request for proposal supply … kiosk 26122012.pdfboi rfp 100 cash deposit kiosk dated 26/12/2012...

BOI RFP 100 Cash Deposit Kiosk Dated 26/12/2012

REQUEST FOR PROPOSAL

SUPPLY INSTALLATION COMMISSIONING OF 100 CASH DEPOSIT KIOSK MACHINES

FOR DEPLOYMENT AT BRANCHES OF BANK OF INDIA Date 26/12/2012

Ref No. IT/HO/KIOSK/2012-13/2


of 45

Index The services / products required, bidding procedures, and contract terms are prescribed in the Request for Proposal (RFP) document. The RFP document include:

(a) PART 1 - Invitation to Bid

(b) PART 2 - Disclaimer

(c) PART 3 - Eligibility Criteria

(d) PART 4 - Scope of Work

(e) PART 5 - Terms and Conditions of Contract

(g) PART 6 - Technical and Functional Specifications

(h) PART 7 - Price Bid Format (Indicative)

(g) PART 8 - Forms

(h) PART 9 - Business Rules of Reverse auction and Annexures

PART 1 INITATION TO BID The Bank of India a Public Sector Bank (hereinafter referred to as “Bank”) invites bids from Companies who have national presence and proven experience in undertaking the activity of supply, installation, commissioning and maintenance of Bulk Note Acceptor Machines (BNAs), Cash Deposit Kiosks, Multi Function Kiosks with Cash Deposit facility for banks in India with purpose of installation of 100 Cash Deposit Kiosks at its branches. The companies / firms submitting the Bid in response to this Request for Proposal are referred to as the Bidder /s in this document and the selected lowest bidder is referred to as the Vendor.

1.1 Existing set up of the Bank

The Bank has all its 4200 branches on Core Banking Solution (CBS) across the country. The Bank has so far installed 1800 ATMs having presence across the country. The Core Banking Software of the Bank is Finacle version 7.025 of Infosys maintained by Hewlett Packard India Ltd. The Delivery channels communicate with CBS through Connect24 interface. Bank proposes to interface the Cash Kiosks to CBS for accepting the cash deposit to the credit of the beneficiary accounts with any branch on online real time basis integrating with CBS Finacle by interfacing connect24.


of 45

1.2 Schedule of RFP submission and details for Communication

Address for Communication The General Manager Information Technology Department, 8th Floor, Star House, C-5, G-Block, Bandra Kurla Complex, Bandra East, Mumbai – 400 051.

Contact Person and Contact No. Mr. Anand Jamkhandi Assistant General Manager Ph.No-022-66684876 E-Mail: [email protected]

Pre-Bid Meeting 31/12/2012 at 4.00 p.m. Venue - at the below mentioned bid submission address

Last Date and Time for Receipt at Bank of India Head office

15/01/2012 by 11.30 a.m. RFP submitted later than the time and date mentioned above will not be accepted. Address: Bank of India, Information Technology Department, Head office, Star House, C-5, G-Block, 8th Floor, West Wing Bandra Kurla Complex, Bandra (East) Mumbai – 400 051.

Date and Time of Opening of Technical Bid

15/01/2013 by 11.40 a.m.

PART 2 : DISCLAIMER

a) The information contained in this RFP document or any information provided subsequently to Bidder(s) whether verbally or in documentary form by or on behalf of the Bank, is provided to the Bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided.

b) This RFP is neither an agreement nor an offer and is only an invitation by Bank to the interested parties for submission of bids. The purpose of this RFP is to provide the Bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP.


of 45

Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP.

c) This is not an offer by the Bank but only an invitation to bid in the selection process initiated by the Bank. No contractual obligation whatsoever shall arise from the RFP process until a formal contract is executed by the duly authorised signatory of the Bank and the Bidder.


of 45

PART 3 ELIGIBILTY CRITERIA

Sr.

No.

Criteria Documents to be submitted

1. Bidder should be a registered

company in India under Companies

Act 1956 and should have been in

operation for at least two years as

on date of RFP.

Copy of the Certificate of

Incorporation and Certificate

of Commencement of

Business.

2. Bidder should be Original

Equipment Manufacturer of Cash

deposit Kiosk / Bunch Note

Acceptor or their authorized

representative /distributor in India

with at least 10 installations of

BNAs / Cash Deposit Kiosks at any

Public Sector / Private Sector / Co-

operative Bank in India as on

31.12.2012.

An Authorised representative

should submit Manufacturers

Authorisation Certificate.

Supported by documentary

evidence.

Letters from the concerned

organization confirming

successful implementation of

BNA /Cash Deposit Kiosk

project with them to be

submitted with following

details:

Name of the client

Number of Locations

Type of Model

Scope of Project

Name of the person who can

be referred to from Clients’

side, with Name, Designation,

Postal Address, Phone and

Fax numbers, E-Mail Ids, etc.,

(Attach copies of purchase

orders)

The bank reserves the right to

inspect such installations

while evaluating the Technical

Bid.

3. Minimum annual turnover should

not be less than Rs. 25 crore in the

last two financial years as per

audited financial statements.

Audited Financial statements

to be submitted.

4. Bidder should have national

presence and service centres at

least at 30 locations across India

covering all important cities.

Detailed list of authorized

service centres.

5. Bidder should have complaint

monitoring system in place with toll

Proof of having complaint

monitoring system and toll


of 45

free number for call logging. free number for call logging

6. Bidder should not have been

blacklisted by any PSU Bank /

IBA/RBI during the last three years.

Self certification in the offer

letter.

Note:- i. Either the Cash Kiosk manufacturer or their authorized distributor in India can directly bid for the tender but both of them cannot bid for the same make. ii. Bidder must conform to all the above mentioned criteria. Non-compliance

of any of the criteria will entail rejection of the Bid. Copies of the relevant

documents / certificates should be submitted as proof in support of the

claims made.

iii. Bidder should provide all information sought by the Bank in the RFP. Bid

not providing required information will be treated as non-responsive.

PART 4 Broad Scope of Work

4.1 Bank is looking for Bidders who have national presence in terms of Service

Centres and can supply, install, integrate with Bank’s CBS Finacle, commission and

maintain Cash Deposit Kiosks (Cash Kiosks). The Bank is planning to install 100

Cash Kiosks at its branches. Bidders should note that Cash Kiosks will be deployed

across the length and breadth of the country as per requirement of business and the

bidder will have to guarantee that support would be available to Cash Kiosks for a

minimum period of 5 years. The Bank at its discretion may procure additional 10%

Cash Kiosks from the selected Vendor during the period of contract.

4.2 The Bank proposes to deploy Cash Kiosks at its Urban, Semi urban and Rural branches. The Cash Kiosks will be installed on-site within the branch lobby. Bank proposes to interface the Cash Kiosks to its CBS for accepting the cash deposit to the credit of the beneficiary accounts with any branch on online real time basis. Cash Kiosk should support / provide the functionality of Cardless online deposit of Cash to the credit of account maintained at any branch of the Bank enabled through interface to the Core Banking Solution.

4.3 The required cabling and conditioned power supply and networking

arrangements to connect the Cash Kiosk to Branch LAN will be done by the Bank.

4.4 Cash Kiosk should efficiently function in non Air-conditioned environment.

4.5 The Vendor will be responsible to provide necessary interface, middleware,

hardware and database, if required for seamless interfacing / connecting to Bank’s

Core Banking and ATM Switch.


of 45

4.7 The Vendor will be responsible for training the Bank’s staff in performing EOD

process, generating MIS reports, retrieving and reading EJ logs, copying EJs on

removable media, replacing receipt printer roll, removing the cash deposited from the

cash stacker at no additional cost apart from the warranty and maintenance services

covered under the contract.

