Good people to bank with. Central Office: 239, Vidhan Bhavan Marg, Nariman Point, Mumbai TENDER NOTICE

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1 Good people to bank with Central Office: 239, Vidhan Bhavan Marg, Nariman Point, Mumbai TENDER NOTICE Tender Ref. No : SSD/PTG/03/14-15 dated 22/05/2014. The Bank invites sealed offers from established printers for printing and supply of in House Magazine Union Dhara. Tender forms can be purchased from Sr. Manager, Printing & Stationery Division, Mercantile House, 708, Magazine Street, Darukhana, Reay Road, Mumbai from 10/06/2014 on any working day between a.m. to 2.30 p.m. against payment of `. 500/- by way of Pay Order or Demand Draft favoring Union Bank of India payable at Mumbai or downloaded from the Bank s website / NIC portal and should be submitted to the above address along with Demand Draft / Pay Order for `. 500/- favoring Union Bank of India payable at Mumbai being non-refundable Tender fee on or before 22/06/2014 up to 2.30 p.m. and the Last Date of Submission is on or before 23/06/2014 up to 3.00 p.m. Envelope containing `TECHNICAL BID will be opened on 24/06/14 at p.m. at Asst. General Manager, Support Services Dept., Union Bank of India, 7 th Floor, Union Bank Bhavan, 239, Vidhan Bhavan Marg, Nariman Point, Mumbai , Central Office. Please visit our Bank s website and NIC portal for eligibility criteria and other details. DY. GENERAL MANAGER

2 Union Bank of India SUPPORT SERVICES DEPT. CENTRAL OFFICE UNION BANK BHAVAN, 7 th FLOOR, 239, VIDHAN BHAVAN MARG, NARIMAN POINT, MUMBAI Tel No / Tender Ref No. : SSD/PTG/03/14-15 dated 22/05/2014. TENDER NOTICE House Magazine Union Dhara Sealed tenders are invited from the interested eligible printers / manufacturers for the printing / manufacturing of Magazine Union Dhara , as per the following schedule :- Issue of Tender forms : 10/06/14 to 22/06/2014 between a.m. to 2.30 p.m. Last date of Submission : On 23/06/2014 up to 3.00 p.m. Opening of Technical bid : On 24/06/2014 at p.m. 2

3 Enquiry No. PTG/03/ Date: PRINTING & STATIONERY DIVISION REAY ROAD, MUMBAI TECHNICAL BID - Union Dhara Quarterly Magazine DESCRIPTION OF THE ITEM : Printing of Union Dhara Magazine - UBI (Quarterly). (June 2014 to March2016) - English & Hindi text/pictures typeset/ pagination/ design from your end. - Size : 8.5 x 11 (Open 17 x11 ). - Inner pages consisting of 72 pages, 4 Cover Pages, Total 76 Pages. 3

4 - The Printing should be done on multi colour state of the art offset press - CD will be given back to Bank. Provide PDF format & e-book form as soon as the issue is published. - Proof to be verified & approved by Union Dhara team - Books are to be perfect bound/ center pinning. - Quality of paper & printing to be checked by printing & stationery before bulk printing micron PVC Eco friendly/ Recyclable poly cover to be used for Book post/ courier. QUANTITY : Quote for (i) 45,000 Books (Perfect binding/ center Pinning). : Quote for(ii) 48,000 Books (Perfect binding/ center Pinning). Unit : i) Per Book. : ii) Rate should be quoted for + 4 pages. PAPER & OTHER SPECIFICATIONS : For Cover Pages : J. K. / Bilt Art Paper 130 GSM For Inner Pages : J. K. / Bilt Art Paper 90 GSM PACKING : To be packed in packets of 50 copies each in plastics Straps. Heat shrink polythene film is to be used for Packing to ensure delivery to destination in perfect Condition & without any delay. DELIVERY SCHEDULE : Despatch should start within 10 days from the date of approval of proofs. Delivery to FGMO/ ROs/ CO to be done by printer only. Individual labels for single copy despatches are around 12,000 copies. R.O/Zones & others approx. 34,000 copies. Note: Tenders documents to be submitted in sealed cover should reach 7 th floor, SSD, Union Bank Bhavan, Nariman Point, Mumbai. TERMS AND CONDITIONS 1. Union Dhara is to be dispatched together from your end, in 50 micron environment friendly PVC Envelope. 2. The total agreed price to the Bank is inclusive of all taxes, duties, Octroi, page making charges, service charges, Design charges, proofing charges, Printing charges, courier/bookpost, transport charges, labour charges, 50 micron poly Envelope, inserting, handling charges & door delivery charges etc.,. 3. Please attach required paper samples with your quotation 4. The Breakup of cost to be followed as attached in tentative Commercial bid 5. The bidder has to adhere to our delivery schedule. In no circumstances delivery Schedule will be extended and in case of backing out of the job a penalty will be imposed. 6. The printer will attach pay order / DD as EMD and SD Rs. 50,000/- along with Technical Bid cover, so as to keep as Security deposit with the Bank. 7. Union Dhara is to be dispatched through Reputed Transporters / Courier service. Quantity will vary every quarter. 8. Reverse Auction will be conducted on a specific web portal meant for this purpose. Please note to have a valid Digital Certificate to participate in Auction Process. 9. Rates should be quoted in the below mentioned format only. 4

