request for proposal for - ifciltd.com - mfd (finalised) - for publishing... · break-fix service...
TRANSCRIPT
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Request for Proposal
For Hiring of Multi-Functional Devices (Printer cum Scanner cum Copier) on Lease at for IFCI Head Office and
various Regional Offices.
IFCI Limited
RFP No: IFCI/CPD-Services 07/2018-19
Dated: 25/06/2018
Mode of Tender- E-Bidding/ E-tender
Last Date for submission/ uploading of Bids
12.00 PM on 16/07/2018
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Contents IFCI Limited ........................................................................................................................................................... 1
Introduction .......................................................................................................................................................... 6
Invitation for Tender Offers .................................................................................................................................. 6
DOWNLOADING OF TENDER DOCUMENT .................................................................................................... 7
SECTION – A ....................................................................................................................................................... 8
Scope of Work .................................................................................................................................................... 8
Scope of Work .................................................................................................................................................. 9
Installation and Commissioning ..................................................................................................................... 10
Training ........................................................................................................................................................... 10
Audit Observations and Compliance .............................................................................................................. 10
Term of Contract ............................................................................................................................................ 10
Locations of Installations: ............................................................................................................................... 11
Break-fix Service (Maintenance) Requirements ............................................................................................. 11
Penalty ............................................................................................................................................................ 11
Equipment Life Cycle (EOL) ............................................................................................................................. 11
SECTION - B ...................................................................................................................................................... 13
Eligibility Criteria (Pre-Qualification) .............................................................................................................. 14
SECTION - C .................................................................................................................................................. 15
BID SUBMISSION & EVALUATION GUIDELINES .............................................................................................. 15
RFP document submission is required to be done as under:- .................................................................... 15
Bid Submission ............................................................................................................................................ 15
Place of opening of Tender bids ................................................................................................................. 17
Evaluation of Technical Bids ....................................................................................................................... 18
Price Evaluation Criteria ............................................................................................................................. 18
Clarification of Tender Document .................................................................................................................. 18
Amendment of Tender Document ................................................................................................................. 18
Bank Guarantee for Contract Performance.................................................................................................... 18
Performance Security ..................................................................................................................................... 19
Discharge of EMD ........................................................................................................................................... 19
Compliance ..................................................................................................................................................... 19
Completeness of Response ............................................................................................................................ 20
Validity of the Tender ..................................................................................................................................... 20
Language ......................................................................................................................................................... 20
Transfer of Bid Document/ Award ................................................................................................................. 21
Rectification of Errors ..................................................................................................................................... 21
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Signing of Contract ......................................................................................................................................... 21
Rejection of Bid .................................................................................................................................................. 21
Technical Rejection Criteria ........................................................................................................................ 22
Commercial Rejection Criteria .................................................................................................................... 22
Confidentiality of the Document ........................................................................................................................ 23
Right to Accept or Reject the Tenders ................................................................................................................ 23
Price Basis ....................................................................................................................................................... 23
SECTION – E ..................................................................................................................................................... 24
Standard Conditions ......................................................................................................................................... 24
Standard Conditions ........................................................................................................................................... 25
Modification and Withdrawal of Bids ............................................................................................................. 25
Clarification of bids ......................................................................................................................................... 25
Preliminary Examinations ............................................................................................................................... 25
Assignment ..................................................................................................................................................... 25
Instructions for filling up Compliance Matrix for Technical Requirement ..................................................... 26
Transition Process........................................................................................................................................... 26
Penalty for deficiency in Services ................................................................................................................... 26
Annulment Of Award ...................................................................................................................................... 27
Product Support from the OEM ..................................................................................................................... 27
Part(s) Replacement ....................................................................................................................................... 27
Payment Terms ............................................................................................................................................... 28
Micro & Small Enterprises .............................................................................................................................. 28
Purchaser’s Right to Vary Quantities at the time of Award ........................................................................... 29
Termination of Contract ................................................................................................................................. 29
Termination for Default .................................................................................................................................. 29
Publicity .......................................................................................................................................................... 30
Waiver of Minor Irregularities ........................................................................................................................ 30
Payment in case of Termination of contract .................................................................................................. 30
Arbitration and Laws ...................................................................................................................................... 30
Patents, Successful Bidder's Liability & Compliance of Regulations .............................................................. 30
Unsatisfactory Performance ........................................................................................................................... 31
Merger/ Acquisition of Bidder ........................................................................................................................ 31
Service during the Warranty Period ............................................................................................................... 31
Any other Information .................................................................................................................................... 31
Insurance ........................................................................................................................................................ 31
Licensing and Insurance Requirements .......................................................................................................... 31
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IPR Infringement ............................................................................................................................................. 32
Patent Claim ................................................................................................................................................... 32
Force Majeure ................................................................................................................................................ 32
Confidentiality of Information ........................................................................................................................ 33
Disclaimer ....................................................................................................................................................... 33
ANNEXURES ...................................................................................................................................................... 34
Annexure 1 ......................................................................................................................................................... 35
Forwarding Letter ............................................................................................................................................... 35
Annexure 2 ..................................................................................................................................................... 36
Bidder’s General Information ......................................................................................................................... 36
Annexure 3 ......................................................................................................................................................... 37
Declaration that the vendor has not been blacklisted ....................................................................................... 37
Annexure 4 ......................................................................................................................................................... 38
IFCI Office Address .......................................................................................................................................... 38
Annexure 5 ......................................................................................................................................................... 39
Financial Bid – MFD Solution .......................................................................................................................... 39
Annexure 6 ......................................................................................................................................................... 41
Letter authorizing representing executive(s) ................................................................................................. 41
Annexure 7 ......................................................................................................................................................... 42
Manufacturers’ Authorization Form .............................................................................................................. 42
Annexure 8 ......................................................................................................................................................... 43
Letter of Competence Format ........................................................................................................................ 43
Annexure 9 ......................................................................................................................................................... 44
Format of sending Pre-bid queries ................................................................................................................. 44
Annexure 10 ....................................................................................................................................................... 45
Performa for Performance Bank Guarantee ...................................................................................................... 46
Annexure 11 ....................................................................................................................................................... 48
Non-Disclosure Agreement ............................................................................................................................ 48
Annexure 13 ....................................................................................................................................................... 49
Escalation Matrix ............................................................................................................................................ 49
Annexure 14 ....................................................................................................................................................... 50
Technical Specifications - Multi Functional Devices ....................................................................................... 50
Black and white .............................................................................................................................................. 50
Color ............................................................................................................................................................... 52
Software/Solution Specifications ................................................................................................................... 54
Annexure 15 ....................................................................................................................................................... 55
Compliance with MFD Machines Technical Specifications ............................................................................ 55
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Annexure 16 ....................................................................................................................................................... 62
Document Submission – Index ................................................................................................................... 62
Submission of various documents as required for Eligibility Criteria (Pre-Qualification) .............................. 62
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Introduction
The Industrial Finance Corporation of India (IFCI) was established on July 1, 1948, as the first Development
Financial Institution in the country to cater to the long-term finance needs of the industrial sector. IFCI is a
Government Company in accordance with Section 2(45) of Companies Act, 2013. The primary business of IFCI is to provide financial assistance to the manufacturing, services and infrastructure sectors. IFCI offers a wide range of products to the target customer segments to satisfy their specific financial needs.
Invitation for Tender Offers
IFCI invites e-bids (Technical bid and Commercial bid) from reputed Service Providers for “Hiring of Centralized Managed Printing Service (MPS) Facility” to be provided at its Head office in New Delhi and at its regional offices located at Mumbai, Ahmedabad, Bengaluru, Chennai, Hyderabad and Kolkata. IFCI intends to have
centralized Printing connectivity at HO.
IFCI invites vendors (hereinafter referred as Bidders) to provide services as outlined in section “Scope of
Work”. Prospective bidders are advised to check the prequalification criteria before participating in bidding
process.
Key Events & Dates
Tender Notice No IFCI/CPD-Services-07/2018-19
Tender Fee Nil
Bid Security / EMD Rs.50,000/- (Rupees fifty thousand only)
Date of Issue 25/06/2018
Last date for seeking clarifications, if any 29/06/2018, 11:00 AM
Date of Pre-Bid Meeting with the bidder 29/06/2018, 03:00 PM
Last date and time of submission of (Technical &
Commercial)
16/07/2018, 12:00 PM
Tender Document The details can be downloaded free of
cost from e-tendering Portal
Date and time of opening of Technical Bids 16/07/2018, 04:00 PM
Date and time of opening of Commercial Bids 20/07/2018, 02:00 PM
Name and address of the contact person for any
clarification
DGM (Centralized Procurement)
IFCI Ltd., Procurement Division,
IFCI Tower, 7th Floor,
61, Nehru Place, New Delhi - 110019
e-mail Address Pl quote the RFP No in the Subject Line of
the e-mail [email protected]
EMD in the form of Demand Draft/Banker's Cheque drawn in favour of “IFCI Ltd” and Payable at New Delhi to
be submitted separately at the above address either by hand/ by post. Bidder to ensure receipt of EMD at IFCI before the final date/ time of submission of bids.
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DOWNLOADING OF TENDER DOCUMENT
The entire document has also been web hosted at IFCI’s website https://www.ifciltd.com for view/
participation of the eligible bidders. Bidders fulfilling the eligibility criteria, if interested in participating in the
bidding process, may download the tender documents and go through the terms and conditions before
uploading bids and should ensure submission/ uploading of bid as per terms of tender documents by due
date and time.
