Head Office , Mahadevghatroad,Sundarnagar RAIPUR (C.G.)cgbank.in/tender/Final Hardware tender...

Name of Company: ……………………………… Hardware Tender 2016

SIGNATURE OF AUTHORIZED REPRESENTATIVE DATE: PAGE 1 OF 28

CHHATTISGARH RAJYA GRAMIN BANK Head Office , Mahadevghatroad,Sundarnagar

RAIPUR (C.G.)

TENDER REFERENCE NUMBER: ITS/HW/2015-16/01

DATED: 22.01.2016

LAST DATE OF SUBMISSION OF TECHNICAL BID 06.02.2016

TENTATIVE DATE OF DYNAMIC REVERSE AUCTION

10.02.2016

for

SUPPLY AND INSTALLATION OF

CBS HARDWARE PERSONAL COMPUTERS

& PRINTERS

AT

VARIOUS BRANCHES / OFFICES OF

CHHATTISGARH RAJYA GRAMIN BANK



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Phone (Qksu): 0771-2244517

Fax (QSDl): 0771-4265503

E-mail: [email protected]

Tender No. - ITS/HW/2015-16/01 Date: 22.01.2016

Dear Sir/ Madam,

TENDER NO. ITS/HW/2015-16/01 Dated: 22.01.2016 FOR SUPPLY & INSTALLATION OF

CBS HARDWARE / PERSONAL COMPUTERS / PRINTERS etc. AT VARIOUS

BRANCHES / OFFICES OF CHHATTISGARH RAJYA GRAMIN BANK, RAIPUR

(CHHATTISGARH)

We propose to procure servers, desktops and other peripherals for branches/offices of CHHATTISGARH RAJYA GRAMIN BANK (CRGB). Accordingly, we invite bids for the supply, installation and commissioning of the above equipments as detailed in this document. The estimated requirements of the items are indicated in the tender. The Bank may, however, place orders for more or fewer than this number in separate item during the period of validity of the rates. 2. The Terms & Conditions and detailed Technical Specifications are enclosed as Annexure-I and Annexure-II respectively to this letter. Accordingly, the commercial quotations (through reverse e-auction) should contain rates for equipment with the above configuration, with a validity period of 12 months from the date of reverse e-auction. 3. The Technical Bid should contain detailed technical information relating to all hardware with associated software (Annexure –II), undertaking of authenticity for hardware/software (Annexure –III), repair and maintenance details (Annexure –IV to VI)and OEM Certificate (Annexure – VII). All the pages of this document should be submitted signed by the authorized representative of the Vendor / Bidder under the Company‟s Seal along with the technical bid. 4. Technical bids submitted after due date or after the stipulated time of the due date or incomplete in any respect are liable to be rejected. Only those vendor will be eligible to participate in the e-procurement process, whose Technical Bids are found to be valid/acceptable. The technical bids will be opened on 08.02.2016 at 15.00 hrs. Vendor may depute their duly authorized representatives to be present at the time of opening of the technical bids, if they so choose. 5. The Commercial Bidding process will be through e-procurement reverse auction process, the details of which are furnished as per Business Rules for Reverse Auction Detailed in Annexure-VIII (a) to (d). The online reverse auction will be conducted by e-Procurement Technologies Pvt Ltd (ETPL) who has been authorized in this regard by the Bank. The vendors / bidders are required to possess a valid digital certificate for participating in the e-Procurement process. (No price induction should be enclosed in the technical bid). IMPORTANT: In the reverse e-auction, bidders will quote for one or more items (Part-A to Part-H) as qualified in technical bid for respective items. After the reverse auction, the L1 vendor of each item will be required to indicate the item-wise price in the format provided in Annexure – A and XII. In Annexure –II, the “COMPLIED” column should invariably be filled with either “Y” or “N” for each specification in respect of each item the vendor is quoting for.



The bank is not bound to accept the prices obtained through the reverse e-auction process. Please note that, if in opinion of the Bank, the prices obtained through the reverse e-auction process are not reasonable, the bank reserves the right to cancel the tender or reject the price for that specific item. 6. Delivery will be within 04 weeks of placement of order. Orders may be placed in lots at the discretion of the Bank. 7. In case of need, the Bank has absolute right to change/amend the specifications/conditions of the document, which will be duly intimated to the bidders in time. A signed & stamped copy of this document should be submitted as an acknowledgement of receipt & acceptance of the terms & conditions along with the technical bid. Schedule of events: The short listed bidders after the technical evaluation stage will participate in the reverse auction conducted by M/s. e-Procurement Technologies Pvt. Ltd., Ahmedabad

S.No PARTICULARS DATE TIME

1 Submission of Technical Bid(Physically off-line) 22.01.2016 to 06.02.2016

11.00 Hrs 16.00 Hrs

2 Technical Bid opening

08.02.2016 15.00 Hrs

3 Tentative Date and time of dynamic reverse Auction Standard English Reverse Auction (No Ties)

10.02.2016 15.00 Hrs

Yours faithfully, General Manager (Operation-II)



SUMMARY OF ENCLOSURES

List of Annexure

I. Terms and conditions II. Hardware with Associated software specifications

III. Undertaking of authenticity for hardware/software

IV. Conditions governing repair and maintenance services

V. On-site repair & maintenance services

VI. Details of Service Network in Chhattisgarh

VII. OEM Certificate (Original Equipment Manufacturer) VIII. Business Rule Document for Reverse Auction

a) General Terms & conditions of reverse auction b) Business rule for finalization of the procurement. c) Terms & conditions of reverse auction d) Contact Information

IX. Compliance Statement declaration X. Process Compliance XI. Covering Letter from Vendor A. Final price confirmation

XII. Format in which price to be given after reverse e-auction



Annexure-I

TERMS AND CONDITIONS

This document is the property of Chhatisgarh Rajya Gramin Bank (CRGB), and the addressee is required to keep the contents confidential. Copying or further description beyond the original recipient may be unlawful.

1. Validity: The rates quoted by you should be valid for a period of One year from the date of successful reverse auction. The Bank, however, reserves the right to float a fresh tender at any time during the period, if considered necessary.

