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Tender Document

भारतीय �रजवर् ब�क

सूचना प्रोद्यो�गक� �वभाग

स�ट्रल �वस्टा, टेल�फ़ोन भवन के सामने

सैक्टर 17, चंडीगढ़ – 160 017

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Tender notice for Annual Maintenance Contract & Facilities Management Services (FMS) for Computer Hardware and peripherals

at RBI, Chandigarh for the year 2018-19

------------------------------------------------------------------------------- Last Date for Submission of Tender bid: June 18, 2018(12 P.M.)

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TABLE OF CONTENTS

Description Page Number TENDER NOTICE .................................................................................................................3

Scope of the Work ……....................................................................................................4

Eligibility Criteria ………………………………......................................................................6

Terms and Conditions .........................................................................................................7

Submission of bids ...................................................………………………………….………16

Annexure A System Software Details for technical Support...........….………...………...19

Annexure B Details of equipment for Maintenance Support……………………………….20

Prescribed Format for Application………………………………………………………………21

Annex I – Company Profile / Basic Information..................................................................24

Annex II – Details of Qualified engineers ………………......................................................26

Annex III – Client Details .......................................................................................................27

Annex IV – Client’s Certificate regarding Performance………………….…...…………….…28

Annex V – Pro-forma of Undertaking …………………………………………………………….29

Annex VI – Banker’s Certificate…………………………………………………………………....30

Annex VII – Compliance Matrix…………………………………………………………………….31

Annex 1A Format for Price Bid…………………………………………..…………………….….32

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I. Scope of the Work

1. The Bank has a heterogeneous (make/model) set of Servers, Computers, Laptops, Printers and Scanners. The servers operate on SCO UNIX/LINUX/Windows 2000/2003 as operating

system. The Bank also has a heterogeneous (make/model) set of desktop computers and

laptops with Window XP/7/8.1/10 as operating system, set of printers (Network Laser Jet, Multi

function printers (MFP), desktop laser jet, desktop ink jet, Office Jet) and Scanners. These

computer peripherals will be covered with a comprehensive AMC contract. All the components

of the IT equipment, excluding consumables and nonfunctional parts such as plastic casings

and covers, shall be covered under this agreement under which, preventive maintenance,

corrective maintenance, replacement of parts, shifting of components will have to be carried

out, along with the services as contemplated in this Tender document for systems, peripherals,

components etc., which are under warranty.

2. Maintenance (a) Preventive Maintenance:

The preventive maintenance service of the equipment is as important as prompt corrective

maintenance service since regular and proper preventive maintenance service ensures

trouble-free performance of the components. The vendor should provide for at least one

preventive maintenance schedule per quarter. The scope of preventive maintenance will also cover aspects related/specific to hardware like health check of HDDs, processors; power

supplies (SMPS) etc. The time for such schedules will have to be specified in advance in

consultation with the user department. The scope of work under Preventive maintenance will

be designed in consultation with the vendor’s representative on the lines as specified and

recommended by the original manufacturer/best practices.

(b) Corrective Maintenance:

The corrective maintenance means identification of problem and its rectification which may

include installing/ reinstalling of operating system, setup/configuring of printer,

reinstalling/installing of application software either developed in-house or developed by the 3rd

party, printer drivers, anti-virus agent etc.

(c) Replacement of Defective Parts :

The replacement of defective parts (electrical/mechanical/others) means either repair or

replacement of parts at the site of installation. If the fault is of serious nature and requires

shifting of the component/s or any part thereof, the vendor should provide similar component/s

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or part/s for uninterrupted continuation of work in the Bank, till the re-installation of the

component/s or part/s which were shifted for repair/replacement. The defective part is to be

replaced /repaired without any cost to the Bank.

3. Shifting of Components The shifting of components means moving the components from one place to the other place

for carrying out the repair work. This can be either of the following categories

• Within Bank Premises: The vendor should arrange for shifting of component from one

department to the other to carry out repair work.

• From Bank’s premises to Bank Colonies situated at Sector 16, 30 and 44, Chandigarh.

• From Bank to Vendor‘s Place and vice-versa: The vendor should arrange for shifting of

component from the Bank to the vendor’s place and vice-versa.

• From Bank to Top Executive’s Residence and vice-versa: The Vendor will arrange for

shifting of component from the Bank to top executive’s residence and vice-versa.

4. In case of systems covered under warranty which are not under the purview of AMC, the service engineers shall escalate the service call to the concerned vendor and take up

necessary follow up activities for the same and also intimate the DIT officials regarding the

call details. All the Resident Engineers would also be required to provide full support to the

concerned vendor for loading/installing software etc.

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II. Eligibility Criteria

1. The vendor should have a registered office in India with adequate infrastructure at

Chandigarh/Panchkula/Mohali and currently must not be debarred from contracting with any

legal entity in India.

2. The vendor should have good reputation in the market and their clientele should preferably

include banks, FIs, Government Undertakings and other reputed concerns.

