TENDER FOR INSTALLATION OF TEA/COFFEE VENDING MACHINES AND SUPPLY OF MATERIALS/CONSUMABLES AT CORPORATE OFFICE, GURGAON

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1 Services Deptt., Head Office, Gurgaon Services Dept., Head Office, Gurgaon TENDER FOR INSTALLATION OF TEA/COFFEE VENDING MACHINES AND SUPPLY OF MATERIALS/CONSUMABLES AT CORPORATE OFFICE, GURGAON APPLICATION FORM/ TENDER DOCUMENT (CONTAINING INSTRUCTIONS FOR APPLICANTS AND TERMS & CONDITIONS) Tender: Services/coffee/01 Date: NOTICE INVITING TENDER Sealed tenders in two bid system (technical & financial) are invited from Delhi based bonafide, competent and experienced catering agencies of good repute, credentials, and sound financial standing for installation of Tea & Coffee vending machines and supply of materials at Oriental Bank of Commerce, Corporate Office, Gurgaon. Technical Requirements. (1) Only authorized distributer/franchise/supplier of some renowned brand names like Nestle,Hindustan Unilever, Cafe Coffee day, Tata Cafe,Georgia etc. in the business of Tea/Coffee vending machines and supply of materials with minimum experience of 3 years in the trade are permitted. (2) The vendor should have at least one technician to rectify any technical problem of the machines and get it repaired on urgent basis. (3) The vendor should have minimum 25 Tea/coffee vending machines at one or more location in the city. (4) The vendor must have handled at least two similar works of turnover of `10 lakh per annum each. (5) The vendor should have minimum average turnover of `50 lakhs for the last three years. (6) An EMD of `50000/- in form of demand draft in favour of Oriental Bank of Commerce payable at Delhi is to be submitted. The vendor should have to submit the following documents duly attested along with quotation: (1) Income Tax returns for last 3 years along with copy of PAN card. (2) Audited Balance Sheet for the last three years, (3) DVAT registration certificate. (4) A list of similar works executed including works in hand for the last three years including number of machines installed. (5) (6) Establishment registration number. Authorised distributer/franchisee certificate of any of the reputed brands.

2 The vendor should also have competence, infrastructure and expertise to provide the said service. The vendor should have adequate financial and technical competence and should be able to carry out the work. 1. The vendor shall submit his tender containing Technical Bid and Financial Bid containing Annexure I and Annexure II sealed in two separate envelopes clearly marked as TECHNICAL BID and FINANCIAL BID. The two envelopes shall be wrapped in an outer envelope addressed to the DGM (Services), ORIENTAL BANK OF COMMERCE, Corporate Office, Gurgaon duly super scribing on top the name of work. The envelope should also bear the name and address of the tenderer and the same to be submitted upto 3.00 pm on Tender fee, EMD by way of DD in favour of ORIENTAL BANK OF COMMERCE Ltd must be enclosed in the Technical Bid. The bids shall be submitted at following address: Deputy General Manager Oriental Bank of Commerce Services Department, Plot No.-5, Sector-32, Gurgaon The submissions received after the stipulated time and date shall not be entertained. 3. The Bank takes no responsibility for delay, loss or non-receipt of the tender document sent by post/courier. 4. The Bank reserves the right to reject any or all renderers without assigning any reason whatsoever. 5. The Bank also does not bind itself to accept the lowest rate. 6. Telex/FAX/ offers will not be accepted. Other Information: 1 Name of Bank Oriental Bank of Commerce 2 Address Corporate office, Plot No.5, Sector-32, Gurgaon Department Services 4 Contact Person/No Sh. A.K. Abrol , (M) Sh. R.K. Gupta , (M) Condition of machines 6 No. of days All working days The vending machines to installed should be in excellent condition both mechanically & visually 7 Payment Within 15 days on raising of bill/demand 8 Cost of tender document Draft (non refundable) for `2000/- favg. Oriental bank of Commerce Tender document received without draft will