2. No tenders shall be accepted after the stipulated date and time. Bank reserves the right to

accept or reject the entire quotation, without assigning any reason thereof at any stage. 3. Vendor(s) who do not meet the technical criteria stipulated by the Bank will not be considered for

further evaluation. 4. Bids containing deviations from the terms and conditions are liable to be rejected. However, vendor

requesting /suggesting deviation will be afforded an opportunity to withdraw the deviation(s) unacceptable to the Bank. The bids will be considered for further evaluation, subject to withdrawal of any / all the deviations unacceptable to the Bank.

5. The bidder whose bid is not accepted shall not be entitled to claim any costs, charges, damages

and expenses of and incidental to or incurred by him through or in connection with his submission of bid, even though the bank may elect to modify / withdraw/cancel the RFP (Request For Proposal).

6. The Bids shall be placed in sealed envelopes as follows: (a)Technical Bid duly sealed and super scribed: “Technical Bid for the supply of CBS HARDWARE, PERSONAL COMPUTERS & PRINTERS

for CHHATTISGARH RAJYA GRAMIN BANK” (b)The Sealed cover containing the Technical Bid should be submitted to the

THE CHAIRMAN CHHATTISGARH RAJYA GRAMIN BANK MAHADEVGHATROAD ,SUNDERNAGAR RAIPUR(C.G) Pincode-492013

So as to reach us by 16.00 hrs on 06.02.2016(latest) 7. The systems will be inspected and tested after installation at the Bank‟s site. The Bank may also

choose to have a hardware acceptance test conducted by a representative nominated by the Bank. 8. Please note that the payments will not be released for any part-shipment or short-shipments. 9. The invoices, challans should indicate part numbers of the various components. 10. Documentary evidences should also be made available by the vendor in the form of official

brochures regarding the validity of part & serial numbers.

11. In view of the criticality of the application, the equipment at all times should be kept in efficient running condition by regular preventive maintenance and immediate replacement of defective parts, etc. with a view to ensuring 99.5% uptime of the equipment.



12. Earnest Money Deposit The Vendor has to deposit Earnest Money of Rs. 2,00,000.00 (Rupees Two lacs only), by way

of Demand Draft favoring “CHHATTISGARH RAJYA GRAMIN BANK” Payable at Raipur along with the Technical Bid. No interest will be paid on the amount.

a) Unsuccessful bidder‟s Earnest Money will be discharged / returned without any interest within bid validity period.

b) Successful vendors‟ EMD Demand Draft will be returned on receipt of a one year Bank Guarantee (from any Scheduled Commercial bank) of equivalent amount.

c) The Earnest Money will be forfeited: i) If the bidder withdraws his bid during the period of bid validity (contract period). ii) In case, if the successful bidder dishonors its bidding commitments. iii) In case the Earnest Money is forfeited for any reasons mentioned above, the bidder would

be debarred from participating in the next 3 tenders. 13. Prices

The prices quoted by the Vendor / Bidder shall be in Indian Rupees and not subject to any price escalation within the validity period.

The prices should be F.O.R destination inclusive of all taxes, duties, levies, VAT, transport, transit insurance, loading/unloading, entry tax, octroi etc.

Further, subsequent to the orders being placed, the Vendor / Bidder shall pass on to the CHHATTISGARH RAJYA GRAMIN BANK all fiscal benefits arising out of reductions, if any, in Government levies viz. sales tax, excise duty, customer duty etc.

The CHHATTISGARH RAJYA GRAMIN BANK reserves the right to re-negotiate the price in the event of the change in the international market prices of both the hardware and software.

14. Delivery Delivery should be within 04 weeks from the date of placing of order. In case of failure to deliver

the equipment within the stipulated period, the Bank reserves the right to cancel the purchase order and forfeit EMD or charge penalty @ 1% of the cost for every week of delay or part thereof, subject to a maximum of 10% of the order value. This amount of penalty so calculated shall be deducted at the time of making final payment after successful installation and commissioning of hardware. In the event of such cancellation, the vendor is not entitled to any compensation. PLEASE NOTE THE DELIVERY SCHEDULE SHALL BE FOLLOWED STRICTLY AS STIPULATED. ANY DELAY SHALL BE TAKEN SERIOUSLY AND PENALITIES LEVIED.

15. Warranty Terms The comprehensive warranty for the entire system configuration, counting from the date of

integration of the system including free replacement of the spares, parts, kits as and when necessary will be as under:

All Items are with 3 Year (36Months) Onsite Comprehensive Warranty from date of installation or 03 months from date of delivery (whichever is earlier)

16. The vendor should guarantee continued service in the form of Warranty for a period of at least 36 Months. The following matrix of SLA needs to be adhered with financial penalties.

S.No. Description Response(during office hours)

Penalty

1 Call response time 30 minutes

2 Call resolution time including Part replacement:

0-6 hours Above 6 hours

No penalty Rs. 500/-per hour

The penalty amount will be subject to a maximum of 15% of the order value for the period of warranty.



17. Vendor has to ensure that the best quality systems are supplied to the Bank. The Bank reserves the right to cancel the purchase order if the supplied machines fail the acceptance test. (Annexure III on vendor company‟s letter head) 18. The payment terms will be as under: (a) No advance payment will be made. (b) 90% against delivery and installation or within 30 days after delivery, whichever is earlier. 10% after expiry of Three year warranty period or against submission of a Bank guarantee for similar amount from any scheduled commercial Bank. The guarantee should be in favour of CHHATTISGARH RAJYA GRAMIN BANK and should be valid till expiry of the warranty period + three months. 19. Acceptance Tests Acceptance tests will be designed and carried out by the representatives of the Bank for the computer system as ordered after installation at the site for a period of 7 working days and this period may be extended, if found necessary. If, after the tests the Bank ascertains that the computer delivered is not what was ordered, in terms of hardware, software or performance, the Bank reserves the right to reject the computer system or cancel the order. 20. Transfer of Ownership Transfer of ownership of the property will be effective as soon as the equipment is brought to the site in the Bank‟s premises, installed and accepted by the Bank after conducting acceptance tests as specified in Clause 19 above. The vendor will undertake adequate insurance cover for the equipment and other accessories in the name of the Bank and the insurance policy shall be delivered to the Bank. The cost of the insurance, other than transit insurance (which is included in the price quoted) will be borne by the Bank. 21. Maintenance After the expiry of the warranty period, CHHATTISGARH RAJYA GRAMIN BANK may select for continued maintenance by the vendor on mutually agreed terms and conditions or may elect for comprehensive maintenance by a third party or undertake in-house maintenance with a back-up support from the vendor. The vendor shall provide required support services by way of actual maintenance by their engineers and / or arrange for supply of kits or parts and spare parts on terms to be mutually agreed upon. If, after the expiry of the warranty, should CHHATTISGARH RAJYA GRAMIN BANK desire to enter into an agreement with the vendor, for annual maintenance, then the same would be executed by the vendor in the standard format designed by CHHATTISGARH RAJYA GRAMIN BANK, on a stamp paper of suitable denomination. The charges for the annual maintenance, if paid, will be mutually agreed rates. 22. Future additions of Hardware / Software

