Description RFP for UC facility Page 1 of 1 UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) for Unified communication NOTE: This document contains 59 pages including this cover page. RFP for UC facility Page 2 of 2 Date of commencement of issue of RFPs : 21.12.2009 at 1100 hours Last date for receipt of RFPs : 13.01.2010 at 1700 hours Opening of Technical bids : 13.01.2010 at 1705 hours Fees for RFP document (non-refundable) : Rs.10,000.00 Earnest Money Deposit (Bid Security) : Rs.5.00 lacs Tender Notice The Bank invites sealed offers from established System Integrators for supply, installationcommissioning and management of Unified communications solutions. System Integratorshould be capable of providing both mentioned facilities management & maintenance ser-vices as per details given in the RFP document. Please visit our websitewww.unionbankofindia.co.in or from Government portal (www.tenders.gov.in) for de-tails. RFP forms can be downloaded from the website. RFP for UC facility Page 3 of 3 CONTENTS 1 BACKGROUND.................................................................................5 2 SCOPE OF RFP................................................................................6 3 ELIGIBILITY CRITERIA........................................................................9 4 DESIGNING AND IMPLEMENTATION PLAN................................................9 5 SECURITY OF THE SOLUTION............................................................10 6 CONTRACT WITH THE VENDOR..........................................................10 7 PROPOSAL PROCESS MANAGEMENT....................................................10 8 DATE OF BID EXPIRY.......................................................................11 9 VENDOR INDICATION OF AUTHORIZATION TO BID...................................11 10 PROPOSAL OWNERSHIP...................................................................11 11 PRICE COMPOSITION & TCO..............................................................11 12 NO PRICE VARIATION......................................................................12 13 PAYMENT SCHEDULE......................................................................13 14 UNSATISFACTORY PERFORMANCE......................................................13 15 WARRANTY..................................................................................13 16 FACILITY MANAGEMENT SERVICES:.....................................................14 17 ANNUAL MAINTENANCE CONTRACT....................................................14 18 S L A..........................................................................................14 19 TERMS OF EXECUTION OF WORK........................................................15 20 ORDER CANCELLATION....................................................................15 21 ERASURES OR ALTERATIONS.............................................................15 22 RIGHT TO ALTER QUANTITIES & REPEAT ORDERS...................................16 23 SUPPORT.....................................................................................16 24 MANUALS AND DOCUMENTATION.......................................................16 25 LIQUIDATED DAMAGES....................................................................16 26 FORCE MAJEURE...........................................................................17 27 COST OF THE RFP AND BID SECURITY..................................................17 28 PROPOSAL CONTENT/PROPOSAL FORMAT............................................18 29 PROPOSAL FORMAT........................................................................19 30 SUBMISSION AND ACCEPTANCE OF VENDOR PROPOSALS...........................20 31 OVERVIEW OF EVALUATION PROCESS..................................................21 32 EVALUATION PROCESS....................................................................21 33 VENDOR DEMONSTRATIONS..............................................................22 34 TRAINING....................................................................................22 RFP for UC facility Page 4 of 4 35 UNIFIED COMMUNICATION EQUIPMENT SPECIFICATIONS...........................23 36 GOVERNING LAW AND DISPUTES........................................................23 37 LIMITATION ON PROMOTION.............................................................23 38 INDEMNITY...................................................................................23 39 GUARANTEES................................................................................24 40 LIMITATION OF LIABILITY.................................................................24 41 CONFIDENTIALITY..........................................................................25 42 RESOLUTION OF DISPUTES...............................................................26 43 ANNEXURE – A (LETTER TO THE BANK ON THE VENDOR’S LETTERHEAD).....27 44 ANNEXURE A-1 (COMPLIANCE TO ELIGIBILITY CRITERIA)..........................28 45 ANNEXURE A-2 (COMPLIANCE TO RFP TERMS & CONDITIONS)...................28 46 ANNEXURE B (VENDOR PROFILE & OTHER INFORMATION)........................30 47 ANNEXURE C (FUNCTIONAL & TECHNICAL REQUIREMENTS- UC)................32 48 ANNEXURE D (UNPRICED INDICATIVE COMMERCIAL OFFER – UC-EQUIPMENT)38 49 ANNEXURE E (UNPRICED INDICATIVE COMMERCIAL OFFER– UC SERVICES).....40 50 ANNEXURE F (SUMMARY OF UNPRICED INDICATIVE PRICES).......................42 51 ANNEXURE G (CONFIGURATION DETAILS OF EQUIPMENT).........................42 52 ANNEXURE H (INDICATIVE COMMERCIAL OFFER – UC-EQUIPMENT).............42 53 ANNEXURE I (INDICATIVE COMMERCIAL OFFER – UC-SERVICES).................44 54 ANNEXURE J (SUMMARY OF INDICATIVE PRICES)....................................46 55 ANNEXURE K (REVERSE AUCTION PROCESS)..........................................46 56 FORMAT OF BANK GUARANTEE..........................................................58 RFP for UC facility Page 5 of 5 UNION BANK OF INDIA 1 Background 1.1. Union Bank of India (hereinafter called as “Bank” or “the Bank”) is having its Central Office at 239, Vidhan Bhavan Marg, Nariman Point, Mumbai, Pin – 400 021 and branches across the country. The Bank proposes to invite tenders from the eligible vendors to undertake Unified Communications (UC) solutions for the Bank on end-to-end basis. Bank solicits proposal for implementation of end-to-end UC solutions at Bank’s identified locations for its communications requirements / purposes in all facet of banking. The process includes supply, installation and commissioning of UC solutions at Central location and branch / office locations that will be decided by Bank from time to time. The ‘Request for Proposal’ (RFP) document is now be-ing issued to enable vendors to submit their responses to the Bank. The Bank will adopt ‘Reverse auction’ process to finalize the vendor for the pro-ject. The procedure for the ‘Reverse auction’ is furnished in Annexure K. Tender should be submitted in person only. 1.2. The Bank is having a Wide Area Network (WAN) connecting about 2500+ sites presently. All these sites are connected through Cisco equipment viz. routers, switches, IP phones etc. under outsourced model. Bank has imple-mented Cisco IP telephony with Cisco call manager 6.0.1 with enterprise version. Cisco Call Managers are installed at Bank’s Data Centre (DC) at Powai and Disaster Recovery (DR) site at Bangalore. Half of the users are registered in primary call manager at DC whereas other users are registered in DR call manager. Both the Call managers are configured in publisher and subscriber mode. Hence, if any of the call managers goes down, the other call manager takes over other. 1.3. The Bank’s wide area network is mainly used for running various online business applications. Barring few branches all other branches are con-nected through layer 3 MPLS VPN technology with bandwidth capacity rang-ing from 64 kbps to 2 Mbps. Bank intends to implement Unified communica-tion in about 200 branches. The applications proposed will use the existing WAN infrastructure. Since the solution will ride on Bank’s WAN (Cisco based network) and sensitive to Quality of Services (QOS) optimization for successful running of Unified communication, we therefore intend the bid-ders to possess the WAN skills using routers and switches. 1.4. Presently, the network is maintained by Network System Integrator (NSI) M/S HCL COMNET. The Bank is looking for vendor who can supply, install and implement UC solutions for the Bank, carryout maintenance of equip- RFP for UC facility Page 6 of 6 ment and provide Facility Management on a on-going basis initially for 5 years in close co-ordination with the existing / future NSI. 2 Scope of RFP 2.1 Unified Communication System 2.1.1 The vendor will take total responsibility for providing complete Unified Communication solution, its maintenance, manage-ment and provide on-site facility management. 2.1.2 The vendor should provide the architecture for implementing the UC solution. 2.1.3 The vendor should supply, install and commission the neces-sary hardware and software in Central location i.e Mumbai and in branches / offices. 2.1.4 The vendor should integrate UC solution with Bank’s Cisco call manager for call control. 2.1.5 The solution should have “presence solution” in order to get real-time notification of users' current availability and ability to communicate. 2.1.6 The solution should provide instant messaging. 2.1.7 The solution should have Conferencing and collaboration capa-bilities which include audio, video and Web conferencing, as well as collaborative capabilities such as shared workspaces, white boarding, file sharing and document sharing. 2.1.8 The solution should provide collaboration tools and the vendor should configure the same to make use of the tool. 2.1.9 The solution should have the facility to connect mobile / wire-less users for audio and web conferencing. The vendor should integrate the functionality as and when Bank will decide to go for this service. 2.1.10 The vendor should provide Business process Integration (BPI) solution i.e. to simplify and integrate all forms of communica- RFP for UC facility Page 7 of 7 tions in view to optimize business processes and reduce the re-sponse time, manage flows and eliminate device and media dependencies and should integrate the same. 2.1.11 The solution should be user friendly. 2.1.12 The solution should facilitate scheduling conferences for dif-ferent groups with timings. 2.1.13 The scheduling of the UC should be either through the calendar scheduling from Lotus Notes or through browser. 2.1.14 The scheduling should automatically forward the e-mail to the participant of the conference along with the details of URLs and the meeting ID and password. The user should be able to join the conference just by clicking the URL provided in the mail. 2.1.15 Also, the system should be capable to dial out the participant in their IP phone to participate in the conference. Further, the system should be capable of integrating to mobile phones in case of integrating through broadband / VPN services. 2.1.16 The solution should provide enough security from unauthorised participation of unsolicited members. 2.1.17 The vendor should implement UC solution in Bank’s network. Subsequently, Bank may go for UC with Internet users. The so-lution should provide access setup support over Internet Media (Broad Band setup through VPN) to authorised participants. 2.1.18 The vendor will maintain and manage UC hardware, software and will make the system available to branch / office loca-tions. 2.1.19 The vendor will monitor the whole system centrally for proper functioning of the systems. 