request for proposal [rfp] for supply ...canarabank.com/upload/english/tenders/rfp 04 2014-15...

a

REQUEST FOR PROPOSAL [RFP]

"FOR SUPPLY, INSTALLATION AND COMMISSIONING OF

PRINTERS AND SCANNERS"

Issued by: Canara Bank,T M Section, 2nd Floor,Circle Office, Bells House,21 Camac Street, Kolkata - 700016

Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15 of 65

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$ot~1il<P ~ Canara BankBid Details in Brief

SI. No. Description Details1. RFPNo. and date RFP04/2014-1 5 Dated 16/1 2/2014

Supply, Installation and Commissioning2. Brief Description of the RFP of Printers and Scanners

Senior Manager,Technology Management SectionCanara Bank,T M Section, 2nd Floor,

3. Bank's Address for Communication Circle Office, Bells House,and Submission of Tender 21 Camac Street, Kolkata - 700016

Tel - 033-22807764Fax- 033-22801911EmaiI: [email protected]@canarabank.com

4. Date of Issue 16thDecember 2014, Tuesday

5. Last Date of Submission of Queries 22nd December 2014, Mondayfor Pre Bid Meeting6. Date of Pre Bid Meeting 23rd December 2014, Tuesday 3.00 PM

7. Last Date of Submission of Bids 14thJanuary 2015,Wednesday 3:00 PM

8. Date and time of Opening of14thJanuary 2015,Wednesday 3:30 pmTechnical Bid.

9. Date and time opening of pricel Will be intimated at the time of openingCommercial bid of Technical Bid.

10. Application Fees (Not Refundable) Rs. 5,000/-

11. Earnest MoneyAs mentioned inDeposit(Refundable)

This document can be downloaded from Bank's websitehttl2://www.canarabank.com/English/Scril2tslTenders.asl2x. In that event, the biddersshould pay the Application Fee for tender document by means of DO drawn on anyscheduled Commercial Bank for the above amount in favor of Canara Bank, payable atKolkata and submit the same along with the Bid document.

Canara Bank, T M Section, CO KOlKATA - RFP04/2014-15

<bah!1 fl(p ~ Canara BankDISCLAIMER

The information contained in this Request for Proposal ("RFP") document or informationprovided subsequently to bidders or applicants whether verbally or in documentary formby or on behalf of Canara Bank (or Bank), is provided to the bidder(s) on the terms andconditions set out in this RFPdocument and all other terms and conditions subject towhich such information is provided. This RFPdocument is not an agreement and is not anoffer or invitation by Canara Bank to any parties other than the applicants who arequalified to submit the bids (hereinafter individually and collectively referred to as"Bidder" or "Bidders" respectively). The purpose of this RFPis to provide the Bidders withinformation to assist the formulation of their proposals. This RFPdoes not claim to containall the information each Bidder require. Each Bidder may conduct its own independentinvestigations and analysis and is free to check the accuracy, reliability and completenessof the information in this RFP.CanaraBankmakesno representation or warranty and shallincur no liability under any law, statute, rules or regulations as to the accuracy, reliabilityor completeness of this RFP.The information contained in the RFPdocument is selectiveand is subject to updating, expansion, revision and amendment. It does not purport tocontain all the information that a Bidder require. Canara Bank does not undertake toprovide any Bidder with accessto any additional information or to update the informationin the RFPdocument or to correct any inaccuracies therein, which may become apparent.

Canara Bank reserves the right of discretion to change, modify, add to or alter any or allof the provisions of this RFPand/or the bidding process, without assigning any reasonswhatsoever. Suchchange will be published on the Bank'sWebsite (www.canarabank.com)and it will become part and parcel of RFP.

Canara Bank in its absolute discretion, but without being under any obligation to do so,update, amend or supplement the information in this RFP.Canara Bank reserves the rightto reject any or all the request of proposals received in responseto this RFPdocument atany stage without assigning any reason whatsoever. The decision of Canara Bank shall befinal, conclusive and binding on all the parties.

CanaraBank,TMSection,COKOLKATA- RFP04/2014-15 Page3of 65

a>01 '21 4(f.) ~ Canara BankAbbreviations used in this Document:

1 AMC Annual Maintenance Contract2 BG BankGuarantee3 BOM Bill of Material4 CST Central SalesTax5 DD DemandDraft6 DIT Department of Information Technology7 EMD EarnestMoneyDeposit8 CO Circle Office9 LAN Local Area Network10 LD Liquidated Damage11 LST Local ServiceTax12 MAF Manufacturer Authorization Form13 MTBF MeanTime Between Failure14 MTIR MeanTime To Restore15 NEFT National Electronic FundsTransfer16 NIAct Negotiable Instruments Act17 OEM Original Equipment Manufacturer18 OS Operating System19 PDI Pre Delivery Inspection20 PERT Project Execution and ReviewTechnique21 RFP RequestFor Proposal [Interalia the term 'Tender' is also used]22 RTGS RealTime GrossSettlement23 VAT Value Added Tax

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d.5otll tl'cP ~ Canara BankLIST OF CONTENTS

Clause TOPIC Clause TOPICNo. No.

A. INTRODUCTION 28 Intimation to Qualified/Successful Bidders1 About Canara Bank 29 Correction of Error in Commercial Bid2 Definitions 30 Determination of L1 Price3 About RFP 31 Bid Validity Period4 Objective 32 Proposal ownership5 Eligibility Criteria 33 Project ownership6 Participation Methodology 34 Acceptance of offer7 Requirement Details 35 Online Reverse Auction (Not Applicable)8 Scope of Work 36 Award of Contracts

B. BID PROCESS D. TERMS & STIPULATIONS9 Bid Document and Cost 37 Effective Date10 Clarification to RFP& Pre-Bid queries 38 Project execution11 Pre-Bid Meeting 39 Execution of Agreement12 Amendment to Bidding Document 40 Delivery, Installation & Commissioning13 Bid System Offer 41 Pre-Dispatch Inspection14 Preparation of Bids 42 Penalties/Liquidated Damages15 Earnest Money Deposit 43 Pricing and Payments16 Make & Models 44 Payment Terms17 Documentation 45 Security Deposit / PB Guarantee18 Cost & Currency 46 Order cancellation/termination of

contract19 Erasures or Alterations 47 Local support20 Assumptions and Presumptions 48 Uptime21 Submission of Bid 49 Software, Drivers and Manuals22 Bid opening 50 Training

C. SELECTION OF BIDDER 51 Warranty23 Preliminary Scrutiny 52 Annual Maintenance Contract24 Clarification of Offers 53 Scope involved during warranty & AMC

period25 Evaluation of Bids 54 Spare parts26 Bidders Presentation/Site Visit/POC 55 MTBF27 Normalization of Bids 56 Defect Liability

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t}.5ora ~ ~ Canara Bank

E.GENERAL CONDITIONS 67 Amendments to the Agreement57 Intellectual Property Rights 68 General Order Terms58 Roles& Responsibility during project 69 Negligence

Implementation59 Indemnity 70 Responsibility for completeness60 Inspection of Records 71 Responsibilities of the Bidder61 Assignment 72 Force majeure62 Publicity 73 Corrupt and Fraudulent Practices63 Insurance 74 Resolution of disputes64 Guarantees 75 Modification/Cancellation of RFP65 Confidentiality and Non-Disclosure 76 Jurisdiction of the court66 Amendments to the PurchaseOrder

F. ANNEXURES

G. APPENDICES

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d>otl!I Q(p ~ Canara BankF. ANNEXURES ( To be submitted with Part A- Conformity to Eligibility Criteria)

1. Check List

2. Bid Covering Letter Format

3. Eligibility Criteria Declaration

4. Applicant's Profile

5. Details of Offices/Branches/Service Centres

6. Authorization Letter Format

7. Non-Disclosureagreement format

ANNEXURES( To be submitted with Part-B -Technical Proposal)8. Technical Bid Covering Letter format

9. Technical Specifications for Printers and Scanners

10.Undertaking of Authenticity for Supply, Installation andMaintenance of Printers and Scanners

11. Compliance Statement

12. Undertaking Letter Format

13. EscalationMatrix

14. Manufacturer/Distributor in India Authorization Form

ANNEXURES( To be submitted with Part-C -Commercial Bid)15. Commercial Bid Covering Letter Format

16. Bill of Material(lndicative)

G. APPENDICESA. Instructions for Part A-Conformity to Eligibility Criteria

B. Instructions for Part B-Technical Proposal

C. Instructions for Part C-Commercial Bid

D. Performance BankGuarantee for Contract Performance

E. BankGuarantee Format for EarnestMoneyDeposit

F. Location Details

Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15 of 65'<

tPiJ1d tt'tP ~ Canara BankA. INTRODUCTION

1. About Canara BankCANARABANK,a body Corporate and a premier Public Sector Bank established in theYear 1906 and nationalized under the Banking Companies (Acquisition and Transfer ofUndertakings) Act, 1970, having its Head office at 112, J C RoadBangalore-560002andamong others is having Circle Office at Bells House, No.21, Camac Street, Kolkata-700016. The Bank is having pan India presence of more than 5700 branches and 47Circle offices situated across the States. The Bank is working on Core Banking Systemusing Flex cube solutions. The Bank is a forerunner in implementation of IT relatedproducts and services and continuously making efforts to provide the state of arttechnological products to its customers.

2. Definitions2.1. 'Bank' means unless excluded by and repugnant context or the meaning thereof,

shall mean 'Canara Bank', described in more detail in paragraph 1 above and whichhas invited bids under this Request for Proposal and shall be deemed to include itsuccessorand permitted assigns.

2.2. 'RFP' means Request for Proposal for Supply, Installation and Commissioning ofPrinters and Scanners.

2.3. 'Bidder' meansa vendor submitting the proposal in responseof RFP.2.4. 'Contract' means the agreement signed by successful bidder and the Bank at the

conclusion of bidding process, wherever required.

2.5. "Successful Bidder' / 'L1 bidder' means the Bidder who is found to be the lowestbidder after conclusion of the bidding process, subject to compliance to all theTerms and Conditions of the RFP,etc.

3. About RFPThe Bank wishes to procure Printers and Scanners from reputed vendors. In thisconnection, Bank invites sealed offers ('Conformity to Eligibility Criteria', 'TechnicalProposal' and 'Commercial Bid') for Supply, Installation and Commissioningof Printersand Scanners as per the Terms & Conditions, Technical Specifications and Scope ofWork described elsewhere in this document.

4. ObjectiveThe Bank proposes to procure Printers and Scannersas per the Terms & Conditions,Technical Specifications and Scopeof Work described elsewhere in this document.

5. Eligibility Criteria:

A vendor submitting the proposal in response to this RFPshall hereinafter be referredto as 'Bidder' and Supply, Installation and Commissioning of Printers and Scanners inthe Bankshall hereinafter be referred as "Solution".

Interested Bidders, who can Supply, Install and CommissionPrinters and Scannersin the.Bankand meeting the following Eligibility Criteria may respond: /\\::,.b.

CanaraBank,TMSection,COKOLKATA- RFP04/2014-15

¢lOlll Q(p ~ Canara Bank

Sl.No. Eligibility Criteria Documents to be submitted with this RFP

Copy of Certificate of Incorporation andCertificate of Commencement of businessin case of Public Limited Company orCertificate of incorporation in case PrivateLimited Company, issued by the Registrarof Companies.

The registration no. of the firm Icompanyalong with Sales Tax no.1 Valid ITCertificate ICertificate of Incorporation.

If the applicant is Manufacturer, theyshould have manufacturing and testingfacilities of international standards andshould enclose the details of locationswhere the manufacturing and testingfacilities are available.

If the bidder is an Authorised Dealer, anAuthorization letter from their OEM todeal/market their product in India and itshould be valid for a minimum period of 6years period.

Manufacturer 1 Dealer 1 DistributorCertificate.

1. The Bidder should be a registeredCompany in India as per IndianCompaniesAct, 1956.

1. The Bidder must produce a certificatefrom the Company's CharteredAccountant to this effect.

2. Audited balance Sheet for last 2 Years(i.e 2012-2013, 2013-2014).

The Bidders to furnish their existingservice centre infrastructure details likecontact details with postal address, no. ofengineers, jurisdiction of the engineer etcbesides Local Contact Person Name,Address, PhoneNo, Mobile No, Email etc.

Proof of Orders issued by Banks, ReputedCompanies & Public Sector Undertakingsto be submitted. The purchase orderissued by the Bank, Reputed Companies&Public Sector Undertakings should beaddressedin the name of the bidder.

2. Bidders shall be the OriginalEquipment Manufacturers (OEM) ofPrinters and Scanners

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Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15

(OR)

An authorized dealer

3. The IT turnover of the Biddershould be minimum Rs.10 Croresper year during last two financialyears (i.e 2012-2013,2013-14)

4. The applicant shall have localoffice in Kolkata

5. The bidder should have supplied atleast 1000 Printers and Scannerseach year in the last two years (upto 31/03/2014)

tP01l1 !l'tP ~ Canara Bank6. Participation Methodology:

In a tender either the Indian Agent on behalf of the Principal/OEM or Principal/OEMitself can bid but both cannot bid simultaneously for the same item/product in thesame tender.If an agent bids on behalf of the Principal/OEM, the same agent shall not submit a bidon behalf of another Principal/OEM in the same tender for the same item/product.In the event of Agent/Representative being not able to perform the obligations as perthe provisions of the contract/warranty, the principal Bidder should assumecompleteresponsibility on behalf of the OEM/Agent for providing end-to-end solution i.e.,technology, personnel, financial and any other infrastructure that would be required tomeet intent of this RFP.

7. Requirement DetailsBank invite sealed offers ('Conformity to Eligibility Criteria', 'Technical Proposal' and'Commercial Bid') for Supply, Installation and Commissioningof Printers and Scannersfor different departments of the Bank as per the Terms & Conditions, TechnicalSpecifications and Scope of Work described elsewhere in this document. The briefdescription of Printers and Scannersis furnished in following tables:

nters 50

5 Duplex LaserJet Printer - Model2 50

403 Scanners

4 Dot Matrix Printer

Detailed technical specification for the above is furnished in ANNEXURE-9All theHardware / Software ordered for Supply, Installation and Commissioningof Printers andScannersshould have comprehensive onsite warranty of one year.

8. Scope of Work

8.1. The Scopeof the work is for Supply, Installation & Commissioningof Printers andScannersas per the quantity detailed under clause 7.

8.2. The scope of the Servicesand Maintenance is to be provided for a period of Sixyear from the date of acceptance by the bank.

8.3. The Bidder should maintain the system during warranty period of 1 Year andAMCperiod of 5 years. During the warranty period and AMCperiod, the Bidder isbound to do all hardware spares replacement without extra cost to Bankcovering all parts & labour from the date of acceptance of the systems by theBank at the respective locations i.e. on-site comprehensive warranty. The Bank,however, reserves the right to enter into Annual Maintenance Contract (AMC)agreement either location-wise or from a single centralized location.

