Koshi Kshetriya Gramin Bank

 

 

Tender Document

 

Tender Reference Number: HO:CCC:PUR:2007-08:02

 

for

 

Supply, Installation and Commissioning

of

Hardware & Computer Peripherals

 

at

 

Various Branches of

 

Koshi Kshetriya Gramin Bank

 

 

 

Cost of the Tender: Rs 1,000/- (Rupees one thousand only)

 

 

 


Invitation for tender offers

 

 

Koshi Kshetriya Gramin Bank invites sealed tender offers (technical offer and commercial offer) from eligible, reputed manufacturers and/or their authorized dealers for supply, installation and commissioning of hardware & computer peripherals as specified in Schedules of Requirement.

 

A complete set of tender document may be purchased by any interested and eligible tenderer upon payment of a non‑refundable fee of Rs. 1,000 (Rupees One Thousand only) by demand draft in favour of ‘Koshi Kshetriya Gramin Bank’ and payable at Purnia.

 

The copy of tender document may be obtained from the Head Office of Koshi Kshetriya Gramin Bank on all working days in person. Copy of the tender document may also be downloaded from our website ( http://kkgb.bih.nic.in ).  The cost of such downloaded forms should be paid at the time of pre-bid meeting or submission of the tender. The details are given below:

 

Tender Reference

HO:CCC:PUR:2007-08:02

Cost of Tender Copy

Rs 1,000 /-

Date of commencement of sale of tender document

09/05/2007

Pre-Bid meeting with Vendors

25/05/2007    at  11.00 Hrs

Last Date and Time for receipts of tender offers

30/05/2007 upto 17.30 Hrs.

Date of Opening of Tender

01/06/2007 at 11.00 Hrs.

Address of Communication

Koshi Kshetriya Gramin Bank, Head Office, Koshi Colony, Shrinagar Hata-854301

Contact Telephone Numbers

Phone : 06454-241001, 242676, 242211 Extn 25

Fax     :06454-242676

 

The Pre Bid meeting will be held only with the vendors who have paid the cost of the tender, on the date specified above to address any queries in connection with the tender document. It is essential that all clarifications / queries be submitted in writing to Koshi Kshetriya Gramin Bank at least three days before the date of the meeting.

                  

Earnest Money Deposit of Rs. 15,000.00 (Rs Fifteen Thousand only) must accompany all tender offers as specified in this tender document.

 

Technical Specifications, Terms and Conditions and various format and proforma for submitting the tender offer are described in the tender document and its Annexures.

 

 

 

 

 

                                                                                                            (B.Mondal)

                                                                                                             CHAIRMAN

                                                                                                Koshi Kshetriya Gramin Bank

 

 


Instructions to vendors

 

1.     Two Bid System Tender

 

Offers (Technical & commercial) must be submitted at the same time, giving full particulars in separate sealed envelopes at the Bank’s address given below, on or before 17.30 hours on 30/05/2007.  All envelopes should be securely sealed and stamped. One additional copy of Technical Offer only is also to be submitted in a sealed envelope to the Bank super-scribed as ‘Consultant’s Copy’.

 

All the envelopes must be super-scribed with the following information:

 

·          Type of Offer (Technical or Commercial)

·          Tender Reference Number

·          Due Date

·          Name of Vendor

 

The envelope containing the technical offer (T.O.) submitted to the Bank must be identical in all respect and must contain the name of “Koshi Kshetriya Gramin Bank” just after the tender reference number.

 

 

ENVELOPE-I (Technical Offer):

 

The Technical offer should be complete in all respects and contain all information asked for, except prices.  The T.O. should include all items asked for in Annexure A. The technical offer should not contain any price information. The T.O. should be complete to indicate that all products and services asked for are quoted. For example, the Technical Offer should mention that AMC charges are included in the Commercial Offer, without mentioning the actual amounts in the T.O.

 

ENVELOPE-II (Commercial Offer):

 

The Commercial Offer (C.O) should give all relevant price information as per Annexure J and should not contradict the T.O. in any manner.

 

These two envelopes containing the Technical and Commercial Offer should be separately submitted. Please note that if any envelope is found to contain both technical and commercial offer, then that offer will be rejected outright.

 

2.     Schedules of the Tender

 

This tender comprises of following schedule.

 

Schedule Number

Name of Schedule

Components

I

3.0 KVA online UPS with 2 hour backup

1

2

2.0 KVA Online UPS with two hours backup

82

3

1.0 KVA online UPS with one hour backup

7

4

Dot Matrix Printers (132 col.)

72

5

Passbook Printers

72

6

Flat Bed Scanners

72

7

8 Ports unmanaged switch 10/100 MBPS

72

8

Web Camera

72

9

9 U Rack

6

10

12 Ports jack Panel

6

11

3 feet Mounting Chord

190

12

7 feet Mounting Chord

190

13

Single Port Information outlet  with Box

190

14

0.75 Ton Window Air Conditioner

6

15

5.0 KVA Voltage Stabiliser

72

 

 

Incomplete offers are liable for rejection.

 

3.     Qualification Criteria

 

Only vendors, who fulfill all the qualifications mentioned in “qualification criteria” of the tender, are eligible to participate in the tender.  The Bank reserves the right to relax or enhance the eligibility criteria depending on merits and may accept/reject any or all of the offers without assigning any reason whatsoever.