3. The vendor should have adequate financial standing and should have positive net worth for

the last three years and should have earned profits in each of the last three years.

4. The vendor should be a comprehensive service provider and should have minimum experience of five years in the field of maintenance of Computer hardware, System Software and Peripherals.

5. Minimum Annual turnover of Rs. 2 crore with net profit in each of the last three years

supported by audited or certified statement of accounts.

6. The vendor should have adequate technical staff in Chandigarh/Panchkula/Mohali with

expertise, certifications for dealing in Windows server (2000 and above) operating systems,

Linux/UNIX/SCO UNIX/ Novell Servers operating systems, Windows desktop operating

systems (Windows XP, Win7, Win 8, Win 8.1 and Win 10 etc.). A list of on roll technical staff

with date of joining the company shall be provided.

7. The company should have OEM certifications or Authorization or service provider certificate

from HP, DELL & Lenovo.

8. The company should enclose a copy of relevant eligibility criteria with the covering letter.

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III. Terms and Conditions

1. The AMC would be made in congruent with the financial year of the Bank (i.e. 1st July 2018 –

30th June, 2019) and extendable on a yearly basis for a maximum of three years subject to

satisfactory performance of services. It shall be open to either party to terminate this

agreement any time during its currency by giving three months’ notice to the other party in

writing. The AMC may be renewed by written mutual consent of both parties under the same

terms and conditions.

If the services rendered by vendor are not found satisfactory, the AMC shall not be renewed

for the next year.

2. Maintenance services shall be provided by the vendor at Main office Building at Central Vista,

Sector - 17 and RBI staff Quarter Premises at various locations in Chandigarh city. The Bank

reserves the right to add more sites if needed. The same shall be communicated to the vendor

in writing and the Vendor shall be bound to provide the AMC at no additional cost.

3. The scope of coverage of the AMC will be for the Computer Hardware, System Software and

peripherals for all the items as given in Annexure – B of the tender document. Technical

support for softwares is listed in Annexure – A must also be provided. The AMC will not be

awarded in parts.

4. The vendor shall provide comprehensive maintenance services which includes preventive

maintenance, corrective maintenance, replacement of parts, shifting of components will have

to be carried out, along with the services as contemplated in this Tender document for

systems, peripherals, components etc.

5. Under corrective maintenance the vendor shall rectify any defects, faults and failures in the

equipment and shall repair, replace any worn out, defective parts of the equipment, free of

cost to the Bank. All the components of the equipment, excluding consumables and

nonfunctional parts such as plastic casings and covers, shall be covered under this

agreement.

6. Maintenance support will have to be provided for Windows server operating systems, SCO

Unix server operating systems, Linux server operating systems, Oracle and Windows desktop

operating systems i.e., Windows XP (on stand alone PCs) and above.

7. The vendors should have the capabilities to handle AMC for all brands and types of computer

systems and peripherals. The vendor should have adequate number of qualified technicians/

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engineers & must submit a list of such qualified engineers available with them, who can install/

re-install or work on SCO-UNIX/COBOL/Oracle Windows desktop operating systems

(Windows 2000 and above) Oracle etc. platforms. The details of the certified engineers should

be provided with the technical bid. The credentials of the engineers will be verified and the

concerned vendor’s Commercial Bid will be opened only if the minimum requirements

like educational qualification & experience of the Resident Engineers are satisfied. The

vendor should be able to repair the hardware etc. immediately after receiving call, failing which

they will have to provide alternate arrangement to ensure business continuity of the Bank.

8. The company shall load/reload and configure operating systems and/or any other specific

system software as the case may be in the equipment covered under AMC, at no extra cost to

the Bank, whenever the need arises.

9. In addition to the above, the vendor is required to provide Level 1 support for the systems which are under warranty. The scope of level 1 support includes receiving and attending the user calls and identifying the problem. Problems with the hardware or OEM installed OS are to be logged with the concerned vendor. The onus will lie on the AMC vendor to ensure that the calls are closed.

10. Necessary technical assistance and advice shall be extended by the vendor to resolve

problems that may be encountered with regard to hardware, operating system, system

software and any problems accessing the various application software on the computer

systems etc. covered under AMC.

11. Vendor shall, upon direction of DIT officials, configure Outlook/KMT/Quad42 etc install

application software / make Configuration changes in the equipment covered under AMC, free

of cost.

12. The vendor should have a Repair Centre at Chandigarh/Panchkula/Mohali equipped with

adequate and experienced technical staff and equipment for repair work so as to ensure at

least 99.5% uptime for servers, 95% uptime for PCs and 90% uptime for peripherals.

The Bank reserves the right to inspect the Repair Centers and satisfy itself about the quality

and reliability of the service that can be rendered by the vendor before opening the concerned

vendor’s Commercial Bids.

