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1. Confidential 43 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda v Holes This refers to notes with at least one visible hole Notes with holes with area exceeding 10 mm shall be sorted as unfit vi Stains Stains are visible markings which are not part of the feature of a note Notes shall be detected as unfit if localized i e with limited extension stain can be recognised on its surface In case the total area covered by stains exceeds 500 mm the note shall be sorted as unfit A note with a single stain covering an area of more than 200 mm shall be sorted as unfit Both the obverse and the reverse of the note shall be checked for stains vii Graffiti Graffiti refers to deliberate graphic alteration of the note with for example figures or letters Fitness sorting criteria in case of graffiti shall be the same as those for stains Both the obverse and the reverse of the note shall be checked for graffiti viii Crumples Folds Crumpled folded notes shall be sorted as unfit if the folds result in reduction of the original note in length or width greater than 5 mm ix Decolouration Notes affected by decolouration shall be sorted as unfit if the ink is partially or wholly missing from its surface Both the obverse and the reverse of the note shall be checked for decolouration x Repair A repaired note is created by joinin
2. LOI within 15 days of its issue or failure to furnish Performance Guarantee or to sign the agreement when called upon to do so we agree that the Bank shall without prejudice to any other right or remedy be at liberty to forfeit the said Earnest Money absolutely We hereby declare that we shall treat the tender documents drawings and other records connected with the work as secret confidential documents and shall not communicate information derived there from to any persons other than a person to whom we are authorized to communicate the same or use the information in any manner prejudicial to the safety of the State the Bank We undertake that in competing for and if the award is made to us in executing the above contract we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act 1988 Commissions or gratuities if any paid or to be paid by us to agents relating to this Bid and contract execution if we are awarded the contract are listed below Name and address of agent Amount amp Currency Purpose of commission or gratuity If none state none We are aware that tender will be evaluated separately for each type of Note Sorting Machines NSM i e Heavy Duty Note Sorting Machines HDTNSM 4 1 pockets Heavy Duty Note Sorting Machines HDTNSM 3 1 pockets Desk Top Note Sorting Machine DTNSM 2 1 pockets and Desk Top Note Sorting Machines DTNSM 1 1 pockets
3. Manufacturer s Authorisation form enclosed that they have been duly authorized by the goods manufacturer or producer to supply the goods and assuring full guarantee and warranty obligations If proposals are submitted through the business partners or authorised distributors etc a separate LETTER OF AUTHORISATION TO BID on behalf of the main vendor s should be enclosed along with the technical bid Proposals received without the authorisation letter s will summarily be rejected However the bidder should confirm that they have a national presence to extend support for the systems supplied and also submit a list of such service support centers 19 Evaluation of Tender e The tenders received within the due date and time only will be considered for evaluation e The Technical bids shall be opened and the qualifications of the bidders will be evaluated to ensure meeting the minimum pre qualification criteria e Technical bids of the bidders who satisfy the prequalification criteria will be evaluated for compliance of other terms and conditions and also compliance of the machine model offered to the technical specifications The bidders whose Technical bids are found to be in order in all respects will be advised to give a demonstration of the model of the Note Sorting Machine offered to explain the various features listed in the Technical Bid The model will also be subjected to the following tests Confidential 15 RFP Document for SITC
4. attorney Sri name and designation hereinafter referred to as BANK which expression shall unless exclude by or repugnant to the context mean and include its successors in interest and assignees on the one part and Name of the vendor a company registered under Companies Act 1956 a firm registered under Partnership Act 1932 having its registered office at represented by its director Sri ee hereinafter referred to as the SUPPLIER BIDDER or TENDERER on the other part WHEREAS the Bank having agreed to purchase about Heavy Duty Note Sorting Machines and Desk Top Note Sorting Machines strike out whichever is not applicable Make Model with 4 1 pockets 3 1 pockets 2 1 pockets 1 1 pockets strike out whichever is not applicable hereinafter called Machine from the supplier who agrees to supply install impart training commission and maintain the said machines as per the model and the specifications and the terms and conditions finalized between the supplier and the Bank NOW THIS AGREEMENT WITNESSETH as follows 1 In this agreement words and expression shall have the same meanings as are respectively assigned to them in the conditions of contract hereinafter referred to 2 The following documents not inconsistent with these presents shall be deemed to form and be read and construed as part of this agreement viz 2 1 The RFP document with all Annexu
5. 2 Technical Specification 2 e 35 8 Technical Bid 3 Technical Specification 3 ccceeeee ee 37 9 Technical Bid 4 Technical Specification 4 eeeeee ee 39 10 Guidelines on Note Authentication and Fitness Sorting Parameters 41 11 Test ProC GUures iis ciniaisisin aeea e E T E 45 12 Details of the Bidder c ccc cece a aiaa aiaa 47 13 Manufacturer s Authorisation Form ccccccccce eee eeeeeeaeeeeeeeeenes 49 14 Letter of Authorisation to Bid c ccc ccc cece eee eaeeee ee ee eee eaeeaeaees 50 15 Agreement Format Annexure 1 eceeeeeee eect eect eee ee teen eneeenes 51 16 Format of Bank Guarantee in lieu of EMD Annexure 2 53 17 Format of Bank Guarantee for Performance Guarantee Annexure 3 56 18 Format of Annual Maintenance Contract Annexure 4 59 19 Format of Bank Guarantee for AMC Annexure 5 0088 62 20 Commercial Indicative Price Bid 1 cece cece cc ee eee ee ea eeenens 63 21 Commercial Indicative Price Bid 2 0 0 0 ccc ccc cc ec ee cece ee eee enees 64 22 Commercial Indicative Price Bid 3 c ccc cece cece cece ee ee ea en enone 65 23 Commercial Indicative Price Bid 4 ccc ccc cece cece ee ee eae enens 66 Confidential 3 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note S
6. Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda for delayed supply delayed delivery subject to maximum of 10 of the cost of the machine s for which there is delay 16 Performance 8 of the contract amount Basic Price of the Number of Guarantee machines proposed to be purchased from the supplier by the Bank valid till 6 months beyond the completion of warranty period along with the unconditional letter of acceptance within 15 days of the date of letter of indent issued by the Bank If the supplier fails to submit the Bank Guarantee along with the unconditional letter of acceptance within the stipulated period Bank of Baroda reserves the right to invoke the Bank Guarantee for the Earnest Money Deposit in proportion of the indent for which default is made and cancel the purchase contract 17 AMC For 3 years after warranty 18 Escalation of price No escalation permitted Prices shall be firm 19 Fall Clause If the selected Bidder reduces its price or sells or offers to sell the rate contracted goods under similar items and conditions as in the rate contract at a price lower than the rate contracted price to any person or organization during the currency of the rate contract the rate contract price will be automatically reduced for all subsequent supplies under the rate contract with effect from the date from which such offer or sale was made to the outside
7. amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda i Speed test to check the machine s speed ii Authenticity check with reference to the features of genuine notes as disclosed by the RBI to sort suspect notes iii Fitness sorting with reference to the fitness parameters laid down by RBI iv Consistency test to check the consistency of the machine s performance v Stress test to check the suitability of the machine to work continuously for long hours e The bidder has to make available the machine for conducting these tests for which no payment will be made These tests shall be conducted at Baroda at a specified Place by the Bank at a specified time in the presence of bidder s representative Bank s officials and Consultants if any appointed for conducting the tests e The bidder shall handover the NSM offered to be tested in a standard condition Once the NSM has been handed over for test the representative of the bidder shall not be allowed to touch the machines in any manner over the entire period of testing e The testing is likely to be continued for minimum 40 hours of operating time spread over 7 days e The detailed procedure for conducting these tests is given elsewhere in this document Based on the test results the bank will shortlist machines which are considered to be suitable The decision of the Bank regarding suitability of a machine shall be final
8. and so on and so forth Cost of Tender Document Tender document can be downloaded from our web site www bankofbaroda com and tender document fee in the form of DD favouring Bank of Baroda payable at Baroda shall be enclosed in a separate cover and stapled to the cover containing Technical Bid from outside otherwise the bid is liable for rejection Bidders who wish to bid for HDNSM as well as DTNSM are required to pay only for one set of tender document Earnest Money Deposit EMD EMD for each type of Note Sorting Machines will be as under 720 lakh Rupees Twenty Lakh only for HDNSM 4 1 pockets 710 lakh Rupees Ten Lakh only for HDNSM 3 1 pockets 1 5 Crore Rupees one crore Fifty lakh only for DINSM 2 1 pockets 60 lakh Rupees Sixty lakh only for DTNSM 1 1 pockets The EMD shall be made by way of Demand Draft favouring Bank of Baroda payable at Baroda or by an irrevocable Bank Guarantee as per Bank s format in Annexure 2 having validity upto 18 months from the date of opening of Technical Bid issued by any Scheduled Commercial Bank other than Bank of Baroda or Foreign Bank in India favouring Bank of Baroda The EMD shall be made separately for each type of Note Sorting Machine and shall be enclosed in the respective covers containing the Technical Bid of the particular type of Note sorting machine Bids without EMD shall not be considered Confidential 8 RFP Document for SITC amp Maintenance of Heavy Duty
9. and that the Bank may place the purchase order with successful bidder for a particular type of NSM We fully understand that you are not bound to accept the tender merely for the reason that the same is the lowest Shri authorized representative of the Company is the person authorized to negotiate commercial technical terms amp conditions amp sign on behalf of the firm any Agreement Bills amp receipts for this work Confidential 31 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda We agree that until a formal agreement on requisite value stamp paper is prepared and signed this tender with your written acceptance thereof shall constitute a binding contract between us Dated Signature of Contractor Bidder Vendor Witness Name amp address Full Postal Address including 1 2 Pin Code No Telephone No amp Mobile No Confidential 32 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda TECHNICAL SPECIFICATIONS 1 HEAVY DUTY NOTE SORTING MACHINE HDNSM 4 1 POCKETS The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Notes c
10. are at least 100 notes in any stacker Stage 2 The notes removed from stacker A are then processed through the machine and the total number of notes in all other output stackers excluding A shall be noted and expressed as a per cent of the number processed Stage 3 Test in stage 2 is repeated and result noted Stage 4 The notes removed from stacker B in Stage 1 are then processed through the machine and the total number of notes in all other output stackers excluding B shall be noted and expressed as a per cent of the number processed Stage 5 Test in stage 4 is repeated and result noted Confidential 45 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda The procedure is repeated with notes removed from all other stackers in stage 1 and with other denominations The percentages calculated as above in all the stages shall not be more than 5 Fitness sorting An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India A note must pass all the fitness parameters laid down by RBI to be considered fit for recycling Notes with any visual or physical defects are to be sorted as unfit as per the criteria set out in Table 1 of the RBI guidelines Test procedure For each of the parameter to be checked at least 10 notes should be selected in suc
11. in writing notwithstanding any difference or dispute or controversy that may exist or arise between you and Supplier or any other person 15 Notwithstanding anything contained herein before our liability under this guarantee is restricted to Amount and this guarantee would be valid up to EEEN date 42 months from date of installation and commissioning of machines plus six months grace period and we shall be discharged from all liabilities hereunder unless a written claim for payment under this guarantee is lodged on us within one month from the date of expiry of guarantee i e on or before date irrespective of whether or not the original guarantee is returned to us 16 We have power to issue this guarantee in your favour under the Memorandum and Articles of Association of our Bank and the undersigned has full power to execute this Guarantee under the Power of Attorney granted to him by the Bank SIGNED AND DELIVERED For amp on behalf of the above named Bank For amp on behalf of Bankers Name amp Seal BRANCH MANAGER Banker s Seal Address Confidential 58 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda ANNEXURE 4 Format of Annual Maintenance Contract This Annual Maintenance Contract Is executed on date by and between vali iaaeapennedss Name and address of the Vendor a company registered under Com
12. of the total cost of machines valid for a period of 42 months which shall be returned after the AMC period is over iii The AMC charges shall be payable by the Bank on half yearly basis at the end of the period subject to Tax Deduction at Sources TDS as per relevant provisions of Finance Act from time to time iv During the AMC period the supplier shall provide all services including quarterly preventive checks and attending to complaints repairing replacing parts providing stand by machines etc as required during Warranty period v During AMC period failure to expeditiously attend to the complaints or preventive maintenance will attract the same penalty as specified for the Warranty period Confidential 22 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 ii ii vi B Bank of Baroda Head Office Baroda 10 PAYMENT The Bank will not pay any advance for supply of the machines All payments will be through e payment mode only The bills and invoices shall be prepared by the supplier and submitted to the Head Office of the Bank along with a certificate by the Manager of the Branch location where installed for the satisfactory installation and working The minimum quantity of machines in a bill shall be 100 or total number of NSMs ordered if the order is for less than 100 NSMs Various parameters set out by the Bank and duly committed by the supplier while partici
