request for proposal (rfp) empanelment of vendors for supply ... - union bank of india ·...

Request for Proposal (RFP)

Empanelment of Vendors for supply & Maintenance of Portable Fire Extinguishers in the

Branches And Offices

of

Union Bank of India

Regional Office, Nagpur

Union Bank of India, Regional Office, Nagpur wishes to empanel reputed vendors for three years, for supply and maintenance (periodic servicing and refilling) of Portable Fire Extinguishers, in the Branches/ATMs and offices under Bank’s Regional Office, Nagpur who are either Manufacturer or Authorized dealers and fulfill the mandatory conditions / requirements as given in succeeding paragraphs and are willing to take the Annual Maintenance Contract of existing fire extinguishers installed in branches and offices of bank, irrespective of make and condition, shall be considered. RFP Forms can be downloaded from website and can be submitted along with the Techno-commercial Offer along with Tender fee of Rs 1000/- (Non-Refundable) by way of Demand Draft / Pay Order favoring “Union Bank of India” payable at Nagpur.

Date of commencement of issue of RFP : 09/05/2019

Last date for submission of RFP : 29/05/2019 up to 03.00 PM

Opening of Technical bid : 29/05/2019 at 04.30 PM

Pre-bid Meeting to discuss Price Bid Performa with prospective Vendors.

: 20/05/2019 at 03:30 PM

Venue of Pre-bid Meeting : Conference Hall, 2nd Floor Union Bank of India, 34/2 Ashirwad Commercial Complex,Central Bazar Road, Ramdaspeth Nagpur-440010(MH)

Prospective Vendors must have their own offices in Nagpur with necessary repair facilities and adequate network. All conditions and parameters will be evaluated with reference to the firms submitting the tenders. The Bank reserves the right to reject any/all applications without assigning any reason whatsoever. In case of any unexpected/unforeseen interruption due to events beyond control of the procurement committee, the process interrupted will be continued on the subsequent working day at the scheduled time. 1. SCOPE OF THE WORK Supply (as and when required basis) and Annual Maintenance contract of Portable Fire Extinguishers in Branches and offices of Union Bank of India under its Regional Office, Nagpur.

Rate contract for supply and installation of new extinguishers will be for the period of one year however empanelment will be valid for a period of 3 years. If both parties are willing to continue the contract at the same rate and terms and conditions it may extended for further one year and on expiry of 2nd year, if both parties are still willing to continue the contract at the same rate and terms and conditions then it may extended for further one year. Contract beyond three years can be extended only if Bank has not been able to freshly empanel the vendor due to unforeseen circumstances but for Six months at one point of time. AMC rates fixed at the time of contract will be non negotiable and no revision will be permitted. Note: Regional Office, Nagpur is having large number of branches. The requirements mentioned above pertains to the entire region and not to the particular centre where RO is located. If the central office or any higher office of Union Bank of India conducts Pan India

Rate contract, Regional Office, Nagpur will have the right to cancel this Rate

contract. In such case notice of one month will be served to the firm for

termination of Rate contract and no other claims will be entertained.

2. ELIGIBILITY CRITERIA FOR SHORT-LISTING

For getting short listed for Rate Contract, Vendors shall apply on duly filled Tender

Forms downloaded from Bank’s site along with self attested Copies of required

documents.

TECHNICAL BID OFFER (TO)

The Technical Bid Offer (TO) should be complete in all respects and contains all information asked for in this document. It must not contain any price information, else offer would be rejected summarily.

2.1 The Technical Bid Offer should comprise of the following: 2.2 Acceptance of Terms and Conditions as per Annexure-I. 2.3 Document cost Rs. 1000/- i.e., Cost of RFP Forms. 2.4 Pre qualification as per Annexure IV, Declaration for compliance Annexure-V and Technical Specification Annexure VI. 2.5 Documentation (Product Brochures, leaflets, manuals etc., if any) 2.6 Details of reference sites as per Annexure-II. 2.7 Earnest Money Deposit of Rs. 25,000/- 2.8 LATE BIDS:-Any bid received after the Last date prescribed for submission by the bank will be rejected and No correspondence in this regard would be entertained by bank.

2.9 Tender forms and all its supporting documents would be essentially signed by authorized signatory with seal on all pages including printed pages.

a) Note: All the Annexure I, II, III, IV, V, VI, VII & VIII should be submitted duly signed with Name and designation of the authorized person with seal of the company. The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. The authorization shall be indicated by written power of attorney to participate in the tender. Bids signed by representatives who don’t have written power of attorney to participate in the tender shall be rejected. All pages of the bid including un-amended printed literature shall be initialed by the person or persons signing the Bid. b) Self Attested Photocopies of relevant documents / certificates as proof in support of various information submitted in aforesaid annexure and other claims made by the vendor.

2.10 GENERAL CRITERIA

a) Products should be manufactured by registered companies. Registered companies, authorized dealers/authorized suppliers reputed in the concerned field with not less than five years dealing in the products offered can participate. (Attested copies of Work orders will be accepted as proof and Self Attested copies of certificate of incorporation to be submitted) b) Good Product quality and Robustness:- All Products for which BIS standards exist, should conform to the latest BIS standards. c) Good after sales service network within the region. The Firm should have at least one of its own office and service centre functioning in Nagpur for not less than three years as on the date of commencement of issue of RFP. Vendor should submit Attested copies of original rent receipt or any proof to prove that it has own office and service centre is functioning in Nagpur for not less than three years as on the date. d) Vendor should give a full demonstration of fire Extinguisher in Nagpur or at any other convenient site suitable to the bank at the cost of vendor. e) Vendor should have their own employees and should have Infrastructure and network to support.

f) Firms should have Income Tax, TIN/GSTIN No and the Income tax return. (Attested copies of pan card, TIN/ GSTIN No, audited balance sheets and Income tax return of last three years to be submitted).