The Bank would have the right to: a) Shift supplied systems to an alternative site of its choice. b) Disconnect / connect / substitute peripherals such as printers etc or devices or any

equipment / software acquired from the vendor. c) Expand the capacity / enhance the features / upgrade the hardware / software supplied,

either from the vendor, or another vendor, or developed in-house. The warranty or service contract terms would not be considered as violated if any of (a), (b) or (c) above takes place. Should there be a fault in the operations of the system, the vendor, would not unreasonably assume that the causes lie with those components / software not acquired from them.



23. Legality of the Software The vendor shall supply standard software packages published by third parties in or out of India in their original publisher-packed status only, and should have procured the same either directly from the publishers or from the publisher‟s sole authorized representatives only. In the event, the vendors shall explicitly absolve the Bank of any responsibility / liability for use of system / application software delivered along with the equipment, (i.e. the vendor shall absolve the Bank in all cases of possible litigation / claims arising out of any copyright / license violation) for software(s) published either by third parties, or by themselves. 24. Disputes All disputes and differences of any kind whatever arising out of or in connection with the purchase order shall be referred to arbitration. The arbitrator may be appointed by both the parties or in case of disagreement each party may appoint an arbitrator and the decision of the arbitrator(s) shall be final. Such arbitration to be governed by the provisions of Indian Arbitration Act.

ACCEPTED THE ABOVE CONDITIONS

SIGNATURE OF THE VENDOR With rubber stamp of Company Date:



ANNEXURE – II

TECHNICAL BID

Hardware specifications

ITEM CODE- Part –A . SERVER

S.No Component Specifications Complied Y/N

01 BRAND HP/DELL/SUN/Lenovo/CISCO/ACER/WIPRO/HCL/IBM

02 CPU 1 No. x (Intel Quad Core Xeon E3 1220, 3.10 Ghz, 8 MB L3 Cache) or Better

03 3 CHIPSET Server Class Motherboard and Chipset

04 HDD 1 Nos. x (500 GB 3.5” Simple-Swap SATA II or higher)

05 RAM 4 GB PC2-5300 CL5 ECC DDR3 SD RAM DIMM (Four Dim slots on system board) or higher

06 DVD WRITER 16x Double Layer, Model Certified for MS Windows

07 LAN CARD 2 Nos. PCIe Gigabit(100/1000 Mbps) Ethernet Cards on board

08 EXPANSION SLOTS & PORTS

Min 2 Nos. of PCI/PCIe slots Min 1 Serial,2 x RJ45 Ethernet, Min 6 USB Ports

09 MONITOR 18.5” TFT Color Monitor or higher/better (TCO 05 Certified)

10 OTHER PERIPHERALS

104 Keys Mechanical Keyboard, Optical Scroll Mouse with Pad.

11 SERVER CERTIFICATION

Certified For Microsoft Windows

12 OS COMPATIBILITY

Server should be compatible with Microsoft Windows 2008 Standard (64 bit) SP1 or higher. OS license will be procured separately by Bank under Select Agreement with Microsoft. The vendor will, however, be required to install and maintain the OS.

Note: The TFT Monitor, Keyboard and Mouse should be preferably of the same OEM.



ITEM CODE- Part B. Work Station AMD based

DESCRIPTION Desktop PC (The model should be certified for Microsoft Windows)

Complied Y/N

PROCESSOR or AMD A8-6500 Processor (3.5GHz, 4MB Cache) or higher

CHIPSET Compatible chipset

HARD DISK 500 GB SATA HDD at least 7200 RPM or higher

MEMORY

4GB(2x2GB), DDR3 - 1600MHz RMA, expandable to 8 GB or more with minimum 2 DIMM slots

MONITOR 21” TFT Color Monitor or better (TCO 05 Certified)

KEYBOARD 104 keys normal Keyboard

MOUSE OPTICAL SCROLL MOUSE

NETWORK CARD

10/100/1000 MBPS NETWORK INTERFACE CARD

PORTS MINIMUM 1 SERIAL, 1 PARALLEL, 4 USB PORTS

OPERATING SYSTEM

Windows 8 Professional 32/64 bit license or higher (Down gradable to Windows 7 with IE 8 )

Brand Detail

NOTE: Note: 1) No CD/Floppy Drive to be provided 2. Certification : The desktop model should be CERTIFIED FOR MICROSOFT WINDOWS 3. Keyboard and Mouse should be preferably of the same OEM

ITEM CODE- Part D. DOT MATRIX PRINTER

Dot Matrix Printer – 24 pin, 225 cps or higher, 136 column Complied Y/N

24 Pin 225 cps or higher @ 10cpi Draft, 136 Column, LQ 66 or above, Print head life: 150 million strokes or higher, Ribbon Life : 3 million characters or higher, 1+3 copies, 64 KB, USB l/f.

Brand Detail

ITEM CODE- Part E PASS BOOK PRINTER

PASS BOOK Printer Complied Y/N

Specification : 24 PIN, 300 cps or higher Draft, Ports : Serial / Parallel / USB (any two), Ribbon life: 3 million characters Print Head Life: 400 million dots, Horizontal & Vertical Type

Brand Detail



ITEM CODE- Part F LASERJET PRINTER

Lasser Jet Printer Complied Y/N

20ppm(A4),Processor 234 MHz, Resolution 1200*1200 dpi or higher,8MB RAM or higher

Brand Detail

ITEM CODE- Part G. FLAT BED SCANNER

FLAT BED SCANNER Complied Y/N

Image Sensor Type : CIS/CCD Resolution : 2400*4800 dpi or more Scanning Speed : (A4, 300dpi) 16 Seconds or Less Connectivity : High Speed USB 2.0

Brand Detail

ITEM CODE- Part H. LINE PRINTER

LINE PRINTER Complied Y/N

Printing Technology: Line Matrix impact printer, 136 Column Graphic Resolution:240 dpi Horizontal *288 dpi vertical, Dot size16.7 mil(42mm), Print width 13.6 Inches(345 mm) Dimensions: H 920 mm*W 640 mm*D530 mm (Pedestal) H 920 mm*W 640 mm*D530 mm (Cabinet) or Higher

Brand Detail

NOTE:

i) Printer PRINTHEAD and PRINT BANDS should be covered under the Printer warranty for 3 years period.

ii) For Dot Matrix printers, the bidder should have back to back arrangement with the OEM for providing the support for next 5 years after warranty period.