13. or otherwise in the observance and performance of any of the terms and conditions relating thereto in accordance with the true indent and meaning thereof we shall forthwith on demand pay to you such sum or sums not exceeding in total the said sum of amount as may be claimed by you as your losses and or damages costs charges or expenses by reason of such default on the part of the Supplier 2 Notwithstanding anything to the contrary your decision as to whether the Supplier has made any such default or defaults and the amount or amounts to which you are entitled by reasons thereof will be binding on us and we shall not be entitled to ask you to establish your claim or claims under this Guarantee but will pay the same forthwith on your demand without any protest or demur Confidential 56 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 3 This guarantee shall continue and hold good until it is released by you on the application by the Supplier after expiry of the relative guarantee period of the said Contract and after the Supplier had discharged all his obligations under the said Contract and produced a certificate of due completion of the work under the said contract and submitted a No Demand Certificate provided always that this guarantee shall in no event remain in force after date 42 months from date of installation and commissi
14. running of machine as mentioned in clause iii above signed by Bank Officers with the name of the Official designation and mobile number e Certificate as mentioned in clause iv above c Production of a Certificate issued by the Currency Chest Branch Regional Office of the Bank in whose jurisdiction the machine is installed confirming the speed of the machine as 25000 to 30000 Bank notes through put for HDNSM DTNSM of any mix per hour provided by the Bank into the respective stackers as per the set programme and fitness sorting as per the RBI norms and satisfactory performance of the machine as per the parameters committed by the supplier in the Technical bid and tender terms and conditions d Compliance with regard to training of Bank s staff as stipulated in Clause 12 below e Execution of separate Annual Maintenance Contract as per the format attached Annexure 4 Balance 8 of the invoice amount will be paid after satisfactory completion of the Warranty Period of three years or against a Performance Bank Guarantee for equal amount issued by any Scheduled Commercial Bank other than the Bank to the satisfaction of the Bank as per Annexure 3 In the event of any breach of terms and conditions and or failure to service the machine s by the supplier as per the terms and conditions Bank shall have the right to invoke the Performance Bank Guarantee Applicable Tax deduction at source TDS if any as per relevant provisio
15. suitable for Indian conditions In addition to the manufacturer s certificate the above shall also be certified by the supplier The issuance of above certificate by the Branch Manager shall in no way relieve the Supplier from the provisions of clause iv 92 of the Invoice amount will be paid by the Bank within 90 Ninety days from the date of submission of the bill subject to compliance of the following a Satisfactory installation and commissioning of the machine and accessories as per the parameters mentioned in the Technical bid general terms and conditions of the tender b Production of the following documents pertaining to the delivery amp installation of the machine and accessories in original duly acknowledged by the Bank Official Officer in charge Confidential 23 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 vii viii ix B Bank of Baroda Head Office Baroda e Original Bidder s Invoice along with certified copy of Invoice showing Contract No Goods description quantity unit price total amount Serial Nos of the Equipment s etc e Original Delivery Note signed by Consignee or Acknowledgement of receipt of goods from the Consignee with the name of the Official who has received the Goods designation and mobile number e Insurance Certificate e Manufacturer s Bidder s Warranty Certificate e Installation Note including confirmation on satisfactory
16. which under the law relating to sureties would but for the provisions hereof have the effect of so releasing us from our liability hereunder provided always that nothing herein contained will enlarge our liability hereunder beyond the limit of 7 EET as aforesaid 6 This guarantee shall not in any way be affected by your taking or varying or giving up any securities from the Supplier or any other person firm or company on its behalf or by the winding up dissolution insolvency or death as the case may be of the Supplier 7 In order to give full effect to the guarantee herein contained you shall be entitled to act as if we were your principal debtors in respect of all your claims against the Contractor hereby guaranteed by us as aforesaid and we hereby expressly waive all our rights of surety ship and other rights if any which are in any way inconsistent with any of the provisions of this guarantee 8 Subject to the maximum limit of our liability as aforesaid this guarantee will cover all your claim or claims against the Supplier from time to time arising out of or in relation to the said contract and in respect of which your claim in writing is lodged on us before expiry of six months from the date of expiry of this guarantee Confidential 57 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 9 Any notice by way of demand or otherwise hereunder may be
17. 1 pockets strike out whichever is not applicable at Bank s Offices branches located all over India and the specifications and terms and conditions enclosed therein WHEREAS the tenderer as per clause Instructions to tenderers has agreed to furnish a Bank Guarantee valid up to date 18 months from the date of opening of Technical Bids instead of deposit of earnest money in cash NOW THIS WITNESSETH 1 That the Surety in consideration of the above Tender made by the Tenderer to the Bank hereby undertakes to guarantee payment on demand without demur to the Bank the said amount of Rupees Sedna E only within one week from the date of receipt of the demand Confidential 53 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda from the Bank on presentation of this deed of guarantee which the Tenderer is bound to deposit with the Bank by way of earnest money in connection with his Tender 2 This guarantee shall not be affected by any infirmity or irregularity on the part of the Tenderer or by the dissolution or any change in the constitution of the Bank Tenderer or the Surety 3 The Bank shall be eligible to make any claim under this guarantee if the Tenderer after submitting his Tender rescinds from his offer or modifies the terms and conditions thereof in a manner not acceptable to the Bank or expresses his unwillingnes
18. B Bank of Baroda Head Office Baroda HEAVY DUTY NOTE SORTING MACHINES 4 1 Pockets HEAVY DUTY NOTE SORTING MACHINES 3 1 Pockets DESKTOP NOTE SORTING MACHINES 2 1 Pockets amp DESKTOP NOTE SORTING MACHINES 1 1 Pockets REQUEST FOR PROPOSAL RFP FOR SUPPLY INSTALLATION TRAINING COMMISSIONING AND MAINTENANCE OF NOTE SORTING MACHINES FOR THE BANK IMPORTANT DATES DATE OF ISSUE OF RFP 15 05 2013 LAST DATE OF SUBMISSION OF RFP 05 06 2013 by 12 00 hrs DATE OF PRE BID MEETING 22 05 2013 At 15 00 pm at Bank of Baroda HO Baroda DATE OF OPENING OF RFP TECHNICAL BID 05 06 2013 at 1500 hrs RFP Reference No HO CC GB 105 1977Dated 15 05 2013 Bank of Baroda Department of Cash Management amp Currency Chests Head Office First Floor Suraj Plaza I Sayaji Ganj Baroda 390 005 Gujarat Confidential RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda Important Clarifications Following terms are used in the document interchangeably to mean 1 a e OON Bank BOB means Bank of Baroda RFP means this RFP document Recipient Respondent and Bidder means Respondent to the RFP document OEMs means Original Equipment Manufacturers Tender means RFP response documents prepared by the Bidder and submitted to Bank of Baroda LOI means Letter of Indent 7 Term of the Cont
19. BI are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling If the Machine offered by the bidder meets with the following specifications and requirements the bidder s response _to be given as YES otherwise the exact specification should be given Sl Details Remarks by No Bidder 1 Model number of machine 2 Model Desk top Ergonomic design sturdy capable of working in dusty hot and humid conditions in India 3 Number of Stackers with capacity One or more Number of Reject Stackers with capacity One or more 5 Minimum Processing Speed 25000 Notes hour Machine programmable for diverse sorting parameters 6 Feeding Capacity Minimum 500 Notes with Assisted Feed mechanism Machine should work on any orientation of the notes First Note recognition 9 Denomination sorting 10 Orientation sorting 11 Facing sorting 12 Machine must detect and sort suspect Notes AK 7 8 Confidential 39 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 13 Fitness sorting The machines shall perform the following fitness sorting functions as per criteria and standards laid down in RBI Guidelines on Note Authentication and Fitness Sorting Parameters A Soiling Limpness Dog Ears Tears Holes Stains Graffiti Crumples Folds Decolouration Repair Mutilated Imperfect and Mism
20. CE AND RISKS The insurance shall be for an amount equal to 110 of the CIF value of the goods delivered at the respective branches covering all risks fire burglary SRCC natural calamities such as earth quake flood etc for a period of 4 months from the date of delivery at the location in addition to the transit period 14 ENFORCEABILITY The decision of the Bank in arriving at the conclusion of breach of conditions and or default of supplier will be accepted by the supplier without any demur and the Bank will be at liberty to enforce these conditions rights 15 TERMINATION The Bank at its option without prejudice to its rights under the Contract is entitled to terminate the Contract at any time by giving 30 days written notice to the Contractor in the following circumstance a in case the Bidder does not comply with any of his obligations undertakings under this Contract b if the design specifications functions or performance of the machines supplied by the Bidder do not conform to the approved technical specifications and other requirements specified in this contract or agreed to by the bidder c if the Bidder refrains from implementing any of the instructions received from the Bank within the stipulation of this Contract d incase of any breach of the terms and conditions of this contract by the supplier If the Supplier becomes bankrupt or insolvent or causes or suffers any receiver to be appointed for its busin
21. DTNSM 1 1 Pockets superscribing on the envelop details of NSMs offered Tender enquiry document will be available on the website www bankofbaroda com from 15 05 2013 to 04 06 2013 for downloading The evaluation of the bids involve the following process i Technical Evaluation of Bids ii Technical Testing of Models offered in the Bid iii Commercial Evaluation of Quotes of technically responsive bidders iv Price Bids GENERAL MANAGER Operations amp Services Confidential 5 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 BS pag RFP Notice No Name of the work Location Owner Earnest Money Deposit Cost of Tender Documents Pre bid meeting Tender Forms available from Last date of submission of tender Tender to be submitted to Bid System Opening of Technical Bids Warranty Mode of payment Bank of Baroda Head Office Baroda DATA SHEET HO CC GB 105 1977 Dated 15 05 2013 Supply Installation Commissioning and Maintenance of 1 35 Nos of Heavy Duty Note Sorting Machines 4 1 pockets 2 20 Nos of Heavy Duty Note Sorting Machines 3 1 pockets 3 1038 Nos of Desk Top Note Sorting Machines 2 1 pockets 4 1048 Nos of Desk Top Note Sorting Machines 1 1 pockets Various Currency Chests CPC Branches of the Bank Bank of Baroda 720 lakh Rupees Twenty Lakh only for HDNSM 4 1 pockets 710 lakh Rupees Ten Lakh only
22. Decolouration Repair Mutilated Imperfect and Mismatched Notes 14 Batching Arrangement 15 Possibility of upgradation of software as per RBI directive 16 The technology must be image based 17 User interface machine should have attached printer display with function menu keys external display for count of notes at no extra cost 18 Printer interface facility must be provided free of cost 19 Power supply requirements and consumption 20 Voltage stabiliser inbuilt or external at no extra cost 21 Machine should have software upgradation Facility to make changes 22 Machine should have LCD graphic mode Digital display of information with value Nos of Notes 23 Warranty 3 years unconditional 24 Machines should have Central Monitoring facility 25 Details of EMD DD No Date AS 7 oO 1M 0 OO Ww Confidential 36 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda TECHNICAL SPECIFICATIONS 3 DESK TOP NOTE SORTING MACHINE DTNSM 2 1 POCKETS The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Notes can only be recycled reissued if they are evaluated as genuine and fit according to
23. Desk Top Note Sorting Machine 2013 14 BS Bank of Baroda Head Office Baroda The Bid security may be forfeited If a Bidder withdraws its Bid during the period of Bid validity or In case of a successful Bidder if the Bidder fails a To accept LOI b To furnish Performance Guarantee valid for 42 months 6 months beyond the completion of warranty period within the stipulated time 4 Performance Guarantee The selected Bidder will be required to submit to the Bank a Bank Guarantee for 8 of the Invoice amount Invoice Price of the number of machines proposed to be purchased from the supplier excluding the AMC charges valid till 6 months beyond the completion of warranty period along with the unconditional letter of acceptance within 15 days of the date of letter of indent issued by the Bank If the supplier fails to submit the Bank Guarantee as per Bank s format in Annexure 3 along with the unconditional letter of acceptance within the stipulated period the Bank reserves the right to invoke the Bank Guarantee for the Earnest Money Deposit in proportion of the indent for which default is made based on the communication received from the Bank and cancel the purchase contract 5 Authority to submit Bids a Only authorized personnel of the firm or organization shall sign the BID The proposal must be accompanied with an undertaking letter duly signed by the designated personnel providing a Bid commitment The letter sh
24. Law in the place of the Head Quarters of the Bank i e at Baroda Gujarat 25 JURISDICTION This agreement shall be subject to the jurisdiction of the Courts in the place of the Head Quarters of the Bank i e at Baroda Gujarat 26 LIABILITY OF THE SUCCESSFUL BIDDER Bank shall hold the Successful Bidder its Successors Assignees and Administrators fully liable against loss or liability claims actions or proceedings arising out of non fulfillment of any obligations under the Contract and such liability of the Successful Bidder will be restricted to the actual amount of the Contract Successful Bidder shall be the principal employer of the employees agents contractors subcontractors etc engaged by Successful Bidder and shall be vicariously liable for all the acts deeds or things done by its employees agents contractors sub contractors etc whether the same is within the scope of power or outside the scope of power vested or instructions issued by the Bank under the Contract to be issued for this tender However the Successful Bidder would be given an opportunity to be heard by the Bank prior to making of a decision in respect of such loss or damage 27 NEGLIGENCE In connection with the work or contravenes the provisions of General Terms if the Successful Bidder neglects to execute the work with due diligence or Confidential 28 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B B
