TENDER NOTICE FOR ANNUAL MAINTENANCE CONTRACT FOR DESKTOP PC & PERIPHERALS

Transcription

1 TENDER NOTICE FOR ANNUAL MAINTENANCE CONTRACT FOR DESKTOP PC & PERIPHERALS AT BRANCHES UNDER GUWAHATI REGION REF NO RCC/GUW/AMC/17-18 Union Bank of India Regional Office, G. N. B. Road, Chandmari Guwahati Page 1 of 23

2 TENDER FOR ANNUAL MAINTENANCE CONTRACT FOR DESKTOP PC & PERIPHERALS AT VARIOUS BRANCHES UNDER GUWAHATI REGION (YEAR ) Union Bank of India, Guwahati Regional Office, invites sealed offers in two bid system from empanelled vendors for Annual Maintenance Contract for Desktop PC & Peripherals and having their own Offices in Guwahati and major places of North- Eastern States. For complete details, formats and terms & conditions of tender please log on to Bank s website Tender Form can also be collected from Union Bank of India, Regional Office, G.N.B. Road, Chandmari, Guwahati Date of commencement of issue of Tender Forms : 31/05/2017 Last date for submission of Tender Forms : 15/06/2017 Opening of Tender Forms (Technical Offer) : 15/06/2017 Offers from vendors not having their own offices in the State of Assam, (for the state of Assam) adjoining North-eastern States will not be considered. The Bank reserves the right to reject any/all applications without assigning any reason whatsoever. Page 2 of 23

3 SCOPE OF WORK The Objective of this RFP is to enter into rate contract with one or more bidders for maintenance of computer hardware items listed in this RFP. The Annual Maintenance Contract Period for this RFP will be of from to ) with the following scope of work. 1. The scope of work covers comprehensive on-site maintenance of Desktops, Printers (Line Printer, Dot Matrix, High speed DMP, Passbook and Laser printers) and Scanners etc. mentioned in annexure VII of RFP. 2. The replacement of all the spares (excluding printer heads, consumable items like printer ribbons and toner cartridges only) is included under the AMC. The replacement of defective spares with genuine spares of same configuration should be done without any extra cost. 3. The vendor shall maintain adequate spare machine and other spares at the site to facilitate any temporary replacement. 4. The scope of work also includes software issue like Operating system (Windows), reinstallation of OS, Antivirus, software patches, configuration of machine as if required taking Data Backup before formatting the machines, configuring printers, Scanners, Biometric devices, bringing PC to Bank domain after reinstallation of PC, installation/configuration of all software s provided by Bank like Antivirus, software patches, MS office, Acrobat, Java patches, Electronic cheque clearing system(eccs), client configuration and Browser/ Finacle configuration in client machine etc. 5. The scope of work covers provision of technical staff in the Regional Office, Guwahati from 10:00 to 18:00 hrs on all working days and if required, on Saturdays and Sundays and also after 18:00 hrs on working days. One technically qualified service engineer with an experience of not less than 3 years in computer hardware as well as software maintenance will be at the disposal of Regional office. The engineer will remain seat in Regional Office. The engineer will provide online support for immediate solution and liaisons with field engineers deputed for branches. 6. The vendor should ensure that the equipment reported down (including due to OS related problems) on any working day is set right within 48 hours of reporting the complaint and in no case, later than three working days. In case, the hardware cannot be repaired within the stipulated period, the vendor should provide stand-by of the same till the hardware is returned duly repaired 7. The Bidder shall maintain the equipment s as per the manufacture s guidelines and shall use standard and genuine components for replacements. Page 3 of 23