8.4. For delivery location, the Bidder is expected to provide items with the re~atedhardware, all subsystems,operating systems, system software, software c:fny S;and manuals etc. .

Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15 Page 1'0,of 65

tbOll!11l'iP ~ Canara Bank8.5. The Bidder should note that Printers and Scanners being procured shall be

delivered at location as per requirements of bank and the Bidder will berequired to support all such installations. The Bank reserves the right to changelocation by giving prior notice.

8.6. The configuration as per the technical and other specifications of the Printersand Scannersmust be functional and installed from the day one.

8.7. Hardware and Software installation and configuration for the entire set up to behandled by the qualified/experienced personnel only.

8.8. During installation if the bank requires any new Software/OS/Utility, vendor hasto install without any cost where the licensesof the software are with the Bank.

8.9. All necessarycables and other accessoriesrequired for successful installation ofthe hardware items as per the Scopeof Work to be supplied by the Bidder.

8.10. The Bidder should provide the Printers and Scannerswith Bank logo as stickersalong with installation.

8.11. The Bidder should setup the partition as required by the Bank. The details of thesetup will be provided during the setup to the successful bidder.

8.12. Project Completion and Management

8.12.1. For smooth completion of project the Bidder should identify one ortwo of its representatives at Kolkata as a single point of contact forthe Bank.

8.12.2. Project implementation team should be conversant with local rulesand conditions to resolve the issues, if any.

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(POJ~I 4'tJ.i ~ Canara BankB.BID PROCESS9. Bid Document & Cost:

9.1. This document can be downloaded from Bank's websitehttp://www.canarabank.com/English/Scripts/Tenders.aspx . In that event, thebidders should pay the Application Fee of Rs.5,0001- for tender document bymeansof DDdrawn on any scheduled Commercial Bank for the above amount infavour of Canara Bank, payable at Kolkata and submit the same along with theTechnical Bid document.

9.2. Submissionof the cost of the Bid document in other than "Part-A-Conformity tothe Eligibility Criteria" is liable to be rejected on groundsof non-payment of thecost of Bid document.

9.3. The Bidder shall bear all costs associatedwith the preparation and submissionofthe Bid and Bankwill not be responsible for the costs, regardlessof the conductor outcome of the bidding process. The Bank is not liable for any cost incurredby the Bidder in replying to this RFP. It is also clarified that no bindingrelationship will exist between any of the respondents and the Bank until theexecution of the contract.

10. Clarification to RFPand Pre-Bid Queries:10.1. The bidder should carefully examine and understand the specifications, terms

and conditions of the RFPand may seek clarifications, if required. The bidders inall such casesseek clarification in writing in the same serial order of that of theRFPby mentioning the relevant page number and clause number of the RFP.

10.2. All communications regarding points requiring clarifications and any doubts shallbe given in writing to the Deputy General Manager, TM Section, CO Kolkataby the intending bidders before 03:00 PMon 22/12/2014 (Monday).

10.3. Nooral or individual consultation shall be entertained.

11. Pre-Bid meeting:

11.1. A pre-bid meeting of the intending bidders will be held as scheduled below toclarify any point! doubt raised by them in respect of this RFP.Date Day Time Venue

Canara Bank, ™Section, II Floor, Bells23/1212014 Tuesday 3.00PM House, 21 Camac Street, Kolkata

700016.

No separate communication will be sent for this meeting. If the meeting date isdeclared as a holiday under NI Act by the Government subsequent to issuance ofRFP, the next working day will be deemed to be the pre-bid meeting day.Authorized representatives of interested bidders shall be present during thescheduled time. In this connection, Bankwill allow a maximum of 2 representativesfrom each Bidder to participate in the pre-bid meeting.

11.2. Bank has the discretion to consider any other queries raised by the bidder'srepresentative during the pre-bid meeting.

11.3. Bank will have liberty to invite its technical consultant or any outside ,agenpy~wherever necessary, to be present in the pre-bid meeting to reply to thelechht l.queries of the Bidders in the meeting. " .. .. .

Canara Bank, T M Section,CO KOLKATA - RFP04/2014-15 Page t2 of 65

3.>iJllI ~ ~ Canara Bank11.4. The Bankwill consolidate all the written queries and any further queries during the

pre-bid meeting and the replies for the queries shall be made available in theBank's website and no individual correspondence shall be made. The clarificationof the Bank in response to the queries raised by the bidder/s, and any otherclarification/amendments/corrigendum furnished thereof will become part andparcel of the RFPand it will be binding on the bidders.

11.5. Non receipt of reply to the queries raised by any of the Bidders shall not beaccepted as a valid reason for non-submissionof Bid. In addition, non-reply to anyquery may not be deemed the version of the Bidder as reflected in the query hasbeen accepted by the Bank.

12. Amendment to Bidding Document:12.1. At any time prior to deadline for submission of Bids, the Bank, for any reason,

whether, at its own initiative or in response to a clarification requested byprospective bidder, may modify the bidding document, by amendment.

12.2. Notification of amendments will be made available on the Bank's website (i.e.www.canarabank.com) and will be binding on all bidders and no separatecommunication will be issued in this regard.

12.3. In order to allow prospective bidders reasonable time in which to take theamendment into account in preparing their bids, the Bank, at its discretion, mayextend the deadline for a reasonable period as decided by the Bank for thesubmissionof Bids.

13. Bid System Offer

13.1. Bid shall have the following 3 (Three) parts:

13.1.1. Part-A - Eligibility Conformity: Indicating their compliance to EligibilityCriteria. The format for submissionof Conformity to Eligibility Criteriais as per APPENDIX-A.

13.1.2. Part-B - Technical Proposal: indicating the response to the Technicaland Functional requirement specification of Supply, Installation andCommssioning of Printers and Scanners in our Bank. The format forsubmissionof Technical Proposal is as per APPENDIX-B.

13.1.3. Part-C - Commercial Bid: furnishing all relevant information as requiredas per Bill of Material as per ANNEXURE-16.The format for submissionofCommercial bid is as per APPENDIX-C.

14. Preparation of Bids:

14.1. The Bid shall be typed or written in English language with font size of 12 inindelible ink and shall be signed by the Bidder or a person or persons dulyauthorized to bind the Bidder to the Contract. The person or personssigning theBids shall affix signature in all pagesof the Bids, except for un-amended printedliterature.14.1.1. The three parts as stated above, should be placed in three separate

envelopes superscribed with 'Conformity to Eligibility Criteria','Technical Proposal' and 'Commercial Bid' respectively and properlyclosed and sealed. Thereafter, all the three envelop shall be plecedinside another envelope and properly closed and sealed. The,:Hnat. J...."envelope should be superscribed as "Offer for Supply, Installation a., nd Jt?,Commissioning of Printers and Scanners in response to RFP04120,14-

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Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15 of65

$iJli:I 4'iP ~ Canara Bank15 Dt.16/12/2014" (includes separately sealed 'Conformity to EligibilityCriteria', 'Technical Proposal' and 'Commercial Bid') on the top of theenvelope.

14.1.2.All the pagesof Bid including Brochuresshould be made in an organized,structured, and neat manner. Brochures 1 leaflets etc. should not besubmitted in loose form. All the pages of the submitted bids should bepaginated with Name, Seal and Signature of the Authorized Signatory.Bidswith erasing 1 overwriting 1 cutting are without authenticationwill be liable for rejection. Authorization letter for signing the Biddocuments duly signed by Company's Authorized signatory should besubmitted.

14.1.3.All the envelopes shall bear the name and complete postal addressof theBidder and authority to whom the Bid is submitted.

14.2. Part A- Conformity to Eligibility Criteria:14.2.1.Before submitting the bid, the bidders should ensure that they confirm

the eligibility criteria as stated in clause-5 of RFP.Only after satisfyingthemselves of the eligibility, the Offer should be submitted.

14.2.2.The Conformity to Eligibility Criteria as per ANNEXURE-3among others,must contain DemandDraft towards the cost of the Bid document as perstated in the paragraph 9.1 above and EMDI Bank Guarantee in lieu ofEMDas per APPENDIX-Eof Instructions of this document. The Conformityto Eligibility Criteria should be complete in all respects and contain allinformation sought for, as per APPENDIX-A.

14.2.3.The Placement of Application Money and EMD in other than Part-AConformity to Eligibility Criteria to will make the bid liable for rejection.

14.2.4.After ensuring the above, it shall be placed inside a separate Envelopeand sealed and super-scribed on the top of the cover as "PROPOSALPART-A for Supply, Installation and Commissioning of Printers andScanners in response to RFP04/2014-15 Dt.16/1212014".

14.3. Part B-Technical Proposal:

14.3.1.Technical Proposal should be submitted as per the format inAPPENDIX-B. Relevant technical details and documentation should beprovided along with Technical Proposal.

14.3.2. It is mandatory to provide the technical details of the Solution requiredby the bank in the exact format of ANNEXURE-9of this tender.

14.3.3.The offer may not be evaluated and may be rejected by the Bankwithoutany further reference in case of non-adherence to the format or partialsubmissionof technical information as per the format given in the offer.

14.3.4. If any part of the technical specification offered by the bidder isdifferent from the specifications sought in our RFP, the bidder has tosubstantiate the same in detail the reason of their quoting a differentspecification than what is sought for, like higher version or nonavailability of the specifications quoted by us, invariably to process.thetechnical offer.

14.3.5. The Bankshall not allow I permit changes in the technical Spedfitai1' .....once it is submitted. . {p


<botll Qcp ~ Canara Bank14.3.6. The relevant product information, brand, and model number offered,

printed product brochure, technical specification sheets etc. should besubmitted along with the Offer. Failure to submit this information alongwith the offer may result in disqualification.

14.3.7. The Technical Proposal is to be sealed in a separate Envelope superscribed on the top of the cover as "Part-B - Technical Proposal forSupply Installation and Maintenance of Printers and Scanners".

14.3.8. The Technical Proposalshould be complete in all respects and contain allinformation sought for, as per APPENDIX-B.Masked Bill of Material mustbe attached in Technical Offer and should not contain any priceinformation. The Part B-Technical Proposal should be complete andshould cover all products and services.

14.4. Part C-Commercial Bid:14.4.1. The Commercial Bid is to be sealed in a separate Envelope super scribed

on the top of the cover as "PART-C Commercial Bid for Supply,Installation and Commissioning of Printers and Scanners".

14.4.2. Commercial Bid shall be submitted as per Bill of Material and other termsand conditions of RFPon prices. The Commercial Bid should give allrelevant price information as per ANNEXURE-16.Any deviations from theBill of Material/non submissionof prices as per the format shall makethe bid liable for rejection.

14.4.3. Under no circumstances the Commercial Bid should be kept in Part-A (i.e.Conformity to Eligibility Criteria) or Part B (i.e. Technical Proposal)Covers. The placement of Commercial Bid in Part A (i.e. Conformity toEligibility Criteria) or Part B (i.e. Technical Proposal) covers will makebid liable for rejection.

14.4.4. The Bill of Material must be attached in Technical Proposal as well asCommercial Bid. The format will be identical for both Technical Proposaland Commercial Bid, except that the Technical Proposal should notcontain any price information (with Prices masked). Technical Proposalwithout masked Bill of Materials will be liable for rejection. Any changein the Bill of Material format may render the bid liable for rejection.

14.4.5. Bidder must take care in filling price information in the CommercialOffer, to ensure that there are no typographical or arithmetic errors. Allfields must be filled up correctly.

14.4.6. Any change in the Bill of Material format may render the bid liable forrejection. The Commercial Bids that are incomplete or conditional areliable to be rejected.

14.4.7. The Bidder should indicate the individual taxes, and its applicable ratealong with the estimated tax amounts to be paid by the Bank.

14.4.8. If any of the deliverable product, mainly, Hardware, software,Service/Support etc. has both VAT and Service Tax, the bidder has toindicate the Goods component with percentage of VAT and ServiceComponent with service Tax involved. The Goods Component + ServiceComponent should be limited to 100%of the Cost Price. For example, ifGoods Component is 60%then, the Service Component cannot be-morethan 40%. {;


tbCifll il'<P ~ Canara Bank15. Earnest Money Deposit (EMD)/BankGuarantee In Lieu Of EMD:

15.1. The bidder shall furnish Non interest earning Earnest Money Deposit (EMD)asmentioned below (per item) by way of Demand Draft drawn on any scheduledbank in favour of Canara Bank, payable at Kolkata and should be kept along withthe Part-A - Conformity to Eligibility Criteria.

40 8000.0050 45000.00

25 10000.00

lex Networked LaserJet Printer - Model1 50 25000.00

15.2. In Casethe EMDis submitted in the form of BankGuarantee the same should bevalid for the minimum period of 6 months with additional claim period of 3months from the last date for submission of offer. The format for submission ofEMDin the form of BankGuarantee is as per APPENDIX-E.

15.3. Submissionof EMDin other than Part-A-Conformity to Eligibility Criteria Envelopeis liable to be rejected on groundsof non submissionof EMD.

15.4. The EMDof the Bidders not qualified under Technical Proposal will be returnedwithin 15 days after opening the commercial bid of the technically qualifiedbidders. The EMDof Technically Qualified bidders will be returned upon theselected bidder accepting the order and furnishing the performance guarantee.

15.5. The EMDmay be forfeited/ BankGuarantee may be invoked:

15.5.1. If the bidder withdraws or amends the bid during the period of bidvalidity specified in this document.

15.5.2. If the selected bidder fails to accept the purchase order within 7 days orfails to sign the contract or fails to furnish performance guarantee inaccordance with the terms of the RFP.

16. Make and Models:

It is mandatory to provide make & model of all the items and their subcomponents ashas been sought in the technical specification. The Offer may not be evaluated and /or will be liable for rejection in case of non-submissionor partial submission of make,model of the items offered. Pleasenote that substituting required information by justbrand name is not enough. Bidder should not quote hardware/Software items which areimpending Endof Life/End of Support during the contractual period.

17. Documentation:

Technical information in the form of Brochures / Manuals / CDetc. of the most currentand updated version available in Englishmust be submitted in support of the TechnicalOffer made without any additional charges to the bank. The Bank is at liberty toreproduce all the documents and printed materials furnished by the Bidder in relationto the RFPfor its own use.

18. Costs & Currency: .

The Offer must be made in Indian Rupeesonly as per Bill of Material (ANNEXURE-16(

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tPOI'a fl<r.; ~ Canara Bank19. Erasures or Alterations:

The Offers containing erasures or alterations or overwriting will not be considered.There should be no hand-written material, corrections or alterations in the offer.Technical details must be completely filled in. Correct technical information of theproduct being offered must be filled in. Filling up of the information using terms suchas "OK", "accepted", "noted", "as given in brochure/manual" is not acceptable. TheBank may treat such Offers as not adhering to the tender guidelines and asunacceptable.