25. achine 2013 14 BS ii Bank of Baroda Head Office Baroda GENERAL TERMS amp CONDITIONS INTERPRETATION In construing these conditions the specifications and Agreement the following words shall have the meaning herein assigned to them except where the subject or context otherwise requires Bank The term shall denote Bank of Baroda and any of its employees representative authorized on its behalf Purchaser The term shall denote the Bank placing the letter of indent and any of its employees representative authorized on its behalf iii Tenderer Bidder Supplier Vendor The term shall mean Name amp address of the tenderer and their heirs legal representatives assigns and successors iv Supply Work shall mean the work or works to be done under this v contract as detailed in the Scope of Work Machine shall mean the Heavy Duty Desk Top Note Sorting Machines including all accessories such as printer voltage stabilizer etc to be supplied under this contract SCOPE OF WORK The work is supply installation testing commissioning and maintenance of Note Sorting Machines as detailed elsewhere with comprehensive all inclusive warranty of 3 years and comprehensive maintenance for a further period of 3 years The machines are to be supplied to various branches CPC Currency Chests of the Bank in various locations in India The scope also inclu
26. act unless they otherwise agree and Confidential 27 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda b the purchaser shall pay the supplier any monies due to the supplier unless the dispute is relating to such payment 22 WAIVER Non enforcement by either party of any of the provisions of this Contract shall not construe or constitute as a waiver of the provision itself or any subsequent breach thereof The validity of the Contract shall not be affected should one or more of its stipulations be or become legally invalid and such stipulation is severable from and not fundamental to the obligations of either party to this Contract In such a case the parties shall negotiate in good faith to replace the invalid clause by an agreed stipulation which is in accordance with the applicable Indian Law and which shall be as close as possible to the party s original indent 23 STATUTORY AND OTHER REGULATIONS The Supplier shall comply with all the statutory obligations of the Government of India State Governments and local authorities applicable and the Bank shall not be liable for any action under the statutes applicable due to non compliance of statutory obligations by the Supplier 24 APPLICABLE LAW The Contract shall be interpreted in accordance with the laws of India Any dispute arising out of this contract will be under the jurisdiction of Courts of
27. actual obligations If yes please provide details in brief 16 Have you ever been put on a holiday list or banned by any Public Sector Unit if yes please provide details Confidential 47 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda I We confirm that to the best of my our Knowledge the information provided above is correct and I we understand that any concealment of facts will lead to my our disqualification at any stage by the Bank Date Place SIGNATURE OF BIDDER Authorized Signatory With Seal Confidential 48 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda All details are mandatory Wherever the space is insufficient separate sheet may be used to furnish the details MANUFACTURER S AUTHORISATION FORM 0 ee Dated 1 2013 The General Manager Bank of Baroda Operations amp Services Head Office Baroda Dear Sir Sub Invitation to bid for supply installation commissioning and Maintenance of Heavy Duty Note Sorting Machines 4 1 pocket Heavy Duty Note Sorting Machines 3 1 pocket Desk Top Note Sorting Machines 2 1 pocket and Desk Top Note Sorting Machines 1 1 pocket strikeout whichever is not applicable for Currency Chests amp Branches all over India WE sauaceacsneeaeennenae who are estab
28. an only be recycled reissued if they are evaluated as genuine and fit according to the parameters laid down by RBI see Guidelines on Note Authentication and Fitness Sorting Parameters attached Authenticity check is a prerequisite for fitness sorting Fitness sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertained and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India All the fitness parameters laid down by RBI are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling If the Machine offered by the bidder meets with the following specifications and requirements the bidder s response __ to be given as YES otherwise the exact specification should be given Sl Details Remarks by No Bidder 1 Model number of machine 2 Ergonomic design sturdy capable of working in dusty hot and humid conditions in India Number of Stackers with capacity Four or more Number of Reject Stackers with capacity One or more 5 Minimum Processing Speed 25000 Notes hou
29. and binding on the bidder e The price bids of only the successfully qualified vendors whose Technical bids and machines are found acceptable will be opened subsequently on the date that will be conveyed to them The L1 L2 and L3 will be determined on the basis of the lowest price Cost of machine AMC charges for 3 years L2 and L3 bidders will have to match L1 price The orders may be split at the sole discretion of the Bank between L1 L2 and L3 in the ratio of 50 30 and 20 respectively In case the L2 L3 bidder does not cannot match the prices with the L1 bidder under the RFP there shall be an option to make an offer and negotiate with the L4 bidder and so on and so forth Any incomplete or ambiguous terms conditions quotes will disqualify the offer 20 Notification of Award Prior to expiration of the period of Bid validity the Bank will notify the successful Bidders in writing or by e mail that their Bids have been accepted Upon notification of award to successful bidders Bank will promptly notify each unsuccessful Bidder and will discharge their Bid security After identification of the Bidders the Bank will follow its internal procedure for necessary approvals and thereafter proceed with placing of letter of indent to the Bidders Confidential 16 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 21 During the technical evaluation Bank r
30. and the service component on which Service Tax will be applicable Both VAT and Service tax will not be payable for the same amount component Confidential 14 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 13 Cost of Bidding The bidder shall bear all the 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 14 Bidders shall submit fully completed bids in respect of all relevant particulars with complete details Incomplete bids are liable to be rejected 15 A soft copy of the Bid on a CD should also be provided 16 Latest details regarding the service network throughout the country should be furnished along with the technical bid in terms of e Status of vendor s office whether own or franchisee etc e No of persons engineers working at the office e No of systems sites being handled at present by the office e Names of contact persons addresses and telephone nos 17 In case of Vendor acting on behalf of principal manufacturer details of the principal manufacturer entity its background and the particulars of agency arrangement is to be furnished and service to be provided directly by vendor 18 If the Bidder is not the manufacturer or producer the Bidder should produce a certificate as per the format
31. ank of Baroda Head Office Baroda expedition or refuses or neglects to comply with any reasonable order given to him in writing by the Bank in such eventuality the Bank may after giving notice in writing to the Successful bidder calling upon him to make good the failure neglect or contravention complained of 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 Successful bidder liable for the damages that the Bank may sustain in this behalf Thereafter the Bank is to be compensated for good the failure at the risk and cost of the Successful Bidder 28 DRAWINGS 1 The supplier shall supply all necessary drawings and documents to the Bank s currency chest branches non currency chest branches without any additional cost These drawings and documents shall be in English 2 The drawings and documents to be furnished shall be as follows a All general arrangement and installation drawings inclusive of installation instructions b Electrical schematic drawings indicating consumption points c Two sets of operation and maintenance instructions manuals catalogues and two sets of descriptive literature giving Control safety circuit diagrams with various set parameters duly marked wherever applicable shall be supplied along with the machine 29 The Bank reserves the right to cancel the bid with out assigning any reasons 30 The Vendors s
32. atched Notes 14 Batching Arrangement 15 Possibility of up gradation of software as per RBI directive 16 The technology must be image based 17 User interface machine should have attached printer display with function menu keys external display for count of notes at no extra cost 18 Printer interface facility must be provided free of cost 19 Power supply requirements and consumption 20 Voltage stabiliser inbuilt or external at no extra cost 21 Machine should have software upgradation Facility to make changes 22 Machine should have LCD graphic mode Digital display of information with value Nos of Notes 23 Warranty 3 years unconditional 24 Machines should have Central Monitoring facility 25 Details of EMD DD No Date AS 7 oO 1M 0 OO w Confidential 40 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda Guidelines on Note Authentication and Fitness Sorting Parameters Ref DCM R amp D No G 26 18 00 14 2009 10 dated May 11 2010 from RBI 1 Introduction A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertained and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India All the fitness parameters laid down in this do
33. ate end of period Claims if any must have been received by the undersigned on that date __at the latest at the address address of issuing bank branch Notwithstanding anything contained herein before our liability under this guarantee is restricted to Rupees only and this guarantee would be valid up to PE date and we shall be discharged from all liabilities hereunder unless a written claim for payment under this guarantee is lodged on us within one month from the date of expiry of guarantee i e on or before date irrespective of whether or not the original guarantee is returned to us The confirmation of the guarantee may be obtained from our Controlling Office of the issuing bank at___ address Place Date Confidential 62 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda PRICE BID 1 UNIT RATE FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF HEAVY DUTY NOTE SORTING MACHINE 4 1 POCKET Type of Machine Model Brand name Model No amp Make Brand Name 1 Basic Price of machine per unit lt 2 Taxes Insurance Freight etc per unit 3 Total cost excluding VAT Octroi Entry tax lt Per unit SI No 1 SI No 2 4 AMC per unit Comprehensive charge for lt 1 year excluding Service Tax as applicable Service Tax on AMC is payable separatel
34. be positive as on 31 03 2012 The bidder should have supplied at least 100 One hundred Desk Top Note Sorting Machines during last three financial years ending 31 03 2013 to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI The bidder submitting the bid should be a Registered Company Firm having minimum Average Annual Turn Over of 5 Crores Rupees five Crores during the last two financial years ending on 31 03 2012 Manufacturers Authorisation Form MAF also to be submitted If the Bidder is not the Original Equipment Manufacturer OEM but only an authorized dealer it should have a valid authorization letter from the OEM to deal market the machine in India To bid for Desk Top Note Sorting Machine 1 1 pockets The bidder should have at least two years experience in supplying Note Sorting Machines to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI as on 31 03 2013 The bidder should be a profit making company firm for the last two financial years ending on 31 03 2012 FY2010 11 FY2011 12 and the net worth should be positive as on 31 03 2012 The bidder should have supplied at least 100 Hundred Note Sorting Machines during last Two financial years ending 31 03 2013 to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI The bidder submitting the bid should be a Registered Company Firm having minimum Average Annual T
35. by Reserve Bank of India All the fitness parameters laid down by RBI are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling If the Machine offered by the bidder meets with the following specifications and requirements the bidder s response __to be given as YES otherwise the exact specification should be given Sl Details Remarks by No Bidder 1 Model number of machine 2 Ergonomic design sturdy capable of working in dusty hot and humid conditions in India 3 Number of Stackers with capacity Four or more Number of Reject Stackers with capacity One or more 5 Minimum Processing Speed 25000 Notes hour Machine programmable for diverse sorting parameter 6 Feeding Capacity Minimum 500 Notes with Assisted Feed mechanism 7 Machine should work on any orientation of the notes 8 First Note recognition 9 Denomination sorting 10 Orientation sorting 11 Facing sorting 12 Machine must detect and sort suspect Notes 13 Fitness sorting The machines shall perform the following AK Confidential 35 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda fitness sorting functions as per criteria and standards laid down in RBI Guidelines on Note Authentication and Fitness Sorting Parameters A Soiling Limpness Dog Ears Tears Holes Stains Graffiti Crumples Folds
36. ccessful commissioning of equipment at the respective branch offices Price is not subject to fluctuation of the rupee against foreign currencies or for any other reason s The price shall remain firm throughout the period of this contract In case there is a change in the Government norms taxes etc before installation or presentation of invoices on the Bank whichever is later the same shall be borne by the supplier Price quoted shall remain firm for acceptance during the validity period stated in the General Information and Instructions to Bidders vii Fall Clause If the selected Bidder reduces its price or sells or offers to sell the rate contracted goods under similar items and conditions as in the rate contract at a price lower than the rate contracted price to any person or organization during the currency of the rate contract the rate contract price will be automatically reduced for all subsequent supplies under the rate contract with effect from the date from which Confidential 19 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda vi vii such offer or sale was made to the outsider and the rate contract will be amended accordingly DELIVERY LIQUIDATED DAMAGES On acceptance of tender the Bank shall issue a Letter of Indent LOI to the successful bidder The Bidder shall give an unconditional letter of acceptance of LOI prov
