RESERVE BANK OF INDIA

ESTATE DEPARTMENT
BHOPAL

Notice for Request for proposal (RFP)

Sealed RFP documents in two parts (in duplicate) are invited for “Design, Supply, Installation
Testing & Commissioning (DSITC) Of Digital Conference System (DCS) For Board Room
And New Training Hall At Reserve Bank of India (RBI) Bhopal
1.1 Name of the work:
Design, Supply, Installation Testing & Commissioning (DSITC) Of Digital Conference
System (DCS) For Board Room And New Training Hall At Reserve Bank Of India (RBI)
Bhopal
1.1.1 Eligibility criteria:
(a) Reserve Bank of India, Estate Department, Bhopal (Referred as The Bank subsequently)
invites sealed Bids From original equipment manufacturers (OEM) or their authorized
dealers having recommendation from OEMs for participating in the bid and following below
mentioned criteria:
i. Only those firms who have experience of minimum 5 years (from the date of
publishing the tender notice) in the field of undertaking similar works i.e. Digital
Conferencing system in commercial places shall be considered eligible for tendering
for the work.
ii. Only those distributers/authorized dealers/firms who have successfully executed and
completed, during last 5 years (form the date of publishing the tender notice), other
similar works individually costing as under shall be considered eligible.
a) Three similar works each costing not less than 11.4 Lakh shall be considered as
"eligible" works.
OR
b) Two similar works each costing not less than 14.25 Lakh shall be considered as
"eligible" works.
OR
c) One similar work costing not less than 22.8 Lakh shall be considered as "eligible"
work.
iii. Only those distributers/authorized dealers/firms who have a minimum yearly turnover
of 28.50 Lakh during last 3 completed financial years shall be considered eligible for
tendering for the work
(b) Only those distributers/authorized dealers/firms who have a service set up in and having the
service setup at Bhopal or Nearest Metro city
1.2 Important Information

a Estimate cost of the work Rs.28.50 Lakh

b Bid security amount / EMD Rs.57,000/- (Rs. Fifty seven thousand only)
along with the Technical bid.

c The Bid Security shall be in form of a BHOPAL

Demand Draft in favour of Reserve Bank of
India payable at
d Cost of RFP document either in cash or in Rs.1000/-per set
form of Demand Draft as state above
e Date and place of issue of RFP documents RBI, Estate Department, BHOPAL From
from office and downloaded to RBI website August 21, 2017 to September 11, 2017
www.rbi.org.in during office hours Monday to Friday.
f Date and place of Pre-bid meeting 11:00 AM on September 14, 2017 at 5th
Floor Estate Department, RBI BHOPAL
g Last date and place of submission of September 26, 2017 up to 12:00 Hrs.
completed Bid
h Date & time of opening of Technical Bids September 26, 2017 at 15:00 Hrs.

i Date & time of opening of Financial Bids Shall be intimated to all bidders later after
scrutiny of technical bids
j Commencement Date From 10th day of date of issue of work order,

k Defects Liability Period (DLP) One year from the date of completion of the
work
l Retention Money Performance Bank Guarantee (Clause 3.11)
m Liquidated Damages Rs.1018/- per Day for the delay subject to
maximum 10% of the contract amount.
n Payment condition Refer clause 3.6

o Validity of the tender 90 days from the date of opening of technical

bid
p All disputes arising shall be subject to the BHOPAL
jurisdiction
q Time for Completion 45 days from the 10th date of issue of work
order

Regional Director
 REQUEST FOR PROPOSAL(RFP)

DESIGN SUPPLY INSTALLATION TESTING & COMMISSIONING (DSITC) OF

DIGITAL CONFERENCE SYSTEM (DCS) FOR BOARD ROOM AND NEW TRAINING
HALL AT RESERVE BANK OF INDIA (RBI) BHOPAL

Technical Bid

Last date of submission: - September 26, 2017 up to 12:00 Hrs

 Index

Section Details Page No

Section I Notice Inviting Bids 4

Section II Instructions to Bidders 6

Section III Special Condition of the 11

contract

Section IV Details of Bidders 16

Section V Requirement of the Bank 17

Section VI Detail of system 19

Section VII FORMAT FOR ARTICLES OF 21

AGREEMENT

Section VIII Proforma For Bank Guarantee 24

In Lieu Of Earnest Money
Deposit

Section IX Proforma of Performance Bank 26

Guarantee

Section X Proforma of Client certificate 31

Section XI Proforma of Bankers certificate 33

Section XII Format of financial bid 34

Total 37 pages

2
Disclaimer

Reserve Bank of India (RBI), Estate Department, Bhopal, has prepared

this RFP document. The information is provided to prospective Bidders,
who have been found eligible to bid for Design, Supply, Installation
Testing & Commissioning (DSITC) for Reserve Bank of India at Bhopal for
which this RFP has been issued, as per the terms and conditions set out in this
RFP and any other terms and conditions related to such information.

This RFP is neither an agreement, nor invitation to perform work of any kind to
any party.

The purpose of this RFP is to provide requirement of the Bank to all interested
parties for submitting their bid. While RBI has taken due care in the preparation
of the information contained herein,

RBI does not claim that the information is exhaustive. Respondents to this RFP
are required to make their own inquiries and they did not rely solely on the
information in RFP. RBI is not responsible if no due diligence is performed by the
Respondents.

