DHARMADAM SERVICE CO-OPERATIVE BANK LTD. NO. 1379PALAYAD P.O., THALASSERY, KANNUR Dt. – 670 661

Ph: 0490-2346217, 2345197, 2345375

REQUEST FOR PROPOSAL (RFP) FOR PROCUREMENT OF

WAN Implementation

Tender Reference No : XXX/CBS/WAN/01

Tender Application No :

COST OF TENDER : Rs…/- + VAT :

1. Invitation for Tender offers1. Invitation for Tender offers

1.1 Introduction

The Dharmadam Service Co-Operative Bank Ltd. is one of the leading co-operative Banks in Kerala having its Head Office at Palayad, Kannur with 5 branches and proposed two branches spread across Dharmadam villages of Kannur district.

The Dharmadam Service Co-Operative Bank Ltd. has already implemented core banking system in distributed environment using VPN over Broadband Technology. Now the bank indents to implement centralized CBS solution by utilizing BSNL’s leased line as data circuit.

This tender indent to invite to supply of Servers and other hardware’s, implement and maintain WAN setup to connect all of Dharmadam Service Co-Operative Bank’s branches to the Head Office.

1.2. InvitationAny interested eligible tenderer may purchase a copy of tender document by paying Rs….. + VAT in cash or by D.D in favor of Secretary, Dharmadam Service Co-Operative Bank Ltd., Palayad on all working days from ……. (Date) to …….. (Date) in person.

Last Date and Time for receipts of tender offers:

The filled in tender document has to be submitted on or before …….. (Date) … am/pm. However Bank may at its DISCRETION extend the date for submission of the tender document.

Pre Bid Clarification:a. Vendor(s) those who will have any clarification related to RFP document

can send queries to the Secretary of the Bank by E-Mail (e-mail Id is provided in Address of Communication table) well in advance (two days before “Last date for Submission”).

b. Bank will reply to all or partly to such a question(s) in writing by E-Mail.c. If vendor(s) satisfied or clarified by the Bank’s reply same can be

intimated to the Bank and finalize their submission.

Submission of filled tender documentThe filled in tender document has to be submitted by vendor on or before specified Date and time in Calendar of events table. However Bank may at its discretion extend the date for submission of the tender document.

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Place of Opening of the Tender offers

………………………. Bank Ltd, Head office, Place, Kannur

Calendar of Events

SLNO Name of the event Date Time

1 Sale of RFP DocumentsStarting Date ………….. …am Last Date …………… ...pm Price of RFP Document …….+VATEarnest Money Deposit Rs. ………./-

2 Pre Bid CLARIFICATION Before

……….. ....pm

3 Last date for Submission of filled tender document

……. …pm

Note:a) Bids shall be opened in the presence of Bidder’s representative who may choose

to attend, but persons attending must have clear cut authorization to attend.

a. Bank has rights to change above listed Date & time of Calendar of events. In such a case(s) same will be intimated to vendor(s).

Offers should be sent on address given below:

Address of Communication

SECRETARY

…………………. BANK LTD, NO ……..

. …….. BANK LTD, NO ……,Address

Ph. Email:

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1.3. Bidders’ Eligibility Criteria: Bidders must meet the following eligibility requirements. Bids of non- Compliant bidders will not be technically or financially evaluated.

1. Bidder should have executed or should be executing at least three WAN

implementation and Management projects. At least two reference should be in

banking

2. The bidder should have its own direct service centers in Kannur district in providing support to customer. Bidder has to submit the list of Service centers and manpower details operated directly by it as part of the technical bid.

3. The manpower to be deployed by the bidder, and manpower providing other support to customer in the form of visits / on-call visits, should be on the direct pay-roll of the bidder. Bidder will not subcontract the services / manpower to any third party. All such manpower will always display their company identity cards while at the customer premises. However, customer can ask the bidder for any other proof to this effect.

4. The bidder should be in existence for at least 5 years.

5. The bidder should be Information Technology or IT Services Company.

6. The ……………. Bank Ltd., is looking for Branded Networking Products, so vendors should be authorized channel partners/Dealers of reputed international or national manufacturer of computers and all other products. Bank prefers to take the Supply and Service from the authorized suppliers.