37. claims whatsoever shall be entertained on this account 29 All the pages of tender document shall be sealed stamped and signed by Authorized signatory as token of having read the entire tender document and understood the instructions terms amp conditions etc No changes whatsoever be permitted in the tender document and the tender submitted by the bidder shall be strictly as per Bank s format 30 The Bidder shall indemnify protect and save the Bank against all claims losses damages costs expenses action suits and other proceedings resulting from infringement of any patent trademarks copyrights etc by the Bidder The Bidder shall always remain liable to the Bank for any losses suffered by the Bank due to any technical error and negligence or fault on the part of the Bidder and the Bidder also indemnifies the Bank for the same in respect of the hardware and software supplied by him by executing an instrument to the effect on a Non Judicial stamp paper that Bank may sustain on account of violation of patent trademarks etc by the Bidders Notwithstanding anything contained herein above in case of any dispute claim and legal action arising out of this RFP the parties shall be subject to the jurisdiction of Courts of Law in the place of the Head Quarter Baroda Gujarat of the Bank only 3 _ GENERAL MANAGER OPS amp SER Confidential 17 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting M
38. cument are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling These parameters provide the minimum standards for cash handling machines used by banks hereinafter called the machines Notes can only be recycled reissued if they are evaluated as genuine and fit according to these parameters Authenticity check is a prerequisite for fitness sorting Fitness sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion The Reserve Bank of India phases out certain series issue of notes from circulation from time to time These notes though considered legal tender unless otherwise specified are unfit for recycling As and when the Reserve Bank of India decides to phase out a specific series issue of a specific denomination of notes the machines shall sort all the phased out notes as unfit irrespective of their physical condition 2 Applicability These parameters are applicable to machines operated by banks either directly by their staff or indirectly by their agents These machines can be of any of the following i machines which check the authenticity and fitness of notes i e note processing machines note sorting machines and ii machines which check only the authenticity of notes i e note authe
39. d per week or part thereof subject to a maximum of 10 of the cost of the machine for each machine which is delayed The amount of damages so calculated shall be deducted at the time of making any payment after successful installation and commissioning of the machine and the cost of transportation and other cost there on shall be borne by the supplier The machines shall be installed and commissioned within three days of delivery at Branch Currency Chest CPC Various parameters set out by the Bank and duly committed by the supplier while participating in the tender process shall be demonstrated after installation at each of the location In case the machine does not function properly during the installation demonstration the same shall be immediately replaced with a new machine The decision of the Bank in regard to cancellation of the Purchase Order levy of liquidated damages and forfeiting the Performance Guarantee shall be final Confidential 20 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda viii In case of delivery of machines to States where Road Permit is required for transportation of goods it is the responsibility of supplier to procure the same by making all arrangements required well in advance However Bank will provide any letter if required by the vendors for getting the permits The Bank shall not be responsible for any delay on thi
40. des supplying of accessories as specified and training of Bank s staff in operation of the machines EARNEST MONEY DEPOSIT EMD The tenderer will have to deposit earnest money to the extent and in the form detailed in the Notice Inviting Tender and General Information and Instructions to the Bidders If a Tenderer withdraws or unilaterally modifies its tender during the period of Tender validity or in case a successful bidder fails to accept Letter of Indent LOI provide Performance Guarantee and sign the agreement within the time allowed the Earnest Money Deposit will be forfeited Bank Guarantee will be invoked EMD of successful tenderer will be refunded on submission of Performance Guarantee No interest shall be allowed on the Earnest Money EMD of unsuccessful tenderers will be refunded on finalisation of the tender or after expiry of the validity of the offer The Bid security may be forfeited i If a Bidder withdraws its Bid during the period of Bid validity or ii In case of a successful Bidder if the Bidder fails a To accept LOI b To furnish Performance Guarantee valid for 42 months 6 months beyond the completion of warranty period within the stipulated time Confidential 18 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 5 ii vi PERFORMANCE GUARANTEE The Performance Guarantee shall be 8 Eight percent of th
41. e a profit making company firm for the last two financial years ending on 31 03 2012 FY2010 11 FY2011 12 and the networth should be positive as on 31 03 2012 The bidder should have supplied of Heavy Duty Note Sorting Machines 3 1 pockets during last two financial years ending 31 03 2013 to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI The bidder submitting the bid should be a Registered Company Firm having minimum Average Annual Turn Over of 710 Crore Rupees Ten Crore during the last two financial years ending on 31 03 2012 Manufacturers Authorisation Form MAF also to be submitted If the Bidder is not the Original Equipment Manufacturer OEM but only an authorized dealer it should have a valid authorization letter from the OEM to deal market the machine in India Confidential 10 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda c To bid for Desk Top Note Sorting Machine 2 1 pockets d 1 D oo _ w Oo 2 The bidder should have at least three years experience in supplying Note Sorting Machines to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI as on 31 03 2013 The bidder should be a profit making company firm for the last two financial years ending on 31 03 2012 FY2010 11 FY2011 12 and the networth should
42. e contract value excluding the AMC charges in the form of a Bank Guarantee as per approved format enclosed as Annexure 3 from a Scheduled Commercial Bank other than Bank of Baroda On satisfactory completion of the Warranty period and submission of Bank Guarantee for AMC this Performance Guarantee shall be discharged and returned to the bidder PRICE The price of Note Sorting Machine shall include the cost of printer The bidder shall indicate if voltage stabilizer is in built or is to be provided as additional accessory The prices quoted shall be deemed to include all taxes and duties local levies in the country of origin and shipment packing freight from the factory to the destination site insurance handling clearing charges etc and all taxes and duties in India except VAT and Octroi Entry tax if any installation and commissioning If the Tenderer fails to include such taxes and duties in the tender no claim thereof will be entertained by the Bank afterwards VAT Service Tax octroi will be payable on actual on production of documentary evidence of payment wherever applicable The vendor should clearly provide the goods cost component on which VAT will be applicable and the service component on which Service Tax will be applicable Both VAT and Service tax will not be payable for the same amount component The prices are inclusive of THREE year comprehensive warranty i e 36 months from the date of installation and su
43. ed whether the documents have been properly signed and whether items are offered as per this RFP requirements Pre Qualification Criteria Technical Bid submitted by the Bidder will be evaluated based on the terms and conditions of the RFP and subsequent clarifications if any The Bank may reject any proposal not containing all the requirements called for in various Annexures Technical Bid must contain required relevant information on all the items including optional items if any without fail Bank has the right not to entertain any correspondence on any matter relating to this RFP like Technical responsiveness non responsiveness of the Bidders etc Bank s decision will be final in this matter Bid Validity Tender validity period is 1 year from the date of LO Letter of Indent The tenders offers submitted by the vendors including the rates quoted by them shall remain valid during the period of tender validity 12 Bid Currency and Prices The offer must be in Indian Rupees only and the price and taxes shall be firm and binding without any escalation whatsoever However AMC charges shall be quoted exclusive of Service Tax Service tax on AMC will be paid separately at the prevailing rate during the period of AMC VAT Service Tax octroi will be payable on actuals on production of documentary evidence of payment wherever applicable The vendor should clearly provide the goods cost component on which VAT will be applicable
44. ed covers duly signed superscribed as follows Cover No 1 Technical Bid 1 for Supply Installation Training Commissioning and Maintenance of Heavy Duty Note Sorting Machines 4 1 Pockets Cover No 2 Technical Bid 2 for Supply Installation Training Commissioning and Maintenance of Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 3 Technical Bid 3 for Supply Installation Training Commissioning and Maintenance of Desk Top Note Sorting Machines 2 1 Pockets Cover No 4 Technical Bid 4 for Supply Installation Training Commissioning and Maintenance of Desk Top Note Sorting Machines 1 1 Pockets Cover No 5 Commercial Indicative Price Bid 5 for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 4 1 Pockets Cover No 6 Commercial Indicative Price Bid 6 for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 7 Commercial Indicative Price Bid 7 for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 2 1 Pockets Confidential 4 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda Cover No 8 Commercial Indicative Price Bid 8 for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 1 1 Pockets Cover No 9 For keeping EMD for Hea
45. eement Accordingly the Supplier agrees to undertake the said work of annual maintenance of the machines for a period of three years after the expiry of three years warranty period on the following terms and conditions 1 The AMC period for the various machines shall be as given in the Annexure attached 2 The Supplier shall ensure that the machines are kept in efficient running working condition at all times by arranging appropriate preventive maintenance of the machines at quarterly intervals 3 In case of any defect malfunctioning or breakdown of the machine or shortfall in its performance the Bank shall inform the supplier by phone telex fax letter about the said complaint The complaints in respect of machine located at each of the place Confidential 59 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda may be preferred to the address given in the Annexure against the respective installation 4 If the machine cannot be made serviceable either by repair or by replacement and put back the system into regular operation within 2 days in metros 3 days in urban 5 days in semi urban amp rural and 10 days in island branches on account of any breakdown due to machine failures repairs settings a similar stand by machine in good working condition shall be provided at the cost of the vendor failing which a penalty at the rate of 1 000 Rupee
46. ehalf of Name of the vendor For and on behalf of Bank Sd Name Managing Director Managing Partner Authorised Signatory Confidential 61 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda ANNEXURE 5 Format of Bank Guarantee for AMC To be submitted on Non judicial stamp paper of appropriate value purchased in the Name of the issuing bank The undersigned Bank having its registered office in address taking into consideration That M s address hereinafter called the suppliers have received from Name of the Bank at site address hereinafter called the buyers an order for the supply of Annual Maintenance Services for its Heavy Duty Desk Top Sorting Machines No That the buyers require from the suppliers a bank guarantee for a sum of Indian Rupees in words as a security for the due fulfillment by the suppliers for their contractual obligations in this respect Declares Hereby to guarantee irrevocably and unconditionally up to a maximum amount of Indian Rupees in words the due fulfillment by the suppliers of their obligations in this regard and consequently undertakes to pay to the buyers on their first written demand all that which the buyers declare the suppliers are due to them in this respect such with due observance of the above maximum amount This guarantee will remain valid up to and including __ d
47. ervices Head Office Baroda Dear Sir In consideration of your agreeing to accept the security deposit of lakhs furnishable to you by Messrs ___ hereinafter referred to as the Supplier in terms of their contract with you for supply installation testing commissioning of Heavy Duty Note Sorting Machines 4 1 pockets Heavy Duty Note Sorting Machines 3 1 pockets Desktop Note Sorting Machines 2 1 pockets and Desktop Note Sorting Machines 1 1 pockets strikeout whichever is not applicable for the Bank s Branches Currency Chests at locations to be specified by the Bank as per their Tender No dated and General conditions of Contract and other tender documents relating thereto subject to the conditions and alterations mutually agreed upon the set forth or referred to in your Order Contract No dated ___in the form of guarantee from us in the manner hereinafter contained we _ Name of the Bank do hereby covenant and agree with you as follows 1 We undertake to indemnify you and keep you indemnified from time to time to the extent of lakhs against any loss or damage caused to or suffered by or that may be caused to or suffered by you by reason of any breach or breaches on the part of the Supplier of any of the terms and conditions contained in the said Contract and in the event of the Supplier making any default or default in carrying out any of the work under the said Contract
48. ery effort to resolve amicably such disputes or difference by mutual consultation If after 30 days the parties fail to resolve their disputes or difference by such mutual consultation then either the purchaser or the supplier may give notice to the other party of its intention to commence arbitration as hereinafter provided as to the matter in dispute No arbitration in respect of this matter may be commenced unless such notice is given Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this clause shall be settled in accordance with the Arbitration and Conciliation Act 1996 Arbitration proceedings shall be held at the place of the Head Quarters of the Bank and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English In the event of a dispute or difference of any nature whatsoever between Bank and the Bidder during the course of the assignment arising as a result of this proposal the same will be settled through the process of arbitration conducted by a sole Arbitrator appointed by the Bank Arbitration will be carried out at Bank s office that placed the order The provisions of Arbitration and Conciliation Act 1996 shall apply to the Arbitration proceeding Notwithstanding any reference to arbitration herein a the parties shall continue to perform their respective obligation under the contr