5 10. No other extra charges will be claimed from Bank. Any extra charges for postal related will be borne by the Printer. The Bank is not responsible for any extra charges and delays. 11. The quoted rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, Transportation, VAT, CST, MVAT, Service charges, Design charges/delivery/transport/courier/labour/door delivery and any other Charges etc.,. 12. The Bank will not be responsible for any violation by printers set by the Government agencies & offices. The Printers are sole responsible for derail or non-conformation from set Government standard Rules and Regulations and Bank s Term and Conditions. 13. The Printer should have done Commercial jobs for minimum 2 Public Sector Units/Banks/ Large Corporate for the last 3 years 14. The Turnover of the printer should not be less than 200 lacs per annum for the last 3 financial years. 15. The rate will be valid for 2 years from the date of placement of our order. 16. The taxes amount is clearly mention separately on quotation & invoices/ bills like VAT/duties etc. 17. The surface transport should be a reputed transport company. The door delivery of Parcels to be insured (Central office, ROs, FGMO, Staff colleges/ centers &other UBI offices in India). 18. Total no. of pages & quantity will vary every quarter. Proof will be approved by Union Dhara Team. 19. Paper & Printing Technologist will visit the press before the Technical Qualification process and or time to time as and when required. 20. Despatch should start within 10 days from the date of approval of proofs. Delivery to FGMO/ ROs/ CO to be done by printer only. Individual labels for single copy despatches are around 12,000 copies. R.O/Zones & others approx. 34,000 copies. I, the undersigned is agreed for the terms & conditions, Technical specifications, tentative commercial bid as mentioned. Signature of the authorized person with seal TENTATIVE COMMERCIAL BID No. of Pages (Includ ing Cover) Cost per copy for the print orders (Inclusive of all taxes, duties, design charges, service charges, proofing charges, courier/ transport charges, 50 micron Plastic recyclable Eco friendly Envelope 12 x 9.5 with 1.75 Flap to be printed 2Colour address, inserting, Handling charges & door delivery charges etc.,). 45,000 Copies 48,000 Copies Perfect Binding Center Pinning Perfect Binding Center Pinning Cost per Copy(Nor mal) Cost per Copy(Co ver laminat Cost per Copy(Nor mal) Cost per Copy(Co ver laminat Cost per Copy(Nor mal) Cost per Copy(Co ver laminat Cost per Copy(Nor mal) Cost per Copy(Co ver laminat 5

6 ed) ed) ed) ed) 72+4= = = = 88 It may please be noted that Indicative Price bid of the vendors will be opened only of those who are found to be fulfilling the criteria as mentioned. Further, break up should be given as under : i) Paper Cost : Rs. (Mentioning the number of Kgs. Required KGS) ii) Printing Cost iii) Binding : Rs... : Rs... iv) Cost of Plastic, eco friendly recyclable 50 micron Envelopes : Rs... v) Inserting, Handling, Packing & Forwarding & Labour Charges: Rs... vi) Labour, Transport Charges inclusive taxes & any other charges, Octroi and door delivery charges : Rs. TOTAL (Point 1 to Point Vi) : Signature of the authorized person with seal SUPPORT SERVICES DEPT. CENTRAL OFFICE UNION BANK BHAVAN, 7 h FLOOR, 239, VIDHAN BHAVAN MARG, NARIMAN POINT, MUMBAI

7 TERMS & CONDITIONS OF TENDER NOTICE SSD/PTG/03/14-15 DATED 22/05/ The quantities mentioned are approximate and may vary at the time of placing the order. No compensation will be paid on account of varying quantity. 2. Tenderer should not be supplier/canvasser but should be a printer / manufacturer of Magazine having latest technology. Evidence to that effect is to be enclosed with the Tender Application. 3. The minimum Turnover of the firm/company should be ` Lac p.a. for the last 3 Financial Years i.e , & respectively. 4. Tenderer should have made continuous profits during the last three years. 5. Conditional offers are liable to be rejected. 6. The Bank will not make any advance payment. However, bills, if otherwise in order, would be paid promptly on receipt of confirmation from our concerned offices / departments for having received specified Magazine Union Dhara are delivered in good condition. Income Tax etc. will be deducted at source (TDS) 2% & Work Contract (WCT) 2% So Total 4 % from the final every quarterly bills as required under I.T. Act. 7. No other charges shall be payable except for the rate quoted for the quantity mentioned. The Octroi charges will also be borne by the Tenderer. 8. No modification in the rates will be accepted / entertained except in case of changes made and agreed by the Bank. 9. Delivery as per schedule. The Tenderer shall be liable for the payment of 1% of tender value per week of delay subject to 10% of tender value for the delayed period as liquidated damage to the Bank. The day will be reckoned at the end of working hours including part thereof shall be a full day. 10. If the work is not found to be of good quality then the Bank will have the right to make suitable deductions from the payable amount or material delivered will be rejected without paying any price / compensation. The decision of the Bank in this regard will be final. 11. Any delay beyond one week in adhering to the prescribed delivery schedule or failure to supply requisite number of Magazine Union Dhara of agreed quality and specifications would entitle the Bank to cancel the order. In such an event, the Bank shall not be liable to pay any amount and the supplier shall not be entitled to recover from the Bank any amount 7