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Scope of Work
IFCI Limited is seeking a Managed Print Services solution to consolidate and optimize the current printer fleet environment. The purpose of this request for proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the bidder who proposes the solution as desired in “Scope of Work” at the lowest price. The overall goals of the project include the following:
Increasing and optimizing the efficiency of device use
Providing a secure platform for printing sensitive documents
Increasing green initiatives and providing an eco-friendly print environment
The purpose of this RFP is to engage reputed service providers to provide brand new Multi-Function Devices (MFD) i.e. Digital Photocopier/ Scanning Machines - on an annual lease basis with Secured follow me printing, at IFCI Tower as well as its Regional Offices located across India. Equipment offered must be new, unused and current/latest models and the keypad language of machine must be in English. IFCI requires that each MFD machine meet certain minimum requirements as presented in ANNEXURE 14 – “Technical Specification” .The Bidder must meet minimum MFD features listed in Technical Specifications, however, the bidder may exceed the minimum copier features by bidding faster, larger, and/or more featured machines. The bidder shall also have to ensure, free replacement of all defective / unserviceable parts etc. which also includes all consumables, toner etc. immediately for smooth & uninterrupted operation of all Digital Photocopier Machines in case of a breakdown except the photocopy paper. The successful bidder shall be required to provide additional number of Multi-Functional Device (MFD), as and when required by IFCI and shall also have to take it back, when surrendered by IFCI (due to their non-utilisation) during the tenure of the Contract. Integration with other equipment
Bidder shall be responsible for ensuring the interworking of MFD Equipment available at other locations, under this PO. Bidder shall be responsible to carry out any kind of integration required for the same. The Bidder must provide complete on-site as well as on-line technical support at no additional charge, during IFCIs business hours, Monday through Friday 9:30 AM to 6:00 PM Indian Standard Time.
All expenses like on-site engineer, delivery, installation, physical movement of equipment/ items, support etc. Including travel, other logistics etc. for providing such services shall be borne by the bidder in this regard and the bidder shall be deemed to have quoted accordingly. Electricity for operation of MFD shall also be provided free of cost by IFCI in respect of the machines provided
/ installed at IFCI’s premises. Bidder shall ensure that all MFDs to be supplied as part of the offered proposal
are brand new and of similar make/model. The associated software to be provided shall be compatible and
fully supported by the printers OEM.
In case, any additional printers if required to be provided during the contract, the same shall be supplied at
the same offered price, terms and conditions. Also, the software solution shall be scalable to cater the
additional printers and user base at the same cost without any additional charges IFCI.
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Vendor shall ensure on uptime of 98% per month which shall be considered as criteria of performance
evaluation. However, in the case uptime falls below 95%, then IFCI reserve the right to take appropriate action
which may extend upto termination of contract.
The details of technical specifications required are attached at Annexure “14”.
Installation and Commissioning
Milestones and Key deliverables: The Bidder shall be responsible for setting-up, installation and delivering of
services as ordered at all the sites and for making them fully operational at no additional charge within 4 weeks
from the date of acceptance of Purchase order. Pert chart/ bar chart indicating detailed program of completion of various activities shall be provided.
If the Bidder fails to deliver and/or install all the equipment ordered within the stipulated time schedule or by
the date extended by IFCI, it will be construed as a breach of contract and suitable Liquidated Damages would
be levied.
At the sole discretion of IFCI, there will be an acceptance test conducted by the Bidder in presence of IFCI
officials and/or its nominated consultants after installation of complete equipment/ network services.
In case of serious discrepancy in hardware/software supplied and / or service offered, IFCI may cancel the entire purchase order at Bidder’s costs and risks.
Training
Comprehensive training during the implementation phase shall be the key to successful Operations and Maintenance; hence Bidder is required to undertake robust training for representatives from IFCI.
The training documents, including Operating Manuals, Standard Operating Procedures (SOP), troubleshooting tips, for the proposed solution shall be prepared and shared by Bidder with IFCI. The successful Bidder is free
to propose the training plan.
Audit Observations and Compliance
IFCI is subjected to various audits [internal / statutory / RBI etc.]. In the event of any observation by the audit regarding security, access control to Hardware etc., the same will be intimated to the Bidder. The Bidder (Service Provider) to assist IFCI for compliance of the same.
Term of Contract
The contract will be offered for a firm fixed price for a term of three (3) years.
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Locations of Installations: The equipment procured by IFCI as mentioned above, will be installed at the locations provided as per
Annexure 4. IFCI reserves the right to change location of installation at a later date with prior intimation to the Bidder. Relocation of the hardware will be done at IFCI’s cost. However, Bidder will provide all the necessary assistance to facilitate this.
Break-fix Service (Maintenance) Requirements
Break-Fix Service Management provides IFCI with a single point-of-contact for an efficient and comprehensive break-fix service strategy for all MFDs. This service offering provides the IFCI with complete break-fix coverage for MFD Devices. The vendor’s Help Desk Support will route calls to an appropriate service provider. IFCI Users can log a call by using Toll free- Nos or Email. Service Window to be available from Monday to Saturday, 9AM to 6 PM. Call Logging Process for on call support to be provided / advised by the bidder so that
customer can log a call by using the specified number/ e-mail ID(s).
Note: In case call is logged before 1:00 PM, it will be attended on same Business Day. In case call is logged after 1:00 PM, one more business day will be added for resolution time.
Location Category
Description Response Time
Resolution time
Tier 1 (T1) All locations 4 Hours 8 hours
Penalty
Bidder to strictly adhere to the above Service Level Agreement (SLA) for 95% of the breakdown cases, calculated on monthly basis. Should there be any deviation below 95%; for every 1% deviation; IFCI retains the right to claim penalty of 1% of the monthly pre – tax invoice value subject to a maximum of 5% of monthly pre – tax invoice value.
Equipment Life Cycle (EOL) All models submitted should not have an end of life expiration during the term of the agreement. Please
indicate within your response the anticipated EOL of each model being. In the event that a model is no longer available, the replacement model and related accessories shall be provided to IFCI at the same cost as the
discontinued model or at a lower price.
Problem Machine Replacement
MFDs having demonstrated a history of “excessive down time” shall be replaced by the winning bidder with a new machine of equal or better features, unless the IFCI declines.
Excessive down time shall be defined as six (6) or more service calls in one month. Downtime would be calculated from the time the IFCI places the call, and ends when the machine is up and running. Service calls
that are operator induced will not be counted.
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A representative of the bidder shall be dispatched onsite to ascertain the malfunctions and make a determination as to what course of action will be taken:
Repair the machine.
A determination is made for complete reconditioning.
A determination is made for replacement. If it is determined reconditioning is the best solution, a backup machine will be sent and the IFCIs machine sent for comprehensive reconditioning. IFCI understands that during the “break-in” period of either a new machine or a reconditioned one, services calls are eminent. However, calls exceeding the standards listed above, shall cause the machine to be replaced by the bidder with a new unit of equal size and features at the sole discretion of IFCI.
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Eligibility Criteria (Pre-Qualification)
Sr. No.
Eligibility Criteria Document Required
1 The bidder should be a registered company in India
as per Companies Act 1956 since last 3 years. The Certificate of Incorporation issued by
Registrar of Companies along with the copies of
Memorandum and Articles of Association are
required to be submitted along with the technical
bid.
2 Company must be registered with appropriate
authorities for all applicable statutory duties/taxes
Valid documentary proof of:
- GST registration number
- Income Tax registration/PAN
number
3 The bidder should be Original Equipment’s Manufacturers (OEM) or Authorised Dealer/Franchisee / Channel Partner of the OEM
For Authorised Dealer/ Franchisee/ Channel
Partner of the OEM
Company registration certificate
or
(i) Authorization letter issued by
OEM
or
(ii) Valid Franchisee agreement/Letter
4 Bidder/OEM should have successfully provided MFD machines with follow me printing solution, on rental /outright basis for similar work(s) in India for any Central/ State Government/ Semi Government/ Public Sector Undertaking/ Large Corporate/ MNC having minimum contract value as below:
Single work of minimum Rs.20 lakh
OR
Two works of minimum Rs.8 lakh each
(Over the past 3 years)
Bidder/OEM should submit copy of Work Order (mandatory) and any one document from list below:
(i) Payment receipts
(ii) Proof of release of performance security after completion of the contract
(iii) Proof of settlement/release of final payment against the contract
(iv) Certificate for successful completion of
work/ Performance report by the client.
5 Average annual Turnover of Rs 10 lakh and above
on any three of Last four (4) Financial Year starting
from FY 2014-15 onward and having positive net
worth as on March 31, 2017.
CA Certificate / auditors certificate needs to be
submitted.
6 The bidder should not be black listed or banned for business by any Public Sector undertaking / Govt. Department/ MNC/ Pvt. Limited companies in India or abroad.
Undertaking/ Declaration as per Annexure 10 by
an authorized signatory of the bidder.
7 The bidder shall have offices at all the office locations
as proposed by IFCI – Annexure 4, for providing
support.
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8 Acceptability of all conditions contained in the Tender
Document by the Bidder. No further deviations to any
mentioned clause shall be sought for.
9 The bidder must confirm compliance with technical
specifications of the MFD machines proposed as per
the annexure attached.
Must enclose appropriate responses with the
compliance sheet.
10. BIS Registration certificate from the OEM Must enclose the self certified copy of valid BIS
certificate from OEM.
SECTION - C
BID SUBMISSION & EVALUATION GUIDELINES
RFP document submission is required to be done as under:-
The Tender documents (Receipt, Technical Bid & Commercial Bid) should be submitted online on e-Tendering portal on line https://ifci.etenders.in . However, Earnest Money Deposit (EMD) as
prescribed, in original should be submitted in the manner and mode as specified on page “7” alongwith a covering letter of the bidder.
Bid Submission
1. Bidders who wish to participate in this tender will have to register on line https://ifci.etenders.in. To participate in the e-tendering process, bidders will have to procure Digital Signature Certificate (Type-II or Type-III from the list of supporting E Tokens given on the same website) as per information Technology Act-2000 by the use of which they can sign their electronic bids. Bidders can also procure the same from any CCA approved certifying agency etc. Bidders who already have a valid Digital Certificate (from the list of supporting E Tokens given on the same website) do not need to procure a new Digital Certificate. The bidders are requested to read
carefully the user manual available on website https://ifci.etenders.in before initiating the process of
E-Tendering.
Bidder shall submit their offers online in an electronic format both for “Technical” and “Commercial bid”.
2. Before electronically submitting the tenders, it should be ensured that all the documents and
annexures being uploaded are self certified/ signed by the bidders.
3. On-line submission of bids: The online bidders will have to be digitally signed and submitted
within the time specified on website https://ifci.etenders.in the following manner:-
Technical Bid
Technical bid response must comply with the annexures provided and all the compliances stated in the pre-qualification criteria.
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IFCI reserves the right to waive any of the Technical Specification during technical evaluation, if in the IFCI’s Opinion it is found to be minor/deviation or acceptable deviation.