3 not be entertained and liable to be rejected) 9 Security deposit The vendor will have to submit security deposit of `50000/-in form of Bank Guarantee in favour of bank for two years as security. 10 Right of Bank Bank reserves right to reject tender at any point of time without assigning any reason 11 Website Complete set of tender document can be down loaded from Bank website 12 Date of publication of advertisement 13 Pre bid meeting (Wednesday) at 3.00 pm at corporate Office, Gurgaon 14 Last date of submission of bids 15 Date of opening of technical bids upto 3.00 pm at 3.30 pm Deputy General Manager Oriental Bank of Commerce Services Department, Plot No.-5, Sector-32, Gurgaon

4 SCOPE OF WORK 1.1 The expected number of machines required at Corporate Office, Gurgaon shall be approx. 08 (eight) Tea/Coffee Vending Machine. The machine shall be the property of the Vendor which shall be taken back after expiry of the contract by the vendor. The Vendor shall also be responsible for upkeep and maintenance of the machine at his own risk and cost. As per the present consumption pattern, the no. of persons consuming tea/coffee would be around 720 consuming 3 cups daily on an average. 1.2 It should be ensured that all the machines are in good working condition and kept neat and clean. 1.3 The consumables required for tea/coffee should be supplied uninterruptedly in sufficient quantity. 2 MATERIALS 2.1 The vendor shall keep and provide enough stock of consumables to the bank as per demand and requirement. The vendor shall abide by the local Government laws relating to stocking of materials, consumables, machines for tea/coffee etc. and shall obtain the necessary licenses from the competent authority, wherever applicable. 3 MISCELLANEOUS 3.1 Vendor shall maintain the machines and keep them in clean and hygienic conditions.

5 4. PENALTIES 4.1 In the event of lack of cleanliness and hygienic conditions of the machines,non repair or non- rectification of failure beyond one day a penalty of `1000/- (Rupees One thousand only) per day may be imposed on the vendor. 5. TERMINATION OF CONTRACT 5.1 If it is found that the quality of items supplied by the vendor and /or the services rendered are unsatisfactory or that the vendor has violated any terms and conditions of the contract and agreement, then in that event, the bank will be entitled to terminate this contract, at any time without assigning any reasons whatsoever and without notice. 5.2 The bank is entitled to terminate this contract/agreement at any point of time by providing 30 (thirty) days prior written notice to vendor. In case service provided by the vendor are not up to the mark/found satisfactory the bank reserves right to terminate the agreement and forfeit security amount without entertaining any further correspondence in this regard. 6. GENERAL 6.1 Vendor shall work under the supervision of the Services Department and such other authorized officers of the bank as may be nominated from time to time. 6.2 Electricity and water to be provided by bank should not be wasted. 6.3 Bank reserves no responsibility for delay, loss or non-receipts of the tender document sent by post/courier. 6.4 Bank reserves the right to reject the quotation without assigning any reasons whatsoever. 6.5 Tenders shall be accompanied with EMD of the requisite amount and cost of tender document failing which the tender /Bid shall be rejected. 6.6 Telex / Fax offers shall not be accepted. DECLARATION: 1. I/We have read the instructions appended to the proforma and accept the same. I/We understand that if any false information is detected at a later date, I/We will be solely responsible for the consequences. 2. I/We agree that the decision of the bank in selection of vendors will be final and binding to me/us. 3. All the information furnished by me/us hereunder is correct to the best of my/our knowledge and belief. Signature of authorized person of co/prop/partner of co. Contact No.

6 TERMS & CONDITIONS OF CONTRACT 1.0 SERVICES TO BE RENDERED The Vendor shall install vending machines and provide the consumables of the contract specified brands for vending Tea/Coffee/soup to the authorised officials of Bank under valid receipt. 2.0 QUALITY OF RAW MATERIALS AND FINISHED PRODUCTS The materials should be of the reputed brand viz:- Nestle, Hindustan Unilever, Tata cafe, Cafe coffee Day, Georgia etc. as mentioned /specified in the tender document. The materials should have sufficient period for expiry date. 3.0 VENDOR S OBLIGATIONS The Vendor shall be responsible for the proper upkeep and maintenance of the machines under proper schedule to be inspected by authorised official from time to time. 4.0 VENDOR S LIABILITY TOWARDS INDEMNITY The Vendor shall also indemnify the Bank and every member, officer and employee of the Bank against all actions, proceedings, claims, cost and expenses whatsoever in respect of or arising out of any failure by the Vendor in the performance of his obligations under this contract. 5.0 BANK S ASSISTANCE The Bank shall provide following facilities free of charge to the Vendor for the sole purpose of operating vending machines. (i) (ii) (iii) (iv) Bottled Water Electricity. Fresh Milk Sugar 6.0 NON - WAIVER OF DEFAULTS Any failure by the bank at any time/ or from time to time to enforce or require the strict keeping and performance of any of the terms or conditions of this contract, or to exercise a right herein, shall not constitute a waiver of such terms, conditions or rights and shall not affect or impair the same, or the right of the bank at any time to avail itself of the same. 7.0 PERFORMANCE GUARANTEE The Vendor is required to deposit Performance Bank Guarantee for `50,000/- (` fifty thousand only) within 10 days from the date of issue of Letter of Acceptance (LOA.) The Performance Guarantee is to be submitted in the form of a Bank Guarantee issued from any Scheduled Bank from its branch in Delhi/Gurgaon. The Guarantee shall be valid for 24 months from the date of

