity or higher capacity at no additional charges to the Bank, during the
currency of warranty period and AMC.
3. AMC charges on scanner will be paid by respective ROs/Administrative Offices half
yearly on arrears after expiry of period.
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Union Bank of India RFP for Rate Contract for 375 Scanners
During the arbitration proceedings the Vendor shall continue to work under the Contract un-
less otherwise directed in writing by the bank or unless the matter is such that the work can-
not possibly be continued until the decision of the arbitrator or the umpire, as the case may
be, is obtained.
47. JURISDICTION
The Jurisdiction of the courts shall be Mumbai.
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Union Bank of India RFP for Rate Contract for 375 Scanners
Sir,
Reg. Our bid for 375 Scanners at Various Branches/Offices under DMS - Rate Contract
2016-2017
We understand that
You are not bound to accept the lowest or any bid received by you, and you may re-
ject 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 Bank 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.
The bidder shall be responsible for performance of 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 com-
mercial bids.
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 com-
pletion of second stage (Commercial Bid), shall be displayed on the Notice Board of
the Bank at Union Bank of India, Technology Centre, Department of Information Tech-
nology, Adi Shankaracharya Marg, Opposite Powai Lake, Powai, Mumbai.
Yours faithfully,
For______________________
Signature_________________
Name____________________
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
To
Dear Sir,
Sub: RFP for 375 Scanners at Various Branches/Offices under DMS Rate Contract 2016-
2017
With reference to the above RFP, having examined and understood the instructions, terms
and conditions forming part of the RFP, we hereby enclose our offer for the supply of the
equipment/software as 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 as per Annexure I, II,III, IV and unpriced commercial
bid is enclosed.
We also confirm that the offer shall remain valid for during Rate Contract period as men-
tioned above from the date of the offer.
We hereby undertake that the equipment to be delivered to the Bank will be brand new in-
cluding all components and that software is licensed 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 what-
soever.
The deviation, if any, has been given in the Annexure III Declaration of Compliance at-
tached.
Yours faithfully,
Authorized Signatories
(Name & Designation, seal of the firm)
Date:
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Union Bank of India RFP for Rate Contract for 375 Scanners
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 dis-
qualification of bids).
Signature:
Seal of company
Technical Specification
We certify that the systems/services offered by us for tender confirms to the specifications
stipulated by you with the following deviations
List of deviations
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)
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
1. The price quoted should be in Indian Rupees on a fixed price basis. However, there will be no in-
crease in price during the contract period of 1 year.
2. The prices should be inclusive of all taxes, duties, levies including Service Tax on AMC etc., except
octroi / entry tax, if any, which will be payable at actual.
3. The vendor should submit tax invoice showing Excise Duty/Counter Veiling Duty (CVD) amount sepa-
rately for payment.
4. The prices quoted should also include charges towards freight, forwarding, delivery, installation,
transit insurance charges till installation, commissioning of equipment.
5. The prices for AMC will be frozen for period of 2 years, after the expiry of warranty period of three
years.
6. The vendors should quote prices strictly as per the price composition stated above failing which the
offers are likely to be rejected.
7. This prices quoted under unit price will be used for quantity mention in RFP.
8. AMC cost should be in the range of 6% to 8% of scanner cost.
9. Since Bank is looking at a contract period of 5 years, and avail the services over a period, if there is
any upward or downward revision on service tax & VAT / sale tax during the ONE year period of the
contract, the same shall be to the Banks account. Baring service tax & VAT / sale tax, no changes
in other tax will be to Banks account.
10. The numbers of units mentioned above are notional for arriving at L1 value. The actual numbers of
units may vary and purchase order shall be placed in phased manner based on actual requirements
of the Bank from time to time during the contract period.