 

4.     Terms and Conditions

 

Terms and conditions for vendors who participate in the tender are specified in the section called “Terms and Conditions”. These terms and conditions will be binding on all the vendors. These terms and conditions will also form a part of the purchase order, to be issued to the successful vendor(s) on the outcome of the tender process.

 

5.     Non-transferable Tender

 

This tender document is not transferable. Only the vendor, who has purchased this tender document, is entitled to quote.

 

6.     Offer validity Period and Supply Order

 

The offer should hold good for a period of 180 days from the closing date of the tender. Koshi Kshetriya Gramin Bank may split the supply order in two or three installments. Koshi Kshetriya Gramin Bank reserves the right to increase or decrease the order of supply of items.

 

7.     Address of Communication

 

Offers should be addressed to the following officer at the address given below:

 

Chairman

Koshi Kshetriya Gramin Bank,

Head Office,

Koshi Colony, Purnia-854301.

 

8.     Opening of Offers by Koshi Kshetriya Gramin Bank

 

Tender offers received within the prescribed closing date and time will be opened in the presence of vendor’s representatives who choose to attend the opening of the tender on the specified date as mentioned earlier in the tender document. The vendor’s representatives present shall sign a register of attendance and they must maintain decorum and discipline in the office.

 

9.     Preliminary Scrutiny

 

Koshi Kshetriya Gramin Bank will scrutinize the offers to determine whether they are complete, whether any errors have been made in the offer, whether required technical documentation has been furnished, whether the documents have been properly signed, and whether items are quoted as per the schedule.

 

Koshi Kshetriya Gramin Bank may, at its discretion, waive any minor non‑conformity or any minor irregularity in an offer. This shall be binding on all vendors and Koshi Kshetriya Gramin Bank reserves the right for such waivers.

 

10. Clarification of Offers

 

To assist in the scrutiny, evaluation and comparison of offers, Koshi Kshetriya Gramin Bank may, at its discretion, ask some or all vendors for clarification of their offer.  The request for such clarifications and the response will necessarily be in writing.

 

11. No Commitment to Accept Lowest or Any Tender

 

Koshi Kshetriya Gramin Bank shall be under no obligation to accept the lowest or any other offer received in response to this tender notice and shall be entitled to reject any or all offers including those received late or incomplete offers without assigning any reason whatsoever. Koshi Kshetriya Gramin Bank reserves the right to make any changes in the terms and conditions of purchase. Koshi Kshetriya Gramin Bank will not be obliged to meet and have discussions with any tenderer, and or to listen to any representations.

 

12. Documentation

 

The following information should be furnished along with the technical offer by means of printed technical brochures as per checklist provided.

·          Make and model numbers of all the items quoted for

·          Specifications of all items asked along with technical specifications table.

 

13. Submission of Technical Details

 

It is mandatory to provide the technical details in the exact format of Technical Details column given in the technical specifications. The offer may not be evaluated by Koshi Kshetriya Gramin Bank in case of non-adherence to the format or partial submission of technical details as per the format given in the tender. Koshi Kshetriya Gramin Bank will not allow/permit changes in the technical specifications once it is submitted. The relevant product information, brand and model number offered, printed product brochure, technical specification sheets etc. should be submitted along with the offer. Failure to submit this information along with the offer could result in disqualification. (Please refer to the suggested checklist given in this document)

 

14. Make and Models of the equipment

 

It is mandatory to provide make, model and part number of all equipment and their subcomponents as asked in the technical specification. The offer may not be evaluated and/or will be liable for rejection in case of non-submission or partial submission of make, model and part numbers of the items offered. Please note that substituting this information by just brand name is not enough.

 

15. Format for Technical Offer

 

The Technical offer must be made in an organized, structured and neat manner. Brochures/leaflets etc.  should  be submitted as a bound document and not in a loose form.

 

The suggested format for submission of technical offer is as follows:

 

Index

Covering letter. This should be as per Annexure C.

Details of the vendor, as per Annexure D.

Bill of materials as per Annexure J. This table should not contain any price information.

Technical Offer with Specifications as given in Annexure A, complete with all the columns filled in.

 

Terms and Conditions Compliance Table in the following format. This table must cover vendor’s response to all the terms and conditions specified in the tender document.

 

Term No

Short Description of term

Complied (Yes/No)

Detailed explanation about deviation, if not complied

1

Technical Inspection and performance Evaluation

 

 

to

 

 

 

22

Resolution of Disputes

 

 

 

Warranty and AMC details (for all relevant schedules). This should not contain any price information.

Delivery and Implementation schedule.

Technical Documentation (Product Brochures, leaflets, manuals etc.). An index of technical documentation submitted with the offer must be enclosed.

System software details (if applicable).

Manufacturer’s Authorisation Form (if applicable) as per Annexure E.

Details of past installation, as per Annexure F

Details of support centres, as per Annexure G

Valid Bank Draft for EMD.

Vendor’s Financial Details (audited balance sheets etc.) and other supporting documents, as asked in the tender document.

   

16.  Format for Commercial Offer

 

The Commercial offer must not contradict the technical offer in any way. The suggested format for submission of Commercial offer is as follows:

1.      Index

2.      Covering letter

3.      Commercial Version of Bill of Materials and Price Schedule (as per Annexure J). This must contain all price information, including AMC details.

4.      A statement that the vendor complies with Payment schedule given in the tender.

 

17. Erasures or Alterations

 

The offers containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the offer. Technical details must be completely filled up. Correct technical information of the product being offered must be filled in. Filling up of the information using terms such as “OK”, “accepted”, “noted”, “as given in brochure/manual” is not acceptable. Koshi Kshetriya Gramin Bank may treat offers not adhering to these guidelines as unacceptable.