Commercial Bid
The rates as given in the schedule to be quoted in figures and the rates must be exclusive of all taxes
in financial bid. The bidder is required to check the prices/amount carefully before uploading financial
bid.
1. Technical bid would be considered only on receipt of EMD prior to opening of bids. Thus the
onus of Proof of having submitted EMD well before the final date/ time lies with the bidder.
2. Only one bid would be considered from one firm/Company for online e-Tendering.
3. The Bidders are also advised to visit the aforementioned website on regular basis for checking
necessary updates. IFCI also reserves the right to amend the dates mentioned in Key Events & Dates of this Bid document.
All prospective bidders will be notified of the amendment which will be final and binding on all the
bidders via notification of the e-tendering portal and IFCI Website only.
In order to allow prospective bidders reasonable time in which to take the amendment into account in
preparing their Bids, IFCI, at its discretion, may extend the deadline for the submission of Bids. Further, IFCI reserves the right to scrap the RFP or drop the tendering process at any stage without assigning any reason.
Note:
If the online submission does not include all the information required or is incomplete, the
proposal is liable to be rejected
Bids submitted by Fax or E-mail or any form other than mentioned above will not be acceptable
and liable for rejection by IFCI
The evaluation of the bid will only be based on the documents uploaded online on e-Tendering
portal https://ifci.etenders.in
The Tender evaluation committee for the evaluation of the RFP response reserved the right to
relax the evaluation criteria.
The entire proposal shall be submitted strictly as per the format specified in this Request for Proposal. Bids with deviation from this format are liable for rejection.
In the first stage, only TECHNICAL BID will be opened and evaluated for the bidders qualifying the eligibility criteria. Those bidders who satisfy the technical requirements as determined by IFCI, shall
qualify for the COMMERCIAL BID evaluation.
The Tender evaluation committee constituted for the said purpose, shall conduct bid evaluation. The
objective of evaluation methodology is to facilitate the selection of desired solution at optimal cost. The purpose of it is only to provide the Bidder an idea of the evaluation process that IFCI may adopt.
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IFCI reserves the right to modify the evaluation process at any time during the Tender process (before submission of technical and commercial responses by the prospective bidder), without assigning any reason, whatsoever, and without any requirement of intimating the Bidders of any
such change.
Decision of the Tender Evaluation Committee would be final and binding upon the Bidders. IFCI’s
decision in respect of evaluation methodology and short listing of bidders will be final and no claims, whatsoever in this respect, shall be entertained.
In order to assist in the examination, any time during the process of evaluation, the tender evaluation Committee may at its discretion ask a specific clarification/s from a bidder or all bidder’s
regarding its Bid. The clarification shall be given in writing immediately, but no change in the price
shall be sought, offered or permitted.
The Tender evaluation committee constituted for the purpose, may waive any informality or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.
The firms registered as micro/ small enterprise with MSME and NSIC under its single point registration
scheme are exempted from furnishing bid security, provided they are registered for the items they
intend to quote and subject to their enclosing with their bid a copy of latest and current registration
certificate.
IFCI takes no responsibility for delay, loss or non-receipt of EMD sent by post/courier etc.
Bidders willing to submit revised bids may do so before the closing date by uploading revised bid.
Bidder or their authorised representative may remain present at the time of opening of bid. The authorised representative should carry the authorisation letter of the bidder in this regard.
Withdrawal or modification of a bid between the deadline for submission of bids and the expiration of the original period of bid validity may result in the forfeiture of the EMD.
All documents as mentioned in Document Submission – Index must be uploaded.
Place of opening of Tender bids
Since tender is invited through e-tendering process, the tenders shall be opened through ‘Public Online Tender Opening Event (POTOE)’. IFCI’s Tender Opening Officers as well as authorized representatives of bidders can attend the Public Online Tender Opening Event (TOE) from the comfort of their offices.
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Evaluation of Technical Bids
IFCI will open all bids in the presence of Bidders’ representatives who choose to attend, at the time, on the date (as specified in ‘Key Events and Date’ section), and at the place specified in the Tender. The Bidders’ representatives, who are present, shall sign a register evidencing their attendance, if so required by the Purchaser / Consultant.
IFCI will evaluate and compare the bids which have been determined to be substantially responsive.
Evaluation of the technically eligible bids shall be done on L-1 basis.
Price Evaluation Criteria
Bidders should quote their rates/prices in Indian Rupees only which shall be inclusive of all applicable taxes, duties, levies, insurance, transportation etc., applicable excluding service tax for entire scope of work as per Price bid format included of this tender document. Bids shall be evaluated on the basis of the total evaluated value as per the quoted rates for the services mentioned in Scope of Work. The total evaluated price as per the evaluation methodology mentioned in this tender document will be the basis for the final evaluation purposes and for arriving at inter-se ranking of the various bidders of the tender. In case of tie, bid may be awarded to bidder offering added services at same price.
Exclusivity
IFCI will choose one (1) successful proposer only to provide these services.
Clarification of Tender Document
The prospective Bidders requiring any clarification of the Tender Document may notify IFCI in writing or by e-mail as specified at page ‘7” of RFP
Amendment of Tender Document At any time prior to the last date for receipt of bids, IFCI may, for any reason, whether at its own
initiative or in response to a clarification requested by prospective Bidders may modify the Tender Document by an amendment. The amendment will be notified in writing/ published on the IFCI’s website. In order to afford prospective Bidders reasonable time in which to take amendments into account in preparing their bids, the Purchaser may, at its discretion, extend the last date for the receipt of Bids.
Bank Guarantee for Contract Performance
Within 15 days of the receipt of notification of award from IFCI, the successful Bidder shall furnish a bank
guarantee for 10% of the total contract value so awarded issued by a scheduled commercial bank in
favour of IFCI Ltd or in the form of Demand Draft issued in favour of “IFCI Ltd.”.
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• Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security
• Bank Guarantee Amount shall be 10% of the contract value so awarded.
• In case of exigency, if IFCI gets the work done from elsewhere, the difference in the cost of getting the work done will be borne by the successful Bidder.
• The Bank Guarantee will be valid for one year and must be kept alive by the bidder for the remaining period of the tenor of the contract through renewal well before expiry date.
Performance Security
The Performance Bank Guarantee/ DD amount may be discharged/ returned by IFCI after the completion of the contract upon being satisfied for the performance of the obligations of your firm under the contract. In the event the firm being unable to provide the services, during the engagement period as per the contract for whatever reason, the Performance Bank Guarantee would be invoked by IFCI. No Bank Charges/ interest shall be payable for the Performance Bank Guarantee.
Discharge of EMD
Upon the successful signing of the agreement, IFCI shall promptly request the successful Bidder to provide
performance guarantee. On receipt of the performance guarantee, the EMD of all bidders will be released
within 5 working days.
Forfeiture of EMD:
The EMD may be forfeited in happening of any one of the following events/circumstances.
1. If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any.
2. If successful bidder fails to sign the Contract or to furnish Performance Bank Guarantee within specified
time in accordance with the format given in the RFP.
3. If during the bid process, a bidder indulges in any such deliberate act as would jeopardise or
unnecessarily delay the process of bid evaluation and finalization. The decision of IFCI regarding forfeiture of the Bid Security shall be final and binding upon bidders.
4. If during the bid process, any information is found false/fraudulent/mala fide, then IFCI shall reject the bid and, if necessary, initiate action.
Compliance
Compliance statement in the form of 'Complied' or 'Not complied' shall be given against each statement and specification of Tender Form - The compliance statements should be supported by documentation /
certificates. The bids without compliance statement and documentary proofs may result in the Bid being invalidated.
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Please note that any deviation from laid down requirement/specification shall be brought out separately in deviation sheets to be attached with concerned section of the bid. Failure to comply with this requirement may result in the Bid being invalidated. The Bidder shall offer his comments about all the requirements indicated in the specifications.
The Bidder shall mention whether the options are technically available in the proposed solution or not. The Bidder shall clearly mention about the non-availability of the required options in the offer, if any.
Each page of the Bid and cuttings/corrections shall be duly signed and stamped by the Bidder. Failure to comply with this requirement may result in the Bid being invalidated. The complete bid along with the
documentary evidence should be numbered and cross-referenced / linked with our tender.
Bidder should have necessary certifications (and to be enclosed as part of the bids) as may be required in the case of Service Provider.
Completeness of Response
Bidders are advised to study all instructions, forms, terms, requirements and other information in the RFP documents carefully. Submission of bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications.
The response to this RFP should be full and complete in all respects. Failure to furnish all information required by the RFP document or submission of a proposal not substantially responsive to the RFP
document in every respect will be at the Bidder's own risk and may result in rejection of its Proposal and forfeiture of the Bid EMD.
Validity of the Tender
The Bid shall be valid for a minimum period of 90 days from the last date of OPENING OF Financial bids submission as indicated. Bidder should submit an undertaking in this regard. The Undertaking should be as part of the Technical Bid.
In exceptions circumstances IFCI may solicit the Bidders consent to an extension of the period of validity. The request and response thereto shall be made in writing. The Bid security provided shall also be extended.
Language
The Bidder shall quote the rates in English language and international numerals. The rate shall be in whole
numbers. These rates shall be entered in figures as well as in words. In the event of variation in number
written in figure and words, the number written in words will be taken as final. In the event of the order being awarded, the language of all services, manuals, instructions, technical documentation etc. provided for under this contract, will be in English.
21
Transfer of Bid Document/ Award
Transfer of Bids submitted by one Bidder of Award by successful bidder to other party is not permissible. IFCI may request any bidder in writing to provide clarification on any tender clause based on the technical evaluation. Subsequent queries of IFCI, if any, on the technical details, clarifications or any other information should be replied positively within the time specified, failing which Tenders shall be finalized
on the basis of the information, available. It shall, therefore, be in the Bidders' interest to give complete and comprehensive technical particulars/description and details.
Rectification of Errors
Arithmetical errors in the Financial Bid will be rectified on the following basis.
• If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and will be considered for future calculations.
• If there is a discrepancy between words and figures, the amount in words shall prevail.
• If Bidder does not accept the correction of errors, its bid will be rejected and its bid security may be
forfeited.