7 commencement of the contract. 8.0 PAYMENTS OF THE VENDOR 8.1 Vendor can raise the bill after completion one month for payment. 8.2 The Bank shall not be responsible for any amount due from the vendor to any person(s) in respect of items supplied/ or otherwise nor shall it be responsible the Vendor on the said account. 9.0 PERIOD OF CONTRACT 9.1 The period of Contract shall be two years in the first instance from the date of taking position by the Vendor. Bank may foreclose the contract by giving 30 (thirty) days notice in writing. 9.2 The Vendor shall take position and start functioning as per Letter of Acceptance (LOA).The successful bidder shall submit the Performance Guarantee within ten days from the date of issue of the Letter of Acceptance (LOA). Also the successful tenderer shall arrange the necessary Non-judicial stamp papers of requisite value and attend the bank office to execute the agreement within thirty days of the date of receipt of the Letter of Acceptance duly acknowledged and signed by the successful tenderer. Upon executing the agreement the original agreement will be retained by the Bank and one copy of the Agreement duly signed by the Bank and the Vendor through their authorised signatories, will be supplied by the Bank to the Vendor. 9.3 The Contract shall be in force for the periods stipulated in the contract and on the expiry thereof, it will be deemed to have been terminated automatically. Further, the vendor will not have any right either contractual or equitable to demand any fresh contract for another term or to continue the same in preference to any other intending party. 9.4 In the event of any dispute arising out of the clauses mentioned above, the dispute or differences to be arbitrated upon shall be referred to for decision to a sole arbitrator who shall be nominated person appointed by Management of Bank, whose decision shall be final and binding on both the parties.

8 Technical Package :- Annexure:- I 1. Name of the Vendor: Address of the Vendor : Contact Persons Details (Name & Mobile Number ) : Authorised Distributor/ Franchise/ supplier of(specify brand ): Details of the Bank Account of the Vendor :- Account no, Bank Name and Branch Details of the Technician : Annual Turnover details of last three years Details of Work Experience :- Sl No Worked With (Name of Organisation) Number of machine s installed Order Value Period Fro m To

9 9.0 Technical Competence SL Items Whether supporting Remarks (If any) No documents attached (yes / No) 1 Income Tax Return for last 3 years with copy of PAN card 2 Audited balance sheet of last three years 3 DVAT Registration certificate duly attested 4 Registration number of establishment 5 Authorised Distributor/ Franchisee Certificate to be Enclosed:- 6 Tender Fee of Rs 2000/-(DD Details ) 7 EMD Of RS 50,000/- (DD Details ) 8 Duly Signed tender document ( Each Page ) in support of acceptance of tender conditions to be enclosed

10 Annexure:- II Financial Package :- (to be filled and placed in separate envelope) The tenderers are requested to quote their rates of following consumables materials for providing tea/coffee:- SL Details of Products Brand Pack Rates Taxes(i f Total Remarks No Size any ) 2 Sweetened Diary Whitener premix (1 kg pack) 4 Tea bags ( per 200 bags) 5 Coffee Premix (per 1 Kg pack) Note :- The prices shall be inclusive of Packing, Forwarding, Freight, Delivery Charges etc. Cost of sugar shall be borne by Bank. Please note that Annexure-II of financial Bid may be accepted in whole or in parts separately. Date: Signature of the Vendor with stamp / seal *****

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