g) Firms should have Registration under Shops & Establishments Act. (Attested copy of certificate to be submitted)

h) Firms should have at least their one office with Landline telephone connection and Email facility within the Nagpur and office should be manned

during the office hours. Email will be considered as valid means to report compliant and vendor is bound to attend the complaint within three working days. i) Firms shall not be owned or controlled by any director or officer/employee of the bank or their relatives having the same meaning as assigned under section 6 of the Companies Act 1956. (A certificate denying the ownership of Agency/Firm/Manufacturer/ Dealer by any director or officer/employee of the bank or their relatives having the same meaning as assigned under section 6 of the Companies Act 1956 issued by the CEO or Director of the Firm to be submitted along with the tender). j) Firms should submit an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs/PSBs duly signed by authorized signatory with company seal. k) Firms should have registration no. for payment of service tax (Attested copy of proof to be submitted or undertaking stating that their firm doesn’t come under the purview of service tax registration by CEO of the company with company seal to be submitted). l) Any firm which was given any work order in last five years for supplying or installation or maintaining any equipment but failed to complete the job in full or in part, is not eligible to participate in this tender process and would be summarily rejected. Declaration in this regard to be submitted along with Technical Bid as per Annexure VII.

3. TECHNICAL REQUIREMENTS:

A) Portable Fire Extinguisher

Sl.no. Description of Item

1. Supply and installation of Water type fire extinguishers of 9 lit.

Capacity fitted with chromium coated gun metal cap with metallic

safety clip, wall bracket, one refill of plastic coated CO2 gas

cartridge confirming to IS: 15683:2006 with ISI mark, body coated

with lead tin alloy, overall conforming to IS: 15683:2006 with ISI

mark complete with initial refilling at site.

2. Refilling for water type 9 liters capacity (CO2 gas pressure) fire

extinguisher as per IS: 2190:2010, (Cost of new cartridge of ISI

mark).

3. Supply and installation of ABC Powder (Multi-purpose Powder)

Stored Pressure Squeeze type fire extinguishers of 3 kg capacity

inside specially fluidized and siliconized mono-ammonium phosphate

powder. ABC dry chemical is usually a mix of mono-ammonium

https://en.wikipedia.org/wiki/Monoammonium_phosphate

phosphate and ammonium sulfate and conforming to IS: 15683:2006

with ISI Mark complete with initial refilling at site.

4. Refilling for ABC Powder (Multi-purpose Powder) Stored Pressure

type fire extinguisher of 3 kg fire extinguishers as per IS:2190:2010.

5. Supply and installation of Carbon dioxide (CO2) valve type fire

extinguisher made of manganese seamless tube high pressure steel

cylinder, internal discharge tube with 1 meter discharge hose and

horn fitted with wheel type valve conforming to IS: 15683:2006

with ISI mark, with suspension wall bracket overall conforming to

IS: 15683:2006 with ISI mark complete with initial charge.

6. Refilling for Carbon Dioxide (Co2) valve type fire extinguisher as

per IS: 2190:2010.

Marking - In addition, fire extinguisher shall be clearly and in legibly marked

by indelible means as stated in IS: 15683:2006 with the following;-

1 Name or Trade mark of manufacturer.

2 BIS License number (CM/L- xxxxxxx)

3 Type of media of fire extinguisher.

4 Base material and its percentage for Powder.

5 Model number.

6 Rating and classification of fire extinguisher.

7 Acceptable to use at temperature from ----- to ------ o C’.

8 Empty mass in kg.

9 Nominal full mass in kg/ Gross mass with tolerance or Min & max gross mass in kg.

10 Year of manufacture.

11 Sequential serial number.

12 Following statement as applicable.

13 For rechargeable extinguishers: ‘Recharge immediately after use’.

14 For disposable extinguishers ; ‘Discard immediately after use’.

https://en.wikipedia.org/wiki/Ammonium_sulfate

15 Operating, recharging, inspection and maintenance instructions in the form of an etched or embossed metal name plates or band or an acceptable pressure sensitive nameplates or by silk screening of paint. Operating instructions also to be shown by pictorial view.

16 Name of Clean agent to be marked on the label of fire extinguisher.

17 In case of extinguishers covered by Gas Cylinder Rules, stamp of approval should be embossed on the neck of cylinder.

18 The Co2 cylinder should have certificate from CCE and the serial no should be embossed on the cylinder.

Bids will be rejected if their technical Bid fail to fulfill the minimum technical requirement given in the document or doesn’t meet BIS specification. If technical specification given anywhere in this document contradicts the specification given in Para 3 then higher specification whichever is, will prevail. 4. EARNEST MONEY DEPOSIT

Earnest Money Deposit of Rs. 25,000/- (Rupees Twenty Five thousand only), in the form of a demand draft/pay order issued by a scheduled commercial bank favoring “Union Bank of India”, payable at “Nagpur” must be submitted along with the Offer. Offers not accompanied with Earnest Money Deposit will not be accepted. This amount will be forfeited if, having been selected by the Bank for the job, the vendor refuses to accept any contract or having accepted the contract, fails to carry out his obligations mentioned therein. Bank Guarantee in lieu of Demand Draft/Pay order will not be accepted. No interest will be payable on the Earnest Money Deposit. The Earnest Money Deposit will be refunded to the unsuccessful Vendors. The Earnest money paid by the successful Vendors will be released after three months of vendors starting the work and after submission of Performance Bank Guarantee. In case of bidders are registered with NSIC, they are eligible for waiver of EMD. However, they need to provide valid NSIC Certificate clearly mentioning that they are registered with NSIC under single point registration scheme. The Earnest Money Deposit will be forfeited if the vendor:-

- Withdraws its bid during bid validity period. - Refuses to honor commercial bid. Bank reserves the right to place order

onto vendor based on prices quoted by them. - Refuses to accept purchase order or having accepted the purchase order,

fails to carry out his obligations mentioned therein. - Refuses to submit bank guarantee on finalization of rate contract.

a) PERFORMANCE BANK GUARANTEE.