4.8 The Vendor will be responsible for attending all service calls like removal of

printer roll paper jam, stacker jam, cash acceptor slot non-functioning, etc. leading to

non-functioning of the Cash Kiosk.

4.9 Cash Kiosk should accept Bulk deposit of cash of minimum 40 notes at one go.

Cash Kiosk should verify the genuineness of the currency notes while accepting the

notes.

4.10 Cash kiosk should accept all genuine extant series of currency notes of Rs. 50,

100, 500, 1000 denominations. Cash Kiosk should reject the forged /

unknown/soiled/ mutilated notes.

4.11 Vendor should update the software to support all new variants of currency notes

issued by RBI as well as new denominations, if any, issued subsequently without

any extra cost to the Bank during the period of warranty and AMC. Bidder should

undertake to upgrade the counterfeit currency detecting software minimum once in

six months.

4.3 The technical and functional specifications of Cash Kiosks are given in PART

6 of this document.

PART 5 TERMS AND CONDITIONS

5.1 Period of Contract

The Bidder should commit to enter into contract for a period of 5 years comprising of

warranty period of 3 years and Annual Maintenance Contract (AMC) of 2 years.

5.2 Bid Document Availability

5.2.1 The Bidding Document may be obtained from the Bank at the following

address or downloaded from Bank’s website www. bankofindia.com and the bid

should be submitted on or before the due date and time brought out in this RFP

document at the address given below:


of 45

The General Manager,

Bank of India, Head Office, Information Technology Department Star House, C-5, G-Block, Bandra Kurla Complex,

Bandra (East), Mumbai-400051,

Fax No. 022-66684890

5.2.2 Bidders should note that all the information required by the Bank as per RFP

needs to be provided. Incomplete information may lead to non-selection.

5.3 Cost of Bidding

5.3.1 A non refundable bid amount of Rs. 5,000/- should be paid by the Bidder by

means of a demand draft / pay order favoring the ‘Bank of India’ payable at

Mumbai being cost of Bid document. The amount will not be refunded to any

prospective bidder under any circumstances including cancellation of RFP or

procurement process at any stage. If bid is downloaded from website, the cost of the

bid may be paid in a separate envelope while submitting the Bid. Bids are liable to be

rejected if demand draft / pay order cost of the Bid is not received.

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

submission of its Bid and the Bank will in no case be responsible or liable for these

costs, regardless of the conduct or outcome of the Bidding process.

5.4 Bid Security

5.4.1 The Bidder shall furnish, as part of its Bid, a Bid security amounting to Rs.

10,00,000/-.

5.4.2 The Bid security shall be denominated in Indian Rupees and shall be the

form of a Bank guarantee issued by another Public Sector / Private Sector Bank in

India, acceptable to the Bank, in the form as per Form 8.3 provided in the RFP valid

for sixty (60) days beyond the validity of period of the Bid.

5.4.3 Any Bid not secured, as above, will be rejected by the Bank, as non-

responsive.

5.4.4 Unsuccessful bidders’ Bid Security will be discharged or returned as promptly

as possible, but not later than thirty (30) days after the expiration of the period of Bid

validity.

5.4.5 The successful Bidder’s Bid security will be discharged upon the Bidder

signing the Contract as per Format 8.6 and furnishing the Performance Bank


of 45

Guarantee format for which will be provided to the successful bidder by the Bank.

5.4.6 The Bid security may be forfeited:

a) if a Bidder withdraws or amends its Bid during the period of Bid validity

specified in this document or;

b) in the case of a successful Bidder, if the Bidder fails;

(i) to sign the Contract Form; or

(ii) to furnish Performance Bank Guarantee

(iii) to confirm the Price quoted in Reverse Auction

(iv) to successfully complete Proof of Concept in terms of RFP

5.5 Period of Validity of Bids

Bids shall remain valid for 180 days from the date of opening of the Bid. A Bid valid

for a shorter period may be rejected by the Bank as non-responsive. In exceptional

circumstances, the Bank may seek the Bidders’ consent for extension of the period

of validity. The request and the responses thereto shall be made in writing. The Bid

security provided shall also be suitably extended. A Bidder may refuse the request

without forfeiting its Bid security.

5.6 Amendment to the RFP

5.6.1 At any time prior to the deadline for submission of Bids, the Bank may

modify the RFP Document, by issuing Corrigendum to RFP. Notification of

amendments will be put up on the Bank’s Website and will be binding on all Bidders.

5.6.2 In order to allow prospective Bidders reasonable time in which to take the

amendment into account in preparing their Bids, the Bank, at its discretion, may

extend the deadline for a reasonable period as decided by the Bank for the

submission of Bids.

5.7 Comprehensive Warranty

5.7.1 Vendor should provide Comprehensive Warranty for a period of three years

from the date of acceptance of the Cash Kiosk (as per para 5.14 below). During

warranty period Bank will not pay any charges for Engineer’s visit charges, any part

replacement cost except when the Cash Kiosk part is physically damaged by

miscreant or otherwise.

5.7.2 Vendor should guarantee that the equipment delivered to the Bank is brand

new, including all components.

5.7.3 The vendor should also guarantee that all the hardware and software supplied

by the vendor is licensed and legally obtained.


of 45

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

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

by the offer.

5.7.5 Vendor must warrant all equipment, accessories, spare parts etc., against any

manufacturing defects during the warranty and AMC period.

5.7.6 During the warranty period vendor shall maintain the equipment and

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

charge to the Bank.

5.8 Annual Maintenance Contract (AMC)

5.8.1 Vendor should provide comprehensive AMC for minimum period of two years

after the expiry of three year Warranty period at the agreed prices for maintenance of

the Cash Kiosk.

5.8.2 During the period of warranty and subsequent AMC period for Cash Kiosks

servicing, repair and replacement of parts on account of product malfunctioning

caused by circumstances not attributable to the Bank should be done free of cost by

the vendor within one working day if it affects / impacts the operation of Cash Kiosk

and within three working days (if it does not impact the operation of Cash Kiosk).

Penalties will be levied @ Rs 250/- per incident per day for incidents which are

unattended beyond the time limit set as above. The penalties will be recovered from

any payment due to the vendor under the contract with the Bank. The period of non-

accessibility of the Cash Kiosk for resolution of the issue on account of force majeure

circumstances shall be excluded from calculation of penalty.

5.8.3 Maintenance shall cover, inter alia, free provision of such spares, parts,

software as and when necessary to ensure that the kiosk function in a trouble-free

manner. The Vendor will be responsible for attending Cash Acceptor Slot defects.

Stacker related issues, receipt printer related issues etc. Vendor shall correct any

faults and failures in the Equipment and shall repair and replace worn out defective

parts of the Equipment as and when requested by the Bank, 24 hours a day, 7 days

a week. In other words, such services should be made available to the Bank round

the clock throughout the year. Bank will not pay any charges for visit of engineer /

maintenance personnel.

5.8.4 Maintenance under the agreement shall include two updates of screens, two

times IP changes / change of combination lock in a single year, de-installation and

reinstallation of entire set up for requirement of shifting of Cash Kiosk once during

the contract period. The shifting / transportation cost will be borne by the Bank.


of 45

5.8.5 In cases where unserviceable parts of the Equipment need replacement on

account of product malfunction caused by circumstances not attributable to the

Bank, Vendor shall repair/ replace such parts at no extra cost to the Bank.

5.8.6 Bidder shall provide repair and maintenance service for resolution of the

issues through its own service personnel. The complaint will be logged to the Vendor

office on toll free number / official email id of the Vendor by the Bank. All repairs and

maintenance service described herein shall be performed by qualified maintenance

engineers totally familiar with the equipment.