20. Assumptions/Presumptions/Modifications:The Bank would like to expressly state that any assumption, presumptions,modifications, terms, conditions, deviation etc., which the bidder includes in any partof the Bidder's response to this RFP, will not be taken into account either for thepurpose of evaluation or at a later stage, unless such assumptions, presumptions,modifications, terms, conditions deviations etc., have been accepted by the Bank andcommunicated to the bidder in writing. The bidder at a later date cannot make anyplea of having specified any assumption, terms, conditions, deviation etc in thebidder's response to this RFPdocument. No offer can be modified or withdrawn by abidder after submissionof Bid/s.

21. Submission of Bids:21.1. The Name and addressof the Bidder, RFPNo. and Due Date of the RFPare to be

specifically mentioned on the Top of the envelope containing Bid.21.2. The bid/s properly superscribed in the manner prescribed in earlier clauses of

this RFPshould be deposited in the Tender Box at the Place, Venue, Date andTime mentioned below:

Last Date of Day Time Venuesubmissionof Bid

14101/2015 Wednesday. Upto Canara Bank, Second Floor, Bells House,3.00 PM 21, CamacStreet, Kolkata 700016.

21.3. If the last day of submission of bids is declared as a Holiday under NI Act by theGovernment subsequent to issuanceof RFP,the next working day will be deemedto be the last day for submission of the RFP.The Bid/s which islare depositedafter the said date and time shall not be considered.

21.4. Bids sent through post/ courier will not be accepted1evaluated. No offer will beaccepted directly.

21.5. If the envelopes, including the outer envelope is not sealed and marked in theprescribed manner, the Bank will assume no responsibility for the bid'smisplacement or premature opening.

21.6. The following officials will facilitate in bid related queries and makearrangements for deposit of bid documents.

First Official Alternate OfficialMr. Sukanta Bhattacharya Mr Kalyan DattaOfficer, Canarab Bank Senior Manager, CanaraBankTMSection, rd Floor, TMSection.Z'" FloorBells House, 21 CamacStreet, Bells House, 21 CamacStreet ,Kolkata - 700016. Kolkata - 700016.Tel - 033 22801911 Tel - 033 22807764

Canara Bank, T M Section, COKOLKATA- RFP04/2014-15 of 65

thor!!1 a<P ~ Canara Bank21.7. In case bid documents are too bulky to be placed inside the tender box,

arrangements will be made by the above mentioned officials to receive thetender. However, bidder should reach the venue before the date and timestipulated above.

22. Bid Opening:22.1. The Part A- Conformity to Eligibility Criteria shall be opened in the presence of

the Bidder's representative/s who may choose to attend the bid opening as perfollowing schedule.

Date Day Time Venue

Canara Bank, Second Floor, Bells14/0112015 Wednesday 3.30PM House, 21, CamacStreet, Kolkata

700016.

Bidder's representative may be present in the place and venue well in timealong with an authorization letter in hand for each bid opening under this RFP,as per the format (ANNEXURE-6)enclosed.

Note: Authorization letter should be carried in person and shall not be placedinside in any of the bid covers.

22.2. Attendance of all the representatives of the bidders who are present at bidopening will be taken in a register against Name, Nameof the Companyand withfull signature.

22.3. The Bidders may note that no further notice will be given in this regard. Further,in case the bank does not function on the aforesaid date due to unforeseencircumstances or declared as Holiday then the bid will be accepted up to 3.00 PMon the next working day and bids will be opened at 3:30 PMat the samevenue onthe sameday.

22.4. The following details will be announcedat the time of bid opening.22.4.1. Bidders name.

22.4.2. Presenceor absenceof cost of the Bidding document and Bid security (Incase of Technical bid opening).

22.4.3. Such other details as the Bank at its discretion may considerappropriate.

22.5. If any of the bidders or all bidders who submitted the tender are not presentduring the specified date, time, and venue of opening it will be deemed thatsuch bidder is not interested to participate in the opening of the Bidls and thebank at its discretion will proceed further with opening of the Part A - TechnicalProposal in their absence.

22.6. The Part-A Conformity to Eligibility Criteria submitted by the bidder will beevaluated based on the technical specification stipulated in RFPdocument. ThePart B-Technical Proposal of only those bidders who qualified in Part AConformity to Eligibility Criteria will be opened with due communication by thebank.

22.7. The Commercial Bid of only those bidders who qualified inProposal will be reckoned. Part-B Teth~


tbOld i'J.'cp ~ Canara Bank

C. SELECTION OF BIDDER23. Preliminary Scrutiny:

The Bankwill scrutinize the Bid/s received to determine whether they are complete inall respects as per the requirement of RFP,whether the documents have been properlysigned, whether items are offered as per RFP requirements and whether technicaldocumentation as required to evaluate the offer has been submitted.

Prior to detailed evaluation, the Bankwill determine the substantial responsivenessofeach Bid to the bidding document. Substantial responsiveness means that the bidconforms to all terms and conditions, scope of work and technical specifications andbidding document is submitted without any deviations.

24. Clarification Of Offers:

24.1. During the process of scrutiny, evaluation and comparison of offers, the Bankmay, at its discretion, seek clarifications from all the bidders/any of the bidderson the offer made by them. The bidder has to respond to the bank and submitthe relevant proof /supporting documents required against clarifications, ifapplicable. The request for such clarifications and the Bidders response willnecessarily be in writing and it should be submitted within the time framestipulated by the Bank.

24.2. The Bank may, at its discretion, waive any minor non-conformity or any minorirregularity in the offer. Bank's decision with regard to 'minor non-conformity' isfinal and the waiver shall be binding on all the bidders and the Bank reserves theright for suchwaivers.

25. Evaluation of Bid:

25.1. The Bank will evaluate the bid submitted by the bidders under this RFP. ThePart A- Conformity to Eligibility Criteria submitted by the bidder will beevaluated basedon Clause-5of RFP.The Part B-Technical Proposalof only thosebidders who qualified in Part A- Conformity to Eligibility Criteria, will be openedwith due communication by the Bank. The Commercial Bid of only those bidderswho qualified in Part B- Technical Proposal will be reckoned for evaluationpurpose.

25.2. The Bid will be evaluated by a Committee of officers of the Bank. If warranted,the Bank may engage the services of external consultants for evaluation of thebid. It is Bank'sdiscretion to decide at the relevant point of time

26. Bidders Presentation /Site Visits / Product Demonstration/POC

26.1. The Bank reserves the right to call for a presentation on the features andfunctionalities from those Bidders who have qualified in Part B -TechnicalProposal based on the technical bids submitted to make an evaluation. Thisexercise will be undertaken before opening of the Commercial Bids of thetechnically qualified responsiveBidders.

26.2. Bidders are further required to be in preparedness to demonstrate the proposedsolution by arranging for product walk-through at their owninstallations/principals/ R&D labs duly meeting the specific requirements/issuesraised by the Bank. The Bank may at its discretion, as a part of the technicaLevaluation may request either all bidders or any of them to arrange for thedemonstration of their product more than once if felt necessary befoncommercial evaluation.


d>dld Qc.p ~ Canara Bank26.3. The Bankat its discretion call for providing of Proof of Concept (PoC)of proposed

solution at the site mutually agreed.26.4. Bidders should arrange for visits to the reference sites wherein the product is

successfully implemented by them.' The bidder shall take necessary permissionfrom the site owner and demonstrate the features and performance to the Bankat their own cost. The Bank may require onsite reference visit or a Telephonicconversation with the concerned.

26.5. All expensesincurred in connection with the above shall be borne by the bidder.However, Bankwill bear the travelling, boarding and lodging expenses related toits own personnel and its Consultants, if any.

26.6. Setting of evaluation criteria for product demonstrations shall be entirely at thediscretion of the Bank. The decision of Bank in this regard shall be final and inthis regard, no correspondence shall be entertained.

27. Normalization of Bids27.1. The Bank my go through a process of technical evaluation and normalization of

the bids to the extent possible and feasible to ensure that, shortlisted biddersare more or less on the same technical ground. After the normalization process,if the Bank feels that, any of the Bids needs to be normalized and that suchnormalization has a bearing on the price bids; the Bank may at its discretion askall the technically shortlisted bidders to re-submit the technical and commercialbids once again for scrutiny. The resubmissionscan be requested by the Bank inthe following manner;

27.1.1. Incremental bid submission in part of the requested clarification by theBank

OR27.1.2. Revisedsubmissionsof the entire bid in the whole

27.2. The Bank can repeat this normalization process at every stage of bid submissiontill Bank is satisfied. The shortlisted bidders agree that, they have no reservationor objection to the normalization process and all the technically shortlistedbidders will, by responding to this RFP,agree to participate in the normalizationprocessand extend their co-operation to the Bankduring this process.

27.3. The shortlisted bidders, by submitting the response to this RFP, agree to theprocessand conditions of the normalization process.

28. Intimation to Qualified/Successful Bidders:

The Bankwill prepare a list of technically qualified bidders on the basisof evaluation ofPart - B Technical Proposal and the namesof qualified bidders would be announced onthe Bank's website (i.e. www.canarabank.com)/Notice Board. Only qualified biddersshall participate for opening of Commercial Bid. After the entire completion ofselection process, final list of the bidders (L1, L2, L3....etc.) will be announced asindicated above. No separate intimation will be sent to successful Bidder.

29. Correction Of Error In Commercial Bid

Bank reserves the right to correct any arithmetical errors furnished in the CommercialBid. If any such errors are noticed it will be rectified on the following basis:

29.1. Ba~kmay waive off any minor infirmity or non-conformity or irregularity in a bid,which does not constitute a material deviation.

29.2. If there is discrepancy between the unit price and total price (which is obtameby multiplying the unit price by the quantity), the unit price shall prevail and thtotal price shall be corrected accordingly.

Canara Bank, T M Section, CO KOLKATA- RFP04/2014-15 of 65

¢lala tl'<P ~ Canara Bank29.3. If there is discrepancy between percentage and amount, the amount calculated

on percentage basiswill prevail.29.4. If there is discrepancy in the total arrived at Bill of Material (addition,

subtraction, multiplication, division and carryover of amount from one page toanother), correct total will be arrived by the Bankand the samewill prevail overthe total furnished in the Bill of Material

29.5. If there is a discrepancy between words and figures, the rate/ amount in wordsshall prevail, unless the amount expressed in words is related to an arithmeticalerror in which case, the amount in figures will prevail, subject to the above twoprovisions.

29.6. If the bidder does not accept the correction of errors, the bid will be rejected.

30. Determination of L 1 Price:30.1. L1 Price will be determined after giving effect to arithmetical correction, if any.30.2. The L-1 bidder will be determined individually on all the items on the basisof the

lowest price quoted in the commercial bid based on present value system (Asdefined in 30.7).

30.3. However, the Bank does not bind itself to accept the lowest or any Bid andreserves the right to reject any or all bids at any point of time prior to the orderwithout assigningany reasonswhatsoever.

30.4. The bank reserves the right to re-tender without assigning any reasonswhatsoever. The bank shall not incur any liability to the affected bidder(s) onaccount of such rejection. Bank shall not be obliged to inform the affectedbidder(s) of the grounds for the Bank'srejection.

30.5. The Bank reserves the right to modify any terms, conditions and specifications ofthe RFPand Bank reserves the right to obtain revised price bids from the bidderswith regard to change in RFPclauses. The Bank reserves the right to accept anybid in whole or in part.

30.6. Cost of Hardware & Software items (inclusive of taxes) + AMC (inclusive oftaxes) at present values as per BOM.

The Present Value (PV) of the AMCcost offered for all the years of AMCshall beadded to the price of the Hardware Items offered, for the purpose of evaluationof the price bid and arriving at L1, L2 & L3. The Present Value (PV) for the AMCcomponent will be calculated as per the following formula:

c(1+r)"

Where 'C' is the annual AMCamount of each year'r' is Bank's prevailing BaseRatewhich is presently 10.20%'n' is number of years, i.e. 'n' is 1 for 1st year, 2 for 2nd year ... 6 for 6th year.

31. Bid Validity Period:

The Offer su?mitted and the prices quoted therein shall be valid for 180 days from thedate of opemng of Commercial Bid. Bid valid for any shorter period shall be rejected bythe Bank.

CanaraBank, T M Section, COKOLKATA- RFP 04/2014-15 Page21 of 65

<bOIll alP ~ Canara Bank32. Proposal Ownership:

The proposal and all supporting documentation submitted by the bidder shall becomethe property of the Bank. As the Bidder's proposal is central to the evaluation andselection process, it is important that, the bidder carefully prepares the proposal as perthe prescribed format only. Under no circumstance, the format can be changed, alteredor modified. Bidders must provide categorical and factual replies to specific questions.Bidders may provide additional technical literature relating to their proposal but in aseparate Annexure. Correct and current technical details must me completely filled in.The Appendices/Annexures to this RFPshall form integral part of the RFP.

33. Project Ownership:33.1. If the bidder is offering solutions/products from other bidders/principals, as

required in this RFP,they shall detail the responsibilities of the parties involvedand also submit a letter of undertaking from the parties mentioning their consentand assurance for satisfactory performance of the project. The bidder mustspecify any and all relationships with third parties in respect of the ownershipand also maintenance & support of all hardware and software related to Supply,Installation and Commissioningof Printers and Scannerswhich are relevant to thisRFP.

33.2. Ownership letter by the bidder to be submitted (Undertaking letter by the biddertaking the ownership of the project execution in case third party also involved inproject execution either fully or partially. The bidder shall also submit theownership certificate issued by the third party clearly mentioning the extent ofownership) .

33.3. The Bidder also has to submit a certificate/Letter from OEMthat the proposedHardware, OS, any other related software and the solution offered by the bidderto the Bank are correct, viable, technically feasible for implementation and thesolution will work without any hassles.

34. Acceptance of Offer:

34.1. The Bank reserves its right to reject any or all the offers without assigning anyreason thereof whatsoever.

34.2. The Bankwill not be obliged to meet and have discussionswith any bidder and/orto entertain any representations in this regard.

34.3. The bids received and accepted will be evaluated by the Bank to ascertain thebest and lowest bid in the interest of the Bank. However, the Bankdoes not binditself to accept the lowest or any Bid and reserves the right to reject any or allbids at any point of time prior to the order without assigning any reasonswhatsoever. The bank reserves the right to re-tender the RFPwith or withoutmodifications.

34.4. The bidder including those, whose tender is not accepted shall not be entitled toclaim any costs, charges, damagesand expensesof and incidental to or incurredby him through or in connection with his submissionof tenders, even though theBankmay elect to modify/withdraw the tender.