Before entering into an agreement the selected vendors should submit a Bank Guarantee of Rs.50,000/- for a period of 48 months from the date of Rate contract, issued by a scheduled commercial bank other than Union Bank of India favoring Union Bank of India, payable at Nagpur. Purchaser will have the right to make good any loss arising out of this contract from bank Guarantee given by bidder. Vendor should submit the bank guarantee within 15 days on finalization of rate contract.

All liabilities arising from this Tender will be made good from the Bank Guarantee.

5. TERMS OF IMPLEMENTATION

a) The vendor shall deliver the fire extinguishers within 07 days from the date of the Purchase Order/ Supply Order at the offices as per details of delivery locations to be provided with Purchase Order/ Supply Order. b) The vendor shall install these equipments as per Bank’s requirement and make them operational/working at the respective locations within 3 days after delivery; else the terms of Liquidated Damages (LD) will be applicable. c) The vendor shall provide service support as and when required during the warranty period and thereafter, if required by the Bank. d) On Installation/Servicing vender/representative will explain the operation of fire extinguishers and clear the doubts of employees of the bank.

6. LOCATIONS TO BE COVERED

The address for delivery of fire extinguishers whenever required will be

communicated along with the Purchase/Supply Order. The installation of the fire

extinguishers will be done as per requirement of the bank from time to time. If

the Bank opens any new branch in locations other than existing, those branches

also will be covered under this contract at the same terms and conditions.

7. BIDDING PROCESS (TWO STAGE)

(a) For the purpose of the present job, a two-stage bidding process will be followed. The response to the present tender will be submitted in two parts, Technical Bid containing the General Terms and Conditions including Compliance to Technical Specifications and Commercial Bid containing the final Commercial Bid. The bidder will have to submit the Technical Bid and Commercial Bid Portion of the Bids separately in sealed envelopes, duly super scribing "Technical Bid/ Commercial Bid for Rate contract of Vendors/ Firms/ Suppliers for supply & Maintenance Of Portable Fire Extinguishers in Regional Office, Nagpur Region” respectively and both envelopes should be put in a single big envelope, duly super scribing "Bid for Rate contract of Vendors/ Firms/ Suppliers for

supply & Maintenance Of Portable Fire Extinguishers in Regional Office, Nagpur” (b) TECHNICAL BID will contain the Bidders information in the format as given in this document. TECHNICAL BID shall NOT contain any pricing or commercial information at all else whole bid would be disqualified. (c) In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders satisfying the technical requirements as determined by the Bank who accepts the terms and conditions of this document and on receipt of positive feedback from two referral sites PSU/PSBs shall be short-listed for commercial evaluation. If any adverse feedback is conveyed by the referral site then that bid will be rejected. Email through the domain of the organization will be treated as valid mode of communication. However email through Gmail, yahoo or any such open sites will not be entertained. Under the second stage, the COMMERCIAL BID of only those bidders, whose technical bids are qualified, will be opened. If two venders does not fulfill this eligibility condition, the bank will have the right to relax this condition. (d) The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. The authorization shall be indicated by written power of attorney accompanying the Bid. All pages of the bid including un-amended printed literature shall be initialed by the person or persons signing the Bid. The bid shall contain no erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be authorized by the person or persons singing the bid. The bidder should quote the price for each item required by Bank.

Bids in sealed covers duly super scribed "Bid for Rate contract of

Vendors/Firms/Suppliers for supply & Maintenance of Portable Fire Extinguishers for branches/offices in Regional Office, Nagpur of Union Bank of India should be dropped into the Tender box at following address:

Regional Office,

Union Bank of India, 34/2 Ashirwad Commercial Complex,

2nd Floor Central Bazar Road, Ramdaspeth Nagpur-440010(MH)

Email: [email protected] Phone:0712-2461042 Mob-7875550577

8. EVALUATION CRITERIA

A) Technical Bids offers (TO):

mailto:[email protected]

(a) The Technical Bid offer (TO) should be complete in all respects and contain all information asked for in this document. It should not contain any price information. However TO should confirm that all required rates have been quoted in Commercial Offer (CO), without showing the actual amounts in the TO. Any software(s) supplied either free along with the system must be indicated separately and specifically. (b) Any component which is left out and which may be required with the Fire extinguisher must be indicated separately and specifically without the cost. Cost of such parts should be quoted in price bid only. If no part is quoted in the bid separately bank shall presume that such parts will be free of cost.

(c) The TO must be submitted in an organized, numbered and structured manner (spiral binding will be appreciated). No brochures/leaflets etc. should be submitted in loose form.

BANK RESERVES THE RIGHT TO REJECT AN OFFER UNDER ANY OF THE FOLLOWING CIRCUMSTANCES:

a) EMD is not submitted. b) Offer is incomplete and/or not accompanied by all stipulated documents.

c) Offer is not in conformity with the terms and conditions stipulated in this document.

d) Specifications stipulated in RFP are not met with. However, deviations resulting in higher/superior configuration will be accepted.

e) Commercial Offer is not submitted separately along with Technical Offer.

f) Commercial Offer format differs from prescribed Commercial Offer format. g) Violates any terms and conditions in the RFP document. h) If found that the information provided in the offer is bogus.

B) Commercial Bids Offer (CO)

The Annexure VIII for Commercial Bid should be submitted duly signed with Name and designation of the authorized person with seal of the company. The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. The authorization shall be indicated by written power of attorney to participate in the Tender. Bids signed by representatives who don’t have written power of attorney to participate in the Tender shall be

rejected. All pages of the bid including un-amended printed literature shall be initialed by the person or persons signing the Bid.

9. PRICE COMPOSITION

The Bank will shortlist suppliers, who satisfy commercial and other requirements as laid down in this document. Short listed suppliers will be notified by e-mail/post and the suppliers/authorized representatives may be present at the time of opening of the Bids.