8 by way of damages, loss or otherwise for such cancellation of the order but at the same time the Bank shall be entitled to recover the loss which the Bank may incur on account of non-delivery or late delivery or on account of placing orders with other suppliers and recover from the printer / supplier the difference between the price at which it has been agreed to supply and the price at which the Bank is forced to place fresh orders. 12. If the contract is awarded then the Security 7.5 % of the total cost of contract is to be deposited immediately in the form of Pay Order or Demand Draft favoring Union Bank of India payable at Mumbai or by Bank guarantee, which will be retained by the Bank till the satisfactory completion of the work. The Bank reserves the right to forfeit the amount in case contractor fails to execute the order. 13. The printer have to pay EMD and SD Rs. 50,000/- along with Technical Bid cover, so as to keep as Security deposit with the Bank by Demand Draft or Pay Order favouring 'Union Bank of India' payable at Mumbai is to be submitted along with the Technical Bid Form and is refundable only on the non-acceptance of the offer. Quotation submitted without EMD and SD will not be entertained. 14. a) Tender Form will be available with Sr. Manager, Printing & Stationery Division, Mercantile House, 708, Magazine Street, Darukhana, Reay Road, Mumbai , on payment of fee of ` 500/- (non refundable) payable by Pay Order or Demand Draft favouring 'Union Bank of India' payable at Mumbai along with Tender Envelope. b) Tender Form will also be available on Bank's website ( and NIC portal ( which can be downloaded and to be submitted to the Sr. Manager, Printing & Stationery Division, Mercantile House, 708, Magazine Street, Darukhana, Reay Road, Mumbai along with form charges of ` 500/- (non refundable) by way of Pay Order/Demand Draft favouring Union Bank of India, payable at Mumbai. The Bank is liable to reject any incomplete tender. 15. THE TENDERERS MUST SUBMIT THEIR OFFER IN TWO SEPARATE SEALED ENVELOPES AS UNDER: The Envelopes should be addressed and submitted to the Sr. Manager, Printing & Stationery Division, Mercantile House, 708, Magazine Street, Darukhana, Reay Road, Mumbai

9 (A) ENVELOPE 1:To be subscribed as 'TECHNICAL BID'- Magazine Union Dhara (see ANNEXURE 1) and shall contain only the following information: 1. Tenderer's Bio-data in the enclosed format, along with latest audited financial statement of three financial years (CA Certificate) must be enclosed. 2. It should be duly signed by authorized persons with date and seal of the company. 3. Account Payee Demand Draft or Pay Order of ` 50,000/- (Rupees Fifty thousand only) favoring Union Bank of India, payable at Mumbai' towards the Earnest Money Deposit (EMD & SD) along with Technical bid. 4. If tender form is downloaded from website, form charges of ` 500/- (non refundable) to be paid by DD / PO while submitting the tender form to the Sr. Manager, Printing & Stationery Division, Mercantile House, 708, Magazine Street, Darukhana, Reay Road, Mumbai Samples of the paper quality mentioning the GSM thickness and Brand duly signed by authorized person and stamped. (Please note that paper specifications are as per enquiry & will be inspected by Paper & Printing Technologist before printing at your press.) 6. Details of financial quotation should not be included in this envelope. (B) ENVELOPE 2: To be subscribed as INDICATIVE COMMERCIAL BID' Union Dhara It shall contain only the following: 1. Complete Quotation in the enclosed format (see ANNEXURE II). 2. Quotation should be submitted inclusive of all applicable Taxes, Duties, Octroi, Entry taxes, Delivery, Book post/courier Charges, 50 micron envelope, Packing & forwarding, labour charges, Inserting, Handling, door delivery, VAT, CST, MVAT, Service charges and any other Charges (Refer: tentative Commercial Bid). 3. Quotation should be duly signed by authorized persons with date and seal of the company. REVERSE AUCTION FOR COMMERCIAL EVALUATION 9

10 For finalization of the most competitive offer, the Bank will conduct 'Reverse Auction'. The detailed procedure and Business rules for the Reverse auction is given as per Annexure IV and are also available on Bank's website. The technically qualified vendors will participate in the Reverse auction process that will be conducted by an Auction Company authorized by the Bank. Specific rules for this particular event viz, date and time, start price, bid decrement value, duration of event etc. shall be informed by the Auction Company to the participating vendors before the event. The vendors should furnish indicative prices for the printing of Magazine Union Dhara 'in their Indicative Commercial Bid to facilitate finalizing the start bid for 'Reverse auction' under E- Procurement process. The lowest Indicative Commercial Offer (total cost) will be taken as the starting bid of the Reverse Auction and not for deciding the L-1 status. Vendors should note that the indicative commercial bid is considered for the purpose of conducting Reverse auction' process only. The L-1 vendor will be decided only later, on finalization of prices through Reverse auction. The L-1 vendor emerging at the end of the Reverse Auction process shall be required to submit the breakup of his Final price (last bid price) again in Annexure III. Please Note Failure or refusal to offer the services/goods at the price committed through Reverse Auction shall result in forfeit of the EMD to Bank. The final decision on the vendor will be taken by Union Bank of India. The implementation of the printing of Magazine Union Dhara 'will commence upon successful negotiation of a contract between Union Bank and the selected L-1 Vendor. Union Bank reserves the right to reject any or all proposals. Similarly, it reserves the right not to include any vendor in the final short list. Further, Postal delay or late received tenders, incomplete tenders will not be considered. 1. Short-listing of application will be done on basis of the following criteria i. Infrastructure facilities to handle the job independently Please submit the list of machinery. 10

