UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) FOR ANNUAL MAINTENANCE CONTRACT OF COMPUTER HARDWARE & PERIPHERALS

Transcription

1 UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) FOR ANNUAL MAINTENANCE CONTRACT OF COMPUTER HARDWARE & PERIPHERALS AT BRANCHES / OFFICES UNDER JAIPUR REGION

2 Bid Details AMC OF COMPUTER HARDWARE & PERIPHERALS FOR BRANCHES / OFFICES UNDER REGIONAL OFFICE JAIPUR Last date and time for Submission of Bid Noon Date and Time of Technical Bid Opening PM Place of opening of Bids Address for communication EMD Union Bank of India, Regional Office, 101A, 101B & 102, Kisan Bhawan Lal kothi Sabji Mandi, Tonk Road, Jaipur Union Bank of India, Regional Office, 101A, 101B & 102, Kisan Bhawan Lal kothi Sabji Mandi, Tonk Road, Jaipur NIL Contact for Bidders Interested Bidders are requested to send the to rccjaipur@unionbankofindia.com Containing following information, so that in case of any clarification same may be issued to them. Name of company, contact person, Mailing address with Pin Code, Telephone No., Fax No., address, Mobile No. etc. Page 2

3 Letter of Undertaking on Company Letter head To Deputy General Manager Union Bank of India, Regional Office, Jaipur Sir, Reg.: Our bid for Annual Maintenance Contract of Computer Hardware & Peripherals at Branches / Offices under Jaipur Region We submit our Bid Document herewith. 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 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. You may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever. Vendor means the bidder who is decided and declared so after examination of commercial bids. The names of shortlisted bidders after the completion of first stage (Technical Bid), and the same of successful bidder to whom the contract is finally awarded after the completion of second stage (Commercial Bid), shall be displayed on the Notice Board of the purchaser at Union Bank of India, Regional office Dated at this day of 2014 Yours faithfully, For Signature Name Page 3

4 INSTRUCTIONS TO BIDDER 1. INTRODUCTION Union Bank of India is a Public Sector Bank having Head Office at Nariman Point, Mumbai and Regional office at Kisan Bhawan, Tonk road, Jaipur. The Regional Office Jaipur invites offer from Bank s existing empanelled vendors for providing Annual Maintenance Services of Computer Hardware & peripherals of all the branches / offices in Jaipur Region. 2. COMMENCEMENT AND TERMS : 1. This contract shall be effective from and shall be for one year one each occasion unless the parties decide otherwise. The services will be reviewed by UBI on Quarterly basis and continuation of the agreement will be subject to satisfactory services and THE VENDOR performing all the covenants contained herein. Subsequent renewals will take place only if notice in writing or intention to renew this agreement is given by either party to the other at least three calendar months in advance at the address of Branch Office of UBI or that of THE VENDOR by registered post subject to the commitment given by THE VENDOR regarding provision of uninterrupted maintenance services for the said EQUIPMENT 2. Upon termination or after expiration of this Agreement, each party shall forthwith return to the other all papers, material and other properties of the other held by each for the purposes of execution of this Agreement. In addition, each party shall assist the other party in the orderly termination of this Agreement on the transfer of all the assets hereof tangible and intangible, as may be necessary for the orderly, nondisputed continuation of business of each party. 3. individual terms of EQUIPMENT, and repair and maintenance service charge for such EQUIPMENT, may be added to or withdrawn from LIST OF HARDWARE by mutual written consent of both parties; PROVIDED ALWAYS that such consent is not unreasonably withheld. In the event that individual items of EQUIPMENT are added to the list, it may involve additional maintenance charges. In the event that individual items of EQUIPMENT are withdrawn from the list, as described herein, then any monies prepaid on such EQUIPMENT shall be refunded to UBI. 3. HARDWARE VALUE & CHARGES : The approximate value of the Hardware & Peripherals shall be Rs.1.50 Crs. Which may be changed due to inclusion or withdrawal of the equipment. The Vendor shall submit the Rate of AMC in percentage terms. This AMC will be paid quarterly after the end of the quarter. THE VENDOR shall submit to UBI their invoice(s) for payments due along with the Preventive Maintenance Report and Satisfactory Service Report from each branch. 4. REPAIR AND MAINTENANCE SERVICE : THE VENDOR will maintain the EQUIPMENT in good working order and for this purpose will provide the following repair and maintenance services. a). THE VENDOR shall correct any faults and failures in the EQUIPMENT and shall repair and replace worn or defective parts of the EQUIPMENT during UBI normal local working hours. In cases, where any part of the EQUIPMENT (including disk drive) need replacement THE VENDOR shall replace such parts, at no extra cost to UBI, with brand new parts or those equivalent to new parts in performance. If any of the peripherals, components like hard disk, floppy disk drives, etc. are not available or difficult to procure to procurement required to be delayed for replacement, the replacement shall be carried out with state of the art technology equipment of equivalent capacity or higher capacity equipment at no additional charges to UBI. Provided that if THE VENDOR is required to replace consumables, being printer ribbons, Page 4