4 8. The timely updating of machine serial numbers will be responsibility of the vendor. 9. Complaint can be registered either telephonically or by by respective branch/office and proper record of the complaints to be maintained by the AMC Vendor. 10. The engineers deployed for branches will get signed branch-visit report from Branch Head/Officers and submit one copy to branch. All the copies of branch-visit reports in a month to be submitted to Regional computer cell (in Regional office) within 5 days of next month. 11. A logbook shall be maintained in which the vendor shall record all the complaints made and parts taken out of branches/office for repair. The vendor shall submit copy of consolidated complaint reports furnishing the details of branch-wise breakdown calls lodged/attended and its status on monthly basis to Regional computer Cell, Guwahati. The Non-submission of branch-visit reports, consolidated complaint reports within 3 days of month-end to our office will attract penalty of ` 100/- per day. All the complaints received shall be attended by them in following manner. a. Minor faults immediately with telephonic support. b. Major faults which require visit to branch within 48 hrs. c. The firm shall be responsible for taking backup data and programme available on PCs before formatting the system and shall be also responsible for reloading the same. The backup copies are to be returned to the users, under Acknowledgement. d. Repair and servicing of equipment shall be carried out at customer sites, in case the equipment is required to be transported to the firm's/manufacture's service workshop for repairs, the same shall be undertaken at the risk and cost of the firm. e. The replacement of components shall be as per manufactures instructions and as per the decision of Regional computer cell, Guwahati. No hardware items or parts will be taken out for repair without prior written approval of Regional computer cell, Guwahati. 12. The AMC co-ordinators of company must ensure their presence during monthly meeting with Regional computer cell to share progress on pending issues of branches in order to make maintenance more effective ensuring best services to the branches. 13. The AMC Vendor should have the required drivers for maintaining the PCs and peripherals and for configuring them. The rates quoted should also cover the maintenance of operating system, software installation provided by Bank, installation of patches, configuration of applications (clients) etc. Page 4 of 23

5 14. The contract shall be on comprehensive basis, inclusive of repairs and replacement of spare without any extra payments. The AMC Vendor shall carry out preventive maintenance (PM) on quarterly basis and shall plan, as per schedule of quantities, such that maintenance is carried out in each equipment at least once in three months. A separate logbook should be maintained to record the preventive maintenance carried out on each equipment. The AMC Vendor has to submit the preventive maintenance report along with satisfactory service letter from branches to Regional Computer Cell, Guwahati on quarterly basis for the release of AMC payment. 15. The schedule of preventive maintenance shall be as follows:- a. To ensure computer hardware and peripherals are working properly in branch and no call pending in branch. b. Checking of power supply source for proper grounding and safety of equipment. c. Ensuring that the covers, screws, switches etc. are firmly fastened in respect of each equipment. d. Shifting of equipment as and when required in office/branches. The sufficient free disk space is available in systems. Temporary file and cookies are deleted from systems. 16. The vendor shall make AMC services available on all days as and when requested by the Bank. 17. The scope of work will also include the provision of engineer for reinstallation of computer hardware in case of shifting of branch premises or others. 18. It shall be the responsibility of the AMC Vendor to make all the computers and peripherals work satisfactorily throughout the contract period and to hand over the systems in working condition to the Branch/office after expiry of the contract. In case any damage is found, the AMC Vendor is liable to rectify in even after the contract. LOCATION COVERED The Branches of Guwahati Region is presently located in the states of Assam, Arunachal Pradesh, Meghalaya, Manipur, Mizoram, Nagaland and Tripura. The vendor has to submit the Contact Details, Qualification and experience of the engineers available in these states. Page 5 of 23

6 BIDDING DOCUMENT The Bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder s risk and may result in the rejection of its bid. COST OF BIDDING The Bidder shall bear all the costs associated with the preparation and submission of its bid and Union Bank of India (hereinafter referred to as the Purchaser) will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. RFP Document Fee The RFP document can be downloaded from the Bank's website and will be available at the Union Bank of India, Regional office, Guwahati. Non-refundable RFP document fee `1, (One thousand only) will have to be submitted in the form of separate demand draft in favor of Union Bank of India, payable at Guwahati. The application will be rejected without fee of ` 1,000/-. AMENDMENT OF BIDDING DOCUMENTS At any time prior to the deadline for submission of bids, the bank may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Bidding documents by amendments. Amendments, if any will be notified through Bank s web site to all prospective Bidders, which have received the Bidding documents and will be binding on them. In order to provide, prospective Bidders, reasonable time to take the amendment into account in preparing their bid, the Purchaser may, at its discretion, extend the dead line for submission of bids. TERMS OF EXECUTION All the hardware assets are in working conditions and in use in branches. The vendor shall provide service support as and when required during the AMC period without any extra cost to Bank. Escalation matrix and name of persons coordinating AMC jobs to be submitted to Regional computer cell immediately after AMC is awarded Page 6 of 23