A) Determination of L1 Bidder and Awarding of Contract

On completion of evaluation process of technical bids, Bank will open commercial offers of successful bidders and Rate contract may be awarded to the lowest bidder in the following method. In case L1 bidder is unable to accept the work order and commence the work then Bank reserves the right to allot the same work to L2 if he agrees to the work at the rates of L1 and will re-designated as L1. And In case re-designated L1 bidder is also unable to accept the work order and commence the work then Bank reserves the right to allot the same work to re-designated L2 if he agrees to the work at the rates of L1 and so on. If more than one bidders haves quoted the same price and are adjudged as L1 Vendors, then the work orders shall be split proportionally among them. Failure or refusal to offer the services/goods by the successful bidder at the price committed shall result in forfeiture of the EMD/bank guarantee amount which may be noted. The final decision on the vendor will be taken by the Bank. The Bank reserves the right to reject any or all proposals. Similarly, it reserves the right not to include any vendor in the final short-list.

Bank reserves the right to cancel the tendering process at any stage of the tendering without assigning any specific reasons.

B) ERASURES OR ALTERATIONS No submissions for erasures or alteration will be entertained after submission of tender document. If a vendor submits two bids the lowest rates will be taken into account provided both bids have all the documents as per the RFP.

10. VALIDITY OF RATE CONTRACT

Though the empanelment for supply and installation of new equipments will be for the period of 3 years, the rate contract and AMC will be for 1 year from date of issue of Work order. AMC rates fixed at the time of contract will be non negotiable and no revision will be permitted. However after satisfactorily completion of the contract if both parties are willing to continue the contract in

the existing terms and conditions and same rates, the rate contract and AMC for fire extinguishers may be extended to another one year. Extension of contract period will not exceed 3 years from the date of original contract in normal circumstances. However, due to unforeseen circumstances, if fresh empanelment could not done and also if both parties are willing to continue the contract in the existing terms and conditions and same rates, the rate contract and AMC for fire extinguishers may be extended to another Six months at one time.

11. PRICE FREEZING

The prices finalized and AMC Charges shall remain valid for a period of 36 months from the date of finalization of bids.

12. ASSIGNMENT OF OBLIGATION

The supplier shall not assign, in whole or in part, its obligations to perform to any other vendor under the contract, except with the Purchaser’s (Regional Office, Nagpur of Union Bank of India in this Case) prior written consent.

13. ORDER CANCELLATION

(a) If the vendor fails to deliver and/or install fire extinguishers within stipulated date mentioned in work order, it will be treated breach of contract and order may be cancelled. (b) The Bank reserves its right to cancel the order in the event of delay in delivery / installation / commissioning of equipment. (c) Purchaser will have the right to cancel the Rate contract issuing one month notice without giving any reason for such cancellation.

14. AVAILIBILITY OF SPARES

Vendor should ensure that the Spares for the product offered are available for

at least 10 years from the date of installation of equipment. No obsolete

equipment should be supplied to the bank.

15. PATENTS RIGHTS

The supplier shall indemnify the purchaser against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the Goods, or any part thereof in India.

The supplier shall, at their own expense, defend and indemnify the Bank against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in India or abroad. The supplier shall expeditiously extinguish any such claims and shall have full rights to defend it there from. If the Bank is required to pay compensation to a third party resulting from such infringement, the supplier shall be fully responsible for, including all expenses and court and legal fees. The Bank will give notice to the Supplier of any such claim without delay, provide reasonable assistance to the Supplier in disposing of the claim, and will not admit to any liability for or express any intent to settle the claim. The Supplier shall grant to the bank a fully paid-up, irrevocable, non-exclusive license throughout the territory of India or abroad to access, replicate and use software (and other software items) if any, provided by the supplier, including-all inventions, designs and marks embodied therein in perpetuity.

16. MINIMUM MAINTENANCE STANDARD REQUIRED

(a) The vendor should ensure that any fire extinguishers reported faulty/emptied on any working day is set right/refilled within two working days of reporting the complaint and in no case, later than three working days of the bank. Day of the complaint would be excluded from counting days.

(b) All complaints/service requests will be reported/ conveyed through emails only.

17. DELAYS IN THE SUPPLIER’S PERFORMANCE

Delivery of the goods and performance of the Services shall be made by the supplier in accordance with the time schedule specified by purchaser. Any delay in performing the obligation by the supplier will result in imposition of liquidated damages and/or termination of rate contract for default.

17.1 LIQUIDATED DAMAGES FOR DELAY IN INSTALLATION

(a) Notwithstanding the Bank's right to cancel the order, liquidated damages at 1% of the total cost of fire extinguishers per case per day will be charged for every week's delay in delivery subject to maximum 10% in each case. One Fire extinguisher will be treated as one case. (b) The Bank reserves its right to recover these amounts by any mode such as adjusting from any payments to be made by the Bank to the company or through Performance Bank Guarantee.

Email will be considered as valid means to report compliant.

18. TERMINATION FOR DEFAULT

The Bank, without prejudice to any other remedy for breach of Contract, by written

notice of default sent to the Bidder, may terminate this Contract in whole or in part,

if the Bidder fails to perform any obligation(s) under the Contract.

In the event of the Bank terminating the Contract in whole or in part, the Bank may

procure, upon such terms and in such manner, as it deems appropriate, services

similar to those undelivered, and the Bidder shall be liable to the Bank for any excess

costs incurred by the bank for such similar services.

19. TERMINATION FOR INSOLVENCY The Bank may at any time terminate the Contract by giving written notice to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Bidder. 20. LIABILITY Vendor’s aggregate liability under the contract shall also apply to third party claims for bodily injury (including death) and damage to real property (due to explosion/accidents due to malfunction of equipment) and tangible personal property caused by vendor’s gross negligence/lapse or due to below standard equipments used by vendor. Vendor shall be liable for any indirect, consequential, or special damages due to malfunction/explosion of the Fire extinguisher under the rate agreement / purchase order.