5.8.7 If any particular machine is frequently becoming out of order for mechanical

reasons for more than three times in a month and such incidence occurs for three

consecutive months, the Bank may ask the vendor to replace the machine and

Vendor should replace the machine with another new machine at no extra cost to the

Bank.

5.8.8 The vendor should timely apply/load all software patches, templates of new

notes and fake notes, loading of complete new screens (note more than two times in

a year) in the individual Cash Kiosk during the Warranty and AMC period. This job

has to be done as part of Warranty and AMC support services, without any extra

cost/visit charges.

5.8.9 In case Cash Kiosk accepts any counterfeit note/es, the incident will be

reported to the Vendor and vendor has to make good for the loss immediately. The

configuration of the Cash Kiosk should be checked immediately and rectified.

5.9 The vendor must ensure before delivery that operating system is hardened to

block the services which are not required. The vendor should provide Cash Kiosk

specific firewall to take care of intrusion detection, port scans and other common

virus attacks.

5.10 Preventive Maintenance

Vendor shall conduct preventive maintenance (including but not limited to inspection,

testing, satisfactory execution of all diagnostics, cleaning and removal of dust and

dirt from the interior and exterior of the Equipment and necessary repairing of the

Equipment at interval of minimum once in a quarter to ensure that the Kiosk is in

efficient running condition so as to ensure trouble free functioning. The Preventive

maintenance should be scheduled after the business hours of the branch in which

the Cash Kiosk is installed.

5.11 The Vendor shall depute it’s representative / engineer for five working days

on-site at the branch upon commissioning of the Cash Kiosk for the purpose of

training / educating the branch staff and customers to use the Cash Kiosk. The


of 45

operational onsite training to the Bank’s staff in performing admin job, EOD process,

replacing receipt printer roll, removing the cash deposited from the cash cassettes,

safe lock PIN change etc. should be provided during the initial five days and

thereafter once in half year if required by the Bank at any particular branch site at no

additional cost apart from the warranty and maintenance services covered under the

contract.

5.12 Award of Contract

5.12.1 The Bank will issue Letter of Intent for award of contract of all 100 Cash

Kiosks to the successful lowest bidder that is the Bidder conforming to the eligibility

criteria whose Bid is responsive to the technical and functional specifications and

quoted the lowest price at the Reverse Auction conducted by the Bank.

5.12.2 Such selected lowest bidder would be required to successfully complete the

interfaces & integrations with Bank’s Core Banking system and conduct POC (Proof

of Concept) for the complete functionality required by the Bank within one month

from the date of issuance of Letter of Intent.

5.12.3 The award of contract / signing of contract form and placement of purchase

order for 100 locations will be done upon successful POC of the Cash kiosk.

5.12.4 In case such selected lowest bidder fails to complete the necessary

interface/integration with Bank’s Core Banking system and successful POC within

the defined period, the offer will be given to L2 bidder provided the L1 price is

matched. L2 bidder will have 10 days time to accept the offer upon intimation by the

Bank. Upon acceptance of the offer Bank would issue Letter of Intent.

5.12.5 Such L2 Bidder would be required to successfully complete the interfaces &

integrations with Bank’s Core Banking system and conduct and complete POC

(Proof of Concept) within one month from the date of receipt of Letter of Intent. The

award of contract / signing of contract form and placement of purchase order for 100

locations will be done upon successful POC of the Cash kiosk.

5.13 Delivery period

5.13.1 Cash Kiosks should be delivered at the branch site within 30 days of

acceptance of purchase order and commission the same within 10 days of the

delivery. Purchase order will be placed centrally from Head Office.

5.13.2 If vendor fails to deliver the Kiosk or perform services of commissioning within stipulated time schedule from the date of acceptance of Purchase Order, the Bank shall be entitled to deduct from the ordered price, as liquidated damages, a sum equivalent to 1% of the order price for each week of delay until actual delivery of


of 45

goods subject to maximum of 10% of the Contract value. The Bank has right to cancel the order in case undue delay in delivery/commissioning of Cash Kiosks at the Branch site after placement of order.

5.14 Acceptance Certificates

On successful commissioning of the Cash kiosk at the Branch, after the Bank is

satisfied with the working of the system / functionality and completion of 5 days on

site support and training by Vendor’s qualified engineer, the acceptance certificate

signed by the Vendor and the representative of the Bank will be issued. The date on

which such certificate is signed shall be deemed to be the date of Acceptance of the

Cash Kiosk at the particular branch site.

5.15 Vendors shall indemnify, protect the Bank against all claims, losses, costs,

damages, expenses, action suits and other proceedings, resulting from infringement

of any Patent, trademarks, copyrights, agency/dealership etc., or such other

statutory infringements in respect of the entire software and hardware supplied by

the Vendor.

5.16 At any time prior to the deadline for submission of Bids, the Bank may

modify the RFP Document, by issuing Corrigendum to RFP. Notification of

amendments will be put up on the Bank’s Website and will be binding on all Bidders.

5.17 The Bank shall be under no obligation to accept the lowest or any other bid

received in response to this RFP and shall be entitled to reject any or all offers

without assigning any reason whatsoever.

5.18 Submission of Bids

5.18.1 It is a two staged bidding process. Bidders should seal one envelope each of

“Technical Bid” and “Price Bid” and both these envelopes shall be enclosed and

sealed in one outer envelope. The Outer envelope should bear the Project Name as

Supply Installation Commissioning and Maintenance of 100 Cash Deposit

Kiosks RFP dated 26/12/2012.

The inner envelopes shall bear the Project Name as under:

BOI 100 Cash Deposit Kiosks RFP dated 26/12/2012 Technical Bid or Price Bid

(Indicative) as the case may be.

5.18.2 The Technical Bid envelop should contain the following documents:-

a) Form 8.1 Offer Letter

b) Form 8.2 Conformity to Eligibility Criteria and General details of the Bidder


of 45

c) Form 8.3 Bid Security

d) Form 8.4 List of Service Centres and details of complaint monitoring system

e) Form 8.5 Manufactures’ Authorisation Form

f) Form 8.6 Contract Form

5.18.3 The Price Bid envelope should contain the following document:-

a. Price Bid (Indicative) as per PART 7 of the RFP document.

b. Duly signed Reverse Auction Process Compliance Form as per Annexure

A of the RFP.

5.19 Bids should be received by the Bank at the address specified, no later than the

date and time specified in the Invitation to Bid. The Bank may, at its discretion,

extend this deadline for the submission of Bids by issuing corrigendum amending the

RFP. Any Bid received after the deadline for submission of Bids prescribed, will be

rejected and returned unopened to the Bidder.

5.20 Only one Model / Make strictly conforming to the specifications as mentioned

in the RFP should be quoted. When the configuration/ feature required is not

available in a particular model, the next available higher configuration model shall be

offered. The Models proposed/ marked for withdrawal from the market and the

models under quality testing should not be offered. The model offered should be

supported for a minimum period of 2 years after expiry of warranty period.

5.21 Evaluation of Bids

5.21.1 Technical Bids will be opened in the presence of authorized representatives

of the bidders. No bid will be rejected at the time of opening of the Bid.

5.21.2 The Bank will examine the Bids to determine whether they are complete,

required forms, financial statements, reference letters, make model of Cash Deposit

Kiosk offered etc. have been furnished, the documents have been properly signed,

and the Bids are generally in order. The Bank may at its discretion waive any minor

infirmity, non-conformity, or irregularity in a Bid, which does not constitute a material

deviation.