7 BIDDING PROCESS 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 - AMC of Desktop, Printers and Scanners and COMMERCIAL BID - AMC of Desktop, Printers and Scanners as the case may be. The tender offer should be submitted, in one sealed envelope super-scribed Tender for AMC of Desktop, Printers and Scanners, which in turn should contain two sealed covers super scribed as Technical bid and Commercial bid as mentioned above. TECHNICAL BID will contain the Bidders information in the format as given in this document. TECHNICAL BID will NOT contain any pricing or commercial information at all. In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders satisfying the technical requirements as determined by the Bank and accepting the terms and conditions of this document shall be short-listed for commercial evaluation. Under the second stage, the COMMERCIAL BID of only those bidders, whose technical bids are qualified, will be opened. The commercial Bid should give all relevant information as per Annexure-VII. The bid shall be typed in English or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. All pages of the bid except unamended printed literature shall be initialled by the person or persons signing the Bid. The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialled by the person or persons singing the bid. The bidder should quote AMC amount for each item and every item as per format of commercial bid. Any quotation found to contain incomplete information is liable to be rejected. A) Technical Bids: EVALUATION CRITERIA 1. The Technical offer (TO) should be complete in all respects and contain all information asked for in this document. However TO should confirm that all required rates have been quoted in Commercial Offer (CO), without showing the actual amounts in the TO. 2. The TO must be submitted in an organized and structured manner. No brochures/leaflets etc. should be submitted in loose form. 3. The TO should comprise of followings: Page 7 of 23

8 a. Pre-qualification criteria- Annexure-I. b. Acceptance of Terms and Conditions as per Annexure-II. c. Letter of undertaking as per Annexure-III. d. Applicant Profile as per Annexure - IV. e. Bidders Information as per Annexure V. f. Details of service support centre as per Annexure VI. g. Replica of commercial bids without indicating the prices given in Annexure-VII. h. Photocopies of relevant documents/certificates as proof in support of various information submitted in aforesaid annexure and other claims made by the bidder. (To be filed separately in a separate file) i. An undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs. j. The separate demand drafts for document fee and bid security should be enclosed. Note: All the Annexure I, II, III, IV, V, VI and VII should be submitted duly signed with seal of the company. (All these documents to be filed in one file). 4. Bank reserves the right to reject an offer under any of the following circumstances: a. Offer is incomplete and/or not accompanied by all stipulated documents. b. Offer is not in conformity with the terms and conditions stipulated in this Document. c. Any miss-representation/false information will entail rejection of the offer. d. Bids submitted without Document/EMD fee. e. Unpriced Commercial Offer is not submitted along with Technical Offer. f. Unpriced Commercial Offer format differs from actual Commercial Offer format. B) Commercial Bids: a) Commercial bids of only technically qualified short listed bidders will be opened. b) Bank s evaluation of the commercial bids will take into account the status of compliance of terms and conditions. c) The maintenance charges including all costs for each item need to be quoted as per Annexure-VII format, in case charges not quoted for any item, the bid will be rejected. d) The charges quoted for items should include the cost of comprehensive AMCs and resident/field engineers. Page 8 of 23

9 C) 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 contract will be awarded to the lowest bidder. The lowest bidder will be considered on the basis of consolidated AMC price of all items. Failure or refusal to offer the services/goods by the successful bidder at the price committed shall result in forfeit of security 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 without assigning any reason whatsoever. Similarly, it reserves the right not to include any vendor in the final short-list without assigning any reason whatsoever. Validity Period: The offer should remain valid minimum for two years from date of order. Opening Offers: Technical Offers will be opened as per date / time mentioned above. The representative of the bidder can be present for the opening of the Technical Offers. No separate intimation will be given in this regard to the vendors, for deputing their representative. No commitment to accept any tender: The Bank shall be under no obligation to accept any other offer received in response to this tender and shall be entitled to reject any or all offers without assigning any reason whatsoever. Late Bids: Any bid received by the purchaser after the deadline for submission of bid prescribed by the purchaser will be rejected and/or returned unopened to the Bidder, if bidder desire so. 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. The document determined as not substantially responsive will be rejected by the purchaser and may not be responsive by the vendor for correction of non- Page 9 of 23

