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1. Table 3 Tears Sr No Directions Width Length 1 Vertical 4mm 8mm 2 Horizontal 4mm 15 mm 3 Diagonal 4mm 18 mm Measured by drawing a straight line from the peak of the tear to the edge of the note where the tear begins rectangular projection rather than measuring the length of the tear itself v Holes This refers to notes with at least one visible hole Notes with holes with area exceeding 10 mm2 shall be sorted as unfit vi Stains Stains are visible markings which that are not part of the feature of a note Notes shall be detected as unfit if localized i e with limited extension stain can be recognized on its surface In case the total area covered by stains exceeds 500 mmz the note shall be sorted as unfit A note with a single stain covering an area of more than 200 mm2 shall sorted as unfit Both the obverse and the reverse of the note shall be checked for stains vii Graffiti Graffiti refers to deliberate graphic alteration of the note with for example figures or letters Fitness sorting criteria in case of graffiti shall be the same as those for stains Both the obverse and the reverse of the note shall be checked for graffiti viii Crumples Folds Crumpled Folded notes shall be sorted as unfit if the folds result in reduction of the original note in length or width greater than 5 mm ix Decolouration Notes affected by decolouration shall be sorted as unfit if the ink is pa
2. 10 IDBI BANK Ltd The subsequent bid that comes in to outbid the L 1 rate will have to be lesser than the L 1 rate by one decrement value or in multiples of the decrement value Service Provider shall arrange to train your nominated person s without any cost to you They shall also explain you all the Rules related to the Reverse Auction Business Rules Document to be adopted along with bid manual You are required to give your compliance on it before start of bid process MATERIAL FOR BID Tender For Supply Installation Commissioning and Maintenance Of Desk Top Note Sorting Machines as per the specifications and scope of work mentioned in Section IV of the Tender Document BIDDING CURRENCY AND UNIT OF MEASUREMENT Bidding will be conducted in Indian Rupees per unit of Desk Top Note Sorting Machine including AMC charges BID PRICE The Bidder has to quote Total Cost AMC charges as per Serial Number 4 2 3 per unit of Desk Top Note Sorting Machine prescribed format i e Annexure B of Commercial Indicative Price Bid II of Tender Document to arrive at the Total cost which has already been provided by IDBI Bank Ltd Please see clause 2 7 of Section Il of Tender Document The technical amp commercial terms are as per IDBI Bank s Tender For Supply Installation Commissioning and Maintenance Of Desk Top Note Sorting Machines and Vendors Technical and Commercial indicative price bid and subsequent correspondenc
3. PLACE DATE Authorized Signatory 31 IDBI BANK Ltd Business Rule amp terms amp conditions of Reverse Auction for the Tender For Supply Installation Commissioning and Maintenance Of Desk Top Note Sorting Machines NAME OF THE BANK AUCTION TO BE CONDUCTED BY DATE OF AUCTION DOCUMENTS ATTACHED The General Manager IDBI Bank Ltd IDBI Tower PBG NE 13th Floor D Wing WTC Cuffe Parade Mumbai 400005 Service Provider to be communicated on appointment Online Reverse Auction date will be advised later Business rule for reverse auction Annexure C Terms amp conditions of reverse auction Annexure D Process Compliance Statement Annexure E Contact Information 32 IDBI BANK Ltd Part II ANNEXURE C Business Rules For Reverse Auction GENERAL TERMS AND CONDITIONS OF REVERSE AUCTION Against this Enquiry for the subject item system with detailed scope of supply and specification IDBI Bank Ltd shall resort to REVERSE AUCTION PROCEDURE THROUGH I NTERNET 1 For the proposed reverse auction Tenderers whose machines have successfully qualified in Technical Bids and Stress Test only shall be eligible to participate 2 IDBI Bank Ltd will engage the services of Service Provider who will provide all necessary training and assistance before commencement of on line bidding on Internet 3 Business rules like event date time start price bid decrement exte
4. DBI Bank Ltd to any other party IDBI Bank s decision on award of Contract shall be final and binding on all the Bidders IDBI Bank Ltd along with service provider can decide to extend reschedule or cancel any Auction Any changes made by IDBI Bank Ltd and or service provider after the first posting will have to be accepted if the Bidder continues to access the site after that time Service provider shall not have any liability to Bidders for any interruption or delay in access to the site irrespective of the cause Service Provider is not responsible for any damages including damages that result from but are not limited to negligence Service Provider will not be held responsible for consequential damages including but not limited to systems problems inability to use the system loss of electronic information etc All the Bidders are required to submit the Agreement Form Annexure E duly signed to service provider After the completion of the Auction event all the Bidders have to submit the Price confirmation in Annexure II and detailed Break up in the format placed at Annexure B of the IDBI Bank s Tender Document Enclosed immediately to IDBI Bank Ltd within 24 hours for further proceedings All the bidders are required to ensure to have a valid Digital Certificate well in advance so as to confirm the participation into the reverse auction 40 IDBI BANK Ltd Part II ANNEXURE E Process Compliance Form
5. Menu Keys 15 MIS Reports e The Sorting machines should generate various types of reports Balance Report Customer Report Operator Report Difference Report Reject Report Jam Recovery Report Machine Report Supervisory Report e Alert Alarm indication by blinking LED and or beep when stacker is full Sensors Details Sorting Machine should have the mentioned in the following sensors which should be Specification column capable of detecting and checking various visible amp non visible features of Indian banknotes like print pattern format Size printed image emission and soil ness e Image Scan Sensor from both sides colour capable to scan both sides of bank note e Magnetic Sensor UV Dull Sensor Fluorescence Phosphorescence Sensor Tape Sensor Thickness Sensor e Infra red sensor e Limpness sensor e Electrical Conductivity of Security thread 29 Sorting Machine should be capable to do sorting in the modes mentioned in the Specification column Fitness amp Authentication Parameters IDBI BANK Ltd Sorting Parameters ATM e Fit Customer Issuable e Gandhi Ashoka Pillar notes can be separated e Non Issuable Soiled Ashoka Pillar Notes banknotes of Rs 500 M G Series 1996 should automatically go to Soiled notes stacker e Orientation Sorting All non oriented notes should go into reject pocket e Forged notes should go into reject pocket All the above parameters should be cap
6. On company letterhead To The Service Provider Sub Agreement to the Process related Terms and Conditions for the Reverse Auction Dear Sir This has reference to the Terms amp Conditions for the Reverse Auction This letter is to confirm that 1 2 3 The undersigned is authorized representative of the company We have studied the Commercial Terms and the Business rules governing the Reverse Auction mentioned in this document and confirm our agreement to them We also confirm that we have taken the training on the auction tool and have understood the functionality of the same thoroughly We confirm that IDBI Bank Ltd and the service provider appointed by IDBI Bank shall not be liable and responsible in any manner whatsoever for my our failure to access and bid on the e auction platform due to loss of internet connectivity electricity failure virus attack problems with the PC any other unforeseen circumstances etc before or during the auction event We understand that in the event we are not able to access the auction site we may authorize service provider to bid on our behalf by sending a fax containing our offer price before the auction close time and no claim can be made by us on either IDBI Bank Ltd or service provider regarding any loss etc suffered by us due to acting upon our authenticated fax instructions We also confirm that we have a valid digital certificate issued by a valid Certifying Authority
7. We also confirm that we will fax the price confirmation as per Annexure II Part I1 of tender document if we are selected as lowest bidder L1 and detail break up of our quoted price during the reverse auction process as per Appendix within 24 hours to IDBI Bank Ltd Failing to comply the same the contract will be offered to the next bidder L2 We hereby confirm that we will honour the Bids placed by us during the auction process With regards Signature with company seal Name Company Organization Designation within Company Organization Address of Company Organization Signed document to be sent by Fax Number to be advised later 41 IDBI BANK Ltd Part II ANNEXURE I Details of total Cost to the IDBI Bank to be Quoted in Reverse Auction in respect of Supply Installation Commissioning and Annual Maintenance Contract Of Desk Top Note Sorting Machines and the Auction Start Time amp Close Time is as follows May be revised if required by the service provider Tender For Supply Installation Commissioning and Maintenance Of Desk To Note Sorting Machines Total cost per unit Start Bid Bid Decrement Opening Closing Price Rs in Rs Time Time Total cost to the IDBI Bank per Would be Would be Would be Would be unit including printer would displayed displayed before advised advised mean Basic Price of machine i e before five five minutes of later later including the cost of minutes o
8. offered 1 Model Name Please specify Model Number i Make Indigenous mported Machine Structure Modular with a printer for generation of the reports 3 Dimensions Length x Width x Height In mm 5 Banknote I nput Minimum 300 loose notes Hopper Capacity Feeder Capaci Banknote Delivery Minimum 2 1 Standard Delivery Mode Stackers to be configured as per requirement of the IDBI Bank Performance Data Processing Speed As per manufacturer over 15 000 notes Sorting Speed per hour Range of corti Width Length 63 mm 73 mm 137mm to 177 mm a Power Supply Please Specify 28 IDBI BANK Ltd Ambience Temperature Please clearly specify the Ambience Temperature Requirements e While the machine is in operational condition e While the machine is in non operational condition Kindly note that in most places there is no climate control during the nonworking hours The operating environmental requirements should be clearly specified Relative humidity Please clearly specify the Relative humidity Requirements e While the machine is in operational condition e While the machine is in non operational condition Kindly note that in most places there is no climate control during the nonworking hours The operating environmental requirements should be clearly specified Sound Noise Level Please Specify 14 User Interface Sorting machine should have e Printer attached e Display with Function
9. Bank or not The supplier shall take all corrective measures arising out of discrepancies errors and omissions in drawings and other information as mentioned above within the time schedule and without extra cost to the IDBI Bank INSPECTION AND TESTS AT MANUFACTURER S SUPPLIER S PREMISES The IDBI Bank shall have the right of inspecting and testing the machine or any part thereof at any time during the manufacture and the supplier on demand from the IDBI Bank shall carry out such tests in appropriate manner in the presence of DBI Bank s representatives and free of charge to IDBI Bank Should a part of the machine be manufactured not on manufacture s supplier s premises but on other premises the supplier shall like wise obtain permission for the IDBI Bank to inspect and test the work as if the said parts were being manufactured on the manufacture s supplier s premises The inspection examination or testing carried out by the IDBI Bank shall not relieve the supplier from any of his obligations under the purchase contract The supplier shall bear all costs of such inspections and tests NEGLI GENCE If the supplier neglects to execute the installation of the machine with due diligence or expedition or shall refuse or neglect to comply with any reasonable order given to him request made to him in writing by the IDBI Bank in connection with the machine or shall contravene the provisions of General Terms and Conditions the IDBI Bank
10. and includes decolouration due to ageing excessive folding wear and other wearing Soiling increases the optical density and decreases the reflectance of the notes Notes exceeding the soiling levels set out in Table 2 shall be sorted as unfit Both the obverse and the reverse of the note shall be checked for soiling Table 2 Soiling Levels Sr No Denomination Maximum Density Minimum Filters difference Reflectance 1 Rs 5 0 07 85 Yellow 2 Rs 10 0 07 85 Yellow 3 Rs 20 0 06 87 Yellow 4 Rs 50 0 06 87 Yellow 5 Rs 100 0 05 90 Cyan 6 Rs 500 0 04 93 Cyan 7 Rs 1000 0 03 95 Cyan ii Limypness Limpness relates to structural deterioration or wear resulting in a marked lack of stiffness in t he note paper Notes with a very low stiffness shall be sorted as unfit Notes with very low stiffness of paper i e with paper which is worn out in circulation or mechanically mutilated shall be sorted out as unfit Detectors for paper quality shall 24 IDBI BANK Ltd be adapted to the same level as for soiling iii Dog Ears Notes with dog ears with an area of more than 130 mm2 and a minimum length of the smaller edge greater than 10 mm shall be sorted as unfit Chipped notes shall also be sorted as unfit iv Tears Notes exhibiting at least one tear at the edge shall be classified as those having tears Notes with tears larger than those indicated in Table 3 shall be sorted as unfit
11. at specified currency chest branch during the working hours The dates and the names of the specified currency chest branch will be intimated to the tenderers It will be the responsibility of the supplier to bring the sorting machines to the specified currency chest branches at their cost The stress test will be conducted in the presence of the representative of the tenderer of the machine The test results will have to be jointly signed by the representative of the tenderer along with the representative of the IDBI Bank After successful stress test The qualified vendors will be invited for training by the service provider and for the participation in e auction SPARES The tenderer shall be required to ensure availability of adequate quantity of spares for smooth running of the machines DRAWINGS amp DOCUMENTS The tenderer is required to supply one set of all drawings of the machines handbook operation manual and service manual in accordance with the Technical Specifications at the time of submission of Technical Bid Part PACKING amp DESPATCH The machines shall be properly packed in boxes suitable for multiple handling and for all means modes of transportations All machines components shall be delivered at IDBI Bank currency chests and IDBI Bank branches located across the Country where the machines are to be installed PRICE The price shall be firm and binding without any escalation whatsoever for the entire
12. hrs on June 16 2010 in the presence of tenderers desiring to be present Commercial Indicative Price Bid Part II of the tenderers will be opened subsequently to determine the Start Bid Price However the final price comprising of Basic Price of Machine and AMC charges for a period of five years is to be quoted during the Commercial Bidding through e procurement reverse auction process the date of which would be announced later after completion of training and start up work by the service provider The details of e procurement comprising business rules terms and conditions process compliance forms relating to reverse auction process are given in Annexure C and D and E respectively Telegraphic Fax and E mail tenders will not be accepted The full name postal address Telegraph address email address and telex tele fax telephone number of the tenderer shall be written on the bottom left corner of the sealed envelope 3 0 3 1 3 2 3 3 4 0 4 1 5 0 5 1 6 0 6 1 7 0 7 1 8 0 8 1 IDBI BANK Ltd STRESS TEST The machine will undergo test in two stages at specified currency chest branch of IDBI Bank Ltd preferably in Mumbai to determine the capability of the machine to sort and count accurately Only those machines which pass the stage I will be tested in stage I In the stage II the machine shall undergo a test for 30 hours or as decided by the IDBI Bank which shall be conducted
13. of the Government of India State Governments and local authorities applicable and the IDBI Bank Ltd shall not be liable for any action under the statutes applicable due to non fulfillment of statutory obligations by the Company Supplier manufacturer RIGHTS OF PURCHASER TO VARY THE CONTRACT The IDBI Bank shall have the right during the performance of the purchase contract Annual Maintenance Contract to change the scope and or technical character of the machines and or of the supplies and services stipulated in the purchase contract Annual Maintenance Contract and the Supplier shall be bound to comply with the same ASSI GNMENT The Supplier shall not assign their rights and obligations under the terms of this purchase contract Annual Maintenance Contract to any party other person without the written consent of the IDBI Bank WORK PERMIT PASSPORT TAX FORMS ETC The Supplier shall be responsible for arranging and obtaining at his own cost the necessary work permits tax forms clearance of Central State Government passports visas police road permits in connection with the execution of the order Expenses for customs duty related to machines and personnel appointed either from India or from any other country shall be the responsibility of the supplier J URI SDI CTI ON The purchase contract Annual Maintenance Contract shall be governed by the Laws and Regulations of India for the time being in force and will be subject to
14. period of contract TAXES The price INR should indicate Basic Price i e including the cost of transportation insurance Duties and charges etc other than the sales tax Value Added Tax Central Sales Tax as the case may be entry tax Octroi till the destination of 9 8 2 9 0 9 1 9 2 IDBI BANK Ltd the IDBI Bank s currency chests Bank branches If the Tenderer fails to include them in the tender no claim thereof will be considered by the IDBI Bank subsequently The Sales Tax Value Added Tax Central Sales Tax as the case may be Entry Tax Octroi if any will be paid by the IDBI Bank at actual COMPLETION PERIOD Time of delivery shall be firm and binding Time period for installation and commissioning including start up period shall also be indicated separately by the tenderer and the same shall also be firm and binding The supply installation and commissioning of the machines has to be completed within a period of 25 days from the date of placement of order Time shall be the essence of the contract All information correspondence letters shall be submitted to The General Manager IDBI Bank Ltd IDBI Tower 13th Floor PBG NE Cuffe Parade WTC Mumbai 400005 VALI DI TY OF TENDER The Tender along with the prices shall remain valid initially for a period of 18 months from the date of finalizing the vendor through conducting reverse auction process and for such further period as may be reque
15. shall have the right to cancel the purchase contract holding the supplier liable for the damages that the IDBI Bank may sustain in this behalf Thereafter the 16 IDBI BANK Ltd IDBI Bank may make good the failure at the risk and cost of the supplier and the EMD may be forfeited INDEMNITY The supplier assumes responsibility for and shall indemnify and save harmless the IDBI Bank from all liabilities claims costs expenses taxes and assessments including penalties punitive damages attorney s fees and court costs which are or may be required to be paid by reasons of any breach of the supplier s obligation under these general conditions or for which the supplier has assumed responsibilities under the purchase contract Annual Maintenance Contract including those imposed under any contract local or national law or laws or in respect to all salaries wages or other compensation to all persons employed by the supplier or suppliers in connection with the performance of any machine covered by the purchase contract The supplier shall execute deliver such other further instruments to comply with all the requirements of such laws and regulations as may be necessary there under to conform and effectuate the purchase contract and to protect the IDBI Bank during the tenure of purchase contract Where any patent trade mark registered design copy rights and or intellectual property rights vest in a third party the supplier shall be liable for
16. 914 Email ravijathan idbi co in Shri R V Kulkarni Assistant General Manager PBG NE Telephone 022 66552565 Email rajendrav kulkarni idbi co in IDBI BANK Ltd Part I Section LL Instructions To Tenderers Submission of Tender Description of the No of Pockets Rated Capacity Number Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour 1 1 1 2 2 0 Tenders are invited from reputed Companies firms who are the manufacturers suppliers of Desk Top Note Sorting Machines NSMs who have supplied at least 300 Desk Top Note Sorting Machines No of Pockets Structure minimum 2 1 to various banks in India and have supplied at least 150 of such machines to RBI SBI The tenderer needs to have also provided maintenance and after sales service through net work spread across India and they should be capable for providing regular maintenance and after sales service so as to ensure that calls for services given by our Bank branches currency chest located across the country can be attended to within a period of 24 hours 48 hours in case of remote location The tenderers are advised to submit the tender based strictly on the General Conditions governing the supply installation commissioning and maintenance of NSMs and Machine Requirements and Technical Specifications contained in the tender document and not to stipulate any deviations Tenders con
17. DBI Bank at its option without prejudice to its rights under the purchase contract Annual Maintenance Contract is entitled to cancel the purchase contract Annual Maintenance Contract at any time under following circumstances i In case the supplier does not comply with any of his obligations undertakings under this purchase contract Annual Maintenance Contract ii If the design specifications or supplies provided by the supplier do not conform to 18 22 2 23 0 23 1 IDBI BANK Ltd the machine requirements technical specifications iii If the supplier refrains from implementing any of the instructions received from the IDBI Bank within the stipulation of this purchase contract Annual Maintenance Contract and iv In case of any breach of this purchase contract Annual Maintenance Contract by the company supplier v Or for any reasons that may deem fit by the IDBI Bank to terminate the contract DEDUCTION FROM PURCHASE PRICE The supplier shall reimburse the IDBI Bank all costs charges damages or expenses which the IDBI Bank may have paid and or the supplier is obliged to pay IDBI Bank under this purchase contract within 30 days failing which such costs charges damages or expenses including statutory payments if any shall be deducted recovered by the IDBI Bank from any money due or becoming due to the supplier under this purchase contract or may be recovered by arbitration action under law or otherwise from the su
18. IDBI BANK Ltd Tender Document Request for Proposal RFP for Note Sorting Machines NSMs IDBI Bank Ltd invites offers sealed Tenders in two separate sealed covers in two parts i e Part I Technical Bid and Part II Commercial Indicative Price Bid to be submitted up to 15 00 hours J une 16 2010 last date of submission at the address given for supply installation commissioning and maintenance of the under mentioned machines at various IDBI Bank Branches Currency Chests located across the country from reputed companies firms The companies firms must have supplied at least 300 Desk Top Note Sorting Machines No of Pockets Structure minimum 2 1 of the same make and TYPE to various banks in India of which 50 to RBI SBI in the last three years and must have maintenance and after sales service network spread pan India Description of the No of Pockets Rated Capacity Number of Machines Machines Structure Required Desk Top Note Minimum Over 15 000 notes 125 Sorting Machine 2 1 per hour NSMs The tender Technical Bid must be accompanied by Earnest Money of Rs 15 lakhs by a DD Pay Order on any commercial bank favoring IDBI Bank Ltd The Technical Bid Part 1 will be opened at 15 15 hours on June 16 2010 at the IDBI Bank Ltd IDBI Tower 13th Floor Cuffe Parade WTC Mumbai Commercial Indicative Price Bid Part I will be used for the purpose of deciding start bid price for r
19. able of being configured as per Bank s requirements Fitness Parameters e Format Size Dimension i e length and breadth e Holes e Tapes e Tears e Missing Parts e Dog ears or Missing Corners e Limpness e Soil Authentication Parameters e Infrared Properties e UV dull paper e Fluorescence Phosphorescence e Magnetic security features in ink and security threads e Thickness and Multiple items e Electrical Conductivity of Security thread All the above parameters should be capable of being configured as per IDBI Bank s requirements and the machine would be capable to generate a report to that effect 30 IDBI BANK Ltd Part II Annexure B Commercial I ndicative Price Bid Quotation for supply of under noted type of machine Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour Name of the Supplier Rate to be quoted in Rupees per unit of NSM including printer Basic Price i e including the cost of transportation insurance Duties and charges et c fother than the Sales Tax Value Added Tax Central Sales Tax as the case may be Entry Tax Octroi till the destination of the chest branch Annual Maintenance Contract AMC comprehensive for five years period payable annually AMC covers replacement of defective parts and software s
20. ase there is any acceptable bid quoted by any bidder within 5 minutes of closing of the auction the auction will be extended by another 5 minutes Such extension will be allowed to continue till no quote is placed within 5 minutes of the last quote or 30 minutes whichever is lower In any event the auction process deems to have concluded by 90 minutes from the start of the auction BID DECREMENT The minimum Bid decrement shall be available to the Bidders at the start of the auction The bidder can view the same by clicking on the Item details at the start of the auction The bidder can bid lower than the Lowest Bid in the auction by a decrement multiple of the minimum Bid decrement or at least of minimum bid decrement plus multiple of Bid Decrement VISIBLITY TO BIDDER The Bidder shall be able to view the following on his screen along with the necessary fields during English Reverse No ties Auction Leading Bid in the Auction Bid Placed by him Rank of the respective bidder Lowest Bidder L1 At the end of the Reverse Auction IDBI Bank Ltd will evaluate all the bids submitted and will decide upon the winner lowest bidder L 1 39 IDBI BANK Ltd OTHER TERMS amp CONDITIONS The Bidder shall not involve himself or any of his representatives in Price manipulation of any kind directly or indirectly by communicating with other suppliers bidders The Bidder shall not divulge either his Bids or any other exclusive details of
21. at as per Annexure A along with the terms and conditions duly accepted shall be submitted Tenderers are also requested to submit the complete technical specification of Desk Top Note Sorting Machines in the prescribed format_as per Annexure A In case of any discrepancy hard copy shall be taken to be correct Earnest money Pay order Demand Draft shall be submitted along with Technical Bid Part Only after Technical Qualification as decided by IDBI Bank Ltd the bidders would be invited for conducting stress test and for the participation in e auction Technical Bid should be submitted under a covering letter indicating the summary of tender Insertions post scripts additions and alternations shall not be valid All pages of the tenders should be completed in all respects with all attachments enclosures Annexures Part l Technical Bid of the tender as submitted shall contain the following i Earnest Money ii Business Rules for Reverse Auction Annexure C duly signed by the Authorized representative office company firm iii Terms amp Conditions of Reverse Auction Annexure D duly signed by the Authorized representative office company firm iv Process Compliance Form Agreement to the Process related Terms and Conditions for the Reverse Auction Annexure E duly signed by the Authorized representative office company firm v Annual reports audited balance sheets of the tenderer s co
22. calation whatsoever for the entire period of purchase contract 5 0 TERMS OF PAYMENT 5 1 IDBI Bank will not pay any advance 5 2 The machine should once again undergo a stress test after installation by the supplier for a period of 5 hours each day for a period of 05 days at the currency chest branch If in order the Branch Manager will certify that the machine is running 13 5 3 6 0 6 1 6 2 7 0 7 1 7 2 8 0 8 1 IDBI BANK Ltd satisfactorily The tenderer shall also be required to furnish certificates from the manufacturer besides his own certificate The machine shall be deemed to have been delivered installed commissioned and handed over to the specified currency chest branch only after these certifications The payment will not be released if the machine fails to perform satisfactorily for a period of 15 days from the date of installation and until such time it is rectified replaced to the satisfaction of the DBI Bank Thereafter 100 of the consideration will be paid within 30 days of successful installation The payments for the machines will be made by Registered Office of IDBI Bank Ltd ANNUAL MAI NTENANCE CONTRACT Annual Maintenance Contract AMC wherever referred in this tender documents means comprehensive AMC which covers replacements of defective parts changes and upgradation of software etc The IDBI Bank at its discretion may enter into Annual Maintenance Contract with the Supplier direct
23. ch may be incorporated in the banknotes by RBI in future Capacity consistency and reliability The machine will undergo a stress test in two stages at specified currency chests branches to determine the capability of the machine to sort and count accurately Only those machines which pass the stage l will be tested in stage II In the stage Il the machine shall undergo a stress test for 30 hours which shall be conducted at specified currency chests branches during the working hours The dates and the names of the specified currency chests branches would be intimated to the tenderers subsequently It will be the responsibility of the supplier to bring their sorting machines to the specified currency chests branches at their cost The stress test will be conducted in the presence of the representative of the tenderer of the machine The test results will have to be jointly signed by the representative of the tenderer along with the representative of the IDBI Bank The details of the stress test will be shared with the tenderers before the procurement Please see clause 3 2 of Section 11 Stacking compartments There shall be separate sets of compartments for issuable non issuable i e soiled and reject suspect notes After the notes are processed sorted notes should go to the respective compartments User I nterface and MIS Reports The machine should have user interface with printer attached display with Function Menu keys interfac
24. e auction will be advised later ich Name of the Issuing Officer amp Date of I ssue of Tender IDBI BANK Ltd CONTENTS Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour PART Section Submission of tender Section I1 Instructions to tenderers General Conditions of supply installation commissioning and maintenance of Desk Top Note Sorting Machines Section IV Machine Requirements and Technical Specifications Prescribed format for submission of Technical Specifications for supply of Desk Top Note Sorting Machines Annexure A PART II COMMERCIAL I NDI CATI VE PRICE BID ANNEXURES Prescribed format last minute changes in format may be made by Annexure B the service provider during finalization of e auction process for quoting Commercial Indicative Price Bid for Supply of Desk Top Note Sorting Machines Annexure C Business Rules for Reverse Auction Terms amp Conditions of Reverse Auction Process Compliance Form Agreement to the Process related Terms and Conditions for the Reverse Auction ere i Format for quote of Reverse Auction eee Confirmation of final quote during Reverse Auction Appendix I Breakup of Final Commercial Bid quoted during the Reverse Auction IDBI BANK Ltd Part I Section 1 Submission of Tender on Company lette
25. e to cash vault management system and to host computer server through Bank s LAN WAN The machine should have an arrangement of alert alarm indication in the form of beep and or blinker when stacker is full The machine should generate various types of reports such as Balance Report Customer Report Operator Report Difference Report Reject Report Jam Recovery Report Machine Report Supervisory Report Software The operating software shall be suitable for Windows NT or its upgraded version for network environment and shall be configurable The operation configuration and settings shall be menu driven The software shall not call for any special qualification or special programming knowledge for the operator The software shall provide for separate levels of password protection for operator supervisor and service engineer The tenderers are advised to furnish complete details about the software that they 22 6 0 IDBI BANK Ltd propose to supply The basic process data captured from the microprocessor shall not be available for addition corrections alternations by any person All the process data for a period of at least one year shall be indexed and stored in the machine for easy and efficient retrieval The brief guideline on Note Authentication and Fitness Sorting Parameters as laid down by RBI is as follows A fit note is a note that is genuine sufficiently clean to allow its denomination to be readily ascertain
26. easons and the tenderer will have no right to challenge question the IDBI Bank Ltd in this regard Place Signature Date Name Seal 11 IDBI BANK Ltd Part I Section III General Conditions of Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines Contents Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour Clause No Description _ O Z O 4 Purchase Price S 5 Terms of Payment EMD o EMD 14 Drawings and Documents 15 Inspection amp Tests At Manufacturer s Supplier s Premises 16 Indemnit Termination amp Suspension of the Purchase Contract 12 IDBI BANK Ltd Part I Section III General Conditions of Supply Installation Commissioning and Maintenance of Desk Top Note Sorting Machines Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour 1 0 EFFECTIVE DATE 11 The purchase contract shall come into effect after the date of issue of Letter of placement of order by the IDBI Bank to the successful tenderer s and execution of the agreement of purchase 0 SCOPE OF PURCHASE CONTRACT 1 The scope of purchase contract shall include supply of Machines securely packed i
27. ed and thus suitable for recycling An unfit note is a note that is not suitable for recycling because of its physical condition or belongs to a series that has been phased out by Reserve Bank of India All the fitness parameters are to be evaluated individually A note must pass all the fitness parameters to be considered fit for recycling These parameters provide the minimum standards for cash handling machines used by banks hereinafter called the machine Notes can only be recycled reissued if they are evaluated as genuine and fit according to these parameters Authenticity check is a perquisite for fitness sorting Fitness Sorting can be done only in case of genuine notes The machines shall be able to identify and separate suspected counterfeits and notes which are unfit for circulation in terms of these standards in a reliable and consistent fashion As and when the Reserve Bank of India decides to phase out a specific series issue of a specific denomination of notes the machine shall sort all the phased out notes as unfit irrespective of their physical condition Applicability These parameters are applicable to machines operated by banks either directly by their staff These machines can be of any of the following i Machines which check the authenticity and fitness of notes i e note processing machines note sorting machines and ii Machines which check only the authenticity of notes i e note authentication machine All
28. ed notice of the happening of any such events is given by either party to the other within 15 days from the date of occurrence thereof neither party shall by reason of such event be entitled to claim damages against the other in respect of such non performance or 17 20 0 20 1 20 3 21 0 21 1 22 0 22 1 IDBI BANK Ltd delay in performance ARBITRATION In case of any dispute or difference arising out of or in connection with Tender Document or purchase contract Annual Maintenance Contract or in carrying out of the installation of the machine whether during the progress of the installation or after completion and whether before or after the determination abandonment or breach of contract except as to any of the excepted matters provided hereunder the parties hereto shall first endeavor to settle such disputes or differences amicably If both the parties fail to reach such amicable settlement all the disputes or differences shall be finally settled by arbitrators as provided herein In case of failure of such amicable settlement by the parties either party may within 28 days of such a failure give a written notice to the other party requiring that all matters in dispute or difference be arbitrated upon Such written notice shall specify the matters which are in dispute or differences which require to be referred to arbitrator A single arbitrator should be appointed by both the parties jointly or in case of disagreement as
29. ercial Indicative Price Bid in Indian Rupees with detailed break up i e Basic Price of Desk Top Note Sorting machines as well as the quote for Comprehensive Annual Maintenance Contract AMC which includes replacement of defective parts for five years after the expiry of the warranty period of one year shall be submitted both in figures and words in the Commercial Indicative Price Bid No other enclosure is permitted in Part II After opening Commercial Indicative Price Bid the IDBI Bank will determine the Start Bid Price for the e auction However for the purpose of determining the eligible bidder the Basic Price of machine and AMC charges for the period of five years after expiry of the warranty period of one year will be taken into account Changes in terms and conditions and technical deviations if any found in Part II of the tender will not be taken into account and the tender will not be accepted by the IDBI Bank Ltd The envelope superscribed Tender for supply installation commissioning and maintenance of Desk Top Note Sorting Machines containing two separate sealed covers Part Technical Bid and Part II Commercial Indicative Price Bid addressed to The General Manager IDBI Bank Ltd IDBI Tower 13th Floor PBG NE Cuffe Parade Mumbai 400005 shall be dropped in Tender Box not later than up to 15 00 hours on June 16 2010 last date of submission Technical Bid Part of the tenders will be opened at 15 15
30. es between IDBI Bank Ltd and the vendors VALI DI TY OF BIDS The Tender along with the Bid Price shall remain valid for a period of 18 months from the date of finalizing the vendor through reverse auction process and for such further period as may be requested for by the IDBI Bank and agreed to in writing by the Tenderer If the market rate falls the IDBI Bank would have right to negotiate with L 1 vender At the end of the reverse auction L 1 bidder has to provide within 24 hours price confirmation in Annexure II and a detail break up for his lowest offer in the format i e Annexure B of Commercial Indicative Price Bid I1 of Tender Document placed at Annexure B of the IDBI Bank s Tender Document 35 11 0 Vi IDBI BANK Ltd Procedure of Reverse Auctioning Auction Format English Reverse Auction No Ties Auction There is only 1 Bidder at a particular position rank which means 1 L1 1 L2 amp so on The criteria followed here is of Price only So the Bidder who quotes the lowest Price is declared as the winner of the Auction A bidder here can revise his bids The revised price should be lower than the L 1 price at that point of time Bidding Process And Timeline You should complete the following Steps Participate in the training Programme for bidding by service provider You should be prepared with competitive price quotes on the day of the bidding event Participate in the online bidding event Start bid p
31. everse auction The Final Price of the machine and Annual Maintenance Contract charges to be quoted during the Commercial Bidding will be through e procurement Reverse Auction Process through Internet However both Part Technical Bid and Part Il Commercial Indicative Price Bid have to be submitted together Tender forms can be collected at the above address from 11 a m to 4 p m Monday to Friday from Shri Ravi Jathan Asst Manager during the period of tender June 03 2010 to June 16 2010 Alternatively suppliers can download the forms from the IDBI Bank s website http www idbibank com under Tender News The Tender documents will not be sent by post In case the last date of issuance and or the date of receipt and opening of tender are declared as holiday the respective date shall be treated as postponed to the next working day correspondingly The decision regarding acceptance of any tender or otherwise will rest with the General Manager IDBI Bank Ltd PBG NE who does not bind himself to accept the lowest tender and reserves the right to reject any or all the tenders which do not fulfill any or all the conditions or is are incomplete in any respect or without assigning any reason whatsoever The quantity of machines may increase decrease as per Bank s requirement Serial Number Tender PBG NE PART I amp PARTII Tender for supply installation commissioning and maintenance of Desk Top Note Sorting Machines a