5.21.3 The Bank will examine whether the Bid and the Bidder is eligible in terms of

Part 3 – Eligibility Criteria. During evaluation of the Bids, the Bank at its discretion

may ask a bidder for clarification of its bid. The request for clarification and the

response shall be in writing, and no change in the substance of the bid shall be

sought, offered or permitted.

5.21.4 The Technical response with respect to the make and model quoted and

requirements of technical and functional specifications mentioned in the RFP will be


of 45

evaluated. The Bank may cross check with other banks whose reference is

submitted by the Bidder in its Bid and any other external source as deemed fit. The

Bank’s decision on satisfactory level for technical shortlisting of Bid will be binding on

all bidders.

5.21.5 The Indicative Price Bids of only those Bidders who are evaluated as

eligible / responsive during Eligibility and Technical evaluation will be opened. The

Price Bids Indicative will be opened in presence of the representatives of the

Bidders. The Total indicative price quoted by the Bidders will be declared at the time

of opening the price bid. The date and time of opening of Indicative Price Bids will be

communicated to such shortlisted Bidders.

5.21.6 The indicative Price bids of the Bidders not found eligible at Technical

Evaluation stage as per the requirements of this RFP will be returned to them

unopened against acknowledgement.

5.22 Reverse Auction

5.22.1 The e- Reverse Auction process of bidding will be followed. The Bidders

whose Price Bid (indicative) have not been rejected / disqualified will be asked to

participate in the reverse auction, which will be conducted for determining the L1

vendor. The business rules, terms and conditions of the Reverse Auction process

are given in Part 8 of this RFP.

5.22.2 The Reverse Auction would be conducted for the unit price of Total Cost of

ownership as per Price Bid format of Part 7 of RFP. The L-1 bidder will be

determined on the basis of the lowest price quoted in the Reverse Auction.

5.22.3 Bidders should submit Reverse Auction Process Compliance Form as per

Annexure A given below along-with Price Bid (Indicative).

5.22.4 The selected L1 Bidder should submit Price Confirmation letter giving break

up of per unit Warranty price and AMC price as per Annexure B within 48 hours time

of completion of Reverse Auction.

5.23 Bid Currency

Bids are to be quoted in Indian Rupees only.

5.24 Bid Prices

5.24.1 Bid price should be quoted as per format given in Part 7 of the RFP.


of 45

5.24.2 The per unit quoted price should be exclusive of taxes (i.e. Excise Duty,

Sales Tax/VAT, Octroi / Entry Tax any other applicable duties and taxes) but

inclusive of all other expenses like Technical Service Charges, if any, packing,

Freight and Forwarding, Transit Insurance, Local transportation, Hamali Charges,

completing the Road permit formalities, if required, installation charges etc. The

vendor shall coordinate with the concerned agencies to complete the road permit

formalities, if any, and there shall not be overhead costs to the Bank for obtaining

such road permits. The applicable taxes should be mentioned in invoice. The octroi,

entry tax will be reimbursed at actual, subject to production of original receipts.

5.24.3 The amount of AMC per unit quoted for two years period should be exclusive

of Service tax. The Service tax as applicable from time to time on the AMC payable

will be borne / paid by the Bank. In case of any new tax on the fees payable for AMC

services rendered by the vendor being introduced subsequently, the same will be

borne by the Bank.

5.24.4 Prices quoted by the Bidder shall be fixed during the Contract Period of 5

years comprising of three years Warranty and two years AMC. The price quoted

shall not be subject to variation on any account, including exchange rate fluctuations.

A Bid submitted with an adjustable price quotation will be treated as non-responsive

and will be rejected.

5.24.5 The AMC price quoted for two years period should be minimum 8 % of the

Total Cost of Ownership. The AMC portion of the lowest price quoted by the L1

bidder at Reverse Auction should be minimum 8% of the per unit Total Cost of

Ownership.

5.25 Payment Terms

5.25.1 Upon delivery of the Cash Kiosk at the branch site 75% of the unit cost will

be paid. The payment will be made against production of delivery challan and

invoices. The balance 10% will be paid upon commissioning and acceptance of the

Cash Kiosk (as per clause 5.14 above) and submission of Performance Bank

Guarantee. The remaining 15% payment will be released in three instalments of 5%

each upon completion of each year of warranty period. The TDS will be deducted

at the applicable rate as per provisions of the applicable law. Payment will be

released centrally by the respective Zonal Office for all Kiosks installed at the

branches under its control.

5.25.2 Upon completion of the warranty period, the AMC charges will be paid on half

yearly arrears basis after ensuring renewal of Performance Guarantee. The AMC

charges quoted for two years will be divided equally to arrive at the portion charges

for 6 months. The applicable service tax will be paid separately. The AMC charges


of 45

will be released centrally by the respective Zonal Office. The TDS will be deducted at

the applicable rate as per provisions of the applicable law.

5.26 Performance Bank Guarantee

5.26.1 The selected Vendor shall provide on an annual basis a Performance Bank

Guarantee from a reputed public sector or private sector bank for an amount of 10%

of the Total Cost of Ownership of the total no. of Cash Deposit Kiosks installed at the

branches under each Zone of the Bank. Performance Bank Guarantee will be

annually renewable through the period of contract with a claim period of 3 (three)

months.

5.26.2 In the event of non-performance of obligations the Bank shall be entitled to

cancel the contract and invoke the Performance Bank Guarantee without notice or

right of demur to the Vendor apart from the other provisions of cancelling the order in

terms of the.

5.27 Resolution of Disputes

5.27.1 The Bank and the Supplier shall make every effort to resolve amicably by

direct informal negotiation, any disagreement or dispute arising between them under or in connection with the Contract.

5.27.2 If, after thirty (30) days from the commencement of such informal

negotiations, the Bank and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms specified herein below. These mechanisms may include, but are not restricted to, conciliation mediated by a third party, adjudication in an agreed national forum.

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

a) In case of Dispute or difference arising between the Bank and a Supplier relating to any matter arising out of or connected with this agreement, such disputes or difference shall be settled in accordance with the Arbitration and Conciliation Act, 1996. Where the value of the contract is above Rs. 1 Crore, the arbitral tribunal shall consist of 3 arbitrators one each to be appointed by the Bank and the Supplier. The third Arbitrator shall be chosen by mutual discussion between the Bank and the Supplier.

b) Arbitration proceedings shall be held at Mumbai, India, and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English;

c) The decision of the majority of arbitrators shall be final and binding upon both parties. The cost and expenses of Arbitration proceedings will be paid as determined by the arbitral tribunal. However, the expenses incurred by


of 45

each party in connection with the preparation, presentation, etc., of its proceedings as also the fees and expenses paid to the arbitrator appointed by such party or on its behalf shall be borne by each party itself; and

d) Where the value of the contract is Rs. 1 Crore and below, the disputes or differences arising shall be referred to the Sole Arbitrator. The Sole Arbitrator should be appointed by agreement between the parties.

5.28 Jurisdiction

All disputes would be subject to Indian laws and jurisdiction, and settled at courts in

Mumbai.

5.29 Indemnity

The Vendor shall indemnify, protect and save the Bank against all third party claims,

losses, costs, damages, expenses, action suits and other proceedings, resulting

from infringement of any law pertaining to patent, trademarks, copyrights, licensing

etc. or such other statutory infringements in respect of all the hardware and software

used by them.

5.30 The Bank reserves the right to accept or reject any Bid /offer received in part

or in full, and to cancel the Bidding process and reject all Bids at any time prior to

contract of award, without thereby incurring any liability to the affected or Bidder or

Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for

the Bank’s action.