Signing of Contract
The successful bidder shall enter into contract agreement with IFCI within the time frame mentioned in the award letter failing which the award of contract may be nullified by IFCI and EMD may be forfeited.
Rejection of Bid
Bids may be rejected on occurrence of any one of the following events/ conditions.
Any effort by a Bidder to influence IFCI in its decisions on bid evaluation, bid comparison or contract award may result in rejection of Bidders bid.
Bids submitted without or with improper EMD.
Bids which do not conform to unconditional validity of the bid as prescribed in the Tender.
If the information provided by the Bidder is found to be incorrect / misleading at any stage / time during the Tendering Process.
Any effort on the part of a Bidder/any of the partners to influence the bid evaluation, bid comparison or contract award decisions.
Bids received by IFCI after the last date prescribed for receipt of bids.
Bids without signature of person (s) duly authorized on required pages of the bid.
22
Bids without power of authorization and any other document consisting of adequate proof of the ability & eligibility of the signatory to bind the Bidder.
Technical Rejection Criteria
Technical Bid containing commercial details.
• Revelation of Prices in any form or by any reason before opening the Commercial Bid.
• Failure to furnish all information required by the RFP Document or submission of a bid not substantially responsive to the Tender Document in every respect.
• Bidders not quoting for the complete scope of Work as indicated in the Tender
documents, addendum (if any) and any subsequent information given to the Bidder.
• Bidder’s not complying with the Technical and General Terms and conditions as stated in the RFP Documents.
• Bidder’s not conforming to unconditional acceptance of full responsibility of providing
services in accordance with the Scope of work and Service Level Agreements of this
tender.
• If the bid does not confirm to the timelines indicated in the bid.
Commercial Rejection Criteria
• Incomplete Price Bid.
• Price Bids that do not conform to the Tender’s price bid format.
23
Confidentiality of the Document This Tender Document is confidential and IFCI shall ensure that anything contained in this Tender Document shall not be disclosed in any manner, whatsoever.
The Bidder will treat all data & information about IFCI, obtained in the execution of its responsibilities as confidential & will not reveal such information to any other party without prior
written approvals of IFCI. If the Bidder leaks any such information to any third party (Web/Mail), IFCI holds the right to take criminal action, such action as may be necessary.
Right to Accept or Reject the Tenders The right to accept the bid in full or in part/parts will rest with IFCI. However, IFCI does not bind
itself to accept the lowest bid and reserve itself the authority to reject (during any stage of the Tender Process) any or all the bids received without assigning any reason whatsoever.
Tenders, in which any of the particulars and prescribed information are missing or are incomplete, in any respect and/or prescribed conditions are not fulfilled, shall be considered non responsive and are liable to be rejected.
Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the
unit price and the total price that is obtained by multiplying the unit price and quantity, the unit
price shall prevail and the total price shall be corrected. If the supplier does not accept the correction of the errors, its bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.
A bid determined by IFCI as not substantially responsive will be rejected. However, IFCI may waive
any minor informality or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.
Price Basis Prices quoted by the Bidder shall be considered as firm and fixed prices during the entire
execution of the contract and not subject to variation on any account.
25
Standard Conditions
Modification and Withdrawal of Bids
No bid may be withdrawn in the interval between the last date for receipt of bids and the expiry of the bid
validity period specified by the Bidder in the Bid.
Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its bid security.
Clarification of bids
During evaluation of Bids, IFCI, at its discretion, may ask the Bidder for clarification of its Bid. The request for
clarification and the response shall be in writing (Fax/e-Mail), and no change in the substance of the Bid shall be sought, offered or permitted.
Preliminary Examinations
• IFCI will examine the Bids to determine whether they are complete, the documents have been properly
signed, supporting papers/documents attached and the bids are generally in order
• IFCI at its sole discretion, waive any minor infirmity, nonconformity or irregularity in a Bid which does
not constitute a material deviation, provided such a waiver does not prejudice or affect the relative
ranking of any Bidder.
• Prior to the detailed evaluation, IFCI will determine the substantial responsiveness of each Bid to the Bidding document. For purposes of these Clauses, a substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Document without material deviations.
• Deviations from or objections or reservations to critical provisions, such as those concerning Bid security,
performance security, qualification criteria, insurance, Force Majeure etc. will be deemed to be a material deviation. IFCI's determination of a Bid's responsiveness is to be based on the contents of the
Bid itself, without recourse to extrinsic evidence. IFCI would also evaluate the Bids on technical and
functional parameters including possible visit to inspect live site/s of the bidder, witness demos, bidders presentation, verify functionalities / response times etc.
• If a Bid is not substantially responsive, it will be rejected by IFCI and may not subsequently be made responsive by the Bidder by correction of the nonconformity.
• The Bidder is expected to examine all instructions, forms, terms and specification in the Bidding Document. Failure to furnish all information required by the Bidding Document or to submit a Bid not substantially responsive to the Bidding Document in every respect will be at the Bidder's risk and may result in the rejection of its Bid.
Assignment
The Bidder shall not assign, in whole or in part, its obligation to perform under this contract, except with IFCI‘s prior written consent. The Bidder shall notify IFCI in writing of all sub-contracts awarded under the
26
contract, if not already specified in his bid. Such notification, in his original bid or later, shall not relieve the Bidder from any liability or obligation under the contract.
Instructions for filling up Compliance Matrix for Technical Requirement
The Technical compliance sheet provides a detailed list of identified requirements and specifications. The bidder should indicate against the requirement in the compliance column the following codes (as detailed in the following Table 1 – Degree of Compliance) to indicate the extent to which their proposals comply with the requirements. Bidder should also fill the details of proposed hardware and provide the necessary information.
Table 1: Degree of compliance
Response
Code Code Description
Y Proposed product complies with the specification/features mentioned
N Proposed product does not comply with the specification mentioned
• In addition to the cancellation of purchase contract, IFCI reserves the right to appropriate the
damages through encashment of the Performance Guarantee given by the Bidder, in whole or in
part, without notice to the Vendor in the event of breach of this Agreement or for recovery of
liquidated damages
• Liquidated Damages for error/variation- In case any error or variation is detected in the reports
submitted by the Vendor and such error or variation is the result of negligence or lack of due diligence on the part of the OEM/bidder, the consequential damages thereof shall be quantified by the IFCI in a reasonable manner and recovered from the OEM/bidder by way of deemed
liquidated damages, subject to a maximum of the Agreement Value.
Transition Process
Upon termination or expiration of this Contract, IFCI and the vendor shall reasonably cooperate with each other to effect a smooth transition so as not to impose undue hardship.
In order to properly dispose of the MFD, the hard drive would be securely wiped before handling
over the MFD Device’s away , or if the MFD device’s hard drive is removable, remove the drive entirely and have it securely destroyed.
Penalty for deficiency in Services
In addition to the liquidated damages not amounting to penalty warning may be issued to the
bidder for minor deficiencies on its part.
In the case of significant deficiencies in Services causing adverse effect on the Project or on the reputation of the IFCI, penal action including but not limited to debarring for a specified period
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and/or stopping of all payments under the Agreement may also be initiated as per policy/discretion of the IFCI.
Annulment Of Award
Failure of the successful bidder to comply with the requirement as mentioned in scope
of work shall constitute sufficient ground for the annulment of the award and the
forfeiture of the bid security in which event IFCI may make the award to any other
bidder at the discretion of the purchaser or call for new bids.
Product Support from the OEM
All hardware supplied must be back aligned with the OEM for any support required.
Although IFCI would be logging all with the vendor, IFCI may if desired should be able
to directly log a call with the OEM.
Part(s) Replacement All defective parts shall be replaced at no extra cost. Replacement parts shall be new or their equivalent from the same manufacturer(s).
The parts replaced will either be a new part or equivalent in performance to new parts.
Whether a defective item or component is to be replaced or repaired shall be at the
sole discretion of the selected firm. In the case of a part, the defective part removed
from the system will become the property of the selected firm.
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Payment Terms Payment against Bill / invoice shall be released only after supply/installation and observance of satisfactory performance of the equipment. Payment will be made on monthly basis after deduction of TDS on receipt of invoice with complete particulars as given below, to the extent same is applicable in the instant case. For claiming this payment the following documents are to be submitted to the paying authority. (a) Invoice clearly indicating break up details of composite price i.e. Basic, Goods and Services Tax (GST), any other Duties and Taxes, Freight/Packing Charges etc. (e) E-Way bill as prescribed in the GST law in case of movement of goods (f) Proof of payment of GST, if applicable. (g) Timely upload of correct and necessary information on GSTN portal is mandatory as prescribed in GST compliances. Note: -
1) If the supplier fails to furnish necessary supporting documents i.e. GST Invoice
/Customs invoices etc. and also fails to upload the information on GSTN in respect of the Duties/taxes which input tax credit is available, the amount pertaining to such Duties/Taxes will be deducted from the payment due to the supplier 2) Tax amount will be paid to the supplier only after supplier declares the details of the invoices in its return n GSTR-3 uploaded by the supplier and the same is reflected in GSTR-2A of IFCI on GSTN portal. 3) TDS/ TCD shall be deducted at the prescribed rate, if any (as the case may be). 4) IFCI can adjust / forfeit Bank Guarantee obtained from the supplier against any loss of input tax credit to SNL on account of supplier’s default. 5) In case IFCI has to pay GST on reverse charge basis, the supplier would not charge GST on its invoices. Further, the supplier undertakes to comply with the provisions of GST law as may be applicable.
Any increase in taxes and other statutory duties/ levies, after the expiry of the delivery
date shall be to the supplier's account. However, benefit of any decrease in these
taxes/duties shall be passed on to the Purchaser by the supplier. The total price is to be
adjusted (by reducing the basic price) with increased duties and taxes as per price
mentioned in PO.
Micro & Small Enterprises The following facilities are extended to Micro & Small Scale units registered with National Small Industries Corporation & to be mentioned in tender documents as & where required:-
o Issue of Tender Sets free of Cost. o Exemption from Payment of Earnest Money. o Waiver of Security Deposit up to the monetary limit for which the unit is o registered;
Copy of valid Registration Certificate, if bidder is a Micro or Small Enterprises (MSE) registered with District Industry Centers or Khadi and Village Industries Commission or Khadi and Village Industries
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Board or Coir Board or National Small Industries Corporation or Directorate of Handicrafts and Handloom or any other body specified by Ministry of MSME. The Registration Certificate should clearly indicate the monetary limit, if any and the items for which bidder are registered with any of the aforesaid agencies.