11 ii. High quality Commercial jobs should have been done for 2 PSU Banks or Large corporate organizations for the last 3 years. iii. To print all Colour pages State of the art branded Printing machines are preferable. Please submit the Bindery/finishing machines list. iv. Having made continuous profit during last three financial years up to 31 st March v. The Printer should have experience in Commercial Printing. vi. The company s Annual turnover should be minimum 200 lacs per annum. vii. Logistics knowledge to send it to ROs/FGMO/and all UBI centers & Offices. 2. The participants short listed as per the above criteria will be informed by mail/courier about the date, time and place of the opening of Indicative Price Bid (financial). 3. Any dispute arising will be subject to the Jurisdiction of the Courts at Mumbai. 4. Last date for submission of Tender is: up to 3.00 p.m. On 23/06/2014 to Chief Manager, Support Services Dept., 7 th Floor, Union Bank Bhavan, Vidhan Bhavan Marg, Nariman Point, Mumbai Envelope - I containing 'Technical bid' will be opened on 24/06/2014 at p.m. at Support Services Dept., 7 th Floor, Union Bank Bhavan, Vidhan Bhavan Marg, Nariman Point, Mumbai (In the presence of applicants or their authorized representatives whosoever wishes to be present). 6. The decision of the Bank will be final. 11

12 ANNEXURE - I TECHNICAL BID- Magazine Union Dhara The ASST. GENERAL MANAGER SUPPORT SERVICE DEPT., UNION BANK OF INDIA, 7 th floor, 239 Vidhan Bhavan Marg, Nariman Point, MUMBAI Name of the Printer : 2. Address & Telephone number) : i) Regd /Head Office ii) Factory / Press iii) Mumbai Branch 12

13 3. Name of Proprietor/Partners/Directors : 4. Name of the authorized contact Person & Telephone Number : 5. Date of Establishment : 6. Infrastructure : i) Qualified Personnel : ii) Other Staff : iii) Details of Machinery : a) Sheet fed / Web offset Printing b) Perfect Binding/Center Pinning c) Plastic envelope, Cutting, Box wrapping, Lamination machine 7. Other Machinery Details 13

14 1) Income Tax No. : 2) Sales Tax No: : 3) VAT/Works contract Tax No : 4) Service Tax No : 8. Nature of Main Activities : 9. Turnover Details: (` In lacs) Year Annual Turnover Net Profit (Copies of above mentioned Audited financial statement (CA Certificate) to be enclosed) 10. Principal Banker & their address : 14

15 11. PO / DD No. drawn on dated for ` 50,000/- (` Fifty Thousand only) enclosed for E.M.D/SD. 12. Declaration: Self declaration on the firm/company s letter head that there are no outstanding Income Tax / Sales Tax/ Excise Duties due. 13. State of the Art Technology Machine to complete the job faster to be mentioned as Value addition : 14. List out the Commercial job done for minimum 2 Public Sector Units/Banks/ Large Corporate organization for the last 3 years: 15. Any other information : Yours faithfully, (Signature of the Authorised person) Full name of the Authorised person 15

16 Designation : Seal of the firm and date 16

17 ANNEXURE II INDICATIVE COMMERCIAL BID- Magazine Union Dhara The Asst. General Manager, Support Services Dept., UNION BANK OF INDIA, 7 th floor, 239 Vidhan Bhavan Marg, Nariman Point, MUMBAI Dear Sir, Sub: Tender for Printing of Magazine Union Dhara We hereby offer to execute the subject work as specified in the Tender Reference No. SSD/PTG/3/ Dated 14/04/2014, we unconditionally agree to abide by the Terms & Conditions specified therein and to undertake the subject work with indicative rate quoted by us which will be finalized by Reverse Auction Process and to commence and complete the said work within the prescribed time schedule. TENTATIVE COMMERCIAL BID No. of Pages (Includi ng Cover) Cost per copy for the print orders (Inclusive of all taxes, duties, design charges, service charges, proofing charges, courier/ transport charges, 50 micron poly cover rates, inserting, Handling charges & door delivery charges). 45,000 Copies 48,000 Copies Perfect Binding Center Pinning Perfect Binding Center Pinning Cost per Copy(Nor mal) Cost per Copy(Co ver laminate d) Cost per Copy(Nor mal) Cost per Copy(Co ver laminate d) Cost per Copy(Nor mal) Cost per Copy(Co ver laminate d) Cost per Copy(Nor mal) Cost per Copy(Co ver laminate d) 72+4=7 6 17

