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Proposal for procurement of note sorting machines on Rental with option to purchase the same. 

THE BIDDERS WHO HAVE RESPONDED TO OUR EARLIER ADVERTISEMENT SHOULD SUBMIT PRICE / RENTAL BIDS ONLY. IN CASE OF NEW BIDDERS, ALL THE DETAILS AS ASKED FOR SHOULD BE SUBMITTED.

Tender Reference No. 003/2006-07. Dated 10.04.2006.

1. ISSUE : PROPOSAL FOR CURRENCY SORTING MACHINES ON RENTAL WITH OPTION TO PURCHASE.

Uco Bank, a body constituted under the Banking Companies (Acquisition and Transfer of undertaking) Act 1970, having its Head Office at 10, B.T.M. Sarani, Kolkata – 700001, hereinafter called "The Bank" which expression unless excluded by or repugnant to the context or the meaning thereof, shall be deemed to include its successors and permitted assigns, invites offers for taking Currency note Sorting machines of reputed make having 3+1 pockets for currency chest branches on Rent with option for purchase of the Machine(s) at a later date.

This document is meant for the exclusive purpose of bidding of currency sorting machines as per terms, conditions and specifications indicated and shall not be transferred, reproduced or otherwise used for purposes other than for procurement of currency note sorting machines.

2. ELIGIBILITY OF THE BIDDER / Pre-Qualification Criteria :

A bidder would be required to satisfy the following requirements for being eligible to participate in the bidding process :

1. The bidder should have country wide presence. They must have offices in 6 out of 15 cities viz. Kolkata, Mumbai, Chennai, New Delhi, Hyderabad, Bangalore, Ahmedabad, Bhopal, Lucknow, jaipur, Chandigarh, Bhubaneswar, Guwahati, Patna and Ranchi for sale and service of note sorting machines including North Eastern states.
   
   
2. The bidder should be in similar line of activities (submit proof) (similar activity means supply, installation and maintenance of Note sorting machines / Note counting machine / note detection machine) and should have 5 years experience in the line of sale and service of note sorting machine.
   
   
3. The bidder should have healthy level of sales and profit making for the last 3 years.
   
   
4. The bidder must have supplied earlier at least 50 machines to different Bank’s and Financial institutions.
   
   
5. The bidder should have purchased the bid document in his company’s name.
   
   
6. Minimum two Banks should have procured the machines offered by the bidder and that the machines are working satisfactorily. (submit proof).
   
   
7. The Bank has the right to verify the correctness of Pre Qualification criteria by verifying from the institutions to whom the vendor has supplied similar machines.
   

ELIGIBLE GOODS AND SERVICES:

The Bank is looking for well-proven branded products, which are produced in volume and are used by a large number of users in India / Abroad. All products offered for being empanelled should be associated with specific model numbers and names and with printed literature describing configuration and functionality. Any deviation from the printed literature / specification should be clearly mentioned in the offer document.

3. SUBMISSIOIN OF BIDS:

The competitive bids shall be in three parts

1. Eligibility bid

2. Technical bid

3. Price bid (For those who have not responded to our earlier Advertisement on the matter). The bids should be submitted in 3 separate sealed covers super scribing the above 3 bids.

Eligibility bid will be scrutinized and evaluated first to ascertain the eligibility of the bidders.

There after, technical bids will be scrutinized for technical suitability only for those bidders who are found eligible.

The price bid will be opened for only those bidders who are found eligible and whose technical bids and stress test are found suitable.

The eligibility bid shall be submitted as per following parameter / sequence:

Contents in tabular form (list of documents enclosed).

The company corporate structure.

A list of offices and direct presence service centers with details of addresses.

Client information with details of note sorting machine supplied.

Performance certificate from the users.

Certified copy of audited financial statement for the last three years.

Certified copy of last Income Tax Clearance Certificate.

Statement of sales of note sorting machine in the previous 3 years ending on 31.03.2005 duly certified by Statutory Auditors.

4. THE TECHNICAL BID SHALL COMPROMISE OF THE FOLLOWING DOCUMENTS :

1. Bid Form

2. QualificationApplication(Financial capability)

3. Manufacturer’s Authorization Form.

4. Technical Specifications of Equipments & Accessories offered.

5. Technical Deviation statement (Nil statement in case of no deviation).

6. Product Brochures, leaflets, manuals etc.

7. Software details including version, OS requirement.

8. Make and model of Machine offered

4.1. The supply and successful operation of relevant software will be the sole responsibility of the bidder. The Technical Bid must not contain any price information.

4.2. The commercial Bid shall comprise of the following documents

1. Bid Form

2. Price Schedule

3. Commercial Deviation Statement (Nil statement in case of no deviation)

Bids shall remain valid for 90 days after the date of opening of Commercial Bid prescribed by the Bank. Any bid having shorter validity period shall be rejected by the Bank as non-conforming bid.

In exceptional circumstances, the Bank may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing or by Fax / E-Mail. A bidder requesting such grant shall neither be accepted nor is permitted to modify its bid.

FORMAT AND SIGNING OF BID:

The bidder shall prepare two copies of the bid clearly marking "Original " and "Duplicate ". In the event of any discrepancy between them, the original shall govern.

Both the original bid and duplicate bid shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized by the bidder. All pages of the bid except un-amended printed literature, shall be initialed by the person or persons signing the bid.

The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the bidder, in which case such corrections shall be initialed by the person or persons signing the bid.

1. The technical bid shall contain the technical solution to the requirement of the bank as per specification.

1. The price bid shall be submitted in tabular form duly mentioning the number of pockets separately.

2. All the papers of the bid including documents are to be numbered and be signed by authorized signatory.

3. The bidder shall seal both "Original" and "Duplicate" bid and each envelope must be super scribed with the tender reference number and Name and address of the bidder.

4. If any bid envelope is not sealed and marked as required, the Bank will assume no responsibility for the bid’s misplacement and premature opening.

5. If any bid envelope is found not to contain the required documents then the bid may be treated as cancelled.

6. The bids should reach the address as follows :

ASST. GENERAL MANAGER
UCO BANK, PREMISES DEPARTMENT
6^TH FLOOR, 10, B.T.M. SARANI
KOLKATA – 700 001.

   and should be dropped into the tender box kept at the above address.

2. The bidders may contact Mr. M. N. Moitra, Chief Officer, Premises Department, H.O., in case of any difficulty / clarification.

PURCHASE AND DEAD LINE FOR SUBMISSION OF BIDS

The bidders are to procure the bid document from the Bank by depositing requisite fees to be submitted in the form of Pay order or Demand Draft. Bid documents shall be available for sale during office hours on the specified date prescribed in the document. Bidders who shall down load the bid document from Bank’s Website shall deposit the requisite fees at the time of submission of bid.

Bids must be received by the Bank from the address specified no later than the time and date specified. In the event of the specified date for submission of bids being a holiday for the Bank, the bids will be received up to the specified time on the next working day.

The Bank may, at its discretion, extend the cut off date for submission of bids by amending the notice in which case all rights and obligations for the Bank and bidders previously subject to the deadline will thereafter be subjected to the deadline as extended.

Late submission of bids are not allowed.

Any bid received by the Bank after the deadline for submission of bids prescribed by the Bank will be rejected and returned unopened to the bidder by Registered Post.

The Bank will examine the bids to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed and whether the bids are generally in order.

To assist in examination, evaluation and comparison of bids the Bank may at its discretion, ask the bidder for a clarification of its bid. The request for clarification and its response shall be in writing and no change in the price or substance, of the bid shall be sought, offered or permitted.

The Bank will evaluate and compare the bids, which have been determined to be substantially responsive.

The eligibility criteria as specified in the notice will be verified first to determine whether the bidders meet Pre-qualification criteria.

Evaluation of Technical Bids :

The bids opened will be technically evaluated first by the Bank on the basis of following criteria:

1. Completeness of the Technical bid in all respects and availability of all information / details asked for.

2. Point to point conformity of the goods offered to the technical specifications provided in the notice. Minor deviations in technical specifications if otherwise passed successfully through stress / strain tests and trial run and on the job performances may also be considered to be technically qualified and the decision of the technical and commercial evaluation committee vis-à-vis the Purchaser will be treated as final.

3. Availability of spare parts and after sales services for the equipment offered in the bid.

The Bank at its discretion may carry out a technical inspection and performance evaluation as mentioned under relevant clause of the equipment offered by short listed bidders. Moreover, the performance report of the machine if they are already installed at any of the Bank’s currency chest will also be considered while technically evaluating the bids.

5. GENERAL CONDITIONS :

1. Incomplete bids, conditional bids, bids not conforming to the terms and conditions are liable for rejection by the bank.

2. The bids received and accepted will be examined /evaluated by the bank to ascertain the lowest bid in the interest of the bank. However, the bank does not bind itself to accept the lowest bid or any bid and reserves the right to reject any or all bids at any point of time prior to the issuance of order without assigning any reasons whatsoever. The Bank reserves the right to re-tender. The Bank shall not incur any liability to affected bidders on account of such rejection.

3. The Bank reserves the right to modify any terms, conditions and specifications of this request for submission of offer and to obtain revised price bids from the bidders with regard to such changes.

4. The Bank reserves the right to carry out third party or self-inspection of equipments.

5. All bids and supporting documents shall be submitted in English.

6. Bids once submitted shall remain property of the Bank.

Preference will be given to technically eligible bidders as per Govt. of India guidelines.

Any bids submitted with incorrect information are liable to be rejection.

Canvassing of any form will debar the bidder from participation in the tendering process.