2.1.20 During the contract period, the vendor will apply patches and upgrades from time to time without any additional cost to the Bank. RFP for UC facility Page 8 of 8 2.1.21 The vendor will provide on site facility management to take care of the system, scheduling conferences, maintaining users, groups, trouble shooting etc., The resident engineer will be re-sponsible to provide the services for UC solutions. 2.1.22 The vendor will pro-actively monitor the UC systems. In case of any problem observed or reported by the branch/office, the vendor should resolve the problem immediately. 2.1.23 If the problem is related to network configuration, the vendor should co-ordinate with the NSI to resolve the same. Further, the vendor should arrange the engineer at field to trouble shoot at branch / office level if necessary. 2.1.24 The vendor will repair / replace the equipment in case of any problem arisen out of it. 2.1.25 The vendor will own the responsibility of maintaining the Sys-tem Uptime as per the defined SLAs. 2.1.26 The vendor will provide necessary training to core staff of the Bank involved in Unified communications project. The training will cover installation, implementation, administration, usage, troubleshooting and interpretation of reports, logs etc. 2.1.27 The vendor will impart necessary training to branch / office staff for user level training. 2.1.28 The vendor will provide the complete documentation of the project both in hard copy and soft copy. 2.1.29 Vendors are expected to offer solutions covering all the func-tionality as mentioned in this RFP document. Incomplete re-sponses are liable for disqualification. RFP for UC facility Page 9 of 9 3 Eligibility Criteria 3.1 Only those vendors fulfilling the following criteria should respond to the RFP. 3.2 The System Integrator (SI) should be a company incorporated in India and operating for last 5 years. (Please furnish the certificate of incorpo-ration) 3.3 The turnover of the company should be minimum Rs.3.00 crores for last three financial years and also the company should be in net profit at least in the last financial year. (Financial details to be furnished along with certified copies of audited balance sheet and P&L account for the year 2007- 2008 and 2008-09) 3.4 The SI in last 3 years should have implemented minimum 2 projects in Unified communication with minimum 50 locations under these projects sourced from the same OEM whose solutions are proposed for the Bank. (Vendor should submit Purchase orders or letters from user organisa-tions for whom the project was implemented). 3.5 The SI should have implemented integration of proposed Unified Solu-tion with Cisco Call Manager. (Vendor should submit Purchase orders or letters from user organisations for implementation of WAN). 3.6 The vendor should have minimum 50 support centres (own and fran-chise) located across the country. (Full address of the support centre along with the name and telephone number of contact persons has to be submitted.) 3.7 Vendor should submit proof in support of above mentioned criteria while submitting the proposal. Vendors who do not fulfil the above cri-teria or who fail to submit proof will be rejected ab initio. 4 Designing and implementation Plan 4.1 Bank expects the vendor to submit a detailed plan for designing and implementation of the project which should include the full scope of the project as mentioned above. On acceptance of such plan by the Bank, the vendor is required to carry out the implementation including supply, installation, commissioning and testing of equipment etc. RFP for UC facility Page 10 of 10 5 Security of the solution 5.1 Being a financial institution, Bank expects that the solutions proposed facilitate necessary security checks and validation processes for ensur-ing full-proof access to the systems. These security measures should be an integral part of the product. 5.2 Multiple levels of authority: It is mandatory that the proposed solution provide multiple levels of access for users, managers, administrators etc., depending on their roles. 6 Contract with the Vendor 6.1 Bank will enter into a contract with the selected vendor who will be responsible for delivery and overall implementation of the solution. Consortium bidding for any of the solution will not be accepted. How-ever, If the bidder ties up with any other franchise / partner, they should provide documentary evidence for having tied up with all fran-chise. But the vendor will be single point contact to provide the solu-tion to the Bank. The selected vendor will provide the Bank a complete solution but not limited to supply, installation of required hardware and software. 7 Proposal Process Management 7.1 Union Bank reserves the right to accept or reject any or all proposals, to revise the RFP, to request one or more re-submissions from all ven-dors or clarifications from one or more vendors, or to cancel the proc-ess in part or whole. All claims for functional/technical delivery made by the vendors in their responses to the RFP shall be assumed as deliv-erable within the quoted financials. 7.2 Vendors shall be entirely responsible for their own costs and expenses that are incurred while participating in the RFP and contract negotia-tion processes. RFP for UC facility Page 11 of 11 8 Date of Bid Expiry 8.1 Due to the nature of the UC project evaluation process, proposals will be valid for a minimum of 180 days from date of opening of bid. The bank reserves the right for extension of bid validity. 9 Vendor Indication of Authorization to Bid 9.1 Responses submitted by vendors to this RFP represent a firm offer to contract on the terms and conditions described in the vendors’ re-sponse. Each page of the proposal must be duly signed by an official authorised to bid to the terms and conditions of the proposal. 9.2 Vendors must clearly identify the full title and authorisation of the des-ignated official and provide a statement of bid commitment with the accompanying signature of the official and stamp of the company. 10 Proposal Ownership 10.1 The proposal and all supporting documentation submitted by the ven-dors shall become the property of Union Bank unless the bank agrees to the vendors’ specific requests, in writing, that the proposal and docu-mentation be returned or destroyed. 11 Price Composition & TCO 11.1 The price quoted should be in Indian Rupees on a fixed price basis and should include the followings. 11.2 The cost of equipment, cost of software, software licenses etc., are in-clusive of all warranties and implementation. The price should be in-clusive of all taxes duties, levies and all other charges. The applicable Octroi/Entry tax will be paid by Bank on production of original receipts. In the Indicative Commercial Offer, the vendor should provide detail RFP for UC facility Page 12 of 12 breakup of taxes included by them. The same also should be given in final offer by L-1 & L-2 vendors after Reverse auction. 11.3 The cost of project implementation includes the cost of facility man-agement charges to setup and manage at Bank’s sites. 11.4 The prices agreed upon shall be inclusive of transportation and insur-ance of all the equipments i.e., on CIF basis till the time of installation and commissioning at the respective selected locations. 11.5 Unit prices should be given for every item offered. The start bid for re-verse auction will represent the Total Cost of Ownership for all the items as mentioned in Annexure J except optional items if any, which have to be shown separately. 11.6 In case the equipment is to be imported, the vendor is required to do all such processes like customs clearance etc., without involving the Bank in any manner at any stage. It will be the responsibility of the vendor to abide by all the statutory requirements like payment of all taxes, duties etc., without any reference to the Bank. Bank accepts no responsibility or liability in this regard. 11.7 The vendor should clearly furnish the estimated cost matrix strictly as per structure provided in the Annexure H, Annexure I and Annexure J only. Any deviation will lead to bid rejection. Also no options should be quoted other than as per the Bill of material. Wherever options are given, the bid will be rejected. 12 No Price variation 12.1 The commercial offer shall be on a fixed price basis. No price variation should be asked for relating to increases/decrease in customs duty, ex-cise tax, other taxes, foreign currency price variation etc during offer validity period. 12.2 Similarly, there should not be any price variation relating to increase in customs duty, excise tax, other taxes, foreign currency price variation etc., during contract period. However, during contract period, if there RFP for UC facility Page 13 of 13 is any reduction in government levies / taxes, the same shall be passed on to the Bank. 12.3 However, during contract period, the increase or decrease in service taxes will be to the Bank’s account. 13 Payment Schedule Bank will make payment as follows: 13.1 65% of the order value of hardware, software, related services etc., will be paid after delivery of equipment ordered for a site, on per site basis. The payment will be made only against invoices and proof of delivery challans duly acknowledged by bank officials. 13.2 Remaining 35% of the order value of hardware, software, related ser-vices etc., will be paid on successful completion of installation and commissioning of Unified communication solutions. Bank will make this payment on site-by-site basis against testing reports, acceptance re-ports and against submission of performance Bank Guarantee (the for-mat of which will be given by the Bank) for 10% of the order value valid for the warranty period. 13.3 Facility management charges will be paid on yearly basis. The pay-ments can be released at the end of each half year. 13.4 The AMC charges shall be paid by the Bank, after the expiry of war-ranty period on yearly basis. The payment will be released at the end of each half year. 14 Unsatisfactory Performance 14.1 If the vendor performance is unsatisfactory, Bank reserves the right to reject the system in its entirety during the warranty period for a full re-fund. 15 Warranty RFP for UC facility Page 14 of 14 15.1 The offer must include comprehensive on-site warranty for 3 years from the date of installation, commissioning and acceptance of the system by the Bank. The warranty will include hardware, software mainte-nance and upgradation, software licence, server licences, client li-cences etc. 16 Facility Management services: 16.1 The vendor will provide Facility Management Services from Mumbai lo-cation by deploying one engineer having experience in setting up and management of Unified communication systems with multi site au-dio/video/Web conferencing. The FM engineer is expected to generate all kinds of reports from time to time as required by the Bank. The normal timing of the FM engineer will be from 9.00 AM to 6.00 PM on all working days. Bank may schedule the timings as per requirement. The vendor should inform the Bank about the leave / replacement of the fa-cility management personnel in advance and also will arrange similar FM engineer without fail. Vendors are expected to quote the facility management charges on an annual basis and the TCO will be arrived at based on FM charges also. 17 Annual Maintenance Contract 17.1 Vendor is expected to maintain the equipment supplied for at least 4 years after the expiry of warranty period. The vendor will also provide the facility management services during the AMC period. The scope of facility management services will be same as specified under “War-ranty” and “Facility Management”. The vendor should quote for AMC and Facility Management charges for 2 years after the expiry of war-ranty period to arrive at TCO. After the expiry of AMC of 2 years, fur-ther facility management charges and AMC charges may be given on mutually agreed terms and conditions. 