13. The vendor should post at least three qualified engineers (1 Bachelor’s Degree (B Tech/BE)

and 2 Diploma in Computer/ IT Engineering from a reputed University), hereinafter known as

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Resident Engineers, who should have requisite experience (At least two engineers should

have minimum experience of 3 yrs.) and expertise in hardware repair/ maintenance and

software management as well as experience in relation to the Server Operating Systems. The

vendor is also required to train backup personnel who are likely to be posted at our site in the

absence of the regular resident engineers. The engineers posted should be permanent

employees of the Vendors in their regular pay rolls.

14. The working hours on weekdays and on working Saturdays will be from 9.15 AM to 6.00 PM.

However, under special circumstances Bank may require the Resident Engineers beyond the

aforesaid working hours or on Public Holidays. The resident engineers shall report to the

Department of Information Technology on all working days during office hours. The Resident

Engineers shall be provided with mobile phones by the Vendor whose charges would be

borne by the Vendor only. In case agreed number of resident engineers are not deployed on

any particular day the payment would be deducted proportionately.

15. The resident engineers are required to display their identity cards issued by Bank on their

person whenever they are in any of the Bank's premises and possess identity cards issued by

the Vendor. The Bank reserves the right to conduct independent background checks on the

Engineers posted at site.

16. The resident engineers would be deployed subjected to an assessment process undertaken

by the Bank before their deployment. In case the RBI is not satisfied with the RE provided by

the vendor, RBI will have the right to require the Vendor to change the RE with another RE

satisfying the assessment of RBI.

17. The vendor should use call logging Management system to track the calls and fasten the

process.

18. Preventive Maintenance activity shall include updating of patches/service packs, carrying of

systems diagnostic tests and taking remedial action, etc.

The vendor shall provide for at least one preventive maintenance schedule per quarter

during the maintenance period. The scope of preventive maintenance may include aspects

related/specific to hardware like health check of HDDs, RAID/graphics Controllers, power

supplies (SMPS), cleaning of memory modules etc. with the help of appropriate cleaning

compounds and monitoring equipments, checking of antivirus, OS patch status, running of

MBSA (Microsoft Baseline Security Analyser) tools on PCs to identify security weaknesses

etc., or any other tool supplied by RBI for diagnostic checks.

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19. The bank has automatic patch update system for windows OS system. The vendor shall be

responsible for monitoring of security and other patches on operating systems which should

be done immediately upon their release by the Server after taking due permission of the

Bank’s officials.

20. The Bank has automatic anti-virus updating system. However, the vendor shall be

responsible for checking/ ensuring updating of anti-virus files on all servers and PCs covered

under the AMC. The anti-virus patches on the systems should not be more than a week old.

The antivirus packages will be provided by the Bank.

21. The vendor shall extend necessary assistance in maintaining the inventory, shifting and

reinstallation of all the equipments.

22. A health card shall be maintained for all equipment covered under AMC. The vendor shall

record therein each incident of equipment malfunction, date/ time of commencement of

downtime and successful completion of the repair/maintenance work, nature of repair work

performed on the equipment together with a description of the malfunction and the cause

thereof. Details of preventive maintenance activity shall also be recorded.

23. The vendor shall repair/ replace parts within the various sites of the Bank(including Bank

Colonies) only. If the fault is of serious nature and requires the support of the Repair Centre of

the vendor, thereby necessitating shifting of the equipment, the vendor shall attend to shifting/

transportation, installation, re-installation, loading of the software packages (both the system

software and application software, if any) at no additional cost to the Bank and with prior

permission.

24. The vendor shall be responsible for recovery of data, free of cost, in case of Hard Disk crash

of any computer systems under its AMC.

25. The vendor shall maintain onsite an inventory of spare parts for PC, Laptops, printers, etc. so

as to ensure business continuity in the case of any malfunction of the equipments. In case of

Bank’s servers the inventory of all necessary spares shall be maintained so that to ensure

99.5% uptime for Bank’s servers.

26. The vendor shall not sub-contract the AMC to any organization, person, firm or its

franchisee without the prior approval of the Bank. If, at any time, it comes to the notice of

the Bank that such sub-contracting has been done, the Bank at its discretion may terminate

the contract without referring the matter further to the vendor. The Bank will be at liberty to

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realize all the expenses it had to incur in this connection, either by adjusting from the

payments due to the Vendor or through other lawful means.

27. The maintenance personnel deputed for maintenance of computers etc. at the Bank’s location

will be governed by Codes and ethics of the work place and may be subjected to verification

by the Police or other Agencies. The vendor will undertake police verification of all the

Resident Engineers deployed at RBI Chandigarh and submit a copy of the same to the

Bank. Failing to comply with the above norm may lead to cancellation of the Agreement. The

Vendor maintenance personnel will at all times comply with all the security requirements in

effect from time to time at the Bank's premises.

28. The vendor shall ensure that the malfunctioning of hardware, accessories, operating systems,

systems software (if any) is rectified within two hours of lodging the complaint by the Bank. If

the vendor is not able to rectify the same by the stipulated time, the vendor shall provide, at

their own cost, requisite hardware/ software to ensure business continuity.