Authorized Signatories
Date:
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Union Bank of India RFP for Rate Contract for 375 Scanners
Name ___________________________________________
Constitution ___________________________________________
Address ___________________________________________
___________________________________________
Signature:
Seal of company
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Union Bank of India RFP for Rate Contract for 375 Scanners
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Union Bank of India RFP for Rate Contract for 375 Scanners
To
Dear Sirs,
In response to your invitation to respond to your RFP for Rate Contract for Supply, Installation
and Maintenance of 375 Scanners, M/s __________________ having their registered office at
_____________ (hereinafter called the Vendor) wish to respond to the said Request for Pro-
posal (RFP) and submit the proposal as per terms and conditions listed in the RFP document.
Whereas the Vendor has submitted the proposal in response to RFP, we, the ____________
Bank having our head office ________________ hereby irrevocably guarantee an amount of
Rs.5.0 lacs (Rupees Five Lac only) as earnest money deposit as required to be submitted by
the Vendor as a condition for participation in the said process of RFP.
The earnest money deposit for which this guarantee is given is liable to be enforced/ invoked:
1) If the Vendor withdraws his proposal during the period of the proposal validity; or
2) If the Vendor, having been notified of the acceptance of its proposal by the Bank dur-
ing the period of the validity of the proposal fails or refuses to enter into the contract
in accordance with the Terms and Conditions of the RFP or the terms and conditions
mutually agreed subsequently.
We undertake to pay immediately on demand to Union Bank of India the said amount of Ru-
pees Rs.5.0 lacs (Rupees Five Lac only) without any reservation, protest, demur, or recourse.
The said guarantee is liable to be invoked/ enforced on the happening of the contingencies as
mentioned above and also in the RFP document and we shall pay the amount on any Demand
made by Union Bank of India which shall be conclusive and binding on us irrespective of any
dispute or difference raised by the vendor.
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Union Bank of India RFP for Rate Contract for 375 Scanners
Date:
To,
We also undertake that, we are not involved in any legal case that may affect the sol-
vency / existence of our firm or in any other way that may affect capability to provide
/ continue the services to bank.
Yours faithfully,
Authorized Signatories
(Name, Designation and Seal of the Company)
Date:
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Union Bank of India RFP for Rate Contract for 375 Scanners
1. APPLICABILITY:
1.1. Reverse Auctions are carried out under the framework of rules that are called Busi-
ness Rules.
1.2. All Bidders participating in Reverse Auction shall understand/accept and give an un-
dertaking for compliance with the same to the Bank in the prescribed format Exhibit-
A.
1.3. Any Bidder not willing to submit such an undertaking shall be disqualified for further
participation respecting the procurement in question.
2. ELIGIBILITY:
2.1. Only Bidders who are technically qualified and who submit the prescribed undertaking
to the Bank alone can participate in Reverse Auction relevant to the procurement for
which RFP is floated.
3.1. The Bidders participating in Reverse Auction shall submit the following duly signed by
the same Competent Authority who signs the offer documents in response to the RFP:
3.1.1. Acceptance of Business Rules for Reverse Auction and undertaking as per for-
mat in Exhibit-A.
3.1.2. Agreement between service provider and Bidder. (This format will be given by
the service provider prior to announcement of Reverse Auction.)
3.1.3. Letter of authority authorising the name/s of official/s to take part in Reverse
Auction as per format in Exhibit-B.
4. TRAINING:
4.1. The Bank will facilitate training for participation in Reverse Auction either on its own
or through the service provider for the Reverse Auction.
4.2. Where necessary, the Bank/service provider may also conduct a mock reverse auc-
tion to familiarize the Bidders with Reverse Auction process.
4.3. Any Bidder/bidder not participating in training and/or mock reverse auction shall do
so at his own risk and it shall not be open for him to make any complaint/grievance
later.
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Union Bank of India RFP for Rate Contract for 375 Scanners
5.1. TCO refers to the aggregate amounts payable by the Bank for transfer of ownership.
5.2.9 Service Level Agreement (SLA) costs as defined in RFP for applicable period.
5.2.10 Facility Management/infrastructure support costs as defined in RFP.
5.2.11 Insurance to cover the equipment for and from transit period till installation.
5.3. The TCO shall be arrived at after deducting buy back costs involved and if/as de-
fined in the RFP.