18 76+4= = =8 8 It may please be noted that Indicative Price bid of the vendors will be opened only of those who are found to be fulfilling the criteria as mentioned. Further, break up should be given as under : i) Paper Cost : Rs. (Mentioning the number of Kgs. Required KGS) ii) Design, Proofing, Printing Cost : Rs... iii) Binding : Rs... iv) Cost of PVC 50 micron Envelopes : Rs... v) Inserting, Handling, Packing & Forwarding & Labour Charges: Rs... vi) Labour, Transport Charges inclusive taxes & any other charges, Octroi and door delivery charges : Rs. TOTAL (Point 1 to Point Vi) : TERMS AND CONDITIONS 1. Union Dhara is to be dispatched together from your end, in 50 micron environment friendly PVC Envelope. 2. The total agreed price to the Bank is inclusive of all taxes, duties, Octroi, Page making charges, service charges, Design charges, proofing charges, Printing charges, courier/ transport charges, labour charges, 50 micron poly Envelope, inserting, handling charges & door delivery charges etc.,. 3. Please attach required paper samples with your quotation 4. The Breakup of cost to be followed as attached in tentative Commercial bid 5. The bidder has to adhere to our delivery schedule. In no circumstances delivery Schedule will be extended and in case of backing out of the job a penalty will be imposed. 6. The printer will attach pay order / DD as EMD and SD Rs. 50,000/- along with Technical Bid cover, so as to keep as Security deposit with the Bank. 7. Union Dhara is to be dispatched through Reputed Transporters / Courier service. Quantity will vary every quarter. 8. Reverse Auction will be conducted on a specific web portal meant for this purpose. Please note to have a valid Digital Certificate to participate in Auction Process. 9. Rates should be quoted in the below mentioned format only. 10. No other extra charges will be claimed from Bank. Any extra charges for postal related will be borne by the Printer. The Bank is not responsible for any extra charges and delays. 11. The quoted rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, Transportation, VAT, CST, MVAT, Service charges, Design charges/delivery/transport/courier/labour/door delivery and any other Charges etc.,. 18

19 12. The Bank will not be responsible for any violation by printers set by the Government agencies & offices. The Printers are sole responsible for derail or non-conformation from set Government standard Rules and Regulations and Bank s Term and Conditions. 13. The Printer should have done Commercial jobs for minimum 2 Public Sector Units/Banks/ Large Corporate for the last 3 years 14. The Turnover of the printer should not be less than 200 lacs per annum for the last 3 financial years. 15. The rate will be valid for 2 years from the date of placement of our order. 16. The taxes amount is clearly mention separately on quotation & invoices/ bills like VAT/duties etc. 17. The surface transport should be a reputed transport company. The door delivery of Parcels to be insured (Central office, ROs, FGMO, Staff colleges/ centers &other UBI offices in India). 18. Total no. of pages & quantity will vary every quarter. Proof will be approved by Union Dhara Team. 19. Paper & Printing Technologist will visit the press before the Technical Qualification process and or time to time as and when required. 20. Despatch should start within 10 days from the date of approval of proofs. Delivery to FGMO/ ROs/ CO to be done by printer only. Individual labels for single copy despatches are around 12,000 copies. R.O/Zones & others approx. 34,000 copies. Union Dhara Quarterly Magazine: Rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, page making,design Charges, Proofing charges, Printing Charges, Service charges, delivery / transport / courier / labour/ insertion / door delivery and any other Charges (`) Total Amount (`) SUMMARY: 76 pages inclusive of Cover pages. Quote for one Issue, which price is applicable for 2 years ( 8 Issues till March 2015) * Union Dhara Quarterly Magazine Quote for (i) 45,000 Books (Perfect binding/ center Pinning). Quote for (ii) 48,000 Books (Perfect binding/ center Pinning). Rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, page making,design Charges, Proofing charges, Printing Charges, Service charges, delivery / transport / courier / labour / insertion / door delivery and any other Charges (`) *Quotation should be submitted inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, Service charges, page making,design Charges, Proofing charges, Printing Charges, delivery / transport / courier / labour / insertion / door delivery and any other Charges 19

20 We understand that the Bank reserves the right to reject any or all the quotations received without assigning any reason. We agree to deposit f the contract value as Security Deposit if any work is awarded to us. We also agree that the Security deposit amount along with the Earnest Money Deposit (EMD) will be retained by the Bank till the satisfactory completion of the Union Dhara and the final settlement of the bills. We also agree that the Bank reserves the right to forfeit the Security deposit (SD) and the Earnest Money Deposit (EMD) amount ` 50, if we fail to fulfill the Terms of contract. This will be in addition to any other penalty imposed by the Bank. As per the terms of the contract we have enclosed an Account Payee Demand Draft / Pay Order of ` 50, towards Earnest Money Deposit (EMD) and Security Deposit (SD) in favour of Union Bank of India payable at Mumbai in Envelope No.1. Yours faithfully, (Signature of the Authorised person) Full name of the Authorised person Designation Seal of the firm and date ANNEXURE III FINAL PRICE (LAST BID PRICE) Union Dhara : Rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, Service charges, page making,design Charges, Proofing charges, Printing Charges, delivery/transport/courier/labour/door delivery / Insertion and any other Charges (`) Total Amount (`) SUMMARY : 20