GENERAL NOTE :-

Servers, desktops and all the components are to be “Certified for Microsoft Windows” or “Designed for Microsoft Windows”. Documentary evidence i.e. printout of Microsoft website, in this regard is to be produced along with technical quotes.

All the internal components of the equipment should be valid components of that brand only. A certificate to this effect is to be submitted by the vendor along with the technical quotations.

Ethernet cards must be one of the following makes: 1. D-Link 2. Intel

Invoices and delivery challans should indicate the „part numbers‟



Annexure III

(Undertaking of authenticity for hardware/software)

The Chairman, CHHATTISGARH RAJYA GRAMIN BANK, Mahadevghat Road, Sunder Nagar Raipur 492013 Sub: Undertaking of Authenticity for Computer Hardware

& Supply of IT Hardware / Software

Ref: 1. Your Purchase Order No _______ dated ___________ 2. Our invoice no / Quotation No ___________ dated _________ With reference to the equipment being quoted to you vide our Quotation No: ______________ dated ____________ We hereby confirm that all the components / parts / assembly / software etc used in the equipment to be supplied shall be original new components/ parts /assembly / software only, from respective OEMs of the products and that no refurbished / duplicate / second hand components / parts / assembly / software shall be supplied or shall be used. We also undertake to produce certificate from the Original Equipment Manufacturers (if required by you) in support of the above statement at the time of delivery / installation. We also confirm that in respect of licensed operating systems and other software utilities to be supplied, the same will be procured from authorized sources and supplied with Authorized License Certificate (e.g. Product keys on Certification of Authenticity in case of Microsoft Windows Operating System). In case of default and the bank finds that the above conditions are not complied with, we agree to take back the equipment supplied and return the money paid by you, in full within seven days of intimation of the same by the Bank, without demur or any reference to a third party and without prejudice to any remedies the Bank may deem fit. In case of default and we are unable to comply with above at the time of delivery or during installation, for the IT Hardware/ Software already billed, we agree to take back the equipment without demur, if already supplied and return the money if any paid to us by you in this regard. We (system OEM name) also take full responsibility of both Parts & Service SLA as per the content even if there is any defect by our authorized Service Centre / Reseller / SI etc. Authorized Signatory Company Stamp: Name: Designation: Place:



Annexure – IV

CONDITIONS GOVERNING REPAIR AND MAINTENANCE SERVICES During warranty, THE VENDOR shall agree to maintain the EQUIPMENT in good working order and for this purpose shall provide the following repair and maintenance Services.

a) Preventive Maintenance: THE VENDOR shall conduct Preventive Maintenance (including but not

limited to inspection, testing, satisfactory execution of diagnostics, replacement of unserviceable parts, cleaning and removal of dust and dirt from the interior of the EQUIPMENT, and necessary repairing of the EQUIPMENT) once within the first fifteen days of the commencement of the warranty period and once within the first fifteen days of every subsequent month on a day and at a time to be mutually agreed upon. Notwithstanding the foregoing, The vendor recognizes CRGB‟s operational needs and agrees that CRGB shall have the right to require the vendor to adjourn Preventive Maintenance from any scheduled time to a date and time, not later than fifteen working days thereafter.

b) The VENDOR shall correct any faults and failures in the EQUIPMENT and shall repair and

replace worn or defective parts of the EQUIPMENT immediately. In cases where unserviceable parts of the EQUIPMENT need replacement, the VENDOR shall replace all such parts, at no extra cost to CRGB with brand new parts or those equivalent to new parts in performance. THE VENDOR in effecting any such replacement shall not remove the equipment or any part or parts thereof until the Vendor is ready to move in substitute equipment or part or parts to replace it. If the replaced part or parts are not identical in all respects to the part replaced, the VENDOR shall inform CRGB in writing at the time of such replacement. CRGB in such case have the right to request The VENDOR to replace the parts with the original compatible parts only and The VENDOR shall comply with such request forthwith.

c) The VENDOR shall ensure that faults and failures intimated by CRGB as above are diagnosed

and repaired within 3 hours. If the repair work expected to be prolonged beyond 3 hours of down time, the vendor shall replace the defective EQUIPMENT with STAND-BY EQUIPMENT immediately, and restore operations. The VENDOR will be required to pay penalty @ Rs. 500/- per hour of default with no grace time of 3 hours (as per point no 16 of Annexure-I) if repair works / replacement of defective equipment does not take place within the stipulated period.

d) Performance expected:

SYSTEM UPTIME for the purposes of this document is defined as productive and error-free time of the EQUIPMENT reckoned on a quarterly basis and the SYSTEM UPTIME efficiency shall be computed as under: (TOTAL TIME minus DOWN TIME) divided by TOTAL TIME multiplied by 100 Where: TOTAL TIME is the time (no. of hours) for which the Computer System (EQUIPMENT) is required to be satisfactorily operational at the SITE during the quarter. DOWN TIME is the aggregate time lost due to Equipment malfunction and improper maintenance during the quarter. PERFORMANCE: THE VENDOR shall guarantee and ensure post installation SYSTEM UPTIME efficiency of 98% for the full configuration of the EQUIPMENT, in every quarter. PENALTY: In view of the criticality of the application, the equipment at all times should be kept in efficient running condition by regular preventive maintenance and immediate replacement of defective parts, etc. with a view to ensuring 98% uptime on the server and rest of the equipment. In any case, repairs should be effected within 6 hour from receipt of complaint from the branch/office. The Bank will levy a penalty of Rs.500.00 per hour on the vendor for failure to deliver the guaranteed uptime or defaults therein for downtime exceeding 6 hour on any equipment, during the warranty period.

e) The Vendor shall also guarantee that there shall not be more than three failures in any calendar quarter at any Site of the peripherals being supplied. In the event of more than three failures in these critical components, The VENDOR shall REPLACE the defective equipment with NEW compatible equipment, acceptable to CRGB, immediately.