5.4. TCO, however, shall not include variables of octroi and entry tax. These shall be paid
as per actuals and on production of receipts. However, no penalties respecting octroi
or entry tax shall be paid by the Bank and the vendor shall bear such expenses.
6.1. The Venue, Date, Time etc. for training in Reverse Auction shall be advised at the ap-
propriate time.
6.2. The Bank shall endeavour to fix such Date/Time at mutual convenience to the ven-
dor/s, service provider and the Bank.
7.1. The Date and Time of commencement of Reverse Auction as also Duration of Reverse
Auction Time shall be communicated at least 7 working Days prior to such auction
Date.
7.2. Any force majeure or other condition leading to postponement of auction shall entitle
the Bank to postponement of auction even after communication, but, the Bank shall
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Union Bank of India RFP for Rate Contract for 375 Scanners
8.1. The Reverse Auction shall be conducted on a specific web portal meant for this pur-
pose.
8.2. The Reverse Auction may be conducted by the Bank itself or through a service provid-
er specifically identified/appointed/empanelled by the Bank.
9.1. In all Reverse Auctions conducted by the Bank through a Service Provider, the Bank
shall enter into a separate agreement clearly detailing the role and responsibilities of
the service provider hosting the web portal for the Reverse Auction.
9.2. For creating necessary obligations and rights, the service provider will also enter into
an agreement with each vendor as per a format designed by him for this purpose.
The Bank shall resolve any points/issues concerning such agreement of vendor and
service provider.
9.3. While a Service Level Agreement (SLA) by the bank with the service provider is an ar-
rangement for smooth and fair conduct of the Reverse Auction, the Bank shall be di-
rectly responsible to vendors for fair and transparent conduct of Reverse Auction.
9.4. The service provider at the end of each Reverse Auction shall provide the bank with
all details of the bids and reports of reverse auction.
9.5. The service provider shall also archive the data pertaining to the Reverse Auction for
a minimum period of 3 years.
10.1. Service provider / auctioneer is responsible for conduct of adequate training to all
technically qualified bidders representing the reverse auction and bidding process.
10.2. Each vendor / bidder shall participate in the training at his / their own cost.
10.3. Wherever it is considered necessary and asked by the bidders or as decided by the
auctioneer or by Bank a mock auction may also be conducted for the benefit of all
concerned.
10.4. Authorised representatives of the bidders named in the authorization letter given by
the vendor (Exhibit-B) shall be given unique user name, password by the service pro-
vider / auctioneer.
10.5. Each bidder shall change the password and edit the information in the registration
page after receipt of initial password.
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10.6. All the bids made from the login ID given to bidder shall ipso-facto be considered bid
made by the vendor / bidder to whom login ID and password were assigned by the
service provider / auctioneer.
10.7. Any bid once made through registered login ID / password by the vendor / bidder
cannot be cancelled. The bidder, in other words, is bound to sell the Offering as
per the RFP at the bid price of TCO.
10.8. Every successive bid by the bidder / vendor being decremental bidding shall replace
the earlier bid automatically and the final bid as per the time and log-in ID shall pre-
vail over the earlier bids.
10.9. The Bank shall conduct the reverse auction as per the Standard English reverse auc-
tion, that is, no two bids can have identical price from two different vendors. In
other words, there shall never be a Tie in bids.
11.2. When proxy bid amount is reached, the vendor has an option to revise the proxy bid
amount or he can prefer to start participating in bidding process.
11.3. Since it is an English auction with no ties, two vendors submitting identical proxy bid
amount and succeeding in auction simultaneously does not arise.
11.4. During training, the issue of proxy bidding will be clarified in detail by the service
provider.
12.1. All bidders will be able to view during the auction time the current lowest price in
portal. Bidder shall be able to view not only the lowest bid but also the last bid
made by him at any point of time during the auction time.
13.1. Names of bidders/ vendors shall be anonymously masked in the Reverse Auction
process and vendors will be given suitable dummy names.