Reserve Bank of India reserves the right not to proceed with procurement, to
alter the time-table reflected in this document or to change the process or
procedure to be applied. It also reserves the right to decline to discuss the
procurement further with any respondent.

No reimbursement of cost of any type or on any account will be paid to persons or

entities submitting their Bid.

3
SECTION –I: Notice Inviting Bids

1.1 Name of the work:

Design, Supply, Installation Testing & Commissioning (DSITC) Of Digital

Conference System (DCS) For Board Room And New Training Hall At
Reserve Bank Of India (RBI) Bhopal

1.1.1 Eligibility criteria:

(a) Reserve Bank of India, Estate Department, Bhopal (Referred as The Bank
subsequently) invites sealed Bids From original equipment manufacturers (OEM) or
their authorized dealers having recommendation from OEMs for participating in the
bid and following below mentioned criteria:
i. Only those firms who have experience of minimum 5 years (from the date of
publishing the tender notice) in the field of undertaking similar works i.e.
Digital conferencing system in commercial places shall be considered
eligible for tendering for the work.
ii. Only those distributers/authorized dealers/firms who have successfully
executed and completed, during last 5 years (form the date of publishing the
tender notice), other similar works individually costing as under shall be
considered eligible.
a) Three similar works each costing not less than 11.4 Lakh shall be
considered as "eligible" works.
OR
b) Two similar works each costing not less than 14.25 Lakh shall be
considered as "eligible" works.
OR
c) One similar work costing not less than 22.8 Lakh shall be considered as
"eligible" work.
iii. Only those distributers/authorized dealers/firms who have a minimum yearly
turnover of 28.5 Lakh during last 3 completed financial years shall be
considered eligible for tendering for the work
Only those distributers/authorized dealers/firms who have a service set up in and having
(b) the service setup at Bhopal or Nearest Metro city
1.2 Important Information

a Estimate cost of the work Rs.28.50 Lakh

b Bid security amount / EMD Rs.57,000/- (Rs. Fifty seven thousand

only) along with the Technical bid.

c The Bid Security shall be in form of a

Demand Draft in favour of Reserve BHOPAL
Bank of India payable at
d Cost of RFP document either in cash or

4
 in form of Demand Draft as state
above
e Date and place of issue of RFP
documents from office and downloaded
to RBI website www.rbi.org.in
f Date and place of Pre-bid meeting
g Last date and place of submission of
completed Bid
Rs.1000/-per set
RBI, Estate Department, BHOPAL From
August 21, 2017 to September 11,
2017 during office hours Monday to
Friday.
11:00 AM on September 14, 2017 at
5th Floor Estate Department, RBI
BHOPAL
September 26, 2017 up to 12:00 Hrs.

h Date & time of opening of Technical September 26, 2017 at 15:00 Hrs.
Bids

i Date & time of opening of Financial Shall be intimated to all bidders later
Bids after scrutiny of technical bids
j Commencement Date From 10th day of date of issue of work
order,

k Defects Liability Period(DLP) One year from the date of completion of

the work

l Retention Money Performance Bank Guarantee (Clause

3.11)
m Liquidated Damages Rs.1018/- per Day for the delay subject
to maximum 10 % of the contract
amount.

n Payment condition Refer clause 3.6

o Validity of the tender 90 days from the date of opening of

technical bid
p All disputes arising shall be subject to BHOPAL
the jurisdiction
q Time for Completion 45 days from the 10th date of issue of
work order

5
 Section II: Instructions to Bidders

2.1 Reserve Bank of India, Estate Department, BHOPAL invites sealed Bids from
the eligible tenders as mentioned at clause 1.1.1. Eligible Bidders to submit a
technical and financial bid as per the Special Condition (Section III) and
Bank’s requirement (Section V) in this document.

2.2 RFP Document:

2.2.1 RFP shall consist of documents having ten Sections along with any schedules,
addendum or corrigendum etc issued by Reserve Bank of India for the
purpose.

2.2.2 Bidders are advised to study the all sections (Ten) of RFP documents
thoroughly. Submission of bid shall be deemed to have been done after careful
study and examination of the tender documents with full understanding of its
implications.

2.3 Obtaining of RFP documents:

(a) The RFP documents can be obtained by paying or making Demand Draft for an
amount mentioned at clause 1.2(d) from Estate Department during office
hours on any working day from the scheduled time and date as referred to in
Clause No. 1.2(e)

(b) The tender document can be downloaded from website http://www.rbi.org.in

(c) Interested parties, if they so desire, may contact the Estate Department
officials on the phone /fax/e-mail indicated in Clause no. 1.2(r)

2.4 Pre-bid Meeting

Reserve Bank of India shall conduct pre-bid meeting(s) at the time and venue
mentioned in clause 1.2(f) of Notice Inviting Bid, to answer any queries /
provide clarifications that the Bidders may have in connection with the Project
and to give them relevant information regarding the same. The representative
of all bidder must attend the Pre-bid meeting on the date/place, otherwise the
RFP may not be considered further.

2.5 Amendment to RFP Document

At any time prior to the deadline for the submission of Bids, Reserve Bank of
2.5.1 India may, for any reason, whether at its own initiative or in response to a
clarification or query raised by a prospective Bidder, modify the RFP by an
amendment.