21 76 pages inclusive of Cover pages.quote for one Issue, which price is applicable for 2 years ( 8 Issues till March 2015) Rate is inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, page making,design Charges, Proofing charges, Printing Charges, Service charges, delivery / transport / courier / labour / Insertion/ door delivery and any other Charges (`) * Union Dhara Quarterly Magazine Quote for (i) 45,000 Books (Perfect binding/ center Pinning). Quote for (ii) 48,000 Books (Perfect binding/ center Pinning). *Quotation should be submitted inclusive of all applicable Taxes, Duties, Octroi, Entry taxes Delivery, 50 micron Poly envelope, VAT, CST, MVAT, page making,design Charges, Proofing charges, Printing Charges, Service charges, delivery / transport / courier / labour / Insertion /door delivery and any other Charges We understand that the Bank reserves the right to reject any or all the quotations received without assigning any reason. We also agree that the Security deposit amount along with the Earnest Money Deposit (EMD) will be retained by the Bank till the satisfactory completion of the Union Dhara and the final settlement of the bills. We also agree that the Bank reserves the right to forfeit the Security deposit (SD) and the Earnest Money Deposit (EMD) amount ` 50, if we fail to fulfill the Terms of contract. This will be in addition to any other penalty imposed by the Bank. As per the terms of the contract we have enclosed an Account Payee Demand Draft / Pay Order of ` 50, towards Earnest Money Deposit (EMD) & SD (security deposit) in favour of Union Bank of India payable at Mumbai in Envelope No.1. Yours faithfully, (Signature of the Authorised person) Full name of the Authorised person Designation Seal of the firm and date 21

22 BUSINESS RULES FOR REVERSE AUCTION Annexure-IV 1.0 APPLICABILITY: 1.1 Reverse Auction are carried out under the framework of rules that are called Business Rule 1.2 All vendors participating in Reverse Auction shall understand/accept and give an undertaking for compliance with the same to the Bank in the prescribed format Exhibit-A Any vendor not willing to submit such an undertaking shall be disqualified for further participation respecting the procurement in question. 2.0 ELIGIBILITY: 2.1 Only vendors who are technically qualified and who submit the prescribed undertaking to the Bank alone can participate in Reverse Auction relevant to the procurement for which tender is floated. 3.0 COMPLIANCE/CONFIRMATION FROM VENDORS: 3.1 The vendors participating in Reverse Auction shall submit the following duly signed by the same Competent Authority who signs the offer documents in response to the Tender: Acceptance of Business Rules for Reverse Auction and undertaking as per format in Exhibit-A Agreement between service provider and vendor. (This format will be given by the service provider prior to announcement of Reverse Auction.) Letter of authority authorizing the name/s of official/s to take part in Reverse Auction as per format in Exhibit-B. 4.0 TRAINING: 4.1 The Bank will facilitate training for participation in Reverse Auction either on its own or through the service provider for the Reverse Auction. 22

23 4.2 Where necessary, the Bank/service provider may also conduct a mock reverse auction to familiarize the vendors with Reverse Auction process. 4.3 Any vendor/bidder not participating in training and/or mock reverse auction shall do so at his own risk and it shall not be open for him to make any complaint/grievance later. 5.0 TOTAL COST OF OWNERSHIP (TCO): 5.1 TCO refers to the aggregate amounts payable by the Bank for transfer of ownership. 5.2 TCO shall encompass but not be limited to the following: Cost of the equipment/product or services License fee (Corporate or user specific as defined in RFP) including OS/Data Base/Application licenses) All existing taxes (including sales tax/vat, excise, service tax etc.), duties and levies Installation and commissioning charges, if any The prices should include the comprehensive onsite warranty maintenance of the equipments covering all components, services, and visits to the concerned offices as specified in the RFP Annual Maintenance Charges for the period as specified in the RFP Transportation and Forwarding charges to respective sites Training costs for the product/service/equipment if and as defined in RFP Service Level Agreement (SLA) costs as defined in RFP for applicable period Facility Management/infrastructure support costs as defined in RFP Insurance to cover the equipment for and from transit period till installation. 5.3 The TCO shall be arrived at after deducting buy back costs involved and if/as defined in the RFP. 6.0 DATE/TIME FOR TRAINING: 23

24 6.1 The Venue, Date, Time etc. for training in Reverse Auction shall be advised at the appropriate time. 6.2 The Bank shall endeavour to fix such Date/Time at mutual convenience to the vendor/s, service provider and the Bank. 6.3 No request for postponement/fixing of Training Date/Time shall be entertained which in the sole view and discretion of the Bank might result in any avoidable delay to either the Reverse Auction or the whole process of selection of vendor. 7.0 DATE/TIME OF REVERSE AUCTION: 7.1 The Date and Time of commencement of Reverse Auction as also Duration of Reverse Auction Time shall be communicated at least 7 working Days prior to such auction Date. 7.2 Any force majeure or other condition leading to postponement of auction shall entitle the Bank to postponement of auction even after communication, but, the Bank shall be obliged to communicate to all participating vendors the postponement prior to commencement of such Reverse Auction. 8.0 CONDUCT OF REVERSE AUCTION: 8.1 The Reverse Auction shall be conducted on a specific web portal meant for this purpose. 8.2 The Reverse Auction may be conducted by the Bank itself or through a service provider specifically identified/appointed/empanelled by the Bank. 9.0 SERVICE PROVIDER S ROLE & RESPONSIBILITIES: 9.1 In all Reverse Auction conducted by the Bank through a Service Provider, the Bank shall enter into a separate agreement clearly detailing the role and responsibilities of the service provider hosting the web portal for the Reverse Auction. 24