13.2. After completion of Reverse Auction, the service provider / auctioneer shall submit
a report to the Bank with all details of bid and the original names of the bidders as
also the L1 bidder with his / their original names.
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14.1. Bank shall determine the start price either on its own or through asking for infor-
mation of price band on TCO from each vendor at appropriate time during or at
the conclusion of technical evaluation. Based on the price band so informed by
vendors, Bank would determine the start price for reverse auction.
15.1. The vendors shall be able to bid only at a specified decrement value and not at
any other fractions. The Bid decrement value shall be Rs. 7,500/- or 0.25% of the
Start price of the Reverse Auction, whichever is higher.
15.2. The bid decrement value shall be rounded off to the nearest thousands of rupees.
15.3. For the sake of convenience of vendors, the web portal shall display the next pos-
sible decremental value of bid. It is not, however, obligatory on the part of ven-
dors to bid at the next immediate lower level only. (That is, bids can be even at 2
or 3 lower levels than the immediate lower level).
16.1. The Bank shall supply copy of the Business rules to any vendors / bidders, wishing
to participate in the reverse auction. Such request shall be made in writing to the
Bank by an authorized representative of the vendor.
16.2. The Bank shall also handover a copy of the Business Rules with a covering letter
duly signed by an authorized signatory of the Bank.
16.3. For any dispute concerning the Business Rules, the hard copy of Business Rules
supplied by the Bank for the reference of reverse auction process will alone be
considered final and bidding.
17.1. In order to reduce the time involved in the procurement process, Bank shall be en-
titled to complete the entire procurement process through a single Reverse Auc-
tion. For this purpose, Bank shall do all it can to award the contract to L1 bidder.
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Union Bank of India RFP for Rate Contract for 375 Scanners
17.2. The Bank shall however, be entitled to cancel the procurement of Reverse Auction
process, if in its view procurement or reverse auction process cannot be conducted
in a fair manner and / or in the interest of the Bank.
17.3. The successful vendor shall be obliged to provide a Bill of Material at the last bid
price at the close of auction.
18.2. Vendors, however, shall attend the training or mock auction at their own cost.
19.1. Any change in Business Rules as may become emergent and based on the experi-
ence gained shall be made only by a Committee of senior / top executives of the
Bank.
19.2. Any / all changes made in Business Rules shall be uploaded in the Website immedi-
ately.
19.3. If any reverse auction process has commenced and a change is made in Business
Rules, it shall be informed immediately to each vendor/ bidder and his concur-
rence to / acceptance of the change shall be obtained in writing by the Bank.
20.1. No vendor shall involve himself / itself or any of his / its representatives in any
price manipulation directly or indirectly with other bidders. If any such practice
comes to the notice, Bank shall disqualify the vendor / bidders concerned from the
reverse auction process.
20.2. Bidder shall not disclose details of his bids or any other details concerning Reverse
Auction process of the Bank to any other third party without specific permission in
writing from the Bank.
20.3. Neither Bank nor service provider / auctioneer can be held responsible for conse-
quential damages such as no power supply, system problem, inability to use the
system, loss of electronic information, power interruptions, UPS failure, etc. (Bank
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Union Bank of India RFP for Rate Contract for 375 Scanners
shall, however, entertain any such issues of interruptions, problems with open
mind and fair degree of transparency in the process before deciding to stop or ex-
tend the auction).
21.1. Any aggrieved vendor / bidder through Reverse Auction process can make com-
plaint in writing within 48 hours of the Reverse Auction to the Chief Compliance
Officer of the Bank.
21.2. The Chief Compliance Officer along with the Chief Law Officer of the bank and
Chief of Audit Dept. shall give personal hearing to the aggrieved bidder / vendor
and decide upon the complaint / grievance.
21.3. Decision of the Grievance Redressal Committee shall be binding on the Bank as
well as on all vendors participating in the Reverse Auction.
22.1. On any issue or area of material concern respecting Reverse Auction not specifi-
cally dealt with in these Business Rules, the decision of the bank shall be final and
binding on all concerned.
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