2.5.2 The said amendment in the form of the addendum/ corrigendum will be sent to
all prospective Bidders to whom, the RFP has been sent on or before the last
date mentioned in Clause 1.2 (g) of Notice Inviting Bid. This communication
will be in writing by mail or fax and the same shall be binding on the Bidders.
Prospective Bidders should promptly acknowledge receipt of the addendum/
corrigendum by fax or mail/courier to Reserve Bank of India. The addendum
(s) issued will form part of the RFP documents.

6
2.5.3 In order to afford prospective Bidders reasonable time for preparing their Bids
after taking into account such amendments, the Reserve Bank of India may, at
its discretion, extend the deadline for the submission of Bids.

Preparation of bid
2.6
Technical bid (Section I To IX)
2.6.1
Sections I to IX are the part of technical bid. All the section must sign by the
(i)
bidders.
Bidder must fill all the details specified in the Section VII and attached the
(ii)
leaflet /brochure of product.
EMD shall be part of technical bid the amount of EMD is indicated in clause
(iii)
1.2(b)

The RFP documents must be filled in English and all entries must be made by
(iv)
hand and written in ink. If any of the documents is missing or unsigned, the
tender may be considered invalid by the Bank at its discretion.
2.6.2 Financial Bid : (Refer section X)

(i) Currency of Bid: Bid prices shall be quoted in Indian Rupees only. These
prices should include all costs associated with the work including any out of
pocket / mobilization expenses, all taxes,
Firm has to quote for all comprehensive maintenance contract excluding
Goods and services tax. Please see clause 3.5.3
(ii) Any correction in the amount should be authenticated by the bidder.
(iii) The price should be quoted strictly in line with the price schedule leaving no
column blank whatsoever to avoid any ambiguity.
(iv) The bidder should ensure that all columns of the price schedule may be duly
filled and no column is left blank. After opening of the price bid, no
clarifications whatsoever shall be entertained by the RBI.
(v) If any columns of the price schedule are found blank than the tender of the
respective bidders shall be treated as non-responsive, and will be summarily
rejected by the RBI and further EMD shall be forfeited. However, Bank may
also take the review in this matter as per clause 3.1.2(g) if required.
It will be imperative on each bidder to fully acquaint himself with all the local
2.6.3
conditions and factors, which would have any effect on the performance of the
contract and cost of the items. No request for the change of price or time
schedule of delivery of items shall be entertained, on account of any local
condition or factor once the offer is accepted by the Bidders.

Period of Validity of Bids

2.7
Bids shall remain valid for acceptance by RBI for the period indicated in clause
1.2.(o) This period will be further mutually extended, if required.
2.8 Earnest Money Deposit (EMD) / Bid security :
2.8.1 The Bidders shall enclose Bid Security (in form of DD) / Bank Guarantee with
their Bid for an amount indicated in Clause 1.2 (b) of Notice Inviting Bid.
Format of Bank Guarantee in lieu of EMD is at Section IX. The Bank Guarantee
should be valid for one year from the date issue of tender.
2.8.2 The Bid Security shall be in form of a Demand Draft in favour of Reserve Bank

7
 of India payable at {as per clause 1.2(c)} and shall be submitted in a separate
envelope super scribed “Bid Security for “ (as mentioned in clause of 1.1)
“. No interest on Bid Security shall be paid.
2.8.3 Bids not accompanied by Bid Security, shall be treated as non-
responsive, and will be summarily rejected by the RBI.
2.8.4 The Bid securities of unsuccessful Bidders shall be discharged/ returned by RBI
after award of work to successful bidder.
2.9.5 The Bid Security of the Successful Bidder shall be returned upon the Bidder
after completion of the work.
2.9 The Bid Security shall be forfeited under following circumstances:

(i) Made misleading or false representations in the forms, statements and

attachments submitted, suppressed any material information, details of any
legal proceedings pending in the court which might otherwise would have
created any impact on the eligibility criteria; or
(ii) Bidder left bank the column of the financial bid
(iii) if a Bidder withdraws his Bid during the period of Bid Validity, or
(iv) The Bidder has been blacklisted by any government agency and the blacklist is
still in force.
(v) In the case of the Successful Bidder, if he fails to complete the work within the
prescribed time limit.
2.10 Procedure for Submission of Bids
It is proposed to have a Two-Cover System for this tender
2.10.1 Technical Bid (Envelop 1) consist of following items

(a) Technical Bid (Section I to Section IX) in one cover superscribing “ (Technical
bid and name of work as mentioned in clause of 1.1)” and date of
opening”. Please note that prices should not be indicated in the Technical Bid.
(b) Documentary proof of Pre-qualification by those tenderers who downloaded the
tender documents from the website
(c) EMD shall be part of Technical bid & shall be submitted in a separate envelope
super scribed “Bid Security for ( as mentioned in clause of 1.1) “
(d) The cost of tender/DD in form of demand draft in separate envelope.
2.10.2 Financial Bid (Envelop 2)
Financial Bid (Section X) in one cover superscribing “(Financial bid and
name of the work as mentioned in clause of 1.1)”.
2.10.3 Both envelops (1 & 2) i.e. technical and financial bid are to be kept in single
sealed cover superscribed with RFP for (as mentioned in clause 1.1).
2.10.4 All the covers should also indicate clearly the name and address of the
Bidder.
2.10.5 If on opening the single sealed cover, it is discovered that the Technical Bid
and Financial Bid have not been put in separate cover, the Bid will be liable to
be rejected.
2.10.6 After opening the technical bid, If it is found that any bidder put EMD in
envelop of financial bid inadvertently. Bank may ask to submit a fresh EMD as
per the clause 2.8 within the specified time ( as decided by the Bank) and this
EMD will be returned after old EMD is found/recovered during opening of
financial bid. If no EMD is found in financial bid the Bank will reject the