7. Manufacturer directly, In case dealer provides the quotation they should submit the respective manufacturer authorization letter to participate, supply and service exclusively for this particular requirement

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Earnest Money Deposit

8. Bidder must submit Earnest Money Deposit (EMD), along with the complete bid, of the amount equivalent to Rs. ……../- in favor of ………. Bank. EMD should be valid for the period of twelve months from the date of submission of bid. The non-submission of EMD will lead to rejection of the bid.

The EMD of unsuccessful bidders will be returned to them. The EMD will not carry any interest.

The EMD of successful bidder shall be forfeited incase the bidder fails to commence the work awarded to him within the prescribed time limit. The successful bid, if withdrawn, is also liable for forfeiture of the EMD.

EMD Amount will be adjusted towards security Deposit for one year from the date of successful execution of the project.

1.4. Scope of the work

Scope of work includes:

1. Supply necessary network equipments / hardware for setting up WAN for Head Office and five branches.

2. Solution should have facility to automatic failover handling of data circuits (ISDN Backup).

3. Install and commission the WAN at Dharmadam Service Co-Operative Bank’s satisfaction.

4. Laisoning with data circuit providers for the commissioning of the project.

5. Subsequent maintenance of the WAN setup after commissioning.

List of Branches is given below:

Sl.No Name of Branch Exchange Distance from HO

12345678

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2. Instructions to fill the Tender Document2. Instructions to fill the Tender Document

1. Please fill in the all Annexure and sign each page and affix the seal of the company.

2. The filled in forms shall be submitted to the Secretary and obtain a receipt for having submitted the Tender Form.

3. Specifications for network products is given in Annexure B

4. As Dharmadam Service Co-Operative Bank’s prime interest is a cost effective and robust solution, vendors have the liberty to modify the requirement according to their solution. To derive their best solution, vendors can refer the list of branches given in scope of work section.

5. Two Bid System Tender The bidders should make their offer in two separate sealed envelopes as follows:

ENVELOPE – I Technical offer (application for pre qualification)

It should contain complete details of company, experience, customer list,

Banking knowledge, Network Diagram, Details of Technology used, Hardware

Specification etc. Both the offers in same cover will be rejected. Technical &

Commercial offer should be submitted at same time.

ENVELOPE - II (Commercial Offer):

The Commercial Offer (C.O) should give all relevant price information as per the

requirements given in Annexure C. This annexure can be modified according to

the solution proposed by the vendor.

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

Wan Implementation Tender

Type of Offer (Technical or Commercial)

Tender Reference Number

Name of Vendor

6. The Tenderer is at liberal to quote separately for new technical solutions or specification wherever it is necessary.

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7. No Changes should be made in the tender form supplied.

8. Details wherever required must be furnished in separate sheets with Tender Document.

9. The responsibility for ensuring that the Bids are delivered in time would with the bidder. Bank shall not be responsible if the bids are delivered elsewhere.

10. Any filled in Tender form received by Bank after the deadline for submission prescribed by Bank shall be rejected and not considered and shall not be returned to the bidder.

11. Modification and Withdrawal of OffersThe vendor may modify or withdraw its offer after its submission, provided that

written notice of the modification or withdrawal is received by ……………Bank Ltd.,

prior to the closing date and time prescribed for submission of offers. No offer can

be modified by the vendor, subsequent to the closing date and time for submission

of offers.

A. Conditional offers and offers qualified by vague and indefinite expression such as “Subject to immediate acceptance”, “Subject to prior sale” etc. will not be considered.

B. Submitted tender forms with overwritten or erased or illegible rate or rates not shown in figures and words in English will be liable for rejection. In case of discrepancy between words and figures noted against each items of the tender and between unit rates and the total amount, the decision of the competent authority accepting the tender will be final and binding on the tenderers. Total of each item and grand total of whole tender should be clearly written. Rewriting with dated initial of the tenderer after scoring out of the wrong entries, if unavoidable, should make corrections in the tender. Clerical and arithmetical mistakes may result in rejection of the tender.

The Bank may treat offers not adhering to these Guidelines as unacceptable.