f) The vendor shall keep spares of essential kits or parts of the EQUIPMENT, at the SITE, such as

Mother boards, 1 or 2 Key boards, Monitors and other essential parts as may be required to keep the downtime minimal. The Vendors, if they choose, may install their own standby system at identical specification. If such systems are acceptable to CRGB, the period of use of such systems shall be deducted from downtime for all purposes.

g) SPARE PARTS AND TEST EQUIPMENT:

The Vendor shall undertake to maintain necessary tools, test Equipment, sub/assemblies, kits of parts, components and spare parts for ten years (including a three year warranty period) from the date of installation of EQUIPMENT at SITE, to enable it to fulfill its obligations.

h) In the event the Vendor decides to discontinue the supply of sub-assemblies, kits of parts,

components and spare parts for the EQUIPMENT purchased after the expiry of the said ten years, the Vendor shall give 12 months notice prior to such discontinuance and assist CRGB to make alternative arrangements.

i) All engineering changes generally adopted hereafter by The VENDOR for equipment similar to

that supplied, as per the Schedule of Work, shall be made to the EQUIPMENT at no cost to CRGB.

j) A log/register shall be maintained at the SITE to record each incident of EQUIPMENT

malfunction, errors, faults, failures, defects, etc., indicating the date and time at which the Vendor was informed of / noticed the malfunction, errors, faults, failures, defects, etc., and the date and time of commencement and successful completion of repair work and nature of repair work performed on the EQUIPMENT together with a description of the cause for work, either by description of the malfunction, errors, faults, failures, defects, etc., or as discovered, and repaired during regularly scheduled Preventive Maintenance. CRGB shall use the same log for recording the nature of malfunction, errors, faults, failures, defects, etc., observed in the equivalent, the date and time of their occurrence and the date and time of their communication to the vendor. The entries in the register under the initials of an authorised representative shall constitute conclusive proof of the malfunction, errors, faults, failures, defects, etc.

Authorized Signatory Company Stamp: Name: Designation: Place:



Annexure –V

QUALIFIED SERVICE ENGINEER AT SITE FOR ON-SITE REPAIR & MAINTENANCE SERVICES

A) FOR INSTALLATION AT SITE

During warranty period, the vendor will have to set up their own Help Desk for attending the calls from Branches. On receipt of call, wherever necessary, a service engineer would be deputed for troubleshooting, repair and replacement of all kits or parts and spare parts and render such other support services, as may be necessary for satisfactory functioning of the computer systems and peripherals. This is a mandatory condition of the tender.

B) DEPUTATION OF A QUALIFIED SERVICE ENGINEER TO SITE FOR ON-SITE REPAIR & MAINTENANCE SERVICES

The vendor shall depute a qualified Service Engineer to the installation site during warranty period for troubleshooting, repair and replacement of all kits or parts and spare parts and render such other support services, as may be necessary for satisfactory functioning of the computer systems and peripherals IMMEDIATELY as and when required. The vendor (Help Desk) shall keep CRGB‟s offices informed of the details of service points and the Help Desk, who shall be responsible for discharging the vendor‟s obligations under this clause, to enable CRGB personnel to contact such representatives of the Vendor. However, maintenance of installation under this clause B shall not entitle the vendor to any relaxations in his obligations specified under Annexure – IV (Conditions Governing Repair & Maintenance Services)

Please furnish the information regarding Service/Support facilities for the branches in Annexure VI.




Annexure – VI

Details of Service Network in Chhattisgarh

Sr. No.

Center Postal

Address of the Office

Areas Catered by this office

No. of H/W Engineers

Name of Engineers

Telephone / Mobile

No.




Annexure VII

The Chairman, CHHATTISGARH RAJYA GRAMIN BANK, Mahadevghat road ,Sundarnagar Raipur (C.G.)

OEM CERTIFACTE Dear Sir, RFP Reference NO. Dated ITS/HW/2015-16/01 dated 22.01.2016 We __________________ who are established and reputable manufacturers of _______________________ having factories at ____________________ and ______________ do hereby authorize M/s. ______________________ (Name and address of Agent / Dealer) to offer and sell ____________ products. Products quoted shall bear standard manufacturer‟s warranty terms and conditions. Warranty support shall be provided to you directly by _____ or any of ____________ authorized service provider, to be decided by us. In case ________ (name of Agent / Dealer), defaults in execution of this tender, ________ will take steps for successful execution of the Project pertaining to ___________ Products as may be mutually agreed between the parties. Yours faithfully Authorized Signatory Company Stamp (Name) Designation: For and on behalf of M/s.________________ (Name of manufacturers)



ANNEXURE VIII BUSINESS RULES FOR REVERSE AUCTION Business Rule & terms & conditions of Reverse Auction for the procurement of Supply and Installation of computer hardware against the RFP NO ITS/HW/2015-16/01 dated 22.01.2016

BUYER NAME

CHHATTISGARH RAJYA GRAMIN BANK, Mahadevghat road,Sundarnager Raipur (C.G.) Pincode-492013 Contact No :0771-2254090, 2254088

AUCTION TO BE CONDUCTED BY

e-Procurement Technologies Pvt. Ltd. (abcprocure) A-201-208, Wall Street-II, Opp. Orient Club, Nr. Gujarat College, Ellis Bridge, Ahmedabad – 380006.

Tel.:- 91 - 079 – 40230813/14/15/16

Fax:- 91 - 079 - 40016 876 https://sbi.abcprocure.com

DATE OF AUCTION

Auction Date 10.02.2016 Online Reverse Auction Time 15.00 – 16.00 Hrs (Extendable till 16.30 PM)

DOCUMENTS ATTACHED

a. General Terms & conditions of reverse auction

b. Business rule for finalization of the procurement.

c. Terms & conditions of reverse auction d. Contact Information e. Compliance Statement declaration (Ann-IX) f. Process Compliance form (Ann-X)

https://sbi.abcprocure.com/



BUSINESS RULES FOR REVERSE AUCTION

GENERAL TERMS AND CONDITIONS OF REVERSE AUCTION

Against this Enquiry for the subject item/system with detailed scope of supply as per our specification, CRGB resorts to “REVERSE AUCTION PROCEDURE” i.e. ON LINE BIDDING on INTERNET.