5.31 Force Majeure

5.31.1 The Vendor or the Bank shall not be liable for default or non-performance of

the obligations under the contract, if such default or non-performance of the

obligations under this contract is caused by any reason or circumstances or

occurrences beyond the control of the Vendor or the bank, i.e. Force Majeure. For

the purpose of this clause, “Force Majeure” shall mean an event beyond the control

of the parties, due to or as a result of or caused by act of God, wars, insurrections,

riots, earth quake and fire, revolutions, floods, epidemics, quarantine restrictions,

trade embargos, declared general strikes in relevant industries, satellite failure, act of

Govt. of India, events not foreseeable but does not include any fault or negligence or

carelessness on the part of the parties, resulting in such a situation. In the event of

any such intervening Force Majeure, either party shall notify the other in writing of

such circumstances and the cause thereof immediately within five calendar days.

Unless otherwise directed by the Bank, the Vendor shall continue to

perform/render/discharge other obligations as far as they can reasonably be


of 45

attended/fulfilled and shall seek all reasonable alternative means for performance

affected by the Event of Force Majeure.

5.31.2 In such a case, the time for performance shall be extended by a period(s)

not less than the duration of such delay. If the duration of delay continues beyond a

period of 180 days, the Bank and the Vendor shall hold consultations with each other

in an endeavour to find a solution to the problem. Notwithstanding above, the

decision of the Bank shall be final and binding on the Vendor.

5.32 Bank reserves the right to cancel the entire Bidding process at any stage

without assigning any reason whatsoever.

PART 6 TECHNICAL AND FUNCTIONAL SPECIFICATIONS

FRONT ACCESS CASH DEPOSIT KIOSK

Name of the Manufacturer:

Make and Model:

Sr. Features Yes/No Remark

1 Processing platform

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.9

Intel-based system running on

Windows XP or higher

Intel core 2 duo or above Processor

2 MB Cache, 2 GB DDR3 RAM

2X500 GB HDD (1primary hard disk +

1 secondary disk for mirror)

52xCDRW

1 Gigabit Network Interface

4 USB ports, 1 Serial and 1 Parallel

Ports for connection of the required

peripherals.

OS hardening (with Firewall)

Should be able to function in non

airconditioned environment

2 Touch Screen

2.1

2.2

2.3

2.4

Size:15” minimum

Type: Capacitive/SAW

Material :Pure Glass

Touch-Screen Resolution: 4096 touch

points per axis within the calibrated


of 45

2.5

2.6

2.7

2.8

2.9

2.10

2.11

area.

Antiglare Surface : 6:1 minimum

Light Transmission :>90%

Accuracy: Less than +1% error within

the active area.

Response time : < 16 ms

Endurance: Scratch resistant. {must

withstand more than 50,000,000

touches in one location without failure]

Impact Resistant :meets GB9633-1988

and UL-60950-1 steel ball test or

equivalent

Operating Temperature : -20o to 50o C

3 Receipt Printer

3.1

3.2

3.3

3.4

Printer 40 Column Thermal Printer /

DoT Matrix with Auto Cutter

Printing Width 72 mm minimum

Roll Diameter 80 mm minimum Capable of printing graphics

4 Cabinet

4.1

4.2

4.3

4.4

The cabinet must house all the

components of the kiosk and should be

ergonomically designed. Please

Specify dimension (Height, Width &

Breadth) in millimetre

Must have separate access to

collections and maintenance functions.

All devices must be optimally located

and secured, with easy serviceability.

The collection box should be made

secure with lock (key/password

operated).

Cabinet should have provision for

stocking spare cash stacker

5 Currency Acceptor with Stacker

5.1

5.2

5.3

5.4

Design must be modular

Serial Stacker should be an integral

part of the currency acceptor with

hardware dual lock mechanism.

100% Serialized Stacking with spring

loaded mechanism

Must have note storing capacity of

minimum 2000 notes


of 45

5.5

5.6

5.7

5.8

5.9

5.10

5.11

5.12

5.13

Cabinet should have provision for stocking spare cash stacker One extra stacker should be provided to replace with full stacker (manual replacement) Must accept all extant series of Indian

Notes of denominations Rs.50, Rs.100,

Rs.500, Rs.1000 which are in

circulation

Must detect Fake Notes as per RBI

guidelines

The Acceptor must Indicate note

denominations and acceptor status.

Acceptance rate > 95% on 1st

insertion.

UL 291 Level 1 or CEN L compliant /

Certified Secure Chest with electronic

dual combination lock and key

Must accept bulk cash in a bunch of

minimum 40 notes

Capable of accepting all new variants

currency notes issued subsequently by

RBI without any extra cost to the Bank

6 Camera

6.1

6.2

Kiosk should have inbuilt camera to capture image of the depositor initiating transaction with date and time of transaction, transaction id Kiosk should have capability to store the record for minimum period of 30 days.

7 Application Software


of 45

7.1

7.2

7.3

7.4

7.5

7.6

7.7

7.8

7.9

Application Software should be touch-

Screen based menu-driven.

The Application Software must be

capable of generating formats

acceptable to CBS for Integration for

real time data updation.

Day end summary / Clearance

summary upon filling up of stacker

should have complete details of

denomination wise summary.

Should maintain log for all transactions

between kiosks and CBS.

Capable of remotely monitoring the

health of Kiosks.

Capable of receiving Remote loading

of Patch as and when needed like anti-

virus updates, remote loading of

Screens

Capable of displaying alerts for Stacker

getting full, low on stationery for receipt

printer etc.

Capable of capturing log of all

transactions with date and time,

denomination and other relevant

details

Capable of capturing the Userid of

employee opening Cash safe / Cash

stacker with time details as part of log

in EJ

8 Functionality

8.1

8.2

8.3

Configure interface for processing

transactions by input of 15 digit

beneficiary account number as per the

messages received from Core Banking

Solution for depositing cash.

Accepting currency notes of Rs. 50,

100, 500 and 1000 presently in

circulation and verify the genuineness

of the notes before acceptance.

Updating the software / hardware to

support all new variants currency notes

as well as new denominations, if any,

issued subsequently without any extra


of 45

8.3

8.4

8.5

8.6

8.7

8.8

8.9

8.10

cost to the Bank.

Detection of fake notes as per RBI

guidelines

Rejecting / returning No Bank Note /

Forged / Soiled / suspicious / mutilated

notes

Accepting real / genuine bank note

Sending message to Core Banking for

Crediting the account.

Printing of receipt for the user (upon

obtaining confirmation message from

Core Banking) with denomination

details of cash credited to account, the

currency rejected, date and time

stamp, transaction details and

beneficiary account number details and

account name.

EoD report to be customised as per

Bank’s requirement

Appropriate messages on the screen

as user prompts and guidance to user

etc.

Updation of the forged notes template

from time to time.

Capable of accepting all new variants

currency notes issued subsequently by

RBI without any extra cost to the Bank


of 45

PART 7 : PRICE BID (INDICATIVE)

Name of the OEM: Name of Make and Model:

7.1 Bidders should quote indicative prices in the following manner:

Sr. No Particulars Quantity Total Unit cost

INR

1 Cash Deposit Kiosk with three years

warranty

(exclusive of all taxes)

1

2 AMC for two years

(exclusive of Service tax)

AMC amount should be minimum 8% of

the Total cost of Ownership

1

3 Total Cost of ownership (1+2)

Total cost of ownership in words- Rupees

7.2 Total Cost of Ownership to the Bank will not change due to exchange

fluctuation. Per unit price quoted and derived at the Reverse auction as stipulated

above will be applicable for entire contract period of 5 years.

7.3 Any Price Bid not in conformity with the above format or incomplete in any

respect will be rejected / disqualified by the Bank.