32. f the the Auction on transportation insurance Duties Auction on the the Auction and charges etc other than the Auction Screen Screen sales tax Value Added Tax Central Sales Tax as the case may be entry tax Octroi till the destination of the currency chest branches AMC charges for a period of five years after the expiry of the warranty period of one year The taxes if any including service tax payable on AMC as per relevant provisions of Finance Act from time to time would be to the suppliers account 42 IDBI BANK Ltd Part Il ANNEXURE II To The Service Provider SUB FINAL PRICE QUOTED DURING REVERSE AUCTION TENDER FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF DESK TOP NOTE SORTING MACHINES Ref 1 Reverse Auction Date 2 Our Offer No Date Dear Sir We confirm that we have quoted the price of Rs as stated in Appendix i e Total Cost to the IDBI Bank Per Unit including printer as our final lump sum prices during the Reverse Auction conducted today Being the total cost to the I DBI Bank Ltd per unit including printer comprising Basic Price of machine i e including the cost of transportation insurance Duties and charges etc other than the sales tax Value Added Tax Central Sales Tax as the case may be entry tax Value Added Tax central Sales Tax as the case may be entry tax Octroi till the destination of the Currency Chests and Branches plus AMC c
33. harges for a period of five years after the expiry of the warranty period of one year The service tax and other taxes payable on AMC as per relevant provisions of Finance Act would be to the suppliers account Thanking you and looking forward to the valuable order from IDBI Bank Ltd Yours sincerely Name Company Date Seal 43 IDBI BANK Ltd Appendix Price Break Up of Commercial Bid Quoted during the Reverse Auction Process Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour Rate to be quoted in es per unit of NSM Ra Model No Basic Price i e including the cost of transportation insurance Duties and charges et c other than the Sales Tax Value Added Tax Central Sales Tax as the case may be Entry Tax Octroi till the destination of the chest branch Annual Maintenance Contract AMC comprehensive for five years period payable annually AMC covers replacement of defective parts and software s Rs a Total Cost AMC charges 2 3 me PLACE DATE Authorized Signatory Note To be submitted on company letterhead All the particulars should be filled up under column number 3 above table 44
34. he format placed at Annexure B of the IDBI Bank s Tender Document Enclosed Auction Duration The auction will be of one hour duration In case there is any acceptable bid quoted by any bidder within 5 minutes of closing of the auction the auction will be extended 36 vii 12 13 14 15 16 IDBI BANK Ltd by another 5 minutes Such extension will be allowed to continue till no quote is placed within 5 minutes of the last quote or 30 minutes whichever is lower In any event the auction process deems to have concluded by 90 minutes from the start of the auction Auto bid feature will be enabled from the start time of bidding This feature will be explained during training to be conducted by the service provider of the IDBI Bank Price Bid evaluation and award of purchase order Successful vendor shall be required to submit the final price quoted during the English Reverse no ties in Annexure I1 Format after the completion of Auction to IDBI Bank Ltd through service provider duly signed and stamped as token of acceptance without any condition other than those already agreed to before start of auction within 24 hours IDBI Bank Ltd reserves the right to reject any or all the bids without assigning any reason whatsoever During English Reverse no ties if no bid is received within the specified time IDBI Bank Ltd at its discretion may decide to revise Opening price scrap the reverse auction proces
35. hing stated in this clause the supplier shall be entirely responsible for loss damage or depreciation or deterioration to the materials and 15 13 0 13 1 14 0 14 1 16 2 17 0 17 1 IDBI BANK Ltd supplies due to faulty non protective and insecure packing or otherwise UNITS OF WEIGHTS amp MEASURES All weights dimensions and measures shall be in the Metric System DRAWINGS AND DOCUMENTS The supplier shall supply all necessary drawings and documents to the IDBI Bank s currency chests and branches without any additional cost These drawings and documents shall be in English The drawings and documents to be furnished shall be as follows a All general arrangement and installation drawings inclusive of installation instructions b Electrical schematic drawings indicating consumption points c Two sets of operation and maintenance instructions manuals catalogues and two sets of descriptive literature wherever applicable shall be supplied along with the machine d Control safety circuit diagrams with various set parameters duly marked All drawings documents manuals catalogues and information furnished by the supplier shall become the property of the IDBI Bank ERRORS AND OMISSIONS The supplier shall be responsible for any discrepancies errors and omissions in the drawings or other information submitted by him irrespective of whether these have been approved reviewed or otherwise accepted by the IDBI
36. his Tender through reverse auction mode IDBI Bank Ltd has made arrangement with Service provider who shall be Bank s authorized Service Provider for the same Please go through the guidelines given below and submit your acceptance to the same Computerized Reverse auction shall be conducted by IDBI Bank Ltd on pre specified date While the vendors shall be quoting from their own offices place of their choice Internet connectivity and other paraphernalia requirements shall have to be ensured by vendors themselves In the event of failure of their Internet connectivity due to any reason it is the bidders responsibility decision to send fax communication immediately to Service provider furnishing the price if the bidder wants to bid online with a request to Service provider upload the faxed price on line so that the service provider will up load that price on line on behalf of the Bidder It shall be noted clearly that the concerned bidder communicating this price to service provider has to solely ensure that the fax message is received by Service provider in a readable legible form and also the Bidder should simultaneously check up with Service provider over phone about the clear receipt of the price faxed It shall also be clearly understood that the bidder shall be at liberty to send such fax communications of prices to be up loaded by Service provider only before the closure of Bid time and under no circumstances it shall be allowed bey
37. ly The rate of Annual Maintenance Contract AMC must be quoted both in figures and words in the Commercial Indicative Price Bid separately for the maintenance contract which will cover replacement of defective parts and changes upgradation of software for five years after the expiry of the warranty period of one year Payment of AMC will be made as per the actual The taxes if any including service tax payable on AMC as per relevant provisions of Act from time to time would be to the suppliers account Any break down of the machine shortfall in its performance will be intimated to the supplier by the IDBI Bank and the supplier shall attend to the fault within 24 hours 48 hours in case of remote branches and rectify the same within 2 working days of such reporting If the machine is not put back into beneficial operation within the said 2 days a penalty of Rs 1000 per day will be levied for each day of delay and recovered from the AMC payment due to the supplier If the machine cannot be repaired within the stipulated time the supplier shall arrange for a standby portable machine to be installed SPARES SOFTWARES The tenderer shall be required to ensure availability of adequate quantity of spares and software s for smooth running of the machines which shall be kept within easy reach of bank branches currency chests so that the machines can be repaired within the shortest time The tenderer shall be required to update and replace softwa
38. mpany firm for the last three years vi Detail time schedule for the delivery of machines including installation commissioning and handing over to be submitted in the following format Initial start up period from the date of purchase order Number of machines to be delivered installed commissioned amp handed over during the 1st month after the end of start up period Number of machines to be delivered installed commissioned amp handed over in the second and subsequent month 2 4 2 5 2 6 IDBI BANK Ltd vii List of Banks and the number of NSMs Structure minimum 2 1 supplied as per RBI norms during last three years along with present commitment s have to be furnished in the following format Number Number of NSMs of NSMs_ Supplied Supplied to RBI SBI Name of the Bank institution 1 4 2007 to 31 3 2008 1 4 2008 to 31 3 2009 1 4 2009 to 31 3 2010 viii List of service centers with complete address telephone numbers etc ix Copies of purchase orders issued by organizations since 01 04 2007 x Attested copy of Income Tax Registration PAN No and Income Tax Clearance for the last three years xi Attested copy of Service Tax Registration Certificate xii Attested copy of Sales Tax Registration xiii Attested copy of Shop amp Establishment Registration xiv List of the tenderer s Bankers with complete address xv Details specificati
39. n good condition transporting handling installation commissioning and maintenance thereof at various currency chests and branches of IDBI Bank Ltd at various locations in India 2 2 Tenderer shall also supply commissioning of spares oils lubricants consumables software s etc required for completion of successful commissioning and working of NSMs there after 3 0 COMPLETION PERIOD 3 1 The supply installation and commissioning of the machines has to be completed within a period of 25 days from the date of placement of order 4 0 PURCHASE PRICE 4 1 The prices Indian Rupees should indicate Basic Price i e including the cost of transportation insurance Duties and charges etc other than the sales tax Value Added _Tax Central Sales Tax as the case may be entry tax Octroi till the destination of the currency chest bank branch If the Tenderer fails to include them in the tender no claim thereof will be considered by the IDBI Bank afterwards 4 2 The Sales Tax Value Added Tax Central Sales Tax as the case may be Entry Tax Octroi if any will be paid by the IDBI Bank at actual 4 3 Final price quoted during the Commercial Bidding through e procurement reverse auction process through Internet shall remain valid for a period of 18 months The IDBI Bank however reserves right to call for fresh quotes at any time during the above period if considered necessary 4 4 The price shall be firm and binding without any es
40. ne with the standards set in the software of the system for authentication of banknotes The following properties must be checked by the system during processing Format consisting of denomination size orientation position infrared character of tears holes missing parts and edger Thickness of paper to detect multiple overlapping items tape etc Magnetic character of inks Conductivity of security thread Fluorescence presence Phosphorescence presence The machine must be able to sort the notes into ATM fit fit unfit reject suspect forged notes after checking authenticity of banknotes Broad parameters on which the machine has to classify the notes as clean notes are as under i The note is clean i e not soiled discolored tainted etc ii The note does not contain more than one figure graffiti i e scribbling iii The note does not contain large number of pinholes in the watermark area iv Any note containing holes tears other than pinholes 21 1 3 2 0 2 1 2 2 3 0 3 1 4 0 4 1 4 2 v on e O IDBI BANK Ltd v The note does not contain any tears or tapes vi The note does not have any missing portion Sufficient reserve space and provision shall be provided for adding additional sensors devices to process banknotes of new designs new denomination including polymer notes which may be introduced by RBI in future The sensors should be capable of detecting machine readable features whi
41. not have been specifically mentioned in this purchase contract but are necessary for the design engineering manufacture supply installation commissioning performance or completeness of the machines shall be provided rendered as per the time schedule for efficient and smooth operation and maintenance of the machines under Indian conditions DELI VERY SCHEDULE The supplier shall prepare and submit detailed delivery schedule including start up period for the supply of Desk Top Note Sorting Machines separately to the IDBI Bank The delivery schedule shall indicate the break up of the total supply with number of machines The delivery schedule shall be firm and binding DELI VERY PROCEDURE The supplier shall make his own arrangement for transportation of the machines The details of consignment along with its value and other transportation particulars shall be intimated to the currency chests and branches by the supplier by letter fax The machine shall be securely packed to avoid loss or damage during multiple handling and transport by air sea rail and road The marking on the package shall show the description and quantity of contents the name and address of consignee and consignor the gross weight and the net weight of the package All packages must also be marked with sling position arrow pointing towards top Appropriate cautionary symbols must be marked on the package used for transportation of fragile items Notwithstanding anyt
42. nsions etc also will be communicated through Service provider for compliance 4 Vendors have to fax the compliance form in the prescribed format provided by service provider before start of Reverse auction Without this the vendor will not be eligible to participate in the event 5 IDBI Bank Ltd will provide the prescribed format for indicating Total Cost AMC charges per unit of Desk Top Note Sorting Machine i e Annexure B of Commercial Indicative Price Bid II of Tender Document to be quoted during the Commercial Bidding through e procurement reverse auction process through internet which will help the vendor to arrive at Total Cost to IDBI Bank Ltd to enable them to fill in the price and keep it ready for keying in during the auction Please see clause 2 7 of Section II of Tender Document 6 Reverse auction will be conducted on schedule date amp time 7 At the end of reverse auction event the lowest bidder value will be known on the network 8 The lowest bidder has to fax the duly signed filled in prescribed format as mentioned above to IDBI Bank Ltd through Service Provider within 24 hours of auction without fail 9 Any variation between the on line bid value and signed document will be considered 33 IDBI BANK Ltd as invalid commercial bid price and will invite disqualification of vender Business Rule for finalization of the procurement IDBI Bank Ltd shall finalize the vendors against t
43. ond the closure of bid time Such bidders have to ensure that the service provider is given a reasonable required time by the bidders to upload such faxed prices online and if such required time is not available at the disposal of Service provider at the time of receipt of the fax message from the bidders Service provider will not be uploading the prices It is to be noted that neither IDBI Bank Ltd nor Service provider are responsible for these unforeseen circumstances In order to ward off such contingent situation bidders are requested to make all the necessary arrangements alternatives whatever required so that they are able to circumvent such situation and still be able to participate in the reverse auction successfully However the vendors are requested to not to wait till the last moment to quote their bids to avoid any such complex situations Please note that the start price of e g Total Cost AMC charges as per Serial Number 4 2 3 of Annexure B of Part II per unit of Desk Top Note Sorting Machine in online reverse auction is open to all the participating bidders Any bidder can start bidding in the online reverse auction from the start price itself Please note that the first online bid that comes in the system during the online reverse auction can be equal to the auction s start price or lesser than the auction s start price by one decrement or lesser than the auction s start price by multiples of decrement 34
44. ons of NSMs mention make model and place of manufacture etc Since the supply of machines is to be ensured by the tenderer it is presumed that the tenderer shall be able to make the supply of machines and ensure installation commissioning and maintenance i e after sales service etc without the intercession of agents The tenderer shall also indicate in his tender additional particulars to the Technical Specifications as below Complete description of the working of the machines as a whole Requirement of machine wise electric power KVA In clear details the various outputs power consumption of the machines offered Tenderer shall carefully check the specifications and shall satisfy himself that the machines offered are suitable as per the enclosed Machine Requirements and Technical Specifications and shall take full responsibility for the efficient operation 7 2 7 2 8 IDBI BANK Ltd and the specified output of the machines offered INSTRUCTIONS REGARDING COMMERCIAL INDICATIVE PRICE BID amp DETERMINATION OF ELIGIBLE BIDDER THROUGH REVERSE AUCTION PROCESS After evaluation of Technical Bids by the IDBI Bank the Technically qualified bidders will be eligible for participation in Stress Test and for commercial price bid Bank will communicate such bidders and invite them for stress test and for training by Service Provider and for participation in Reverse Auction dates to be announced later Quotation containing Comm
45. pplier company WAIVER Non enforcement by either party of any of the provisions of this purchase contract Annual Maintenance Contract shall not operate or constitute a waiver of the provisions itself or of any subsequent breach thereof WARRANTY The complete machines sub assemblies etc shall be warranted for their proper operation performance and output as specified in the tender Machine Requirement and Technical Specifications and shall be free from defective material and workmanship and any shortfall defect that may appear be detected during the warranty of the machine at the currency chest branches shall upon intimation to the supplier be made good at the supplier s own risk and cost within 2 days During the said warranty period of twelve months the supplier shall without any extra cost carry out all routine and special maintenance of the machines at monthly intervals and attend to any difficulties defects that may arise in the operation of the machines sub assemblies The tenderer shall associate the IDBI Bank s staff with him during the installation testing and commissioning of the machines The supplier shall also train Branch staff in proper operation and trouble identifying and trouble shooting for a period of not less than 10 working days If required by the IDBI Bank the supplier Shall also train IDBI Bank s staff at the place of installation or at the supplier s premises or at any other mutually agreed location wi
46. r Profile Name of the Suppliers Firm Company Constitution Date of Establishment Incorporation AlwiIinj eli gt lavn Address Registered Office Corporate Head Office 5 Telephone No Fax No E Mail Address Web Site 6 Sales Turnover 2007 2008 2008 2009 2009 2010 7 Domestic Customer Base Number of Note Sorting Machines of the same model installed in India 8 Number of machines of same make model provided to RBI SBI 9 Experience of Supplier Company in Sorting Machines 10 Service Network Number of Service Centres in North South East West Central Manufacturers Profile Name of the Manufacturing Company Constitution of the Manufacturing Company wN W Date of Establishment Incorporation of the Manufacturing Company 27 IDBI BANK Ltd 4 Address of the Manufacturing Company Registered Office Corporate Head Office 5 Telephone No Fax No E Mail Address Web Site 6 Nature of Relationship of your Company with the Manufacturing Company Subsidiary of the Manufacturing Company Division of Manufacturing Company Sole Distributors Non Exclusive Distributor Agent Other please specify 7 Experience of Manufacturing Company in Sorting Machines Il Technical Specifications Our Specifications of Desk Top Note Specifications of the Sorting Machines Desk Top Note Sorting Machines
47. r head and signed by authorized signatory with Company Seal Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 Pocket per hour The General Manager IDBI Bank Ltd IDBI Tower 13th Floor PBG NE WTC Cuffe Parade Colaba Mumbai 400 005 Sir In response to the Tender Notice dated June 3 2010 for the supply installation commissioning and maintenance of Desk Top Note Sorting Machines for IDBI Bank Ltd we submit our Tender as below I We have carefully examined all the contents incorporated in Section II IH IV including Annexure A of Part and Annexure B C D E of Part II of the Tender document for supply installation commissioning and maintenance of Desk Top Note Sorting Machines at various currency chests Branches of IDBI Bank Ltd located across the Country as per general terms and conditions governing the supply installation commissioning and maintenance of Machines Machine Requirements and Technical Specifications Time Schedules of Completion etc as detailed in the Tender Document We are agreeable to all the terms and conditions of the tender for NSMs 2 We understand that the time schedule stipulated for supply installation and commissioning thereof in all respects mentioned as per terms and conditions of the Tender Notice accepted by us is the essence of the con
48. re from time to time as required for detection of currency notes as per changes introduced by the Reserve Bank of India for security of currency notes SECURITY DEPOSIT The Tenderer shall submit EMD of Rs 15 lakhs as security deposit to be retained by the IDBI Bank till the expiry contract The EMD will not bear any interest 14 9 0 9 1 12 0 IDBI BANK Ltd LI QUI DATI ON BANKRUPTCY ETC If the supplier becomes bankrupt or insolvent or causes or suffers any receiver to be appointed for his business or any assets there of or compounds with his Creditors or being a corporation winding up proceedings are commenced against it and or any proceedings regarding its amalgamation with another Corporation or it reconstruction are initiated and or it carries on its business under a Receiver for the benefit of its Creditors the IDBI Bank shall be at liberty a To terminate the purchase contract and or Annual Maintenance Contract forthwith upon coming to know of the happening of any such event as aforesaid by notice in writing to the supplier or to the Receiver or Liquidator or to any person in whom the purchase contract may become vested or b To give such Receiver Liquidator or other person the option of carrying out the purchase contract and or Annual Maintenance Contract subject to his providing guarantee for an amount to be specified by the IDBI Bank RESPONSI BI LI TY FOR COMPLETENESS Any supplies and services which might
49. regards appointment of a single arbitrator both the parties shall appoint one arbitrator each and the two arbitrators so appointed shall appoint an umpire The provisions of Arbitration and Conciliation Act 1996 or any statutory modification or re enactment thereof and rules framed there under from time to time shall apply to such arbitration The venue of arbitration shall be Mumbai INDIA DAMAGES FOR DELAY Time for completion of the entire supply of machines including installation testing and commissioning of the machines at the various currency chests and branches shall be deemed as per the purchase e contract If the supplier fails to meet the specified completion schedule the IDBI Bank shall have the option to accept or reject the machine supplied and installed by the supplier after the expiry of delivery period specified in the purchase contract In case of acceptance of the delayed delivery as mentioned above the supplier shall be liable to pay as Liquidated Damages a sum of 0 5 half percent of the basic price of the machine for each completed week of delay or part thereof subject to a ceiling of 7 5 seven and half percent of the basic price of the machine The IDBI Bank may however extend the time of completion on Force Majeure conditions For the purpose of this clause installation at each currency chest non currency chest branch shall be treated as a separate entity TERMI NATION AND SUSPENSION OF THE PURCHASE CONTRACT The I
50. rice Start bid price is the upper ceiling price of the contract value fixed by IDBI Bank Ltd for the reverse auction event Bidders can bid at Start Bid price or lower than the start bid price by each or by multiple of decrements to be announced latter on the auction site Start bid price shall be available to the bidders before the start of the auction on the auction site Bid Decrement Bid Decrement is the fixed amount by which or by multiple of which the next bid value can be decreased Bid Decrement shall be available to the bidders before the start of the auction on the auction site Bid Price in reverse auction Annexure I The bidder s bids in the reverse auction must represent the Basic Price of machine i e including the cost of transportation insurance Duties and charges etc other than the sales tax Value Added Tax Central Sales Tax as the case may be entry tax Octroi till the destination of the currency chest branches and AMC charges for a period of five years after the expiry of the warranty period of one year The Sales Tax Value Added Tax Central Sales Tax as the case may be Entry Tax Octroi if any will be paid by the IDBI Bank at actual The taxes if any including service tax payable on AMC as per relevant provisions of Finance Act from time to time would be to the suppliers account However at end of the reverse auction process vendors have to submit Off line rates with break up of prices in t
51. rtially or wholly missing from its surface Both the obverse and the reverse of the note shall be checked for decolouration x Repair A repaired note is created by joining parts of the same note together for example by using extraneous matter such as tape paper or glue Notes with the following types of repairs shall be sorted as unfit Repairs covering an area greater than 100 mm2 or Thickness of the extraneous matter 50 nm or more or Width of the extraneous matter 10 mm or more or Length of the extraneous matter 10 mm or more 25 IDBI BANK Ltd 5 Mutilated Imperfect and Mismatched Notes A mutilated note is note of which a portion is missing or which is composed of more than two pieces An imperfect note is a note which is wholly or partially obliterated shrunk washed altered or indecipherable but does not include a mutilated note A mismatched note is a note which has been formed by joining a half note of any one note to a half note of another note Such notes shall be classified as unfit Place Signature Date Name Seal 26 IDBI BANK Ltd Annexure A Technical Specifications for Desk Top Note Sorting Machines Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour l Company _ Supplier Manufacturer Profile r No Particulars Company Supplie
52. s proceed with conventional mode of tendering Your bid will be taken as an offer to supply the machines and provide Annual Maintenance Contract Bids once made by you cannot be cancelled withdrawn and you shall be bound to supply the machines and provide Annual Maintenance Contract at your final bid price Should you back out and not supply the machines and provide Annual Maintenance Contract as per the rates quoted IDBI Bank Ltd shall take action as appropriate and EMD will be forfeited You shall be assigned a Unique User Name amp Password by service provider You are advised to change the Password after the receipt of initial Password from service provider to ensure confidentiality All bids made from the Login ID given to you would be deemed to have been made by your company You will be able to view the following on your screen along with the necessary fields English Reverse no ties Reverse Auction Leading Bid in the Auction only total price Bid Placed by you Opening Price Your rank in the auction At the end of the Reverse Auction IDBI Bank Ltd will decide the L1 IDBI Bank s decision on award of Contract shall be final and binding on all the Bidders 37 17 18 19 20 IDBI BANK Ltd IDBI Bank Ltd shall be at liberty to cancel the reverse auction process tender at any time before ordering without assigning any reason IDBI bank Ltd shall not have any liability to bidders for any in
53. settling with such third party and paying any license fee royalty and or compensation there on in and outside India In the event of any third party raising claim or bringing action against the IDBI Bank including but not limited to action for injunction in connection with any rights affecting the machine supplied by the supplier covered under the purchase contract or the use thereof the supplier agrees and undertakes i To defend and or to assist the IDBI Bank in defending at the supplier s cost against such third party s claim and or actions and against any law suits of any kind initiated against the IDBI Bank ii To indemnify keep indemnified and hold harmless the IDBI Bank against all actions claims demands costs charges and expenses arising from or incurred by reason of any infringement of patent trade mark registered design copy rights and or intellectual property right of any third party or parties in connection with use of the machine supplied by the supplier whether or not the IDBI Bank is held liable by any court judgment FORCE EURE If at any time during the currency of the purchase contract Annual Maintenance Contract the performance in whole or in part by either party or any obligations under the purchase contract Annual Maintenance Contract shall be prevented or delayed by reasons of any war hostilities acts of God public enemy civil commotion sabotage fires floods explosions epidemics etc then provid
54. ssion of tender even though the IDBI Bank may decide to modify withdraw the tender RIGHT TO ACCEPT PART TENDER The Bank reserves the right to accept the tender either in whole or in part at the same price quoted by the Tenderer RIGHT TO PLACE ADDITIONAL ORDERS The IDBI Bank reserves the right to place additional order for supply and installation commissioning of additional machines at IDBI Bank s various currency chests and branches before the term of contract at the same price and on the same terms and conditions SIGNING OF PURCHASE AGREEMENT The instructions to the tenderer General Conditions of supply installation commissioning and maintenance of Note Sorting Machines Machine requirements and Technical Specifications enclosed with the tender documents shall be the basis of the agreement for purchase contract to be entered into with the successful tenderer The tenderer shall go through the instructions to the tenderer General Conditions of supply installation commissioning and maintenance of machines Machine Requirements and Technical Specifications and his offer shall be strictly in line with the terms specified therein No deviation from the terms and conditions specified shall be acceptable For this purpose the tender shall sign and stamp on each page as a token of acceptance of the tender IDBI Bank Ltd reserves the rights to cancel the whole process of tender at any time during the period of tender for whatever r
55. sted for by the IDBI Bank and agreed to in writing by the Tenderer If the market rate falls the IDBI Bank would have right to negotiate price with L 1 vendor LANGUAGE The tender including all notings in drawings documents catalogues etc shall be in English EARNEST MONEY The Tender must be accompanied by Earnest Money in the form of DD Pay Order If the Tenderer after submitting his tender deviates from his offer or modifies the terms and conditions thereof in a manner not acceptable to the IDBI Bank the EMD shall be forfeited Tender not accompanied EMD will be rejected If the successful tenderer fails to abide by and or fails to fulfill the terms and conditions of the Tender and or fails to execute the contract the EMD shall be forfeited LOWEST TENDER NOT NECESSARI LY TO BE ACCEPTED The IDBI Bank is not bound to accept the lowest or any tender or to assign any reason for non acceptance The IDBI Bank also reserves the right to place orders with any one or more vendors provided the L 2 L 3 vendor as the case may be unconditionally agrees to match the commercial bid quoted by L 1 vendor during the reverse auction process The decision of the IDBI Bank will be final in this regard 10 16 0 IDBI BANK Ltd The tenderer including those whose tender is not accepted shall not be entitled to claim any costs charges damages and expenses of and incidental to or incurred by him through or in connection with his submi
56. t various Branches and Currency Chests of IDBI Bank Ltd located pan India adit of the No of Pockets Rated Capacity Number of Machines pams seu Desk Top Note Sorting Minimum Over 15 000 notes Machines NSMs 2 1 per hour Tender forms can be collected from the IDBI Bank Ltd IDBI Tower 13th Floor D Wing Network Expansion Department Cuffe Parade WTC Colaba Mumbai 400005 Suppliers may download the tender forms from the IDBI Bank s web site http www idbibank com under Tenders News Tender Document Issue of Tender Documents From 11 a m to 4 p m Monday to Friday from June 03 2010 onwards Last Date of Submission Of June 16 2010 15 00 hrs Fea O S Date of Opening of Technical Bid 15 15 hours on June 16 2010 at the address mentioned Opening of Commercial Commercial Indicative Price Bid will be opened on a Indicative Bid Part II and Date subsequent date and used for arriving at start bid price for of Reverse Auction for final bid conducting e auction The Final Commercial Bid Price of price machine and Annual Maintenance Contract charges is to be quoted during the Commercial Bidding through e procurement Reverse Auction Process through internet See Annexure C Business Rules for Reverse Auction Annexure D Terms amp Conditions of Reverse Auction and Annexure E Process Compliance Form Agreement to the Process related Terms and Conditions for the Reverse Auction The date of
57. taining deviation from the terms and conditions are liable to be rejected The Tender shall be prepared and submitted separately in double sealed envelopes in two parts as follows Part and Part II shall be submitted in separate sealed covers clearly indicating Part Technical Bid and Part II Commercial Indicative Price Bid respectively These two separate sealed covers shall be inserted in one big envelope super scribed Tender for supply installation commissioning and maintenance of Desk Top Note Sorting Machines containing two separate sealed covers i e Part Technical Bid and Part II Commercial Indicative Price Bid and shall be dropped in Tender Box located in the IDBI Bank s Office Buildings at the following address General Manager IDBI Bank Ltd IDBI Tower 13th Floor PBG NE Cuffe Parade WTC Colaba Mumbai 400 005 2 1 2 2 2 3 IDBI BANK Ltd Tenderers must use only the prescribed forms mentioned in the Tender Notice by the IDBI Bank Tenderers downloading the forms from the IDBI Bank s website should not make any amendments or modify the terms and conditions incorporated in the prescribed form If any amendments modifications are found the Tenderers would be disqualified TECHNICAL BID The tender consisting of complete technical specifications including all drawings of the machine hand book operation manual and service manual of Desk Top Note Sorting Machines in the prescribed form
58. terruption or delay in access to the site irrespective of the cause Other terms and conditions shall be as per our general instructions and other correspondences till date You are required to submit your acceptance to the terms conditions modality given above before participating in the reverse auction 38 IDBI BANK Ltd Part II ANNEXURE D Terms amp Conditions of Reverse Auction LOG IN NAME amp PASSWORD Service Provider will assign and communicate to each bidder Unique User Name amp Password The Bidders are requested to change the Password after the receipt of initial Password from service provider All bids made from the Login ID given to the bidder shall be deemed to have been made by the bidder BIDS PLACED BY BIDDER The bid of the bidder will be taken to be an offer to execute the work Bids once made by the bidder cannot be cancelled The bidder is bound to execute the work as mentioned above at the price that they bid Should any bidder back out and not supply the machines and provide Annual Maintenance Contract at per the rates quoted IDBI Bank Ltd and or service provider shall take action as appropriate and EMD would be forfeited LOWEST BID OF A BIDDER In case the bidder submits more than one bid the lowest bid will be considered as the bidder s final offer to execute the work AUCTION TYPE English Reverse No Ties DURATION OF AUCTION The auction will be of one hour duration In c
59. the exclusive jurisdiction of the Courts in Mumbai India The Company Supplier Firm is agreeable to the above General Terms and Conditions of supply installation of NSMs laid down by IDBI Bank Ltd Place Date Signature Name Seal 20 IDBI BANK Ltd Part I SECTION IV Machine Requirements and Technical Specifications Description of the No of Pockets Rated Capacity Number of Machines Structure Machines Required Desk Top Note Sorting Minimum Over 15 000 notes 125 Machines NSMs 2 1 per hour 1 0 1 1 1 2 Machine Requirements The Desk Top Note Sorting Machines should be among the best machines available in the market with the following attributes i The size of the notes of various denominations varies between 63 mm 73 mm width and 137 mm 177 mm length ii Each of the existing denomination in circulation has different designs and has different features and each denomination has in turn different series designs The machine shall be capable of processing all denominations and all series of bank notes currently in circulation All these banknotes are printed on banknote paper by dry off set and intaglio process with different security features The sorting machines should be able to test bank notes by a set of cameras sensors fixed in the system for checking the authenticity of notes While processing bank notes the reading of the camera sensor has to be compared by the machi
60. these machines shall classify the individual notes as either genuine or suspect Authenticity Check The machines shall perform authenticity check with reference to the features of genuine notes as disclosed by the Reserve Bank of India from time to time Any note which is not found to be having all the features of a genuine note shall be classified by the machine as suspect Fitness Sorting As a part of fitness sorting notes with any visual or physical defects are to be sorted as unfit as per criteria set out in table 1 23 IDBI BANK Ltd Table 1 Sorting Criteria Sr No Features Criteria 1 Soiling General distribution of dirt across the entire note 2 Limpness Structural deterioration resulting in a marked lack of stiffness 3 Dog ears Corner folds 4 Tears Lengthwise and crosswise cuts 5 Holes Holes of a specific diameter 6 Stains Localized concentration of dirt 7 Graffiti Deliberate graphic alteration of the note 8 Crumples Multiple random folds 9 Decolouration Lack of ink on part or whole of the note e g a washed note 10 Folds Folds reducing the length or width of the note 11 Repairs Note repaired using adhesive tape paper glue i Soiling Soling refers to the general distribution of dirt across the entire note or in some patterns It is a measure of the loss of reflectivity from the unprinted areas due to dirt ageing yellowing wear and extraneous markings
61. thout any extra cost to the DBI Bank The Supplier shall furnish a certificate from the manufacturer that the machines are new based on proven and established technology and are as per the Machine Requirement and Technical Specifications mentioned in the tender free from defective material and workmanship and suitable for Indian conditions In addition to the manufacturer s certificate the supplier shall also certify the same If the Supplier does not rectify either by repair or replacement of such defects and 19 27 1 IDBI BANK Ltd put back the machine into regular operation within 2 days from the date of notice by the IDBI Bank or does not complete the said rectification with reasonable diligence and within 2 days from the date of such notice given by the IDBI bank a penalty of Rs 1000 per day will be levied and deducted from the security deposit If the machine cannot be repaired within the stipulated time the supplier shall arrange for a standby portable machine to be installed If the Supplier fails to rectify the defect within 15 days the Supplier also agrees to replace the defective machine with a new one The defective or replaced parts shall be returned to the Supplier upon request and at his cost and responsibility The IDBI Bank will however render such assistance in the matter and will expedite the same STATUTORY AND OTHER REGULATIONS The Company Supplier manufacturer shall comply with all the statutory obligations
62. tract 3 We enclose EMD for Rs 15 lakhs by DD Pay Order No dated drawn on name of the Bank favoring IDBI Bank Ltd 4 We also agree that our tender will remain valid for acceptance by the IDBI Bank for 18 months and that the period of validity can be extended for such period as may be mutually agreed between the IDBI Bank and tenderer in writing We also agree to keep the Earnest Money till the period of contract Should this Tender be accepted we here by agree to abide by and fulfill all the Terms and Conditions of the Tender and in default thereof agree to forfeit the EMD of Rs 15 lakhs We understand that you are not bound to accept the lowest tender or any tender received You are entitled to reject our tender at your discretion without assigning any reasons We understand that the IDBI Bank can place the order with any one or more vendors by 3 IDBI BANK Ltd splitting the number of required machines or otherwise 5 We enclose a list of clients in India g ve full addresses where machines of similar make and type have been supplied by us 6 Our PAN No is We are registered with Sales Tax Authorities and DULY AUTHORIZED SIGNATORY Address for any further communication with IDBI Bank Ltd is as follows The General Manager DBI Bank Ltd IDBI Tower 13th Floor PBG NE Cuffe Parade Colaba Mumbai 400005 Contact Persons Shri Ravi J athan Assistant Manager PBG NE Telephone 022 66552

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