 

 

18. Alternative offers

 

Each offer should specify only a single solution, which is cost-effective and meets the tender specifications, and should not include many alternatives.  Vendor willing to offer Koshi Kshetriya Gramin Bank a second or more alternatives for any item(s) of requirement should submit separate details for each alternative in a separate technical and commercial offer.  Each option or alternative being given by the vendor should be in a separate tender document for which the tender cost and EMD should be paid separately. Each option should be complete in all respects and should not require cross-referencing with details given in other options.

 

19. Location of installation

 

This tender is being floated by the Head office of Koshi Kshetriya Gramin Bank. The hardware being procured through this tender shall be installed and commissioned by the vendor getting the order, at various locations of the Koshi Kshetriya Gramin Bank listed in Annexure I. Bank reserves right to make changes in the locations listed in this Annexure I.

 

 

 

 

20. Costs & Currency

 

The offer must be made in Indian Rupees only, including the following:

 

1.      Basic Cost of the equipment

2.      Installation and commissioning charges, if any,

3.      Minimum of One year comprehensive on-site warranty covering all parts & labour. This period will start from the date of installation and acceptance of all the goods by Koshi Kshetriya Gramin Bank.

4.      Transportation and Forwarding charges to the site.

5.      Insurance to cover equipment up to installation of equipment at Koshi Kshetriya Gramin Bank at site and handing it over to the Koshi Kshetriya Gramin Bank.

6.      All costs should be given in Figures and Words.

 

21. Billing

 

The billing should be done locally in the Bihar state for which the hardware is being purchased. The district wise requirements of the hardware will be provided by the Bank. VAT etc. will be paid extra as per the rate applicable for the Bihar state. Octroi, if any, will be paid as per actuals on production of the original receipt.

 

 

 

22. Fixed Price

 

The commercial offer shall be on a fixed price basis, exclusive of all taxes, levies and Octroi. No price variation relating to increases in customs duty, excise tax, dollar price variation etc. will be permitted.

 

 

23. No Negotiation

 

It is absolutely essential for the vendors to quote the lowest price at the time of making the offer in their own interest, as the Koshi Kshetriya Gramin Bank will not enter into any price negotiations.

 

24. Order Splitting

 

To reduce the risks of delay in the project and after due processing if it is found that the L1 vendor alone is not capable of supplying the items to be purchased, the Bank may split the order in the ratio of 60:40 between the vendor offering the lowest total price (L1), the vendor offering the second lowest total price (L2) provided the difference in total price between L1 and L2 is less than 7% The Purchase Order (P.O.) for L2 will only be at the rate offered by L1. In the event of the failure of splitting formulae among multiple vendors, the bank reserves its right to order the whole quantity from one vendor. In case the L1 vendor backs out there will be a re-tender for the items to be purchased.

 

25. Short-listing of Vendors

 

Koshi Kshetriya Gramin Bank will create a short-list of technically qualifying vendors and the commercial offers of only these vendors will be opened.

 

26. Right to Alter Quantities

 

Koshi Kshetriya Gramin Bank reserves the right to alter the hardware quantities specified in the tenders.

 

27. Repeat Orders

 

Koshi Kshetriya Gramin Bank reserves the right to place a repeat order on the vendor under the same terms and conditions within a period of six months from the date of Purchase Order. 

 

28. Purchase Preference to Public Sector Enterprises:

 

The prevailing Purchase preference policy of the Government for Public Sector Enterprises will be applicable. Preference will be given to PSEs at the lowest acceptable price.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Qualification Criteria

 

1.     Eligibility of the Vendor

 

The vendor submitting the offers should be a Registered Company having an Annual turnover of minimum Rs. One Crore in Hardware business per year in the last two financial years. This must be the individual Company’s turnover and not that of any group of Companies.

 

The Company should have made profits in the last two financial years, and should be in sound financial condition as judged by Koshi Kshetriya Gramin Bank. For this purpose, a copy of last two financial years’ relevant audited balance sheets should be submitted with the offer.

 

The vendor should be doing business for at least two years in the same field.  The vendor should not have been appointed as consultant during the last one year in our Bank.

 

The vendor should have support centers in either in Purnia, Katihar, Bhagalpur and Patna.  The vendor should be capable of offering the ordered hardware for pre-dispatch inspection at the vendor’s location.

 

2.     Track Record of installations

 

The vendor should provide proof that he has adequate experience in installing the offered hardware at financial institutions, similar to the models of the hardware being offered to Koshi Kshetriya Gramin Bank in a public sector bank or similar organization, in the past. The information should be provided only in respect of 10 largest clients in the format given in Annexure F.

 

3.     Quality Standards

Koshi Kshetriya Gramin Bank is looking for well-proven branded products, which is volume produced and are used by a large number of users in India/Abroad. All products quoted should be associated with specific model & part numbers, names and with printed literature describing configuration and functionality. Details of product should be available on their website and vendor should provide the bank the access to the Website. Any departures from the printed specifications should be clearly identified in a separate Annexure titled ‘Deviations’ which must be supplied by the vendor along with the offer document.

 

4.     Unacceptable quality of hardware.

 

The vendor should not substitute any internal components or subsystems of hardware by similar items from different manufacturers, without adequate justification that is acceptable to Koshi Kshetriya Gramin Bank.