5 magnetic tape reels, cartridges, cassettes, exchangeable disk packs, floppy disks, print heads, these will incur additional charges at prevailing market rates. b). THE VENDOR shall provide repair and maintenance service in response to oral, including telephone notice by UBI. c). The maintenance standard expected is that any machine that is reported to be down by 3 p.m. on a given day shall be either repaired or replaced by a temporary substitute (of equivalent configuration) before 12 noon the next day. Also any machine reported down by 6:00 p.m. shall be replaced/ repaired by 5:30 pm the next working day. d). In case THE VENDOR fails to meet the above standards of maintenance, THE VENDOR shall be liable for liquidated damages of Rs. 300/ per day of down time per machine. The temporary substitute, machine/ equipment shall be replaced with the original machine/ equipment duly repaired within a week s time failing which the above damages will be incurred for the number days exceeding one week. e). Preventive Maintenance: THE VENDOR shall conduct Preventive Maintenance (including but not limited to inspection, testing, satisfactory execution of all the diagnostics, cleaning and removal of dust and dust from the exterior and interior of THE EQUIPMENT, and necessary repairing of THE EQUIPMENT) once within a quarter. THE VENDOR recognizes UBI s operational needs and agrees that UBI shall have the right to require THE VENDOR to adjourn Preventive Maintenance from any scheduled time to date and time not later than fifteen working days thereafter. f). If in any quarter, THE VENDOR doesn t fulfill the provision of preventive maintenance, the proportionate charges for that quarter will not be considered payable by UBI. In such event, THE VENDOR will refund the proportionate maintenance charges for that month forthwith to UBI on demand by UBI. g). All engineering charges generally adopted hereafter by THE VENDOR for equipment similar to that shall be made to the EQUIPMENT at no extra cost to UBI. h). All repair and maintenance service described herein shall be performed by qualified maintenance engineers totally familiar with THE EQUIPMENT. i). THE VENDOR shall maintain at UBI s site, a machine wise written maintenance and repair log; and shall record therein each incident and incident of EQUIPMENT malfunction, 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 or as regularly scheduled Preventive Maintenance. UBI shall used the same log for recording the nature of faults and failures observed in the EQUIPMENT, the date and time of their occurrence and the time of their communication to THE VENDOR. The Log Sheet shall be required to be mailed to RCC on daily basis. Non-submission of report/log sheet for continuous 3 days shall be subject for a penalty not exceeding Rs.100/- per day for the delay over 3 days. j). THE VENDOR shall provide upgradation of System software, resident on THE EQUIPMENT covered under this agreement, free of cost. If, however, any payment is made by THE VENDOR to the original suppliers for such upgradation, the same shall be passed on to UBI proportionately on actual basis. k). THE VENDOR shall obtain satisfactory service certificate & preventive maintenance call reports from each branch & submit the same to UBI alongwith the bill of AMC charge. THE VENDOR will ensure that the floppies/pen Drives used by its engineers during repairs/ maintenance will be free of any virus. In case it is conclusively proved that the machine has been infected with a virus Page 5

6 from the engineer s floppy/pen Drive, the expenses incurred by the Bank for recreating the data will be recovered from THE VENDOR. The EQUIPEMT shall not be shifted to an alternate site and installed thereat during the currency of this Agreement without prior written notice to THE VENDOR. However, if UBI desires to shift the EQUIPMENT to a new site and install it thereat urgently, THE VENDOR shall be informed of the same immediately. 5. LOCATION COVERED: The Branches of Jaipur Region is presently located in the following Districts. Name of District Number of Branches 1. JAIPUR AJMER NAGAUR 1 4. BHARATPUR 2 5. DAUSA 5 6. TONK 3 7. SRIGANGANAGAR 2 8. CHURU 1 9. SIKAR ALWAR SAWAI MADHOPUR BIKANER HANUMANGARGH JHUNJHUNU KARAULI 1 The vendor has to submit the Contact Details, Qualification and experience of the engineers available in these Districts. 6. SUBMISSION OF OFFER: The offer is required to be submitted in two parts: a. Technical Offer: In technical offer, the vendor is required to submit the Company Profile, Turnover of 3 years, List of Engineers at different location in Rajasthan and copy of AMC awarded by any two Public Sector Bank. b. Commercial Offer: The commercial offer shall be submitted in terms of percentage to the value of hardware Page 6