Purchaser’s Right to Vary Quantities at the time of Award
IFCI reserves the right at the time of award of Contract to vary the number of MFDs without any
change in price or other terms and conditions.
Termination Clauses:
Termination for Insolvency
IFCI may at any time terminate the Contract by giving written notice to the Bidder, without compensation to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent, provided
that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to IFCI.
Termination of Contract
IFCI without prejudice to any other remedy, reserves the right to terminate the Tender / Contract in whole or in part and also to blacklist a Tenderer / Bidder for a suitable period in case he fails to
honor his bid / contract without sufficient grounds or found guilty for breach of condition /s of
the tender / contract, negligence, carelessness, inefficiency, fraud, mischief and misappropriation
or any other type of misconduct by such Tenderer / Bidder or by its staff or in case there are more than 3 penalties on Service Provider in any month.
The notice of termination shall specify that termination is for IFCI’s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.
IFCI can terminate the service agreement by giving three months’ notice in advance to other party.
In case, the bidder stops service without notice, IFCI shall have the right to encash the bank guarantee and further action without notice.
Termination for Default
The Purchaser may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or in part.
• If the Bidder fails to deliver any service within the time period specified in the
Contract, or any extension thereof granted by IFCI.
OR
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• If the Bidder fails to perform any other obligation(s) under the Contract.
Publicity
Any publicity by the Vendor in which the name of IFCI is to be used should be done only with the explicit written permission of IFCI. Waver of Minor Irregularities.
Waiver of Minor Irregularities
IFCI reserves the right to waive minor irregularities in proposals provided such action is in the best
interest of IFCI. Where IFCI may waive minor irregularities, such waiver shall in no way modify the
“Request For Proposal”(RFP) ,requirements or excuse the Vendor from full compliance with the RFP specifications and other contract requirements if the Vendor is selected.
Payment in case of Termination of contract
In case the contract is terminated payment towards services will be made on pro rata basis, for the period services have been delivered, after deducting applicable penalty and TDS/other taxes.
Arbitration and Laws
Except, where otherwise provided for in the contract, all questions and disputes relating to the meeting of
the specifications, designs, drawings, and instructions herein before mentioned and as to the quality of workmanship or materials used on the work or as to
any other question, claim, right, matter or thing whatsoever in any way arising out of or relating to the contract, designs, drawings, specifications, estimates, instructions, orders or these conditions or otherwise
concerning the works, or the execution or failure to execute the same whether arising during the progress of the work or after the completion or abandonment thereof shall be settled within thirty (30) days (or such longer period as may be mutually agreed upon) from the date that either party notifies in writing that such
dispute or disagreement exists, shall be settled under the Rules of India Arbitration and Conciliation Act, 1996.
The venue of Arbitration shall be New Delhi, India. The arbitration resolution shall be final and binding upon judgment may be entered thereon, upon the application of either party, by any court having jurisdiction.
Patents, Successful Bidder's Liability & Compliance of Regulations
Successful Bidder shall protect and fully indemnify IFCI from any claims for infringement of patents, copyright, trademark or the like. Successful Bidder shall also protect and fully indemnify the IFCI from any
claims from successful Bidder's workmen/employees, their heirs, dependence, representatives etc. or from any other person(s) or bodies/companies etc. for any act of commission or omission while executing the order. Successful Bidder shall be responsible for compliance with requirements under the laws and shall protect and indemnify completely IFCI from any claims/penalties arising out of any infringements.
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Unsatisfactory Performance The Parties herein agree that IFCI shall have the sole and discretionary right to assess the performance(s) of the Bidder components(s), either primary and or final, and IFCI , without any liability whatsoever, either direct or indirect, may reject the system(s) component(s) provided by
the Bidder, in part or in its entirety, without needing to offer any explanation to the Bidder, either
during the pre and or post test period should the same be unsatisfactory and not be to the acceptance of IFCI . The Bidder covenants to be bound by the decision of IFCI without any demure in such an eventuality.
Merger/ Acquisition of Bidder In the event of the Bidder’s company or the concerned division of the company being taken over/bought over by another company, all the obligations under the agreement with IFCI should be passed on for compliance to the new company in the Negotiations for their transfer.
Service during the Warranty Period
The Tender(s) of those Bidder(s) who do not have adequate facilities and capabilities to provide comprehensive maintenance support during the contract period shall be summarily rejected.
Any other Information
In addition to the information desired in the terms and conditions as well as in the technical bid, the Bidder may provide any other information/description like features, performance Figures specified/indicated along with supporting documents/calculations.
Insurance
As all the delivered hardware will be owned by the Bidder/Service Provider during the entire period of the contract, the service provider will take insurance for all the network hardware items
installed in the premises of IFCI locations for the entire duration of the contract period against all risks. The copy of insurance details must be provided to IFCI.
Licensing and Insurance Requirements
Prior to any individual contract award (but not as a part of the proposal submission) the successful bidder will be required to Provide the following during the term of the contract
Without limiting or diminishing the bidder’s obligation to indemnify or hold IFCI harmless,
Proposer shall procure and maintain or cause to be maintained, at its sole cost and expense, the following insurance coverages during the term of the Contract.
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It is understood and agreed to by the parties hereto that the bidders insurance shall be construed as primary insurance, and IFCIs insurance and/or deductibles and/or self-insured retention’s or self-insured programs shall not be construed as contributory.
IPR Infringement
As part of this project Bidder [Service Provider] will deliver different hardware / software [IOS]. If the use of any such software by / for IFCI, infringes the intellectual property rights of any third person, Service provider shall be primarily liable to indemnify IFCI to the extent of direct damages
against all claims, demands, costs, charges, expenses, award, compensations etc. arising out of
the proceedings initiated by third party for such infringement, subject to the conditions the claim relates to Software provided/used by Bidder/Service provider under this project.
Patent Claim
In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of the Goods or any part thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply and IFCI is required to pay
compensation to a third party resulting from such infringement, the Bidder shall be responsible for such compensation, including all expenses, court costs and lawyer fees. IFCI shall give notice to the successful bidder of any such claim and recover it from the Bidder.
Force Majeure IFCI may grant an extension of time limit set for the completion of the work in case the timely
completion of the work is delayed by force majeure beyond the contractor's control, subject to what is stated in the following sub paragraphs and to the procedures detailed there in being followed. Force majeure is defined an event of effect that cannot reasonably be anticipated such
as acts of God (like earthquakes, floods, storms etc.), acts of states, the direct and indirect
consequences of wars (declared or un-declared), hostilities, national emergencies, civil commotions and strikes (only those which exceed a duration of ten continuous days) at successful Bidder's factory. The successful Bidder's right to an extension of the time limit for completion of the work in above mentioned cases is subject to the following procedures: a) That within 10 days after the occurrence of a case of force majeure but before the expiry
of the stipulated date of completion, the Bidder informs the IFCI in writing that the Bidder considers himself entitled to an extension of the time limit.
b) That the successful Bidder produces evidence of the date of occurrence and the duration of the force majeure in an adequate manner by means of documents drawn up by responsible authorities.
c) That the successful Bidder proves that the said conditions have actually been interfered with the carrying out of the contract.
d) That the successful Bidder proves that the delay occurred is not due to his own action or lack of action
Apart from the extension of the time limit, force majeure does not entitle the successful Bidder to any relaxation or to any compensation of damage or loss suffered.
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Confidentiality of Information This document contains information confidential and proprietary to IFCI. Additionally, the Bidder
will be exposed by virtue of the contracted activities to internal business information of IFCI,
affiliates, and/or business partners. Disclosure of receipt of any part of the afore mentioned information to parties not directly involved in providing the services requested could result in the disqualification of the Bidder, pre-mature termination of the contract and/or legal action against the Bidder for breach of trust.
No news release, public announcement, or any other reference to this RFP or any program there under shall be made without written consent from IFCI. Reproduction of this RFP, without prior written consent of IFCI, by photographic, electronic, or other means is prohibited.
Disclaimer
The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf
of IFCI, is provided to the Vendor on the terms and conditions set out in this RFP document and
all other terms and conditions subject to which such information is provided.
This RFP is neither an agreement nor an offer and is only an invitation by IFCI to the interested
parties for submission of bids. The purpose of this RFP is to provide the Vendor with information
to assist the formulation of their proposals. This RFP does not claim to contain all the information
each bidder may require. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where
necessary obtain independent advice. IFCI makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. IFCI may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP.
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Annexure 1
Forwarding Letter
(To be submitted on Vendor’s letter head)
To
The Dy.General Manager (Centralized Procurements)
IFCI Limited, IFCI Tower, 61 Nehru Place,
NEW Delhi -110 019
Dear Sir/Madam,
Subject: RFP - __________________________________________________________________
This is in reference to your above mentioned tender. Having examined the tender document, , we
the undersigned, hereby submit our proposal along with necessary supporting documents as desired by IFCI.
Further, we agree, that IFCI reserves the right to modify the evaluation process at any time
during the Tender process, without assigning any reason, whatsoever, and without any requirement of intimating the Bidders of any such change.
Further, we agree to abide by all the terms and conditions as mentioned in the tender document.
We have also noted that IFCI reserves the right to consider/ reject any or all applications without
assigning any reason thereof.
Date:...../...../2018
Authorized Signatory. Name: Designation:
Organization Seal:
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Annexure 2
Bidder’s General Information
Sr.
No
Information Required Bidder’s
response
Document
Ref. No
Remarks If
Any
1. Name of Bidder
2. Year of starting operations
3. Constitution of Bidder, i.e., Limited Company,
Private Limited Company etc.