18 S L A 18.1 The servers of UC solutions should run on 24 X 7 X 365 basis. The up-time of these servers should be 99.50%. There should not be a down-time for more than one hour for the solution in any calendar day. If the RFP for UC facility Page 15 of 15 downtime exceeds more than one hour, Bank will levy penalty of Rs 2000/- per day. The days will be reckoned as calendar day. 18.2 The problem at other locations i.e branch / offices should be rectified within 4 hours of reporting. The reporting may be through any mode of communication. If the problem persists for more than 4 hours at a stretch in a calendar day, Bank will levy penalty of Rs 1000/- per day. 18.3 There should be no unplanned downtime of more than 30 minutes dur-ing the peak business period (11.00 AM to 2.00 PM) and more than one hour during a period of 24 hours. 18.4 In case of absence of the FM engineer, there will be a penalty of Rs 1000/- per day. 18.5 The successful vendor has to submit BG of Rs 5.00 lacs for the warranty and AMC period in order to protect the Bank’s interest. 19 Terms of execution of work 19.1 Vendor shall deliver all the equipment at the intended site within 8 weeks from the date of acceptance of the Purchase Order. Vendor shall install and commission all the equipment and operationalise the solu-tions within 12 weeks from the date of Purchase Order. In short, the entire project shall be implemented within 12 weeks from the date of acceptance of Purchase Order. 20 Order Cancellation 20.1 The Bank reserves its right to cancel the order in the event of one or more of the following conditions: 20.1.1 Delay in installation & commissioning beyond 20 weeks of the date of acceptance of the Purchase order. 20.1.2 Unsatisfactory performance of Unified communication solution. 21 Erasures or Alterations RFP for UC facility Page 16 of 16 . 21.1 There should be no hand-written material, corrections or alterations in the offer. Technical details must be completely filled up containing correct technical information of the product being offered. Filling up of the forms using terms such as “OK”, “accepted”, “noted”, “as given in brochure/manual” are not acceptable to the Bank. Offers not adhering to these guidelines may not be accepted by the Bank 22 Right to Alter Quantities & repeat orders 22.1 The Bank reserves the right to alter quantities as also to delete/add some items specified in this offer. The Bank may, at its discretion, place repeat orders based on the requirement of the Bank within 2 years from the date of Purchase Order to an extent of 50% of the order value. All such repeat orders will be based on the prices and terms & conditions as agreed upon for the main contract. 23 Support 23.1 The vendor should have support office in Mumbai and also at minimum 50 other locations across India to provide support. The vendor should able to provide support at all other selected centres also either through their own support offices or through franchise. 24 Manuals and documentation 24.1 The vendor shall provide complete technical documentation/s, bro-chures, user manuals etc. for the equipment supplied. All the manuals shall be in English and the documents should be clearly indicative of equipment supplied. 25 Liquidated Damages 25.1 In the event of failure of the vendor to provide the deliverables as per the agreed terms of the contract, the Bank shall have the right to levy liquidated damages on the vendor as under: 25.2 For any delay beyond 12 weeks in installation and commissioning of the solution on per site basis, Bank will charge penalty at 0.5% of the order value (site by site basis) per week or part thereof, subject to a maxi- RFP for UC facility Page 17 of 17 mum of 5% of value for that site. Such liquidated damages by way of price reduction shall be recoverable by the Bank by reducing the amount payable to the vendor. The Bank may at its discretion also waive or reduce the LD if the reasons for delay are considered to be genuine. 26 Force Majeure 26.1 In case either party is prevented from performing any of its obligations due to any cause beyond its control, including but not limited to act of God, fire, flood, explosion, war, action or request of governmental au-thority, systemic breakdown, failure of electricity supply, accident and labour trouble, the time for performance shall be extended until the operation or such cause has ceased, provided the party affected gives prompt notice to the other of any such factors or inability to perform and resume performance as soon as such factors disappear or are cir-cumvented. 27 Cost of the RFP and Bid security 27.1 The RFP document is available on the Bank’s website www.unionbankofindia.co.in or Government portal www.tenders.gov.in. Vendors can download the RFP and use it for submission. However, the cost of the RFP i.e., Rs.10,000/- (non-refundable) should be paid by way of Demand Draft / Pay Order drawn in favour of Union Bank of India payable at Mumbai, while submitting the RFP to the Bank. The above demand draft/PO should be handed over to the Bank authorities in a separate envelope. The envelope should be duly super scribed as “Cost of RFP Rs.10,000/- paid through Demand Draft /Pay Order )”. 27.2 The Vendor shall furnish a bid security for an amount of Rs.5,00,000/- (Rupees five lacs only) in the form of a demand draft / Pay order / Bank Guarantee (BG) obtained from a scheduled commercial bank drawn in favour of Union Bank of India payable at Mumbai. In case of BG, the same should be valid for a minimum period of 6 months. 27.3 The bid security should form part of the Tender Documents (Technical Offer) submitted by the Vendor. Failure to comply with this condition viz., Bid Security of Rs.5,00,000/- shall result in summarily rejection of RFP for UC facility Page 18 of 18 the tender offer and no Vendor shall be exempted from the require-ment of the bid security. Submission of the Bid Security in the Indica-tive commercial offer shall render the bid being rejected on the grounds of non-submission of the bid security. 27.4 The Bid Security of unsuccessful Vendors shall be returned, only after the successful completion of the tender process. 27.5 The successful vendor should extend the bid security BG to cover the implementation period. The bid security of successful Vendor will be returned only after successful implementation of Unified communica-tion project. 27.6 Forfeiture of bid security: 27.6.1 If a Vendor withdraws his offer during the period of va-lidity of bid security. 27.6.2 If the lowest bidder in Reverse auction backs out on their commitment given during Reverse auction event or if the successful Vendor fails to execute the Project sat-isfactorily within the stipulated time schedule. 27.6.3 The Bank’s decision in the above cases will be final. 28 Proposal Content/Proposal Format 28.1 The vendors’ proposals are central to the evaluation and selection process. Therefore, it is important that the vendors carefully prepare the proposal. The quality of the vendors’ proposal will be viewed as an indicator of the vendor’s capability to provide the solution and vendors interest in the project. 28.2 Bank will carryout the technical evaluation based on the technical bid submitted. For finalisation of most competitive offer, the Bank will conduct ‘Reverse auction’ under E-procurement process. The detailed procedure for Reverse auction is given as per Annexure K. The techni-cally qualified vendors will participate in the Reverse auction process. In addition to the Technical bid, the vendors should furnish prices for the project in their Indicative Commercial Offer (C.O) to facilitate ‘Re-verse auction’ under E-Procurement process. As the name indicates, RFP for UC facility Page 19 of 19 the Indicative Commercial bid is not a final commercial offer. Lowest of the Indicative Commercial bid will be used as the starting bid of the Reverse auction or Bank will decide the starting bid price. 28.3 To secure vendors information in a form, which ensures that the evaluation criteria can be systematically applied, all vendors are re-quested to submit technical bid and Indicative commercial bid sepa-rately. 29 Proposal Format 29.1 The RFP shall be submitted in two parts in separately sealed envelopes and superscribed as below: Part I: Technical Bid - Unified Communication Project Part II: Indicative Commercial Bid - Unified Communication Project 29.2 Technical Bid: The technical document should be submitted both in hard copy as well as in soft copy. Vendors are requested to structure their technical proposals un-der the following sections: Section 1 - Management Information Summary: This section should be structured as follows: • Letter as per draft provided in Annexure A • Details of Compliance to Eligibility Criteria in Annexure A-1 • Compliance to RFP terms & conditions in Annexure A-2 • Vendor profile & other information (Annexure B) Section 2 – Details of the Proposed Solution: This section should be struc-tured as follows: • Summary of proposed services • Functional & Technical specifications (annexure C) • Supply, installation and commissioning capabilities for the Project • Configuration Details of equipment ( Annexure-G) Section 3 – Demand draft/Pay order/Bank Guarantee for Rs.5,00,000/- to-wards EMD drawn from a scheduled commercial bank, in Favour of Union Bank of India payable at Mumbai. RFP for UC facility Page 20 of 20 Section 4 - Unpriced Indicative commercial bid (Annexure D, Annexure E and Annexure F), Reverse Auction Annexure K-1 & K-2 Note: The vendor should submit proof for the information furnished in the vendor profile. Any information given without supporting proof will not be considered by the Bank for evaluation purpose. 29.3 Indicative Commercial Bid 29.3.1 The Indicative Commercial section must be submitted IN A SEPARATE SEALED ENVELOPE. 29.3.2 The Indicative commercial bid (Annexure H, Annexure I and Annexure J) has to be submitted in separately sealed envelope only in hard copy with original version duly signed by the authorised signatory. The Indicative commercial bid envelope has to be marked as “Indicative Commercial Bid – UBI Unified Communication Project”. 29.3.3 Opening of the Indicative commercial price bids will be sub-ject to the vendors getting short-listed on the basis of tech-nical evaluation. The offers should hold good up to 180 days from the last date of submission of bid. 29.3.4 For finalisation of most competitive offer, the Bank will conduct ‘Reverse auction’. The detailed procedure for Re-verse auction is given in Annexure K. The technically quali-fied vendors will participate in the Reverse auction process. The vendors should furnish indicative prices for the project in their Indicative Commercial Offer (C.O) to facilitate final-ising the start bid for ‘Reverse auction’ under E-Procurement process. The lowest Indicative commercial of-fer (total cost) will be taken as the starting bid of the re-verse auction and not for deciding the L-1 status. Bank may also decide the starting bid for reverse auction. Vendors should note that the indicative commercial offer is only con-sidered for the purpose of conducting ‘Reverse auc-tion‘process only. The L-1 vendor will be decided only later on finalisation of prices through Reverse auction. 29.3.5 All proposals must be duly stamped and signed by an author-ised signatory for the vendor. 