21. WARRANTY:-

All products should have at least one year warranty.

22. ANNUAL MAINTENANCE CONTRACT (AMC) should be done adhering to Latest IS Specifications.

On-site maintenance charges, for the post warranty period, must be quoted on a yearly basis, in the Commercial Offer. In Annual Maintenance, vendor will do Maintenance/servicing of Fire extinguishers installed in the branches on half yearly basis. The two half yearly visits should be evenly spread over the complete year. There should be at least 5 months difference between two successive visits of the branch. The payment of AMC will be made by the branch in two equal instalments. The First instalment will be made on completion of first half yearly visit and the remaining amount will be paid only after completion of second mandatory visit for maintenance of the Fire Extinguishers. Vendors should be willing to take the Annual Maintenance of existing fire extinguisher in branches irrespective of make and model.

22.1 SERVICING and MAINTENANCE OF FIRE EXTINGUISHERS

An AMC register has to be maintained by the vendor at site apart from maintenance of records and rejected Extinguishers prescribed in IS 2190: 2010. General safety precautions for maintenance as per Para 11.10 of IS 2190: 2010 or latest IS standards should be adhered to by the vender.

23. ANNUAL GENERAL SERVICING TASKS:-

23.1 Water (Gas pressure) Extinguishers Annual Maintenance Tasks to be done adhering to IS 2190: 2010 or latest IS standards.

a) Open the extinguisher, see the water level and empty the cylinder. b) Examine the extinguisher body internally and externally for corrosion and

damaged conditions with an illuminating probe. Damaged and corroded extinguishers should be removed from service. Corroded gas cartridge should also be replaced.

c) Examine the gas cartridge for mass. If there is loss of more than 10 percent of the original mass, the cartridge should be sent for recharging after being replaced with a charged one.

d) Examine the nozzle, plunger, strainer, vent holes, internal discharge tube and sealing washer; replace them if not in good condition. Otherwise clean them thoroughly.

e) Check the operating mechanism for free movement and piercing mechanism to see if these are working properly.

f) Refill the cylinder with fresh and clean water.

g) Slightly grease the threads and tighten the cap to the extent possible. Replace the protection caps of nozzle and plunger.

23.2 Carbon-Dioxide Extinguishers Annual Maintenance Tasks to be done adhering to IS 2190: 2010 or latest IS standards.

a) Weigh the extinguisher. Compare the weight with the weight of a fully charged extinguisher, which is marked on the body. if the loss is more than 10 percent, send the extinguisher for recharging.

b) Clean and polish externally.

c) Examine hose and horn assembly. Replace if damaged. In case of trolley mounted extinguishers, examine the wheel carriage for free movement. Change the defective ones.

23.3 Dry Chemical Powder (DCP) and ABC powder Type Extinguisher Annual Maintenance Tasks to be done adhering to IS 2190: 2010 or latest IS standards.

a) Withdraw the gas cartridge. Weigh the cartridge. If the loss of weight is more than 10 percent of the fully-charged contents, it should be replaced

with a new cartridge. b) See that the sealing disc is intact. c) Check the piercing mechanism in the cap and check that the washer in the cap is soft and intact. d) Empty the dry powder in a dry container and examine for caking and granulation. If granulation has taken place, change the powder. Otherwise retain the same powder for reuse. e) Examine the extinguisher body internally for any damage or corrosion and replace corroded or damaged extinguishers. f) Check the trigger nozzle for clogging and clean the nozzle.

g) Check rubber hose for cracks.

h) Remove the inner shell and clean portholes.

24. REFILLING SCHEDULE AND PERFORMANCE TEST:

The following extinguishers should be operated for performance test and refilled

once in three years as a matter of routine:

(a) Water Type

(b) Dry Powder

(c) ABC Powder

(d) Carbon dioxide type

Performance test and refilling the above type extinguishers should be carried out

along with any annual servicing at branches and offices and this occasion should

also be used to familiarize the branch/office staff in understanding and handling

these extinguishers. Besides, apart from routine refitting, if any extinguisher is

used either on a real fire or for training purpose, it should be refilled

immediately.

If no records of Performance testing is available for the existing equipment,

1/3rd equipment should be done during first AMC visit of each year so that in

three years all fire extinguishers will go through the test. It will be treated as

a part of AMC work. No charges will be paid additionally.

25. Hydraulic Pressure Testing Schedule

Every extinguisher installed in the premises should be hydraulically pressure

tested as per the following schedule.

Sr No. Type of

Extinguisher

Test Interval

years

Test Pressure

Kg/cm2

Pressure

Maintained For

Minutes

1. Water Type (Gas

Cartridge)

3 35 2.5

2. Dry powder Type 3 35 2.5

3. Dry powder (Stored

Pressure)

3 35 2.5

4. Carbon Dioxide

(Co2) Type

3 250 2.5

If no records of hydraulic pressure testing is available for the existing

equipment it should be done during first AMC visit and it will be treated as a

part of AMC work. No charges will be paid additionally.

Refilling and annual maintenance task may be carried out inside the branch/office

premises, but as an accident prevention measure, hydraulic pressure testing should

always be carried out outside the premises and away from staff

members/customers. In case of Carbon dioxide Extinguishers, if there is a loss of

more than 10% mass, these should be sent for re-charging and shall be pressure

tested every time the cylinders are sent for recharging.

There should not be any leakage or visible distortion during the pressure test.

Extinguishers, which fail this requirement, should be replaced.

In case of stored Pressure Type ABC Powder extinguishers, the stipulations and

directions given by the manufacturers should be adhered to for refilling and

pressure testing.