10 conformity. The purchaser may waive any minor informality or 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. CONTACTING THE PURCHASER Any effort by bidder to influence the purchaser in the purchaser s bid evaluation, bid comparison or contract award decision may result in the rejection of the Bidders bid. PURCHASER S RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS The purchaser reserves the right to accept or reject any bid and annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground for the purchaser s action. USE OF CONTRACT DOCUMENTS AND INFORMATION The vendor shall not, without the purchaser s prior written consent, make use of any document or information provided by purchaser in Bid document or otherwise except for purposes of performing contract. PAYMENT TERMS 1. Maintenance charges after deducting penalty will be paid quarterly at the end of Quarter. 2. No advance payment will be released against the service order. 3. The vendor shall draw invoices for payment of quarterly maintenance charges at Regional Office, Guwahati. 4. Maintenance charges payable by Bank are inclusive of all duties, taxes etc. PERIOD OF CONTRACT The contract will be valid for two years from the effective date of contract. Please note that Contract can be cancelled unilaterally by the customer in case services are not received as per quality and standard specified in the RFP and contract within the contracted period. The contract shall initially be for a period of two years, extendable upto 3 rd year without change in AMC rates on the basis of performance of last year at the discretion of Bank. If the vendor desires or not desire to renew the existing contract, he shall express his desire by giving three months prior notice before expiry of contract. Page 10 of 23

11 EFFECTIVE DATE OF CONTRACT The vendor shall be required to submit and sign an Agreement as per Annexure-IX on stamp paper of requisite amount. The contract shall come into effect on the date of signatures of both the parties on the contract (Effective Date) and shall remain valid until completion of the obligations of the parties under the contract. The deliveries, supplies and performance of the services shall commence from the effective date of the contract. 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. TRANSFER AND SUB-LETTING The firm/bidder has no right to give, bargain, sell, assign or sublet or otherwise dispose of the contract or any part thereof, as well as to give or to let a third party take benefit or advance of the present Contract or any part thereof. TERMINATION OF CONTRACT The vendor may terminate the contract by giving three months notice in writing. The bank may terminate the contract by giving one month notice. The bank shall have the right to terminate this Contract in part or in full in any of the following cases. o The maintenance service has to be start by the successful bidder (vendor) in accordance with time schedule specified by the bank. Any delay in performing the obligation by the vendor will result in imposition of liquidated damage and/or terminating the rate contract. o The delivery of the services is delayed for more than 3 days after the scheduled date of signing of contract. o The contractor is declared bankrupt or becomes insolvent. o If the services are not found satisfactory as per RFP/contract. o The customer has noticed that contractor has sub-let and transfer the contract or taking services of third party for completion of contract. o In case any hardware parts are replaced with hardware of lower configuration, the bank can terminate the contract. ORDER CANCELLATION If the vendor fails to deliver services within the stipulated time schedule or the extended date communicated by the Bank, it will be a breach of contract. The Bank reserves its right to cancel the order in the event of breach of contract. Page 11 of 23

12 SUBMISSION OF BIDS The bid should be submitted in sealed cover addressed to purchaser at the following address:- Regional Head,, GNB Road, Chandmari, Guwahati-3 DEADLINE FOR SUBMISSION OF BIDS Bid must be received by the Purchaser at the address specified in Bid Document not later than the specified date and time as specified in Bid Document. In event of the specified date for submission of bids being declared a holiday for the Purchaser, the bids will be received up to appointed time on next working day. The purchaser may, at its discretion, extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of the purchaser and bidders previously subject to the deadline will thereafter by subject to the deadline as extended. UNDERTAKING BY VENDOR The successful bidder must give an undertaking that all components to be used for parts replacement will be original and not re-furbished. This must be submitted along with the Invoices. PENALTY FOR LACK OF SERVICE SUPPORT Bank expects proper service support during contract period. The Hardware should be set right within 24 hours of reporting the complaint. In case the machine is down for more than 3 working days and no substitute is provided by the vendor. The penalty per day may be charged as under. Hardware reason: The maximum penalty due to hardware fault ` 1,500/- per case. S. No. Hardware Items Penalty Amount in ` 1 Desktop Passbook Printer Printer-DMP Printer High speed DMP Scanner Laser Printer Other devices Page 12 of 23