12. CompatibilityThe vendor should clearly mention about the compatibility of quoted systems with rest of others. In addition specifications on compatibility, information on driver software’s for peripherals and suitability of peripherals to main system with performance must be furnished in the technical bid.

13. Non-transferable Tender Only the bidder who has purchased this tender is eligible to make an offer.

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14. Offer validity Period The offer should be valid for a minimum period of 4 months from the date of the

opening of tender.

15. Make and Models of the equipment

It is mandatory to provide make, model and part number of all equipment

and their sub-components as asked in the technical specification. The

offer may not be evaluated and/or will be liable for rejection in case of

non-submission or partial submission of make, model and part numbers of

the items offered. Please note that substituting this information by just

brand name is not enough.

16. Alternative offers Vendor(s) willing to offer two or more alternatives should submit separate details

for each alternative. Each detail/table should be complete in all respects and

should not require cross-referencing with details given in other options.

Alteration of configuration and Quantity

The Bank can change configuration of Hardware at any time before purchase order and bank can buy any parts or computers or peripherals as per “as and when required Policy” so the quantity of purchase will be in phase manner and vendors may be vary from branch to branch.

Infringement of patent, trademarks, copyrights etcVendor shall indemnify, protect and save the Bank, against all Claims, loss, cost, damages, expenses, actions and other proceedings, resulting from Infringement of any patent, trademarks, copy rights etc or such other statutory Infringement in respect of all the hardware/Network equipments etc Supplied by vendor.

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

5. Dispute or difference In the event of any dispute or difference arising between the successful vendor and Bank, out of or in connection with the contract or any of the terms and conditions contained therein or as to the interpretation or any other matter, both the parties shall resolve such dispute or difference first by mutual discussions. If any dispute or difference still persists, it shall be referred to Arbitration to be conducted in accordance with the Indian Arbitration and Conciliation Act, 1996. The parties to the dispute will instruct the Arbitrators to render a decision within

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30 days of the date of their appointment and such a decision shall be binding on both the parties.

6. Memorandum of understanding.Successful vendor has to enter with an agreement (MoU) with the Bank regarding the Installation, operation and maintenance of hardware and networking.The Vendor shall adhere to any changes that may be made in the terms and conditions at the time of agreement (MoU)

7. Co-ordination with software vendorAchieving Synchronization between the software and Hardware shall be duty of and obligation of the suppliers of Hardware vendor.

8. Unacceptable Quality of materials supplied

The vendor should not substitute any internal components or subsystems the materials supplied by similar items from different manufacturers, without adequate acceptable justification.

9. Product(s) end of support

The Bidders should not propose any component or sub component that is likely to be declared end-of Support within the currency of Contract. If, the OEM declares any of the components or sub-components end of support within the said period, the bidder should replace the component /subcomponent at no additional cost to and without causing performance degradation and/or project delays.

10. costs and expenses of Proposal

All costs and expenses associated with submission of Proposal shall be borne by the company submitting the proposal and Bank shall have no liability in any manner in this regard or if it decides to terminate the process of short-listing for any reason whatsoever.

11. Payment Terms and conditions

All commercial terms and conditions will be finalized at the time of

Negotiation and same will be mentioned in MOU.

12. Location of Computerization

The location for installation and commissioning of equipments and other items is The Bank Head Office and its ….. Branches mentioned in the Scope of work section of this document. The Vendor is required to provide warranty and maintenance support at these locations.

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13. No Commitment to Accept Lowest or Any Tender

Bank shall be under no obligation to accept the lowest or any other offer

received in response to this tender notice and shall be entitled to reject any or

all offers including those received late or incomplete offers without assigning

any reason therefore.

14. Acceptance Test Plan

A. The equipments are considered accepted (commissioned and operation

aliased) after signing the Acceptance Test Plan (ATP) document jointly

by the representatives from the Bank and the Engineer from the bidder.

The component level checking for individual item may be included

during the acceptance test.