30 Submission and Acceptance of Vendor Proposals RFP for UC facility Page 21 of 21 30.1 Proposal Delivery 30.1.1 Vendors must ensure that the proposals are delivered in the formats described in the earlier section(s) to the following ad-dress: The General Manager - DIT Project - Unified communications facility for UBI Union Bank of India, Technology Centre, 2nd floor, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Mumbai – 400 072 INDIA Telephone No: 91-22-25710234 Fax No: 91- 22-25702869 30.1.2 The vendors are requested that the tender responses should be delivered by hand at the above address. The Bank must receive all proposals before 5:00 p.m. (Indian Standard Time) on 13.01.2010. Any proposal received by DIT through courier/post etc., will be disqualified and returned. 30.1.3 If any information provided in response to this RFP is found to be incorrect or misrepresented, at any stage of the evaluation process, the Bank reserves the right to summarily disqualify the vendor from the evaluation process. 31 Overview of evaluation Process 31.1 The objective of the evaluation is to select a reliable and experienced vendor capable of design, supply, installation and commissioning of Unified communication facility with the functions designated, within specified time frame and in a cost-effective manner. In addition, the vendors must be willing and capable of providing ongoing maintenance that is responsive to the needs of the Bank. 32 Evaluation Process 32.1 Only proposals received on or before the stipulated date and time for responding to the RFP will be considered for further evaluation. The evaluation process will include: 32.1.1 Evaluation of RFP response (this may include scrutiny of proposal to ensure that the vendor meets the eligibility criteria, compli- RFP for UC facility Page 22 of 22 ance to functional & technical requirement, presentations, dem-onstrations, Reference site feed back etc.). The proposals will be initially evaluated for compliance to eligibility criteria. The proposals of those vendors meeting the eligibility criteria will further be evaluated for technical compliance. Based on the compliance, the vendor will be shortlisted for further commer-cial evaluation. 32.1.2 Commercial evaluation process: 32.2.1.1 The Indicative commercial proposals of only those vendors who are qualified in the technical evaluation will be opened and the lowest indicative prices or as decided by Bank will be taken as the Starting Bid for conducting Re-verse auction under E-procurement process. All the tech-nically qualified vendors will be eligible to participate in the Reverse auction. The detail of Reverse auction under E-procurement process is given in Annexure K. The L-1 & L-2 vendors emerging from Reverse auction process will submit a detailed break up of total cost (as per the An-nexure H, Annexure I and Annexure J) 32.2.1.2 The Bank will enter in to a contract with the finally se-lected vendor. Bank reserves the right to reject any or all proposals. Similarly, it reserves the right not to in-clude any vendor in the final short-list. 33 Vendor Demonstrations 33.1 If necessary, the eligible vendors are required to make demonstrations of their Unified communication capabilities at the Bank’s desired loca-tion by demonstrating their models. The demonstration will allow the evaluation team to ascertain the capabilities in terms of functionality and technical fitment. It will also allow the evaluation team to evalu-ate the vendor in terms of look and feel of the solutions offered in terms of functionality etc. Bank shall not be under any obligation to bear any part of the expenses incurred by the vendors for the demon-strations. 34 Training RFP for UC facility Page 23 of 23 34.1 The vendor will impart a detailed technical training free of charges to Bank’s core officials (about 20 persons) involved in the project. Also, the vendor will impart user training at 5 locations with minimum 20 of-ficials at each location as decided by Bank. The cost of the instructor will be borne by the vendor only. The venue of training will be decided by the Bank. The training should comprise both theory and practical. Further, the selected vendor should also impart training to users for functionality and usage of the UC system. 34.2 The course content of the training shall be mutually agreed upon be-tween the Bank and the selected vendor. 34.3 The vendor shall provide extensive lecture notes, handouts and other Training documentation during training without any additional charges. 35 Unified communication equipment specifications 35.1 Vendors should supply all the equipment sourced from single OEM for individual solutions except servers. At no point of time, the utilisation of CPU, memory should go beyond 60%. If the server utilisation like CPU, memory goes beyond 60%, the vendor has to upgrade the servers at no additional cost to the Bank. If Bank decides to increase the num-ber of clients, the proposed servers should be scalable to take a load up to another 100% of existing client capacity. 36 Governing Law and Disputes 36.1 The Bid and the subsequent Contract with the selected Bidder shall be governed in accordance with the Laws of India and will be subject to the exclusive jurisdiction of Courts in Mumbai. 37 Limitation on promotion 37.1 The vendor shall agree to make no reference to the Bank for the pro-curement of products and services hereunder or the agreement in any literature, promotional material, brochures, sales presentation or the like without the express prior written consent of the Bank. 38 Indemnity RFP for UC facility Page 24 of 24 38.1 The vendor shall, at its own expense, defend and indemnify the Bank against all third party claims for infringement of patent, trademark, design or copyright arising from use of products or any part thereof supplied by vendor. Vendor will provide infringement remedies and in-demnities for third party products, on a pass through basis. The vendor shall expeditiously extinguish any such claims and shall have full rights to defend itself there from. If the Bank is required to pay compensa-tion to a third party resulting from such infringement, the vendor shall be fully responsible to pay such compensation along with all costs, damages and attorney’s fees and other expenses that a court may fi-nally awards, in the event of the matter being adjudicated by a court or that be included in a vendor approved settlement. The Bank will is-sue notice to the vendor of any such claim without delay and provide reasonable assistance to the vendor in disposal of such claim, and shall at no time admit to any liability for, or express any intent, to settle the claim. The vendor shall also reimburse all incidental costs, which the Bank incurs in this regard. 38.2 In the event of the vendor not fulfilling its obligations under this clause within the period specified in the notice issued by the Bank, Bank has the right to recover the amounts due to it under this provision from any amount payable to the vendor under this project. 38.3 The indemnities under this clause are in addition to and without preju-dice to the indemnities given elsewhere in this agreement. 39 Guarantees 39.1 Vendor should guarantee that the complete solution supplied to the Bank is licensed and legally obtained. The hardware and other equip-ments so supplied should be original, brand new and solution must be supplied with original and complete documentation, printed in English language only. 40 Limitation of Liability 40.1 Vendor’s aggregate liability for actual direct damages shall be limited to a maximum of the Contract Value, provided that this limit shall not apply to (1) the infringement indemnity; or (2) bodily injury (including death) and damage to real property and tangible personal property caused by Vendor’s negligence. Vendor shall not in any event be liable for any indirect or consequential damages, or for loss of profit, busi- RFP for UC facility Page 25 of 25 ness, revenue, goodwill, anticipated savings or data, or third party claims except with respect to bodily injury (including death) and dam-age to real and tangible personal property for which Vendor is legally liable. For the purposes of this Section, “Contract Value” at any given point in time, means the aggregate value of purchase orders placed by Bank on the Vendor under this project. 41 Confidentiality 41.1 This document contains information confidential and proprietary to the Bank. Additionally, the vendors will be exposed by virtue of the con-tracted activities to the internal business information of the Bank. Dis-closures of receipt of this RFP or any part of the aforementioned in-formation to parties not directly involved in providing the services re-quested could result in the disqualification of the vendors, premature termination of the contract, and / or legal action against the vendors for breach of trust. 41.2 Selected vendor will have to sign a legal non-disclosure agreement with the Bank before starting the project. 41.3 The vendor (and his employees) shall not, unless the Bank gives permis-sion in writing, disclose any part or whole of this RFP document, of the proposal and/or contract, or any specification, plan, drawing, pattern, sample or information furnished by the Bank (including the users), in connection therewith to any person other than a person employed by the bidder in the performance of the proposal and/or contract. Disclo-sure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such per-formance. The employees or the third party engaged by the bidder will maintain strict confidentiality. 41.4 The vendor, his employees and agents shall not, without prior written consent from the Bank, make any use of any document or information given by the Bank or its Authorized personnel, except for purposes of performing the contract award. 41.5 In case of breach the Bank shall take such legal action as it may be ad-vised." RFP for UC facility Page 26 of 26 42 Resolution of Disputes 42.1 All disputes and differences of any kind, whatsoever, between the Sup-plier and the Bank, arising out of or in relation to the construction, meaning, operation or effect of the Contract, shall be settled amicably by both Bank and the vendor. If after thirty days from the commence-ment of such informal negotiations, Bank and the vendor are unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution by formal arbitration. 