29. The Bank shall release quarterly payments towards the maintenance charges after the expiry

of each quarter and after getting a certificate of good performance from the Department of

Information Technology, Reserve Bank of India, Chandigarh.

30. In the event of addition of more machines under the scope of AMC, the maintenance

will be carried out by the vendor for which the vendor may be eligible for an additional

consideration. In the event of weeding out of older machine in the office, the same shall

be removed from the contract and the rates reduced accordingly on a prorata-basis.

Details of addition/deletion will be updated on a monthly basis.

31. The vendor shall ensure 99.5 % uptime of each server, 95% uptime of each PC and 90%

uptime of each peripheral covered under the AMC. If during any quarter, the vendor does not

maintain the uptime of the equipment, proportionate maintenance charges will be deducted

from the amount to be paid to the vendor for that quarter.

a) The Vendor shall ensure that the malfunctioning hardware, accessories, operating systems,

systems software (if any) is rectified within two hours of lodging the complaint by the Bank.

lf the Vendor is not able to rectify the same by the stipulated time, they shall provide, at their

own cost, requisite hardware/ software to ensure business continuity.

b) If the IT asset is not repaired or the problem is not rectified within five days of registration of

complaint a penalty of Rs.150/- per day for PCs & peripherals, Rs.200/- per day for

Laptops/ Notebooks and Rs.500/- per day for servers shall be imposed on the vendor and

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the same shall be deducted from the dues of AMC & FMS subject to a cap per complaint of

Rs 1500/- for PCs and peripherals; Rs. 2000/- for Laptops/Notebooks and Rs 5000/- for

servers. Further, the Bank reserves the right to get such defective IT asset repaired from

third party vendor and the amount spent for such repair would be deducted from AMC &

FMS charges.

c) Penalty of Rs.500/- per day shall be levied for the unauthorized absence of any one of the

resident engineer.

32. As security for due fulfillment of the terms and conditions and obligations of the service

contract, the vendor shall furnish a Performance Bank Guarantee(PBG) of 10% of the value of

the AMC valid for one month beyond the expiry of the AMC & FMS agreement. In case of

renewal, the PBG shall also be renewed accordingly. The Performance Bank Guarantee (PBG) should be submitted to the Bank within 30 days after initialization of the Contract.

33. The Vendor will provide insurance cover to its workmen/ resident engineers in the Bank. The

workmen/ engineers or their legal heirs shall not claim any insurance benefit from the Bank in

case workmen/ engineers suffer any loss or damage to their life or person or property while

working in the Bank premises. A copy of the insurance policy should be submitted to the

Bank within 30 days after initialization of the Contract.

34. The vendor or the Bank shall not be responsible for delays or non-performance of any or all

contractual obligations, caused by war, revolution, insurrection, civil commotion, riots,

mobilisations, strikes, blockade, acts of God, Plague or other epidemics, fire, flood, acts of

Government or public enemy or any other event beyond the control of either party, which

directly, materially and adversely affect the performance of any or all such contractual

obligations. If a Force Majeure situation arises, the Vendor shall promptly notify the Bank in

writing of such conditions and any change thereof. Unless otherwise directed by the Bank in

writing, the Vendor shall continue to perform his obligations under the contract as far as

possible, and shall seek all means for performance of all other obligations, not prevented by

the Force Majeure event.

35. The Vendor shall ensure compliance to all the obligations arising under the Contract

Labour (Regulations & Abolition) Act, 1970, Minimum Wages Act, Workmen’s

Compensation Act, 1923 and other Labour Laws prevailing in the country and the Bank

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is not responsible for violation of any of the provisions of Labour Laws by the Vendor

and the Vendor will make good the loss caused to the Bank due to non-compliance with

any of the provisions of Labour Laws or any other Law by the Vendor. In the event of

any liability arising on account of any breach or non-compliance of statutory

requirements by the vendor, the Bank has the right to reimburse itself by way of

adjustment from the vendor’s pending bills or otherwise recover it through available

legal means, to the extent of the loss suffered by it as a consequence of the same.

36. The Vendor shall not disclose directly or indirectly any information, materials and

details of the Bank's infrastructure/systems/equipment etc., which may come to the

possession or knowledge of the Vendor during the course of discharging its

contractual obligations in connection with the AMC, to any third party and shall at all

times hold the same in strictest confidence. The Vendor shall treat the details of the

contract as private and confidential, except to the extent necessary to carry out the obligations

under it or to comply with applicable laws. The Vendor shall not publish, permit to be

published, or disclose any particulars of the works in any trade or technical paper or elsewhere

without the previous written consent of the Bank. The Vendor shall indemnify the Bank for any

loss suffered by the Bank as a result of disclosure of any confidential information. Failure to

observe the above shall be treated as breach of contract on the part of the Vendor and the

Bank shall be entitled to claim damages and pursue legal remedies. The Vendor shall take all

appropriate actions with respect to its employees to ensure that the obligations of

nondisclosure of confidential information under this agreement are fully satisfied. The Vendor's

obligations with respect to non-disclosure and confidentiality will survive the expiry or

termination of this agreement for whatever reason. The selected Vendor shall be required to

enter into a Non-disclosure Agreement with the Bank for the said purpose.