 

5.     Earnest Money Deposit

 

Vendors are required to submit a Demand Draft from a Nationalized Bank  favoring Koshi Kshetriya Gramin Bank for Rs 15 Thousand (Rupees Fifteen Thousand only) as Earnest money Deposit (EMD) payable at Purnia along with their offer. Offers made without valid E.M.D. will be rejected.  No interest will be paid by the Bank on the Earnest Money Deposit.

 

6.     Manufacturer’s Authorization form

Tenderers, other than sole agents in India of the manufacturers, must submit a letter of authority from their manufacturers that they have been authorized to quote on behalf of the manufacturer.  Authorization letter from authorized distributors/dealers for software items is acceptable.

 

 

 

 

 

 

 

 

 

 

 

KOSHI KSHETRIYA GRAMIN BANK

HEAD OFFICE, PURNIA

 

Terms of Conditions of the Purchase Order :

 

1.         Technical Inspection and Performance Evaluation :

 

Koshi Kshetriya Gramin Bank reserves its right to carry out a technical inspection and performance evaluation (bench-marking) of machines offered by short-listed vendors.

 

2.         Payment Terms:-

 

90% of the cost of the hardware along with taxes will be paid after supply and successful installation of the Hardware. Rest 10 % will be paid on completion of 12 months from the date of delivery of the hardware. Alternatively, it mat be released against a performance Bank Guarantee for the equivalent period.

 

3.         Pre Dispatch Inspection:-

 

Koshi Kshetriya Gramin Bank and / or its nominated consultants will carry out factory/pre-dispatch inspection of all the equipment before dispatch of the Hardware to Koshi Kshetriya Gramin Bank.

Factory Inspection of the equipment to be supplied to Koshi Kshetriya Gramin Bank will be carried out at vendor’s factory site located in India only. The cost related to travel and stay of the Bank’s staff and / or consultants should be borne by the vendor.

It is expected that the equipment should be ready for inspection within 2 weeks from the date of acceptance of the purchase order. Please refer to Annexure-H for sample inspection procedure in detail.

 

4.         Delivery, Installation and Commissioning :-

 

The Vendor shall be responsible for delivery and installation of the equipment ordered at all the sites and for making them fully operational at no additional charge within 3 weeks of receiving the purchase order.

 

If the vendor fails to deliver and / or install all the equipment ordered within the stipulated time schedule or by the date extended by Koshi Kshetriya Gramin Bank, it will be a breach of contract. In the event of Koshi Kshetriya Gramin Bank agreeing to extend the date of delivery the vendor will have to supply the Hardware within extended period. Failure to do so will be treated as breach of contract. In such an event the vendor will become liable to pay penalty charge for the delay to Koshi Kshetriya Gramin Bank.

At the discretion of Koshi Kshetriya Gramin Bank, there will be an acceptance test conducted by the vendor in presence of Koshi Kshetriya Gramin Bank officials and / or its nominated consultants after installation of hardware. In case of serious discrepancy in hardware supplied, Koshi Kshetriya Gramin Bank may cancel the entire purchase order and return the hardware back to the vendor at vendor’s costs and risks.

 

5.         Completeness of Installation:-

 

The installation will be deemed as incomplete if any component of the hardware, or any documentation / media is not delivered or is delivered but not installed and /or not operational or not acceptable to Koshi Kshetriya Gramin Bank after acceptance / testing / examination.

 

In such an event, the supply & installation will be termed as incomplete and it will not be accepted and warranty period will not commence.

 

 

6.         Order Cancellation :-

 

Koshi Kshetriya Gramin Bank reserves its right to cancel the order in the event of one or more of the following situations:

 

·          Delay in delivery beyond the specified period for delivery.

·          Delay in installation beyond 3 weeks from the date of purchase order.

·          Serious discrepancy in hardware noted during the inspection.

 

 

 

 

 

7.         Inter working of Hardware and Software:-

 

The vendor must integrate hardware and software components of the items supplied by him to make the system (Computer and Server) integrated and fully functional. It will be vendor’s responsibility to locate the exact nature of the problem / fault(s) and rectify the same except for the problems in the application software, if any.

 

8.         Acceptance Tests:-

 

At the discretion of Koshi Kshetriya Gramin Bank, acceptance test will be conducted by the vendor at the site in the presence of the officials of Koshi Kshetriya Gramin Bank and /or its nominated consultants. There shall not be any additional charges payable by Koshi Kshetriya Gramin Bank for carrying out this acceptance test. Koshi Kshetriya Gramin Bank will take over the system on successful completion of the above acceptance test.

 

9.         Software Drivers & Manuals:-

 

The hardware will have to be supplied with the software drivers and manuals as applicable.

 

10.       Hardware Warranty:-

 

The offer must include a minimum one year comprehensive on-site warranty from the date of installation and acceptance of the system by Koshi Kshetriya Gramin Bank.

 

Vendor shall be fully responsible for the manufacture’s warranty in respect of proper design, quality and workmanship of all equipment, accessories etc. covered in the quotations. Vendor must warrant all equipment, accessories, spare parts etc. against any manufacturing defects during the warranty period. During the warranty period, vendor shall maintain the systems and repair / replace at the installed site all defective components, at no charge to Koshi Kshetriya Gramin Bank.

 

Warranty should not become void if Koshi Kshetriya Gramin Bank buys any other supplemental spares from a third party and installs it within these machines in the presence of the representative of the vendor. However, the warranty will not apply to such third-party hardware items installed by Koshi Kshetriya Gramin Bank.