35. Online Reverse Auction:

For the present RFPOnline ReverseAuction is not applicable.

Canara Bank, T M Section, CO KOLKATA - RFP04/2014-15 Page22 of 65

<bOItl ~ ~ Canara Bank36. Award of Contract:

36.1. The bidder whose Commercial bid is accepted by the bank will be referred to asthe selected bidder and Bank will notify the name of the selected bidder bydisplay in the Notice Board of the Bank.

36.2. The contract shall, be awarded and the order shall be placed on selected L1Bidder. Bank releases the order either in Full or in part or place more than oneorder towards the contract basedon project plan.

36.3. The selected bidder shall submit the acceptance of the order within seven daysfrom the date of receipt of the order. No conditional or qualified acceptanceshall be permitted. The effective date for start of provisional contract with theselected Bidder shall be the date of acceptance of the order by the bidder.

36.4. Bank reserves its right to consider at its sole discretion the late acceptance ofthe order by selected bidder.

36.5. The Shortlisted bidderls will be required to supply the hardware to variousbranches I Offices of the Bank at the rates not higher than the agreed ratefinalized under this RFP.

D. TERMS AND STIPULATIONS.37. Effective Date:

The effective date shall be date of acceptance of the order by the selected bidder.However, the bidder shall submit the acceptance of the order within seven days fromthe date of receipt of order. The Bank reserves the right to consider the lateacceptance of the order, if any, at its discretion.

38. Project Execution:

The Bank and the selected bidder shall nominate a Project Manager each immediatelyon acceptance of the order, who shall be the single point of contact for the project atKolkata. However, for escalation purpose, details of other personsshall also be given..

39. Execution of Agreement.

39.1. Within 21 days from the date of acceptance of the Order, the selected biddershall sign a stamped "Contract Agreement" with the Bank at the time, place andin the format prescribed by the Bank. Failure to execute the Contract Agreementmakes the EMD liable for forfeiture at the discretion of the Bank and alsorejection of the selected Bidder.

39.2. The Contract Agreement shall include all terms, conditions and specifications ofRFPand also the Bill of Material and Price, as agreed finally after Bid evaluationand negotiation. The Contract shall be executed in English language in oneoriginal, the Bank receiving the duly signed Original and the selected Bidderreceiving the photocopy. The contract shall be valid till all contractualobligations are fulfilled

40. Delivery. Installation & Commissioning:

40.1. Bank shall provide the address and contact details for delivery of Printers andScannerswhile placing the order.

40.2. Delivery of all Printers and Scannersshould be within 4 weeks from the date ofreceipt of the PurchaseOrder for non-road permit locations. The Delivery periofor Road Permit locations will be 5 Weeks. Please note that no extra charge Vtax will be paid for those locations where road permit is required. Vendor on

Canara Bank, T M Section, CO KOlKATA - RFP04/2014-15 of 65

a.iJI~1Q(p ~ Canara Bankhas to arrange for road permit at his own cost. It will be the sole responsibility ofthe vendor to submit any form required for release of shipment from the checkpost.

40.3. Non-compliance of the above delivery clause 40.2 will result in imposing penaltyat 0.50% per week or part thereof, on the invoice value branch / location wise.

40.4. The successful bidder should ensure installation, configuration and commissioningof the delivered Hardware & Software and complete all the works specified in theScope of Work at the bank branch/office within 2 weeks from the date ofdelivery of all the materials for each ordered locations.

40.5. Non-compliance of the above installation clause 40.4 will result in imposingpenalty at 0.50% per week or part thereof, on the invoice value branch / locationwise.

40.6. Bank reserves the right to change/modify locations for supply of the items. In theevent of any change/modification in the locations where the hardware items areto be delivered, the bidder in such casesshall deliver, install and commission atthe modified locations at no extra cost to the Bank. However if the hardwareitems are already delivered, and if the modifications in locations are made afterdelivery, the bidder shall carry out installation and commissioning at themodified locations and the Bank in such cases shall bear the shiftingcharges/arrange shifting. The Warranty/ AMC(if contracted) should be applicableto the altered locations also.

40.7. The Installation will be deemed as incomplete if any component of the hardwareis not delivered or is delivered but not installed and / or not operational or notacceptable to the Bank after acceptance testing/ examination. In such an event,the supply and installation will be termed as incomplete and system(s)will not beaccepted and the warranty period will not commence. The installation will beaccepted only after complete commissioningof hardware.

40.8. The Bank will not arrange for any Road Permit / Sales Tax clearance fordelivery of hardware to different locations and the Vendor is required to makethe arrangements for delivery of hardware to the locations as per the list oflocations /items provided from time to time by the Bank.

40.9. Commissioningof the hardware will be deemed as complete only when the sameis accepted by the Bank in accordance with the Terms & Conditions of thisTender.

40.10. Partial or incomplete or damaged delivery of materials will not be considered asdelivered of all the ordered materials. Date of delivery shall be treated as dateof last material delivered to the ordered locations if materials are not damaged.In case materials are delivered with damage, Date of delivery shall be treated asdate of replacement of damaged material with new one. Delivery payment shallbe paid against completion of delivery of all the ordered materials without anydamage and proof of delivery duly certified by Bank's Officials, along withdelivery payment claim letter.

41. Pre-Dispatch Inspection (POI):

41.1. The Bank and/or its nominated officials/consultants may carry out pre-dispatchinspection of all ordered equipment or any part thereof before delivery. Onaccount of POI, there will not be any change in delivery terms and conditions.However the bank will have the discretion to conduct POI. '

41.2. The selected bidder shall inform his readiness for pre-dispatch inspection at least7 days in advance. Inspection of the ordered equipment to be supplied to th

Canara Bank, T M Section, CO KOLKATA - RFP04/2014.15 of65

<biJflllcP ~ Canara BankBank shall be carried out at bidder's site/facility. There shall not be anyadditional charges payable by the Bank for such inspection. However, the Bankwill have the discretion to recover the costs related to travel and stay of itsstaff / consultants from the bidders if the ordered equipment offered forinspection are not as per the Bank's order or if the vendor fails to comply withthe test and inspection procedure.

42. Penalties/liquidated Damages:

42.1. Penalties/Liquidated damages for delay in Delivery and Installation ofHardware and Software in all Locations.

Non-compliance of the above delivery & installation clauses (40.2) and (40.4)will result in the Bank imposing penalty (0.50%on delay in delivery and 0.50%ondelay on installation) per week or part thereof, on the invoice valuelocation/office address wise. However the total Penalty/LD to be recoveredunder this clause shall be restricted to 5%of the total value of the order.

42.2. Penalties/liquidated Damagesfor non-performance: If the specifications of theRFPare not met by the bidder during various tests, the bidder shall rectify orreplace the same at bidders cost to comply with the specifications immediatelyto ensure the committed uptime, failing which the Bank reserves its right toreject the items.

42.3. The liquidated damages shall be deducted / recovered by the Bank from anymoney due or becoming due to the bidder under this purchase contract or may berecovered by invoking of Bank Guarantees or otherwise from bidder or from anyother amount payable to the bidder in respect of other PurchaseOrders issuedunder this contract, levying liquidated damageswithout prejudice to the Bank'sright to levy any other penalty where provided for under the contract.

42.4. All the above LDsare independent of each other and are applicable separatelyand concurrently.

42.5. LDis not applicable for the reasonsattributable to the Bankand ForceMajeure.43. Pricing & Payments:

43.1. The Price offered to the Bank must be in Indian Rupees and inclusive ofDuties/lnsurance/Freight/charges of road permit but Exclusive of all taxesCST/LST /VAT/Octroi/Entry Tax/Local Body Tax, etc. The Vendor has to quotethe applicable taxes separately.

43.2. The item value along with CST/VATshould be claimed in the invoice, locationwise and CST/VATwill be paid in actual at our end to the maximum of taxesindicated in the Bill of Material. Octroi / Entry Tax, if applicable, will also bepaid / reimbursed at our end centrally on production of original payment receiptfrom the respective location where the items were delivered.

43.3. The Octroi/Entry Tax will have to be claimed separately by submitting theoriginal Octroi/entry tax paid receipt, location wise and it should be claimedalong with delivery & installation payment.

43.4. No escalation in price quoted is permitted for any reason whatsoever. Pricesquoted must be firm till the completion of the contract including warrantyperiod.

43.5. From the date of placing the order till the delivery of the systems, if any changesare brought in the duties such as excise/customs etc., by the Governrnen


<biJI~1trif.i ~ Canara Bankresulting in reduction of the cost of the systems, the benefit arising out of suchreduction shall be passedon to the Bank.

43.6. Applicable Taxeswill be paid at actual to the maximum of taxes indicated in theBill of Material. If there is any delay in delivery of the hardware ordered onaccount of the Bidder, then any increase in tax rate has to be borne by thebidder. However if any decrease in the tax rates, then the taxes at actual will bepaid.

43.7. If any of the deliverable product, mainly, Hardware, Software, services / Supportetc. has both VAT and Service Tax, Bankwill pay only VAT for GoodsComponentof Hardware/ Software and Service Tax for Service Component ofHardware/Software. The Goods Component + Service Component should belimited to 100%of the Cost Price of Hardware/ Software.

44. Payment Terms:

44.1. Payment schedule will be as under:

Sl. Payment % of Condition/RemarksNo Stages Payment

On delivery of all Hardware & Software items onproduction of relevant documents. Please note thatOriginals of invoices (plus One Copy) reflecting Taxes

1 Delivery 90% & Duties, Proof of delivery duly signed by Bankofficials of the respective Branch/ office should besubmitted while claiming payment in respect of ordersplaced.

10%of the total cost will be released after successfulinstallation, configuration & comrmssromng of

Installation, Hardware & Software items supplied as per Scope of

2 configuration 10%Work. The vendor has to submit installation reports

& duly signed by the Bank officials of the respectivecommissioning Branch/offices, while claiming payment.

The invoice and installation report should contain theproduct serial number of the items supplied.

44.2. Payment shall be released within 30 days of submissionof relevant documents asper RFPterms.

44.3. The payments will be released through NEFT/ RTGSand the Selected Bidder hasto provide necessary Bank Details like Account No., Bank's Name with Branch,IFSCCodeetc.

45. Security Deposit / Performance Bank Guarantee:

45.1. The successful bidder should submit a Security Deposit / Performance Guaranteefor 10%of total value of the contract within 21 days from the date of acceptanceof the Order.

45.2. If the Security Deposit /Performance Guarantee is not submitted within the timestipulated above, penalty at 0.50%for each completed calendar week of delay orpart thereof on the cost of the order will be deducted from the delivery paymentor from any other payments for the delay in submission of Bank Guarantee. etotal penalty under this clause shall be restricted to 5%of the total order val


(POJl!1 i}(p ~ Canara Bank45.3. Security Deposit should be submitted by way of DDdrawn on CanaraBankpayable

at Kolkata / Bank Guarantee may be obtained from any of the Scheduled Banks(other than CanaraBank). However it should be as per the bank's format.

45.4. Security Deposit/Performance BankGuarantee should be valid for one year fromthe date of installation and shall be retained till the completion of warrantyperiod. The guarantee should also contain a claim period of Three months fromthe last date of validity.

45.5. The selected bidder shall be responsible for extending the validity date and claimperiod of the Bank guarantees as and when it is due, on account of incompletionof the project and warranty period.

45.6. The security deposit / bank guarantee will be returned to the bidder oncompletion of Warranty Period.

45.6.1. The Bankshall invoke the Bankguarantee before the expiry of validity, ifwork is not completed and the guarantee is not extended, or if theselected bidder fails to complete his obligations under the contract. TheBank shall notify the selected bidder in writing before invoking the Bankguarantee.

46. Order CancellationlTermination of Contract:

46.1. The Bank reserves its right to cancel the entire / unexecuted part of thePurchase Order at any time by assigning appropriate reasons and recoverexpenditure incurred by the Bank in addition to recovery of liquidated damagesin terms of the contract, in the event of one or more of the following conditions:46.1.1. Delay in delivery beyond the specified period for delivery.46.1.2. Seriousdiscrepancies noted in the items delivered.

46.1.3. Breachesin the terms and conditions of the Order.

46.1.4. Non satisfactory performance of the Printers and Scanners duringwarranty.

46.2. After the award of the order/contract, if the selected Bidder does not performsatisfactorily or delays execution of the order/contract, the Bank reserves theright to get the balance contract executed by another party of its choice bygiving one month's notice for the same. In this event, the selected Bidder isbound to make good the additional expenditure, which the Bank may have toincur to carry out for the execution of the balance of the order/contract. Suchadditional expenditure shall be incurred by the Bankwithin reasonable limits atcomparable price prevailing in the market. This clause is also applicable, if forany reason, the contract is cancelled.

46.3. In addition to the cancellation of purchase order, the Bank reserves its right toinvoke the BankGuarantee or foreclose the Security Deposit given by the biddertowards non- performance/non-compliance of the terms and conditions of thecontract, to appropriate towards damages.

46.4. Bank shall serve the notice of termination to the bidder at least 30 days prior, ofits intention to terminate services during Warranty & AMCperiod (If contracted).

47. Local Support:

47.1. The bidder should be capable of meeting the service &specified in this tender.

~

support standardstCanara Bank, T M Section, CO KOLKATA- RFP04/2014-15 0(65

d;)OIll fl'tp ~ Canara Bank47.2. The bidder shall provide Warranty and AMCsupport [if contracted] during office

Hourson all BankWorking daysof the year for all the locations.47.3. ResponseTime and Meantime to Restore [MTTR]

47.3.1. ResponseTime shall be 2 Hoursand MTTRshall be 4 Hours.48. Uptime

Vendor has to arrange for engineer as and when required. i.e in case Printers orscannersgoesdown

49. Software, Drivers and Manuals:

49.1. The bidder shall supply along with each item, all the related documents,Software Licensesand necessarymedia of the software loaded in the Printers andScanners without any additional cost. The media and documents shall be inEnglish. These will include but not restricted to User Manual, Operation Manual,Other Software and Drivers etc.

49.2. All related documents, manuals, catalogues and information furnished by thebidder shall become the property of the Bank.

50. Training:

No separate training is required. The selected Vendor has to give demo and explainoperational guidelines of the product at the site of the installation to Bank's Officials.

51. Warranty:

The entire equipments / hardware (including OS)& software deployed for this projectshall be under Comprehensive Onsite Warranty covering all parts including for thedisplay panel, updates, minor upgrades of software, maintenance or support for itsproper operation, performance and output as specified in the tender technicalspecifications for a period of one year from the Date of Installation/commissioning.

52. Annual Maintenance Contract (If Contracted):

52.1. The Bank, at its discretion may enter into Annual Maintenance Contract AMCwiththe Bidder at its discretion after completion of respective warranty periods

52.2. Support for maintenance of Printers and Scanners (including OS and softwarelicense) and Other Items supplied should be available for a minimum period of 1years, covering all parts, maintenance and support, after expiry of warrantyperiod.