49. eserves the right for seeking clarifications additional information details from the responsive vendors However clarification information from the vendors without the Bank seeking for the same during the process will not be entertained 22 No change whatsoever will be permitted in the technical bid after opening the same 23 The tenderer shall agree that until a formal agreement on stamp paper is prepared and signed with the Bank this tender shall constitute a binding contract between the tenderer and the Bank 24 The Bank reserves the right to check each machine before delivery to the specified locations through an independent Agency for compliance of stipulated parameters 25 The applicable TDS will be deducted from the bill before releasing the payment 26 The Technical Bid submitted in response to this tender and written clarifications submitted consequent to pre bid meetings if any till the date of acceptance of bid shall form part of the contract document The successful bidder on acceptance of his bid by the Bank shall within 15 days from the date of intimation of acceptance sign an Agreement with the Bank on required stamp paper in the format available as per Annexure 1 in the tender document 27 Canvassing in connection with tenders is strictly prohibited 28 Bank reserves the right to cancel this invitation to offer in part or full and also the entire procurement process at any stage without assigning any reason No
50. ess or any assets thereof compounded with its Creditors or being a corporation commence to be wound up for the purpose of amalgamation or reconstruction or carry on its business under a Receiver for the benefit of its Creditors the Bank shall be at liberty to terminate the contract forthwith upon coming to know of the happening of any such event as aforesaid by notice in writing to the Supplier or to the Receiver or Liquidator or to any person in whom the Contract may become vested or give such Receiver Liquidator or other person the option of Confidential 25 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 iii B Bank of Baroda Head Office Baroda carrying out the Contract subject to his providing guarantee for amount to be specified by the Bank In the event of such termination the Performance Guarantee submitted by the supplier and the Bank Guarantee for AMC shall stand forfeited and the Bank shall have the right to terminate vendor ship and deny any future empanelment 16 ASSIGNMENT The whole of the works separately for each type of Note Sorting Machines included in the contract shall be executed by the tenderer and shall not directly or indirectly transfer assign or sublet the contract or any part share or interest therein without written consent of the Bank 17 INDEMNITY The supplier indemnifies to protect and save Bank against all claims losses costs damages expen
51. etc per unit 1 3 Total cost excluding VAT Octroi Entry tax oe Per unit SI No 1 SI No 2 4 AMC per unit Comprehensive charge for 1 1 year excluding Service Tax as applicable Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing 5 AMC for 3 years Comprehensive charge for 3 year excluding Service Tax Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing SI No 4 x 3years 6 Grand Total SI No 3 SI No 5 lt SEAL OF THE COMPANY FIRM SIGNATURE OF THE BIDDER Place DATE Confidential 66 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14
52. for HDNSM 3 1 pockets Z 1 5 Crore Rupees one crore Fifty lakh only for DTNSM 2 1 pockets 60 lakh Rupees Sixty lakh only for DTNSM 1 1 pockets by way of Demand Draft in favour of Bank of Baroda payable at Baroda Bank Guarantee having validity upto 18 months from the date of opening of Technical Bid Tender form fee 25 000 Rupees Twenty Five Thousand only by DD in favour of Bank of Baroda payable at Baroda Tender fee shall be submitted along with Technical Bid At 15 00 hrs on 22 05 2013 at 6 floor Conference Hall Bank of Baroda Head Office Suraj Plaza Sayajiganj Baroda From 15 05 2013 to 04 06 2013 Downloadable from the Bank s website www bankofbaroda com 05 06 2013 up to 12 00 hrs Sri J P Sharma Asst General Manager or Sri R L Syandolia Chief Manager 1 Floor Department of Cash Management amp Currency Chests Bank of Baroda Head Office 1 Floor Suraj Plaza Baroda Gujarat PIN 390 005 COVER No 1 2 3 amp 4 Technical Bids COVER No 5 6 7 amp 8 Price Bids At 15 00 hrs on 05 06 2013 at 6 floor Conference Hall Bank of Baroda Head Office Baroda 36 months 100 of the value of Machine on delivery installation successful commissioning and Training at site subject to submission of 8 of the contract value as Performance Guarantee refer Point no 16 as below 15 Liquidated damages 0 5 of the cost of machine s per week or part thereof for Confidential 6 RFP
53. g parts of the same note together for example by using extraneous matter such as tape paper or glue Notes with the following types of repairs shall be sorted as unfit e Repairs covering an area greater than 100 mm or e Thickness of the extraneous matter 50 um or more or e Width of the extraneous matter 10 mm or more or e Length of the extraneous matter 10 mm or more 5 Mutilated Imperfect and Mismatched Notes A mutilated note is note of which a portion is missing or which is composed of more than two pieces An imperfect note is a note which is wholly or partially obliterated shrunk washed altered or indecipherable but does not include a mutilated note A mismatched note is a note which has been formed by joining a half note of any one note to a half note of another note Such notes shall be classified as unfit Confidential 44 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda TEST PROCEDURES Machine shall not be disturbed tempered during the testing No mechanic Service personnel shall be allowed to touch the machine once it has been handed over to the Bank for technical testing Authenticity check The machines shall check authenticity of notes with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Test procedure A known number of suspect notes which do not have one or more
54. h a way that 5 notes have the defect within the permissible limit and 5 notes have the defect more than the permissible limit For e g to check for holes 5 notes should have a hole less than 10 mm and 5 notes should have holes more than 10 mm These selected notes should have no other defect except the defect in the parameter to be tested These selected notes should then be mixed with at least 500 other notes and processed The machine should correctly sort the 5 notes with defect more than the permissible limit as unfit The test should be repeated for other parameters Stress Test This test is conducted to check the suitability of the machine to work continuously for long hours The test shall be conducted under conditions similar to those that are available in normal branches and currency chests Test procedure The machine should be put to work continuously for 6 hours daily for 4 consecutive days The machine may be given rest for 10 minutes after each hour of working During each hour the machine should work continuously Details of stoppages or breakdown if any number of occasions time time taken to restart nature of break down etc and other defects or abnormal behavior etc noticed during the test should be carefully recorded Confidential 46 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda DETAILS OF THE BIDDER _ Name of the C
55. hall inform the Bank in case of Transfer of Ownership of the Company 31 RATES TO BE IN FIGURES AND WORDS The Tenderer should quote in English both in figures as well as in words the rates and amount tendered by him in the schedule of Rates for each item and in sucha way that interpolation is not possible The amount for each item should be worked out and entered and requisite totals given of all items both in figures and in words The tendered amount for the work shall be entered in the tender and duly signed by the Tenderer kkkkkkkkkkkkkkkkk Confidential 29 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda On Company s Letter Head To The General Manager Operations amp Services Bank of Baroda Head Office Baroda Dear Sir Re TENDER OFFER We have read and examined the tender document for Heavy Duty Desk Top Note Sorting Machines We hereby tender for the execution of the work specified by the Bank within the time to be specified at the rates to be finalized in this bidding process in accordance with the Technical Specifications and instructions in writing referred to in the General Rules and Instructions and in all respects and in accordance with such conditions so far as applicable for the following types of Note Sorting Machines a 35 Nos of Heavy Duty Note Sorting Machines 4 1 pockets b 20 Nos of Heavy Duty Note S
56. ide Performance Guarantee and enter into Service Level Agreement with the Bank as per the format enclosed as Annexure 1 within 15 days of the date of letter of indent failing which the Bank reserves the right to invoke the Bank Guarantee for the Earnest Money Deposit and cancel the purchase contract Firm purchase order will be placed by the Bank only after the successful bidder signs the Agreement Time is the essence of this contract The supply of all the machines and all accessories such as printer etc shall be completed within the stipulated period of 90 days from the date of LOI In case the supplier fails to supply the machine accessories within the above delivery period the Bank shall be at liberty to cancel the order for the undelivered machines if any besides de listing the supplier from the vendors list and also denying any future entrustment by the Bank If the supplier fails to deliver the machines as above and in the event of such cancellation the Performance Guarantee of the supplier shall stand forfeited and the supplier shall not be entitled to any compensation but the supplier shall continue to carry out all his obligations under this contract including warranty and AMC in respect of the machines that may have already been supplied and commissioned before cancellation The Bank at its sole discretion decides to accept the delayed supply of any machine s liquidated damages 0 5 of cost of the machine will be charge
57. intenance the Engineers of the supplier only will have to be deputed and the supplier shall not engage any other local mechanics or other companies 10 During the validity of the AMC the supplier shall ensure the replacement of any spare consumables components and parts free of cost 11 The supplier shall not claim any other overheads traveling expenses boarding lodging expenses etc for engineers workmen Confidential 60 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 12 The Bank is entitled to cancel this agreement without assigning any reasons by giving 30 days written notice to the corporate office of the supplier 13 In case of any dispute the courts at Bangalore only will have jurisdictions 14 This AMC Contract shall be valid for three years from the date of expiry of three years warranty as shown in Annexure 15 To ensure due fulfillment of these terms and conditions the Supplier has furnished an irrevocable Bank Guarantee bearing No dated for an amount of R anin issued by Bank This Bank Guarantee shall be returned duly discharged on satisfactory completion of the AMC period IN WITNESS WHEREOF THE PARTIES HERETO HAVE SET THEIR HANDS AND SEAL TO THESE PRESENTS ON THE DAY MONTH amp YEAR FIRST ABOVE WRITTEN Signed in place on Signed in place on For and on b
58. is restricted to l RUPEES sec evewedsideaivestxendae only and this guarantee would be valid up to 00 00 20 18 months from the date of opening of Technical Bids and we shall be discharged from all liabilities hereunder unless a written claim for payment under this guarantee is lodged on us within one month from the date of expiry of guarantee i e on or before 00 00 20 18 months from the date of opening of Technical Bids irrespective of whether or not the original guarantee is returned to us Confidential 54 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 10 The Surety has the power to issue this guarantee under its Memorandum and Articles of Association and the person who is hereby executing this deed has the necessary powers to do so under the Power of Attorney granted to him by the Surety SIGNED AND DELIVERED For and on Behalf of For and on behalf of above named Bank Bankers Name and Seal Branch Manager Banker s seal Confidential 55 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda ANNEXURE 3 Format of Bank Guarantee for Performance Guarantee To be submitted on Non judicial stamp paper of appropriate value purchased in the name of the issuing bank No _ Date __ The General Manager Bank of Baroda Operations amp S
59. lification Criteria a _ x Y b w g To bid for Heavy Duty Note Sorting Machine 4 1 pockets The bidder should have at least three years experience in supplying Note Sorting Machines to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI as on 31 03 2013 The bidder should be a profit making company firm for the last two financial years ending on 31 03 2012 FY2010 11 FY2011 12 and the networth should be positive as on 31 03 2012 The bidder should have supplied of Heavy Duty Note Sorting Machines 4 1 pockets during last two financial years ending 31 03 2013 to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI The bidder submitting the bid should be a Registered Company Firm having minimum Average Annual Turn Over of 710 Crore Rupees Ten Crore during the last two financial years ending on 31 03 2012 Manufacturers Authorisation Form MAF also to be submitted If the Bidder is not the Original Equipment Manufacturer OEM but only an authorized dealer it should have a valid authorization letter from the OEM to deal market the machine in India To bid for Heavy Duty Note Sorting Machine 3 1 pockets The bidder should have at least three years experience in supplying Note Sorting Machines to Public Sector Banks Scheduled Commercial Banks in India Reserve Bank of India RBI as on 31 03 2013 The bidder should b
60. lished and reputable manufacturers of Heavy Duty Desk Top Note Sorting Machines strikeout whichever is not applicable having manufacturing facility at seese and do hereby authorize M s sessseesesse Name and Address of Agents to submit a bid and sign the contract with you for the goods manufactured by us against the above tender We hereby extend our full guarantee and warranty as per Clauses of Contract for the goods and services offered for supply by the above firm against this tender Yours faithfully NAME Name of manufacturers 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 It should be included by the Bidder in its bid Confidential 49 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda LETTER OF AUTHORISATION TO BID NO ooaasanoonnnnnnnnnnnnnnnnnnnne Dated 1 2013 The General Manager Bank of Baroda Operations amp Services Head Office Baroda Dear Sir Sub Letter of Authorisation to bid for Supply installation commissioning and maintenance of Heavy Duty Note Sorting Machines 4 1 pocket Heavy Duty Note Sorting Machines 3 1 pocket Desk Top Note Sorting Machines 2 1 pocket and Desk Top Note Sorting Machines 1 1 pocket strike out which eve
