Federal Bank : Proposal for procurement of hardware & services

1. Introduction

The Federal Bank Limited (hereinafter referred to as “Bank”) is a banking company incorporated in India under Companies Act 1956 and having its registered office at “Federal Towers, Aluva- 683101, Kerala, India” and having branches / offices spread across the country. The Bank is a scheduled commercial bank notified under the Reserve Bank of India Act, 1934 and placed under the group of “private sector banks”. The Bank is engaged in wholesale banking, retail banking, treasury operations and other banking operations. The Bank is widely using digital communication and equipments for its operations at various locations spread across India. The Bank is in practice of empanelling vendors for supply of personal computers, printers, scanners, UPS and other peripherals and data cabling service to Bank’s Branches and Offices located across India for a fixed period at prices quoted and finalized through a bidding process. The Bank will issue purchase orders for supply of items or installation of data cabling to the empanelled vendor as and when requirement of items is identified during a fixed period not more than a year. The Bank invites commercial bids from Original Equipment Manufacturers or suppliers authorized by such OEMs and Data Cabling contractors who satisfy certain terms and conditions to be empanelled as vendors.

This is a Request for Proposal hereinafter referred to as “RFP” inviting commercial proposals (hereinafter referred to as “Proposal”) from Equipment Manufacturers/Resellers and Data Cabling Contractors (hereinafter called “Bidder”) to be empanelled as vendors (hereinafter called “Vendor”) who are qualified to submit the bids as per the eligibility and other terms stated herein for supply of personal computers, printers, scanners, UPS and other peripherals (hereinafter referred to as “Hardware”) and for providing data cabling service (hereinafter referred to as “Services”).

2. CONFIDENTIALITY

This RFP is a confidential document and is not to be reproduced, transmitted or made available by the recipient to any other entity without the Bank’s express written permission.

3. DISCLAIMER

This RFP is not an agreement and is not an offer by Bank. This RFP does not claim to contain all the information each bidder may require. Each bidder may conduct its own independent investigations and analysis and is free to check the accuracy, reliability and completeness of the information in this RFP. Bank 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. The information contained in the RFP is selective and is subject to update, expansion, revision and amendment. Bank does not undertake to provide any Bidder with access to any additional information or to update the information in the RFP or to correct any inaccuracies therein, which may become apparent. The Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. The Bank reserves the right of discretion to change, modify, add or alter any or all of the provisions of this RFP and/or the bidding process, without assigning any reasons whatsoever.

4. ELIGIBILITY

The Proposal should be from the Original Equipment Manufacturer (OEM) or their authorized representative/reseller in India. The Bidder should have capability to deliver Hardware and Services as required by this RFP to locations across India wherever the Bank has an Office or Branch at present and Office or Branch that may be opened during the validity period of the Proposal in an existing or a new location within the country and within the time and period specified in Annexure 7. The list of Bank’s Offices/Branches with address is available at the Bank’s official website. The Bidder should have exclusive support infrastructure for maintenance of items proposed to supply by the Bidder in all locations as stated above and be able to provide & maintain Hardware and Services with their competent support engineers.

Turnover in the last financial year should be Rs. 25 crores or more and should have the experience of 100 or more installations in reputed organisations in the case of Bidders of personal computers, printers and UPS. The Bidder shall produce necessary evidence / testimonials for these along with the proposal.

5. COST OF PROPOSAL

The Bidder shall bear all the costs, if any, associated with the preparation & submission of Proposal and the Bank will not be liable for costs regardless of the conduct or outcome of the bidding process.

6. PROPOSAL

The Bidder is expected to examine all instructions, forms, terms & conditions and technical specifications stated in the RFP. The Proposal not substantially responsive to the RFP may result in rejection without any reference to the Bidder. The Proposal should be devoid of ambiguity and should not contain any statement resulting in hidden cost, any misleading statement and any incomplete information. The proposal shall strictly adhere to the specifications mentioned herein.

Suppression of any material information that may adversely affect the interest of the Bank will invalidate the Proposal. If such matter is found out after empanelment, it can cause delisting of vendor and Bank initiating legal and other remedies for any type of loss suffered or cause to suffer by Bank.

7. PRICE

All items/components/services should be separately and clearly mentioned. Detailed cost breakup should be furnished in the Price Schedule as prescribed in Annexure 6. Price shall be quoted for Hardware and Services including for onsite warranty specified elsewhere in this RFP. The cost of equipment shall be quoted excluding GST and cost of services shall be quoted excluding GST. The Bidder should provide support for Operating System and other software throughout the warranty period.