52.3. The Bankwill pay AMCcharges for Printers and Scanners(including OS)and OtherItems after the end of warranty period. Suchpayment shall be released quarterlyin arrears after satisfactory completion of service during the period andsubmissionof reports and invoices.

52.4. During the Warranty and AMC (if contracted) period, the Bidder should extendthe On Site Service Support. The scope of Warranty and AMC(if contractedj.shalt .include

52.4.1. Rectification of Bugs/defects if any.

52.4.2. Preventive Maintenance quarterly.

52.4.3. Maintenance of Printers and Scannersincluding Software.

52.5. It may be noted that the Bank reserves the right to demand additionalperformance Bank Guarantee to the tune of 10%of the value of the Purchase


<bot'll «lIP ~ Canara BankOrder, if AMCcharges quoted by the bidder are abnormally low (below 5%of thecost). The Bank has discretion to consider such offer or for seeking clarificationfrom the bidder to decide for consideration. This BankGuarantee will be towardscontractual/ AMC obligations of the bidder. Bidder shall quote the charges ofAMC as per the Bill of Material (ANNEXURE-16).This Bank guarantee shall besubmitted within 15 days from the date of acceptance of the order which shallcover warranty and AMCperiod (Total 6 Years) with a claim period of 3 months.The bidder has to submit this Bank guarantee in addition to the SecurityDeposit/Bank Guarantee as specified in clause 45.1. The selected bidder shall beresponsible for extending the validity date and claim period of the Bankguarantees as and when it is due, on account of incompletion of the project andwarranty period.

53. Scope Involved During Warranty and AMCPeriod (if contracted)During the period of contract up to completion of Warranty and also during annualmaintenance (if contracted), the bidder shall perform the following:53.1. If any software and Hardware upgrades and updates provided by the OEMas free

of cost, it should be provided and installed & configured by the selected bidderduring Warranty and AMCsupport [If contracted].

53.2. Any corruption in the Software or media shall be rectified during the full periodof the contract including Warranty and AMC, if contracted, at no extra cost tothe Bank.

53.3. The system spare parts/services, as and when required, and completemaintenance of the Printers and Scanners during warranty period and AMC (ifcontracted), shall be supported for a period to be specified by the bank.

53.4. The support shall be given in person or through telephone, FAX, letter and E-mailwithin a reasonable time as the casemay be.

53.5. Only licensed copies of software shall be supplied and ported in the Printers andScanners. The bidder shall grant an irrevocable perpetual license to the Bank touse the software. Further, all software supplied shall be of latest version.

53.6. The bidder shall provide centralized complaint booking facility to the bank andthe dash board, if available, shall be provided to the Bank. The method ofbooking complaints shall be E-mail, Toll-free no, on line portal, web, etc.

53.6.1. Escalation matrix should be provided for support, technical, project, etc.as per ANNEXURE-13.

53.6.2. During AMCperiod [If contracted] Bankmay, by notice of not less than 30days in writing to the bidder, modify or delete either any location or alllocation, either partial items or all items of the contract.

54. Spare Parts:

54.1. The vendor shall make available the spare parts, components etc. for the systemsfor a period to be specified by the Bank, during warranty and AMCperiod.

54.2. If any of the peripherals / components is not available during the warranty / AMCperiod, the substitution shall be carried out with peripherals/componen ofequivalent or higher capacity.

55. Mean Time Between Failures (MTBF):

If during the warranty period and AMC period [If contracted], any hardware. ad/orsoftware items fails on three or more occasionsin a quarter, such hardware items shall


<fiOltl t'l'tP ~ Canara Bankbe replaced by equivalent / superior new hardware items by the bidder at no additionalcost to the Bank.

56. Defect liabilityIn case any of the supplies and equipment delivered under the Contract are found to bedefective as to material and workmanship and / or not in accordance with therequirement, and/or do not achieve the guaranteed performance as specified herein,within the warranty and AMCperiod (if contracted) of the contract and the bidder shallforthwith replace/make good such defective supplies at no extra cost to the bankwithout prejudice to other remedies asmay be available to the bank as per RFPterms.

E. GENERAL CONDITIONS:57. Intellectual Property Rights:

57.1. Bidder warrants that the inputs provided shall not infringe upon any third partyintellectual property rights, including copyrights, patents and other intellectualproperty rights of any nature whatsoever. Bidder warrants that the deliverablesshall not infringe upon any third party intellectual property rights, includingcopyrights, patents and other intellectual property rights of any naturewhatsoever. That the Hardware and Software supplied to the Bank shall notinfringe the third party intellectual property rights, if any. The bidder has toensure that third party rights are not infringed even in case of equipment/software supplied on behalf of consortium as bidder.

57.2. In the event that the Deliverables become the subject of claim of violation orinfringement of a third party's intellectual property rights, bidder shall at itschoice and expense: [a] procure for Bank the right to continue to use suchdeliverables; [b] replace or modify such deliverables to make them noninfringing, provided that the same function is performed by the replacement ormodified deliverables as the infringing deliverables; or [c] if the rights to usecannot be procured or the deliverables cannot be replaced or modified, acceptthe return of the deliverables and reimburse bank for any amounts paid to bidderfor such deliverables, along with the replacement costs incurred by Bank forprocuring an equivalent equipment in addition to the penalties levied by Bank.However, Bank shall not bear any kind of expense, charge, fees or any kind ofcosts in this regard. Notwithstanding the remedies contained herein, the biddershall be responsible for payment of penalties in case service levels are not metbecauseof inability of the bank to use the proposed solution.

57.3. The indemnification obligation stated in this clause apply only in the event thatthe indemnified party provides the indemnifying party prompt written notice ofsuch claims, grants the indemnifying party sole authority to defend, manage,negotiate or settle such claims and makes available all reasonable assistance indefending the claims [at the expenses of the indemnifying party].Notwithstanding the foregoing, neither party is authorized to agree to anysettlement or compromise or the like which would require that the indemnifiedparty make any payment or bear any other substantive obligation without theprior written consent of the indemnified party. The indemnification obligationstated in this clause reflects the entire liability of the parties for the mattersaddressed thereby.

57.4. The bidder acknowledges that business logics, work flows, delegation anddecision making processesof Bank are of businesssensitive nature and shabe disclosed/referred to other clients, agents or distributorHardware/Software.


cbiJIll 4IP~ Canara Bank58. Roles & Responsibility during Project Implementation

58.1. All tools, tackles, testing instruments, consumables, vehicles, etc., as requiredduring all operations such as transport, installation, testing, commissioningmaintenance during warranty and AMCetc., shall be provided by the Bidder atno extra cost to the Bank for completing the scope of work as per this RFP.

58.2. The selected Bidder shall take all steps to ensure safety of bidder's and thebank's personnel during execution of the contract and also be liable for anyconsequencesdue to omissionor act of the selected bidder or theirs sub-bidders.

58.3. In case any damage of Bank's property during execution of work is attributable tothe bidder, bidder has to replace the damaged property at his own cost.

58.4. The selected bidder has to execute an Undertaking of Authenticity for Hardwareitems as per ANNEXURE-10.

59. Indemnity:

59.1. The bidder shall keep and hold the Bank indemnified and harmless from time totime and at all times against all actions, proceedings, claims, suits,liabilities(including statutory liability), penalties, demands, charges, costs(including legal costs) and expenses, damages, losses and any other expenseswhich may be caused to or suffered by or made or taken against the Bank arisingout of:

59.1.1. The breach, default or non-performance of undertakings, warranties,covenants or obligations by the bidder;

59.1.2. Any contravention or Noncompliance with any applicable laws,regulations, rules, statutory or legal requirements by the bidder;

59.2. The bidder shall indemnify, protect and save the Bank against all claims, losses,costs, damages, expenses, action suits and other proceedings, resulting frominfringement of any law pertaining to patent, trademarks, copyrights etc. or suchother statutory infringements in respect of Printers and Scanners supplied bythem.

59.2.1. All indemnities shall survive notwithstanding expiry or termination of thecontract and bidder shall continue to be liable under the indemnities.

59.2.2. The limits specified above said clause shall not apply to claims made bythe Bank/third parties in case of infringement of Intellectual propertyrights or for claims relating to the loss of damage to real property andtangible personal property and for bodily injury or death and in thesecasesthe liability will be unlimited.

59.2.3. All Employeesengaged by the Bidder shall be in sole employment of thebidder and the bidder shall be solely responsible for their salaries,wages, statutory payments etc. That under no circumstances shall beBank be liable for any payment or claim or claim or compensation(including but not limited to compensation on account of injury / death /termination) of any nature to the employees and personnel of the bidder.

59.3. Bidder's aggregate liability shall be subject to an overall limit of the total Costthe project.

60. Inspection of Records:

Bank at its discretion may verify the accounts and records or appoint third partverification including an auditor for audit of accounts and records including Hard are,


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

(hOltl i\(p ~ Canara BankSoftware provided to the Bank under this RFP and the vendor shall extend allcooperation in this regard.

61. Assignment:61.1. The vendors shall not assign to anyone, in whole or in part, it's obligations to

perform under the RFP/contract, except with the Bank's prior written consent.61.2. If the Bank undergoes a merger, amalgamation, take-over, consolidation,

reconstruction, change of ownership etc., this RFPshall be considered to beassigned to the new entity and such an act shall not affect the rights andobligations of the Vendor under this RFP.

62. Publicity:

Any publicity by the bidder in which the name of the Bank is to be used will be doneonly with the explicit written permission of the Bank.

63. Insurance:

The Hardware to be supplied will be insured by the bidder against all risks of loss ordamages from the date of shipment till such time, the same is delivered and installedat site and handed over to the Bank/Office. The Bidder has to obtain transit insurancecover for the items to be delivered from their factory/godown to the location and suchinsurance cover should be available till installation of the Printers and Scanners. Ifthere is any delay in the installation which could be attributed to Bank, in such anevent the insurance must be available for minimum 30 days from the date of delivery ofPrinters and Scanners.

64. Guarantees:

The bidder should guarantee that the hardware items delivered to the Bank are brandnew, including all components. In the case of software, the bidder should guaranteethat the software supplied to the Bank includes all patches, upgrades/ updates etc.,and the same are licensed and legally obtained. All hardware and software must besupplied with their original and complete printed documentation.

65. Confidentiality and Non-Disclosure

65.1. The bidder shall take all necessary precautions to ensure that all confidentialinformation is treated as confidential and not disclosed or usedother than for thepurpose of project execution. Bidder shall suitably defend, indemnify Bank forany loss/damage suffered by Bank on account of and to the extent of anydisclosure of the confidential information. The bidder shall furnish anundertaking as given in ANNEXURE-7.

65.2. No media release/public announcement or any other reference to the RFPor anyprogram there under shall be made without the written consent of the Bank, byphotographic, electronic or other means is strictly prohibited.

66. Amendments to Purchase Order:

Once purchase order is accepted by the bidder, no amendments or modifications oforder and no waiver of any of the terms or conditions hereof shall be valid or bindinunlessmade in writing.

67. Amendments to the Agreement:

Once AMC agreement [If AMC contracted] are executed with the bidder, noamendments or modifications of Agreement and no waiver of any of the terms orconditions hereof shall be valid or binding unlessmade in writing.


®iJll!11fu> ~ Canara Bank68. General Order Terms:

Normally, the Order will be placed on the successful bidder as per the details given inthe bid document. But, if there is any change in name/address/constitution of thebidding Firm/Company at any time from the date of bid document, the same shall beinformed by the bidders to the Bank immediately. This shall be supported withnecessary documentary proof or Court orders, if any. Further, if the biddingFirm/Company is undergoing any re-organisation/restructuring/merger/demerger andon account such a change the Firm/Company is no longer performing the original line ofbusiness, the same shall be informed to the Bank. There shall not be any delay in thisregard. The decision of the Bank to place orders or otherwise under such situation shallrests with the Bankand the decision of the Bankis final.

69. Negligence:

In connection with the work or contravenes the provisions of General Terms, if theselected bidder neglects to execute the work with due diligence or expedition orrefuses or neglects to comply with any reasonable order given to him in writing by theBank, in such eventuality, the Bank may after giving notice in writing to the selectedbidder calling upon him to make good the failure, neglect or contravention complainedof, within such times as may be deemed reasonable and in default of the said notice,the Bank shall have the right to cancel the Contract holding the selected bidder liablefor the damages that the Bank may sustain in this behalf. Thereafter, the Bank maymake good the failure at the risk and cost of the selected bidder.

70. Responsibility for Completeness:

70.1. The bidder shall ensure that the Solution provided [Hardware/Software etc]meets all the technical and functional requirements as envisaged in the scope ofthe RFP.

70.2. The bidder shall deliver, install the equipment and port the software, arrange foruser level demo at bidder's cost as per accepted time schedules. The bidder isliable for penalties levied by Bank for any deviation in this regard. The biddershall provide for all drivers/software required to install, customize and test thesystem without any further charge, expense and cost to Bank.

71. Responsibilities of the Bidder.

By submitting a signed bid/response to this RFPthe Bidder certifies that:

71.1. The Bidder has arrived at the prices in its bid without agreement with any otherbidder of this RFPfor the purpose of restricting competition.

71.2. The prices in the bid have not been disclosed and shall not be disclosed to anyother bidder of this RFP.

71.3. No attempt by the Bidder to induce any other bidder to submit or not to submit abid for restricting competition hasoccurred.

71.4. Each Bidder must indicate whether or not they have any actual or potentialconflict of interest related to contracting services with CANARABANK. In casesuch conflicts of interest do arise, the Bidder must indicate the manner in whichsuch conflicts can be resolved.

71.5. The Bidder represents and acknowledges to the Bank that it possessesnecessaryexperience, expertise and ability to undertake and fulfill its obligations, under allphases involved in the performance of the provisions of this RFP. The Bidderrepresents that all software and hardware to be supplied in response to thisshall meet the proposed Bidder solution requirements. The Bidder shall

Canara Bank, T M Section, CO KOLKATA - RFP04/2014·15 of 65

QJotlI it<P ~ Canara Bankrequired to independently arrive at a solution, which is suitable for the Bank,after taking into consideration the effort estimated for implementation of thesame. If any services, functions or responsibilities not specifically described inthis RFPare an inherent, necessary or customary part of the deliverables orservices and are required for proper performance or provision of the deliverablesor services in accordance with this RFP, they shall be deemed to be includedwithin the scope of the deliverables or services, as if such services, functions orresponsibilities were specifically required and described in this RFPand shall beprovided by the Bidder at no additional cost to the Bank. The Bidder alsoacknowledges that the Bank relies on this statement of fact, therefore neitheraccepting responsibility for, nor relieving the Bidder of responsibility for theperformance of all provisions and terms and conditions of this RFP, the Bankexpects the Bidder to fulfill all the terms and conditions of this RFP.

