Request for Proposal (RFP) For Selection of Vendor for Maintenance of Computer Systems under Annual Maintenance Contracts for Delhi and NCR Area Bank of Baroda, RFP Reference No. ZO:NZ:IT:HW:2014:996 Date: 25.09.2014
Important Dates: 1 Issuance of RFP Document by Bank from 2 Last Date of Submission of Response by the Bidder 25.09.2014 17.10.2014 by 3.00 P.M. at Bank of Baroda, 6 th Floor, BOB Bldg., Parliament Street, New Delhi- 110001 3 Opening of Technical Bid 17.10.2014@ 3:30 P.M. at Bank of Baroda, 6 th Floor, BOB Bldg., Parliament Street, New Delhi- 110001 [A] Important Clarifications: Following terms are used in the document interchangeably to mean: 1. Bank, BOB means Bank of Baroda. 2. RFP means this RFP document 3. Recipient, Respondent and Bidder means Respondent to the RFP document. 4. OEMs means Original Equipment Manufacturers 5. Tender means RFP response documents prepared by the bidder and submitted to Bank of Baroda 6. Any changes in the RFP would be published as Corrigendum at http://bankofbaroda.co.in/tenders.asp sites only, bidders are advised to refer to Revised RFP Document (from http://bankofbaroda.co.in/tenders.asp ), if any, before submitting their Tender. No separate communications / publications in Newspaper will be made by Bank (for Revised Tender Document, if any). This document is meant for the specific use by the Company / person/s interested to participate in the current tendering process. This document in its entirety is subject to Copyright Laws. Bank of Baroda expects the bidders or any person acting on behalf of the bidders to strictly adhere to the instructions given in the document and maintain confidentiality of information. The bidders will be held responsible for any misuse of the information contained in the document and liable to be prosecuted by the Bank. in the event of such a circumstance is brought to the notice of the Bank. By downloading the document, the interested party is subject to confidentiality clauses. Confidential Page 2 of 11
Selection of Vendor for Maintenance of Computer Systems under Annual Maintenance Contracts for Delhi and NCR Area from 01.12.2014 to 30.11.2015 Bank of Baroda, Northern Zone invites applications in Two Bid System for Selection of Vendor for maintenance of Computer Systems comprising of Hardware, Software, Networking items, etc. i.e. Servers, Personal Computers, TFT Monitors, CRT Monitors, Printers (Line Printer, High Speed Printers, DMPs, LaserJet and DeskJet Printers), Scanners, Hubs, Data Switches, other peripherals, operating System, CBS Integration, etc. at branches/offices of Bank of Baroda in Delhi, Part of Haryana (Gurgaon, Faridabad, Sonipat, Panipat, Rohtak, Rewari, Palwal Districts) and Uttar Pradesh (Ghaziabad, Gautam Budh Nagar, Hapur, Modi Nagar Districts) area under Annual Maintenance Contract. 1. Request for Proposal (RFP) : i) Bank of Baroda, Northern Zone, New Delhi is hereinafter called BOB, which term or expression unless excluded by or repugnant to the context or the meaning thereof, shall be deemed to include its successors and permitted assigns herein after called BOB, issues this Request for Proposal, hereinafter called RFP. ii) A vendor/firm submitting the proposal in response to this RFP shall herein after be referred to as Firm(s) or Vendor(s) interchangeably. iii) The RFP document is neither an offer letter nor a legal contract, but an invitation for offers/ responses. No contractual obligation on behalf of BOB whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by duly authorized officials of BOB and the selected vendor(s). iv) All offers of the vendor shall be unconditional and once accepted, whether with or without modifications by BOB, shall be binding between BOB and such vendor. v) Validity of Rate Contract will be 01.12.2014 to 30.11.2015. Also it may be extendable on the basis of mutual consent (Bank reserves the right) (Time is the essence of the contract. Due to delay in delivering services, Bank reserves the right to cancel the Contract) vi) Date Chart: Date of issue of Tender : 25.09.2014 Last Date of submission : 17.10.2014 by 3 PM Opening of Technical Bids: 17.10.2014 at 3:30 PM Opening of Commercial Bids: After Technical Evaluation Confidential Page 3 of 11
2. Eligibility Criteria: Vendors who fulfill the eligibility criteria as detailed below only can apply along with supporting documents/self Certified letter. i) Firm / Vendor should be a Company registered under Companies Act, partnership firm or sole proprietorship firm (Certificate/ MoA to be attached) ii) Firms/vendors should have their own Offices/Branches / Support setup within Delhi/NCR. iii) Valid ISO 9001:2000 Certification. iv) Vendor should have at least one order of AMC of Rs. 20 Lacs in the last three years. v) Strong support of technical staff with service network with the ability to resolve call within 4-6 Hours. vi) AMC Support through franchisee will not be accepted. vii) Vendor should be in AMC Business for at least 5 Years. viii) Minimum Turn over from AMC Business alone Rs 1 Crore per year for the last Three Years. ix) The vendors have minimum Three years' experience in the maintenance of computer systems and relative field with Large Nationalised Banks / Financial Institutions/Public Sector Units. Vendor should be providing Service Support to at least -3- Banks. x) The Firm has not incurred losses during the last 3 financial years. xi) Call Logging System: The vendor must have a web based/ telephonic call logging system for service complaints. Calls from call Center to be allotted to service engineers within 2 Hours. xii) Scope of work: Vendor has to provide following Services broadly: 1. Maintenance and other support Services. 2. OS Level Support 3. Antivirus loading / updating 4. Shifting / Substituting Equipments 5. Resident Engineer: Two Resident Engineers for AMC Support and for Network related issues diagnosis and support to be provided at Bank of Baroda Zonal Confidential Page 4 of 11