7.4 The prices bid is indicative and the L-1 bidder will be determined on the basis

of Reverse Auction.

7.5 Only those Bidders whose price bids are not rejected / disqualified by the

Bank would be allowed to participate in reverse auction.

We accept the above.

.

Dated this ....... day of ............................ 2013

_________________________________

________________________________

(Signature) (Name) (In the capacity of)

Duly authorised to sign Bid for and on behalf of

_________________________________


of 45

PART 8 FORMS

Format 8.1

OFFER LETTER

(to be included in Technical Bid Envelope)

Date : ……………………………

To,

………………………………………………………….

………………………………………………………….

………………………………………………………….

………………………………………………………….

Sir / Madam,

Ref: Your RFP dated: 26/12/2012 for Supply, Installation Commissioning

and Maintenanace of 100 Cash deposit Kiosks

Having examined the captioned RFP Document dated 26/12/2012, the receipt of

which is hereby duly acknowledged, we, the undersigned, offer to Supply, install,

commission with integration to Bank’s Core Banking Solution 100 Cash Deposit

Kiosks and maintain them for contract period of 5 years in conformity with the scope,

terms and conditions of captioned RFP.

While submitting this bid, we certify that we have not induced nor attempted to induce

any other bidder to submit or not submit a bid for restricting competition and the references

submitted are genuine.

We agree to participate in the Reverse Auction process proposed to be undertaken

by the Bank. We agree that the rate that will be quoted in Reverse auction will

remain valid for the period of the contract.

If our Bid is accepted, we will obtain the guarantee of a reputed Bank for the due

performance of the Contract, for an amount of 10% of the Contract value / Total Cost

of Ownership to the Bank.

Until formal contract form is executed, this Offer letter / Proposal, together with your

written acceptance thereof and your notification, shall constitute a binding contract

between us.


of 45

While submitting this bid, we certify that we have not induced nor attempted to induce

any other bidder to submit or not submit a bid for restricting competition and the references

submitted are genuine.

We undertake that, in competing for (and, if the award of Contract is made to us, in

executing) the said contract, we will strictly observe the laws against fraud and

corruption in force in India namely “Prevention of Corruption Act 1988”.

We understand that Bank is not bound to accept the lowest or any Bid that may be

received.

We also certify that we have not been blacklisted by any PSU Bank/IBA/RBI during

the last five years.

Dated this ....... day of ............................ 2013

_________________________________

________________________________



_________________________________

Form 8.2

Conformity To Eligibility Criteria and General Details of the Bidder

(Please attach documentary evidence of compliance)

Sr.

No.

Criteria Yes / No

If Yes list of documents

enclosed

1. Bidder should be a registered

company in India under

Companies Act 1956 and should

have been in operation for at least

two years as on date of RFP.

2. Bidder should be Original

Equipment Manufacturer of Cash

deposit Kiosk / Bunch Note

Acceptor or their authorized

representative /distributors in India

with at least 10 installations of

BNAs / Cash Deposit Kiosks at


of 45

any Public Sector / Private Sector

/ Co-operative Bank in India as on

31.12.2012.

An Authorised representative

should submit Manufacturers

Authorisation Certificate.

3. Minimum annual turnover should

not be less than Rs. 25 crores in

the last two financial years as per

audited financial statements.

4. Bidder should have national

presence and service centres at

least at 30 locations across India

covering all important cities.

5. Bidder should have complaint

monitoring system in place with

toll free number for call logging.

6. Bidder should not have been

blacklisted by any PSU Bank /

IBA/RBI during the last three

years.

Self certification in the offer

letter.


of 45

Sr Item Details

1. General Details

1.1 Name of Company

1.2 Postal Address

1.3 Telephone, mobile, Website address and Fax

numbers

1.4 Constitution of the Company

1.5 Nature of main activity and other activities

1.6 Details of ownership

1.7 Holding company or parent company

1.8 Key persons with contact details

1.9 Name and designation of the person authorized to

make commitments to the Bank

1.10 Email Address

1.11 Date of Incorporation in India, commencement of

Business & number of Years in the line of Business

Enclose Copy of

Certificate of

Incorporation

1.12 Sales Tax/VAT Number Enclose Sales

Tax / VAT

registration copy

1.13 Income Tax Number Enclose

Company’s PAN

Card copy and

the latest

Income-tax

Clearance letter

1.14 Brief description of facilities of the organization for

undertaking the services

2. Financial Details

2.1 Annual Total Turnover (2010-11)

2.2 Annual Total Turnover (2011-12)

2.3 Net Profit (2010-11)

2.4 Net Profit (2011-12)

2.5 Net Worth (2010-11)

2.6 Net Worth (2011-12)

Dated this ....... day of ............................ 2013

_________________________________

________________________________



of 45


_________________________________


of 45

Form 8.3

BID SECURITY

Whereas........................... (hereinafter called “the Bidder”) has submitted its Bid dated...................... (date of submission of Bid) for Supply Installation commissioning and Maintenance of 100 Cash Deposit kiosks in terms of RFP dated 26/12/2012 issued by Bank of India (hereinafter called “the Bid”).

KNOW ALL PEOPLE by these presents that WE..................... (name of bank) having

our registered office at.................. (address of bank) (hereinafter called “the Bank”),

are bound unto Bank of India (hereinafter called “the Purchaser”) in the sum of

_______________________for which payment well and truly to be made to the said

Purchaser, the Bank binds itself, its successors, and assigns by these presents.

Sealed with the Common Seal of the said Bank this ____ day of _________ .

THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of Bid validity specified in the

RFP.

2. If the Bidder, having been notified of the acceptance of its Bid by the Purchaser

during the period of Bid validity:

(i) fails or refuses to to sign the Contract Form; or

(ii) fails or refuses to furnish Performance Bank Guarantee

(iii) fails or refuses to confirm the Price quoted in Reverse Auction

(iv) fails to successfully complete Proof of Concept in terms of RFP

We undertake to pay the Purchaser up to the above amount upon receipt of its first

written demand, without the Purchaser having to substantiate its demand, provided

that in its demand the Purchaser will note that the amount claimed by it is due to it,

owing to the occurrence of one or both of the two conditions, specifying the occurred

condition or conditions.

This guarantee will remain in force up to and including sixty (60) days after the

period of the Bid validity, i.e. up to ________, and any demand in respect thereof

should reach the Bank not later than the above date.

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

(Signature of the Bidder’s Bank)


of 45

Note: Presence of restrictive clauses in the Bid Security Form such as suit filed

clause/clause requiring the Bank to initiate action to enforce the claim etc. will render

the Bid non-responsive.

Form 8.4

List of Service Centres and Details of Complaint Monitoring system

City Address of the Location with phone numbers

Area Serviced Number of engineers and other support personnel

Details of Complaint Monitoring System Existing System of Registering the Complaints Toll Free Complain Number, if available


of 45

FORM 8.5

MANUFACTURERS'/PRODUCERS’ AUTHORIZATION FORM No. Date: To: Bank of India IT Department HO Dear Sir:

Ref: Your RFP NO. IT/HO/KIOSK/2012-13/2 dated 26/12./012

We who are established and reputable manufacturers / producers of ______________________Description, Make and Model having factories / development facilities at (address of factory / facility) do hereby authorise M/s ___________________ (Name and address of Agent) to submit a Bid, and sign the contract with you against the above Bid Invitation. We hereby extend our full guarantee and warranty for the Products / Equipment and services offered by the above firm against the captioned RFP requirement.