In case Warranty or AMC provided for Data Cabling Services for a specified period, the cost of Warranty and AMC may be quoted separately from cost of Data Cabling.

The personal computers are intended to be supplied along with Windows 10 or higher OS pre- installed and with media. Proposal for PC OS other than Windows 10 will not be accepted. However, price shall be quoted with OS as mentioned in respective Annexure.

All software supplied should be legal and licensed and supplied on standard CD-ROM media, with user documentation (English language versions).

The Bank reserves the right to accept or reject any alternative technology proposed by the Bidder without assigning any reason thereof. Decision of the Bank in this regard shall be final and binding on the Bidder. The Bidder shall mention its address in Annexure 7 under clause titled “Notices”.

8. AMENDMENT OF RFP

At any time prior to finalization of bidding process, the Bank may at its discretion modify the RFP and such amendment will be conveyed through mail/fax to all prospective Bidders who have received the RFP and such amendments shall be construed as part and parcel of the original RFP. In order to provide reasonable time to Bidder to take the amendments into account for submission of Proposal, the Bank may, at its discretion, extend the last date of submission of Proposal mentioned elsewhere in this RFP.

9. PERIOD OF VALIDITY

The empanelment of vendors will be for the period upto 31-03-2023 during which time the Proposal will stand valid and purchase orders under this bidding process will be commenced from 01-04-2022 or later. However, the Bank reserves the right to call for review of prices from empanelled vendors and/or to initiate bidding process afresh during the above said period in case the Bank identifies such a requirement.

10. EMPANELMENT

One or more Bidders may be short-listed and empanelled as vendor for the period stated above. Short-listing of Bidder will be based on competitive price, ability to meet specifications, ability to meet warranty, ability to meet delivery schedule, etc. The Bank reserves the right to hold negotiations with any of the Bidder. The Bank also reserves the right to refrain from disclosing proposed or negotiated terms to competing Bidder or public at large. The selection and award of empanelment will be at the sole discretion of the Bank. On completing the process, the Bank will notify the short-listed Bidder as to their selection and the short-listed Bidder shall accept Bank’s intent within 10 days from the date of notification; non- acceptance will cause the Bank to cancel the notification and empanelment thereby.

RFP, IT Department, Federal Bank

11. ESTIMATED QUANTITY

(Refer addendum)

The estimated quantity given has been arrived based on Bank’s purchase history for last three years. However, the Bank does not guarantee purchasing equivalent quantity. The Bank reserves the right to order for lesser or more quantity of Hardware and Services than what is mentioned above.

12. TERMS OF PURCHASE

The Bidder agrees to the “Terms of Purchase” attached as Annexure 7 by submitting Proposal in response to this RFP. It shall be signed with seal by the authorised signatory in all pages. The selected vendors shall execute Master Service Agreement (MSA) with bank.

13. WARRANTY

All the Hardware items, shall be under comprehensive on-site warranty covering all parts and labour for a period of three years from the date of acceptance of the Hardware and Services including Batteries supplied along with UPS.

The Bank has fixed 6 (Six) months as Mean Time Between Failures (MTBF) for Hardware. The Bidder may provide expected MTBF for all items of hardware.

The maximum downtime for Hardware and Services shall be 1 day

14. PERFORMANCE BANK GUARANTEE

The finally selected bidders of desktops and laptops are required to execute a Performance Bank Guarantee for Rs.10.00 Lakhs valid for 3 years. The PBG has to be issued by a Scheduled Commercial Bank other than Federal Bank and needs to be submitted within the specified time of receipt of formal communication from the Bank about their Bid finally selected. Purchase Order will be released only after receipt of the Performance Bank Guarantee.

The PBG is required to protect the interest of the Bank against the risk of non-performance of the successful Bidder in respect of successful implementation of the project which may warrant invoking of PBG, also if any act of the supplier results in imposition of Liquidated Damages then also the Bank reserves the right to invoke the PBG.

15. SUBMISSION OF PROPOSAL

The Proposal shall be submitted in sealed envelopes quoting price for items specified in Annexure 6 accompanied by Annexures 2, 3, 4, 5 , 7 & 8. The envelope containing the Proposal shall be super scribed with “Proposal for Procurement of Hardware and Services”. Technical specifications of the equipment proposed as well as technical details of all the items offered should be furnished along with the proposal. Detailed product brochures, catalogues, technical literature, system/reference manuals, instruction booklets and all supporting documentation (in the English language) specific to the make/model(s) of the

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