1. For the proposed reverse auction, technically acceptable bidders only shall be eligible to participate.

2. CRGB will engage the services of a service provider who will provide all necessary training and assistance before commencement of on line bidding on Internet.

3. CRGB will inform the vendor in writing in case of reverse auction, the details of service provider to enable them to contact and get trained.

4. Business rules like event date, time, start price, bid decrement, extensions, etc. also will be communicated through service provider for compliance.

5. Vendors have to fax the compliance form in the prescribed format (provided by service provider) before start of Reverse auction. Without this the vendor will not be eligible to participate in the event.

6. Reverse auction will be conducted on schedule date & time.

7. At the end of reverse auction event, the lowest bidder value will be known on the network.

8. The lowest bidder has to fax the duly signed filled-in prescribed format as provided on case-to-case basis to CRGB through service provider within 24 hours of auction without fail.

9. Any variation between the on-line bid value and signed document will be considered as sabotaging the tender process and will invite disqualification of vender to conduct business with CRGB as per prevailing procedure.

10. In case CRGB decides not to go for Reverse auction procedure for this tender enquiry, the

price bids and price impacts, if any already submitted and available with CRGB shall be opened as per CRGB standard practice.



BUSINESS RULE FOR FINALIZATION OF THE PROCUREMENT.

CRGB shall finalize the procurement of the item against this Tender through reverse auction mode.

CRGB has made arrangement with M/s. e-Procurement Technologies Pvt. Ltd, Ahmedabad, (ETPL) who shall be CRGB‟s authorized service provider for the same. Please go through the guidelines given below and submit your acceptance to the same along with your Commercial Bid.

1. Computerized Reverse auction shall be conducted by CRGB, on pre-specified date, while the vendors shall be quoting from their own offices/ place of their choice. Internet connectivity and other paraphernalia requirements shall have to be ensured by vendors themselves. In the event of failure of their Internet connectivity, (due to any reason whatsoever it may be) it is the bidders

responsibility / decision to send fax communication, immediately to ETPL furnishing the price, the bidder wants to bid online, with a request to ETPL to upload the faxed price on line so that the service provider will upload that price online on behalf of the Bidder. It shall be noted clearly that the concerned bidder communicating this price to service provider has to solely ensure that the fax message is received by ETPL in a readable / legible form and also the Bidder should simultaneously check up with ETPL over phone about the clear receipt of the price faxed. It shall also be clearly understood that the bidder shall be at liberty to send such fax communications of prices to be up loaded by ETPL only before the closure of Bid time and under no circumstances it shall be allowed beyond the closure of bid time. Such bidders have to ensure that the service provider is given a reasonable required time by the bidders, to upload such faxed prices online and if such required time is not available at the disposal of ETPL at the time of receipt of the fax message from the bidders, ETPL will not be uploading the prices. It is to be noted that either CRGB or ETPL are not responsible for these unforeseen circumstances. In order to ward-off such contingent situation, bidders are requested to make all the necessary arrangements / alternatives whatever required so that they are able to circumvent such situation and still be able to participate in the reverse auction successfully. However, the vendors are requested to not to wait till the last moment to quote their bids to avoid any such complex situations.

2. ETPL shall arrange to train your nominated person(s), without any cost to you. They shall also explain you, all the Rules related to the Reverse Auction/ Business Rules Document to be adopted along with bid manual. You are required to give your compliance on it before start of bid process.

MATERIAL FOR BID: Procurement of Hardware as per the specifications and scope of supply

finalized with you against the Tender No : ITS/HW/2015-16/01 dated 22.01.2016

BIDDING CURRENCY AND UNIT OF MEASUREMENT: Bidding will be conducted in Indian

Rupees (`).

3. BID PRICE: The Bidder has to quote the item wise cost for one or all specified items. L1 of each

item will be decided in reverse auction separately.

4. The technical & commercial terms are as per CRGB Tender No. ITS/HW/2015-16/01 dated 22.01.2016 Vendors technical and commercial bid and subsequent correspondences between CRGB and the vendors regarding commercial terms & conditions.

5. VALIDITY OF BIDS: The Bid price shall be firm for a period of one year and shall not be subjected to any change whatsoever. Further purchases if any will be made on the same price for same above configuration and vendor has to oblige with.

6. At the end of the reverse auction, bidder has to provide item wise lowest offer.

7. Procedure of Reverse Auctioning

i. English Reverse (no ties) {Reverse Auction}: CRGB will declare its Opening Price (OP), which shall be visible to all vendors during the start of the reverse Auction. You will be required to start bidding after announcement of Opening Price and decrement amount.

ii. English Reverse (no ties) shall be for a period of one hour. If a bidder places a

Bid in the last 10 minutes of Closing of the Auction, the auction shall get extended



automatically for another 10 minutes. Maximum 3 extensions each of 10 minutes will be allowed after the auction period of 1 hour i.e. the entire process can last maximum for 11/2 hours only. In case, there is no Bid in the last 10 minutes of closing of Auction, the Auction shall get closed automatically without any extension. Please note that if there are more than one item in a single auction, the auto-extension will be applicable to the entire event i.e. whenever a bidder places an acceptable bid in the last 10 minutes of the closing of the auction, the auction shall get extended automatically for another 10 minutes from the time of this bid for all the items in the auction. Auto bid feature will be explained to you during the time of training.

iii. The bid decrement amount shall be specified by CRGB before start of bidding.

iv. Any commercial loading shall be intimated to bidders in advance and it shall be

added to price during dynamic auction process. For evaluation purpose, commercial loading if any, shall be added to the quoted price of respective bidder. However for ordering only the final bid placed by you shall be considered.

v. After the completion of English Reverse (no ties), the Closing Price (CP) shall be

available. In case, any commercial loading was made to L1 bidder‟s price, it shall be de-loaded from the closing price of L1 bidder (CP) for further processing.

vi. The ratio of CP and originally quoted price shall be applied on all elements of

originally quoted prices to arrive at the final price break up.

8. Successful vendor shall be required to submit the final prices, quoted during the English Reverse (no ties) in Annexure-A & Annexure -XII after the completion of Auction within 24 Hours without fail to CRGB, duly signed and stamped as token of acceptance without any new condition other than those already agreed to before start of auction.

9. During English Reverse (no ties), if no bid is received within the specified time, CRGB, at its

discretion, may decide to revise Opening price / scrap the reverse auction process / proceed with conventional mode of tendering.