26. LIFE OF FIRE EXTINGUISHERS

Life of fire extinguishers as stipulated by the Bureau of Indian Standard is given

below:

Type of Extinguisher. Life Time in year

Water Type 10

Powder Type 10

Carbon Dioxide 15

Life of extinguishers shall be considered from the date of manufacture of

extinguishers. In case of failure in hydraulic pressure testing, extinguishers shall

be rejected immediately before the life time given above.

The vendor is expected to ensure same maintenance standards as mentioned in maintenance standards

(a) During AMC period the technicians should visit the branches half yearly during bank working hours in addition to the emergency fault repair calls. No charges will be paid for emergency call repairs. (b) AMC Payment will be done by respective Branch after submission of Half yearly visit report signed by Branch manager of the branch. If the firm fails to attend service visit in any branch it will be treated as a lapse in service by the vendor and AMC charge for that period will be held till successful service of the fire equipments is rendered in that branch. If the vendor purposefully avoids branches due to any reason from the half yearly visits then either Rs. 750/- or twice the half yearly visit charges whichever is higher shall be deducted as fine from the vendor. (c) During AMC visit the representative should explain the operation of Fire extinguisher to the employees free of cost which is a mandatory obligation.

(d) During AMC visit the representative should give a technical report of Fire extinguisher as given below which clearly reveals the present status/condition of the equipment. Illegible and blank reports will be rejected.

(e) Each fire Extinguisher shall have a tag or Label securely attached that indicates the month and year of recharging and AMC visit which identifies the person performing the service.

(f) The vendor will maintain one register in which he will obtain the signature of branch manager certifying that the servicing of the extinguishers has been carried out and the system is in working condition. This register is to be submitted to Regional Security Officer for updation & verification of data on completion of Half yearly service of all branches/ATMs/ Offices in the region.

(g) On completion of Maintenance in a branch, data in the following format is to be submitted to Regional office. The Payment will be released by the branch only after receipt of the Format at Regional office (To be submitted on the Letter pad of the vendor)

(To be given in the Letter pad of the vender)

Sequential Serial No of Extinguisher (to be numbered by the vendor if no identification no is provided by Manufacturer

Type of Fire extinguisher

Date of Completion of Life of Fire Extinguisher as per IS standards

Whether the fire extinguisher is in allotted space.

Last Performance Test and refill date. (Mandatory once in three years)

Date of last Hydraulic Pressure Test (Mandatory in once in three years)

AMC technicians Remarks if any

I certify that maintenance task has been completed adhering to IS 2190:2010 standards. Certified that Technician has serviced the fire extinguishers. Signature of Technician Signature of Branch Manager with seal

C.C: AMC register, Vendor’s file and Regional Security officer. 27. FORCE MAJEURE

Notwithstanding the above provisions, the Successful bidder shall not be liable for penalty or termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For purposes of this clause, "Force Majeure" means an event beyond the control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions and epidemics. If a Force Majeure situation arises, the Bidder shall promptly notify the Bank in writing of such condition and the cause thereof. Unless otherwise directed by the Bank in writing, the Bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means of performance not prevented by the Force Majeure event.

28. GOVERNING LAW AND DISPUTES The provisions of this tender shall always be subject to government notifications, any rules/ guidelines that may be in force from time to time. All disputes or

differences whatsoever arising between the parties out of or in relation to the construction, meaning and operation or effect of these Tender Documents or breach thereof shall be settled amicably. If however the parties are not able to solve them amicably, the same shall be settled by arbitration in accordance with the provisions of Arbitration and Conciliation Act 1996 or any statutory modifications or re-enactments thereof and the rules made there under and for the time being in force, shall apply to the arbitration proceedings. The arbitrator shall be appointed with the mutual consent of both the parties. However, there is a provision of appeal if either party is not satisfied with the arbitration award. During the arbitration proceedings the Vendor shall continue to work under the Contract unless otherwise directed in writing by the bank or unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator is obtained. The venue of the arbitration shall be at Nagpur. 29. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER The Bank shall be under no obligation to accept the lowest or any other offer received in response to this notice and shall be entitled to reject any or all offers without assigning any reasons whatsoever. The bank will have right to opt for any new technology optimum for the banks usage. 30. OPENING OF OFFERS The bidders / their representatives may be present at the time of opening of the Technical Bid Offers. No separate intimation will be sent in this regard to the suppliers for deputing their representatives. The Technical Bid Offers will be opened at the time and date stipulated above irrespective of the number of bidders or their representatives present. In case of any unexpected interruption due to events beyond control of the procurement committee, the process interrupted will be continued on the subsequent working day at the scheduled time.

31. PRELIMINARY EXAMINATION The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required information have been provided as underlined in the bid document, whether the documents have been properly signed and whether bids are generally in order. Bids from agents without proper authorization from the manufacturer shall be rejected. Arithmetical errors will be rectified on the following basis. If there is a discrepancy between unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and total price shall be corrected. If there is discrepancy between words and figures, the amount in the words will prevail. If the supplier does not accept the correction of the errors, its bid will be rejected. The bid determined as not substantially responsive will be rejected by the purchaser and may not be made responsive by the bidder by correction of the non-conformity. The purchaser may waive any minor non-conformity or irregularity in a bid, which

does not constitute a material deviation, provided such waiver does not prejudice to affect the relative ranking of any bidder.