13 The penalty may be recovered from the amount payable to the vendor by the Bank. The vendor can provide substitute/standby equipment for a maximum of 15 days. In case vendor could not repair/replace the hardware items within 15 days, the bank can get it repair from outside agency and cost of repair will be recovered from AMC payment. RIGHT TO ALTER QUANTITIES The Bank reserves the right to alter the hardware quantities mentioned in offer. The bank also reserve the right to add or delete one or more item from the list of items specified in offer. The Bank also reserves right to add or delete the name of any branch. The Branches where hardware is currently under warranty period may be later on added under on-going AMC at the same price, terms and conditions, after expiry of warranty period of such branches. Similarly, branches where in old hardware is replaced with new hardware will be deleted from AMC purview. GOVERNING LAW AND DISPUTES 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. Any appeal will be subject to the exclusive jurisdiction of the courts at Guwahati. 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, as the case may be, is obtained. The venue of the arbitration shall be Guwahati. Page 13 of 23

14 ANNEXURE I - PRE QUALIFICATION CRITERIA The minimum qualification criteria for the bidders are as under: Pre-Qualification Criteria 1. The bidder should be a company with ISO certification incorporated in India having an annual turnover of Rs. 30 Lac in last three financial years as per the audited balance sheet available at the time of submission of tender. This must be individual company turnover and not that of any group of companies. 2. The company/firm should have made operating profits in at least two financial years out of last three financial years. 3. Bidder should be in maintenance of computers and peripherals for last 5 years with at least two Public sector Banks/PSU. Applicant/Firm must provide customer satisfaction letter from at least two Public sector Banks/PSU while submitting the Technical bid. 4. The bidder should have minimum 3 service/support centres/staff across the mentioned area for maintenance of offered hardware and Software. 5. The bidder should have not been black listed by any of Government Authority or Public Sector Undertaking (PSUs). 6. Bidders, who have not satisfactorily completed any of the earlier contracts with Union Bank of India, will not be eligible for participation in this tender 7. Bidder should have Repair Centre at Guwahati duly equipped with adequate technical staff and equipment for repair work. 8. Bidder should have sufficient skilled manpower with experience not less than 2 years. Compli ance Detail of proof Attached - Copy of incorporation certificate. Copy of Audited balance sheets. - Copy of ISO certification. - Copy of Audited balance sheet and Profit & Loss A/c for last 3 consecutive years. - Certificate from the customers clearly stating that they are satisfied with the services and duration of service from and to date. Details of service/ Support network in states of North-East (addresses, name of contact persons, phone numbers, etc.) must be furnished as part of bid. The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender. -Submit undertaking on letter head. Submit undertaking on letter head or any other proof. PF/ESI no. has to be provided. 9. The firm should have applicable tax registration. Under taking of same have to be submitted. Page 14 of 23

15 ANNEXURE II - ACCEPTANCE OF TERMS AND CONDITIONS To Regional Head, Union Bank of India Regional Office, Guwahati GNB Road, Chandmari, Guwahati - 3 (Letter to the bank on the Vendor s letterhead) Dear Sir, Sub: RFP for AMC of Desktop, Printers and Scanners With reference to the RFP RCC/GUW/AMC/17-18 dated , having examined and understood the instructions, scope of work, terms and conditions forming part of the RFP, we hereby enclose our offer for AMC detailed in your above referred RFP. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFP and all required information/annexure. We hereby undertake that the parts to be replaced during AMC period will be brand new and legally obtained. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has right to reject the offer in full or in part without assigning any reasons whatsoever. 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 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 to be responsible for the due performance of the contract. We enclose Demand Draft/ pay order for ` 50,000 (Fifty Thousand Only) favoring Union Bank of India and payable at Guwahati, toward bid security, details of the same is as under: No.: Date: Name of Issuing Bank: Yours faithfully, Authorized Signatories (Name & Designation, seal of the firm) Date: Page 15 of 23