Office for support PCs, Servers & Printers in Branches / Offices in BOB Building. IMPORTANT: The Engineers deputed for installations / support shall have the expertise to install and configure, Servers, Storage, etc. As the branches / Office are serving Customers directly, any delay due to lack of expertise, late delivery shall be viewed seriously. Further it should be ensured that all the terms and conditions are fulfilled and repairs and replacements are made available at the shortest possible time. There should be atleast one Engineer in the Company posted at Delhi NCR Office who should be capable of Installation of Unix, Novell, Windows 2000+ in Server. 3. Firms/Vendors, which meet the above requirements and are interested in providing such services to Bank of Baroda may submit responses to the RFP which should include the following information: i) Profile of the firm/company/vendors and Compliances (Annexure-A). ii) List of major contracts undertaken during the last three years including the contracts on and flagged as Annexure-B. iii) Copies of the past three years audited balance sheets of the firm, and auditor reports and any other relevant documents clearly establishing the volume of AMCs undertaken. iv) List of registered offices and branch offices, with addresses, telephone numbers, names of key support staff. (Escalation Matrix) vi) List of all service/support staff, across the state and their district-wise distribution, with contact information. vii) Testimonials and details of similar empanelment relationships with major corporate, especially those in the financial sector flagged as Annexure-F. 4. Submission of Tender: The Tender documents should be submitted in duplicate i.e. in Two Sets (Set 1 Marked as Original Set and Set 2 Marked as Duplicate Set) Each Set should contain one copy of Technical Tender and one copy of Commercial Bid (to be kept in separate sealed envelopes) super scribing as under: Technical proposal for the selection of Vendor for AMC Services in Delhi NCR Commercial proposal for the selection of Vendor for AMC Services in Delhi NCR Confidential Page 5 of 11
DD / Banker s cheque for EMD of Rs. 50000 must be put in a separate envelope super scribing EMD for proposal for the selection of Vendor for AMC Services in Delhi NCR Each set containing Technical and commercial bid in separate sealed covers should be put in a third sealed cover which should be superscribed as RFP for Selection of Vendor for Maintenance of Computer Systems under Annual Maintenance Contracts for Delhi and NCR Area along with a covering letter stating the details, and addressed to The General Manager, Bank of Baroda, Northern Zone to be submitted at 6th Floor, IT Department, Zonal Office, 16, Parliament Street, New Delhi 110001. 5. RFP Process: This RFP is opened to all vendors with a minimum eligibility criteria and a designated due date of response. a) The vendors may request BOB for clarification of any point of the RFP document on or before 10/10/2014. To assist in the scrutiny, evaluation and comparison of offers, BOB may, at its discretion, ask any of Vendors for clarifications to their offer. The vendor in all such cases must seek clarification in writing by Fax/ Post/ Electronic Mail in the same serial order of that of the RFP by mentioning the relevant reference/section number and page number in the RFP. b) All the Clarifications given by BOB shall become part and parcel of the RFP and vendors should give their responses duly taking into consideration the clarification given by BOB. c) BOB may modify the RFP by issuing corrigenda for any reason at any time prior to the final date of submission of RFP by means of website only and not through advertisement. d) BOB reserves the right to alter the requirements specified in the RFP for any reasons prior to the last date of submission of RFP. BOB also reserves the right to delete one or more items from the list of items specified duly informing all Vendors about such changes. 6. The committee will evaluate all the proposals of the vendors received by BOB within the RFP submission due date based on the minimum eligibility criteria, response of the vendors to the RFP who Confidential Page 6 of 11