 

 

 

11.       Software Warranty:-

 

All the software supplied for the hardware as applicable will carry following warranties

·          Patches and updates for three years

 

12.      Annual Maintenance Charges

 

The vendor should also quote separately for annual Comprehensive maintenance at site for one year from the date of expiry of the warranty period (post-warranty). This rate should be quoted as:

 

·          2nd year comprehensive on-site warranty charges (in percentages).

 

The offer must give commitment to provide maintenance at the price quoted as above for one year from the date of expiry of warranty. Vendors are expected to maintain the equipment supplied for at least two years from the date of acceptance by Koshi Kshetriya Gramin Bank.

 

Koshi Kshetriya Gramin Bank in Indian Rupees will pay AMC Charges at the end of each quarter for every quarter.

 

 

 

 

 

13.              Spares Parts:-

 

Vendor will make the spare parts for the hardware available for a minimum period of three years from the time of acceptance of the system. Thereafter, vendor will give at least six months notice prior to discontinuation of support services.

 

 

14.       Penalty for delay

 

For any delay in installation of the hardware, Koshi Kshetriya Gramin Bank will charge penalty @ 0.5% of the order value per week or part thereof, subject to a maximum of 10%.

 

15.       Penalty for downtime

 

Any hardware is reported to be down on a given date should be either fully repaired or replaced by temporary substitute (of equivalent configuration) on the next day. The reporting will be through a telephonic message or any other mode as Koshi Kshetriya Gramin Bank may decide.

 

In case vendor fails to meet the above standards of maintenance, there will be penalty in rupees per day as specified in the table below (subject to a maximum of 5% per year of the total cost for the branch)

 

Sr. No.

Item

Amount in Rs./day

1

UPS

500

2

Dot Matrix Printers

500

3

Pass Book Printers

500

4

Flat Bed Colour Scanners

500

5

Switches

500

6

Fast Ethernet LAN Cards

500

 

 

 

The temporary substitute hardware or equipment should be replaced by the original hardware or equipment duly repaired within a week’s time, failing which the above penalty will be imposed for the number of days exceeding one week.

 

16.       Hardware Failure:-

 

If during the warranty period, any hardware has a failure on four or more occasion in a quarter, it shall be replaced by equivalent new hardware by the vendor at no cost to Koshi Kshetriya Gramin Bank.

 

 

 

17.       Indemnity:-

 

Vendor shall indemnify, protect and save Koshi Kshetriya Gramin Bank against all claims, losses, costs, damages expenses, action, suits and other proceeding resulting from infringement of any patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the hardware supplied by him.

 

 

18.       Publicity :-

 

Any publicity by vendor in which the name of Koshi Kshetriya Gramin Bank is to be used should be done only with the explicit written permission of Koshi Kshetriya Gramin Bank.

 

 

19. Guarantees :-

 

Vendor should guarantee that the Hardware delivered to Koshi Kshetriya Gramin Bank is brand new, including all components. All Hardware must be supplied with their original and complete printed documentation.

 

 

 

 

 

 

21.       Force Majeure:-

 

The vendor shall not be liable for penalty, 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 Vendor and not involving the vendor’s fault or negligence that are 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 Koshi Kshetriya Gramin Bank either in fires, floods, strikes, lock-outs and freight embargoes, natural calamities.

 

If a Force Majeure situation arises, the Vendor shall promptly notify Koshi Kshetriya Gramin Bank in writing of such conditions and the cause thereof within fifteen calendar days. Unless otherwise directed by Koshi Kshetriya Gramin Bank in writing, the Vendor 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 continues beyond a period of one month, Koshi Kshetriya Gramin Bank and the vendor shall hold consultations with each other in an endeavor to find a solution to the problem.

 

Not withstanding above, the decision of Koshi Kshetriya Gramin Bank shall be final and binding on the vendor.

 

 

 

22.       Resolution of Disputes:-

 

Koshi Kshetriya Gramin Bank and the vendor shall make every effort to resolve amicably, by direct informal negotiation, any disagreement of dispute arising between them under or in connection with the contract. If after thirty days from the commencement of such informal negotiations, Koshi Kshetriya Gramin Bank and the vendor have been unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution by formal arbitration.

 

All questions, disputes or differences arising under and out of, or in connection with the contract, shall be referred to two Arbitrators one Arbitrator to be nominated by Koshi Kshetriya Gramin Bank and the other to be nominated by the Vendor. In the case of the said Arbitrators not agreeing, then the matter will be referred to an umpire to be appointed by the Arbitrators in writing before proceeding with the reference. The award of the Arbitrators, and in the event of their not agreeing, the award of the Umpire appointed by them shall be final and binding on the parties. The arbitration and reconciliation act 1996 shall apply to the arbitration proceedings and the venue of the arbitration shall be Purnia (Bihar).

 

 

 

Annexure II –Inspection Procedure

 

The following text describes Inspection procedure to be followed by the supplier and inspection support expected.

 

·                The factory inspection / reliability test is required to be carried out at a site having adequate power and, dust free environment. The vendor should make suitable arrangements to the inspecting officials.

·                The vendor should ensure availability of trained technical/support staff at the inspection site for efficient handling of the inspection and movement of the equipment during the inspection.

·                In case of serious discrepancy found in the hardware, the inspection will be called off.

·                The inspection team may reject machines, which fail to pass the reliability test.