42.2 All questions, disputes or differences arising under and out of, or in connection with the contract, shall be referred to two Arbitrators: one Arbitrator to be nominated by the Bank and the other to be nominated by the vendor. In the case of the said Arbitrators not agreeing, then the matter will be referred to an umpire to be appointed by the Arbi-trators in writing before proceeding with the reference. The award of the Arbitrators, and in the event of their not agreeing, the award of the Umpire appointed by them shall be final and binding on the par-ties. The arbitration and conciliation act 1996 shall apply to the arbi-tration proceedings and the venue for arbitration shall be at Mumbai, India. In case the vendor would like to exit the project, the same shall be taken up by the Arbitration process. RFP for UC facility Page 27 of 27 43 Annexure – A (Letter to the bank on the vendor’s letterhead) To, The General Manager Union Bank of India, Technology Centre, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Mumbai – 400 072, INDIA Telephone No: 91-22-25710234 Dear Sir, Sub: Bank’s RFP for Unified communication facility With reference to the above RFP, having examined and understood the instruc-tions, terms and conditions forming part of your above inquiry, we hereby enclose our offer for supply of the equipment and services as detailed in your above re-ferred inquiry. We confirm that the offer is in conformity with the terms and conditions as men-tioned in your above referred RFP and enclosures. We confirm that we agree for all the terms and conditions of the RFP. We also confirm that the prices offered shall remain fixed for a period of 180 days from the last date of submission of offer. We hereby agree to participate and abide by all terms and conditions of Reverse Auction. We also understand that the Bank is not bound to accept the offer either in part or in full. If the bank rejects the offer in full or in part which the Bank may do so without assigning any reasons thereof. Yours faithfully, Authorised Signatories (Name & Designation, seal of the firm) Date: RFP for UC facility Page 28 of 28 44 Annexure A-1 (Compliance to Eligibility Criteria) Sl No. Eligibility Criteria Vendor’s response (Yes/No) If vendor’s response is Yes – Fur-nish imple-mentation details Proof sub-mitted – Furnish details of Purchase orders & letters submitted 1 The System Integrator (SI) should be a company incorporated in India and operating for last 5 years. (Please furnish the certificate of incorpo-ration) Yes/No 2 The turnover of the company should be minimum Rs.3.00 crores for last three financial years and also the company should be in net profit at least in the last financial year. (Financial details to be furnished along with copies of balance sheet and P&L account for the year 2007- 2008 and 2008-09) Yes/No 3 The SI in last 3 years should have implemented minimum 2 projects in Unified communication with minimum 50 locations under these projects sourced from the same OEM whose solutions are proposed for the Bank. (vendor should submit , Purchase orders or letters from user organisa-tions for whom the project was implemented) Yes/No 4 The SI should have implemented integration of proposed Unified Solution with Cisco Call Man-ager. (Vendor should submit Purchase orders or letters from user organisations for implementing UC with Cisco call manager) Yes/No 5 The vendor should have minimum 50 support cen-tres (own and franchise) located across the coun-try. (Full address of the support centre along with the name and telephone number of contact persons to be submitted.) Yes/No 45 Annexure A-2 (Compliance to RFP terms & conditions) S.No Clause details Vendor's compli-ance(Yes/No) Remarks 1 Scope of RFP Yes/No 2 Eligibility Criteria Yes/No 3 Designing and implementation Plan Yes/No RFP for UC facility Page 29 of 29 S.No Clause details Vendor's compliance( Yes/No) Remarks 4 Security of the solution Yes/No 5 Contract with the Vendor Yes/No 6 Proposal Process Management Yes/No 7 Date of Bid Expiration Yes/No 8 Bidder Indication of Authorisation to Bid Yes/No 9 Proposal Ownership Yes/No 10 Price Composition & TCO Yes/No 11 No Price variation Yes/No 12 Payment Schedule Yes/No 13 Unsatisfactory Performance Yes/No 14 Warranty Yes/No 15 Facility Management services: Yes/No 16 Annual Maintenance Contract Yes/No 17 SLA Yes/No 18 Terms of execution of work. Yes/No 19 Order Cancellation Yes/No 20 No Erasures or Alterations Yes/No 21 Right to Alter Quantities & repeat orders Yes/No 22 Support Yes/No 23 Manuals and drawings Yes/No 24 Liquidated Damages Yes/No 25 Force Majeure Yes/No 26 Cost of the RFP and Bid security Yes/No 27 Proposal Content/Proposal Format Yes/No 28 Proposal Format Yes/No 29 Indicative commercial bid Yes/No 30 Submission and Acceptance of Vendor Propos-als Yes/No 31 Overview of evaluation Process Yes/No 32 Evaluation Process Yes/No 33 Vendor Demonstrations Yes/No 34 Training Yes/No 35 UC equipment specifications Yes/No 36 Governing Law and Disputes Yes/No 37 Limitation on promotion Yes/No 38 Indemnity Yes/No 39 Guarantees Yes/No 40 Limitation of Liability Yes/No 41 Confidentiality Yes/No 42 Resolution of Disputes Yes/No RFP for UC facility Page 30 of 30 (Vendors should note that Bank will not accept any non-compliance to any of the RFP terms & conditions. Non-compliance of the terms & conditions may lead to disqualification. Hence, vendors are expected to submit total compliance to all the terms & conditions without any exceptions.) 46 Annexure B (Vendor profile & other information) Sl.N Parameters Response 1 Name of the firm/Company 2 Year of establishment 3 Names of the Partners/Directors 4 Name and address of the Principal banker 5 Addresses a) Head Office b) Local Office in Mumbai 6 Contact person at Mumbai a) Name b) Telephone number c) E-mail ID. 7 Financial parameters Turn over Business Results (last two years) Total turnover Turnover of UC business Profit 2007-08 2008-09 (Only company figures need to be mentioned. Not to include group/subsidiary Company figures) (Mention the above amount in INR on-ly) 8 Vendor’s experience in design, sup-ply, Implementation and mainte-nance of UC facilities (in years) a) Experience in India b) Global experience 9 No. of UC projects carried out by the company during last one year in India (give details) RFP for UC facility Page 31 of 31 Total number of projects executed with minimum 50 UC nodes (give de-tails) 10 Details of minimum two major pro-jects executed with mini-mum 50 endpoints in UC project. Name of the cus-tomer OEM of the prod-ucts No. of years in use Project 1 Project 2 Project 3 No. of qualified engineers em-ployed (Furnish the qualification details with number of engineers under each quali-fication) 11 Availability of centralized help desk Yes / No 12 Details of Reference Sites Customer name No. of years the cus-tomer is using facili-ties UC UC Reference site - 1 Reference site - 2 13 Number of support canters across the country Own / Franchise (Please submit full list of support cen-ters with addresses separately for own centers and franchise centers) 14 Names of UC projects currently im-plemented/managed (mention the names of the companies) 1. 2. 3. 15 Name of the Bank / large financial Institutions / Government organisa-tion for whom UC Facility is pro-vided and maintained 1. 2. 3. 16 No. of WAN connections Implemented using terrestrial lines 17 Support centre at Mumbai Yes / No (if yes, please give full address of the support center with phone nos.) RFP for UC facility Page 32 of 32 Authorised Signatories (Name & Designation, seal of the company) Date: 47 Annexure C (Functional & Technical requirements- UC) Sl No. Description Specifications Compliance (Yes / No) Make / Model 1 Telephony and video integra-tion Standards H.323, SIP, G.711, and G.729a should be supported for telephony inte-gration.H.263 or H.264 is supported for video communication Yes / No 2 Web confer-encing access Web conferencing access should be possi-ble from Windows, Mac OS, Linux, and So-laris platforms using standard browsers (such as Internet Explorer, Safari, and Firefox) and should support Flash Player. Encrypted access should be supported through HTTPS and SSL Yes / No 3 Directory in-tegration Facilitate user profile setup and authenti-cation through Lightweight Directory Ac-cess Protocol (LDAP) or Active Directory (AD). Yes / No 4 Network man-agement Monitoring and alarming are supported through the Simple Network Management Protocol (SNMP). Yes / No 5 Segmented meeting ac-cess: Should support segmented meeting ac-cess, Web meetings to be available for ex-ternal users while also keeping internal Web meetings. For example confidential forecast meetings, protected from Inter-net access. An additional server is placed in a demilitarized zone (DMZ) and provide Internet access to Web conferences set up to allow external participants Yes / No 6 System Capac-ity The platform to be scalable to maximum meeting size of 200 concurrent users of voice and video conferencing, 20 concur-rent users of Web conferencing with doc-ument sharing. Yes / No RFP for UC facility Page 33 of 33 7 Voice and Video Confer-encing ? Adjustable input volume (gain) of each participant Voice-activated video switch-ing, which shows the person who is speak-ing to each video participant ? Support for the H.263 or H.264 video codec (per meeting) ? Video bit rates from 64 to 768 kbps (one per scheduled or reservation less meeting) in Common Intermediate Format (CIF) video resolution ? Entry and exit notification ? Recording (voice) and playback (MP3) ? Automatic extension of meetings if time slot and other resources like audio slot / video slots are available Yes / No Web Confer-encing Yes / No 8 Easy access Users should be able to access meetings from a variety of platforms using Web browsers and the broadly installed Flash Player. Yes / No 9 Firewall friendly System Should support HTTP and HTTPS tunneling technology. Also, it should allow users behind firewalls to participate in Web conferences. Yes / No 10 Connection speed optimi-zation Optimize the Web conference perform-ance to available bandwidth based on the user’s selected connection speed. Yes / No 11 Screen sharing Real-time screen sharing should allow us-ers to show others’ applications, windows, or their entire desktop. A variety of shar-ing controls should be available from the meeting room, the operating system, and the shared applications or windows. Yes / No Flexible Viewing Op-tion 12 Scaled view Users should view of the shared content that scales to fit the space available. Yes / No 13 Scrolled view Users should be able see a full-size view of the shared content that may require Yes / No RFP for UC facility Page 34 of 34 scrolling to see the entire shared screen 14 Meeting-room view Users should be able to see the shared content. Yes / No 15 Full-screen view Users should see only the shared content on their screens. Controls are available to select whether the full-screen view should be effective for everyone or individuals, as well as if users can toggle the full screen themselves Yes / No 16 Annotations Users should collaborate over shared screens using markup tools such as a pen-cil, marker, line, rectangle, ellipse, text, and stamper. A variety of options should also be available such as print and edit annotations, including undo, redo, change color, change size, move, and delete. Yes / No 17 Chat Users should be able to send text mes-sages to each other privately, to present-ers, or to everyone. Options should be available to control text size, select who can chat, determine if one sees chat noti-fications when the chat tool is not avail-able, and clear the chat history. Yes / No 18 Notes Users should be able to use the note tool to type up a meeting agenda, track action items, or do anything else that requires that text be made visible to all in the meeting. Options should be available for text size, text alignment, and creating and accessing multiple notes Yes / No Client Speci-fication to know Pres-ence of users 19 Client capa-bilities Desktop client, to perform functions such as instant messaging, click to dial, phone control, voice, video, and web collabora-tion. 20 Presence View real-time availability of other users. Users should be able to display custom-ized messages. 21 Contact list Users to search corporate directory from RFP for UC facility Page 35 of 35 client easy-to-use interface to locate con-tacts quickly and simply click to call. Us-ers should have an option to add most frequently contacted personal contacts, co-workers, and experts. 22 Different ways to communi-cate Add communication methods during a conversation; for example, users can add video to an audio conversation or add web conferencing or whiteboarding to an exist-ing audio or video conversation. 