25 9.2 For creating necessary obligations and rights, the service provider will also enter into an agreement with each vendor as per a format designed by him for this purpose. The Bank shall resolve any points/issues concerning such agreement of vendor and service provider. 9.3 While a Service Level Agreement (SLA) by the bank with the service provider is an arrangement for smooth and fair conduct of the Reverse Auction, the Bank shall be directly responsible to vendors for fair and transparent conduct of Reverse Auction. 9.4 The service provider at the end of each Reverse Auction shall provide the bank with all details of the bids and reports of reverse auction. 9.5 The service provider shall also archive the data pertaining to the Reverse Auction for a minimum period of 3 years. 9.6 TRAINING AND AUCTION: Service provider / auctioneer is responsible for conduct of adequate training to all technically qualified bidders representing the reverse auction and bidding process Each vendor / bidder shall participate in the training at his / their own cost Wherever it is considered necessary and asked by the bidders or as decided by the auctioneer or by Bank a mock auction may also be conducted for the benefit of all concerned Authorised representatives of the bidders named in the authorization letter given by the vendor (Exhibit-B) shall be given unique user name, password by the service provider / auctioneer Each bidder shall change the password and edit the information in the registration page after receipt of initial password All the bids made from the login ID given to bidder shall ipso-facto be considered bid made by the vendor / bidder to whom login ID and password were assigned by the service provider / auctioneer. 25

26 9.6.7 Any bid once made through registered login ID / password by the vendor / bidder cannot be cancelled. The bidder, in other words, is bound to sell the Offering as per the RFP at the bid price of TCO Every successive bid by the bidder / vendor being decremental bidding shall replace the earlier bid automatically and the final bid as per the time and log-in ID shall prevail over the earlier bids The Bank shall conduct the reverse auction as per the Standard English reverse auction, that is, no two bids can have identical price from two different vendors. In other words, there shall never be a Tie in bids PROXY BID: 10.1 A proxy bid is one where vendor can submit the lowest bid amount by him in strict confidence to the system directly. This obviates the need for him participating in the bidding process until the proxy bid amount is decrementally reached by other bidders When proxy bid amount is reached, the vendor has an option to revise the proxy bid amount or he can prefer to start participating in bidding process Since it is an English auction with no ties, two vendors submitting identical proxy bid amount and succeeding in auction simultaneously does not arise During training, the issue of proxy bidding will be clarified in detail by the service provider TRANSPARENCY IN BIDS: 11.1 All bidders will be able to view during the auction time the current lowest price in portal. Bidder shall be able to view not only the lowest bid but also the last bid made by him at any point of time during the auction time MASKING OF NAMES: 12.1 Names of bidders/ vendors shall be anonymously masked in the Reverse Auction process and vendors will be given suitable dummy names After completion of Reverse Auction, the service provider / auctioneer shall submit a report to the Bank with all details of bid and the original names of the bidders as also the L1 bidder with his / their original names. 26

27 13.0 START PRICE: 13.1 Bank shall determine the start price either on its own or through asking for information of price band on TCO from each vendor at appropriate time during or at the conclusion of technical evaluation. Based on the price band so informed by vendors, Bank would determine the start price for reverse auction DECREMENTAL BID VALUE 14.1 The vendors shall be able to bid only at a specified decrement value and not at any other fractions. The Bid decrement value shall be ` /- or 0.25% of the Start price of the Reverse Auction, whichever is higher The bid decrement value shall be rounded off to the nearest thousands of rupees For the sake of convenience of vendors, the web portal shall display the next possible decremental value of bid. It is not, however, obligatory on the part of vendors to bid at the next immediate lower level only. (That is, bids can be even at 2 or 3 lower levels than the immediate lower level.) 15.0 COPY OF BUSINESS RULES 15.1 The Bank shall supply copy of the Business rules to any vendors / bidders, wishing to participate in the reverse auction. Such request shall be made in writing to the Bank by an authorized representative of the vendor The Bank shall also handover a copy of the Business Rules with a covering letter duly signed by an authorized signatory of the Bank For any dispute concerning the Business Rules, the hard copy of Business Rules supplied by the Bank for the reference of reverse auction process will alone be considered final and bidding SPLITTING OF ORDERS: 27

28 16.1 If any RFP specifically authorizes splitting of orders for the sake of reducing dependency on single source of supply or provision of service, Bank is entitled to split the order in the order and as provided in RFP While splitting the order, Bank shall specify the maximum quantum for L1, L2 (% of split if any) etc. in Purchase Order In case L2 vendor is not willing to supply at L1 price, Bank shall call L3, L4 etc. in order to arrive at the split quantum to be awarded The Bank shall also be entitled to award the contract to L2, L3 or L4 etc. bidders in the event of L1 bidder backing out to honour the commitment, or for that matter not in a position to supply the offering as per RFP REVERSE AUCTION PROCESS: 17.1 In order to reduce the time involved in the procurement process, Bank shall be entitled to complete the entire procurement process through a single Reverse Auction. For this purpose, Bank shall do all it can to award the contract to L1 bidder or in the circumstances where awarding of contract may have to be done to the L2, L3 bidder as provided for in the RFP The Bank shall however, be entitled to cancel the procurement of Reverse Auction process, if in its view procurement or reverse auction process cannot be conducted in a fair manner and / or in the interest of the Bank The successful vendor shall be obliged to provide a Bill of Material at the last bid price at the close of auction EXPENDITURE ON REVERSE AUCTION: 18.1 All expenses of reverse auction shall be borne by the Bank Vendors, however, shall attend the training or mock auction at their own cost. 28