72. Force Majeure:72.1. The bidder shall not be liable for default or non-performance of the obligations

under the contract, if such default or non-performance of the obligations underthis contract is caused by any reasonor circumstances or occurrences beyond thecontrol of the bidder, i.e. ForceMajeure.

72.2. For the purpose of this clause, "Force Majeure" shall mean an event beyond thecontrol of the bidder, due to or as a result of or caused by acts of God, wars,insurrections, riots, earth quake and fire, events not foreseeable but does notinclude any fault or negligence or carelessness on the part of the bidder,resulting in such a situation.

72.3. In the event of any such intervening Force Majeure, the Bidder shall notify theBank in writing of such circumstances and the cause thereof immediately withinfive calendar days. Unless otherwise directed by the Bank, the Bidder shallcontinue to perform / render / discharge other obligations as far as they canreasonably be attended / fulfilled and shall seek all reasonable alternative meansfor performance affected by the Event of ForceMajeure.

72.4. In such a case, the time for performance shall be extended by a period (s) notless than the duration of such delay. If the duration of delay continues beyond aperiod of three months, the Bank and the Bidder shall hold consultations witheach other in an endeavor to find a solution to the problem. Notwithstandingabove, the decision of the Bankshall be final and binding on the Bidder.

73. Corrupt And Fraudulent Practices

73.1. As per Central Vigilance Commission (CVC)directives, it is required that Bidders/Suppliers / Contractors observe the highest standard of ethics during theprocurement and execution of such contracts in pursuanceof this policy:

73.2. "Corrupt Practice" means the offering, giving, receiving or soliciting of anythingof values to influence the action of an official in the procurement process or incontract execution AND

73.3. "Fraudulent Practice" means a misrepresentation of facts in order to influence aprocurement process or the execution of contract to the detriment of the Bankand includes collusive practice among bidders (prior to or after bid submission)designed to establish bid prices at artificial non-competitive levels and to deprivethe Bankof the benefits of free and open competition.

73.4. The Bank reserves the right to reject a proposal for award if it determines tthe bidder recommended for award has engaged in corrupt or fraudu·practices in competing for the contract in question.


tbOfl!lilctJ ~ Canara Bank73.5. The Bank reserves the right to declare a firm ineligible, either indefinitely or for

a stated period of time, to be awarded a contract if at any time it determinesthat the firm has engaged in corrupt or fraudulent practices in competing for orin executing the contract.

73.6. The decision of Bank in determining the above aspects will be final and bindingon the all the Bidders. No Bidder shall contact through any means ofcommunication the Bank or any of its employees on any matter relating to itsBid, from the time of Bid opening to the time the contract is awarded. If thebidder wishes to bring additional information to the notice of the Bank, it may doso in writing.

73.7. Any effort/attempt by a bidder to influence the Bank in its decision on bidevaluation, Bid comparison or contract award may result in not rejection of theBidder's bid and/or blacklisting the Bidder. The Bidder agrees not to hire, solicitor accept solicitation either directly or through a third party from any of theemployees of the Bank directly involved in this contract during the period ofcontract and one year thereafter, except as the parties may agree on the case tocase basis.

73.8. The selected bidder shall ensure compliance of CVCguidelines issued or to beissued from time to time for selection of vendor for supply, installation andmaintenance of Printers and Scannersby the Bank.

74. Resolution of Disputes:

All disputes and differences of any kind whatsoever, arising out of or in connection withthis Offer or in the discharge of any obligation arising under this Offer (whether duringthe hourse of execution of the order or after completion and whether beyond or aftertermination, abandonment or breach of the Agreement) shall be resolved amicably. Incase of failure to resolve the disputes and differences amicably the matter may bereferred to a sole arbitrator mutually agreed upon after issue of at least 30 days noticein writing to the other party clearly setting out there in the specific disputes. In theevent of absence of consensusabout the single arbitrator, the dispute may be referredto joint arbitrators; one to be nominated by each party and the said arbitrators shallappoint a presiding arbitrator. The provisions of the Indian Arbitration and ConciliationAct, 1996, shall govern the arbitration. The venue of arbitration shall be Kolkata, INDIA.

75. Modification/Cancellation Of RFP:

The bank reserves the right to modify/cancel/re-tender without assigning any reasonswhatsoever. The bank shall not incur any liability to the affected bidder(s) on accountof such rejection. Bank shall not be obliged to inform the affected bidder(s) of thegrounds for the Bank'srejection.

76. Jurisdiction of the Court:

All disputes and controversies between Bank and Bidder shall be subject to theexclusive jurisdiction of the courts in Kolkata and the parties agree to submitthemselves to the jurisdiction of such court this RFP/contract agreement shall begoverned by the laws of India.

D PUTY GENERALMA GER~c!b


thot'a ~ ~ Canara Bank

ANNEXURE-1

Checklist

F. ANNEXURES ( To be submitted with Part A- Conformity to Eligibility Criteria)

1. Check List

2. Bid Covering Letter Format

3. Eligibility Criteria Declaration

4. Applicant's Profile

5. Details of Offices/Branches/Service Centres

6. Authorization Letter Format

7. Non-Disclosureagreement format

ANNEXURES( To be submitted with Part-B -Technical Proposal)

8. Technical Bid Covering Letter format

9. Technical Specifications for Printers and Scanners

10.Undertaking of Authenticity for Supply, Installation andMaintenance of Printers and Scanners

11. Compliance Statement

12. Undertaking Letter Format

13. EscalationMatrix

14. Manufacturer/Distributor in India Authorization Form

ANNEXURES( To be submitted with Part-C -Commercial Bid)15. Commercial Bid Covering Letter Format

16. Bill of Material(lndicative)

Vendors to verify the checkpoints and ensure accuracy of the same before submission of thebid.

Date Signature with seal

Name

Designation

Canara Bank, T M Section, CO KOLKATA - RFP 04/2014-15 of 65

<bOlll jfu:) ~ Canara Bank

SI. VendorNo. Annexure-1: Other Clauses Response

[YeslNo]

1 Whether Cost of the Tender document (Demand Draft payable at Kolkata) issubmitted along with the Part A-Conformity to Eligibility Criteria?

2 Whether EMD / Bank guarantee Submitted in the Part A- Conformity toEligibility Criteria?

3 Whether the Bid is authenticated by authorized person? Copy of Power ofAttorney or Authorization letter from the company authorizing the person tosign the bid document to be submitted in Part A- Conformity to EligibilityCriteria?

4 Whether all pages are authenticated with signature and seal (Full signature tobe affixed and not initials).Erasures / Overwriting / Cutting / Correctionsauthenticated Certification / Undertaking is authenticated?

5 Whether Call log in Procedure, Preventive and Break down/ CorrectiveMaintenance is provided?

6 Whether address of Office on which order has to be placed is indicated inANNEXURE-4

7 Whether ensured that, the Printers and Scanners/Software Items quoted arenot EndOf Life/End Of Support?

8 Whether ensured that, the separately sealed envelopes containing Part A-Conformity to Eligibility Criteria, Part B-Technical Proposal and Part-CCommercial Bid for Supply, Installation and Commissioning of Printers andScanners in our Bank are placed and sealed in another big envelope superscribed as per RFPinstructions. The Name of the Bidder and Due date of theRFPis specified on the top of the envelope.

9 Whether ensured Indexing of all Documentssubmitted with page numbers?10 Whether replica of Price Bid (Masked price bid) as per Bill of Material is

submitted in Part-B Technical Proposal.

Vendors to verify the above checklist and ensure accuracy of the same before submission of the bid.

Checked for accuracy


Name

Designation

Canara Bank, T M Section, CO KOLKATA- RFP04/2014-15 0(65

cPiJlll tt'ttJ ~ Canara BankANNEXURE-2

Bid Covering letter format

Reference No: Date:

The Deputy General Manager,CanaraBankTMSection, 2nd Floor,Bells House, 21 CamacStreet,Kolkata - 700016.

Dear Sir,

SUB: RFPfor Supply, Installation and Commissioning of Printers and Scanners.

Ref: Your RFP0412014-15 Dated 16/1212014

Having examined the tender document including all annexures the receipt of which ishereby duly acknowledged, we, the undersigned, offer for subject items are in conformitywith the said tender in accordance with the schedule of prices indicated in thecommercial offer and made part of this offer.

If our offer is accepted, we undertake to complete delivery of materials within 5 weeksfrom the date of receipt of the PurchaseOrder for non-road permit locations and within6 weeks for Road Permit locations. Also, we undertake to complete installation,configuration and commissioning of the delivered Hardware & Software and complete allthe works specified in the Scopeof Work at the bank branch/office within 2 weeks fromthe date of delivery of all the materials for each ordered locations.

If our offer is accepted, we undertake to provide Technical consultancy 1 Service support/ Guidance for the devices supplied as per the above referred RFP, during one yearwarranty period. We enclose a Demand Draft /Bank Guarantee in lieu of EMDfor Rs.asmentioned above/- in favour of CanaraBankas EMD.

We agree to abide by this offer till 180 days from the date of opening of Commercial Bidand for such further period as mutually agreed between the bank and successful bidder,and agreed to in writing by the bidder. We also agree to keep the Earnest MoneyDeposit/Bank Guarantee in lieu of EMDduring the entire validity period of the tender.However if we withdraw our offer within the said validity period, you shall have the rightto forfeit the EMD/invoke the BankGuarantee in lieu of EMD,without reference to us. Weagree to abide by and fulfil all the terms and conditions of the tender and in defaultthereof, to forfeit and pay to you or your successors,or authorized nominees such sumsofmoney as are stipulated in the conditions contained in tender together with the returnacceptance of the contract.

We accept all the Instructions, Technical Specifications, Terms and Conditions and Scopeof Work of the subject RFP. We understand that the Bank is not bound to accept thelowest or any offer the Bankmay receive without assigningany reasonwhatsoever.


Name

Designation ..~.

\,':.'- '


tb01~1d'iP ~ Canara BankANNEXURE-3

Eligibility Criteria Declaration

The Deputy General ManagerCanaraBankTMSection, 2nd Floor,Bells House, 21 CamacStreet,Kolkata - 700016.


Ref: Your RFP0412014-15 Dated 16/12/2014

We have carefully gone through the contents of the above referred RFPand furnishthe following information relating to Eligibility Criteria.

No ELIGIBILITYCRITERIAas per RFPClause No.5 BIDDER DocumentsRESPONSE Submitted

1 The Bidder should be a registered Company in India as perIndian CompaniesAct, 1956.

2 Bidders shall be the Original Equipment Manufacturers(OEM)of Printers and Scanners

(OR)An authorized dealer

3 The IT turnover of the Bidder should be minimum Rs.10Crores per year during last two financial years (i.e 2012-2013,2013-14)

4 The applicant shall have local office in Kolkata

5 The bidder should have supplied at least 20 Printers andScanners each year in the last two years (up to31/03/2014)

We confirm that the information furnished above is true and correct. We also notethat, if there are any inconsistencies in the information furnished above, the bid isliable for rejection.

Date Signature with sealName

Designation


dJotlI t\(p ~ Canara BankANNEXURE-4

Applicant's Profile

SI. Particulars DetailsNo

ACompany I SuppUer Profile- If the bidder isnot manufacturer

1. Nameof the Suppliers/Firm / Company

2. Constitution

3. Date of Establishment/Incorporation

Address (Order to be placed on which Office)

4. Registered Office

Corporate Office

Telephone No

FAXNo5.

E-mail Address

Website

SalesTurnover from IT related business.

6. 2012-2013

2013-2014

7. Domestic Customer Base (Number of Clients wherePrinters and Scannerswere installed in India)

Service Net Work (Number of ServiceCenters in )North India

South India

East India

8. West India

Central India

Our PAN number for Income Tax is "

We are registered with the Sales Tax/Service Tax \ . f1\. .. ..>


<pola ~ ~ Canara Bankauthorities and our registration numbers are asfollows.

Sales Tax/VAT Registration Number is

B.

1.

2.

3.

Service Tax Registration Number is

Our BankDetails

Nameand Style of BankAccount

Nameof the Bankand Branchaddress

Account Number

RTGS/ NEff Code

bidder isManufacturer'smanufacturer

Profile-if

Nameof the Manufacturing Company

Constitution of the Manufacturing Company

Date of Establishmentllncorporation of theManufacturing Company

Addressof the Manufacturing Company

4. RegisteredOffice

5.

Corporate Office

TelePhone No

FAX No

E-mail Address

Website

Nature of Relationship of your company withthe Manufacturing Company.

Subsidiary of the Manufacturing6. Company/Division of Manufacturing

Company/Sole Distributor/Non ExclusiveDistributor /Agentl Others

PleaseSpecify

vV \.."',


7.Experience of the Manufacturing Company inInstallation of Printers and Scanners

Date

8.

Our PAN number for Income Tax is

We are registered with the Sales Tax/Service Taxauthorities and our registration numbers are asfollows.

Sales Tax/VAT Registration Number is

Service Tax Registration Number is

Our BankDetails

Nameand Style of BankAccount

Nameof the Bankand Branch address

Account Number

RTGS/ NEFTCode

Signature with seal

Name

Designation

[Note:. These details should be on the letter head of Bidder and should besigned by an Authorised Signatory with Name and Seal of the Company]

~2------------------------------------------------~~Canara Bank, T M Section, CO KOlKATA - RFP04/2014-15 Page42 of'65. '"

dJ<Jftlll<P ~ Canara BankANNEXURE-5

Details of Offices/ Branches /Service Centres

Sl. Place Postal Contact Details Service No. of JurisdictionNo Address (including Facilities Engineers

Name of In Availablecharge and his (Describe)contact no.email etc)

1

2

3

4

5

6

7

...

...

...


Name

Designation


dloltI Il'iP ~ Canara BankANNEXURE-6

Authorization letter format

(To be presented by the authorized person at the time of Technical 1 Commercial BidOpening on the letter head of Bidder and should be signed by an Authorised Signatory withNameand Seal of the Company)

Ref No: Date:

The Deputy General Manager,CanaraBankTMSection, 2nd Floor,Bells House, 21 CamacStreet,Kolkata - 700016.

Dear Sir,


Ref: Your RFP04/2014-15 Dated 16/1212014

This has reference to your above RFP.

Mr./ Missl Mrs. is hereby authorized toattend the bid opening of the above RFP on on behalf of ourorganization.

The specimen signature is attested below:

SpecimenSignature of Representative

Signature of Authorizing Authority

Name& Designationof Authorizing Authority

NOTE:This Authorization letter is to be carried in person and shall not beplaced inside any of the bid covers.