·                At least one copy of all the documentation to be supplied to the Bank should be available for the inspection.

 

Schedule of Requirement of Items:-

 

Schedule I – Hardware

 

Sr. No

Item

Components

I

3.0 KVA online UPS with 2 hour backup

1

2

2.0 KVA Online UPS with two hours backup

82

3

1.0 KVA online UPS with one hour backup

7

4

Dot Matrix Printers (132 col.)

72

5

Passbook Printers

72

6

Flat Bed Scanners

72

7

8 Ports unmanaged switch 10/100 MBPS

72

8

Web Camera

72

9

9 U Rack

6

10

12 Ports jack Panel

6

11

3 feet Mounting Chord

190

12

7 feet Mounting Chord

190

14

Single Port Information outlet  with Box

190

15

0.75 Ton Window Air Conditioner

6

16

5.0 KVA Voltage Stabiliser

72

 

 

 

 

Annexure A  - Technical Specifications  

1. Specifications for 1 / 2 / 3 KVA online UPS

 

S.No.

Item

Required Specifications

Description of vendor’s offer

1

Make

Must be specified

 

2

Model

Must be specified. All the relevant product brochures and manuals must be submitted.

 

3

Input Voltage

Single Phase 160 – 280 VAC

 

4

Input Frequency

45-55 Hz

 

5

Input Power factor

Near Unity >0.95

 

6

Charger, Internal

Float Charger, CV/CC, 1.4A / SMPS, Approx. 8 Hrs charge up time

 

7

Battery Type

SMF

 

8

Backup Time

As specifiedabove at 70% load

 

9

Output voltage

Single phase 220 V AC ( with 2% variation)

 

10

Output Frequency

50Hz ( with 2% variation)

 

11

Waveform

Sinewave

 

12

Distortion at linear

<3% at full load

 

13

Distortion at non linear

<4-5 %

 

14

Auto / Cold restart

Yes

 

15

Audible noise

<50 dbA at 1 Meter distance

 

16

Computer Interface

LAN / RS232

 

17

Cooloing

convection

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Specifications for Dot Matrix Printer

 

S.No.

Item

Required Specifications

Description of vendor’s offer

1

Make

Must be specified

 

2

Model

Must be specified. All the relevant product brochures and manuals must be submitted.

 

3

Print head

24 pin

 

4

Print Modes

Draft and NLQ

 

5

Print width

132 column minimum

 

6

Print Speed

300 cps @ 10 cpi in high speed draft mode

250 cps @ 10 cpi in draft mode

80 cps @ 10 cpi in LQ mode

 

7

Print Method

Impact dot matrix

 

8

Character Set

EPSON, IBM & international (Minimum)

 

9

Paper feed

Both Friction and Tractor with push/pull facility.

 

10

Paper Type

Cut sheet & Fan-Fold continuous stationary

 

11

Print head life

100 million characters or more

 

12

Ribbon life

Minimum 3 million characters

 

13

MTBF

6000 POH

 

14

Data buffer

Minimum 64 KB

 

15

Print attributes

Bold, Italics, underline, wide-font, super and sub-scripting

 

16

Emulation

EPSON, IBM

 

17

Interface

Centronics Parallel with cable

 

 

 

 

 

 

 

3. Specifications for Passbook Printer

 

S.No.

Item

Required Specifications

Description of vendor’s offer

1

Make

Must be specified

 

2

Model

Must be specified. All the relevant product brochures and manuals must be submitted.

 

3

Print Head

24 Pin

 

4

Print Width

94 Col at 10 cpi

 

5

Print Matrix

24 x 12 draft, 24 x 36 LQ

 

6

Character pitch

10, 12, 15, 17.1 cpi

 

7

Line pitch

6, 8 lpi, incremental

 

8

Print Speed

300 cps at 10 CPI

 

9

Print Method

Horizontal / Vertical

 

10

Print Modes

Draft and LQ

Condensed, Double h/w, graphics, bit-image mode

 

11

Print attributes

Bold, Italics, underline, wide-font, super and sub scripting

 

12

Paper handling

Automatic front feed for handling average size passbook with Automatic document alignment

 

13

Emulations

IBM, EPSON, ESC/P & Olivetti

 

14

Interface

RS 232 C Serial with cable

 

15

Optional interface

Centronics Parallel

 

16

Noise Level

Less than 55 dB

 

 

 

 

 

 

4. Specifications for Flat Bed Color Scanner

 

S.No.

Item

Required Specifications

Description of vendor’s offer

1

Make

Must be specified

 

2

Model

Must be specified. All the relevant product brochures and manuals must be submitted.

 

3

Scanner Type

Flat Bed, Color and Monochrome (one pass)

 

4

Resolution

600 x 1200 DPI True Resolution, 9600 x 9600 DPI Enhanced Resolution

 

5

Color

36 bit color

 

7

Interface

USB

 

8

Document Size

Standard A4 size

 

9

Software

Scanning Software, Image-Editing Software, OCR Software, Document management Software.

 

11

Drivers

Latest version for Windows Xp

 

 

5. Specifications for 8 port Fast Ethernet Unmanaged Switch

 

 

S.No.

Item

Required Specifications

Description of vendor’s offer

1

Make

Must be specified

 

2

Model

Must be specified. All the relevant product brochures and manuals must be submitted.