8
 bid/tender of bidder and forfeit the fresh submitted EMD. If bidder fails to
submit the fresh EMD in specified time period, the Bid will be liable to be
rejected also.
2.11 No conditional/optional quote shall be accepted.
2.12 Bidders shall not be permitted to alter or modify their bids after receipt of bids.
2.12 Those who have downloaded the tender/RFP is required to submit the
2.13 Receipt of Bids
The sealed bids will be accepted till the schedule time and date as referred to
in refer clause 1.2(g). Alternatively, the bids may be sent by Registered
Post/Speed Post/ Courier addressed to the Regional Director as to reach him
before the scheduled last day and time. The bids received thereafter shall
not be entertained.
2.14 Opening of Technical Bid
The Technical bids will be opened on the scheduled time and date as referred
to in clause 1.2(h) at Estate Department, RBI. The bidders or their authorized
representatives may be present, if they so desire.
2.15 Scrutiny of Technical Bid
2.15.1 The Technical bid shall be evaluated as per the procedure indicated in special
condition of contract (section III).
2.15.2 After evaluation of the Technical bids, the short-listed Bidders will be intimated
to all the bidders. The decision of the Committee on technical suitability of the
offer shall be final and shall not be open for discussion.

2.16 Opening of Financial Bid

The financial bids of the short-listed Bidders will be opened later and such
short-listed bidders will be intimated about the date and time accordingly. The
short-listed bidders or their authorized representatives may present, if they so
desire.
2.17 Scrutiny of Financial Bid
The Financial bid shall be evaluated as per the procedure indicated in special
condition of contract (section III). Accordingly, Lowest bidder (L1) shall be
declared.
2.18 Bank has Right to vary quantities at the time of placement of Supply
Order/signing of Contract or split the order among the selected Bidders.
2.19 Employer’s right to accept any Bid and to reject any or all Bids
Notwithstanding anything mentioned above, RBI reserves the right to accept
or reject any Bid at any time prior to award of Contract without thereby
incurring any liability to the affected Bidder or Bidders. The Employer shall not
assign any reason for rejection of any or all Bids.
RBI reserves the right to cancel/annul the selection process, at any stage prior
to the award of the Contract on account of the following:
(a) in case no Bid is received
(b) occurrence of any event due to which it is not possible to proceed with the
selection process
(c) an evidence of a possible collaboration/mischief on part of Bidders, impacting
the competition and transparency of the selection process,

(d) any other reason, which in the opinion of the Employer necessitates the

9
 cancellation of the selection process
(e) On occurrence of any such event, RBI shall notify all the Bidders within 7 days
or any reasonable time of such decision. RBI shall also promptly return the Bid
Security submitted by the Bidders within 15 days or any reasonable time of
issue of such notice. RBI is not obligated to provide any reason or clarification
to any Bidder on this account. Liability of the RBI under this clause is restricted
to returning the Bid Security and no other reimbursements of costs/ expenses
of any type shall be made by the Employer on this account.

(f) The Employer further reserves the right to re-tender the process or get the
work done by a Government agency or Quasi Government agency if the
Employer is of the opinion that the bids received are not economically or
otherwise feasible or not acceptable due to reasons in sub clauses (a) to (d)
above.

2.20 Disputes
All disputes arising shall be subject to the jurisdiction of the appropriate court
as indicated in Clause 1.2 and will be governed by the Laws of India.

Place: (Signature of the bidder with stamp)

Date: (Name)

10
 Section III: Special Condition of the contract

3.1. Evaluation of Bid

Bidders are advised to come with delegate units (one unit only) at
the time of pre bid meeting for selection. If bidders not able get the
physical unit, they may submit colour image / photo of the unit. However,
they have to submit the physical unit after opening of the technical bid for
evaluation, in specified time period as stated by the Bank.
3.1.1 Technical Bid :
RBI would examine and evaluate responsive technical Bids, as per the
proposal submitted by the bidders (format of Technical bid Section VI) in line
of Bank’s requirement mentioned at section V. All the qualify bidders are
liable for opening of financial bid. After evaluation of the Technical bids, the
short-listed Bidders will be intimated.
3.1.2 Financial Bid :
(a) Financial bid will be evaluated on the basis of capital cost of the system,
buyback amount of existing conference system and taking into account the
effect of rates quoted for comprehensive service contract for a period of 7
years after the expiry of one year of defect liability period.
(b) If, in the price structure quoted by a tenderer, there is discrepancy between
the unit price and the total price (which is obtained by multiplying the unit
price by the quantity), the unit price shall prevail and the total price
corrected accordingly, unless RBI feels that the tenderer has made a mistake
in placing the decimal point in the unit price, in which case the total price as
quoted shall prevail over the unit price and the unit price corrected
accordingly.
(c) If there is an error in a total price, which has been worked out through
addition and / or subtraction of subtotals, the subtotals shall prevail and the
total corrected; and
(d) If there is a discrepancy between the amount expressed in words and
figures, the amount in words shall prevail, subject to sub clause ‘b’ and ‘c’
above.
(e) In case of any item rate are not filled / found blank. Bank shall take highest
quoted rates among the bidders for evaluation for such item rates. However,
lowest quoted rates shall be payable to bidder for such item, in case the
bidder is declared L1 bidder.
(f) If there is any arithmetical error in totaling of individual items, the correct
total shall be computed by the Owner and the same shall govern.
(g) Financial bid shall be evaluated on the basis of the Net Present Value (NPV)
of owning the Digital Conference System having 8 years of useful service
life. The said NPV shall comprise of
Cost of DCS Say (A)