16 Annexure III - Letter of Undertaking on Company Letter head To Regional Head Union Bank of India Regional Office, Guwahati Reg.: AMC of Desktop, Printers and Scanners We submit our Bid Document herewith. We understand that you are not bound to accept 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 will submit the bank guarantee in favor of Union Bank of India, of amount equal to 10% value of AMC amount in the form prescribed by the Bank. We undertake that we don t have any franchise arrangement for the services and will provide direct company service support to branches under AMC. Vendor means the bidder who is decided and declared so after examination of bids. We undertake that we have not been black listed by any of the Govt. Authority or PSUs as on date of submission of the tender. Yours faithfully, Date: Signature Seal of company/firm Name Page 16 of 23

17 ANNEXURE IV - BASIC INFORMATION (Applicant s profile) 1 Name of Applicant/firm/company Incorporation status of firm (Public limited/ private 2 limited, etc.) 3 Whether Registered with registrar of companies. Year of Establishment & Details of Registration (attach Documentary Proof) 4 Whether in technical collaboration with foreign company? If so give details 5 Number of years experience in AMC Business Address of: i) Head Office: ii) Local office in Guwahati Telephone number 8 Fax number 9 Address 10 Website address of the Company /firm Key person (s) with contact details a) Head Office / registered Office Authorized Official with Name, Designation, Contact Phone No/Mobile No / FAX No. etc for RFP 13 PAN Number 14 Service Tax Registration Number 15 Whether blacklisted by Government Authority, Public Sector 16 No. of Employees in company/firm (Wherever applicable submit documentary evidence to facilitate verification) We hereby declare that the information submitted above is true to the best of our knowledge. We understand that in case any discrepancy is found in the information submitted by us our offer is liable to be rejected. Signature of the Authorized Signatory with Date & seal Page 17 of 23

18 ANNEXURE V - BIDDERS INFORMATION Name Constitution Address Names & Addresses of the Partners if applicable Contact Person(s) Telephone, Fax Number of years of experience in AMC business Please give brief financial particulars of your firm for the last 3 years along with the volume of business handled, in case financial of not available you can provide financial of (The information will be kept confidential) Year Net Profit Total Turnover Revenue earned AMC business Is company ISO Certified? If yes, provide information along with true copy of certificate. Date: Signature Seal of company/firm Name Page 18 of 23

19 Annexure VI - Details of Service / Support centre and Technical staff (A) Detail of service/support centre directly owned by the company/firm in our area S. No. Area Address of service centre Name and contact details of Centre head (B) Detail of technical staff/engineers deputed on each centre. S. No. Service Centre Engineer Name No. of years experience with Firm Mobile no. Note: In case any discrepancy found in the above mentioned information is liable to rejection of offer. Date: Signature Seal of company/firm Name Page 19 of 23

20 ANNEXURE VII - Commercial bids The Annual maintenance charges for all items will be as under. S. No. Items Cost per item in Rs. (Approx) No of Items (Indicative only) 1 DESKTOP 30, High speed Dot Matrix Printer 42, Dot Matrix Printer 10, Passbook Printer 18, Laser Printer 7, Scanners (Flat Bed) 4, ADF Scanners 15, Line Printers 1,30, AMC Rate per item in Rs. (including Taxes) Total Amount C = A * B TCO (Total Cost of Ownership) - Grand Total ( ) AMC rate quoted above should include all charges and taxes. Unit AMC price of all items as well as TCO must be quoted in WORDS AND FIGURES. In case of any discrepancy, unit price quoted in words will be considered for computation of TCO. Cost comparison will be on the basis of Total Cost of Ownership calculated for all above mentioned items. L-1 bidder will be decided on the basis of Grand Total (TCO value) of all items in above table. The quantities mentioned above are estimated and not actual quantity. There may be variation in quantity. Before start of the contract, physical asset verification to be conducted by the vendor at their own cost. Price inclusive of all taxes to be paid as per Govt. guidelines. Date: Seal of company/firm Signature Name Page 20 of 23