32. SIGNING OF CONTRACT If Union Bank of India decides, that the successful bidder(s) shall be required to enter into a contract with the Bank within 7 days of the award of the tender or within such extended period as may be specified by Union Bank of India, Regional Office, Nagpur on the basis of the Tender Document, the Tender of the successful bidder, the letter of acceptance and such other terms and conditions as may be determined by the Bank to be necessary for the due performance of the work in accordance with the Bid and the acceptance thereof, with terms and conditions shall be contained in a Memorandum of Understanding to be signed at the time of execution of the Form of Contract. Bank shall have the option of terminating the contract during the contract period by giving a 1 month notice. In the absence of any formal contract, the copy of PO, the RFP document and other related documents will be treated as contract. 33. PAYMENT TERMS No advance amount will be paid to vendor. Payment will be released only against completion of work. 34. For further clarifications, if any, you may contact the following address:

The Regional Security Officer, Regional Office,

Union Bank of India, 34/2 Ashirwad Commercial Complex,

2nd Floor Central Bazar Road, Ramdaspeth Nagpur-440010(MH)

Email: [email protected] Phone:0712-2461042 Mob-7875550577

35. Registered Companies and Partnership Firms having their own offices in Nagpur and interested in our proposal for Supply & Maintenance of Portable Fire Extinguishers in the Branches/ Offices/ATMs of Regional Office, Nagpur of Union Bank of India, conforming to the aforesaid terms and conditions may send their offers to our Regional Office, Nagpur latest by the last date & time for submission of offers.

mailto:[email protected]

Dy. General Manager

ANNEXURE – I (Letter to the bank on the Supplier’s letterhead) To The Dy. General Manager Regional Office, Nagpur 34/2 Ashirwad Commercial Complex, 2nd Floor Central Bazar Road,

Ramdaspeth Nagpur-440010(MH)

Sir,

Reg: Bid for supply & Maintenance of Portable Fire Extinguishers

in the Branches/Offices

We submit our Bid Document herewith. We understand that

• You are not bound to accept the lowest or any bid received by you, and you

may reject all or any bid.

• If our Bid for the above job is accepted, we undertake to enter into and

execute at our cost, when called upon by the purchaser to do so, a contract

in the prescribed form. Unless and until a formal contract is prepared and

executed, this bid together with your written acceptance thereof shall

constitute a binding contract between us.

• If our bid is accepted, we are responsible for the due performance of the

contract. We are willing to take the Annual Maintenance of existing fire

extinguisher in branches irrespective of make and year of manufacturing.

• You may accept or entrust the entire work to one vendor or divide the work

to more than one vendor without assigning any reason or giving any

explanation whatsoever.

• Vendor means the bidder who is decided and declared so after examination

of commercial bids.

• I / We have read the instructions appended to the Performa and I / We

understand that if any false information is detected at a later date, any future

contract made between ourselves and Union Bank of India, on the basis of the

information given by me / us can be treated as invalid by the Bank and I /We

will be solely responsible for the consequences.

• I / We agree that the decision of Union Bank of India in selection of Vendors

will be final and binding to me / us.

• All the information furnished by me hereunder is correct to the best of my

knowledge and belief.

• I / We agree that I / we have no objection if enquiries are made about the

work listed by me / us in the accompanying sheets.

• I / We agree that I / We have not applied in the name of sister concern for

the subject empanelment process.

• I/We hereby undertake and agree to abide by all the terms and conditions

stipulated by the Bank in this RFP including all addendum, corrigendum etc.

(Any deviation may result in disqualification of bids).

• I/We hereby certify that we are not Black listed/Debarred from any other

Firm.

Yours faithfully,

For______________________

Signature_________________

Name____________________

ANNEXURE - II

(Letter to the bank on the Supplier’s letterhead) Reference Site Details

(1) Name of the Public sector Bank/ Public sector Undertaking

Address of the bank's Central/Zonal/Regional Office

Name, designation of contact person with telephone No. and e-mail id

Name:

Designation:

Landline No.:

Cell No.:

E-mail id:

Details of Fire extinguishers supplied in last 3 years (Ref. No., date of order and quantity)




Name:

Designation:

Landline No.:

Cell No.:

E-mail id:





Name:

Designation:

Landline No.:

Cell No.:

E-mail id:


AUTHORISED SIGNATORY

ANNEXURE III

FORMAT OF BANK GUARANTEE To, The Dy. General Manager Regional Office, Nagpur 34/2 Ashirwad Commercial Complex, 2nd Floor Central Bazar Road,

Ramdaspeth Nagpur-440010(MH)

Dear Sir, In response to your invitation to respond to your RFP for Supply of _____ M/s __________________ having their registered office at _____________ (hereinafter called the ‘Vendor’) wish to respond to the said Request for Proposal (RFP) for self and other associated vendors and submit the proposal for the supply, installation, of hardware as per terms and conditions listed in the RFP document.

Whereas the ‘Vendor’ has submitted the proposal in response to RFP, we, the ____________ Bank having our head office ________________ hereby irrevocably guarantee an amount of Rs.__________ (Rupees only) as required to be submitted by the ‘Vendor’ as a condition in the said process of RFP.

The Bank Guarantee for which this guarantee is given is liable to be enforced/ invoked:

1) If the Vendor does not fulfill requirements as mentioned in RFP.

2) If the Vendor does not respond, as per the contract in accordance with the Terms and Conditions of the RFP or the terms and conditions mutually agreed subsequently.

3) If the fire extinguisher provided by the vendor is found to be sub standard product

or does not conform to latest IS specification.

4) If the vendor doesn’t perform AMC task as per IS 2190: 2010 or latest IS standards.

We undertake to pay immediately on demand to Union Bank of India, the said amount of Rupees fifty thousand only without any reservation, protest, demur, or recourse. The said guarantee is liable to be invoked/ enforced on the happening of the contingencies as mentioned above and also in the RFP document and we shall pay the amount on any Demand made by Union Bank of India which shall be conclusive and binding on us irrespective of any dispute or difference raised by the vendor. Notwithstanding anything contained herein: Our liability under this Bank guarantee shall not exceed Rs.50,000.00/-(Rupees fifty thousand only).

This Bank guarantee will be valid up to 48 months; and We are liable to pay the guarantee amount or any part thereof under this Bank guarantee only upon service of a written claim or demand by you on or before ________________. In witness whereof the Bank, through the authorized officer has sets its hand and stamp on this _______________ day of __________________ at _________________.

Signature of authorized signatory With Seal

ANNEXURE IV

PRE QUALIFICATION

The minimum qualification criteria for the bidders are as under: -

Sl. No.