10. Your bid will be taken as an offer to supply. Bids once made by you, cannot be cancelled /

withdrawn and you shall be bound to supply as mentioned above at your final bid price. Should you back out and not supply as per the rates quoted, CRGB shall take action as appropriate.

11. You shall be assigned a Unique User Name & Password by ETPL. You are advised to

change the Password after the receipt of initial Password from ETPL to ensure confidentiality. All bids made from the Login ID given to you will be deemed to have been made by your company.

12. You will be able to view the following on your screen along with the necessary fields in the

English Reverse (no ties) {Reverse Auction}: a. Leading Bid in the Auction (item wise ) b. Bid Placed by you c. Opening Price. d. Your rank in the auction.

13. At the end of the Reverse Auction, CRGB will decide upon the winner. CRGB‟s decision on award of Contract shall be final and binding on all the Bidders.

14. CRGB shall be at liberty to cancel the reverse auction process / tender at any time, before

ordering, without assigning any reason. 15. CRGB shall not have any liability to bidders for any interruption or delay in access to the

site irrespective of the cause. 16. Other terms and conditions shall be as per your techno-commercial offers and other

correspondences till date. 17. You are required to submit your acceptance to the terms / conditions / modality given above

before participating in the reverse auction.



TERMS & CONDITIONS OF REVERSE AUCTION

1. LOG IN NAME & PASSWORD: Each Bidder is assigned a Unique User Name & Password by ETPL. The Bidders are requested to change the Password after the receipt of initial

Password from ETPL. All bids made from the Login ID given to the bidder will be deemed to have been made by the bidder.

2. BIDS PLACED BY BIDDER: The bid of the bidder will be taken to be an offer to execute

the work. Bids once made by the bidder cannot be cancelled. The bidder is bound to execute the work as mentioned above at the price that they bid. Should any bidder back out

and not make the supplies as per the rates quoted, CRGB and / or ETPL shall take action as appropriate.

3. LOWEST BID OF A BIDDER: In case the bidder submits more than one bid, the lowest bid

will be considered as the bidder‟s final offer to execute the work. 4. AUCTION TYPE: English Reverse (No Ties)

5. DURATION OF AUCTION: The duration of Auction will be for one hour. If somebody is bidding just before 10 minutes of Auction closing, the Auction will get extended for another 10 minutes. Maximum 3 extensions each of 10 minutes will be allowed after the auction period of 1 hour i.e. the entire process can last maximum for 1 hour 30 minutes only. (THIS SCHEDULE IS TENTATIVE. IF ANY CHANGE IN SCHEDULE, THE SAME SHALL BE COMMUNICATED TO YOU)

6. BID DECREMENT: The minimum Bid decrement shall be available to the Bidders at the

start of the auction. The bidder can view the same by clicking on the Item details at the start of the auction. The bidder can bid lower than the Lowest Bid in the auction by a decrement, multiple of the minimum Bid decrement or at least of minimum bid decrement plus multiple of Bid Decrement.

7. VISIBLITY TO BIDDER: The Bidder shall be able to view the following on his screen along

with the necessary fields during English Reverse – No ties Auction:

- Leading Bid in the Auction - Bid Placed by the vendor - Opening Price

8. AUCTION WINNER: At the end of the Reverse Auction, CRGB will evaluate all the bids submitted and will decide upon the item wise winner.

9. GENERAL TERMS & CONDITIONS: Bidders are required to read the “Terms and

Conditions” section of the auctions site using the Login Ids and passwords given to them. 10. OTHER TERMS & CONDITIONS:

- The Bidder shall not involve himself or any of his representatives in Price manipulation of any kind directly or indirectly by communicating with other suppliers / bidders.

- The Bidder shall not divulge either his Bids or any other exclusive details of CRGB to any other party.

- CRGB‟s decision on award of Contract shall be final and binding on all the Bidders. - CRGB along with ETPL can decide to extend, reschedule or cancel any Auction.

Any changes made by CRGB and / or ETPL, after the first posting will have to be accepted if the Bidder continues to access the site after that time.

- ETPL shall not have any liability to Bidders for any interruption or delay in access to the site irrespective of the cause.

- ETPL is not responsible for any damages, including damages that result from, but are not limited to negligence. ETPL will not be held responsible for consequential damages, including but not limited to systems problems, inability to use the system, loss of electronic information etc.



N.B.

- ALL THE BIDDERS ARE REQUESTED TO ENSURE THAT THEY HAVE A VALID DIGITAL CERTIFICATE

WELL IN ADVANCE TO PARTICIPATE IN THE ONLINE EVENT - ALL THE BIDDERS ARE REQUIRED TO SUBMIT THE AGREEMENT FORM (ANNEXURE- X) DULY

SIGNED TO M/S E-PROCUREMENT TECHNOLOGIES PVT. LTD, AHMEDABAD BEFORE DUE

DATE. - AFTER THE COMPLETION OF THE AUCTION EVENT, ITEMWISE L1 BIDDER’S HAVE TO SUBMIT THE

PRICE DETAILS AS PER ANNEXURE A & ANNEXURE XII IMMEDIATELY TO M/S E-PROCUREMENT TECHNOLOGIES PVT. LTD, AHMEDABAD FOR FURTHER PROCEEDINGS.

CONTACT INFORMATION

M/s. e-Procurement Technologies Pvt. Ltd, Ahmedabad (ETPL)

CHHATTISGARH RAJYA GRAMIN BANK

A 201-208, Wall Street-II, Opp. Orient Club, Nr. Gujarat College, Ellis Bridge, Ahmedabad – 380006 Ms.Manali Madhu Contact- +91-79-40230802

+91-79-40230813/14/15/16 [email protected] Alternate contact Detail: Mr. Vishal Tiwari, Cell: +91-9879996111 email – [email protected]

CHHATTISGARH RAJYA GRAMIN BANK Mahadevghat road ,Sunder Nagar RAIPUR-492013 CHHATTISGARH Mr. Kamlesh Kundan Senior Manager (G.B) Contact- M.8305040113 Mr. Amarjeet Singh Khanuja Senior Manager ( I.T.) Contact- 0771-2244517,M.09981677005 Email- [email protected]

mailto:[email protected]





Annexure - IX To, The Chairman, CHHATTISGARH RAJYA GRAMIN BANK Head Office. Mahadevghatroad, Sundarnagar Raipur 492013 E-mail: [email protected]

COMPLIANCE STATEMENT

DECLARATION

We hereby undertake and agree to abide by all the terms and conditions stipulated by the Bank in the TENDER DOCUMENT including all Annexures. We shall participate in the on-line auction

conducted by M/s e-Procurement Technologies Pvt. Ltd. (abcprocure). and submit our

commercial bid. We shall also abide by the Business Rules prescribed for online auction.