37. The Vendor shall also ensure that the employees of the vendor or the persons employed by

the Vendor shall not commit any act of sexual harassment.

i. The Vendor shall be solely responsible for full compliance with the provisions of “The Sexual

Harassment of women at work place (Prevention, Prohibition and Redressal) Act, 2013”. In

case of any complaint of sexual harassment against its employee within the premises of the

Bank, the complaint will be filed before the Internal Complaints Committee constituted by the

Vendor and the Vendor shall ensure appropriate action under the said Act in respect to the

complaint.

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ii. Any complaint of sexual harassment from any aggrieved employee of the Vendor against any

employee of the Bank shall be taken cognizance of by the Regional Complaints Committee

constituted by the Bank.

iii. The Vendor shall be responsible for any monetary compensation that may need to be paid in

case the incident involves the employees of the Vendor, for instance any monetary relief to

Bank’s employee, if sexual violence by the employee of the Vendor is proved.

iv. The Vendor shall be responsible for educating its employees about prevention of sexual harassment at work place and related issues.

38. The vendor shall certify that the repair and maintenance services/products sold do not

violate or infringe upon any patent, copyright, trade secret or other property right of any other

person or other entity. The vendor shall indemnify the Bank from any claim or demand, action or

proceeding, directly or indirectly resulting from or arising out of any breach or alleged breach of

this warranty.

39. The Bank reserves the right to claim as damages from the vendor to the extent of the loss

suffered by it, if it is found that due to any commission or omissions of the vendor, damage has

been caused to equipment covered by the AMC or to any property of the Bank even if it is not

covered by the AMC.

40. The Bank reserves the right to terminate the agreement, if the vendor fails to carry out any

of its obligations/duties as stipulated in the terms of the agreement and the Vendor cannot claim

any damages/compensation and the Vendor is responsible for any loss.

41. The Vendor shall pay all the taxes, duties and levies, if any, required to be paid. The

consideration indicated in the foregoing paragraphs shall be inclusive of all the taxes.

42. The Vendor will be selected on the basis of total cost to the Bank (inclusive of Taxes,

Charges, etc.)

43. The Bank shall not consider any request in change of rates of AMC due to any reason

whatsoever, during currency period of the contract.

44. The successful Vendor shall have to execute a formal comprehensive contract within a

week of date of award of tender. Such contract shall be deemed to contain the terms and

conditions specified herein and may also contain such further and other terms and conditions

which the Bank deems fit and necessary to be incorporated for due execution of the scope of

work contemplated under this tender.

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45. All legal suits, actions or proceedings relating to or arising out of this Tendering process

shall be subject to jurisdiction of the courts in Chandigarh only.

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IV. Submission of Bids

1. Pre-bid survey of site can be carried out by vendor between 10:00 A.M. to 4:00 P.M. before

June 15, 2018 (on working days), during working hours of the Bank, by prior intimation

at least one day in advance. 2. Before submitting the tender, the tenderers may go through the terms and conditions specified

herein, on which the work will be awarded by the Bank and required to be executed by the

successful tenderer. The tenderers may satisfy themselves as to the eligibility and other

criteria prescribed therein. For any query or clarification, the Vendor should contact

Department of Information Technology, Reserve Bank of India Chandigarh. It may also be

noted that the terms and conditions specified herein are indicative in nature and the same

shall not restrain the Bank from imposing or requiring the tenderer to agree upon such further

or other terms and conditions, or to alter, modify or omit the terms and conditions contained

herein, as are considered necessary for the due and proper execution of the work being

awarded under this Tender.

3. Separate sealed technical and commercial bid addressed to the Regional Director, Reserve

Bank of India, Central Vista, Opposite Telephone Bhawan, Sector- 17, Chandigarh,

should be submitted so as to reach the Bank by 12.00 hrs on June 18, 2018. Technical &

Commercial bids will be opened as per time schedule given in para-1 of the tender notice.

Separate sealed quotations should be appropriately super scribed:-

Part I: ‘Quotations for Annual Maintenance Contract & Facilities Management Services (FMS) for Computer Hardware and peripherals at RBI, Chandigarh for the year 2018-19- Technical Bid’

Part II: ‘Quotations for Annual Maintenance Contract & Facilities Management Services (FMS) for Computer Hardware and peripherals at RBI, Chandigarh for the year 2018-19– Commercial Bid’

4. Each page of the technical and commercial bid should be signed and stamped with the company seal. Bids not signed and/or sealed are liable to be rejected.

5. Incomplete quotations or quotations submitted after due date and time are liable to be rejected.

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6. The Reserve Bank of India does not bind itself to accept the lowest or any quotation and reserves itself the right to accept or reject any or all the quotations, either in whole or in part without assigning any reason for doing so.