23 Click to call Dial from the contact list, using either the integrated soft phone or an associated Cisco IP Phone. 24 IP phone inte-gration User client to control existing Cisco IP Phone to make, receive, or merge calls. 25 Instant mes-saging Chat in real time using instant messaging with other users to save time. 26 Conferencing Create voice or video conferencing ses-sions by simply merging conversation ses-sions. There is no need to call into a sepa-rate conference bridge. 27 Web confer-encing Launch a web conferencing session at a moment's notice to share content, such as a presentation, with others users. Meeting Setup and At-tendance 28 Integrated voice, Web, and video conference setup Users should be able to quickly and easily schedule and reschedule integrated voice, Web, and video meetings in a single step from Lotus Notes and a variety of Web browsers. Yes / No 29 Scheduled Users should be able to reserve meeting resources in advance using Lotus Notes or a Web scheduling interface. A user’s dele-gates also should be able to schedule meetings. Yes / No 30 Recurring Scheduled meeting occurs at regular in-tervals (for example, weekly on Mondays for four weeks) should be possible to set up from Lotus Notes or the Web interface. Yes / No RFP for UC facility Page 36 of 36 31 Continuous This type of scheduled meeting is always available; it is set up from Lotus notes or Web interface and is commonly used for crisis management. Yes / No 32 Reservation less Users should be able to hold meetings us-ing a personal meeting ID without the need for advance scheduling. Reservation less meetings should have option to initi-ate from a touchtone phone, or the Web. Yes / No Flexible at-tendance op-tions Yes / No 33 Dial in Users should be able to Dial directly into the voice and video meeting using the dial-in number, and when using a recog-nized phone, the user should be auto-matically logged into the system and di-rected to the meeting Yes / No 34 Click-to-attend link Users should have an option to click a URL in Outlook and in e-mail invitations that takes them to a Webpage providing an op-tion to attend the voice, Web, and video meetings simultaneously. Yes / No 35 Join from the Web Users should be able to go to the system Website and either find the meeting or specify the meeting ID to reach a Web-page providing options to dial out to a specified phone or video endpoint and join the Web meeting. Yes / No 36 Find me Users should be able to specify a series of phone numbers with which they are asso-ciated by user profile, and the system calls these numbers when a meeting starts Yes / No System con-figuration and maintenance 37 Usage con-figuration Twelve- or 24-hour time, attendant dial-out, language configuration, minimum password lengths, password expiration, alarm dial-out, guest dial-out, directory integration parameters. Yes / No RFP for UC facility Page 37 of 37 38 Meeting con-figuration Capacity and codec management, over-booking warning, maximum and default meeting sizes, maximum and default meeting lengths, meeting ID guard times, meeting extension, meeting warnings, minimum meeting password length, ad-vance scheduling limit, meeting and re-cording purging, minimum meeting ID length, reservation less parameters. Yes / No 39 Call configu-ration H.323, SIP, dial-out, direct meeting dial-in, and IP voice and video parameters, and digit handling for automated phone login attendant ( pre-recorded voice) Yes / No 40 SSL certificate management Installing, enabling, and managing SSL certificates Yes / No Reporting and monitoring 41 Meeting can-cellation re-port Details about canceled meetings Yes / No 42 Billing report Minutes of voice and Web conferencing that can be billed by billing code Yes / No 43 Usage report Capacity usage report comparing sched-uled versus used resources Yes / No 44 Disk usage re-port Details about hard-disk usage and avail-able space Yes / No 45 Data export Export data for external analysis and re-porting, including information about user profiles, groups, meeting details, dial-out activity, meeting participants, partici-pants attending and exiting meetings, and scheduling failures Yes / No 46 In-session monitoring Tool to monitor active meetings Yes / No 47 Media statis-tics reports Statistics and information regarding con-ference media Yes / No 48 System logs A variety of system logs for monitoring and troubleshooting Yes / No 49 System status Viewing a snapshot of system status for monitoring and troubleshooting Yes / No 50 Voice prompts Install custom voice prompts that are played on the phone Yes / No 51 Custom logo Add a company or other logo to Webpage Yes / No RFP for UC facility Page 38 of 38 52 Schedule meeting page Configure fields that are available to users on the scheduling page Yes / No 53 Encryption Should support encrypted Webpages and Web conferencing traffic using SSL. User passwords are encrypted in the database using a one way hash. Yes / No 54 In-session meeting con-trols Meeting owners can change Web confer-encing permissions, specify announced en-try and departure, require passwords, lock the meeting, and eject unwanted atten-dees Yes / No 55 Built-in de-fense against attacks Should have a built in security agent in to the system at the kernel level to allow on-ly application-specific activities and to defend against attacks Yes / No 56 Cisco IP Te-lephony igration Should integrate with existing Cisco IP te-lephony solution Yes / No 57 Video teleph-ony enable-ment User should be able make a video call just by dialing another user extension number. Yes / No 58 Video Camera Web camera with VGA Video sensor with minimum 1.3 Mega pixel supported by the principal. This should be suitable for both Laptop and Desktop Yes / No 48 Annexure D (Unpriced Indicative commercial offer – UC-Equipment) S.No Description Make and model Base Unit cost Tax Unit cost Quan-tity Total Cost (Rs) Submtted or not 1 HARDWARE AND SOFTWARE Unified communication Enterprise Servers along with OS ( High availability) xx xx xx xx 2 xx Yes / No Unified communication Enterprise Servers along with Applications xx xx xx xx 1 xx Yes / No Licenses cost for 200 xx xx xx xx 200 xx Yes / RFP for UC facility Page 39 of 39 concurrent users on server side No Unified communication Enterprise database server with OS (on High availability mode) xx xx xx xx 2 xx Yes / No Unified communication Enterprise database server with database licenses cost xx xx xx xx 1 xx Yes / No Unified communication integration / mediation server with OS ( High availability) xx xx xx xx 2 xx Yes / No Unified communication integration / mediation server with application and licenses cost to integrate with Cisco call manager xx xx xx xx 1 xx Yes / No Cost of other servers, if any with OS, applica-tion and licenses (pl. specify) xx xx xx xx xx Yes / No Camera for Laptop / Desktop xx xx xx xx 200 xx Yes / No Foldable USB Headset Plan-tronics / equiva-lent xx xx xx 100 xx Yes / No Handset with cradle Plan-tronics / equiva-lent xx xx xx 100 xx Yes / No 2 CLIENT SOFTWARE Client end software licenses for Unified communication for Audio and Video con-ference xx xx xx xx 200 xx Yes / No Client end software licenses for Unified communication for Web conference (show-xx xx xx xx 20 xx Yes / No RFP for UC facility Page 40 of 40 ing of data / presenta-tion etc) 49 Annexure E (Unpriced Indicative commercial offer– UC Services) S.No Description Base Unit cost Tax Unit cost Quan-tity Total Cost (Rs) Submit-ted or not AMC charges AMC for UC solution after 3 year warranty 1 AMC for Unified communication En-terprise Servers along with OS xx xx xx 2 xx Yes / No 2 AMC for Unified communication En-terprise Servers along with Applica-tions and licenses cost for 2 years after warranty period xx xx xx 1 xx Yes / No 3 AMC for user li-censes on server side for 2 years after warranty period xx xx xx 200 xx Yes / No 4 AMC for Unified communication En-terprise database server with OS xx xx xx 2 xx Yes / No 5 AMC for Unified communication En-terprise database server with database licenses cost xx xx xx 1 xx Yes / No 6 AMC for Unified communication me-diation server with OS xx xx xx 2 xx Yes / No 7 AMC for Unified xx xx xx 1 xx Yes / No RFP for UC facility Page 41 of 41 communication me-diation server with application and li-censes cost to inte-grate with Cisco IP phone 8 AMC of other serv-ers, if any with OS, application and li-censes (pl. specify) xx xx xx xx Yes / No 9 AMC for Camera for Laptop / Desktop xx xx xx 200 xx Yes / No 10 AMC for Foldable USB Headset xx xx xx 100 xx Yes / No 11 AMC for Headset with cradle xx xx xxx 100 xx Yes / No 12 AMC for UC clients applications with audio and video con-ference xx xx xx 200 xx Yes / No 13 AMC for UC clients applications for Web conference xx xx xx 20 xx Yes / No UC-FACILITY MANAGEMENT SERVICES 14 Onsite FM Charges for a period of 3 year – Onsite experienced Administrator who is trained and experi-enced on Unified communication maintenance, scheduling of con-ferences, reporting etc. xx xx xx 1 xx Yes / No 15 Onsite FM Charges for a period of 2 years – After warranty pe-riod Onsite experi-enced Administrator who is trained and xx xx xx 1 xx Yes / No RFP for UC facility Page 42 of 42 experienced on Uni-fied communication maintenance, scheduling of con-ferences, reporting etc. Authorised Signatories (Name & Designation, seal of the company) Date: 50 Annexure F (Summary of unpriced Indicative Prices) Sl No. Annexures Total (Rs) 1 Annexure – D Indicative price for UC System Yes / No 2 Annexure – E Indicative price for services Yes / No TOTAL TCO Yes / No 51 Annexure G (Configuration Details of equipment) S.No Description Make and model Configuration Unified Communication 1 Unified communication Enterprise Servers along with OS, Applications 2 Unified communication Enterprise database server with OS 3 Unified communication mediation server with OS, application 4 Unified communication other servers if any with OS, application 5 Camera for Laptop / Desktop 52 Annexure H (Indicative commercial offer – UC-Equipment) RFP for UC facility Page 43 of 43 S.No Description Make and model Base Unit cost Tax Unit cost Quan-tity Total Cost (Rs) A B C=(A+B) D E=C*D 1 HARDWARE & SOFT-WARE Unified communication Enterprise Servers along with OS ( High availability) 2 Unified communication Enterprise Servers along with Applications 1 Licenses cost for 200 concurrent users on server side 200 Unified communication Enterprise database server with OS (on High availability mode) 2 Unified communication Enterprise database server with database licenses cost 1 Unified communication integration / media-tion server with OS ( High availability) 2 Unified communication integration / media-tion server with appli-cation and licenses cost to integrate with Cisco call manager 1 Cost of other servers, if any with OS, appli-cation and licenses (pl. specify) Camera for Laptop / Desktop 200 Foldable USB Headset Plantronics / equiva-lent 100 Handset with cradle Plantronics / equiva- 100 RFP for UC facility Page 44 of 44 lent 2 CLIENT SOFTWARE Client end software licenses for Unified communication for Audio and Video con-ference 200 Client end software licenses for Unified communication for Web conference (showing of data / presentation etc) 20 53 Annexure I (Indicative commercial offer – UC-Services) S.No Description Base Unit cost Tax Unit cost Quan-tity Total Cost (Rs) A B C=(A+B) D E=C*D AMC and Facility Management charges AMC for UC solution after 3 years warranty 1 AMC for Unified communication En-terprise Servers along with OS 2 2 AMC for Unified communication En-terprise Servers along with Applica-tions and licenses cost for 2 years after warranty period 1 3 AMC for user li-censes on server side for 2 years after warranty period 200 4 AMC for Unified 2 RFP for UC facility Page 45 of 45 communication En-terprise database server with OS 5 AMC for Unified communication En-terprise database server with database licenses cost 1 6 AMC for Unified communication me-diation server with OS 2 7 AMC for Unified communication me-diation server with application and li-censes cost to inte-grate with Cisco IP phone 1 8 AMC of other serv-ers, if any with OS, application and li-censes (pl. specify) 9 AMC for Camera for Laptop / Desktop 200 10 AMC for Foldable USB Headset 100 11 AMC for Headset with cradle 100 12 AMC for UC clients applications with audio and video con-ference 200 13 AMC for UC clients applications for Web conference 20 UC-FACILITY MANAGEMENT SERVICES 11 Onsite FM Charges for a period of 3 year – Onsite experienced Administrator who is trained and experi- 1 RFP for UC facility Page 46 of 46 enced on Unified communication maintenance, scheduling of con-ferences, reporting etc. 12 Onsite FM Charges for a period of 2 years – After warranty pe-riod Onsite experi-enced Administrator who is trained and experienced on Uni-fied communication maintenance, scheduling of con-ferences, reporting etc.. 1 Bank will consider the unit costs for both product and services for any additional requirement during the contract period. 