B. A comprehensive “Acceptance Test Plan” document, containing various

aspects of the ‘Acceptance Test’ to demonstrate all the features of the

Solution Proposed as envisaged in this tender document and claimed

by the bidder shall be held accordingly. The Acceptance Test shall be

deemed to be complete only on the issuance of the ‘Acceptance

Certificate’ by the Purchaser to the Bidder.

C. ATP document should contain the part numbers of all the components

supplied by the selected bidders.

15. The Bank reserves the right to make any changes in the

terms and conditions stated above and/or to annul the process.

16. The execution order

A. Short-listed vendor will be allowed to study complete requirements of the Bank.

B. On the basis of requirements study vendor has to submit installation, implementation, and maintenance and enhancement plan to the Bank.

C. On the basis of techno-commercial merit and execution plan of the vendor, Bank will call for final techno-commercial negotiation.

D. Qualified vendor will be asked to enter in to agreement (MoU) with Bank.

E. Purchase order will be awarded to vendor who enters in to agreement (MoU) with Bank.

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17. Along with tender form should enclose the following documents:

i. Application in the enclosed format

ii. Company Profile –as per Annexure A

iii. Copy of Certificate of registration under CST

iv. Copy of Certificate of registration under VAT

v. In case of channel partners, system integrators, authorized distributors /

resellers, appropriate certificate from the OEM / OEMs represented.

vi . Any other relevant information (Please specify).

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1.1. Details of the VendorDetails of the Vendor Annexure A Company Profile

Sno Particulars Details1 Name Of Company*2 Company Status*3 Date Of Incorporation *4 Company Head Office and Registered office

address*5 Telephone and Fax numbers*6 Name and designation of the person

authorized to make commitments to the Bank7 Email Address*8 Ownership Structure* 9 Turn Over of the Company Year Turn Over

10 Chairman or MD Name & Address

11 Sales Tax Number12 Income Tax Number13 Authorized representative of manufacturer?

(If yes Please enclose Detail)14 Geographical Area covered by the company15 Support Centers*

Tel Nos:*Locations:Number Of Support Engineers:Existence since:Center wise Information

16 ORGANIZATION STRUCTUREExplain your organization structure with the skill matrix of your team who are going to be deployed on this project.

20 Brief Description of after sales service facilities available.

21 Bank(s) Clients Detail*22 Other Clients Detail

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7. Deviation Form7. Deviation Form Annexure D Deviations from Technical Specifications and Terms and Conditions of the Tender

S.No.

TenderDocumentClause

Technical Specification orterms and conditions in theTender document

Deviationoffered

Reasons and whetherdeviation adds to theoperational efficiency incase of the systems

Note:i. In case of deviations from any of the terms and conditions of the tender document should be specified.

ii. If any deviations from the technical specifications are warranted, reasons for such variations should be specified and

iii. Whether such variations add to improvement of the overall performance of the systems, if any, should be specifically mentioned and supported byrelevant technical documentation as required above.

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8. Tender offer cover letter8. Tender offer cover letter

Annexure E

Tender Reference No.: Date:

To:

The Secretary

………….. Bank Ltd.

-

Sir,

Having examined the tender documents including all Annexure and Forms the receipt of which is

hereby duly acknowledged, we, the undersigned, offer to supply and deliver

______________________________________________________________________

(Products Name ) in conformity with the said tender documents in accordance with the Schedule

of Prices attached in the commercial offer and made part of this tender.

We undertake, if our tender offer is accepted, to commence delivery within___________

(Number) days and to complete installation, testing of all Hardware, as specified in the Contract

within _______________ (Number) days calculated from the date of receipt of your PO

(Purchase order).

We agree to abide by this tender offer till ……… days from the date of tender opening and shall

remain binding upon us and may be accepted at any time before the expiration of that period.

Until a formal contract is prepared and executed, these tenders offer, together with your written

acceptance thereof and your notification of award shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any offer you may receive.

Dated this ______ day of _________2010

Signature: ______________________________________

(in the Capacity of:) ________________________________

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

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9. Declaration 9. Declaration Annexure F

I / we certify that all information provided is true to the best of our knowledge. We

also understand that if any information provided is found to be false at any time our

application is liable to be rejected.

 

Place:

SignatureDate: Seal of the Company

Note : This Letter should be in vendors company letter head.

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