 

3

Number of Ports

8 UTP with uplink facility

 

4

Interface

CAT-5 UTP (RJ 45 connectors) Ethernet

 

5

Speed

10/100 Mbps (Per port auto-negotiation)

 

6

LEDs

Link, Activity, Collision, Power LEDs

 

 


Annexure C - Tender offer cover letter

 

 

Date: ____________________________________2007

 

Tender Reference No.  HO:CCC:PUR:2007-08:02

 

To,

The Chairman,

Koshi Kshetriya Gramin Bank,

Head Office, Koshi Colony,

Purnia-854301.

 

 

Having examined the tender documents including all annexure the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver ______________________________ _________________________________________  (Description of equipment and Services) in conformity with the said tender documents in accordance with the Schedule of Prices attached in the commercial offer and made part of this tender.

 

If our tender offer is accepted, we undertake to commence delivery within___________ (Number) days and to complete delivery, installation and commissioning of all the equipment including structured cabling as specified in the Contract within _______________ (Number) days calculated from the date of receipt of your Notification of Award/Letter of Intent.

 

If our tender offer is accepted, we will obtain the guarantee of a bank of the sum of 10 % of the cost of items to be supplied to the bank.

 

We agree to abide by this tender offer till 180 days from the closing date of tender and our offer shall remain binding upon us and may be accepted by the Bank any time before the expiration of that period.

 

Until a formal contract is prepared and executed, this tender offer, together with the Bank’s written acceptance thereof and the Bank’s notification of award, shall constitute a binding contract between us.

 

We understand that the Bank is not bound to accept the lowest or any offer the Bank may receive.

 

Dated this ______ day of _________2007

 

Signature: ______________________________________

 

(in the Capacity of:) ________________________________

 

Duly authorized to sign the tender offer for and on behalf of

_______________________________________________

 

 


Annexure D – Details of the Vendor

 

Details filled in this form must be accompanied by sufficient documentary evidence, in order to verify the correctness of the information.

 

S. No

Item

Details

 

Name of Company

 

 

Mailing Address

 

 

Telephone and Fax numbers

 

 

Constitution of the Company

 

 

Name and designation of the person authorised to make commitments to the Central Bank Of India

 

 

Email Address, if any

 

 

Year of commencement of Business

 

 

Turn over of the company (not of group) for the year

2004-2005

2005-2006

Turn over of the company in Hardware for the year

2004-2005

2005-2006

 

 

Profit of the company (not of group) for the year

2004-2005

2005-2006

Profit of the company in Hardware for the year

2004-2005

2005-2006

 

 

Sales Tax Number (TIN)

 

 

Income Tax Number (PAN)

 

 

Whether direct manufacturer or authorised dealers

 

 

Name and Address of manufacturer of servers and desktops

 

 

Location of Manufacturing facility

 

 

Brief Description of facilities for manufacture, production, inspection, testing and quality assurance

 

 

Brief Description of after sales service facilities available with the tenderer

Please fill up Annexure G also.

 

 

 


Annexure E – Manufacturer’s Authorisation Form  (MAF)

 

 

No. ___________ dated______________2007

 

 

To,

The Chairman,

Koshi Kshetriya Gramin Bank,

Head Office, Koshi Colony,

Purnia-854301.

 

 

Dear Sir,

 

Tender Reference No:- HO:CCC:PUR:2007-08:02

 

 

We ____________________________________________who are established and reputable manufactures of ___________________________ having factories at_________ and __________ do hereby authorise M/s _________________________________ (Name and address of Agent/Dealer) to offer their quotation, negotiate and conclude the contract with you against the above invitation for tender offer.

 

We confirm that our company (as a single unit, not the group) has had a turnover exceeding Rs ……………………………….. in last two financial years (i.e. 2004-05 and 2005-06). We also confirm that in each of these two financial years, our company has made a profit.

 

We hereby extend our full guarantee and warranty as per terms and conditions of the tender and the contract for the equipment and services offered against this invitation for tender offer by the above firm.

 

 

                                                                                                                        Yours faithfully,

                                                                                                                             (Name)

for and on behalf of M/s___________________

                                                                                                             (Name of manufactures)

 

 

Note:   This letter of authority should be on the letterhead of the manufacturing concern and should be signed by a competent person of the manufacturer.


Annexure F - Details Of Track Record (Past Installations)

 

 

Name of the Vendor ___________________________________________

 

Name of the Client

Item

 

Make & Model

Qty

 

 

 

 

 

 

….

 

 

 

        

Date: _________

Place: ________

 

 

 

 

                                                                                                             Signature of the Vendor

Annexure G - Details of Service Centres

 

 

 

S. No

Place

 

Own or Franchise

Postal Address

Contact numbers

Service Facilities available

(Describe)

Number of service engineers

Time to report to the location

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

5

 

 

 

 

 

 

 

Annexure H – Pre-Dispatch Inspection Procedure

 

The following text describes Pre-dispatch Inspection procedure to be followed by the supplier and inspection support expected.

 

1.      The factory inspection / reliability test is required to be carried out at a site having adequate power and, dust free environment.  The vendor should make suitable arrangements to provide Uninterrupted (UPS) power for the inspection set-up.

 

2.      It is suggested that the vendor should make appropriate arrangement to place the equipment offered for inspection/reliability test on suitable racks/tables, considering easy and hassle-free access to keyboard/monitor of all the equipment.

 

3.      It is required that the vendor should make appropriate arrangement to test the network interfaces on all servers/desktops in an optimized and hassle-free manner.

 

4.      The vendor should ensure availability of trained technical/support staff at the inspection site for efficient handling of the inspection and movement of the equipment during the inspection.