We also undertake to provide any or all of the following materials, notifications, and information pertaining to the Products manufactured or distributed by the Supplier :

(a) Such Products / Equipment as the Bank may opt to purchase from the Supplier, provided, that this option shall not relieve the Supplier of any warranty obligations under the Contract; and

(b) in the event of termination of production of Products quoted by the

Bidder:

i. advance notification to the Bank of the pending termination, in sufficient time to permit the Bank to procure needed requirements; and

ii. following such termination, furnishing at no cost to the Bank, the

blueprints, design documents, operations manuals, standards, source codes and specifications of the Products, if requested.

We duly authorise the said Bidder / firm to act on our behalf in fulfilling all installations, Technical support and maintenance obligations required by the contract.


of 45

Yours faithfully, (Name)

(Name of Producers)

Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer. The Bidder in its Bid should include it.


of 45

Form 8.6

Contract Form

THIS AGREEMENT made the .......day of.................................., 2013

Between .......................... (Name of Bank) (hereinafter called "the Bank") a

body corporate constituted under the Banking Companies (Acquisition and

Transfer of Undertakings) Act, 1970 and having its Head Office at ---------------

------------------------------------- (hereinafter referred to as the “Bank” which term

shall, unless repugnant to the context or meaning hereof, be deemed to mean

and include its successors and assigns)of the one part:

and ..................... (Name of Vendor) incorporated under the Companies Act,

1956 and having its registered office at ----------------------------------------

(hereinafter called “the Vendor”) which term shall, unless repugnant to the

context or meaning hereof, be deemed to mean and include its successors

and permitted assigns ) of the other part :

(“Bank”, and “the Vendor” shall, wherever the context requires, be referred

collectively as “Parties” and individually as “Party” also)

WHEREAS Bank of India (the Bank) invited Bids vide Request for Proposal

(RFP) dated 26/12/2012 for Supply, Installation, Commissioning and

Maintenance of 100 Cash Deposit Kiosk. The Bid submitted by the Vendor in

response the said RFP has been accepted by the Bank.

One of the terms of the said RFP is that the Vendor shall sign the Contract

Form with the Bank. The parties are accordingly desirous of signing the said

Form.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same

meanings as are respectively assigned to them in the RFP dated 26/12/2012

2. The following documents of RFP dated 26/12/2012 shall be deemed to

form and be read and construed as part of this Agreement, viz.:

(a) PART 1 - Invitation to Bid

(b) PART 2 - Disclaimer

(c) PART 3 - Eligibility Criteria

(d) PART 4 - Scope of Work

(e) PART 5 - Terms and Conditions of Contract

(g) PART 6 - Technical and Functional Specifications

BOI/HO/IT/ATM/RECON//2012-13/2 Confidential & Proprietary

BOI RFP ATM REON of 45

(h) PART 8 - Forms

(i) PART 9 - Business Rules of Reverse auction (j) Price Confirmation Letter dated for the Price quoted at Reverse Auction held by the Bank on

Notification of Award of Contract dated issued by the Bank.

3. In consideration of Supply, installation and Commissioning of the Cash

Deposit Kiosk with Technical Specifications, Functionality and services required

by the Bank rendering in terms of the RFP dated 26/12/2012, the Vendor

proposed to supply Cash Deposit Kiosk of -------------------------(make) ----------------

-(model) the Vendor, the Bank shall pay the Price as stated below:-


INR


warranty


1

2 AMC for two years




1


4 Neither party shall disclose the confidential information to a third party. The parties will, at all times, maintain confidentiality regarding the contents of this Agreement and proprietary information including any business, technical or financial information. 5 In consideration of the payments to be made by the Bank to the Vendor as hereinafter mentioned, the Vendor hereby covenants with the Bank to provide the equipment of Cash Deposit Kiosk, functionality and services and to remedy defects therein, in conformity in all respects in terms of the RFP.

IN WITNESS whereof the parties hereto have caused this Agreement to be

executed in accordance with the respective laws the day and year first above

written.

Signed, Sealed and Delivered by the

said ..................................................... (For the Bank)

in the presence of:.......................................



Signed, Sealed and Delivered by the

said ..................................................... (For the Vendor)

in the presence of:.......................................



PART 9 Business Rules & Terms & Conditions of Reverse Auction for Supply Installation commissioning and Maintenance of 100 Cash Deposit kiosks in terms of RFP dated 26/12/2012 A) Definitions : 1) “Bank” means Bank of India a Public Sector bank having its Head Office at

“Star House”, C– 5, ‘G’ Block, Bandra-Kurla Complex, Bandra (East), Mumbai – 400 051. The Bank has captioned RFP. 2) “M/s e-Procurement Technologies Ltd. (ETL)” means the Service Provider situated at A-201-208, Wall Street - II, Opp. Orient Club, near Gujarat College, Ahmedabad Gujarat - 380 006. who has been selected by the Bank for conducting Reverse Auction. 3) “L1” means the Bidder who has quoted lowest price in the Reverse Auction process. 4) “L2” means the Bidder who has quoted second lowest price in the Reverse Auction process. 5) “L3” means the Bidder who has quoted third lowest price in the Reverse Auction process. B) Eligibility of Bidders to participate in Reverse Auction : 1) Eligibility of the Bidders for participating in the Reverse Auction will be decided in terms of the captioned RFP document dated 26/12/2012. Bidders eligible for participating in Reverse Auction should accept the Business Rules, Terms & conditions of Reversion Auction and submit the undertakings as per Annexure-A favouring ETL, the Service Provider engaged by the Bank. Bidders not submitting the undertaking as per Annexure A or submitting with deviations / amendments thereto will be disqualified from further evaluation / participation in the process of reverse auction. 2) Bidders should ensure that they have valid digital certificate well in advance to participate in the Reverse Auction. Bank and / or ETL will not be responsible in case Bidder could not participate in Reverse Auction due to non-availability of valid digital certificate. C) Training : 1) ETL shall provide necessary training to representatives of all eligible Bidders for participation in Reverse Auction without any cost to the bidders. All rules & procedure related to Reverse Auction will be explained during the training.



2) The Training will be on-line and the schedule i.e. Date, Time, etc. of the training will be advised at the appropriate time. 3) Eligible Bidder / his authorized nominee should attend / is required to attend the training as per the advised schedule at his/ Bidder’s own cost. D) Reverse Auction Schedule: 1) The date and time of start of Reverse Auction shall be informed to the eligible Bidders well before the Reverse Auction date. 2) Bank reserves the right to postpone / change / cancel the Reverse Auction event even after its communication to Bidders without assigning any reasons therefor. E) Auction Website: https://boi.abcprocure.com F) Bidding Currency : Bidding will be conducted in Indian Rupees (INR). G) Start Price : Bank will determine the Start Price for Reverse Auction:- 1) on its own and / or 2) based on the price bids received from the technically qualified bidders H) Decrement Bid Value : 1) The bid decrement value will be specified by Bank before the start of Reverse Auction event. 2) Bidder is required to quote his bid price only at a decremented value. 3) Bidder need not quote bid price at immediate next available lower level, but it can be even at multiples i. e. 2/3/4 decremental level of next available lower level . I) Conduct of Reverse Auction event : 1) Reverse Auction will be conducted on a specific web portal hosted for this purpose by ETL. 2) ETL will make all necessary arrangement for fair and transparent conduct of Reverse Auction like hosting the web portal, imparting training to eligible Bidders etc., and finally conducting the Reverse Auction process.