7. Vendor shall deposit an Earnest Money Deposit of Rs. 50,000/- in the form of demand draft

drawn on “The Regional Director, Reserve Bank of India, Chandigarh and payable at

Chandigarh to be enclosed with Technical Bid, which will be refunded in the event of (i)

Completion of commercial bid evaluation for vendors other than L1 or (ii) Commencement of

AMC and submission of 10% Performance Bank Guarantee in case of L1 vendor. Interest will

not be paid on the EMD. Bids submitted without EMD are liable to be rejected.

8. The Technical Bid should contain: -

1 Company Profile Annexure-I 2 Details of the certified engineers (UNIX/LINUX,

Windows, CISCO certification) with the Vendor and Details/Bio-data of the proposed resident engineers duly attested by the competent authority of the company.

Annexure- II

3 List of major customers/ clients in last 3 years and references (including important works on hand) Annexure III

4 Certificate of Satisfactory Service by Clients Annexure-IV 5 Undertaking that no terms and conditions have been

stipulated in the Commercial Bid Annexure-V

6 Bankers' certificate from a Scheduled bank (Solvency Certificate) Annexure- VI

7 Compliance Matrix Annexure-VII 8 Audited Balance Sheets of the Company for the past 3

years

9 A Demand Draft of Rs 50,000/-(Rs Fifty Thousand Only) for EMD

10 List of consumables for items covered under AMC 11 Income Tax clearance certificate, Experience Certificate

etc

12 Validity of offer 9. The quotations shall be in conformity with our conditions and requirements. Deviations, if any,

shall be clearly mentioned by the vendor in the Technical Bid. Non-mention of deviations shall

imply compliance with our conditions and requirements. The Bank reserves the right to reject

an offer for any of the deviations. Any terms and conditions indicated in deviation from the

above would be ignored by the Bank.

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10. The commercial bids of only technically qualified vendors shall be opened for the purpose of

commercial evaluation.

11. The Commercial Bid should be submitted in the format given in Annexure - 1A and should be

kept in separate envelope.

12. No terms and conditions should be stipulated in the Commercial bid, which is meant only for

the quotation of offer price/rate.

13. The validity of the commercial bid should be for a minimum of 3 months from the date of

closure of tender. The validity of the offer should be indicated in the Technical Bid.

14. Where there is a discrepancy between the amounts in figure and in words, the amount in

words shall govern. Where there is a discrepancy between the unit rate and the line item total

resulting from multiplying the unit rate by quantity, the unit rate will govern unless, in the

opinion of the Bank, there is obviously a gross error such as a misplacement of a decimal

point, in which case the line item will govern.

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Annexure A SYSTEM SOFTWARE DETAILS FOR TECHNICAL SUPPORT

1. Specific Operating System support

• Windows 2000/2003/2003R2/2007/2008/2008R2 server.

• Linux.

• SCO Unix (COBOL based application).

• WIN 2000/ WIN XP/WINDOWS 7/WINDOWS 8.

2. General software used like MS Office (Word, Excel, PowerPoint, Access), Oracle, MQ series etc.

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ANNEXURE-B Number of equipment for Maintenance Support

S. No

Name of the equipment (Nos.) No of equipment

1 Desktop PCs 200 2 Laptops (Including 2 I-pads) 9 3 Printers :

(INKJET /DESKJET/ LJ Standalone, LASER JET Network Printer, Multifunction Printer)

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4 Scanners 19 5 Servers: IBM X Series 206 1 IBM RECS Main 9A5930 1 HP Proliant Server ML 370 1 HP Proliant Server ML 370 G4 1

6 Level 1 Support: (Under Warranty)

Desktop PC 209 Laptops 74 Printers 75 Scanners 14 Servers -

Note: The figures mentioned above are tentative and are subject to change based on our replacement cycle.

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Prescribed Format for Application (Letterhead of the Company)

To, Date:

The Regional Director Reserve Bank of India Department of Information Technology Central Vista, Opposite Telephone Bhawan, Sector- 17, Chandigarh – 160 017

Dear Sir,

We have carefully examined the scope of work and services specified in the memorandum

hereinafter set out and having visited and examined the site of the works specified in the said

memorandum and having acquired the requisite information relating thereto as affecting the

tender. We hereby offer to execute the works and services in the Memorandum for the time

specified at the rates mentioned in the Commercial Bid and in accordance with specifications and

instructions in writing with such other materials as are provided for, and in all other respects, in

accordance with such conditions so far as they may be applicable.

2. We also agree that our tender will remain valid for acceptance by the bank for 90 days from

the date of opening of Part I of the tender and this period of validity can be extended for such

period as may be mutually agreed between the Bank and us in writing. We also agree to keep

the Bank Guarantee towards earnest money deposit valid during the entire period of validity of

tender, as per enclosed proforma in the tender document.