Date: Signature and Seal of Bidder Name:

Designation: Address: Phone No:

E-mail



Annexure -X

Process Compliance Form

(The bidders are required to print this on their company’s letter head and sign, stamp before faxing)

To

e-Procurement Technologies Pvt. Ltd. (ETPL) A 201-208, Wall Street - II, Opp. Orient Club, Nr. Gujarat College, Ellis Bridge

Ahmedabad - 380 006. Gujarat ( India)

Sub: Agreement to the Process related Terms and Conditions for the Reverse Auction

Dear Sir, This has reference to the Terms & Conditions for the Reverse Auction mentioned in the Tender

document for Procurement of Hardware Against the Tender No. ITS/HW/2015-16/01 dated

22.01.2016

This letter is to confirm that:

1) The undersigned is authorized representative of the company. 2) We have studied the Commercial Terms and the Business rules governing the Reverse

Auction and the RFP as mentioned in your letter and confirm our agreement to them.

3) We also confirm that we have taken the training on the auction tool and have understood the functionality of the same thoroughly.

4) We confirm that CRGB and ETPL shall not be liable & responsible in any manner

whatsoever for my/our failure to access & bid on the e-auction platform due to loss of internet connectivity, electricity failure, virus attack, problems with the PC, any other unforeseen circumstances etc. before or during the auction event.

5) We understand that in the event we are not able to access the auction site, we may

authorize ETPL to bid on our behalf by sending a fax containing our offer price before the auction close time and no claim can be made by us on either CHHATTISGARH RAJYA GRAMIN BANK or ETPL regarding any loss etc. suffered by us due to acting upon our authenticated fax instructions.

6) I/we do understand that ETPL may bid on behalf of other bidders as well in case of above

mentioned exigencies. 7) We also confirm that we have a valid digital certificate issued by a valid Certifying Authority.

8) We also confirm to fax item wise price confirmation & details of our quoted price to CRGB /

ETPL with in 24 hrs in Annexure A and XII.

We, hereby confirm that we will honor the Bids placed by us during the auction process. With regards Signature with company seal Name – Company / Organization – Designation within Company / Organization – Address of Company / Organization –

Sign this document and Fax at- 079 – 40016876



Annexure XI

(On Company‟s Letter-head) To: The Chairman, CHHATTISGARH RAJYA GRAMIN BANK

Mahadevghatroad,Sundarnagar Raipur (C.G.)

PIN-492013 Dear Sir, Request for Proposal (RFP) Tender No._ITS/HW/2015-16/01 dated 22.01.2016 We have examined the RFP mentioned above and subsequent pre-bid clarifications/modifications/revisions furnished by the Bank and we offer the equipment mentioned in the above RFP as per the terms and conditions and technical specifications spelt out therein. We shall participate and submit the commercial bid through online auction to be conducted by ETPL, on the date advised to us. 2. While submitting this bid, we certify that:

Indicative prices submitted by us have been arrived at without agreement with any other bidder of this RFP for the purpose of restricting competition.

The indicative prices submitted by us have not been disclosed and will not be disclosed to any other bidder responding to this RFP.

We have not been induced or attempted to induce any other bidder to submit a bid for restricting competition.

We agree that the rates / quotes, terms and conditions furnished in this tender will be applicable to CHHATTISGARH RAJYA GRAMIN BANK.

The rate quoted in the indicative price bids is for the equipment detailed in the RFP and subsequent pre-bid clarification/modification/revisions furnished by the bank in writing, without any exception.

3. If our offer is accepted, we undertake to complete the formalities for supply, installation & rate contract within a period of 15 days.

4. We agree to abide by this offer till one year from the date of online reverse auction, and our offer would remain binding upon us and may be accepted by the Bank any time before the expiry of that period.

5. Until a formal contract is prepared and executed, this offer, together with the bank‟s

written acceptance thereof and the bank‟s notification of award would constitute a binding contract between us.

6. We also certify that the information/data/particulars furnished in our bids are factually

correct. We also accept that in the event of any information/data/particulars proving to be incorrect, the Bank will have the right to disqualify us from the bid.

7. We undertake to comply with the terms and conditions of the RFP.

8. We understand that the bank may reject any or all of the offers without assigning any reason whatsoever.

Yours faithfully, For and on behalf of ____________ (Name and Designation)



Annexure - A

(On Company‟s Letter-head)

Final Price Confirmation Form To e-Procurement Technologies Pvt. Ltd. (ETPL), A 201-208, Wall Street –II, Opp. Orient Club, Nr. Gujarat College,Ellis Bridge, Ahmedabad – 380006 Gujarat ( India)

Sub: Final price quoted during reverse auction- Procurement of Hardware Against the Tender No. ITS/ HW/ 2015-16/01 dated 22.01.2016

Ref : 1.CRGB Tender No. ITS/ HW/ 2015-16/01 dated 22.01.2016 2. Reverse Auction Dt. 10.02.2016 3. Our Offer No. …………………………….. Dt. ………………

Dear Sir, We confirm that we have quoted bid for --------------------- out of 8 items during the Reverse Auction conducted today. The detail of product-wise final prices is enclosed herewith in desired format. (Annexure - XII). Thanking you and looking forward to the valuable order from CRGB. Yours sincerely For _________________ Name: Company: Date:

Seal:



Annexure XII

FORMAT IN WHICH PRICES TO BE SUBMITTED AFTER REVERSE AUCTION

Item Code No

ITEM DESCRIPTION No. Of Units Unit Price Total Price

Part A Server 50

Part B Work Station 622

Part D Dot Matrix Printer

150

Part E Passbook Printer

100

Part F Laser Printer

25

Part G Flat Bed Scanner

50

Part H Line Printer

07

Cost should be inclusive of all taxes, duties, levies, VAT, transport, transit insurance, loading/unloading, entry tax, octroi etc

Above mentioned quantities are tentative and subject to change without any prior information at the discretion of the Bank

Delivery of IOI printer would also include installation of IOI settings at the branch, failing of which no payments will be made.

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