4. Bidders registered address
5. Bidders corporate address
6. Address(es) of partner(s), if applicable
7. Name(s) of the authorized executive(s)
8. E-mail/Phone/Fax nos. details of authorized
representative(s)
9
Net Worth as on 31/3/2017 in Rs crore
10. Total Turnover (Rs. In crores)
During FY 2014-15
During FY 2015-16
During FY 2017-18
11. ISO Certification, if any {If yes, please
furnish details}
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Annexure 3
Declaration that the vendor has not been blacklisted (To be submitted on the Letterhead of the vendor)
To
The Deputy General Manager (Procurements)
IFCI Limited, IFCI Tower, 61 Nehru Place,
NEW Delhi -110
019
Subject: RFP - Providing MFD Machines on Rental basis at IFCI HO & Various Regional Offices
Dear Sir/Madam,
We confirm that our company is not blacklisted in any manner whatsoever by any central
Government department, autonomous organizations, Public Sector Undertakings (PSUs) or any other Government organisations in India on any ground including but not limited to indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive
practice.
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organisation and empowered to sign this document as well as such other documents, which may be required in this connection.
Dated this ___ day of ___201_
Yours sincerely,
On behalf of [Vendor’s Name]
Authorised Signature [In full and initials]:
Name and Title of Signatory:
Address:
Seal/Stamp of Vendor:
In absence of above declaration/certification, the Bid is liable to be rejected and shall not be taken into account for evaluation.
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Annexure 4 IFCI Office Address
Head Office
IFCI Limited
IFCI Tower
61 Nehru Place
New Delhi-110 019
Bengaluru
IFCI Bhawan
3rd Floor, 2 & 3,
Cubbonpet Main Road
N. R. Square
PIN: 560 002
Mumbai
EARNEST HOUSE
9th FLOOR, NCPA MARG
NARIMAN POINT
PIN: 400 021
Chennai
Continental Chambers
(2nd Floor), 142 Mahatma
Gandhi Road Nungambakkam
PIN: 600 034
Kolkata
Chatterjee International
Centre
(3rd Floor) 33-A, Jawaharlal
Nehru Road
PIN: 700 071
Ahmedabad
501, IFCI Bhawan
Near Lal Bungalow
C G Road, Ahmedabad,
Gujarat
PIN: 380 006
Hyderabad
Taramandal Complex
(8th Floor), 5-9-13 Saifabad
PIN: 500 004
Tel: +91-40-6662 3642-44/46
Fax: +91-40-2324 1138
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Annexure 5
Financial Bid – MFD Solution
1. MFD Device - Price - Head Office – New Delhi
**Monthly Average Print volume is 1.19 Lakh at HO (Approx. A4 1 Lakh copies & A3 6000 copies)
2. MFD Device - Price - Regional Offices
**Approx. Monthly Average Print volume is 24000 for A4 & A3 7000 Copies.
3. Software Follow-ME(Secure Printing )– Price Details
Model
Specifications
Qty
Lease Rental - Amount
36 Months 60 Months
Total Amount (RS.)
Signature and Stamp of Bidder
Paper Size
A3
Paper Size
A4
Description Type
No of
MachinesMake Model No
Rate per
copy
Rate per
copy 36 Months 60 Months
Color 1
Mono 9
Lease Rental - All
Machines Monthly
Rental
per
Machine
Lease
Rental of
MFD
Device
Financial Bid - Head Office - MFD Devices
MFD Devices
Description Type Regional
Office
No of
MachinesMake Model No
Paper Size
A3
Paper
Size A4
Mumbai
Rate per
copy
Rate per
copy 36 Months 60
Months
Hyderabad
Chennai
Bangluru
Kolkatta
Lease
Rental of
MFD
Device
Mono
5
(1 Per
location )
Monthly
Rental
per Machine
Lease Rental
Financial Bid - Regional Office - MFD Devices
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Note
Price to include all maintenance, parts, labor, supplies, toner, staples, delivery, set-up and training. Price does not include paper. The Bidder will not charge for shipping of supplies.
Power cords, surge protectors (if required), network connection cords and any other required cords or connection devices, must be provided for each multi-function machine by the vendor
Bidders have to quote as per financial bid format given above showing all taxes & duties. At the time of release of payment to the bidder, TDS/WCT/Labor Cess will be deducted as the case may be.
Rate quoted by the bidder, once finalized and accepted by IFCI bidder shall remain firm & fixed and shall be binding on the successful bidder till completion of comprehensive on-site maintenance period irrespective of actual cost of execution of the project. No escalation will be granted on any reason whatsoever. The bidder shall not be entitled to claim any additional charges, even though it may be necessary to extend the completion period for any reasons whatsoever.
If it is found that the tax quoted is higher than the applicable tax, in that case applicable taxes will only be paid by IFCI and if the tax quoted is lower than the applicable tax, in that case only the quoted taxes will be paid by IFCI
In case of any mismatch between figures and words, amount in words shall prevail.
In case of implementation of GST/New taxation policy etc., such taxes will be payable as per prevailing laws of Govt. of India & State govt.
The Financial bid is required to be filled by the agencies as per format mentioned in Annexure given.
We agree to abide by this Bid for the period as per tender terms & conditions from the date of opening of financial bid and it shall remain binding upon us before the expiry of that period.
The Bidder should also specify the lifetime of hardware and should avoid offering solution which has already reached End of Life (EOL)/End of Support (EOS).The Bidder must guarantee that all offered equipment’s delivered are brand new.
41
Annexure 6 Letter authorizing representing executive(s)
Shri/Km./Smt. ________________________________________son/daughter/wife of
Shri ______________________________________________________
Proprietor/Partner/Director/Authorized signatory/Representative of M/s ______________________________
________________________________________________________________ (Name and Address of Bidder). (Registration No. ______________________) whose specimen Signatures are
given below is hereby authorized to attend the Bid Opening/Opening of Techno-commercial/Opening of Financial Bid. She/he is also competent to accept and sign any document in connection with tender regarding “______________________________________________________- ”
On our behalf. We undertake to abide by any acceptance given by him under his signature.
1.______________________ 2.________________________ 3.______________________
(Specimen Signatures of Authorized Representative)
Name and Address of Authorized Representative
___________________________________
Date:
Signature of Authorized Person
Full Name:
Place: Address:
Seal
42
Annexure 7
Manufacturers’ Authorization Form [To be submitted along with Technical
Bid]
Ref. No: Date:
To,
The Dy .General Manager (Centralized Procurements)
IFCI Limited, IFCI Tower, 61 Nehru Place,
NEW Delhi -110 019
Dear Sir,
Sub: RFP No………………. Dated ……………. For ________________________________
We.............................................................. who are established and reputable manufacturers of
.......................................................................having office at
.......................................................... and......................................... do hereby authorize
M/s ..................................[Name and address of vendor] to submit a bid and sign the contract with you for the goods manufactured by us against the above RFP No............................. dated .................................. We hereby extend our full guarantee and warranty as per the clauses of contract based on the terms and conditions of the RFP for the goods and services offered for supply by the above firm against this RFP.
Yours faithfully
[ ]
Name of the manufacturer:
Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer. It
should be included by the bidder in its bid.
43
Annexure 8
Letter of Competence Format
[To be executed on a non-judicial stamp paper]
Letter of Competence for Quoting against IFCI’s RFP No. /……………..
This is to certify that we [Insert name of Bidder], Address…………………..are fully competent to
undertake and successfully deliver the scope of services mentioned in the above RFP. This recommendation is being made after fully understanding the objectives of the project and requirements like experience etc.
We certify that the quality and number of resources to be deployed by us for implementation will be adequate to implement the connectivity expeditiously and correctly and provide the services professionally and competently.
We also certify that all the information given by in response to this RFP is true and correct.
Authorized Signatory of the Bidder
Date:
44
Annexure 9
Format of sending Pre-bid queries
Ref: RFP No. ______________
Name of the Bidder:
Contact Address of the Bidder:
Sr. No. Section Number Page Number Query
45
Annexure 10
Acceptance to Terms & Conditions (Letter to IFCI on the Bidder’s letterhead)
To
The General Manager
IFCI Limited, IFCI Tower, 61 Nehru Place,
NEW Delhi -110 019
Dear Madam/Sir,
Subject: RFP - __Installlation of MFDs in offices of IFCI as per procurement tender ref. IFCI/CPP-
SERCICES 07/2018-19/07 dated June 10, 2018_____________________________
With reference to the above RFP, having examined and understood the instructions, terms and conditions forming part of the RFP, we hereby enclose our offer, as detailed in your above referred RFP.
We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFP and all required information. We agree to abide by all the terms and conditions as
specified in the RFP_.
We hereby undertake that the equipment to be delivered to IFCI will be brand new including all components and that the models to be installed would have the shelf life in excess of five years.
.
We declare that neither we nor the company whose products would be installed have been black
listed or banned for business by any Public Secotr Undertaking/ Government Department in India or abroad
We confirm having our main office/ branch office/ representative offices/ franchisee in Delhi and
other locations as specified in annexure “4’ of RFP.
We understand that IFCI is not bound to accept the offer either in part or in full and that IFCI has
right to reject the offer in full or in part without assigning any reasons whatsoever.
Yours faithfully,
Authorized Signatories
(Name & Designation, seal of the firm)
Date:
46
Annexure 12
Performa for Performance Bank Guarantee IFCI Ltd.
IFCI Tower
61, Nehru Place New Delhi-110019.
Guarantee No.:
Amount of Guarantee: Rs.-------------
Guarantee Cover From: ---------------- to -------------------
Last date of Lodgment of Claim: ----------------------------
This Deed of Guarantee executed at New Delhi on this day-------of----------by .......................... Bank, a body
corporate constituted under the Banking Companies (Acquisition and Transfer of Undertaking) Act, 1970
having its Head Office at .................................................................., inter-alia, a Branch Office at ............
(hereinafter referred to as `Guarantor’, which expression shall, unless it be repugnant to the subject or
context thereof, include their successors and assigns) in favor of IFCI Limited having its registered office at
IFCI Tower, 61 Nehru Place, New Delhi-110019 (hereinafter referred to as `IFCI’ which expression shall
unless it be repugnant to the subject or context thereof include their successors and assigns).