54 Annexure J (Summary of Indicative Prices) Sl No. Annexures Total (Rs) 1 Annexure – H Indicative price for UC System 2 Annexure – I Indicative price for UC services TOTAL TCO 55 Annexure K (Reverse Auction Process) RFP for Bank’s Unified Communication project Reverse Auction through E-Procurement The detailed procedure for Reverse Auction to be followed in the RFP for Bank’s Unified communication project is given below: RFP for UC facility Page 47 of 47 The response to the present tender will be submitted by way of submitting the Technical offer & Indicative Commercial offers in separate in sealed covers. The technical details with the relevant information /documents/acceptance of all terms and conditions strictly as described in this tender document will have to be submitted by the Vendors. The Indicative commercial bids submitted by the ven-dors who are short listed in the technical bid evaluation process will be opened and those vendors will be invited to participate in the online Reverse Auction to be conducted by the company selected by the Bank. Vendors who are short listed from Technical evaluation will be trained by the Reverse Auction Company for this purpose, and they will have to abide by the E-business rules framed by the Bank in consultation with Reverse Auction Service provider. The e-business rules are fur-nished hereunder in this document. Further, please note that the vendor(s) who do not qualify in the technical bid processes will not be considered for participation in Reverse Auction. BUSINESS RULES FOR REVERSE AUCTION APPLICABILITY: Reverse Auctions are carried out under the framework of rules that are called Business Rules. All vendors participating in Reverse Auction shall understand/accept and give an undertaking for compliance with the same to the Bank in the prescribed format Annexure K-1. Any vendor not willing to submit such an undertaking shall be disqualified for fur-ther participation respecting the procurement in question. ELIGIBILITY: Only vendors who are technically qualified and who submit the prescribed under-taking to the Bank alone can participate in Reverse Auction relevant to the pro-curement for which RFP is floated. COMPLIANCE/CONFIRMATION FROM VENDORS: The vendors participating in Reverse Auction shall submit the following duly signed by the same Competent Authority who signs the offer documents in response to the RFP: • Acceptance of Business Rules for Reverse Auction and undertaking as per format in Annexure K-1. RFP for UC facility Page 48 of 48 • Agreement between service provider and vendor. (This format will be given by the service provider prior to announcement of Reverse Auction.) • Letter of authority authorizing the name/s of official/s to take part in Reverse Auction as per format in Annexure K-2. TRAINING: • The Bank will facilitate training for participation in Reverse Auction either on its own or through the service provider for the Reverse Auction. • Where necessary, the Bank/service provider may also conduct a ‘mock re-verse auction’ to familiarize the vendors with Reverse Auction process. • Any vendor/bidder not participating in training and/or ‘mock reverse auc-tion’ shall do so at his own risk and it shall not be open for him to make any complaint/grievance later. TOTAL COST OF OWNERSHIP (TCO): TCO refers to the aggregate amounts payable by the Bank for transfer of owner-ship. TCO shall encompass but not be limited to the following: • Cost of the equipment/product or services. • License fee (Corporate or user specific as defined in RFP) including OS/Data Base/Application licences). • All existing taxes (including sales tax/VAT, service tax etc.), duties and levies. • Installation and commissioning charges, if any. • The prices should include the comprehensive on site warranty main-tenance of the equipments covering all components, services, and visits to the concerned offices as specified in the RFP. • Annual Maintenance Charges for the period as specified in the RFP. • Transportation and Forwarding charges to respective sites. • Training costs for the product/service/equipment if and as defined in RFP. RFP for UC facility Page 49 of 49 • Service Level Agreement (SLA) costs as defined in RFP for applicable period. • Facility Management/infrastructure support costs as defined in RFP. • Insurance to cover the equipment for and from transit period till in-stallation. The TCO shall be arrived at after deducting ‘buy back’ costs involved and if/as de-fined in the RFP. TCO, however, shall not include variables of octroi and entry tax. These shall be paid as per actual and on production of receipts. However, no penalties respecting octroi or entry tax shall be paid by the Bank and the vendor shall bear such ex-penses. DATE/TIME FOR TRAINING: • The Venue, Date, Time etc. for training in Reverse Auction shall be advised at the appropriate time. • The Bank shall Endeavour to fix such Date/Time at mutual convenience to the vendor/s, service provider and the Bank. • No request for postponement/fixing of Training Date/Time shall be enter-tained which in the sole view and discretion of the Bank might result in any avoidable delay to either the Reverse Auction or the whole process of selec-tion of vendor. DATE/TIME OF REVERSE AUCTION: The Date and Time of commencement of Reverse Auction as also Duration of ‘Re-verse Auction Time’ shall be communicated at least 7 working Days prior to such auction Date. Any force majeure or other condition leading to postponement of auction shall en-title the Bank to postponement of auction even after communication, but, the Bank shall be obliged to communicate to all participating vendors the ‘postpone-ment’ prior to commencement of such ‘Reverse Auction’. CONDUCT OF REVERSE AUCTION: RFP for UC facility Page 50 of 50 The Reverse Auction shall be conducted on a specific web portal meant for this purpose. The Reverse Auction may be conducted by the Bank itself or through a service pro-vider specifically identified/appointed/empanelled by the Bank. SERVICE PROVIDER’S ROLE & RESPONSIBILITIES: In all Reverse Auctions conducted by the Bank through a Service Provider, the Bank shall enter into a separate agreement clearly detailing the role and responsibilities of the service provider hosting the web portal for the Reverse Auction. For creating necessary obligations and rights, the service provider will also enter into an agreement with each vendor as per a format designed by him for this pur-pose. The Bank shall resolve any points/issues concerning such agreement of ven-dor and service provider. While a Service Level Agreement (SLA) by the bank with the service provider is an arrangement for smooth and fair conduct of the Reverse Auction, the Bank shall be directly responsible to vendors for fair and transparent conduct of Reverse Auc-tion. The service provider at the end of each Reverse Auction shall provide the bank with all details of the bids and reports of reverse auction. The service provider shall also archive the data pertaining to the Reverse Auction for a minimum period of 3 years. TRAINING AND AUCTION: • Service provider / auctioneer is responsible for conduct of adequate training to all technically qualified bidders representing the reverse auction and bid-ding process. • Each vendor / bidder shall participate in the training at his / their own cost. • Wherever it is considered necessary and asked by the bidders or as decided by the auctioneer or by Bank a mock auction may also be conducted for the benefit of all concerned. • Authorized representatives of the bidders named in the authorization letter given by the vendor (Exhibit-B) shall be given unique user name, password by the service provider / auctioneer. RFP for UC facility Page 51 of 51 • Each bidder shall change the password and edit the information in the regis-tration page after receipt of initial password. • All the bids made from the log-in ID given to bidder shall ipso-facto be con-sidered bid made by the vendor / bidder to whom log-in ID and password were assigned by the service provider / auctioneer. • Any bid once made through registered log-in ID / password by the vendor / bidder cannot be cancelled. The bidder, in other words, is bound to sell the “Offering” as per the RFP at the bid price of TCO. • Every successive bid by the bidder / vendor being detrimental bidding shall replace the earlier bid automatically and the final bid as per the time and log-in ID shall prevail over the earlier bids. • The Bank shall conduct the reverse auction as per the Standard English re-verse auction, that is, no two bids can have identical price from two differ-ent vendors. In other words, there shall never be a “Tie” in bids. PROXY BID: • A proxy bid is one where vendor can submit the lowest bid amount by him in strict confidence to the system directly. This obviates the need for him par-ticipating in the bidding process until the proxy bid amount is decrementally reached by other bidders. • When proxy bid amount is reached, the vendor has an option to revise the proxy bid amount or he can prefer to start participating in bidding process. • Since it is an English auction with no ties, two vendors submitting identical proxy bid amount and succeeding in auction simultaneously does not arise. • During training, the issue of proxy bidding will be clarified in detail by the service provider. TRANSPARENCY IN BIDS: All bidders will be able to view during the auction time the current lowest price in portal. Bidder shall be able to view not only the lowest bid but also the last bid made by him at any point of time during the auction time. MASKING OF NAMES: RFP for UC facility Page 52 of 52 Names of bidders/ vendors shall be anonymously masked in the Reverse Auction process and vendors will be given suitable dummy names. After completion of Reverse Auction, the service provider / auctioneer shall submit a report to the Bank with all details of bid and the original names of the bidders as also the L1 bidder with his / their original names. START PRICE: Bank shall determine the start price either on its own or through asking for infor-mation of price band on TCO from each vendor at appropriate time during or at the conclusion of technical evaluation. Based on the price band so informed by vendors, Bank would determine the start