prima-facie match up to the Bank s requirements and short-list the vendors. The selection of the vendors will be determined on the basis of various parameters which will be internally evaluated by the Evaluation Committee. 7. Incomplete forms will not be entertained. 8. Short-listed firms may be required to make detailed presentations to the Bank s internal evaluation Committee. The Committee may visit the offices of the firms as part of the Selection process, if considered necessary. Information relating to opening of Commercial Bids will be conveyed directly to the vendors through email who qualify in Technical Evaluation. No further correspondence will be entertained with those vendors who do not meet the Bank s requirements. 9. The Bank reserves the right to accept / reject any application, or cancel the whole process, without assigning any reason thereof. 10. Confidentiality and Non-disclosure a) The Vendor agrees to receive in confidence all Confidential Information and agrees not to reveal the same to any other person under any circumstances, except to the extent provided for in this Agreement. The Recipient shall also ensure that the Confidential Information is not used for any of its business or other purposes or such purposes of any other person. b) The vendor shall also procure from their respective employees, officers and agents to whom Confidential Information is revealed, a similar obligation of Confidentiality in the form of a Non-Disclosure Agreement, which is reasonably acceptable to BOB. A breach by the respective employees of the Recipient of the terms of the Non- Disclosure Agreement shall be considered as a breach by such party of its obligations to the Disclosure. 11. Jurisdiction: All disputes and controversies between BOB and Vendor shall be subject to the exclusive jurisdiction of the Courts in Delhi and the parties agree to submit themselves to the jurisdiction of such court. This Project agreement shall be governed by the laws of India. Confidential Page 7 of 11
12. Termination: BOB reserves the right to abandon the current tender process or cancel and go in for a fresh tender at any point of time without assigning any reason whatsoever. 13. Hardware / Inventory Assessment: The selected vendor will be required to do an inventory assessment at all offices / Branches of Delhi /NCR and submit a vetted copy of the same to the Branch/ Office with a copy to respective Regional Office to ease the payment process. 14. Tagging of Hardware: All inventory should be tagged by the selected vendor 15. Billing: The bills should be generated branch wise and the payments for the same will be released by Branch as per their Discretionary power. 16. The Tender is available on our website http://www.bankofbaroda.com/tenders.asp 17. All the RFP related questions, clarifications and responses must be addressed to: AGM (HRM & IT) Zonal Office Bank of Baroda 6th Floor, BOB Bldg. 16, Parliament Street New Delhi 110001 Email: it.nz@bankofbaroda.com. Contact No. 011-23441640/41/27 Confidential Page 8 of 11
Technical Bid Annexure A BANK OF BARODA, IT DEPARTMENT, ZONAL OFFICE, NEW DELHI RFP FOR MAINTAINANCE OF COMPUTER SYSTEMS UNDER ANNUAL MAINTENANCE, CONTRACTS 2014-15 PRE QUALIFICATION : VENDORS PROFILE 1. Name of Firm /Company : 2. Address (Head Office) : 3. Address of office for which AMC contract refers : 4. Phone Number (s) : 5. FAX Number(s) : 6. Mobile Phone(s) : 7. Constitution of the Firm : 8. Year of Establishment : 9. Name of the Proprietor or Names of Partners/ Directors/Associates 10. Net Profit / Loss per year (Audited Balance Sheet and Profit & Loss A/c for the last 3 years ) Financial Year 1. 2011-12 Rs 2. 2012-13 Rs 3. 2013-14* Rs a) b) c) : Please attach copies of IT Return and Audited Balance Sheet for the last 3 years Net Profit /Loss (Rs in Lacs) 11. Details and value of major AMCs taken up during the last 3 yrs with BOB (details are to be given in the enclosed formats) 12. List of other major customers (Experience/Service Certificates to the effort from the customers are to be enclosed) 13. PAN Number (for TDS) a) b) c) 14. APGST/CST/TIN/SERVICE-TAX Numbers 15. Any other information with relevant documents a) b) c) Place: Signature of the Applicant Date: Seal *(Self certified copies of Financial Statements for the financial year ended 31.03.2014, if yet to be audited ) Confidential Page 9 of 11
Confidential Page 10 of 11
Financial Bid Annexure - C SL. No. Name of Item Quantity AMC Rate per Unit per year 1 High Speed Printer (HQ 2600, 49 HQ-2000,T-2250) (with Printer head) 2 Line Printer 28 3 Dot Matrix Printer 168 Quantity X AMC rate per unit per year 4 Passbook printer 76 5 Personal Computer 535 6 Anti Virus 290 7 Laser Printer(With Teflon Sheet and Paper Pickup roller 357 8 Scanner 53 9 Laptops 02 The Quantity mentioned above is tentative and may vary. i) Service Tax Extra as per prevailing rate. ii) TDS to be deducted as applicable. iii) Payment to be released by respective branches / offices on Half Yearly basis. iv) Hardware item which is under warranty from any vendor may be given AMC after expiry of warranty. v) AMC rate includes cost of services of Resident Engineers. vi) AMC rate includes travelling, lodging & boarding of employees of Vendor vii) Preventive Maintenance to be carried out once in a quarter. viii) AMC will be Comprehensive. Note: Technical / Financial and EMD should be in separate sealed envelopes. Technical Bid should contain Annexure A, Annexure B and other documents mentioned in RFP in Point No: 2 & 3. Technical Bid should also contain Letter of Compliance of terms and conditions of RFP (Duly signed / stamped) on Firms / Company s letter head. All pages should be numbered. Financial Bid should contain Annexure C Only. Rate to be quoted for all the items. L1 vendor will be decided on the total price of all the items. EMD of the selected vendor will be refunded one month after expiry of AMC contract. For other vendors / Firms AMC will be refunded within one month after awarding AMC. Confidential Page 11 of 11