WHEREAS
i) IFCI has placed orders on M/s ----------------------------------------- having its office at -------------------------
----------------------------------------------------------- (hereinafter referred to as 'Supplier') vide its letter No.---------
------------- dated ---------- for supply and installation of ---------------------------------------------------- as per
specifications and terms and conditions given in the above said orders, at a total cost of Rs. (Rupees
only) including all taxes/VAT and excise duties etc. The supplier has now submitted invoices to IFCI, for the
supply and installation of said -------------------------------------------------------------------------amounting to Rs.-----
-----
----- (inclusive of all taxes and duties.)
ii) The said orders, inter-alia, provides that a sum of Rs.---------------being the 90% of the price of the
said ------------------------------------------------------------will be paid to the Supplier by IFCI on delivery of the said
equipment and balance 10% upon furnishing a bank guarantee to IFCI, equivalent to 10% of the cost of the
said ---------------------------------------------------. amounting to Rs.--------------- (Rupees ----------------------- only),
valid for a period of one year from the date of installation and due performance of the said -----------------
----------------------------------------------------
iii) At the request of the Supplier, .................... (Bank) the guarantor has agreed to give such guarantee
to IFCI as hereinafter mentioned for the sum of Rs.--------- (Rupees --------------------------------------------only)
being the 10% cost of the said -------------------------. applicable as herein before mentioned.
47
NOW, THEREFORE, these presents witnesseth as follows :- 1. In consideration of the premises the Guarantor hereby unconditionally absolutely and irrevocably
guarantees and agrees with IFCI that in case the said --------------------------------------------------------------- are
found to be defective in material or workmanship or manufacturing and also in case the said ------------------
---------------------------------------- do not perform satisfactorily during the guarantee period and the supplier
fails to rectify the defects to the satisfaction of IFCI, the guarantor shall pay to IFCI upon demand
immediately and without demur a sum of Rs.------------ (Rupees ------------------------------------------------- only)
equivalent to 10% of the said ------------------------------------------ as herein before mentioned.
2. The Guarantor shall also indemnify and keep IFCI indemnified against all losses, damages, costs, claims
and expenses whatsoever, which IFCI may suffer as a result of non-performance of the said -------------------
---------------------------------- and also the said ------------------------------------------------- not confirming to the
purchase order specifications or any material, workmanship or manufacturing defect noticed and not
rectified by the supplier during the period. The guarantor hereby agrees to pay the aforesaid amount in
one lump sum on demand irrespective of the fact whether the supplier admits or denies such claim or
question its correctness in any Court, Tribunal or arbitration/proceedings or before any authority.
3. The guarantee given hereunder shall remain in full force and effect irrespective of any change in the
terms and conditions of the contract/orders and notwithstanding the fact whether notice of such change
or variation is given to the guarantor or not AND the guarantor hereby specifically waives its right to receive
any notice of any change and/or variation of the terms and/or conditions of the said contract/orders.
4. The guarantee is issued subject to the condition that the liability of the guarantor under this guarantee
is limited to a maximum of Rs.--------------- (Rupees ------------------ only) and the guarantee shall remain in
full force for one year from the date of installation and thereafter for such extended period as may be
mutually agreed upon by the Guarantor, the Supplier and IFCI.
5) Notwithstanding anything contained herein:
i) The bank’s liability under this guarantee shall not exceed Rs.----------- (Rupees -------------------------------) ii) The guarantee
shall remain in force up-to --------------.
iii) The Bank shall be liable to pay the guaranteed amount or any part thereof under this
guarantee only if a written claim or demand is served upon the Bank on or before --------------------
--- (3 Months after expiry of the Guarantee) after which the bank shall be discharged from all
liabilities under this guarantee.
In witness whereof, the guarantor has put its hand to this deed at New Delhi on the -------------- first above
mentioned.
For and on behalf of the guarantor
(Name and Designation of the signatory)
Authorized signatory
48
Annexure 11 Non-Disclosure Agreement
WHEREAS, we, _______________________________________________ , having Registered Office
at_ , hereinafter referred to as the COMPANY, are agreeable to offering Project Implementation/ Warranty Support to IFCI, having its Head Office at Delhi
WHEREAS, the COMPANY understands that the information regarding storage solution. Provided by IFCI
in their Request for Proposal is confidential and/or proprietary to IFCI and WHEREAS, the COMPANY understands that in the course of submission of the offer for the said
Management Solution and/or in the aftermath thereof, it may be necessary that the COMPANY may
perform certain jobs/duties on IFCI's properties and/or have access to certain plans, documents, approvals
or information of IFCI; NOW THEREFORE, in consideration of the foregoing, the COMPANY agrees to all of
the following conditions, in order to induce IFCI to grant the COMPANY specific access to IFCI's
property/information
The COMPANY will not publish or disclose to others, nor, use in any services that the COMPANY performs
for others, any confidential or proprietary information belonging to IFCI, unless the COMPANY has first
obtained IFCI's written Authorization to do so. The COMPANY agrees that notes, specifications, designs, memoranda and other data shared by IFCI or
prepared or produced by the COMPANY for the purpose of submitting the offer to IFCI for the said
Management Solution, will not be disclosed to during or subsequent to submission of the offer to IFCI, to
anyone outside IFCI. The COMPANY shall not, without IFCI's written consent, disclose the contents of this Request for Proposal
(Bid) or any provision thereof, or any specification, plan, pattern, sample or information (to be) furnished
by or on behalf of IFCI in connection therewith, to any person(s) other than those employed/engaged by
the COMPANY for the purpose of submitting the offer to IFCI and/or for the performance of the Contract
in the aftermath. Disclosure to any employed/engaged person(s) shall be made in confidence and shall
extend only so far as necessary for the purposes of such performance.
Authorized Signatory Name: Designation: Company Stamp: Place & Date
49
Annexure 13 Escalation Matrix
Level Designation Name Mobile Email
Level I Project Manager-MPS
Level II Delivery Head –MPS
Level III
Product Head- MPS
Level
IV
National Operation
Head
50
Annexure 14
Technical Specifications - Multi Functional Devices
Black and white
Type Monochrome Laser Multifunctional
Core Function Print, Copy, Scan
Processor Dual Custom Processor 1.5 GHz or more
Operation Method Standard: 7 inch or more Touch Panel
Memory Standard: 2 GB RAM or more
Hard Disk Drive Standard: 250 GB or more
Interface Connection Network Standard: 1000Base-T / 100Base-TX / 10Base-T,Air Print ,NFC(Optional)
Others Standard: USB & Network
Paper Capacity & Source Standard: 500 Sheets x 2 Trays; minimum 80 or more Sheet Bypass Tray
Warm-up Time From Power On: 35 seconds or Less
Print Specification
Printing Method Monochrome laser beam printing
Print Speed 22ppm or more
Original Size A3 to A5,Postcard,Envelope, Label Sheet
Print Resolution Up to 1200 x 1200 dpi
Page Languages PCL 5e/c,PCL6, Postscript, XPS UFR II Or equivalent
Double Sided Printing Automatic (Standard)
Operating System Windows Vista / Server 2008 / Windows 7 / Server 2008 R2 / Windows 8 / Server 2012 / Windows 8.1 / Server 2012 R2 / Windows 10, MAC OS X (10.6.8 or later)
Copy Specification
Copy Speed (BW / Colour) 22ppm or more
Copy Resolution Reading: 600 x 600dpi
Printing: Up to 600 x 600dpi
Multiple Copies Up to 999 copies
Magnification 25% - 400% (1% Increments)
Scan Specification
Type Duplexing Automatic Document Feeder
Document Feeder Paper Capacity DADF 70 - 100 Sheets (50g/m2 or more)
Scan Speed (A4) DADF-
1-sided Scanning (BW) : 35ipm (300 dpi) or more
Double sided scanning 2-sided to 2-sided (Automatic)
51
Send Specification
Optional / standard Standard on all models
Destination Scan to e-Mail /Scan to SMB/ Scan to USB /Scan to Webserver//Scan to BOX/PC
File Format Standard: JPEG, TIFF, PDF / XPS (Compact)
Security Specification
Authentication Standard: User Authentication
Document Standard: Secure Print
Environmental Specifications
Power Consumption Minimum 1.6kW or less
Sleep mode: Approx. 1W or less
Scan Specifications (Standard) Accessories, Spares & Maintenance 1 Accessories • AC power cable,
• Min 5 m long network printer cable • Suitable Stand to be provided if the height of the machine is not enough to operator the machine
2 Spares Availability of spare parts and after sales services for 3 years after the delivery of the machine.
3 Maintenance kit It shall be provided by the Manufacturer recommended Maintenance Kit for Copier/Printer/scanner
52
Color
Type Coloured Laser Multifunctional
Core Function Print, Copy, Scan
Processor Dual Custom Processor 1.5 GHz or more
Operation Method Standard: 7 inch or more Touch Panel
Memory Standard: 2 GB RAM or more
Hard Disk Drive Standard: 250 GB or more
Interface Connection Network Standard: 1000Base-T / 100Base-TX / 10Base-T,,Air Print , NFC(Optional)
Others Standard: USB & Network
Paper Capacity & Source Standard: 500 Sheets x 2 Trays; minimum 80 or more Sheet Bypass Tray
Warm-up Time From Power On: 35 seconds or Less
Print Specification
Printing Method Colour laser beam printing
Print Speed 22ppm or more
Original Size A3 to A5,Postcard,Envelope, Banner Page (length min 1 meter or More)
Print Resolution Up to 1200 x 1200 dpi
Page Languages PCL 5e/c,PCL6, Postscript, XPS,UFR II Or equivalent
Double Sided Printing Automatic (Standard)
Operating System Windows Vista / Server 2008 / Windows 7 / Server 2008 R2 / Windows 8 / Server 2012 / Windows 8.1 / Server 2012 R2 / Windows 10, MAC OS X (10.6.8 or later)
Copy Specification
Copy Speed (BW / Colour) 22ppm or more
Copy Resolution Reading: 600 x 600dpi
Printing: Up to 600 x 600dpi
Multiple Copies Up to 999 copies
Magnification 25% - 400% (1% Increments)
Scan Specification
Type Duplexing Automatic Document Feeder
Document Feeder Paper Capacity DADF 70 - 100 Sheets (50g/m2 or more)
Scan Speed (A4) DADF-
1-sided Scanning (BW) : 35ipm (300 dpi) or more
Double sided scanning 2-sided to 2-sided (Automatic)
53
Send Specification
Optional / standard Standard on all models
Destination Scan to e-Mail /Scan to SMB/ Scan to USB /Scan to Webserver//Scan to BOX/PC
File Format Standard: JPEG, TIFF, PDF / XPS (Compact)
Security Specification
Authentication Standard: User Authentication
Document Standard: Secure Print
Environmental Specifications
Power Consumption Minimum 1.6kW or less
Sleep mode: Approx. 1W or less
Scan Specifications (Standard) Accessories, Spares & Maintenance 1 Accessories • AC power cable,
• Min 5 m long network printer cable • Suitable Stand to be provided if the height of the machine is not enough to operator the machine