3) Bidders will be participating in Reverse Auction event from their own office / place of their choice. Internet connectivity and other paraphernalia requirements shall have to be ensured by Bidder themselves.

a) In the event of failure of their internet connectivity (due to any reason whatsoever ) it is the Bidders responsibility / decision to send fax communication immediately to ETL furnishing the bid price which they want to bid online, with a request to upload the faxed bid price online. ETL will upload such faxed price online on behalf of the Bidder. It is the sole responsibility of the Bidder communicating such bid price to ETL to ensure that the fax message is received by ETL in a readable / legible form and also the Bidder should simultaneously check up with ETL over phone about the clear receipt of the bid price faxed. It shall also be clearly understood that the Bidder shall be at liberty to send such fax communications of prices to be uploaded by ETL only before the closure of Reverse Auction time and under no circumstances it shall be allowed beyond the closure of Reverse Auction event time. Such Bidders have to ensure that the service provider is given reasonable time by the Bidders, to upload such faxed bid prices online and if such required time is not available at the disposal of ETL on receipt of the fax message from the Bidders, ETL will not be uploading the bid prices. It is to be noted that neither the Bank nor the ETL will be responsible for these unforeseen circumstances. b) In order to ward-off such contingent situation, Bidders are advised to make all the necessary arrangements / alternatives such as back –up power supply, mode of internet connectivity whatever required so that they are able to circumvent such situation and still be able to participate in the reverse auction successfully. However, the vendors are requested not to wait till the last moment to quote their bids to avoid any such complex situations. Failure of power, internet connection or any other emergency at the premises of vendors during the Reverse auction cannot be the cause for not participating in the reverse auction. On account of this, the time for the auction cannot be extended and Bank is not responsible for such eventualities.

4) Bank and / or ETL shall not have any liability to Bidders for any interruption or delay in access to the site of Reverse Auction irrespective of the cause. 5) For making the process of Reverse Auction and its result legally binding on the participating Bidders, the Bidder should submit acceptance of process in the Process Compliance Form (Annexure A ) favouring ETL. Without the duly executed Process Compliance Form Bidder will not be eligible to participate in the event. 6) Bidders name will be masked in the Reverse Auction process and will be given random dummy names by the ETL.



7) Bidder / his authorised representatives will be given unique Login ID & Password by ETL. Bidder/his authorized representative will change the Password after the receipt of initial Password from ETL to ensure confidentiality. All bids made from the Login ID given to the Bidders will be deemed to have been made by the concerned Bidder/his company. 8) Reverse auction will be conducted as per English Reverse Auction with no tie where more than one Bidder cannot have identical bid price. 9) Any bid once made by the Bidder through registered Login ID & Password cannot be cancelled. The Bidder is bound to deliver the services as per the said RFP at the price quoted at Reverse Auction. 10) Procedure of Reverse Auctioning Bank will declare its Start Price and decrement value, which shall be visible to the all bidders during the start of the reverse Auction. Bidder will be required to start bidding after announcement of the Start Price and decrement amount. Also, please note that the start price in online reverse auction is open to all the participating bidders. Any bidder can start bidding, in the online reverse auction, from the start price – One Decrement Value or Multiple of decrement value. Also, please note that the first online bid that comes in the system during the online reverse auction can be equal to the auction's start price – one decrement value, or lesser than the auction's start price by multiples of decrement value. The second online bid and onwards will have to be lesser than the L1 rate by one decrement value, or lesser than the L1 rate by multiples of the decrement value.

11 ) Reverse Auction will be for a period of one hour. If a Bidder places a bid price in last 10 minutes of closing of the Reverse auction, the auction period will get extended automatically for another 10 minutes. Maximum 3 extensions each of 10 minutes will be allowed after auction period of 1 hour i.e. entire process can last maximum for 1 ½ hour only. In case there is no bid price in the last 10 minutes of closing of Reverse Auction, the auction shall get closed automatically without any extension. ( The time period of Reverse Auction & Maximum number of its extensions & time are subject to change and will be advised to eligible Bidders before the start of the Reverse Auction event.) 12) Bidder will be able to view the following on their screen along with the necessary fields in Reverse Auction :

i) Start Price

ii) Leading / Lowest Bid Price in Auction ( only total price)

iii) Last Bid Price placed by the respective Bidder. iv) Rank of the respective Bidder.

13) During Reverse Auction, if no bid price is received within the specified time, Bank, at its discretion, may decide to revise Start Price / Decrement Value / scrap the reverse auction process.



14) At the end of the Reverse Auction, Bank will decide upon the L1 bidder. Bank’s decision on award of Contract shall be final and binding on all the Bidders. 15) Bank shall be at liberty to cancel the reverse auction process / tender at any time, before awarding of the Contract ordering, without assigning any reason. 16) Bank shall not have any liability to bidders for any interruption or delay in access to the site irrespective of the cause. 17) Successful Bidder / the L1 bidder declared by the Bank shall be required to submit the final price, quoted during the English Reverse (no ties) as per Annexure B given below duly signed and stamped as token of acceptance without any new condition other than those already agreed to before start of auction.



Annexure- A Reverse Auction Process Compliance Form

(The bidders are required to print this on their company’s letter head and sign, stamp and submit in their Price Bid envelope) To M/s e-Procurement Technologies Ltd. (abcprocure) A-201-208, Wall Street - II, Opp. Orient Club, Nr. Gujarat College, Ahmedabad - 380 006. Gujarat State, India

Sub: Acceptance of Reverse Auction process related Business Rules,

Terms and Conditions for the Reverse Auction

Dear Sir, This has reference to the Terms & Conditions for the Reverse Auction mentioned in RFP dated 26/12/2012 for Supply Installation commissioning and Maintenance of 100 Cash Deposit kiosks floated by Bank of India. This letter is to confirm that:

1) The undersigned is authorized representative of the company. 2) We have studied the Business rules governing the Reverse Auction as

mentioned in the said RFP as well as this document and confirm our agreement to them.

3) We also confirm that we shall take the training on the auction tool from ETL and understand the functionality of the same thoroughly.

4) We confirm that Bank and ETL shall not be liable & responsible in any manner whatsoever for my/our failure to access & bid on the e-auction platform due to loss of internet connectivity, electricity failure, virus attack, problems with the PC, any other unforeseen circumstances etc. before or during the auction event.

5) We understand that in the event we are not able to access the auction site, we may authorize ETL to bid on our behalf by sending a fax containing our offer price before the auction close time and no claim can be made by us on either Bank of India or ETL regarding any loss etc. suffered by us due to acting upon our authenticated fax instructions.

6) We do understand that ETL may bid on behalf of other bidders as well in case of above mentioned exigencies.

7) We also confirm that we have a valid digital certificate issued by a valid Certifying Authority.



8) We also confirm that we will submit the Price Confirmation letter as per Annexure B within 48 hour of the completion of the reverse auction and the format as requested by Bank / ETL.

We, hereby confirm that we will honour the Bids placed by us during the auction process. With regards Signature with company seal Name – Company / Organization – Designation within Company / Organization – Address of Company / Organization –



Annexure B Price Confirmation Letter

(The bidders are required to print this on their company’s letter head and sign, stamp before faxing)

To, The General Manager,

Bank of India, Head Office, Information Technology Department, Star House, C-5, G-Block, Bandra Kurla Complex, Bandra (East), Mumbai-400051,

Sub: Final price quoted during reverse auction for Supply Installation commissioning and Maintenance of 100 Cash Deposit kiosks against RFP dated 26/12/2012 Ref : Reverse Auction dated ------- Dear Sir, We confirm that we have quoted the following Total Cost of Ownership price per unit of Cash Deposit kiosk. Rs. xxxxxx.xx (Rupees and paise in words ------------------------------------ only) The break up of the price is as under:-


INR


warranty


1

2 AMC for two years




1


Thanking you. Yours sincerely, For _________________



Name: Company: Date: Seal: