INVITATION FOR TENDER FOR SUPPLY, INSTALLATION AND OPERATIONALISATION OF VIDEO CONFERENCING FACILITY FOR REGIONAL OFFICES

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1 INVITATION FOR TENDER FOR SUPPLY, INSTALLATION AND OPERATIONALISATION OF VIDEO CONFERENCING FACILITY FOR REGIONAL OFFICES 1.Background: 1.1 Indian Overseas Bank has a well-established Wide Area Network connecting its Central Office, other Administrative Offices and branches through leased lines with ISDN backup. The Central Office and Administrative Offices are connected through 2 Mbps MPLS-VPN network / leased lines. Banking applications, Corporate , Intranet website etc are currently live on this network. 1.2 Indian Overseas Bank has already established Video at 15 locations covering its Central Office and a few Administrative Offices at various locations. The Bank now wishes to extend the facility to 32 more locations. The list of locations of these offices along with connectivity details are provided in Annexures I & II. 1.3 Existing VC Facility Details: Brand Description Quantity Tandberg Tandberg 990 MXP 15 Cisco IPVC 3545 Unified VideoConf EMP 1 With 24 Ports. LG Plasma TV 60 and Scope of work: 2.1Providing total Video conferencing solution would cover supply, installation and operationalisation of the system and application software, additional 24 Port 3545 Enhanced Media Processor, 32 end point equipments, etc. for Video Conferencing facility as per Bank's requirement from time to time and maintenance of the equipments supplied for a period of three years (hardware, system and application software, end point equipment etc.) after the expiry of three-year warranty period. The new systems provided should integrate well with the existing facility. 1

2 2 INDIAN OVERSEAS BANK 2.2 The Video conferencing solution shall provide for Normal, Broadcast, Presentation, Web Conferencing and Data Conferencing facility. In Normal Conferencing mode, all the users spread across various locations should be able to participate. In Broadcast Conferencing mode the speaker should be able to broadcast his/her message to all other locations having the facility. The speaker in this case must occupy the full screen at all the end user locations. It should also provide the Presentation facility to the speaker, whereby one can present a topic to the wider audience using Conferencing facility. The users from Internet should be able to participate in the conference using their wireless devices like Laptop/Mobile etc. Web Conferencing, inter-alia, will involve users either from the Internet or from the Bank's Intranet, participating in the proposed Video Conferencing facility in IOB using the desktop PC / any standard web conferencing software like Net Meeting etc. 2.3The video conferencing solution should be capable of providing for simultaneous multi-conferencing using IP and ISDN, in all combinations. In a mixed IP / ISDN videoconference, there should not be any perceptible difference in the video/audio output received. 2.4The Master Controller should manage the entire conferencing from a central location. 2.5This system should enable users through wireless keyboard / remote device to manipulate the camera angle, focus and various parameters to suit the user requirements. The voice-activated facility should be provided for camera control. 2.6The Video conferencing solution should connect using the LAN port available in the conference room locally and it should use the bandwidth available in the Bank's backbone network, which is using MPLS-VPN / Leased Lines and ISDN seamlessly. 2.7The Video conferencing solution should work in present-presenter mode, i.e., the system should have the requisite software and hardware interfaces to provide for computer connectivity to enable making Presentations, sharing of files, use of whiteboard etc. across multiple locations. 2.8 The Video conferencing solution should have duo video capabilities i.e. both the Presenter and Presentation should be displayed. 2.9 Dial-out service shall have a programmable retry facility, wherein the system will try to reconnect automatically in case the receiving lines are in a busy/ no response condition. The number of retry should be configurable. The video output should support minimum two monitors and enable connectivity to a VCR or similar recording device.

3 2.10 There should be automatic web enabled updation of the Video conferencing software for the latest version/patches/upgrades The audio/video requirements, processing requirements, house-keeping requirements, operational requirements and future capabilities, implementation requirements, interfaces with other systems and issues relating to Security and Controls have to be comprehensively taken care of and provided for in the Video Conferencing solution. 2.12The Bidder shall supply the necessary hardware, software for setting up the Video Conferencing facility, including design, set up, and shall operationalise and maintain the same at all the locations to meet the requirements of the Bank. 2.13Required technical details / brochure of all the products offered by the Bidder duly supported by schematic diagrams and technical specifications of each component offered should be furnished as part of the Technical Bid. 2.14It would be the responsibility of the successful bidder to liaise and do necessary configuration and software/hardware upgradation on the network equipment in consultation and co-ordination with the existing vendor, without adversely affecting the accrued benefits from the existing warranty, and with the network engineer of the bank. Establishing and providing uninterrupted connectivity throughout the conference will be the responsibility of the successful bidder. 2.15Site Specification Requirements: The bidders should submit, as a part of Technical bid for all the locations the infrastructure (Optimum room dimensions, Air conditioning, Acoustics, Lighting, Dust and humidity control, Power supply, number of network ports, etc.) required to prepare the sites. Also dimensions and weight of each piece of equipment offered shall be specified with necessary power and wiring requirements. 2.16The Video conferencing solution should be able to work under the existing security set up of the Bank Bidder must submit along with the technical bid the list of Ports and Services required to be opened on the Network equipments like Firewall, Router etc. at all the locations for implementing the Video conferencing solution. 3

4 3. General Instructions: The capabilities, operating characteristics and other technical details of the hardware and software offered should be furnished together with product brochures, literature, etc in the Technical Bid. The make and model of each component shall be indicated. Offer should be for latest models and should not include models, which are marked to be withdrawn. 3.2 The system software offered by the Bidder should be of the latest versions. Other Systems Software including Management Software products offered independently and/or bundled with the hardware and other accessories should be of latest versions and the Bidder should specifically confirm this (Annexure VIII). The technical literature on architecture, scalability and high availability of the hardware offered, giving details of the processors, memory, cache (internal/external), controllers, Network Interface Cards and power supply, serial and parallel ports should be provided. The redundancy, high availability, hot swappable parts, etc. of the systems offered should be explained. 3.3 For seamless integration of the entire solution with the INTERNET and WAN, the Bidder will have to co-ordinate with the Network Support Engineers, Application Software Engineers of the Bank and resolve the problem, if any, which may be encountered in the course of installation of network connections and for smooth installation, customisation and operationalisation of the hardware and software components required for running the Video conferencing solution. 3.4 The Video Conferencing systems, accessories, software components, etc will have to be delivered and installed at locations without disturbing any existing processing and other activities. 3.5 Names and addresses of reference sites where similar systems and products were offered, installed and operationalised by the Bidder in the last 2 years shall be furnished for reference of the Bank as per the Annexure VI (Technical Bid Part D) 3.6 If necessary, the Bidder is required to give presentation on the systems offered as well as provide for site visit, where Bidder has installed and operationalised similar solution. 3.7 The bids shall be submitted strictly in conformity with the specifications given in Annexures III, IV, V, VI and Annexure IX. 3.8 The Company profile shall be furnished in the format indicated in Annexure III (Technical Bid Part A).

5 3.9 Prices of hardware, accessories and software items offered thereof required at the location shall be furnished in Annexure IX as Commercial Bid in a sealed cover The tenders not submitted in the prescribed formats or incomplete in any sense or respect are likely to be rejected The quotations received after the due date and time are liable to be rejected Bank reserves the right to alter / increase / decrease the hardware and software requirements, as the case may be, to meet the Bank s requirements at any point of time The information about the service support available at each site shall be given as per Annexure V (Technical Bid Part C). Local presence and nature of Bidder s support (direct presence/franchise) has to be available at all locations to attend to any call immediately. 4. SUBMISSION OF BIDS 4.1 Bidders satisfying the technical and commercial conditions specified below and ready to supply Hardware items as per technical configuration given in Annexure III and IV may submit their technical and commercial bids in two separate sealed covers super scribed TECHNICAL BID FOR SUPPLY, INSTALLATION & OPERATIONALISATION OF VIDEO CONFERENCING FACILITY TO REGIONAL OFFICES" and COMMERCIAL BID FOR SUPPLY INSTALLATION & OPERATIONALISATION OF VIDEO CONFERENCING FACILITY TO REGIONAL OFFICES " respectively. 4.2 The tender document is available only at the Bank s website which can be downloaded and no printed copy will be supplied. A Bank Draft of Rs. 5,000/= (non-refundable) favouring Indian Overseas Bank and payable at Chennai should be submitted along with the offer towards the cost of the Bid document. Offers received without the draft mentioned above will be rejected. 4.3 The bid should also be accompanied by Earnest Money deposit of Rs.10,00,000/- (Rs. Ten lacs only) by way of a demand draft for the amount in favour of Indian Overseas Bank, payable in Chennai. This earnest money will be refunded on finalisation of the awardee of the contract to all unsuccessful bidders. Earnest money 5

6 will be refunded to the successful bidder after the Performance Guarantee is furnished (refer clause 18). 5. ADDRESS FOR SUBMISSION OF BIDS 5.1 The sealed covers containing the bids are to be addressed to: The Assistant General Manager Indian Overseas Bank Infrastructure Division, Central Office 763, Anna Salai, Chennai. (Telephone / ) 6.DEADLINE FOR SUBMISSION OF BIDS 6.1 The sealed cover containing the Technical and Commercial bids should be put in the tender box kept in Infrastructure Division, IOB, Central Office on or before (3.00p.m). In case the covers are too bulky, they may be handed over to anyone of the following officers 1. Mr S Mohan, Chief Manager 2 Mr R K Mathur, Chief Manager against their acknowledgement. Any bid received by the Bank after the deadline for submission of bids will be rejected. In the event of the specified date for the submission of bids, being declared a holiday for the Bank, the bids will be received up to the appointed time on the next working day. Extension of submission date and time will be at the sole discretion of the Bank. The technical bids will be opened on (4.00 p.m) in the presence of the authorised representatives of the bidders and all bidders are requested to be represented at the Conference Room of IT Department at the appointed date and time. 7. FURNISHING OF INFORMATION 7.1 The Bidder is expected to examine all instruction, forms, terms and specifications in the documents. Failure to furnish all information required by the documents or to submit a bid not substantially responsive to the documents in every respect will be at the Bidder's risk and may result in the rejection of its bid. 6

7 8. FORMAT AND SIGNING OF BID 8.1 The original Technical and Commercial bids shall be typed and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the contract. The person or persons signing the bid shall initial all pages of the bid. 8.2 Any inter-lineation, erasures, or overwriting shall be valid only if the person or persons signing the bid initial them. 9 CONTACTING THE BANK 9.1 Any effort by a Bidder to influence the Bank in its decisions on bid evaluation, bid comparison or contract award may result in the rejection of the Bidder's bid. 10. BIDDERS ELIGIBILITY: 10.1 Bidders must have the experience of successful completion of at least two Video Conferencing projects of similar kind comprising supply, installation and operationalisation of Video Conferencing facility costing similar to this project in the last two years A statement showing the works similar to the one envisaged under this tender, executed by the bidder along with the relevant client certificate/s and documents from their customers for whom such work was executed must be submitted The bidder should be the authorized representative / dealer / distributor of the OEM. The bidder must have back-to-back support relation with the OEM whose products are offered by the bidder to the Bank. The proof in support of the same must be enclosed along with the technical bid. Bids from agents without proper authorisation from the OEM shall be treated as non-responsive The bidder company should have registered a turnover of at least Rs 100 crores per year for the past three years, (not inclusive of the turnover of associate companies) as per the audited accounts The bidder company should have registered net profit for at least two years in the immediate preceding three years as per the audited accounts. Bidder should furnish duly approved copies of last 3 years Balance sheet and Profit and Loss Accounts as proof of having met the above requirements. 7

8 10.6 Bidder should be able to provide service support at each of the sites. Local presence / support has to be available at all locations to attend to any calls immediately on receipt. 11) EVALUATION 11.1 The Bank's evaluation of the technical bids will take into account, the following factors: the Bidder has the financial, technical and production capability to perform the contract; in the case of a Bidder not doing business in India, the Bidder, is or will be (if awarded the contract) represented by an Agent in India equipped and able to carry out the Bidder's maintenance, repair and spare parts stocking obligations prescribed in the Conditions of Contract and / or Technical Specifications. In this case, the Bidder shall give in writing that the Agent is its authorised agent; the Demand Draft/Bankers Cheque towards payment shall be drawn in the Agent's favour; the Agent will do the installation and maintenance; the Bank may in future deal and correspond with the Agent on all matters as its authorised agent; the Bidder, as principal will have the overall responsibility for the equipment, installation and maintenance. Quality certifications for the products offered.the system(s) should be from Original Equipment Manufacturers having ISO 9000 or similar certification; capability for providing after-sales services for the equipment offered in terms of service centres being available in locations where the video conferencing equipments will be installed. Number of similar projects successfully completed by the bidder during the last 24 months ending June Experience in providing total project management - Documentary evidence to this effect to be produced. Past performance of the bidder as regards product reliability, after-sales service and commitment to provide best uptime. Based on the evaluation of the technical bids, a shortlist of bidders will be made. The commercial bids of only such short-listed bidders will be opened for the purpose of awarding the contract. 8

9 11.2 The contract will be awarded to the bidder who has quoted the most competitive price. For arriving at L1, the rates quoted in Annexure IX (TOTAL PRICE given under SL.NO.8) only will be considered If for any of the following reasons or otherwise, the Purchase Order given to the L1 bidder does not get executed, the Bank may, at its discretion, award the contract to the L2 bidder or go for fresh bids: a)the L1 Bidder does not start the work on the stipulated date; b)the L1 Bidder delays signing of the contract; c)the L1 Bidder starts renegotiating on any of the terms already accepted. 12 OFFER PRICES 12.1 The prices for the goods and services that the Bidder will supply shall be quoted in Indian Rupees. No reference made to variation in pricing due to appreciation / depreciation of Indian rupee against any other currency is acceptable Prices quoted by the Bidder shall remain fixed during the Bidder s performance of the contract and will not be subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected. Price should not be indicated at any place in the Technical Bid. If the price is indicated in the technical bid, the entire bid is liable for rejection Further, subsequent to the orders being placed / agreement executed, the bidder shall pass on to the Bank, all fiscal benefits arising out of reductions in Government levies viz, Sales tax, Excise Duty, Customs Duty etc The quoted prices shall be all inclusive and uniformly applicable to any part of the country (i.e. including technical service charges if any for erecting, testing and commissioning of equipment including necessary peripherals and software, any other applicable duties and taxes whether State or Central, packing, freight and forwarding, transit insurance, local transportation, Hamali charges, charges and incidentals such as cost towards boarding, travelling, lodging etc) but exclusive of VAT/Octroi / Entry Tax etc which will be reimbursed wherever applicable, on production of relevant documents in ORIGINAL. Any bid received, which is not in line with these conditions is liable to be rejected Prices charged by the Supplier for goods delivered and Services performed shall not vary from the prices quoted by the Supplier in its bid. Prices should be furnished item-wise as per Commercial bid in Annexure IX. 9

10 13) ERRORS AND THEIR RECTIFICATION 13.1 Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the bidder does not accept the correction of the errors, its bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail. 14) CLARIFICATION 14.1 During evaluation of the bids, the Bank may, at its discretion, ask the Bidder for any clarification on its bid. The request for clarification and the response shall be in writing / , and no change in the prices shall be sought, offered, or permitted. 15) BANK'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS 15.1 The Bank reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to the affected Bidder or bidders or any obligation to inform the affected Bidder or bidders of the grounds for the Bank's action. 16) AWARDING OF THE CONTRACT 16.1 The notification of award in the form of a Purchase Order and acceptance there of by the successful bidder will constitute the formation of the Contract. This RFP alongwith any other amendments will form part of the contract. 17) SIGNING OF CONTRACT 17.1 Within 7 days (inclusive of holidays) from date of receipt of the Purchase Order, the successful Bidder shall sign, affix official stamp and date the duplicate copy / photo copy of the Purchase Order and return it to the Bank as a token of having accepted the terms and conditions of the Purchase Order. In case the successful bidder fails to accept the Purchase Order within the above stipulated period or if does not take any steps to start implementation of the project forth with, the Bank reserves its right to disqualify the successful bidder from participating in any of the tender / RFP invited / floated for a period of 2 years from the date of Purchase Order. 10

11 18) PERFORMANCE GUARANTEE 18.1 Within 14 (fourteen) days (inclusive of holidays) of the receipt of the Purchase Order from the Bank, the successful Bidder shall furnish the performance guarantee in the form of a Bank guarantee (as per Annexure X) equivalent to 20% of the order value from a scheduled commercial bank other than Indian Overseas Bank. Failure of the successful bidder to comply with this requirement shall constitute sufficient grounds for the annulment of the award, in which event the Bank may at its sole discretion make the award to the next lowest evaluated Bidder or call for new bids. The guarantee shall be invoked if the entire lot or part of systems is not delivered within 6 weeks from date of purchase order or if the contract is terminated by the bidder. This guarantee shall be released by the Bank on successful completion of implementation. A fresh performance Bank guarantee (as per Annexure XI) equal to 5 % of the order value shall be furnished covering the period of warranty from a scheduled commercial bank other than Indian Overseas Bank. 19) ASSIGNMENT 19.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Bank's prior written consent. 20) SUBCONTRACTS 20.1 There should not be any subcontracting for rendering services to the Bank. 21 Delivery : (Time schedule) 21.1 The Bank would like to have the following time schedule for completion of the activities from the date of placement of order, for each phase separately. i. Delivery: 6 weeks from the date of acceptance of purchase order. ii. Installation and operationalisation: 8 weeks from the date of acceptance of purchase order The delivery of the videoconferencing systems will be deemed complete when all the hardware, software and related accessories, including the documentation are received in good working condition at the designated locations of the Bank. 11

12 21.3 The installation will be deemed to be complete, when all the hardware, accessories, hardware components, system software, and other software products have been supplied, installed and operationalised as per the technical specifications and all the features as per the technical specifications are demonstrated and implemented as required, on the systems, to the satisfaction of the Bank. The successful Bidder has to resolve any hardware, system software, etc. problems during successful installation and operationalisation of Video Conferencing. In addition, supply of all associated documentation relating to the hardware, system software, etc. should have been completed All the software in the video conferencing solution (including operating system/s, system software, etc.) supplied by the successful Bidder shall be legal and the Bidder shall give indemnity to that effect in the format specified in Annexure VII The equipments are considered accepted (commissioned and operationalised) after signing the Acceptance Test Plan (ATP) document jointly by the representative from the Bank and the engineer from the successful bidder. The component level checking for individual item may be included during the acceptance test The equipment shall be delivered at 763,Anna Salai, Information Technology Department, Central Office, Chennai or at any other offices of Indian Overseas Bank as directed by the Bank and after testing and configuration dispatched to the respective locations. Apart from the insurance coverage by the successful bidder for the systems from the storehouse till installation of the systems, it shall be the responsibility of the successful bidder to insure and deliver at the respective locations anywhere in India. 22) INSURANCE 22.1 The goods supplied shall be fully insured against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery, up to & inclusive of the time till installation at the final destination-making Bank as the beneficiary. 23) PAYMENT 23.1 Payment terms shall be as follows: 40% on delivery of the systems and 60% on Successful Installation and Operationalisation of Video Conferencing hardware, design, development and setting up of Video Conferencing facility and its components at the Bank and after submitting the Acceptance Test Report for each site as per the format prepared in 12

13 consultation with the Bank. This payment would be made after completion of the above activities at all locations. 24 ) PENALTY FOR DELAYED SUPPLY & IMPLEMENTATION: 24.1 The successful Bidder must strictly adhere to the implementation schedule, specified in the purchase order for performance of the obligations arising out of the contract and any delay will enable the Bank to resort to any or both of the following: The Bidder shall be liable to pay the purchaser, liquidated damages at the rate of 0.5% (i.e one half percent) of the Contract Amount for delayed performance per week or part thereof of such delay, subject to a maximum of 5% of the Contract Amount. Termination of the purchase agreement fully or partly and claim of liquidated damages. 25 WARRANTY: 25.1 The successful Bidder shall give warranty for a minimum period of three years from the date of acceptance of the systems by the Bank. During the warranty period, the Bidder will have to undertake comprehensive maintenance of the entire Video conferencing facility, including hardware, hardware components, Systems Software, other hardware, software and accessories supplied In respect of all the software products offered and supplied, the Bidder should specify the warranty period available on media and on the software as per the warranty policies of the respective principals or OEMs as the case may be. This should be specifically mentioned by the Bidders in the Technical Bids In respect of all the software, including operating systems, bidder should give the policy and price of supplying new version/s, releases, upgrades, updates, etc. This should be specifically quoted by the Bidder in their bid Besides the above, the Bidder will have to confirm the terms and conditions of warranty and declare as given in Annexure VIII to be submitted along with the technical bid. 13

14 25.5 During the warranty period the Bidder should maintain the acceptance criteria and the Bidder shall be responsible for all costs relating to labour, spares, maintenance (preventive and corrective) and transport charges from and to the Sites in connection with the repair/replacement of the Video conferencing solution or any component/part thereunder, which, under normal and proper use and maintenance thereof, proves defective in design, material or workmanship or fails to conform to the specifications, as specified. 26). Bidder s comprehensive maintenance and administration during and after warranty period 26.1 The successful Bidder shall ensure that services of a professionally qualified person is available for providing comprehensive on-site maintenance and administration of Video Conferencing facility, maintenance of hardware and software for a period of three years (hardware and system software) after expiry of the warranty period at all the locations of the Bank, where the systems and software shall be installed and operationalised as per the Bank s requirements. A professionally certified resident engineer must be made available at main site i.e. IOB, Central Office, Chennai for setting up and administration of the Video Conferencing for any location during office hours as well as beyond offices hours or on holidays, if required Comprehensive Maintenance and Administration of the Video Conferencing shall include, among other things, day to day administration and maintenance of the system as per the Bank s policy, reloading of software etc. when required or in the event of system crashes/malfunctioning, arranging and configuring conferencing facility as per the requirement of the Bank, fine tuning, system monitoring, log maintenance, etc In case of hardware, system software, network etc. failure, the Bidder shall ensure that system is made operational to the full satisfaction of the Bank within two hours of receipt / notice of complaint The successful Bidder shall provide preventive maintenance schedules per month, which shall be specified in advance In the event of system break down or failures at any stage, protection available, which would include the following, shall be specified. 14 Diagnostics for identification of systems failures

15 Protection of data Recovery/restart facility Back-up facility 26.6 The successful Bidder shall ensure 100% uptime for Video conferencing solution on 24*7*365 basis. In the case of any break down / malfunctioning of hardware, hardware components, accessories, system software, etc., it is to be ensured that the relevant defect is attended to and rectified within 2 hours of the receipt / notice of the complaint. The hot swappable parts should be replaced immediately for which the Bidder should store all the critical and hot swappable spares for the main site at Bidder site. Further, proportionate penalty will be levied in case of down time of the systems, which shall include extension of warranty period to the extent of down time and/or penalty of Rs 500/- per hour Maintenance charges for Hardware and System Software: Hardware and System Software: The charges for providing all inclusive Comprehensive Annual Maintenance Service separately for each site applicable for the period of three years, after the expiry of the three years warranty period should be mentioned. These charges shall remain firm and valid for the entire period of the contract from the date of expiry of the warranty period. Annual Maintenance Contract charges shall be paid on yearly basis on rendering satisfactory services The bidder has to quote, against point no. 7 of the Commercial bid,the total annual maintenance charges for a post warranty period of 3 years. Such maintenance charges should not exceed 3.5% per annum and shall be calculated on the total quoted price for item nos. 1 to 5 of the Commecial Bid (Annexure IX) The scope of the contract will include FOUR servicing at quarterly intervals in a year and ANY NUMBER of breakdown calls. During the period of the contract, the system shall be serviced and maintained as per the frequency mentioned herein to ensure that all the system equipments / software components are functioning normally and satisfactorily The comprehensive maintenance during warranty and post warranty would be inclusive of all spares that need to be replaced and excluding consumables. The list of consumables and spares should be furnished separately The Bidder will have to maintain the videoconferencing systems, system software and other hardware and software products procured for the purpose as part of this 15

16 16 INDIAN OVERSEAS BANK tender for a period of at least three years (hardware and system software) after the expiry of the warranty period The Bidder shall guarantee the availability of spares for a period of at least three years after warranty period in respect of all the hardware and hardware accessories The Bank will normally approach the successful bidder for any problem relating to these products. The Bank however reserves the right to take up directly with the manufacturers of these products and this condition shall be incorporated by the bidder in their contract / agreement with bidder(s) of the equipment from whom they plan to procure Shifting to an alternate site: Within the period of warranty/maintenance as stipulated above, IOB would have the right to: 1) Shift the supplied system to an alternate site of its choice before or after installation; 2) Disconnect/connect/substitute peripherals acquired from another vendor, and also; 3) Install components to enhance the system s performance and the peripherals, components etc., referred to in 1 and 2 above, which may be obtained by IOB either from the vendor or from another vendor after advance consultation with the representatives of the vendor, who would not unreasonably hold consent in these matters. 27 Training 27.1 The successful Bidder shall have to train officials from each location of the Bank at the respective sites by the certified and trained engineers/personnel of the Bidder on the hardware/software products supplied and management of the Video Conferencing. The course contents will be decided mutually. The duration of the training programme should not be less than 2 working days. Also there should be one-day user training programme for 5 users per site at all the respective sites/locations. 28) Indemnity to the Bank 28.1 The successful Bidder should furnish a photocopy of the Agreement with their Principals in respect of Video Conferencing hardware and software products

17 offered. Further, the Bidder shall indemnify the Bank and keep it indemnified against any loss or damage that the Bank may sustain on account of any violation of patents, trademark etc., by the Bidder in respect of hardware, hardware components, system software, etc. supplied. 29) USE OF CONTRACT DOCUMENTS AND INFORMATION 29.1 The Supplier shall not, without the Bank's prior written consent, disclose any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Bank in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far, as may be necessary for purposes of such performance. 30 ) Acceptance Test: 30.1 The Acceptance Test shall be carried out on the Video conferencing solution jointly by the representatives of the Bank and the Bidder, after the Video conferencing solution has been installed at the Sites and after receipt of written information to this effect from the Bidder, i.e. his readiness for conducting the Acceptance Test/s The Acceptance Test shall be as per the comprehensive Acceptance Test Plan document to be prepared jointly by the Bidder and the Bank, which shall contain various tests to be performed for acceptance of the Video conferencing solution offered by the Bidder. The Acceptance Test shall be deemed to be complete only on successful completion of the acceptance tests and issuance of the Acceptance Certificate by the Bank to the Bidder The Acceptance Test Plan document shall be deemed to form a part of the Contract On the evaluation of the Acceptance Test results and if required keeping in view the performance of the Videoconferencing solution, as observed during the Acceptance Test, the Bidder shall take remedial measures including upgradation of the Video conferencing solution or of any component thereunder, including replacement thereof, at no additional cost to the Bank, to ensure that the Video conferencing solution meets the requirements of the Bank as envisaged in the Tender Document. 17

18 31) TERMINATION FOR DEFAULT 31.1 The Bank, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part: a) if the Supplier fails to deliver any or all of the goods within the period(s) specified in the Purchase Order, or within any extension thereof granted by the Bank ; or b) if the Supplier fails to perform any other obligations(s) under the Contract In the event the Bank terminates the Contract in whole or in part, the Bank may procure, upon such terms and in such manner, as it deems appropriate, goods or services similar to those undelivered, and the Supplier shall be liable to the Purchaser for any excess costs for such similar goods or services. However, the Supplier shall continue performance of the Contract to the extent not terminated. 32) TERMINATION FOR INSOLVENCY 32.1 The Bank may at any time terminate the Contract by giving written notice to the successful bidder, if the bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the bidder, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to the Bank. 33) FORCE MAJEURE 33.1 Notwithstanding the provisions of clauses 24 and 31, the successful bidder shall not be liable for penalty or termination of default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For purposes of this clause, "Force Majeure" means an event beyond the control of the Supplier and not involving the Supplier's fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions, fires, floods and epidemics If a Force Majeure situation arises, the successful bidder shall promptly notify the Bank in writing of such condition and the cause thereof. Unless otherwise directed by the Bank in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all 18

19 reasonable alternative means of performance not prevented by the Force Majeure event. 34) RESOLUTION OF DISPUTES 34.1 The Bank and the Vendor shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute between them on any matter connected with the contract or in regard to the interpretation of the context thereof. If, after thirty (30) days from the commencement of such informal negotiations, the Bank and the Vendor have not been able to resolve amicably a Contract dispute, such differences and disputes shall be referred, at the option of either party, to the arbitration of one single Arbitrator to be mutually agreed upon and in the event of no consensus, the arbitration shall be done by three Arbitrators one to be nominated by the Bank, one to be nominated by the vendor and the third Arbitrator shall be nominated by the two Arbitrators nominated as above. Such submission to arbitration will be in accordance with the Arbitration and Conciliation Act Upon every or any such reference the cost of and incidental to the references and award shall be at the discretion of the Arbitrator or Arbitrators or Umpire appointed for the purpose, who may determine the amount thereof and shall direct by whom and to whom and in what manner the same shall be borne and paid Courts of Chennai City shall alone have jurisdiction, to the exclusion of all other courts, in respect of all differences and disputes envisaged above. 35. In this document, the terms "successful bidder", "vendor", and "supplier" represent the bidder who is awarded the contract. ***************************** 19

20 List of Annexures to the RFP Serial Annexure Number Details of the Annexure Number 1 Annexure I List of Locations and Connectivity Details 2 Annexure II List of all IOB Locations where VC equipments need to be installed and operationalised 3 Annexure III Technical Bid Part A Company Profile and Maintenance and Service Support of the Bidder 4 Annexure IV Technical Bid Part B Section I Multipoint Conferencing Unit (MCU) Technical Specifications 5 Annexure IV Technical Bid Part B Section II Video Conferencing endpoint Technical Specifications 6 Annexure IV Technical 42 inch size Plasma Display with True Bid Part B Section III XGA Resolutions Technical 7 Annexure IV Technical Bid Part B Section IV 8 Annexure V Technical Bid Part C Specifications 60 inch size Plasma Display with True XGA Resolutions Technical Specifications Maintenance and Service Support of the Tenderer available at each Offices/Locations of the Indian Overseas Bank specified in Annexure II 9 Annexure VI Technical Reference Sites Details Bid Part D 10 Annexure VII Declaration Letter in respect approved assignees/licensees 11 Annexure VIII Declaration Letter regarding product worthiness and preventive maintenance 12 Annexure IX Commercial Bid 13 Annexure X Bank Guarantee Format (20%) 14 Annexure XI Bank Guarantee Format (5%) 20

21 Annexure I List of Locations and Connectivity Details: Central Office : 1 Unit: Regional Offices: 31 Units: Delhi I, Jaipur, Ludhiana, Meerut, Berhampur, Bhubaneshwar, Kolkata II, Guwahati, Patna, Vijayawada, Visakapatnam, Baroda, Mumbai II, Goa, Chennai I, Chennai II, Kancheepuram, Karaikudi, Nagapattinam, Pondicherry, Trichy, Thanjavur, Vellore, Erode, Kozhikode, Madurai, Nagercoil, Salem, Trivandrum, Tirunelveli and Tuticorin. All Regional Offices centres are connected to Chennai Central Office by 2 Mbps MPLS- VPN./Leased Lines. 21

22 Annexure II List of all IOB locations where Videoconferencing equipments need to be installed and operationalised. Sl. No Name of the locations 1. Indian Overseas Bank, Central Office, Main Building, VI Floor, 762 Anna Salai, Chennai , Tamil Nadu 2. Indian Overseas Bank, Delhi RO, 2, III ffloor, Rachana Building, Rajendra Place, Pusa Road, Patel Nagr Post, New Delhi Indian Overseas Bank, Jaipur RO, D-23/a, Prithvijraj Marg, Chandra Nivas, 'C' Scheme, Jaipur Indian Overseas Bank, Ludhiana RO, 550/1, Fountain Chowk College Road, Civil Lines, Ludhiana Indian Overseas Bank, Meerut RO, LIC Building, Mangal Pande, Opp.. Chaudhary Charan, Charan Singh University, Meerut Indian Overseas Bank,Berhampur RO, VOS Campus, II Floor, Viaya Bhawan Engg School Road, Berhampur, Pin760010, Orissa 7. Indian Overseas Bank,Kolkata II RO, 119, White House, Park Street, Kolkata, Pin :700016, West Bengal 8. Indian Overseas Bank, Bhubaneshwar R.O, B/2, West Sahid Nagar, Khurda Dist., Bhubaneshwar Indian Overseas Bank,Guwahati RO, 2 nd Floor, Jupitara Palace, ABC Police Point, G S Road, Guwahati, Pin :781005, Assam. 10. Indian Overseas Bank,Patna RO, II & III Floor, Nasima House, West of Gandhi Maidan, Patna, Pin :800001, Bihar. 11. Indian Overseas Bank, Vijayawada RO, , Ring Road 1 st Floor Adj. To TELCO Yard, Vijayawada , Andhra Pradesh 12. Indian Overseas Bank, Visakhapatnam RO, , Shivajipalem Visakhapatnam , Andhra Pradesh 13. Indian Overseas Bank, Baroda RO, Aries Complex III floor, B.P.C Road, Alkapuri, Baroda , Gujarat 14. Indian Overseas Bank, Mumbai II RO, Maker Towers, E 5 th Floor, Cuffe Parade, Mumbai, Pin:400005, Maharashtra Indian Overseas Bank, Goa RO, II Floor, Salgaocar Centre, Rua-De- Ourem, Panaji - Goa Indian Overseas Bank, Chennai I RO, III Floor, Annexe Building, 763

23 Anna Salai, Chennai, , Tamil Nadu 17 Indian Overseas Bank, Chennai II RO, III Floor, Annexe Building, 763 Anna Salai, Chennai, , Tamil Nadu 18 Indian Overseas Bank, Kancheepuram RO, 69-70, Sheikpet Nadu Street, Kancheepuram, Pin : , Tamil Nadu. 19 Indian Overseas Bank, Karaikudi RO, 26/7, College Road,, I Floor, Subramaniapuram, Karaikudi, Pin:630002, Tamil Nadu 20 Indian Overseas Bank, Nagapattinam RO, 584, Public Office Road, Velipalayam, Nagapattinam, Pin : , Tamil nadu 21 Indian Overseas Bank, Puducherry RO, 42/1, Brahmins Street, Mudaliarpet, Puducherry, Pin:605004, Puducherry. 22 Indian Overseas Bank, Trichy RO, 4, Bharathidasan Salai, Cantonment, Trichy, Pin : , Tamil Nadu 23 Indian Overseas Bank, Thanjavur RO, 85/P, Market Road Extension, Thanjavur, Pin : , Tamil Nadu 24 Indian Overseas Bank. Vellore RO, 324, Sri Krishna Plaza, Ist Floor, RTO Road, Phase III, Sathuvachari, Vellore Pin:632009, tamil nadu 25 Indian Overseas Bank, Erode RO, 164/3, Muthumariappan Koil Street, Thirunagar Colony, Erode, Pin : , Tamil Nadul 26 Indian Overseas Bank, Kozhikode RO, 11/41 E, 3 rd Floor, M Sons Arca Cherooty Road, Kozhikode, Pin: , Kerala 27 Indian Overseas Bank, Madurai RO, Plot No. 40, 80 feet Road, Arignar Anna Nagar, Madurai, Pin : , Tamil Nadu 28 Indian Overseas Bank, Nagercoil RO, 552/1, First Floor, M S Road, Vetturanimadam, Nagercoil, Pin : , Tamil Nadu 29 Indian Overseas Bank, Salem RO, 7/54, II Floor, Ideal Garden Complex, Junction Road, Near Five Roads, Salem, Pin : , Tamil Nadu 30 Indian Overseas Bank, Trivandrum RO, IOB Buildings, MG Road, Trivandrum, Pin : , Kerala 31 Indian Overseas Bank, Tirunelveli RO, 131, East Car Street, Tirunelveli Town, Tirunelveli, Pin : , Tamil Nadu 32 Indian Overseas Bank. Tuticorin RO, 65/A, I & II Floor, Shanmugham Complex, East Car Street, Tuticorin, Pin : , Tamil Nadu RO in the address refers to Regional Office 23

24 Annexure - III Technical Bid - Part A Company Profile and Maintenance and Service Support of the Bidder Sr. Question Response 1.1 Company Name 1.2 Date of Incorporation 1.3 Name of Indian representative/office (indicate: own, dealer, distributor, JV) 1.4 Company Head Office address * Contact person(s) * Phone Number * Fax Number * Address 1.5 Address of Indian representative/office * Contact person(s) * Phone Number * Fax Number * Address 1.6 Number of Employees supporting the project In India: Marketing/Sales Technical Support Research and Development Implementation Outside India: Marketing/Sales Technical Support Research and Development Implementation 24

25 Sr. Question Response 1.7 Ownership structure (e.g. Inc., partnership) * Who are the primary shareholders? * State the major shareholders with percentage holding in case of limited companies. 1.8 Location: Support (e.g. Asia Pacific, India subcontinent). In India, since when has the support centre existed in India? 1.9 Provide the range of services offered by you covering service description and different schemes available for: Customisation Implementation Support Ongoing support (AMC, Helpdesk) Training Any Others (specify) 1.10 State pending or past litigation if any within the last 3 years with details and explain reasons. Please also mention any claims/complaints received in the last three years Address and Contacts of your Office at all the locations where video conferencing Solution to be implemented Enclose Audited Balance Sheets and Profit & Loss Statements for the last three years duly approved by AGM. Date : Signature and seal of Authorised Official 25

26 Annexure - IV Technical Bid Part B Section - 1 Technical Specifications Multipoint Conferencing Unit (MCU) 24 port MCU unit Technical Specification Sr. No Description Compliance Status * (Yes/ No) 1. Cisco Unified Videoconferencing 3545 Enhanced Media Processor, 24 Ports Date: Signature and seal of Authorised Official Mandatory - should be filled up by "yes" or "no" as the case may be against all items. 26

27 Technical Bid Part B Section II - Video conferencing endpoint - Technical Specifications Sl NoFeatures 1 Video a Video Standards Specifications H.261,H.263, H ,H.264 Compliance Yes/No H.264 in a Multipoint and Encrypted call should be possible. H.264 in an Encrypted cal should be possible H.264 should be possible when sending or receiving two live video sources e.g. Presenter and Presentation. b Video Frame Rate 15 fps up to 168 Kbps, 30 fps Kbps and above. 2 Video Features Ability to send and receive two live simultaneous video sources in a single call, so that the image from the main camera and VCR or document camera can be seen simultaneously. Should support H.239 protocol Should support PAL Monitor and VGA based projector connectivity simultaneously. PC zoom feature so that the remote site/local site can zoom into the PC screen to view the details. Video Output Side by Side layout so that two video sources can be displayed on a single Plasma screen. Should have DVI ( Digital Video Interface) output to connect display devices such as plasma and projectors. 27

28 Video input Should have DVI ( Digital Video Interface) input to connect PC/ Laptop directly to the Video conferencing system and display a resolution of SXGA. Should have VESA DPMS power management for Plasma screens and CRT monitors. 3 Audio Audio standards supported G.722,G.722.1, CD quality audio protocol for full 20 KHz audio aac-ld standard must be supported.. Other Desirable features Noise Reduction, Automatic Gain control, VCR ducking, Automatic Audio mixer 4 Network Interfaces Capabilty to have 4* ISDN BRI ( RJ 45) ports or more. capability of Inbuilt Multiplexer for the ISDN lines is desirable 1 LAN /Ethernet--10/100 Mbps 1 PCMCIA card for wireless LAN b. Should support Cisco Aironet. 5 Bandwidth H Kbps H Mbps 6 Network Capabilities In case of ISDN,unit should have the capacity to Full downspeeding support over ISDN, call to continue even if the first B channel were to drop. Analogue Telephony support-pots based call through the system 7 H.323/ IP Features IP precedence( QOS), DiffServe. 28 Resource reservation protocol-rsvp IP Type of Service-TOS Auto Gatekeeper discovery Auto Network Address Translation( NAT) support