<bOltl tl(f; ~ Canara BankANNEXURE-7

Non-Disclosure Agreement(To be given on the Company's Letter Head)

WHEREAS,we, ,having Registered Office at , hereinafter referredto as the Bidder, are agreeable to provide IT Infrastructure services to Canara Bank,having its office at 14,Naveen complex, CO(annex), M.G Road Kolkata -1 hereinafterreferred to as the BANKand,

WHEREAS, the Bidder understands that the information regarding the Bank's ITInfrastructure shared by the BANKin their Request for Proposal is confidential and/orproprietary to the BANK,and

WHEREAS,the Bidder understands that in the hourse of submission of the offer for"Supply, Installation and Maintenance of Printers and Scanners in Canara Bank"and/or in the aftermath thereof, it may be necessarythat the Bidder may perform certainjobs/ duties on the Banks properties and/or have access to certain plans, documents,approvals or information of the BANK;NOWTHEREFORE,in consideration of the foregoing,the Bidder agrees to all of the following conditions, in order to induce the BANKto grantthe Bidder specific accessto the BANK'sproperty/information. The Bidder will not publishor disclose to others, nor, use in any services that the Bidder performs for others, anyconfidential or proprietary information belonging to the BANK,unless the Bidder has firstobtained the BANK'swritten authorization to do so.

The Bidder agrees that notes, specifications, designs, memoranda and other data sharedby the BANKor, prepared or produced by the Bidder for the purpose of submitting theoffer to the BANKfor the said solution, will not be disclosed to during or subsequent tosubmissionof the offer to the BANK,to anyone outside the BANK.

The Bidder shall not, without the BANKswritten consent, disclose the contents of thisRequest for Proposal (Bid) or any provision thereof, or any specification, plan, pattern,sample or information (to be) furnished by or on behalf of the BANK in connectiontherewith, to any person(s) other than those employed/engaged by the Bidder for thepurpose of submitting the offer to the BANKand/or for the performance of the Contract inthe aftermath. Disclosure to any employed/engaged person(s) shall be made in confidenceand shall extend only so far as necessaryfor the purposesof such performance.


Name

Designation


ij;)OJ'i!I it<P ~ Canara BankANNEXURE-8

Technical Bid Covering letter Format

The Deputy General ManagerCanara BankTM Section, 2nd Floor,Bells House, 21 Camac Street,Kolkata - 700016.

SUB: RFP for Supply, Installation and Commissioning of Printers and Scanners.

Ref: Your RFP 0412014-15 Dated 16/12/2014

We have carefully gone through the contents of the above referred RFPand furnish thefollowing information relating to Technical Bid/Specification.

Sl Particulars Details to be furnished by theNo Bidder

1 Technical specification as per ANNEXURE-92 Name of the Bidder3 E-mail address of contact persons4 Details of:

Description of business and businessbackgroundService profile & Client profile

5 Approach and methodology for the proposedscope of work along with illustrativedeliverables.

6 Details of similar assignments executed bythe bidder during the last three years inIndia( Name of the Bank, time taken forexecution of the assignments anddocumentary proof from the Bank are to befurnished)

8 List of applicants major customers in last 3years and details as below may be taken:

i) Name and complete postalAddress of the customer.

ii) Name, designation, TelePhone ,Fax, Talex Nos., e-mails andaddress of the contactperson(customer)

iii) Whether reference letterenclosed.

Details of inputs/requirements required byt19 the bidder to execute this assignment.

\!4

Canara Bank, T M Section, CO KOLKATA- RFP04/2014-15 Page46 of 65

d>Oftl tt<P ~ Canara BankConformity to the obtaining of various

10 certificates/ bench mark testing standardsfor the items quoted to meet the intent ofthe RFP

Conformity regarding back to backarrangements with third party hardware

11 software for providing continuous and un-interrupted support to meet SLAobligationsas per RFPTerms.

Declaration:

a. We confirm that we will abide by all the terms and conditions contained in the RFP.

b. We hereby unconditionally accept that Bank can at its absolute discretion applywhatever criteria it deems appropriate, not just limiting to those criteria set out inthe RFP, in short listing of bidders.

c. All the details mentioned by us are true and correct and if Bank observes anymisrepresentation of facts on any matter at any stage, Bank has the absolute rightto reject the proposal and disqualify us from the selection process.

d. We confirm that we have noted the contents of the RFP and have ensured thatthere is no deviation in filing our response to the RFPand that the Bank will havethe right to disqualify us in case of any such deviations.


Name

Designation

Canara Bank, T M Section, CO KOlKATA - RFP04/2014-15 of 65

dJOfll t}(p ~ Canara BankANNEXURE-9

Technical Specifications for Printers and Scanners

Note:1. The Bidder shall specifically mention the make and model of the items offered for all the

requirements in terms of RFPwithout fail, failing which the Bid is liable for rejection.2. If the Bidder feels that certain features offered are superior to what has been specified by the

Bank, it shall be highlighted separately. Information regarding any modification required in theproposed configuration to meet the intent of the specifications and state-of-the-art technologyshall be provided. However, the Bank reserves the right to adopt the modifications / superiorfeatures suggested/offered.

3. The Bidder shall provide all other required equipments and services, whether or not explicitlymentioned in this RFP, to ensure the intent of specification, completeness, operability,maintainability and upgradability.

4. The selected bidder shall own the responsibility to demonstrate that the products offered are asper the specification/performance stipulated in this RFPand as committed by the bidder eitherat site or in bidder's work site without any extra cost to the Bank.

Technical Specifications of Printers and Scanners

1. Technical Specifications of Duplex Networked LaserJet Printer - Model1

Sl.Technical Details of the Printers

BiddersNo. Response

Mention Make & Model

DUPLEX NETWORKED LASERJET PRINTER - Model1

(Toner and drum should be in single unit)

1 Speed of 33 ppm or above with auto Duplexing (A4) Mono, with inbuiltinterface card, processor: 600 MHz or higher, Memory: 256 MB orhigher, Duty Cycle (monthly): 50,000 pages or higher, Size:A4;A5;A6;B5, LCD (Text & Graphics) display, Hi Speed USBSupport,Ethernet 10/100/1 OOOTnetwork, Should have Smart softwarefeatures, Cartridge status display (One Year warranty)

2. Technical Specifications of Dot Matrix Printers

Sl.Technical Details of the Printers Bidders

No. ResponseMention Make & Model

1 DOT MATRIX PRINTER

350 CPS@ 15 CPI 9 PIN 80 Column Dot Matrix Printer with doubleheight printing (One Year Warranty)

----- - '-_

Canara Bank, T M Section, COKOLKATA- RFP04/2014-15 Page480[65 -

dlol'a ~ ~ Canara Bank3. Technical Specifications of Pass Book Printers


No. Response

Mention Make & Model

PASSBOOK PRINTER

1 Pass Book Printer with One Year Warranty. Should be Windows 7compatible.Print Speed: 550 CPSor higher, Input Buffer: 64KB or higher.Interface: Parallel and USB (USBcable should be provided)

4. Technical Specifications of the Scanners



FLAT BED SCANNERS1

Should have scanning capability of 50 DPI in WINDOWS7 OSplatform.The scanner should be compatible to our CBSsystem (Flexcube)running in Windows 7 Platform.

5. Technical Specifications of Duplex Networked LaserJet Printer - Model2



DUPLEX NETWORKED LASERJET PRINTER - Model2

1 Speed of 24 ppm or above with auto Duplexing (A4) Mono, with inbuiltinterface card, processor: 400 MHz or higher, Memory: 128 MB orhigher, Duty Cycle (monthly): 20,000 pages or higher, Size: A4;A5, HiSpeed USBSupport, Ethernet 10/1 OOTnetwork, Print Speed (FirstPage out) < 8 seconds, Cartridge status display

Canara Bank, T M Section, CO KOLKATA- RFP04/2014-15 of ss .

<pora: 4'al ~ Canara BankANNEXURE-10

Undertaking of Authenticity for Supply, Installation and Commissioning of Printers andScanners


Ref: Your RFP0412014-15 Dated 16/12/2014

With reference to the Printers and Scanners being supplied/quoted to your RFPRef. no.cited above.

We hereby undertake that all the components/parts/assembly/software's used in thePrinters and Scanners under the above like Hard Disk, Monitors, Memory etc shall beoriginal new components /parts /assembly /software only from respective OEMsof theproducts and that no refurbished / duplicate / second hand components / parts /assembly / software are being usedor shall be used.

We also undertake that in respect of licensed operating system/Software if asked for byyou in the purchase order the same shall be supplied along with the authorized licensecertificate (e.g. Product Keyson Certification of Authenticity in case of Microsoft WindowOperating System/Software) and also that it shall be sourced from the authorized source(e.g. Authorised Microsoft Channel in caseof Microsoft Operating System)

Should you require, we hereby undertake to produce the certificate from our OEMsupplierin support of above undertaking at the time of delivery/installation. It will be ourresponsibility to produce such letters from our OEMsupplier's at the time of delivery orwithin a reasonable time.

In case of default and we are unable to comply with the above at the time of delivery orduring installation, for the IT Hardware/Software already billed, we agree to take backthe Printers and Scanners without demur, if already supplied and return the money if anypaid to us by you in this regard.

We (System OEMname) also take full responsibility of both parts and service SLAas perthe content even if there is any defect by our authorized service centre/Reseller/SI etc.

Authorized Signatory


Name

Designation


<bOIll tl(p ~ Canara BankANNEXURE-11

COMPLIANCESTATEMENT


Ref: Your RFP04/2014-15 Dated 16/12/2014

DECLARATION

We understand that any deviations mentioned elsewhere in the bid will not beconsidered and evaluated by the Bank. We also agree that the Bank reserves its rightto reject the bid, if the bid is not submitted in proper format as per subject RFP.

Compliance Compliance Remarks / Deviations(Yes / No)

Terms and Conditions

Technical Specifications

Scopeof Work

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


Name

Designation


dJOfll fl(p ~ Canara BankANNEXURE-12

Undertaking Letter Format

We understand that Bank shall be placing Order to the Selected Bidder exclusive of taxesonly and that all applicable Taxes like CST/VST!VAT/Service Tax will be paid at actual tothe maximum of taxes indicated in this Bill of Material against production of invoice /bills.

We understand that Bank will pay VAT only for GoodsComponent of Hardware/ Softwareand Service Taxes for Service Component of Hardware/Software. We also understand thatthe GoodsComponent + ServicesComponent should be limited to 100%of the Cost Price.

We confirm that we have quoted for post warranty AMCrates (as per terms and conditionsof the tender), giving the rates/price in our Commercial Offer.

We are agreeable to the payment schedule as per "Payment Terms" of the RFP.


Name

Designation

Canara Bank, T M Section, CO KOLKATA- RFP04/2014·15 of 65

<bOlll ifu> ~ Canara BankANNEXURE-13

ESCALATIONMATRIXName of the Company:

Delivery Related Issues·.Sl. No. Name Designation Full Phone Mobile Fax Email

Office No. No. addressAddress

First LevelContactSecond levelcontact (Ifresponse notreceived in 24Hours)Regional/ZonalHead (Ifresponse notrecd in 48Hours)Country Head(If responsenot recd inOne week)Order to beplaced on

.Sl. No. Name Designation Full Phone Mobile Fax Email

Office No. No. addressAddress

First LevelContactSecond levelcontact (Ifresponse notreceived in 4Hours)Regional/ZonalHead (Ifresponse notrecd in 24Hours)Country Head(If responsenot recd in 48Hours)

Service Related Issues·

Any change in designation, substitution will be mformed by us tmmediately.


Name

Designation


Q;5(JI1~14'tP ~ Canara BankANNEXURE-14

Manufacturer/Authorised Distributor in India Authorization Form

[Note: This Format Letter should be on the letterhead of the manufacturingconcern/Distributor and should be signed by an Authorised Signatory of themanufacturer / Authorised Distributor. This Format is for reference only. However shouldcontain the Para 1, 2 & 3]

No. dated, _

The Deputy General Manager,CanaraBank, TechnologyManagementSection,Circle Office, Bells House, 21 CamacStreet,Kolkata-700016Kolkata

Dear Sir,

SUB: RFPfor Supply, Installation and Maintenance of Printers and Scanners.


We who are established and reputed manufacturers of____________ having factories/ development facilities at1) and 2) do hereby authorize M/s (Name andaddressof the Agent/Dealer) to offer their quotation, negotiate and conclude the contractwith you against the above invitation for tender offer.

We (Manufacturer/Indian Distributor) hereby extend our full guarantee and warranty asper terms and conditions of the tender and the contract for the solution,products/ equipment and services offered against this invitation for tender offer by theabove firm and will extend technical support and updates for our products for a period ofsix years from the date of submissionof this tender.

We (Manufacturer/Indian Distributor)also confirm that we will ensure all product upgrades( including management software upgrades and new product feature releases ) areprovided by M/s for all the products quoted for and supplied to the bank during theone year product warranty period. In case this is not considered while quoting and in theevent M/s fail in their obligations to provide the upgrades within 30 days ofrelease/announcement, we hereby confirm that we will provide the same to the bank atno additional cost to the bank and we will directly install the updates and upgrades andany new product releasesat the bank's premises.

Yours faithfully

(Name)

For and on behalf ofM/s---------------------- ---

Canara Bank, T M Section, CO KOLKATA - RFP0412014-15 of 65

d;50h!1 il<P ~ Canara BankANNEXURE-15

Covering letter format for Commercial Bid

[Note: This Covering letter should be on the letter head of Bidder and should be signed byan Authorised Signatory with Nameand Sealof the Company]

Reference No :

Date:

To

The Deputy General Manager,CanaraBank, TechnologyManagementSection,Circle Office, Bells House, 21 CamacStreet,Kolkata-700016West Bengal

Dear Sir,



We thank you for providing us an opportunity to participate in the subject RFP.Pleasefindour commercial offer as per ANNEXURE-16Commercial bid format of the subject RFPalong with this covering letter.

We also confirm that we are agreeable to the payment schedule mentioned in the subjectRFP.


Name

Designation

Canara Bank, T M Section, CO KOLKATA- RFP0412014-15 of 65

~(jra il'iP ~ Canara BankANNEXURE-16- Bill of Material (Indicative)

[Note: These details should be on the letter head of Bidder and each & every page shouldbe signed by an Authorised Signatory with Nameand Sealof the Company]

Price Details of Hardware / Software items required for Supply & Installation ofPrinters and Scanners. (TABLE - A)

Item Unit Price 5 years AMC Total Cost Q Total Cost ofSL.No. with 1 year chargesper per unit with ••"... it t Ownership

Details warranty item AMC APQ,1;jQUi:ll 1 em y per item

A B C D E=C+D F G H = Ex G +F

Cost of DUPLEX 10CartridgesNETWORKEDLASERJET for the quotedPRINTER- Model1 printer

1. including installationchargesas perAnnexure 9 (1)

Cost of Dot MatrixPrinter including

2. installation charges asper Annexure 9 (2)

Cost of PassBookPrinter including

3. installation charges asper Annexure 9 (3)

Cost of Scannerincluding installation

4. chargesas perAnnexure 9 (4)

Cost of DUPLEXNETWORKEDLASERJETPRINTER- Model2

5. including installationchargesas perAnnexure 9 (5)

* All prices quoted should be Exclusiveof tax** Additional item mentioned will be procured as and when required.***Year wise breakup of AMCchargesshould be furnished in Table A1.