Buyback cost of existing conference system Say (B)

Cost of the Annual Maintenance : Say (C)
NPV of comprehensive annual maintenance
Service contract charges for the period of 7
years after 1 year defect liability period shall be
calculated assuming 5% increase in contract
amount every year after first year of AMC, half

11
 yearly payment and with a discount rate of 8%.
Thus, the Multiplying Factor (MF) for working out
NPV of AMC for 7 years after (1year DLP) shall
be 5.63
Net Present Value of the work{ (A- Say (D)
B)+(C*5.63)}

The work will be awarded for the lowest value of

(D) above. Which is treated “Successful
Bidder”

3.2 Execution of agreement

On receipt of intimation from the Bank of the acceptance of his tender, the
successful bidder shall be bound to sign the formal contract within fourteen
days thereof. The cost of necessary stamp paper (Rs.100) for execution of
the agreement shall be borne by the bidder/bidder. The format of article of
agreement is provided at Section VII.
3.3 Defects Liability Period
The Defects Liability Period shall be of one year from the date of issue of
taking over certificate.
The Bidder shall, at its own risk and cost, make good, any defects, complete
any left-over work as required by the Bank.
3.4 Liquidated Damages for Delays
In case the successful bidder is unable to achieve adhere to the project
timelines, the bidder will be charged liquidated damages at the rate {refer to
clause 1.2}
3.5 Annual Maintenance Contract (AMC) :
3.5.1 The system (all equipment, wires, racks & software) supplied shall be
guaranteed against all types of defects for a period of 1 year known as
defect liability period(DLP) from the date of handing over of the equipment
to the Bank after successful completion of acceptance testing. Any defects in
the system/sub-assemblies, found within the guarantee period as well as
further AMC Period, shall be rectified/ replaced by the bidders free of cost
during this period of servicing.

3.5.2 The entire system is required 8-year (including 1 year DLP)

comprehensive onsite maintenance support. The scope of
Comprehensive onsite maintenance support covers:
(i) Diagnose the faults & rectify the hardware/software faults detected.
(ii) Repair/replace the faulty units/parts etc of the equipment.
(iii) Carry out the periodic preventive maintenance at half yearly interval,
shall be carried out free of cost etc.
(iv) Upkeep & Upgrade the software to latest version periodically.
(V) If needed, we may call technicians/engineers for meeting time.
3.5.3 The Bidders shall also quote their charges separately for comprehensive
maintenance service excluding Goods and services tax after the expiry of
the one year defect liability period for consideration by the Bank. However at
the time of claim of bill of AMC bidder may charge service tax as actual. The
Bank shall pay Goods and services tax as actual on subsequent years.
These rates for the service contracts shall be applicable from the date of

12
 expiry of one year DLP and Annual Service Contract Amount shall be paid on
half yearly basis on rendering satisfactory service. Any fault in the system
shall be rectified within 48 hours of receipt of intimation of the defect in the
system during the defect liability and AMC period.
3.5.4 The service contract rate shall, therefore, take into account all the cost of
labour & material, including travel cost, boarding cost from the nearest
service station all taxes. There will be a penalty for any defect ( due to which
whole system is not working) in the system installed shall be computed as
per the following formula if the defect in the system is not rectified within the
period of 36 hours :

Y ={21.12 ln (z) - 25} X (Yearly AMC amount excluding tax) /100

1. Y Penalty amount

2. z Cumulative Number of days complaint ( including first

three days)

3. ln stands for natural logarithm

If any microphone & speakers are not working than penalty will be computed
as below
Penalty amount = Y X 5 X {number of defective units (microphone,&
speakers) }/100

3.5.5 The service contract shall be renewed for an additional period of at least 6
years after the initial contact period (one year of DLP+ one year of AMC).
While renewing the contract the new contract amount will be arrived at
based on following formula. The increase shall be considered only basic cost
of AMC without service tax. Service tax will be paid as per the
actual/applicable.
AC = AP [(15+25x(EPIC/EPIP)+60x(CPIC/CPIP)] / 100
Amount to payable = AC plus taxes as actual
AC The contract amount (basic amount without taxes) for the current year.
AP The contract amount (basic amount without taxes) for the previous year.
EPIC Wholesale Price Index for Electronics items 6 months prior to the
commencement date of contract for the current year.
EPIP Wholesale Price Index for Electronics items 6 months prior to the
commencement date of contract for the previous year.
CPIC Consumer Price Index for Industrial Workers (All India Average) 6 months
prior to the commencement date of contract for the current year.
CPIP Consumer Price Index for Industrial Workers (All India Average) 6 months
prior to the commencement date of contract for the previous year.
3.5.6 After 8 years of AMC, Bank and firm can mutually agree to carry out the AMC
for further years/ period and enhance in AMC amount will be given as per the
above formula for that period.
3.6 Payment Conditions:
(i) 50% of contract amount on the delivery of all materials as per BOQ.
(ii) Rest 50 % of the contract amount on the handing over the system in all