3. Should this tender be accepted, I/we hereby agree to abide by and fulfill all the terms and

conditions of the tender and in default thereof, to forfeit and pay to you or your successor, or

assignees or nominees such sums of money as are stipulated in the conditions contained in the

tender together with the written acceptance of the contract.

4. I/we understand that you reserve the right to accept or reject any or all the tender either in

full or in part without assigning any reason thereof.

5. The Tender is submitted in two parts in separate sealed envelopes. Part I (Technical Bid)

contains all terms and conditions and technical particulars, but commercial price has not been

indicated anywhere in any manner, and Part II (Commercial Bid) contains only the price bid in the

Bank’s proforma.

22

Dated this ____ day of _________2018 For and behalf of M/s ______________________________________________

(Signature with Seal)

Name: Designation: Place: Date:

(Certified true copy of the Power of Attorney of the above signatory should be enclosed)

Witnesses :

(1) Signature with name Address & date (2) Signature with name Address & date

23

List of Enclosures a) Company Profile.

b) Certificates of Satisfactory Service by customers.

c) Audited Balance Sheets of the Company for the past 3 years.

d) Bankers’ certificate from a Scheduled bank as per Annex VI.

e) DD of Rs. 50,000/- for EMD. f) Undertaking that no terms and conditions have been stipulated in the Commercial Bid.

g) Other technical information the tenderer needs to furnish. h) List of deviations, if any, in technical specification.

Date

Seal

Enclosure:

24

Annexure - I Company Profile/ Basic Information

(Details filled in this form must be accompanied by sufficient documentary evidence for verification of correctness of the information) S.No. Items Details

1. Name of the applicant/ organization Address of the registered office Phone No. E-mail address Website, if any Year of commencement of business GSTIN PAN Number Any other (give details)

2. Type of the organization (whether Sole Proprietorship/ Partnership/ Private Limited/ Limited or Co-operative Body etc.)

3. i) Name of the Proprietor/ Partners/ Directors of the Organization/ Firm

ii) Name and designation, Phone/ Mobile No., Fax, e-mail id of the person authorized to make commitments/holding power of attorney (in case of limited companies) to the Bank

4. Details of Registration - (whether Partnership firm, Company etc.) - Registering Authority, Date, Registration No. etc. mentioning the business/ activity of the firm.

5. Experience in the field of _________________________

_______ years

6. Technical personnel available in the organisation (details to be furnished in Annexure II)

7. Address of office through which the proposed work of Reserve Bank of India will be handled and the name, designation and contact details of the Officer-in-Charge.

8. Adequate and satisfactory evidence to indicate financial capacity of the Organization to undertake the said work with names of Bankers and their full address. (Solvency Certificate from the Bank and Income Tax clearance certificate shall be attached.).

9. Yearly Turnover/Profit of the company/firm during last 3 years (year wise) (not of group) (Audited Balance sheet/P & L A/c to be enclosed)

Turnover:

2014-15 2015-16 2016-17

25

Profit

10. Ability to provide Bank Guarantee or other equivalent forms of security from a Scheduled Bank.

11. Whether any Civil Suit/ Litigation arisen in the contracts executed during the last 5 years/ being executed. If yes, please furnish the name of the project, employer, nature of work, contact value, work order and date and brief details of litigation. (Attach a separate sheet if required)

12. Has the company/firm/vendor been black-listed by any of the offices of the Reserve Bank of India? If so, details may be provided.

Signature of authorised official with seal

26

Annexure -II Details of qualified engineers at Chandigarh/Panchkula/Mohali:

List of qualified engineers with the Vendor at Chandigarh/

Panchkula/Mohali

Qualifications Nature of Jobs Handled

Hardware

Software

Details of Resident Engineers to be posted in RBI Chandigarh:

Sl. No. Name Technical Qualification

Area of Specialization

No. of years of experience in computer maintenance

Date of joining

the Firm

Mobile No.

1

2

3

Note : Full bio-data of the resident Engineers to be enclosed separately.

Signature of authorised official with seal

27

Annexure- III

List of major customers/ clients in last 3 years and references (including important works on Hand) S.

No. Name &

complete postal address of the

customer

Type of Client – Bank/ FI, Govt. body,

Reputed Concern

Name, Designation,

Tel., Fax, e-mail address of the contact person

Nature of work undertaken

during last 3 years

Whether reference

letter enclosed

1 2 3 4 5 6

(Please enclose necessary documentary evidence)

Signature of authorised official with seal

28

Annexure- IV

CLIENT’s CERTIFICATE REG. PERFORMANCE OF VENDOR

Name & address of the Client : Details of Works executed by Shri /M/s _______________________

1 Name of work with brief particulars 2 Agreement No. and date 3 Agreement amount 4 Period of Work 5 Details of compensation levied for delay (indicate amount) if any 6 AMC amount 7 Name and address of the authority under whom works executed 8 Whether the Vendor employed qualified Engineer/Overseer during

execution of work?