61. ng Capacity Minimum 500 Notes with Assisted Feed mechanism 7 Machine should work on any orientation of the notes 8 First Note recognition 9 Denomination sorting 10 Orientation sorting 11 Facing sorting 12 Machine must detect and sort suspect Notes 13 Fitness sorting The machines shall perform the following AK Confidential 37 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda fitness sorting functions as per criteria and standards laid down in RBI Guidelines on Note Authentication and Fitness Sorting Parameters A Soiling Limpness Dog Ears Tears Holes Stains Graffiti Crumples Folds Decolouration Repair Mutilated Imperfect and Mismatched Notes 14 Batching Arrangement 15 Possibility of upgradation of software as per RBI directive 16 The technology must be image based 17 User interface machine should have attached printer display with function menu keys external display for count of notes at no extra cost 18 Printer interface facility must be provided free of cost 19 Power supply requirements and consumption 20 Voltage stabiliser inbuilt or external at no extra cost 21 Machine should have software upgradation Facility to make changes 22 Machine should have LCD graphic mode Digital display of information with value Nos of Notes 23 Warranty 3 years unconditional 24 Machines should have Central Monit
62. ns of Finance Act from time to time will be deducted at the time of releasing the payments The payments will be released through NEFT RGTS and the Selected Bidder has to provide necessary Bank Details like Account No Bank s Name with Branch IFSC Code etc 11 DEDUCTION FROM PURCHASE PRICE The Supplier shall reimburse the Bank all costs charges damages or expenses which the Bank may have paid or suffered and to the extent to which the Supplier is obliged and responsible under this Contract to do so within 30 days upon written request of the Bank failing which such costs charges damages or expenses including statutory payments if any shall be deducted by the Bank from any money Confidential 24 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda due or becoming due to the Supplier under this contract or any other Contract or may be recovered by encashment of Bank Guarantees or by arbitration action of law or otherwise from the Supplier 12 TRAINING The supplier shall associate the site staff during the testing of the machine s The Supplier shall also train the staff in the proper operation and trouble identifying troubleshooting and routine maintenance at each and every location On successful installation amp Commissioning of the machine training for at least Three days shall be provided through factory trained Service Engineer 13 INSURAN
63. ntication machines All these machines shall classify the individual notes as either genuine or suspect 3 Authenticity Check The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Confidential 41 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 4 Fitness Sorting As a part of fitness sorting notes with any visual or physical defects are to be sorted as unfit as per the criteria set out in Table 1 Table 1 Sorting Criteria General distribution of dirt across the entire note Limpness Structural deterioration resulting in a marked lack of stiffness Force e eanan Nerang ee n mae Lack of ink on part or whole of the note e g a washed note Folds reducing the length or width of the note Note repaired using adhesive tape paper glue i Soiling Soiling refers to the general distribution of dirt across the entire note or in some patterns It is a measure of the loss of reflectivity from the unprinted areas due to dirt ageing yellowing wear and extraneous markings and includes decolouration due to ageing excessive folding wear and other wearing Soiling increases the optical density and decreases the reflectance of
64. nues beyond a period of three months the Bank and the Bidder shall hold consultations with each other in an endeavor to find a solution to the problem Notwithstanding the above the decision of the Bank shall be final and binding on the Bidder Confidential 26 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 vi B Bank of Baroda Head Office Baroda 19 UPGRADATION The supplier confirms that the machine is adaptable to any new series of currency notes that may be issued by the Reserve Bank of India from time to time with revised security features The supplier further undertakes to upgrade the software of machine from time to time at no extra cost to facilitate proper sorting of currency notes and detection of forged counterfeit notes including any new currency notes that may be issued or any new security features that may be introduced by the Reserve Bank of India 20 INSPECTION The Bank reserves the right to get the machines and accessories inspected by its own technical personnel and or by any other organization persons engaged for the purpose and the supplier shall have no objection and shall cooperate and provide necessary details information required for such inspection 21 SETTLEMENT OF DISPUTES Should any dispute or difference of any kind whatsoever arise between the purchaser and the supplier in connection with or arising out of the contract the parties shall make ev
65. of the features of genuine notes and which are otherwise in good condition shall be mixed with about 2000 notes fit for circulation and shall be processed The machine should detect all the suspect notes The test should be repeated with at least two other denominations Speed Test Test procedure A known number N not less than 2000 of used bank notes of a particular denomination containing fit soiled and reject notes shall be used for testing The time taken in seconds T to process the notes will be noted and speed will be calculated using the formula Speed S in notes per hour 3600N T The test should be repeated with at least two other denominations The average speed of all denominations shall be taken as the speed of the machine Consistency test The test is carried out to check the consistency of the machine s performance The notes used for speed test may be used for this test also Test procedure A known number of suspect notes which do not have one or more of the features of genuine notes and which are otherwise in good condition shall be mixed with about 2000 notes fit for circulation and shall be processed The machine should detect all the suspect notes Stage 1 The notes are processed through the machine and the number of notes in each output stacker A B C etc shall be noted and kept aside stacker wise If the number of notes in any stacker is less than 100 additional notes shall be processed so that there
66. of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda PRICE BID 3 UNIT RATE FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF DESK TOP NOTE SORTING MACHINE 2 1 POCKET Type of Machine Model Brand name Model No amp Make Brand Name 1 Basic Price of machine per unit x 2 Taxes Insurance Freight etc per unit iX 3 Total cost excluding VAT Octroi Entry tax x Per unit SI No 1 SI No 2 4 AMC per unit Comprehensive charge for 1 1 year excluding Service Tax as applicable Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing 5 AMC for 3 years Comprehensive X charge for 3 year excluding Service Tax Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing SI No 4 x 3 years 6 Grand Total SI No 3 SI No 5 lt SEAL OF THE COMPANY FIRM SIGNATURE OF THE BIDDER Place DATE Confidential 65 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda PRICE BID 4 UNIT RATE FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF DESK TOP NOTE SORTING MACHINE 1 1 POCKET Type of Machine Model Brand name Model No amp Make Brand Name 1 Basic Price of machine per unit a 2 Taxes Insurance Freight
67. ompany 2 Constitution of the Company Proprietorship Partnership Pvt Ltd Public Ltd and year of establishment 3 Annual Turnover 2010 2011 2011 2012 Please enclose audited balance sheets and Profit and Loss Statement of the Company for the above 2 years 4 Machines manufactured Indigenously or imported 5 Local Address of Factory where Machines are manufactured with details of facilities available 6 In case of imported machines name and Address of Principal Suppliers Details of arrangement to be submitted 7 Whether the machine has been installed in RBI and if yes the details 8 Complete details of service network in India viz Branches offices Number of personnel engaged and their cell phone Number 9 Sales Tax Number PAN TAN Service Tax Registration No Enclose photocopies 10 Details of similar supply made during last 2 Financial years ending 31 03 2013 Give name of Bank quantity supplied period of supply Model Enclose copies of satisfactory installation certificates 11 Details of the factory trained qualified engineers with Degree Diploma 12 Undertaking as below 13 _Empanelment with any other Bank PI specify 14 Have your Company and or Associates have undertaken any work for the Bank of Baroda or its subsidiaries PI specify with details 15 Have you ever been disqualified or levied penalty by Bank of Baroda or any other Bank in India for non fulfillment of contr
68. oning of the machines without prejudice to your claim or claims arisen and demanded from or otherwise notified to us in writing before the expiry of six months from the said date which will be enforceable against us notwithstanding that the same is or are enforced after the said date 4 Should it be necessary to extend this guarantee on account of any reason whatsoever we undertake to extend the period of this Guarantee on your request till such time as may be required by you If you don t hear from us on such extension within 10 days of your demand then it can be presumed that we have extended accordingly and your decision in this respect shall be final and binding on us 5 You will have the fullest liberty without affecting this guarantee from time to time to vary any of the terms and conditions of the said contract or extend the time of performance of the Contractor or to postpone for any time or from time to time any of your rights or powers against the Contractor and either to enforce or forbear to enforce any of the terms and conditions of the said Contract and we shall not be released from our liability under this guarantee by the exercise of your liberty with reference to matters aforesaid or by reason of any time being given to the Contractor or any other forbearance act or omission on your part or any indulgence by you to the Supplier or by any variation or modification of the said contract or any other act matter or things whatsoever
69. or changes made if any in the tender document consequent to Pre bid meeting Confidential 13 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 10 Bid Opening and preliminary scrutiny The technical bid will be opened at 15 00 _ _ hrs on 05 06 2013 at Bank of Baroda Head Office Baroda in the presence of intending bidders or their Representatives who may be deputed to remain present at the time of tender opening Only one Authorised Representative will be allowed to witness the tender opening upon submitting the authorization letter issued by the Vendor Company as well as Identity Card The price bids of the technically responsive bidders whose machines are found acceptable will be opened in the presence of the tender opening committee and the date of opening of commercial bids will be informed to the technically responsive bidders No offer can be modified or withdrawn by a Bidder after submission of Bid s If any of the Bidders or all the Bidders who submitted Bids are not present during the specified date and time of opening the Bank will proceed further with opening of the Bids in their absence The Bank will scrutinize the Bid s received to determine whether they are complete in all respects as per the requirement of RFP and subsequent clarifications whether technical specifications as required to evaluate the offer has been submitt
70. oring facility 25 Details of EMD DD No Date AS 7 oO 1M 0 OO Ww Confidential 38 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda TECHNICAL SPECIFICATIONS 4 DESK TOP NOTE SORTING MACHINE DTNSM 1 1 POCKETS The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Notes can only be recycled reissued if they are evaluated as genuine and fit according to the parameters laid down by RBI see Guidelines on Note Authentication and Fitness Sorting Parameters attached Authenticity check is a prerequisite for fitness sorting Fitness sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertained and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India All the fitness parameters laid down by R
71. orting Machine 2013 14 BS Bank of Baroda Head Office Baroda NOTICE INVITING RFP To All Eligible Tenderers Sub Invitation of RFP for supply installation training commissioning and maintenance of 2141 Nos Note Sorting Machines for Bank of Baroda to be supplied to various Currency Chests Cash Processing Centers CPC and Branches all over India This Request for Proposal RFP is a part of an All India tender for supply installation training commissioning and maintenance of following types of Note Sorting Machines with capability to detect Forged Currency Notes as per the enclosed description from manufacturers authorized dealers 1 35 20 Nos of Heavy Duty Note Sorting Machines 4 1 pockets Nos of Heavy Duty Note Sorting Machines 3 1 pockets 2 3 1038 Nos of Desk Top Note Sorting Machines 2 1 pockets 4 1048 Nos of Desk Top Note Sorting Machines 1 1 pockets The above Note Sorting Machines are to be supplied installed commissioned and maintained including imparting training to the staff at various Currency Chests Cash Processing Centres CPC Branches of Bank of Baroda all over India The Bank may at its discretion increase the requirement and place orders subsequently within the validity or the extended validity of the RFP up to 25 or decrease the requirement up to 25 The bidders are requested to go through the tender enquiry document carefully and submit the tenders in separate seal
72. orting Machines 3 1 pockets c 1038 Nos of Desk Top Note Sorting Machines 2 1 pockets d 1048 Nos of Desk Top Note Sorting Machines 1 1 pockets We agree to keep the tender open for 1 year from the date of letter of indent and not to make any modifications in its terms and conditions A sum of 25 000 Rupees Twenty Five Thousand only by way of Demand Draft issued by _ eeeeees Name of the issuing Bank bearing no 5 and date n se is hereby enclosed as Cost of Tender document We enclose as Earnest Money Deposit the following Demand Drafts Bank Guarantees issued by ssunsenensnnnnrennnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn Name of the issuing Bank DD BG NO 0 0seeees dated for 720 lakh for Heavy Duty Note Sorting Machines 4 1 pockets DD BG No asenn dated for 10 lakh for Heavy Duty Note Sorting Machines 3 1 pockets DD BG No 0 dated for 1 5 Crore for Desk Top Note Sorting Machines 2 1 pockets DDIBG NoO 0 00000 dated for X 60 lakh for Desk Top Note Sorting Machines 1 1 pockets strikeout whichever is not applicable Confidential 30 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda In the event of our withdrawing or unilaterally modifying this offer during the period of Tender validity or failure to accept Letter of Indent
73. ould also indicate the complete name and designation of the designated personnel Necessary resolutions authority Power of Attorney available shall be enclosed In case the principal vendors authorise their business partners or authorised distributors to bid on their behalf a separate authorisation letter as per format Letter of Authorisation to bid enclosed along with a commitment to fulfill the terms of tender should be submitted The certified photocopy of Resolutions Authority Power of Attorney having authority to authorize the person to submit Bid documents on behalf of the company shall be enclosed The proposal must be accompanied with an undertaking letter duly signed by the designated personnel providing a Bid commitment The letter should also indicate the complete name and designation of the designated personnel b One firm or organization cannot quote on behalf of multiple manufacturers c Either the Indian Agent on behalf of the foreign principal or the foreign Confidential principal directly could bid in a tender but not both Further in cases where an agent participates in a tender on behalf of one manufacturer he will not be allowed to quote on behalf of another manufacturer along with the first manufacturer in a subsequent parallel tender for the same item 9 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 6 Minimum Pre Qua