Pre Qualification Criteria Compliance (Yes/No)

Details of proof

Attached if any

1. Firms should be reputed in the concerned field with not less than five years dealing in the products offered.

2. The firm applying should have installed/ looking after the Annual Maintenance of Fire Extinguishers of at least 2 Public sector Bank or 2 PSU units situated in Nagpur (MH).

3. The Firm should be on the empanelled list of least two Public Sector Banks/ Public Sector undertakings in Nagpur for the last three years.

4. Whether conforming IS standards

5.

The Firm should have at least one of its own office and service centre functioning in Nagpur as on the date of commencement of issue of RFP.

6. Whether Supplier’s own branches/service centers or agents available in region.

7. Whether undertaking submitted (on their letter head) that

vendor has not been black listed by any of the Govt. Authority or PSUs/PSBs.

8. Whether Copy of pan card, TIN/ GSTIN No and audited balance sheets and Income tax return of last three years to be submitted

93. Whether Firms submitted Copy of registration certificate under shop and establishment act.

10.

Whether a certificate denying the ownership of Agency/Firm/Manufacturer/ Dealer by any director or officer/employee of the bank or their relatives having the same meaning as assigned under section 6 of the

Companies Act 1956 issued by the CEO or Director of the Firm submitted along with the tender.

11. Address of office with pin code and Telephone no

12. Contact person to enquire/report with Telephone no

13. Email IDs to report complaints

Signature Seal of Company

ANNEXURE V

DECLARATION FOR COMPLIANCE

All Terms and Conditions including scope of work

We hereby undertake and agree to abide by all the terms and conditions stipulated

by the Bank in this RFP including all addendum, corrigendum etc. (Any deviation

may result in disqualification of bids).

Signature:

Seal of company

ANNEXURE VI

TECHNICAL SPECIFICATION

We certify that the systems/services offered by us for tender conforms to the

specifications stipulated by you with the following deviations:

List of deviations with reasons. (Deviations will be accepted only if the offered

specification is higher and as per the IS specification)

1) ___________________________________________________________

2) ___________________________________________________________

3) ___________________________________________________________

4) ___________________________________________________________

Signature:

Seal of company

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

given above)

ANNEXURE VII

DECLARATION

We hereby declare that neither our firm nor our subsidiaries have ever refused to

accept / execute any work order/purchase order placed with us in last five years for

supplying or installation or maintaining any equipment to Union Bank of India or have

failed to complete the job in full as per terms of the said work order/ purchase

order. We undertake to face any legal/administrative action, the purchaser (Bank)

may deem fit in case this declaration is found false and misrepresenting.

Signature Seal of company

Annexure – VIII COMMERCIAL BID

❖ FIRE EXTINGUISHERS

S.No.

Description Capacity Qty Cost including installation

cost

( excluding GST)

1. Water CO2 (A) Type store pressure (squeeze

grip)

9 Ltr 1

2. ABC stored pressure (squeeze grip) 4 kg 1

5. CO2 (BC) Type 3 kg 1

6. Onsite visiting servicing charges Per Branch Per visit

7. Cost of one-time refilling CO2 2 KG 1

8. Cost of one time refilling of CO2 3.2 KG 1

9. Cost of one time refilling of CO2 4.5 KG 1

10. Cost of one time refilling of DCP 5 KG 1

11. Cost of One time Refilling of Water type 9 ltr 1

12. Cost of Refilling of ABC 2 KG 1



15 Cost of one time hydraulic testing CO2 2/3.2/4.5 kg 1

16 Cost of one time hydraulic testing Water CO2

9 ltr 1

17. Cost of one time hydraulic testing DCP 5 KG 1

18. Cost of one time hydraulic testing ABC All types 1

19. One Time Engraving on Fire extinguisher All types 1

20 Two year block Currency Chest Fire Audit

Vendor should quote rates as per latest standard of BIS for all type fire extinguishers.

“Cost under Buy Back scheme”

Sl No

Type of Fire Extinguisher Quantity Cost

1 Buy back of CO2 Type 2kg

01 2 Buy back of CO2 Type 3.2

kg 01

3 Buy back of CO2 Type 4.5 kg

01

4 Buy back of DCP Type 5 kg

01

5 Buy back of Water Co2 9L 01

6 Buy back of ABC Type 2 kg

01 7 Buy back of ABC Type 4

kg 01

8 Buy back of ABC Type 6 kg

01

“Cost of Spare parts”

Sl No

Spare Parts Quantity Cost

Dry Chemical Powder – 5 kg

1 Inner Container 01

2 CAP/ Gun metal cap/Union cap

01

3 CAP Washer/Union washer 01

4 Hose Pipe/ Discharge Hose &nozle

01

5 Hose washer 01

6 Base bromet 01

7 Label set 01

8 Painting 01

9 Gas cartridge co2 Gas type 01

10 Wall bracket/ bracket/ J Bracket

01

11 Safety clip/safety clip metal

01

WATER CO2 9 LTR

12 CAP/ GUN METAL CAP 01

13 CAP WASHER 01

14 Co2 Gas cartridge 01

15 Wall bracket/ bracket/ J Bracket

01

16 Label set 01

17 Painting 01

18 Nozzle gun metal/ Brass Nozzle

01

19 Nozzle washer 01

20 Safety clip 01

CO2 GAS -3.2 /4.5 kg

21 Valve for both- ISI Mark only

01

22 Bend pipe/bend 01

23 Horn PVC/ ABS/Horn with bend

01

24 Body handle/ carrying bracket

01

25 Handle rubber 01

26 Wall bracket 01

27 Safety clip 01

28 PVC lock 01

29 Label set 01

30 Painting 01

ABC 2,4,6

Each spares of ABC extinguisher (2,4,6 kg) is to be quoted including hose, pressure gauge and squeeze grip

Signature of authorized signatory With Seal