13
 respect i.e. satisfaction to Bank and submission of Performance Bank
Guarantee (PBG) as specified in clause 3.11. The format of PBG can be
seen at Section X.
(iii) Each payment is liable to deduct all taxes as per the state Law.
3.7 Force Majeure:
The Bidder shall not be liable for forfeiture of its EMD, liquidated damages or
termination for default, if the delay in performance or other failure to
perform its obligations under the contract is a result of an event of Force
Majeure. For purposes of the clause, “Force Majeure” means an event
beyond the control of the Bidder and not involving the Bidder’s fault or
negligence and not foreseeable. Such events may include wars or
revolutions, fires, floods, epidemics, quarantine restrictions, freight
embargoes etc. The Reserve bank of India will decide whether delay or
failure on the part of the bidder was the result of an event beyond his control
or not. The decision of the Reserve Bank of India in this regard should be
final and binding on the supplier and will not be open to question before any
court / forum in any proceedings.
3.8 Termination for Default
3.8.1 The Bank may without prejudice to any other remedy for breach of Contract,
by Seven Days (07) days written notice of default sent to the Bidder and
upon the Bidder’s failure and neglect to propose and/or execute any
corrective action to cure the default, terminate this Contract in whole or in
part:
(i) If the Bidder fails to deliver any or all of the items within the time period(s)
specified in the Contract; or
(ii) If the Bidder fails to perform any other obligation(s) under the Contract.
3.8.2 On termination of the Contract for default, the EMD/ Bank Guarantee of the
Bidder will be forfeited.
3.8.3 On termination of the Contract for default, action will be taken to black list
the Bidder.
3.8.4 Bank has right to go in court of law if such case is arrived.
3.8.5 Termination for Insolvency:
The Bank may at any time terminate the Contract by giving written notice to
the Bidder, without compensation to the Bidder, if the Bidder becomes
bankrupt or otherwise insolvent, provided that such termination will not
prejudice or affect any right of action or remedy which has accrued or will
accrue thereafter to the Bank.
3.9 Termination of Contracts by the Bidder
If payment of the amount payable by the Employer / Bank under
certificate shall be in arrears and unpaid for thirty days after notice in
writing requiring payment
of the amount as aforesaid shall have been given by the
Bidder/Bidder to the Bank, or if the Bank interferes with or obstructs the
issue of any such certificate, or if the Bank shall repudiate the Contract, or
if the works be stopped for three months under the order of
the Bank’s Engineer or the Bank or by any injunction or other order of any
Court of Law, then and in any of the said cases, the Bidder shall be at
liberty to determine the Contract by notice in writing to the Bank and he
shall be entitled to recover from the Bank, payment for all works

14
 executed and for any loss he may sustain upon any plant or
materials supplied or purchased or prepared for the purpose of the Contract.
3.10 Patents:
The Bidder shall indemnify the Bank against all claims in respect of patent
rights and shall defend all actions arising from such claims and shall
himself pay all royalties, license fees, damages cost and charges of all and
every sort that may be legally incurred in respect thereof.
3.11 Performance Bank Guarantee (PBG):
The estimated life cycle of the DCS is 8 years. Successful bidder shall
submit Performance Bank Guarantee for an amount of 20% of contract
value for the first four years at the time of submission of final bill to Bank.
Thereafter i.e before expiry of PBG (after first four years), bidder shall
submit a fresh PBG for amounting of 50% of the original PBG amount (10%
of contract value) and shall be valid for next four years. The format of PBG
can be seen at Section X. If firm is not carried out AMC as per the
satisfaction of Bank than PBG will be forfeited.
3.12 Insurance:
Bidders keep in mind that quoted price should be inclusive of insurance
because successful contractor shall take all insurances at his cost to cover all
kinds of risks from the time the equipment/materials till handing over the
Digital Conference System to the Bank, in the joint names of the Bank(first
name of bank) and the contractor and it shall cover the following risks.
• Contractors all risk insurance policy inclusive of storage, erection, testing,
and commissioning policy for the full contract value including third party
and work men compensation

Place: (Signature of the bidder with stamp)

Date : Name

15
 Section IV: Details of Bidders
4.1. Particulars of Firm
Sr.No. Particulars To be filled by Bidder

1. Whether Original Equipment

Manufacturer
Or Authorised Dealer
(Please submit the certificate of Indicate Yes/No for certificate of
authority) authority)
2. Composition of the firm
(Whether partnership /
proprietorship /Public Ltd.)
3. Names of the proprietor/
partners / Directors of the firm
4. Goods and service tax details
with supporting documents
5. Address of the Firm

Telephone
Email
Fax
6. Work experience in years

Date:
Signature of Bidder with stamp
Place:

16
4.2 The details of our bankers are as below:
Sr.No. Particulars To be filled by tenderer

1 Name of the Bank

2 Branch Address

3 Telephone and fax number

4 Name of the contact person

5 Credit facility / overdraft facility enjoyed by

firm from the Bank
6 The period from which the firm has been
banking with Bank

Date:
Signature of Bidder with stamp
Place:

17
 Section: (V) Requirement of the Bank

5. Requirement of the Bank / specification of Digital Conference System/Scope

of the work:
5.1 Back Ground:
1. Reserve Bank of India, wants to install Digital Conference System with 30
delegate units and one chairman unit at Board room Bhopal Office. However, 35
people minimum can be accommodated at the table. The dimension of the room
in meter 15 x 11 (Length X Width). The room is totally acoustic proof. The
dimension of the table on which microphones are to be fixed is in meter 11 x 4.9
(Length x Width) with semicircular at both ends.
2. Also, similar Digital Conference System would be installed with 20 delegate
units and one chairman unit at New training Hall Bhopal Office. The dimension
of the room in meters 18 x 7 (Length X Width). The room is totally acoustic
proof.
Firms may advise to visit the site for before submitting the proposal for actual
layout.
5.2
Scope of work shall include” Design, Supply, Installation Testing &
Commissioning (DSITC) Of Digital Conference System (DCS) For Board Room
and New Training Hall At Reserve Bank Of India (RBI) Bhopal
1. Bidders have to submit their proposal in full details, like technical and physical
specifications of digital conference system’s peripherals as mentioned point 4 below,
wiring management, etc.
2. Block diagram of system with inter connectivity of different peripherals.
3. Bidders are advised to come with delegate units (one unit only) at the time of
pre bid meeting for selection.
4. System Requirement:
A. Conference System must be digital in nature.
B. Should have mobile signal immunity.
C. Microphones :
Delegate units
Chairman units: with priority mode
Type : Boundary layer type without in-built speakers
Connections: Microphone should be connected in daisy chain manner. Accessories:
Microphone related accessories like control box units (for converting the analog signal
to digital signal) and adapters should be indicated separately.
Indications: microphone should have LED lights for on and off indications.

18
 Special requirement: microphone should be fitted flash to table top so no wires will
be visible on the table.
D. Main Control Units: As suitable for system
E. Feedback suppressor units: As suitable for system
F. Speakers: Ceiling suspended round speakers as per requirement of room 8 Nos. at
least equal or more than 40 watts.
Mixer Amplifier: Suitable for the room or speakers at least equal or
More than 240 watts.
H. All suitable wirings like daisy chain for microphone and upto control units an
speaker wiring in two circuits, each circuit have 4 speakers. Wiring should be done in
professional manner.
I. Rack of required size for mounting main control unit, feedback suppressor and
amplifier each unit should have gap of 1 U and apart from it at least 5 U extra for
putting further accessories in future. Rack should have wheel.
J. Cutting of holes/grooves for microphone in the table
K. Wireless mic(Collar mic), maximum power 30MW number of channels more than
180,signal to noise ratio more than 100dB for New training Hall.
L. Wireless Handheld microphone maximum power 30MW number of channels more
than 180,signal to noise ratio more than 100dB for New training Hall
M. After sale service support for at least Eight years.
N. System integrator may use any of the make for customize the system. Our
requirement is indicative if bidders have better solution, they may discuss this in pre
bid meeting.
O. Approved Make :

1. Digital Conference System: Chairman Bosch/ Beyerdynamic/DIS/AKG/

unit, Delegate unit, Central Control unit,
Sennheiser/Televic/Heinrich
feedback suppressor unit should be the
same OEM make.

2. Mixer Amplifier Bosch/Martin Audio/QSC/Crown/

Quest/Heinrich

3. Speakers BOSE/ Martin Audio/QSC/ Heinrich

Polycab/finolex/natural or equivalent reputed

4.Cable/Wiring
make

Bosch/ Beyerdynamic/DIS/AKG/
5.Microphone
Sennheiser/Televic/Heinrich

Bosch/ Beyerdynamic/DIS/AKG/
6.Cable manager
Sennheiser/Televic/Heinrich

Date:
Place: Signature of Bidder with stamp

19
 Section VI: Detail of system

6.1 System Specification required to be filled by the bidders and also submit
the catalogue and leaflet of their product.
Make: Models

S.No. Description of items to be Qty Technical details with make and

installed in Board room model (Filled by the bidders)
Microphone (Chairman
I(i) 1
unit) with indication LED

Microphone/delegate unit
(ii) 30

Microphone related
(iii) If
accessories if any (analog
to digital converter) required
Please indicate the qty
also as per design in
relevant column
Main Control Units
(iii) 1

Mixture Amplifier
(iv) 1
(minimum 240 watts)

Feedback suppressor
(v) 1

Ceiling mounted round

(vi) 8
speakers (at least 40
watts each)
Racks (at least 17 U space
(vii) 1
should be vacant after
putting above units)
Wiring topology
(viii) 400mtr
Among the microphone
and main control unit and
speaker wiring

Description of items to be Technical details with make and

Sr.No Qty
installed in New training model (Filled by the bidders)
Hall
Microphone (Chairman
II(i) 1
unit) with indication LED)

Microphone/delegate unit
(ii) 20

20
 Microphone related
(iii) If
accessories if any (analog
to digital converter) required
Please indicate the qty
also as per design in
relevant column
Main Control Units
(iii)
1
Mixture Amplifier (at
(iv) 1
least) 240 watts

Feedback suppressor
(v) 1

Ceiling mounted round

(vi) 6
speakers (at least 40
watts each)
Racks (at least 17 U space
(vii) 1
should be vacant after
putting above units)
Wiring topology
(viii)
Among the microphone
and main control unit and 250mtr
speaker wiring

6.2 We have a service setup for after sale service at________________

(The proof of the service setup is attached). Any proof such as Telephone
bill/ Internet connection/ Electricity bill etc.