74. panies Act 1956 a firm having its registered office at hereinafter called the Supplier represented by its Managing Director Authorised signatory ers And PEPE E A Name of the Bank a body corporate constituted and functioning under the Banking Companies Acquisition and Transfer of undertaking Act 1970 hereinafter called the Bank having its Head Office at onsaannrneserrrennrnn address of the bank represented by its duly constituted attorney Mr f General Deputy Asst General Manager The Bank has purchased Nos Heavy Duty Note Sorting Machines 4 1 pockets Nos Heavy Duty Note Sorting Machines 3 1 pockets Nos Desk Top Note Sorting Machines 2 1 pockets and Nos Desk Top Note Sorting Machines 1 1 pockets strike out whichever is not applicable from the supplier as per the Agreement dated for installation and use at its various Branches Currency Chests In the said Agreement the supplier has agreed for an inbuilt warranty for a period of three years from the date of satisfactory installation amp Commissioning The Supplier has also agreed to sign an Annual Maintenance Contract AMC for a period of 3 years after the expiry of the warranty period Clause No 9 of Terms and Conditions of tender which is part of the Agreement dated may be referred to for complete details and may be treated as part of this Agr
75. pating in the tender process shall be demonstrated after installation at each of the location If the machine does not stand the test the order stands automatically cancelled and the supplier shall not be entitled for any payment and the machines shall be taken back at the cost risk etc of the supplier Further in such an event the EMD Performance Guarantee deposited by the vendor shall be forfeited The machine should once again undergo a stress test after installation by the supplier for 5 hours each day for a period of 15 working days at the branch If in order the Branch Manager will certify that the machine is running satisfactorily The tenderer shall be required to furnish certificates from the manufacturer besides his own certification as stated in clause iv below The machine shall be deemed to have been delivered installed commissioned and handed over to the specified currency chest non currency chest branch only after these three certifications The payment would not be released if the machine fails to perform satisfactorily for a period of 15 working days from the date of installation and until such time it is rectified replaced to the satisfaction of the Bank The Supplier shall furnish a certificate from the manufacturer that the machines are new based on proven and established technology and are as per the Machine Requirement and Technical Specifications mentioned in the tender free from defective material and workmanship and
76. r Machine programmable for diverse sorting parameter 6 Feeding Capacity Minimum 500 Notes with Assisted Feed mechanism 7 Machine should work on any orientation of the notes 8 First Note recognition 9 Denomination sorting 10 Orientation sorting 11 Facing sorting 12 Machine must detect and sort suspect Notes 13 Fitness sorting The machines shall perform the following A O Confidential 33 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda fitness sorting functions as per criteria and standards laid down in RBI Guidelines on Note Authentication and Fitness Sorting Parameters A Soiling Limpness Dog Ears Tears Holes Stains Graffiti Crumples Folds Decolouration Repair Mutilated Imperfect and Mismatched Notes 14 Batching Arrangement 15 Possibility of upgradation of software as per RBI directive 16 The technology must be image based 17 User interface machine should have attached printer display with function menu keys external display for count of notes at no extra cost 18 Printer interface facility must be provided free of cost 19 Power supply requirements and consumption 20 Voltage stabiliser inbuilt or external at no extra cost 21 Machine should have software upgradation Facility to make changes 22 Machine should have LCD graphic mode Digital display of information with value Nos of Notes 23 Warran
77. r is not applicable for Currency Chests amp Branches all over India WV 6 IMIS eee Name and address of the principal hereby authorize MSs ce assegsgtaceteeewtene Name and Address of Agents our Business Partner Authorised Distributors to submit a bid and sign the contract on behalf of us for all the systems goods required by the bank as called for vide the bank s request for proposal reference no We hereby extend our full guarantee and warranty as per Clauses of Contract for the goods and services offered for supply by the above firm against this tender Yours faithfully NAME Name of principal vendor on whose behalf the proposal is submitted Note This letter of authority should be on the letterhead of the principal on whose behalf the proposal is submitted and should be signed by a person competent and having the power of attorney to bind the principal It should be included by the Bidder in its bid Confidential 50 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda ANNEXURE 1 AGREEMENT FORMAT This agreement made the day of the month of in the year 2013 BETWEEN 08 name of the Bank a body Corporate constituted and functioning under the Banking Companies Acquisition and Transfer of undertaking Act 1970 with its Head Office Gl aarre eee Eie PEE E E E EE EEEE TT represented by its duly constituted
78. r and the rate contract will be amended accordingly 20 Tender Validity 1 year from the date of Letter of Indent 21 Delivery Period 90 days from the issue of letter of indent Confidential 7 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda IIT IV GENERAL INFORMATION AND INSTRUCTIONS TO BIDDERS This Request for proposal is a part of an All India tender for supply installation commissioning and maintenance of following Note Sorting Machines as per the specification given in Technical Specifications 1 amp 2 attached from the manufacturers authorized dealers who satisfy the Pre Qualification Criteria a 35 Nos of Heavy Duty Note Sorting Machines 4 1 pockets b 20 Nos of Heavy Duty Note Sorting Machines 3 1 pockets c 1038 Nos of Desk Top Note Sorting Machines 2 1 pockets d 1048 Nos of Desk Top Note Sorting Machines 1 1 pockets This RFP is being issued for the requirements of Note Sorting Machines to various Currency Chests CPC Branches of the Bank of Baroda The order for each type of Machine may be split at the sole discretion of the Bank between L1 L2 and L3 vendors in the ratio of 50 30 and 20 respectively provided L2 and L3 vendors match the L1 price In case the L2 L3 bidder does not cannot match the prices with the L1 bidder under the RFP there shall be an option to make an offer and negotiate with the L4 bidder
79. r shall at his own cost replace any defective parts rectify remove any defects in material components workmanship and functioning that may occur under normal use and provide consumables l e Belts Roller Wheel etc including spares free of cost to the Bank Any malfunctioning or breakdown of the machine or shortfall in its performance will be intimated to the supplier by the Bank and supplier shall attend to the fault and rectify the same most expeditiously If the machine cannot be made serviceable either by repair or by replacement and put back the system into regular operation within 2 days in metros 3 days in urban 5 days in semi urban amp rural and 10 days in island branches on account of any breakdown due to machine failures repairs settings a similar stand by machine in good working condition shall be provided at the cost of the vendor failing which a penalty at the rate of 1 000 Rupees one thousand only per day for the first 10 days and 5 000 Rupees Five Thousand only per day beyond 10 days for HDNSM as well as for the DTNSM will be imposed and Confidential 21 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda deducted from any payment due to the vendor or from the Security Deposit or by encashing the Performance Guarantee v If the preventive maintenance is not attended as stipulated under clause i above proportionate cha
80. ract Agreement shall reckoned from the successful installation and commissioning of the last system This document is meant for the specific use by the Company person s interested to participate in the current tendering process This document in its entirety is subject to Copyright Laws Bank of Baroda expects the bidders or any person acting on behalf of the bidders to strictly adhere to the instructions given in the document and maintain confidentiality of information The bidders will be held responsible for any misuse of the information contained in the document and liable to be prosecuted by the Bank in the event of such a circumstance is brought to the notice of the Bank By downloading the document the interested party is subject to confidentiality clauses Confidential 2 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 X Bank of Baroda Head Office Baroda INDEX Page 1 Notice inviting REP 0 cece cence iieri aiite 4 2 DATA SNEG serseri E i Ea 6 3 General Information and Instructions cccc cece ec ec ec ene cece eeenes 8 4 General Terms and Conditions cc cece cece eee eeeeececeneneeseees 18 5 Tender Offer 2 cvcscscndatdnace ice e a aa dha dodtedes aN 30 6 Technical Bid 1 Technical Specification 1 cceeeeeee es 33 7 Technical Bid
81. res and Price Bids 2 2 The Tender Letter of Acceptance Letters from amp to the tenderer if any leading to and prior to acceptance letter 2 3 Technical Specifications Special Conditions Questionnaire tender drawings if any etc 2 4 Minutes of pre bid meeting if any 2 5 The details submitted in technical bid design and such other documents Confidential 51 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda In consideration of the payments to be made by the Bank to the tenderer the tenderer hereby covenants and agrees with the Bank to complete the works in conformity with and subject to all terms and conditions rules as mentioned in the General Conditions as also in the aforesaid documents which shall form part of this agreement In witness whereof the parties hereto have hereunto set their respective hands and seals the day and year first above written Signed sealed and delivered by the said tenderer to Sau ERARE O nn RE ii name of the Bank in the presence of Signature of Tenderer with seal Signature of Authorized representative of the Bank Accepting Authority Witness Signature Name amp Address 1 Confidential 52 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda ANNEXURE 2 Format of Bank Guarantee In Lieu Of Earnest Mone
82. rges based on the AMC amount for first year after the warranty period of 3 years quoted by the supplier will be deducted from any payment due to the vendor or from the Security Deposit or by encashing the Performance Guarantee vi Engaging services of any third party including supplier s subsidiaries associates sister concerns etc by the supplier for providing maintenance support will not be accepted The Engineers technicians of the Supplier alone shall carry out monthly preventive check up and maintenance vii The company should have sufficient number of factory trained service engineers service support centres and adequate stock of spares and consumables at various locations in India to attend to the maintenance and preventive check up of the machines within the stipulated time period viii The spares and accessories should be available at different service centers 9 ANNUAL MAINTENANCE CONTRACT AMC i The supplier shall quote his rates for Annual Maintenance Contract AMC for three years after the expiry of the warranty period of three years The AMC will cover the entire machine and accessories inclusive of the consumables ii The supplier shall sign a separate Annual Maintenance Contract with the Bank before the expiry of warranty period in the format attached Annexure 4 for a period of 3 years for satisfactory comprehensive maintenance of the machines and shall provide a Bank Guarantee equivalent to 8
83. rranty period of three years 8 11 Manufactures Authorisation Form MAF It may be noted that if Technical Bids submitted are more than one each Technical Bid should be supported by the above documents for e g Separate set of documents for HDNSM 4 1 Pockets HDNSM 3 1 Pockets DTNSM 2 1 Pockets and DTNSM 1 1 Pockets 9 Pre bid meeting A pre bid meeting will be held on 22 05 2013 at 15 00 hrs at Baroda to clarify doubts or queries if any of the bidders The bidders shall give in writing the points on which clarifications are required by them sufficiently in advance Clarifications details furnished by the Bank in writing alone shall be binding and shall form part of the tender document 8 8 8 8 Clarifications are to be requested by prospective bidders in the following format in word document in softcopy through e mail currencychest ho bankofbaroda com and the hardcopy through the courier hand delivery at least 3 days before the date of pre bid meeting Sl RFP Clause RFP term Bidders Request for No No page No following Clarifications 1 Changes if any made in the tender conditions consequent to the pre bid meeting will be informed to the bidders participated in the pre bid meeting besides uploading the corrigendum in Bank s website However newspaper advertisement notifying the corrigendum will not be published Hence the Bidders Vendors shall visit see the Bank s website f
84. s The name and address of the bidder shall necessarily be written on all the covers The sealed covers should be addressed and delivered to the Asst General Manager Bank of Baroda Department of Cash Management and Currency Chests Head Office Baroda PIN 390 005 so as to reach him by 12 00 hrs on 05 06 2013 Late tenders shall not be entertained To avoid any possible delay in delivery by postal authorities couriers the bidders are advised to hand over the tenders personally Confidential 12 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda 8 Documents to be submitted with bids Documents required in Technical Bid This Tender Document DD towards the cost of tender document downloaded from website 1 2 3 DD Irrevocable Bank Guarantee in lieu of DD towards EMD 4 Supporting documents in respect of pre qualification criteria as mentioned in the tender documents 8 5 Any other document indicating the features of the product such as user manual technical specifications sheets etc 8 6 Latest details regarding the service network throughout the country 8 7 Authorisation letter 8 8 Last two years 2010 11 amp 2011 12 audited balance sheets and Profit amp Loss A c statement 8 9 Proof that machine is in use in India for last one year 8 10 Undertaking about maintaining the machines at least for Three Years after wa
85. s duly signed and superscribed as Cover No 1 Technical Bid for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 4 1 Pockets Cover No 5 Price Bid for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 4 1 Pockets Cover No 9 For keeping EMD for Heavy Duty Note Sorting Machines 4 1 Pockets Cover No 2 Technical Bid for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 6 Price Bid for Supply Installation Commissioning and Maintenance of Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 10 For keeping EMD for Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 3 Technical Bid for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 2 1 Pockets Cover No 7 Price Bid for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 2 1 Pockets Cover No 11 For keeping EMD for Desk Top Note Sorting Machines 2 1 Pockets Cover No 4 Technical Bid for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 1 1 Pockets Cover No 8 Price Bid for Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines 1 1 Pockets Cover No 12 For keeping EMD for Desk Top Note Sorting Machines 1 1 Pocket