Date Signature with sealNameDesignation

i'..

Canara Bank, T M Section, COKOLKATA- RFP04/2014-15 Page56 of65

<POlll «l'tP ~ Canara BankCOMMERCIAL VERSION - POST WARRANTY AMC CALCULATION TABLE

TABLE - A1

PostWarranty AMCChargesper year per unit PostWarrantyexclusive of Tax (year wise) AMCfor 5 years

Sl.per item

No. Description 2nd Year 3rd Year 4thYear 5thYear 6th (exclusive ofYear tax) **

1 2 3 4 5 6=1+2+3+4+5

Item as per Annexure1. 9(1)





** Note: The· total AMCCharges mentioned in item no. 6 above should tally with the AMC pricesmentioned in table no. A against each line item under column D.


Name

Designation


<bOlll ~ ~ Canara BankAPPENDIX-A

Instructions to be noted while preparing/submitting Part A- Conformity to EligibilityCriteria

The Proposal should be made in an organized, structured, and neat manner. Brochures /leaflets etc. should not be submitted in loose form. All the pages of the submitted bidsshould be filed and paginated (serially numbered) with seal and signature of theauthorized signatory.

1) Index of the entire document submitted with page numbers.

2) Cost of Tender document by way of DDpayable at Kolkata.

3) EarnestMoneyDeposit (EMD)/BankGuarantee in lieu of EMD.

4) Power of Attorney / Authorization letter signed by the Competent Authority with theseal of the bidder's company / firm in the name of the person signing the tenderdocuments.

5) Checklist as per ANNEXURE-1

6) Bidder's Covering letter as per ANNEXURE-2.

7) Eligibility Criteria declaration as per ANNEXURE-3with documentary proof in supportof the Eligibility Criteria.

8) Profile of the Company / Firm as per ANNEXURE-4

9) Details of Offices/Branches/Service Centers as per ANNEXURE-5

10) Non-DisclosureAgreement as per ANNEXURE-7

11) Write up on the Work Experience / Expertise of Supply, Installation and Commissioningof Printers and Scanners.

12) Track record of past three years for having sold similar type of Printers and Scannersacross the Country covering Name and addresses of major clients and email ids,telephone numbers (landline and mobile no), fax numbers of their contact executivesetc.


«l:IOIl!( 4<r.; ~ Canara Bank

APPENDIX-B

Instructions to be noted while preparing/submitting Part B- Technical Proposal

The Technical Proposal should be made in an organized, structured, and neat manner.Brochures / leaflets etc. should not be submitted in loose form. All the pages of thesubmitted bids should be filed and paginated (serially numbered) with seal and signatureof the authorized signatory. Technical Offer for this RFPshall be made as under:

1) Index of the entire document submitted with page numbers.

2) Technical Bid Covering Letter as per Annexure-8.

3) Compliance to Technical specifications should be complete with all columns filled inas per Annexure-9

4) Undertaking of Authenticity as per Annexure-10.

5) Compliance Statement as per Annexure-11

6) Undertaking Letter as per Annexure-12.

7) EscalationMatrix as per Annexure-13.

8) Manufacturer/Authorised Distributor in India Authorization Form as per Annexure-14

9) Maskedbill of Material as per Annexure-16.

10) Ownership letter by the bidder. (Undertaking letter by the bidder taking theownership of the project execution in case third party also involved in projectexecution either fully or partially. The bidder shall also submit the ownershipcertificate issued by the third party clearly mentioning the extent of ownership.)

11) Undertaking letter by the bidder for providing technical consultancy, service Supportand guidance during warranty support period and AMC(if contracted).

12) The bidder should submit an undertaking letter that they will provide necessaryhardware with latest product and software with latest version and any third partylicenses with latest version required for the implementation of the Solution. Thecharges for the above should be factored in Bill of Material (BOM),otherwise the Bidis liable for rejection. Changes in the BOM by the bidder will also be liable forrejection.

13) The Bidder also to submit a certificate / letter from OEMthat the proposed Printersand Scanners, OS, any other related software and the solution offered by the bidderto the Bank are correct, viable, technically feasible for implementation and thesolution will work without any hasslesin all the locations.

14) Technical Documentation (Product Brochures, leaflets, manuals, drawings).

15) A detailed list of the other Infrastructure required and any other precautions to beundertaken should be given in detail along with the Technical Proposal.


d;5OJlI tl<P ~ Canara BankAPPENDIX-C

Instruction to be noted while preparing/submitting Part C-Commercial Bid

The commercial Bid should be made in an organized, structured, and neat manner.Brochures / leaflets etc., should not be submitted in loose form. All the pages of thesubmitted bids should be filed and paginated (serially numbered) with seal and signatureof the authorized signatory.

The suggestedformat for submissionof commercial Offer for this RFPis as follows:

1. Bidder'sCovering letter as per ANNEXURE-15

2. Commercial Version of Bill of Materials as per ANNEXURE-16


t\lofllll'tP ~ Canara BankAPPENDIX-D

Proforma of Bank Guarantee for Contract Performance

(To be submitted on Non-Judicial stamp paper of appropriate value Purchasedin the nameof the issuing Bank)

To: The Deputy General Manager,Canara Bank,TMSection, Circle Office,Bells House, 21 CamacStreetKOLKATA

WHEREAS(Name and address of Mis XXXX Ltd (hereinafter referred to as "theCONTRACTOR")has undertaken to supply, transportation, transit insurance, local deliveryand installation insurance up to Acceptance by the bank, Acceptance testing and alsoincludes documentation, warranty, annual maintenance, if contracted, and training ordemo of your personnel related to Supply, Installation and Commissioningof Printers andScanners as per their Contract dated with you (hereinafter referred toas "the CONTRACT")ANDWHEREASin terms of the Conditions as stipulated in the Contract, the CONTRACTORis required to furnish, a Bank Guarantee by way of Performance Guarantee, issued by aScheduled Bank in India, in your favour, as per Clause of the CONTRACT,to securedue and satisfactory compliance of the obligations by the CONTRACTORon their part, inaccordance with the CONTRACT, (which guarantee is hereinafter called as "thePERFORMANCEGUARANTEE)"

AND WHEREASthe CONTRACTORhas approached us, (Name of the issuing Bank) forproviding the PERFORMANCEGUARANTEE,

ANDWHEREASin consideration of the fact that the CONTRACTORis our valued constituentand the fact that he has entered into the CONTRACTwith you, WE (Name of the Bank)having our Registered Office at, and local office at ,India haveagreed to issue the PERFORMANCEGUARANTEE,

THEREFOREWE (Name of the issuing Bank) through our local office at Indiafurnish you the PERFORMANCEGUARANTEEin manner hereinafter contained and agreewith you as follows:

We (Name of the issuing Bank), undertake to indemnify you and keep you indemnifiedfrom time to time to the extent of Rs (Rupees ) an amountequivalent to 10%of the Contract Price against any loss or damage caused to or sufferedby or that may be caused to or suffered by you on account of any breach or breaches onthe part of the CONTRACTORof any of the terms and conditions contained in the Contractand in the event of the CONTRACTORdefault or defaults in carrying out any of the work ordischarging any obligation in relation thereto under the CONTRACTor otherwise in theobservance and performance of any of the terms and conditions relating thereto inaccordance with the true intent and meaning thereof, we shall forthwith on demand payto you such sum or sums not exceeding the sum of Rs _(Rupees ) may be claimed by you on account of breach on the partof the CONTRACTORof their obligations in terms of the CONTRACT.

Notwithstanding anything to the contrary we agree that your decision as to whether heCONTRACTORhasmade any such default or defaults and the amount or amounts to ichyou are entitled by reasons thereof will be binding on us and we shall not be entitl t

CanaraBank,T M Section,COKOLKATA - RFP04/2014-15 Page61of 65

®<JIt:1 «l'tP ~ Canara Bankask you to establish your claim or claims under Performance Guarantee but will pay thesame forthwith on your demand without any protest or demur.

This Performance Guarantee shall continue and hold good until it is released by you on theapplication by the CONTRACTORafter expiry of the relative guarantee period of theContract and after the CONTRACTORhad discharged all his obligations under the Contractand produced a certificate of due completion of the work under the Contract andsubmitted a "No DemandCertificate" provided always that the guarantee shall in no eventremain in force after the day of without prejudice to your claim or claimsarisen and demanded from or otherwise notified to us in writing before the expiry of threemonths from the said date which will be enforceable against us notwithstanding that thesame is or are enforced after the said date.

Should it be necessary to extend Performance Guarantee on account of any reasonwhatsoever, we undertake to extend the period of Performance Guarantee on yourrequest under intimation to the CONTRACTORtill such time as may be required by you.Your decision in this respect shall be final and binding on us.

You will have the fullest liberty without affecting Performance Guarantee from time totime to vary any of the terms and conditions of the Contract or extend the time ofperformance of the Contract or to postpone any time or from time to time any of yourrights or powers against the CONTRACTORand either to enforce or forbear to enforce anyof the terms and conditions of the Contract and we shall not be released from our liabilityunder Performance Guarantee by the exercise of your liberty with reference to mattersaforesaid or by reason of any time being given to the CONTRACTORor any otherforbearance, act, or omission on your part of or any indulgence by you to theCONTRACTORor by any variation or modification of the Contract or any other act, matteror things whatsoever which under law relating to sureties, would but for the provisionshereof have the effect of so releasing us from our liability hereunder provided always thatnothing herein contained will enlarge our liability hereunder beyond the limit ofRs (Rupees ) as aforesaid or extend the period of the guaranteebeyond the said day of unlessexpressly agreed to by us in writing.

The Performance Guarantee shall not in any way be affected by your taking or giving upany securities from the CONTRACTORor any other person, firm or company on its behalfor by the winding up, dissolution, insolvency or death as the case may be of theCONTRACTOR.

In order to give full effect to the guarantee herein contained, you shall be entitled to actas if we were your principal debtors in respect of all your claims against the CONTRACTORhereby guaranteed by us as aforesaid and we hereby expressly waive all our rights ofsurety ship and other rights, if any, which are in any way inconsistent with any of theprovisions of Performance Guarantee.

Subject to the maximum limit of our liability as aforesaid, Performance Guarantee willcover all your claim or claims against the CONTRACTORfrom time to time arising out of orin relation to the Contract and in respect of which your claim in writing is lodged on usbefore expiry of three months from the date of expiry of Performance Guarantee.

Any notice by way of demand or otherwise hereunder may be sent by special courier,telex, fax or registered post to our local addressas aforesaid and if sent by post it shall bedeemed to have been given when the samehas been posted.

The Performance Guarantee and the powers and provisions herein contained areaddition to and not by way of limitation of or substitution for any other guaranteeguarantees heretofore given to you by us (whether jointly with others or alone) and n


dJotll ~ ~ Canara Bankexisting un-cancelled and that Performance Guarantee is not intended to and shall notrevoke or limit such guarantee or guarantees.

The Performance Guarantee shall not be affected by any change in the constitution of theCONTRACTORor us nor shall it be affected by any change in your constitution or by anyamalgamation or absorption thereof or therewith but will endure to the benefit of and beavailable to and be enforceable by the absorbing or amalgamated company or concern.

The Performance Guarantee shall come into force from the date of its execution and shallnot be revoked by us any time during its currency without your previous consent inwriting.

We further agree and undertake to pay you the amount demanded by you in writingirrespective of any dispute or controversy between you and the CONTRACTOR.

Notwithstanding anything contained herein

1. Our liability under this guarantee shall not exceed Rs. _(Rupees only)

ii. This guarantee shall be valid up to and ;iii. We are liable to pay the guaranteed amount or any part thereof under this

guarantee only and only if you serve upon us a written claim or demand atKolkata on or before (mention period of the guarantee asfound under clause ii. above plus claim period).

We have the power to issue Performance Guarantee in your favour by statute and theundersigned has full power to execute Performance Guarantee under the Power ofAttorney to him by the Bank.

Dated this day of 2014.

For and on behalf of

_______ BRANCHMANAGERSEALADDRESSPLACE


<}JOIll t\(p ~ Canara BankAPPENDIX-E

Bank Guarantee Format for Earnest Money Deposit

To

WHEREAS (Name of Tenderer) (hereinafter called "theTenderer" has submitted its tender dated (Date) for theexecution of (Name of Contract) (hereinafter called "the Tender")in favour of hereinafter called the "Beneficiary";KNOWALLMENby these presents that we, (name of the issuing Bank), a bodycorporate constituted under the having its Head Office at________ amongst others a branch/office at (hereinaftercalled "the Bank" are bound unto the Beneficiary for the sum ofRs (Rupees only) for whichpayment well and truly to be made to the said Beneficiary, the Bank binds itself, itssuccessorsand assignsby these presents;THECONDITIONSof this obligation are:(a) If the Tenderer withdraws its Tender during the period of Tender validity specified in

the Tender; or

(b) If the Tenderer having been notified of the acceptance of his Tender by theBeneficiary during the period of Tender validity;

(i) fails or refuses to execute the Agreement, if required; or

(ii) fails or refuses to furnish the performance security, in accordance with clause_____ of conditions of Contract.

We undertake to pay to the Beneficiary up to the above amount upon receipt of his firstwritten demand without the Beneficiary having to substantiate his demand, provided thatin his demand the Beneficiary will note that the amount claimed by him is due to himowing to the occurrence of one or both of the two conditions, spectfying the occurredcondition or conditions.

Notwithstanding anything contained herein

i) Our liability under this Bank Guarantee shall not exceed Rs. ______________ only)

(Rupees

ii) This BankGuarantee is valid up to andiii) We are liable to pay the guaranteed amount or any part thereof under this Bank

Guarantee only and only if you serve upon us a written claim or demand on or before_________ (mention period of guarantee as found under clause (ii)above plus claim period)

Dated day of 2014.

SIGNATURE& SEALOFTHEBANK


(\;)Ofll i}'(f.) ~ Canara BankAPPENDIX-F

Location Details

Proposed Locations for Supply & Installation of Printers and Scanners:

Sl. Site LocationNo.

1 Kolkata Circle Maximum at 4 locations within West Bengal

Actual Locations will be intimated with the purchase order.

Full Address of Branches/Offices to be installed under each of the above Offices will beprovided to the selected bidder.