29 19.0 CHANGES IN BUSINESS RULES: 19.1 Any change in Business Rules as may become emergent and based on the experience gained shall be made only by a Committee of senior / top executives of the Bank Any/all changes made in Business Rules shall be uploaded in the Website immediately If any reverse auction process has commenced and a change is made in Business Rules, it shall be informed immediately to each vendor/ bidder and his concurrence to / acceptance of the change shall be obtained in writing by the Bank DON TS APPLICABLE TO THE BIDDER/VENDOR: 20.1 No vendor shall involve himself / itself or any of his / its representatives in any price manipulation directly or indirectly with other bidders. If any such practice comes to the notice, Bank shall disqualify the vendor / bidders concerned from the reverse auction process Bidder shall not disclose details of his bids or any other details concerning Reverse Auction process of the Bank to any other third party without specific permission in writing from the Bank Neither Bank nor service provider / auctioneer can be held responsible for consequential damages such as no power supply, system problem, inability to use the system, loss of electronic information, power interruptions, UPS failure, etc. (Bank shall, however, entertain any such issues of interruptions, problems with open mind and fair degree of transparency in the process before deciding to stop or extend the auction) GRIEVANCES REDRESSAL: Any aggrieved vendor / bidder through Reverse Auction process can make complaint in writing within 48 hours of the Reverse Auction to the Chief Compliance Officer of the Bank. The Chief Compliance Officer along with the Chief Law Officer of the bank and Chief of Audit Dept. shall give personal hearing to the aggrieved bidder / vendor and decide upon the complaint / grievance. 29

30 Decision of the Grievance Redressal Committee shall be binding on the Bank as well as on all vendors participating in the Reverse Auction ERRORS AND OMISSIONS: 22.1 On any issue or area of material concern respecting Reverse Auction not specifically dealt with in these Business Rules, the decision of the bank shall be final and binding on all concerned. ******************************* 30

31 COMPLIANCE STATEMENT (To be submitted by all the vendors participating in Reverse Auction) Exhibit -A To, Union Bank of India Central Office Mumbai DECLARATION 1. We (name of the company) hereby confirm having submitted our bid for participating in Bank s RFP dated _ 22/05/2014 for procurement of Union Dhara Quarterly Magazine ( ). 2. We also confirm having read the terms of RFP as well as the Business Rules relating to the Reverse Auction for this RFP process. 3. We hereby undertake and agree to abide by all the terms and conditions stipulated by Union Bank of India in the RFP document including all annexures and the Business Rules for Reverse Auction. 4. We shall participate in the on-line auction conducted by Ltd. 31

32 (auction company) and submit our commercial bid. We shall also abide by the procedures prescribed for online auction by the auction company. 5. We, hereby confirm that we will honour the Bids placed by us during the auction process, failing which the EMD will be forfeited. We also understand that the bank may debar us from participating in future tenders. 6. We confirm having nominated Mr, designated as of our company to participate in the Reverse Auction on behalf of the company. We undertake that the company shall be bound by the bids made by him in Reverse Auction. 7. We undertake to submit the confirmation of last bid price by us to the auction Company/Bank within 48 working hours of the completion of event. We also undertake to submit the Bill of Materials for the TCO (Total Cost of Ownership) in terms of RFP. Signature with company seal Name Company / Organization Designation within Company / Organization Address of Company / Organization Date: Name of Authorised Representative: Signature of Authorised Representative: Verified above signature 32

33 Competent Authority Signature: Date: Letter of Authority for participation in Reverse Auction Exhibit B To, Union Bank of India Central Office Mumbai. 1. We (name of the company) have submitted our bid 33

34 for participating in Bank s RFP dated 14/04/2014 for procurement of Union Dhara Quarterly Magazine ( ) 2. We also confirm having read and understood the terms of RFP as well as the Business Rules relating to the Reverse Auction for this RFP process. 3. As per the terms of RFP and Business rules, we nominate Mr., designated as of our company to participate in the Reverse Auction. 4. We accordingly authorize Bank and / or the Auction Company to issue user ID and password to the above named official of the company. 5. Both Bank and the auction company shall contact the above named official for any and all matters relating to the Reverse Auction. 6. We, hereby confirm that we will honour the Bids placed by Mr. on behalf of the company in the auction process, failing which, the EMD will be forfeited. We agree and understand that the bank may debar us from participating in future tenders for any such failure on our part. Signature with company seal Name Company / Organization Designation within Company / Organization Address of Company / Organization Date: Name of Authorised Representative: 34

35 Designation of Authorised Representative: Signature of Authorised Representative: Verified by : Signature of Verifying Authority: Date: 35