86. s account However the Bank may consider in exceptional circumstances and purely at its sole discretion granting additional time for completion of supply if it is satisfied that the delay was on account of delay in issuing road permits by the concerned authorities and not on account of any delay or lapse on the part of the supplier No correspondence shall be entertained from the bidders INSTALLATION The supplier shall arrange at its cost for the transportation and delivery of the machines and accessories to the Bank s Branches CPC Currency Chests situated at various locations in India and shall install and commission them at site and conduct such stress tests as per the requirement of the Bank as mentioned in this document Installation and commissioning of the machine to the satisfaction of the Bank is the responsibility of the Vendor Any damage to existing structure fixtures or fittings during the installation shall be made good by the supplier at his own cost WARRANTY The machines shall be under supplier s comprehensive all inclusive warranty for a period of 3 three years from the date of satisfactory installation and commissioning During this period the supplier shall ensure that the machines shall at all time be kept in efficient and satisfactory running condition by undertaking appropriate preventive maintenance at monthly intervals and monitoring the performance of the machines During the warranty period the supplie
87. s one thousand only per day for the first 10 days and 5 000 Rupees Five Thousand only per day beyond 10 days for HDNSM as well as for the DTNSM will be imposed and deducted from any payment due to the supplier or from the Security Deposit or by revoking the Performance Guarantee 5 If the preventive maintenance is not attended as stipulated under clause 2 above proportionate charges based on the AMC amount quoted by the supplier will be deducted from any payment due to the vendor or from the Security Deposit or by encashing the Performance Guarantee 6 The supplier shall bear the transportation and all other costs in this regard for shifting repairing and replacing 7 The AMC charges shall be for each machine for each year excluding Service Tax Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing The AMC charges are inclusive of all taxes and firm and not subject to any escalation whatsoever on any account The charges are payable by the Bank on half yearly basis at the end of the period on successful completion of the services after deduction of tax at source TDS as per relevant provisions of Finance Act from time to time 8 The bills and invoices for AMC charges shall be prepared by the supplier and submitted to the respective branch office of the Bank duly certified for the satisfactory working of the machine 9 For attending to the complaints or preventive ma
88. s to accept the order after the Bank has decided to place order with the Tenderer for the supply of the Heavy Duty Desktop Note Sorting Machines The Banks decision in this regard shall be final and binding 4 The Surety shall not and cannot revoke this guarantee during its currency except with previous consent of the Bank in writing 5 Notwithstanding anything contained in the foregoing the Surety s liability under the guarantee is restricted to l Rupees oni saceescetsecteenees only 6 This guarantee shall remain in force and effective up to 00 00 20 18 months from the date of opening of Technical Bids plus one month grace period and shall expire and become ineffective on intimation thereof being given to the Surety by the Bank in which event this guarantee shall stand discharged 7 The Surety will make the payment pursuant to the demand notice issued by the Bank notwithstanding any dispute that may exist or arise between the Tenderer and the Bank or any other person 8 Any forbearance act or omission on the part of the Bank in enforcing any of the conditions of the said tender or showing of any indulgence by the Bank to the tenderer shall not discharge the Surety in any way and the obligations of the Surety under this guarantee shall be discharged only on the intimation thereof being given to the Surety by the Bank 9 Notwithstanding anything contained herein before our liability under this guarantee
89. sent by special courier telex fax or registered post to our local address as aforesaid and if sent by post it shall be deemed to have been given when the same has been posted 10 This guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution for any other guarantee or guarantees heretofore given to you by us whether jointly with others or alone and now existing uncancelled and that this guarantee is not intended to and shall not revoke or limit such guarantee or guarantees 11 This guarantee shall not be affected by any change in the constitution of the Supplier or us nor shall it be affected by any change in your constitution or by any amalgamation or absorption thereof or therewith but will ensure to the benefit of and be available to and enforceable by the absorbing or amalgamated company or concern 12 Any forbearance act or omission on the part of the Bank in enforcing any of the conditions of the said tender or showing of any indulgence by the Bank to the Tenderer shall not discharge the Surety in any way and the obligations of the Surety under this guarantee shall be discharged only on the intimation thereof being given to the Surety by the Bank 13 This guarantee is irrevocable during the period of its currency and shall not be revoked without your previous consent in writing 14 We further agree and undertake to pay you without demur the amount demanded by you
90. ses action suits and other proceeding resulting from infringement of any patent trademarks copyrights etc or such other statutory infringements in respect of all Note Sorting Machines supplied to the Bank 18 FORCE MAJEURE The Bidder shall not be liable for forfeiture of its performance security liquidated damages or termination for default if and to the extent that it s delay in performance or other failure to perform its obligations under the contract is the result of an event of force Majeure For purposes of this Clause Force Majeure means an event beyond the control of the Bidder and not involving the Bidder s fault or negligence and not foreseeable Such events may include but are not limited to Acts of God or of public enemy acts of Government of India in their sovereign capacity acts of war and acts of the Bank either in fires floods strikes lock outs and freight embargoes If a Force Majeure situation arises the Bidder shall promptly notify the Bank in writing of such conditions and the cause thereof immediately Unless otherwise directed by the Bank in writing the Bidder shall continue to perform it s obligations under the Contract as far as it is reasonably practical and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event 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 conti
91. the parameters laid down by RBI see Guidelines on Note Authentication and Fitness Sorting Parameters attached Authenticity check is a prerequisite for fitness sorting Fitness sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertained and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India All the fitness parameters laid down by RBI are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling If the Machine offered by the bidder meets with the following specifications and requirements the bidder s response __to be given as YES otherwise the exact specification should be given Sl Details Remarks by No Bidder 1 Model number of machine 2 Model Desk top Ergonomic design sturdy capable of working in dusty hot and humid conditions in India 3 Number of Stackers with capacity Two or more Number of Reject Stackers with capacity One or more 5 Minimum Processing Speed 25000 Notes hour Machine programmable for diverse sorting parameters 6 Feedi
92. the notes Notes exceeding the soiling levels set out in Table 2 shall be sorted as unfit Both the obverse and the reverse of the note shall be checked for soiling Confidential 42 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda Table 2 Soiling Levels Denomination Maximum Minimum Filters Density Reflectance difference eooo po e p E C a fe ii Limpness Limpness relates to structural deterioration or wear resulting in a marked lack of stiffness in the note paper Notes with a very low stiffness shall be sorted as unfit Notes with very low stiffness of paper i e with paper which is worn out in circulation or mechanically mutilated shall be sorted out as unfit Detectors for paper quality shall be adapted to the same level as for soiling iii Dog Ears Notes with dog ears with an area of more than 130 mm and a minimum length of the smaller edge greater than 10 mm shall be sorted as unfit Chipped notes shall also be sorted as unfit iv Tears Notes exhibiting at least one tear at the edge shall be classified as those having tears Notes with tears larger than those indicated in Table 3 shall be sorted as unfit Table 3 Tears SNo wiam T Measured by drawing a straight line from the peak of the tear to the edge of the note where the tear begins rectangular projection rather than measuring the length of the tear itself
93. ty 3 years unconditional 24 Machines should have Central Monitoring facility 25 Details of EMD DD No Date AS 7 oO 1M 0 OO Ww Confidential 34 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda TECHNICAL SPECIFICATIONS 2 HEAVY DUTY NOTE SORTING MACHINE HDNSM 3 1 POCKETS The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Notes can only be recycled reissued if they are evaluated as genuine and fit according to the parameters laid down by RBI see Guidelines on Note Authentication and Fitness Sorting Parameters attached Authenticity check is a prerequisite for fitness sorting Fitness sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertained and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out
94. urn Over of 2 Crores Rupees Two Crores during the last two financial years ending on 31 03 2012 Manufacturers Authorisation Form MAF also to be submitted If the Bidder is not the Original Equipment Manufacturer OEM but only an authorized dealer it should have a valid authorization letter from the OEM to deal market the machine in India Confidential 11 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda The Bidder should enclose proof in support of all Pre Qualification Criteria while submitting the Bid Proposals Bidders not meeting the eligibility criteria and not submitting proof of the same will not be considered for further Technical Evaluation and the Bid may be considered as Technically non responsive Bank will not entertain any correspondence on this issue and Bank s decision will be final 7 Submission of Bids Tenderers may quote for one or more types of Note Sorting Machines i e for HDNSM 4 1 pockets and or HDNSM 3 1 pockets and or DTNSM 2 1 pockets and or DTNSM 1 1 pockets Tenderers should quote for only one time tested make and model which is in use in India for which proof shall be furnished for the last one year of particular type ie HDNSM 4 1 pockets or HDNSM 3 1 pockets or DTNSM 2 1 pockets or DINSM 1 1 pockets conforming to the technical specifications Bids are to be submitted in separate sealed cover
95. vy Duty Note Sorting Machines 4 1 Pockets Cover No 10 For keeping EMD for Heavy Duty Note Sorting Machines 3 1 Pockets Cover No 11 For keeping EMD for Desk Top Note Sorting Machines 2 1 Pockets Cover No 12 For keeping EMD for Desk Top Note Sorting Machines 1 1 Pockets The Technical Bid means this RFP document excluding the Price Bids The Technical Bids Cover No 1 2 3 amp 4 shall be opened at 15 00 hrs on 05 06 2013 at the 6 floor Conference Hall Bank of Baroda Head Office Surajplaza Sayajiganj Baroda Gujarat State Price Bids Cover No 5 6 7 amp 8 will be opened on a subsequent date which will be communicated only to such Bidders in writing who have successfully qualified in Technical Evaluation as per details given in prescribed format for Technical Bids The Price Bids should mention the Basic Price of machine including taxes excluding Octroi entry tax and Annual Maintenance Contract charges The bidders are expected to furnish all the information asked for sign all the pages and submit the RFP i e Technical Bid in a separate envelope as the case may be i e offer for HDNSM 4 1 Pockets or HDNSM 3 1 Pockets or DINSM 2 1 Pockets or DTNSM 1 1 Pockets superscribing on the envelop details of NSMs offered Similarly the Price Bid to be submitted in separate envelops as the case may be ie offer for HDNSM 4 1 Pockets or HDNSM 3 1 Pockets or DINSM 2 1 Pockets or
96. y Deposit To The General Manager Bank of Baroda Operations amp Services Head Office Baroda To be submitted on non judicial stamp paper of appropriate value purchased in the name of the issuing Bank This deed of guarantee made this day of two thousand between Name of Banker having its registered office at __ place and one of its local offices at__ hereinafter referred to as the Surety and Bank of Baroda a Body Corporation constituted under the Banking Companies Acquisition amp Transfer of Undertakings Act 1970 having its Head Office at Baroda 390 005 INDIA hereinafter referred to as the Bank WHEREAS Tenderer s name herein after referred to as Tenderer a Company firm registered under and having its registered office at __is bound to deposit with the Bank by way of earnest money for 20 lakh Rupees Twenty lakh only towards HDNSM 4 1 pockets or 10 lakh Rupees Ten lakh only towards HDNSM 3 1 pockets or 71 50 Crore Rupees One Crore Fifty lakh only towards DTNSM 2 1 pockets or 60 lakh Rupees Sixty lakh only towards DTNSM 1 1 pockets as the case may be in connection with its Tender for supply installation commissioning testing and Maintenance of Heavy Duty Note Sorting Machines 4 1 pockets and Heavy Duty Note Sorting Machines 3 1 pockets and Desktop Note Sorting Machines 2 1 pockets and Desktop Note Sorting Machines 1
97. y as per norms prevailing at the time of invoicing 5 AMC for 3 years Comprehensive lt charge for 3 year excluding Service Tax Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing SI No 4 x 3 years 6 Grand Total SI No 3 SI No 5 x SEAL OF THE COMPANY FIRM SIGNATURE OF THE BIDDER Place DATE Confidential 63 RFP Document for SITC amp Maintenance of Heavy Duty Desk Top Note Sorting Machine 2013 14 B Bank of Baroda Head Office Baroda PRICE BID 2 UNIT RATE FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF HEAVY DUTY NOTE SORTING MACHINE 3 1 POCKET Type of Machine Model Brand name Model No amp Make Brand Name 1 Basic Price of machine per unit 2 Taxes Insurance Freight etc per unit 7 3 Total cost excluding VAT Octroi Entry tax 4 Per unit SI No 1 SI No 2 4 AMC per unit Comprehensive charge for Ed 1 year excluding Service Tax as applicable Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing 5 AMC for 3 years Comprehensive Ed charge for 3 year excluding Service Tax Service Tax on AMC is payable separately as per norms prevailing at the time of invoicing SI No 4 x 3 years 6 Grand Total SI No 3 SI No 5 12 SEAL OF THE COMPANY FIRM SIGNATURE OF THE BIDDER Place DATE Confidential 64 RFP Document for SITC amp Maintenance

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