2 Spares Availability of spare parts and after sales services for 3 years after the delivery of the machine.
3 Maintenance kit It shall be provided by the Manufacturer recommended Maintenance Kit for Copier/Printer/scanner
54
Software/Solution Specifications
S.No Requirements Description
1 User Authentication Integration with Windows Active Directory
Authentication - Offline (synched & stored on Device) or Device Based
Authentication
Authentication - Numeric PIN
Authentication - Domain Username / Numeric PIN
2 Scan Management Scan to User Email
Scan to folder - Printer, User Home
Scan to USB
Scan to PDF with Searchable Text
Compression of Scanned PDF
PDF should be PDF/A Compatible
3 Reporting
All operations log from all devices
Printing Cost (Pages, Rate & Value) reports with grouping & filter by User, Cost
Centre, Department, Group, Device
Energy Reports of MFD and Printers
Fast & easy customized report creation with Charts & Tables
Reports Archiving
Definition of Grouping, Filters and Columns in reports
Automated Reporting to email or Folder in predefined or Customized layout and
file type (csv, pdf, etc.)
4 Support, Maintenance and
Monitoring
Automated alerts - toners
Automated alerts - Service requirements
Centralized view of all devices for monitoring & management
55
Annexure 15
Compliance with MFD Machines Technical Specifications
Specification – Compliance - Black and white MFDs
Complied (Y/N) Remarks
Type Monochrome Laser Multifunctional
Core Function Print, Copy, Scan
Processor Dual Custom Processor 1.5 GHz or more
Operation Method Standard: 7 inch or more Touch Panel
Memory Standard: 2GB RAM or more
Hard Disk Drive Standard: 250 GB or more
Interface Connection Network Standard: 1000Base-T / 100Base-TX / 10Base-T,,Air Print , NFC(optional)
Others Standard: USB & Network
Paper Capacity & Source
Standard: 500 Sheets x 2 Trays; minimum 80 or more Sheet Bypass Tray
Warm-up Time From Power On:
35 seconds or Less
Print Specification
Printing Method Monochrome laser beam printing
Print Speed 25ppm or more
Original Size A3 to A5, Postcard, Envelope, Label Sheet
Print Resolution Up to 1200 x 1200 dpi
Page Languages PCL 5e/c, PCL6, Postscript, XPS, UFR II or equivalent
Double Sided Printing Automatic (Standard)
Operating System Windows Vista / Server 2008 / Windows 7 / Server 2008 R2 / Windows 8 / Server 2012 / Windows 8.1 / Server 2012 R2 / Windows 10, MAC OS X (10.6.8 or later)
Copy Specification
Copy Speed (BW / Colour)
25ppm or more
Copy Resolution Reading: 600 x 600dpi
Printing: Up to 600 x 600dpi
Multiple Copies Up to 999 copies
Magnification 25% - 400% (1% Increments)
Scan Specification
Type Duplexing Automatic Document Feeder
Document Feeder Paper Capacity
DADF 70 - 100 Sheets (50g/m2 or more)
Scan Speed (A4) DADF-
56
1-sided Scanning (BW): 35ipm (300 dpi) or more
Double sided scanning
2-sided to 2-sided (Automatic)
57
Specification – Compliance Black and white MFDs
Complied (Y/N) Remarks
Send Specification
Optional / standard Standard on all models
Destination Scan to e-Mail /Scan to SMB/ Scan to USB /Scan to Webserver//Scan to BOX/PC
File Format Standard: JPEG, TIFF, PDF / XPS (Compact)
Security Specification
Authentication Standard: User Authentication
Document Standard: Secure Print
Environmental Specifications
Power Consumption Minimum 1.6kW or less
Sleep mode:
Approx. 1W or less
Scan Specifications (Standard) Accessories, Spares & Maintenance
1 Accessories • AC power cable, • Min 5 m long network printer cable • Suitable Stand to be provided if the height of the machine is not enough to operator the machine
2 Spares Availability of spare parts and after sales services for 5 years after the delivery of the machine.
3 Maintenance kit It shall be provided by the Manufacturer recommended Maintenance Kit for Copier/Printer/scanner
58
Color
Specification – Compliance - Color MFDs Complied (Y/N) Remarks
Type Coloured Laser Multifunctional
Core Function Print, Copy, Scan
Processor Dual Custom Processor 1.5 GHz or more
Operation Method Standard: 7 inch or more Touch Panel
Memory Standard: 2GB RAM or more
Hard Disk Drive Standard: 250 GB or more
Interface Connection Network Standard: 1000Base-T / 100Base-TX / 10Base-T,,Air Print ,NFC(optional)
Others Standard: USB & Network
Paper Capacity & Source Standard: 500 Sheets x 2 Trays; minimum 80 or more Sheet Bypass Tray
Warm-up Time From Power On: 35 seconds or Less
Print Specification
Printing Method Colour laser beam printing
Print Speed 25ppm or more
Original Size A3 to A5,Postcard,Envelope, Banner Page (length min 1 meter or More)
Print Resolution Up to 1200 x 1200 dpi
Page Languages PCL 5e/c,PCL6,Postscript, XPS, UFR II or equivalent
Double Sided Printing Automatic (Standard)
Operating System Windows Vista / Server 2008 / Windows 7 / Server 2008 R2 / Windows 8 / Server 2012 / Windows 8.1 / Server 2012 R2 / Windows 10, MAC OS X (10.6.8 or later)
Copy Specification
Copy Speed (BW / Colour) 25ppm or more
Copy Resolution Reading: 600 x 600dpi
Printing: Up to 600 x 600dpi
Multiple Copies Up to 999 copies
Magnification 25% - 400% (1% Increments)
Scan Specification
Type Duplexing Automatic Document Feeder
Document Feeder Paper Capacity
DADF 70 - 100 Sheets (50g/m2 or more)
Scan Speed (A4) DADF-
1-sided Scanning (BW) : 35ipm (300 dpi) or more
60
Specification – Compliance Color MFDs Complied (Y/N) Remarks
Send Specification
Optional / standard Standard on all models
Destination Scan to e-Mail /Scan to SMB/ Scan to USB /Scan to Webserver//Scan to BOX/PC
File Format Standard: JPEG, TIFF, PDF / XPS (Compact)
Security Specification
Authentication Standard: User Authentication
Document Standard: Secure Print
Environmental Specifications
Power Consumption Minimum 1.6kW or less
Sleep mode: Approx. 1W or less
Scan Specifications (Standard) Accessories, Spares & Maintenance
1 Accessories • AC power cable, • Min 5 m long network printer cable • Suitable Stand to be provided if the height of the machine is not enough to operator the machine
2 Spares Availability of spare parts and after sales services for 5 years after the delivery of the machine.
3 Maintenance kit It shall be provided by the Manufacturer recommended Maintenance Kit for Copier/Printer/scanner
61
Compliance with Software Specifications (Follow-ME –Secure Printing)
S.No Requirements Description Compliance
(Yes/No)
1 User Authentication Integration with Windows Active Directory
Authentication - Offline (synched & stored on Device) or
Device Based Authentication
Authentication - Numeric PIN
Authentication - Domain Username / Numeric PIN
2 Scan Management Scan to User Email
Scan to folder - Printer, User Home
Scan to USB
Scan to PDF with Searchable Text
Compression of Scanned PDF
PDF should be PDF/A Compatible
3 Reporting
All operations log from all devices
Printing Cost (Pages, Rate & Value) reports with grouping &
filter by User, Cost Centre, Department, Group, Device
Energy Reports of MFD and Printers
Fast & easy customized report creation with Charts &
Tables
Reports Archiving
Definition of Grouping, Filters and Columns in reports
Automated Reporting to email or Folder in predefined or
Customized layout and file type (csv, pdf, etc.)
4 Support, Maintenance and
Monitoring
Automated alerts - toners
Automated alerts - Service requirements
Centralized view of all devices for monitoring &
management
62
Annexure 16
Document Submission – Index
Interested OEM(s)/Bidder(s) conforming to the above requirements may respond
by furnishing documents in following order for Technical Bill Evaluation.
S.no Document Attached
Reference
Page No ()
Bidder’s General Information (Supporting Documents)
1. Forwarding Letter as Per Annexure I
2. Bidder’s General Information as per Annexure – 2
Pre-Qualification – Eligibility Criteria (Supporting Documents)
3. Submission of various documents as required for
Eligibility Criteria (Pre-Qualification)
Bidder’s – Technical Bill Evaluation (Supporting Documents)
4. Supporting Documents - Technical evaluation - Parameters
(OEM/Bidder)
(Pl attach documents in the order of Technical evaluation score)
5. Letter authorizing representing executive(s) as per
Annexure – 6
6. Declaration that the vendor has not been blacklisted as
per Annexure – 3
7. Letter of Competence as per Annexure – 8
8. Manufacturers’ Authorization Form as per Annexure – 7
9. Compliance with Technical specifications as per
Annexure – 13.
10. Detailed technical description of the offered
solution architecture.
11. Confidentiality Agreement as per Annexure – 16
12. Certificate of BIS Registration from OEM
13 Details of Customers with follow me printing in the
following order may be provided – as per Pre-Bid Qualification Criteria (Point #11)
14 Other supporting documents to substantiate the
statements of the Bidder wherever necessary. Technical
63
Documentation [Data Sheet, Product Brochures, leaflets, manuals etc. may also be included.
Part II – FINANCIAL BID SEALED IN A SEPARATE ENVELOP
15. Financial Bid –MFD Solution as per Annexure – 5
Note:
Pl ensure that all the documentary evidences are paginated and the details of the same are mentioned under Page No- Annexure reference column for ease of evaluation process.