6. DELIVERY & INSTALLATION :

Delivery, Installation and commissioning of the note-sorting machine(s) are to be completed as per direction and at locations to be determined by the Bank.

The delivery of the equipment will be deemed complete when they are received with working condition at the designated branch.

7. INSURANCE :

The note-sorting machine should be insured against all risk at the cost of vendor till the date the machine is under rental with the Bank.

The vendors should quote prices as under :

9. RENTAL :

1. Rent of the machine(s) per month shall be uniform irrespective of its location anywhere in India including transportation, insurance, all taxes, levies, octroi and other impositions with the Special Conditions as under :

SPECIAL CONDITIONS TO THIS TENDER

1. All machine(s) to be taken on rental shall have to be brand new machines with documents authenticating the same.

2. Whenever the total rental payment of currency sorting machine(s) equals to Basic Price of the machine(s) quoted by the vendor(s) and finally accepted by Bank, the Bank shall automatically become owner of the machine(s). In that case, taxes etc. shall be paid by Bank separately. However, Basic price will have the same meaning as mentioned in 10(a) below under purchase option.

Purchase option :

1. Basic Price.

2. Taxes, levies, octroi etc.

3. A.M.C. charges from the date of acquisition.

While purchasing the machine(s), the value residual to be paid shall be determined after deducting the amount already paid by Bank towards rental as of that date. However, the basic price will be only considered for determining L-1 tenderer whether the machine(s) is acquired under outright purchase or acquisition by payment of rent subject to the suitability of the Bank’s requirement for which Bank is the sole Judge

10. PAYMENT TERMS :

10.1. The Bank will not pay any advance.

10.2 Rental charges for the machines as finally accepted by Bank shall be paid monthly after completion of every month of satisfactory working of the machines centrally from its Head Office. All maintenance, consumables, spares etc. that may be required shall be supplied by the vendor for smooth running of the machines.

In case of break down of the machine(s), the deduction for inconvenience so caused to the Bank, shall be made from the monthly rental @ double the amount of rental, for the period the machines remain out of service to be reckoned after 24 hours from reporting of fault. (For calculation 1 day shall mean 8 working hours.)

11. ANNUAL MAINTENANCE :

11.1. AMC will be for 3 years if Bank acquires the machine by paying the difference amount and shall be effective from that date subject to annual renewal.

11.2. The charges payable by the bank to the company for AMC as quoted in the bid will remain fix and no additional charges will be paid by the bank.

11.3. The AMC charges shall be payable annually in advance on submission of invoices by the company.

12. MAINTENANCE SUPPORT :

12.1. The selected bidder shall give warranty for a minimum period of one year from the date Bank becomes the owner after paying the difference amount. During the warranty period the vendor will have to undertake comprehensive maintenance of the entire machine.

12.2. The company shall ensure that the faults and failure intimated by the bank as above are set right within 24 hours of intimation failing which the equipment concerned will be immediately to be replaced with equivalent effect and capability of machine for which no additional expenses to be payable to the company.

12.3. The company shall ensure that full configuration of the equipment is available to UCO Bank branches in proper working condition for 98% of the time in every month.

12.4 The repair and maintenance service shall be performed by the authorized technician of the Company.

12.5 The company shall conduct the preventive maintenance at least once in every month in addition to the normal maintenance.

13. AUTHORISED SIGNATORY :

The selected bidder shall indicate the authorized signatories who can discuss and correspond with the Bank, with regard to obligations under the contract. The bidder shall furnish proof of signature identification for above purposes as record by the bank.

14. DISPUTES :

All disputes and differences whatsoever arising between the bidder and the bank out of or in relation to the construction, meaning and operation or effect of the contract shall be settled by legal process within Kolkata High Court jurisdiction.

15. APPLICABLE LAW & JURISDICTION OF COURT :

The contract with the selected bidder shall be governed in accordance with the laws of India for the time being in force and will be subject to the exclusive jurisdiction of Courts in Kolkata.

16. TENDERING PROCESS :

16.1. Sale of tender documents (priced at Rs. 250/- non-refundable)to be paid by DD/Pay Order fvg. UCO Bank,payable at Kolkata.The tender documents may be downloaded and printed from the Bank’s official website: www.ucobank.com In that case a Demand Draft/Pay Order towards the cost of tender documents for Rs. 250/- fvg.UCO Bank is to be submitted along with the eligibility bid. - 10/04/06

16.2 Last date of submission of eligibility, technical and price bids. - 18/04/06

16.3 Date of opening of eligibility and technical bids ( in presence of available bidders) - 18/04/06

16.4 Date of opening of price bid ( in presence of available bidders for those whose machines are found eligible and qualified in the technical bid/stress test) - To be notified

17. The time schedule is to be strictly followed.

18. The deviation from any of the conditions mentioned above will invite disqualification of the bid.

19. Canvassing of any form will not only invite disqualification but will also debar from future participation in the tendering process.

Asst. General Manager
Premises Department.

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