 

5.      It is suggested that adequate number of extra machines are offered for the inspection and kept for reliability testing. This may be useful in the event of some machines failing during the reliability tests.

 

6.      All the hardware equipment and its sub-components should bear relevant original manufacturer’s part numbers. The inspection team will confirm this, with part numbers indicated in the purchase order.

 

 

7.      In case of serious discrepancy found in the hardware vis-à-vis the ordered hardware, the inspection will be called off.

 

 

 

 

 

8.      The inspection team may reject machines, which fail to pass the reliability test.

 

9.      At least one copy of all the software items (including media and documentation) ordered should be available at the time of inspection, if required.

 

10.  At least one copy of all the documentation to be supplied to the Bank should be available for the inspection.

 

 

 

 

Annexure I – List of Branch branches for Computerization

 

Bank reserves the right to make changes in the locations listed in this Annexure.

 

 

Sr No

District

 

Name of The Branch

Contact Numbers

1

Araria

Kursakanta

For details of branch address and contact numbers visit our website

2

 

Zeromile Araria

 http://kkgb.bih.nic.in/

3

 

Forbesganj

 

4

 

Jogbani

 

5

 

Chandradei

 

6

 

Dholbajja

 

7

 

Jokihat

 

8

 

Khajurihat

 

9

Katihar

Manihari

 

10

 

Roshna

 

11

 

Gurubazar

 

12

 

Rautara

 

13

 

Barsoi Bazar

 

14

 

Hassanganj

 

15

 

Sonaili

 

16

 

Korha

 

17

 

Marwa

 

18

 

Mansahi

 

19

 

Haflaganj

 

20

Kishanganj

Khagra

 

21

 

Kishnaganj

 

22

 

Caltex Chowk

 

23

 

Thakurganj

 

24

 

Tulsia

 

25

 

Bahadurganj

 

26

 

Jantahat

 

27

 

Pothia

 

28

 

Bishanpurhat

 

29

 

Tappu

 

30

 

Sontha

 

31

 

LRP Chowk, Bahadurganj

 

32

Purnia

Champanagar

 

33

 

B. Kothi

 

34

 

Dhamdaha

 

35

 

Garhbanaili

 

36

 

Jalagarh

 

37

 

Kajha

 

38

 

Bhawanipur

 

39

 

Banmankhi

 

40

 

Jankinagar

 

41

 

K. Nagar

 

42

 

Ranipatra

 

43

Purnia

Amour

 

44

 

Birauli

 

45

 

Tikapatti

 

46

 

Parora

 

47

 

Dangraha

 

48

 

Sarsi

 

49

 

Kasba

 

50

Madhepura

Singheshwar

 

51

 

Gwalpara

 

52

 

Station Road, Madhepura

 

53

 

Murliganj

 

54

 

Chausa

 

55

 

Shankarpur

 

56

 

Bihariganj

 

57

Saharsa

Simri Bakhtiatpur

 

58

 

Sonbarsa Raj

 

59

 

Mahishi

 

60

 

Saur Bazar

 

61

 

Baluahat

 

62

 

Baijnathpur

 

63

 

Sattar

 

64

 

Salkhua

 

65

 

Bariyahi

 

66

Supaul

Pipra

 

67

 

Kishanpur

 

68

 

Bhimnagar

 

69

 

Birpur

 

70

 

Sukhpur

 

71

 

Ganpatganj

 

72

 

Triveniganj

 

 

 

 

 

 

 

Annexure J - Bill of Materials

 

  (To be submitted as per this format only)

 

·          This bill of material must be attached in Technical Offer as well as commercial offer. The format will be identical for both technical and commercial versions, except that the technical version will not contain any price information. Technical offers without the bill of material are liable for rejection.

·          The vendor can also mention any other component(s) that are required for their solution implementation

·          The vendor must take care in filling price information in the commercial version, to ensure that there are no typographical or arithmetic errors. All fields must be filled up correctly.

·          In case of any discrepancy between unit price and total price of an item, the unit price will prevail. Similarly, in case of error in the sum of various items, the correct sum will be calculated by the addition of total prices of each item.

·          If quantities are not specified, the vendor should quote the unit price.

 

 

 

 

 

 

          Schedule I – Hardware

 

Sr. No.

Item

Quantity

Unit Price

Total Price

I

3.0 KVA online UPS with 2 hour backup

1

 

 

2

2.0 KVA Online UPS with two hours backup

82

 

 

3

1.0 KVA online UPS with one hour backup

7

 

 

4

Dot Matrix Printers (132 col.)

72

 

 

5

Passbook Printers

72

 

 

6

Flat Bed Scanners

72

 

 

7

8 Ports unmanaged switch 10/100 MBPS

72

 

 

8

Web Camera

72

 

 

9

9 U Rack

6

 

 

10

12 Ports jack Panel

6

 

 

11

3 feet Mounting Chord

190

 

 

12

7 feet Mounting Chord

190

 

 

14

Single Port Information outlet  with Box

190

 

 

15

0.75 Ton Window Air Conditioner

6

 

 

16

5.0 KVA Voltage Stabiliser

72

 

 

 

 

 

Schedule II – Annual Maintenance Contract

Sl No

AMC Charges

Charges in Rupees

Charges as % of hardware cost

 

For 2nd  year

 

 

 

 

 

 

Total of Schedule I+II

 

 

 

Total Cost of Ownership (TCO)

Total of Schedule I + Total of Schedule II