price for reverse auction. DECREMENTAL BID VALUE The vendors shall be able to bid only at a specified decrement value and not at any other fractions. The Bid decrement value shall be Rs 7500/- or 0.25% of the Start price of the Reverse Auction, whichever is higher. The bid decrement value shall be rounded off to the nearest thousands of rupees. For the sake of convenience of vendors, the web portal shall display the next pos-sible decremented value of bid. It is not, however, obligatory on the part of ven-dors to bid at the next immediate lower level only. (That is, bids can be even at 2 or 3 lower levels than the immediate lower level.) COPY OF BUSINESS RULES The Bank shall supply copy of the Business rules to any vendors / bidders, wishing to participate in the reverse auction. Such request shall be made in writing to the Bank by an authorized representative of the vendor. • The Bank shall also handover a copy of the Business Rules with a cov-ering letter duly signed by an authorized signatory of the Bank. • For any dispute concerning the Business Rules, the hard copy of Busi-ness Rules supplied by the Bank for the reference of reverse auction process will alone be considered final and bidding. SPLITTING OF ORDERS: RFP for UC facility Page 53 of 53 If any RFP specifically authorizes splitting of orders for the sake of reducing dependency on single source of supply or provision of service, Bank is en-titled to split the order in the order and as provided in RFP. While splitting the order, Bank shall specify the maximum quantum for L1, L2 etc. in RFP. In case L2 vendor is not willing to supply at L1 price, Bank shall call L3, L4 etc. in order to arrive at the split quantum to be awarded. The Bank shall also be entitled to award the contract to L2, L3 or L4 etc. bidders in the event of L1 bidder backing out to honour the commitment, or for that matter not in a position to supply the offering as per RFP. REVERSE AUCTION PROCESS: In order to reduce the time involved in the procurement process, Bank shall be en-titled to complete the entire procurement process through a single Reverse Auc-tion. For this purpose, Bank shall do all it can to award the contract to L1 bidder or in the circumstances where awarding of contract may have to be done to the L2, L3 bidder as provided for in the RFP. The Bank shall however, be entitled to cancel the procurement of Reverse Auction process, if in its view procurement or reverse auction process cannot be conducted in a fair manner and / or in the interest of the Bank. The successful vendor shall be obliged to provide a Bill of Material at the last bid price at the close of auction. EXPENDITURE ON REVERSE AUCTION: All expenses of reverse auction shall be borne by the Bank. Vendors, however, shall attend the training or mock auction at their own cost. CHANGES IN BUSINESS RULES: Any change in Business Rules as may become emergent and based on the experi-ence gained shall be made only by a Committee of senior / top executives of the Bank. • Any / all changes made in Business Rules shall be uploaded in the Website immediately. • If any reverse auction process has commenced and a change is made in Business Rules, it shall be informed immediately to each vendor/ RFP for UC facility Page 54 of 54 bidder and his concurrence to / acceptance of the change shall be obtained in writing by the Bank. DON’TS APPLICABLE TO THE BIDDER/VENDOR: • No vendor shall involve himself / itself or any of his / its representatives in any price manipulation directly or indirectly with other bidders. If any such practice comes to the notice, Bank shall disqualify the vendor / bidders con-cerned from the reverse auction process. • Bidder shall not disclose details of his bids or any other details concerning Reverse Auction process of the Bank to any other third party without spe-cific permission in writing from the Bank. • Neither Bank nor service provider / auctioneer can be held responsible for consequential damages such as no power supply, system problem, inability to use the system, loss of electronic information, power interruptions, UPS failure, etc. (Bank shall, however, entertain any such issues of interruptions, problems with open mind and fair degree of transparency in the process be-fore deciding to stop or extend the auction.) GRIEVANCES REDRESSAL: • Any aggrieved vendor / bidder through Reverse Auction process can make complaint in writing within 48 hours of the Reverse Auction to the Chief Compliance Officer of the Bank. • The Chief Compliance Officer along with the Chief Law Officer of the bank and Chief of Audit Dept. shall give personal hearing to the aggrieved bidder / vendor and decide upon the complaint / grievance. • Decision of the Grievance Redressal Committee shall be binding on the Bank as well as on all vendors participating in the Reverse Auction. ERRORS AND OMISSIONS: On any issue or area of material concern respecting Reverse Auction not specifi-cally dealt with in these Business Rules, the decision of the bank shall be final and binding on all concerned. ******************************* RFP for UC facility Page 55 of 55 Annexure K-1 COMPLIANCE STATEMENT (To be submitted by all the vendors participating in Reverse Auction) To, Union Bank of India Technology Centre, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Powai, Mumbai – 400 072 DECLARATION We ______________________(name of the company) hereby confirm having submitted our bid for participating in Bank’s RFP dated _________ for procure-ment of ____________. We also confirm having read the terms of RFP as well as the Business Rules re-lating to the Reverse Auction for this RFP process. We hereby undertake and agree to abide by all the terms and conditions stipu-lated by Union Bank of India in the RFP document including all annexures and the Business Rules for Reverse Auction. We shall participate in the on-line auction conducted by _______________ Ltd. (Auction Company) and submit our commercial bid. We shall also abide by the procedures prescribed for online auction by the auction company. We, hereby confirm that we will honour the Bids placed by us during the auc-tion process, failing which we shall forfeit the EMD. We also understand that the bank may debar us from participating in future tenders. We confirm having nominated Mr ________________, designated as ______________ of our company to participate in the Reverse Auction on behalf of the company. We undertake that the company shall be bound by the bids made by him in Reverse Auction. We undertake to submit the confirmation of last bid price by us to the auction company/Bank within 48 working hours of the completion of event. We also undertake to submit the Bill of Materials for the TCO (Total Cost of Ownership) in terms of RFP. Signature with company seal Name – RFP for UC facility Page 56 of 56 Company / Organization – Designation within Company / Organization – Address of Company / Organization – Date: Name of Authorised Representative: _______________________ Signature of Authorised Representative: ____________________ Verified above signature Competent Authority Signature : ___________________________ Date: _________________ Annexure K-2 Letter of Authority for participation in Reverse Auction To, Union Bank of India Technology Centre, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Powai, Mumbai – 400 072 We ______________________(name of the company) have submitted our bid for participating in Bank’s RFP dated _________ for procurement of ____________. We also confirm having read and understood the terms of RFP as well as the Business Rules relating to the Reverse Auction for this RFP process. As per the terms of RFP and Business rules, we nominate Mr. ______________, designated as ______________ of our company to participate in the Reverse Auction. We accordingly authorize Bank and / or the Auction Company to issue user ID and password to the above named official of the company. Both Bank and the auction company shall contact the above named official for any and all matters relating to the Reverse Auction. We, hereby confirm that we will honour the Bids placed by Mr. __________ on behalf of the company in the auction process, failing which we will forfeit the EMD. We agree and understand that the bank may debar us from participating in future tenders for any such failure on our part. RFP for UC facility Page 57 of 57 Signature with company seal Name – Company / Organization – Designation within Company / Organization – Address of Company / Organization – Date : Name of Authorised Representative: ______________________ Designation of Authorised Representative : _________________ Signature of Authorised Representative: ___________________ Verified by : _________________________________________ Signature of Verifying Authority: _______________________ Date: ________________ 56 Format of Bank Guarantee (To be valid for a period of 6 months from last day of RFP submission) To, Union Bank of India Technology Centre, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Powai, Mumbai – 400 072 Dear Sirs, In response to your invitation to respond to your RFP for ------------------------------------------------------------------------------------- M/s __________________ having their regis-tered office at _____________ (hereinafter called the ‘Vendor’) wish to respond to the said Request for Proposal (RFP) for self and other associated vendors and submit the proposal for the design, engineering, supply, installation, commissioning, testing and integration of Unified Communication equipment and to provide facility manage-ment etc., as detailed in the RFP document. Whereas the ‘Vendor’ has submitted the proposal in response to RFP, we, the ____________ Bank having our head office ________________ hereby irrevocably guarantee an amount of Rs. xx.00 Lacs (Rupees xxxx Lac only) as bid security as re-quired to be submitted by the ‘Vendor’ as a condition for participation in the said process of RFP. The Bid security for which this guarantee is given is liable to be enforced/ invoked: If the Vendor withdraws his proposal during the period of the proposal validity; or If the Vendor, having been notified of the acceptance of its proposal by the Bank dur-ing the period of the validity of the proposal fails or refuses to enter into the contract in accordance with the Terms and Conditions of the RFP or the terms and conditions mutually agreed subsequently. We undertake to pay immediately on demand to Union Bank of India the said amount of Rupees xxxx Lacs without any reservation, protest, demur, or recourse. The said RFP for UC facility guarantee is liable to be invoked/ enforced on the happening of the contingencies as mentioned above and also in the RFP document and we shall pay the amount on any Demand made by Union Bank of India which shall be conclusive and binding on us irre-spective of any dispute or difference raised by the vendor. Notwithstanding anything contained herein: Our liability under this Bank guarantee shall not exceed Rs.xx.00 Lacs (Rupees xxxx lacs only). This Bank guarantee will be valid up to __________________; and We are liable to pay the guarantee amount or any part thereof under this Bank guar-antee only upon service of a written claim or demand by you on or before ________________. In witness whereof the Bank, through the authorized officer has sets its hand and stamp on this _______________ day of __________________ at _________________. Page 59 of 59 Sector : Banking, Finance & Insurance State : Maharashtra For further Information Contact: Name : Union Bank E-Mail : narendra@unionbankofindia.com Phone Office : 022-25710446 |