21 ANNEXURE VIII- FORMAT OF BANK GUARANTEE To, Union Bank of India, In consideration of your placing an order for maintenance of certain computer hardware on M/s (hereinafter called the Vendor) as per the maintenance contract entered into by the vendor vide maintenance contract No dt (hereinafter called the said contract), We, (name and address of the Bank and the branch) do hereby irrevocably and unconditionally guarantee the due performance of the vendor as to the maintenance of the computer hardware and systems as per the said contract entered into by the vendor with you. If the said vendor fails to maintain the system or any part thereof as per the contract and on or before the schedule dates mentioned therein, we Bank do hereby unconditionally and irrevocably agree to pay the amounts due and payable under this guarantee without demur and merely on demand in writing from you, stating that the amount claimed is due by way of failure on the part of the vendor or loss or damage caused suffered to / or would be caused to / suffered by you for reason of any breach by the said vendor of any of the terms and conditions of the said contract or by reason of vendor's failure to perform the said contract, in part or in full. Any such demand made on us shall be conclusive as regards the amount due and payable under this guarantee. However our liability under this guarantee shall be restricted to an amount not exceeding Rs (Rupees only). You are entitled to invoke this guarantee either in full or in parts subject to the maximum limit of Rs within the validity period of this guarantee. We Bank further agree that this guarantee herein contained shall remain in force and effect during the period that would be taken for the performance of the said contract and that it shall continue to be enforceable till all your dues under or by virtue of the said contract have been fully settled and discharged. This guarantee shall continue to be valid till you certify that the vendor has fully performed all the terms and conditions of the said contract and accordingly discharge this guarantee. Unless a claim or demand is made on us in writing under this guarantee on or before , we shall be discharged from all our obligations under this guarantee. If you extend the schedule dates of performance under the said contract, as per the terms of the said contract, the vendor shall get the validity period of this guarantee extended suitably and we agree to extend the guarantee accordingly on your request. Failure on our part or the Vendor in this respect shall be treated as a breach committed by the vendor and accordingly the amount under this guarantee shall at once become payable on the date of receipt of demand made by you for payment or extension of the validity period. You will have fullest liberty without affecting this guarantee to postpone for any time or from time to time any of your rights or powers against the vendor and either to enforce or forebear to enforce any or all of the terms and conditions of the said contract. We shall not be released from our liability under this guarantee by the exercise of your liberty with reference to matters aforesaid or by reason of any time being given to the vendor or any other forbearance act or omission on your part or any indulgence by you to the vendor or by any variation or modification of the said contract or any other act, Page 21 of 23

22 matter or thing whatsoever which under the Law relating to sureties would but for the provisions hereof have the effect of so releasing us from our liability here under. In order to give full effect to the guarantee herein contained you shall be entitled to act as if we are your principal debtors in respect of all your claims against the vendor hereby guaranteed by us as aforesaid and we hereby expressly waive all our rights of surety-ship and Page 22 of 23

23 ANNEXURE IX- FORMAT OF AGREEMENT AGREEMENT (To be executed on ` 100 non-judicial stamp papers after award of contract) This agreement made on the day of 2017 between the UNION BANK OF INDIA a body corporate, constituted under the Banking Companies (Acquisition and transfer of Undertaking Act, 1970) having its head office at 239, Union Bank Bhavan, Vidhan Bhavan Marg, Mumbai and Regional Office at GNB Road Guwahati (hereinafter called "BANK") and M/s (name and address of vendor) (hereinafter called "Contractor or the vendor"). Whereas the BANK is desirous that Contractor/Vendor executes AMC - computers and Peripherals services as per tender document (hereinafter called the Services ) and the Bank has accepted the Bid by the Vendor for execution and completion of such services. NOW THIS AGGREEMENT WITNESSETH as follows: 1. This contract will be valid for period to for hardware mentioned in Annexure. 2. As on date of contract, the contract is valued for Rs. (In word Rs. ) including taxes applicable as on date of the contract which may vary in accordance with the addition/deletion of hardware for AMC, changes in rates & rules of Taxation without any variation in the AMC charges. 3. Further, the number of hardware items may be increased or decreased during the period of AMC which may be included or excluded from the list and the location of the equipment s may also be changed. The rate quoted will also be applicable for the items included or excluded during the AMC period. 4. Request for Proposal (RFP) dated, Technical and Commercial bids submitted by the vendor, AMC related order issued by bank, under which this agreement is signed shall be deemed to form and construed as part of this Agreement. Name & Address: In the presence of: Signature of the company Name & Address: For and on behalf of union Bank of India In presence of: Page 23 of 23