9 i) Quality of work (indicate grading) Outstanding/Very Good/Good/Satisfactory/poor ii) Amt. of work paid on reduced rates, if any

Note : All columns should be filled in and properly “Countersigned”

Signature of the Reporting Office with Office seal

29

ANNEXURE –V

(TO BE SUBMITTED ON THE LETTER HEAD OF THE COMPANY)

The Regional Director Reserve Bank of India Department of Information Technology Central Vista, Opposite Telephone Bhawan, Sector- 17, Chandigarh -160 017

Dear Sir,

Annual Maintenance Contract for Computer Hardware, software and Peripherals at

Reserve Bank of India, Chandigarh

This bears reference to your captioned tender dated ________.We, hereby, accept all the terms and

conditions for submitting quotation as mentioned in the said tender.

2. We hereby certify that no terms and conditions have been stipulated by us in the Commercial Bid.

3. We warrant that the repair and maintenance service/products to be sold do not violate or infringe

upon any patent, copyright, trade secret or other property right of any other person or other entity. We

agree that we shall indemnify the Bank from any claim or demand, action or proceeding, directly or

indirectly resulting from or arising out of any breach or alleged breach of this warranty.

Yours faithfully,

Signature:

Name:

Designation:

Place :

Date :

30

Annexure- VI

FORM OF BANKERS' CERTIFICATE FROM A SCHEDULED BANK

This is to certify that to the best of our knowledge and information

M/s./Shri............................................... having marginally noted address

………………………………………………………………………………………………………….a

customer of our bank are/is respectable and can be treated as good for any engagement up to a limit

of Rs.................................(Rupees ............................................................). This certificate is issued

without any guarantee or responsibility on the Bank or any of the officers.

(Signature)

For the Bank

Note:

1. Bankers' certificates should be on letter head of the Bank, sealed in cover addressed to enlistment authority. 2. In case of partnership firm, certificate to include names of all partners as recorded with the Bank

31

Annexure-VII Compliance Matrix

Sr. No.

Eligibility Criteria Compliance (Yes/ No)

Deviation, if any

Whether documentary

evidence submitted

1. The vendor submitting the offer should be a registered company or firm in India and currently must not be debarred from contracting with any legal entity in India.

2. The vendor should have good reputation in the market and their clientele should preferably include banks, FIs, Government Undertakings and other reputed concerns.

3. The vendor should furnish details of their banker(s) with account number and address of the bank/ branch along with the type of all the facilities availed from the bank(s).

4. The vendor should submit a certificate from their statutory auditors certifying the net profits earned by the vendor and its net worth for the last 3 financial years (applicable for maintenance of hardware/ Software and peripherals)

5. Vendor should have a full-fledged office in Chandigarh/Mohali/Panchkula and adequate infrastructure to provide the support etc. for the respective category for which the vendor has applied.

6. The vendor should have OEM certifications or Authorization or service provider certificate from any two OEM’s

7. The vendor should have the capability to handle comprehensive Annual Maintenance Contract for all brands and types of computer systems like PCs (desktops & laptops), servers, printers, scanners and related peripherals. It should have adequate number of qualified technicians/ engineers capable to handle such works. (applicable for empanelment for maintenance of computer hardware/ peripherals only)

Signature of authorised official with seal

32

ANNEXURE-1A

Format for Price Bid (To be submitted on the Letter Head of the Company)

Annual Maintenance Contract for Computer Hardware, Software and Peripherals of the Reserve Bank of India with reference to the captioned tender we offer the following rate for maintenance service in the Reserve Bank of India Chandigarh.

Number of IT equipments S. No

Name of the equipment (Nos.)

Particulars No of equipments

Rate / per equipments

Total Amount

1 Desktop PCs 200 2 Laptops (Including 2 I-pads) 9 3 Printers :

(INKJET /DESKJET/ LJ Standalone, LASER JET Network Printer, Multifunction Printer)

63

4 Scanners 19 5 Servers: IBM X Series 206 1 IBM RECS Main 9A5930 1 HP Proliant Server ML 370 1 HP Proliant Server ML 370 G4 1

6 Level 1 Support: (Under Warranty)

Desktop PC 209 Laptops 74 Printers 75 Scanners 14 Servers -

Total Commercial Bid Amount (In figure) ____________

Total Commercial Bid Amount (In Words) _________________________________________________

Signature of authorised official with seal

Tender DocumentTABLE OF CONTENTSII. Eligibility CriteriaIII. Terms and ConditionsIV. Submission of Bids

SYSTEM SOFTWARE DETAILS FOR TECHNICAL SUPPORT1. Specific Operating System supportPrescribed Format for ApplicationCLIENT’s CERTIFICATE REG. PERFORMANCE OF VENDOR

(TO BE SUBMITTED ON THE LETTER HEAD OF THE COMPANY)

Annual Maintenance Contract for Computer Hardware, software and Peripherals atReserve Bank of India, ChandigarhFORM OF BANKERS' CERTIFICATE FROM A SCHEDULED BANKNumber of IT equipments