Sr. Particulars To be filled by Bidder

No.
(i) Name of the service setup
establishment
Address:

(ii) Name of the contact person

(iii) Telephone

Mobile

Fax number

21
 (iv) Number / strength of technicians
deputed at service setup
(v) Availability of the Spares at Service
Centre:

6.3 Bidder must state categorically whether or not his offer conforms to all the
tender terms and conditions. If there is a variation in any of the terms and
conditions, the extent of variation and the reasons thereof shall be clearly
mentioned in the technical bid.
6.4 Bidder must state categorically whether or not his offer conforms to the
specifications given in Section V, specify clearly deviation if any of the
tender. Bidder is free to quote better version or to add any better
configuration in line with technical specification of Section V.
6.5 I have /have not enclosed leaflet/brochure of the product and
Block diagram of system with inter connectivity of different
peripherals.
6.6 I have /have not visited the site and familiar / not familiar about
the condition of the site.
6.6 Deviations if any:

Date:
Signature of Bidder with stamp
Place:

22
 Section VII

FORMAT FOR ARTICLES OF AGREEMENT

(On Rs.100/- stamp paper)

ARTICLES OF AGREEMENT made on the _____________________ day of _________________

between the Reserve Bank of India, having its Central Office at Mumbai (hereinafter called "the
Employer") of the one part and ___________________ (hereinafter called "the Bidder") on the other part.

WHEREAS the Employer is desirous of _____________________________________________________

and as per Request for Proposal.

AND WHEREAS the Bidder has agreed to execute upon the subject work to the conditions set forth herein
and to the conditions set forth in the special conditions of the contract and in the schedule of quantities
and conditions of Contract as modified and finally accepted by both the parties ( all of
which are collectively hereinafter referred to as "the said Conditions") the works shown upon the
said requirement of the Bank and/or described in the said Specifications and included in the Schedule of
quantities at the respective rates therein set forth, amounting to the sum as therein arrived at or
such other sum as shall become payable there under (hereinafter referred to as "the said Contract
Amount").

NOW IT IS HEREBY AGREED AS FOLLOWS –

1 In consideration of the said Contract amount to be paid at the times and in the manner set
forth in the said conditions, the Bidder shall, upon and subject to the said conditions,
execute and complete the work shown and described in the said specifications
and the schedule of quantities.
2 The Employer shall pay the Bidder the said Contract amount or such other sum as shall
become payable at the times and in the manner specified in the said conditions
3 The said Conditions and Appendix thereto shall be read and construed as forming part of this
agreement and the parties hereto shall respectively abide by, submit themselves to the said
conditions and perform the agreements on their part respectively in the said conditions
contained.
4 The specification, Annual Maintenance contract, agreement and documents mentioned
herein shall form the basis of this Contract.
5 This Contract is deemed to be -
5.1 “Design ,Supply, Installation Testing & Commissioning (DSITC) Of Digital Conference

23
 System (DCS) For Board Room And New Training Hall At Reserve Bank Of India (RBI)
Bhopal” on the basis /selection of the bank’s requirement

5.2 Carrying out Annual Maintenance Contract for 07 years after one year of defect liability
period.
6 The Bidder shall afford every reasonable facility for carrying out of all works relating to
civil works, electrical installations, fittings and other ancillary works in the manner laid
down in the said conditions, and shall make good any damages done to walls, floors, etc,
after the completion of such works.

7 The Employer reserves to itself the right of altering the drawings and nature of the work by
adding to or omitting any items of work or having portions of the same carried out at any
time during the currency of Contract, without prejudice to this Contract.

8 Time shall be considered as the important factor of this Contract and the Bidder hereby
agrees to commence the work from the 10th day of issue of work order/letter of acceptance
as provided for in the said conditions and to complete the entire work within 45 days
subject nevertheless to the provisions for the extension of time.
9 All payments by the Employer under this Contract will be made only at Reserve Bank of
India, BHOPAL.

10 All disputes arising out of or in any way connected with this agreement shall be deemed to
have arisen in BHOPAL and only courts in BHOPAL shall have jurisdiction to determine
the same.

11 The several parts of this Contract have been read by the Bidder and fully understood by the
Bidder.

If the Bidder is a IN WITNESS WHEREOF the Employer and the Bidder have set their
partnership or an respective hands to these presents and two duplicates hereof the day and
individual year first herein above written.
If the Bidder is a IN WITNESS WHEREOF the Employer has set its hands to these
company presents through its duly authorised official and the Bidder has caused
its common seal to be affixed hereunto and the said two duplicates
hereof to be executed on its behalf, the day and year first hereinabove
written.

24
Signature Clause :

SIGNED AND DELIVERED by the hand of Shri

_____________________in the presence of
(1)________________(Name & Address)
(2) ___________________-(Name & Address)
Witness
SIGNED AND DELIVERED by the Shri If the party is a partnership
_____________________in the presence of firm or individual
(1)________________(Name & Address)
(2) ___________________-(Name & Address)
Witness
THE COMMON SEAL OF___________ was hereunto affixed If the Bidder signs under
pursuant to the resolutions passed by its Board of Directors at the common seal the signature
meeting held on __________in the presence of- presence of - clause should
(1)__________________ tally with the sealing clause
(2)__________________ in the articles of association
.
Directors who have signed these presents in token thereof in the
presence of-
(1)__________________
(2)__________________

SIGNED AND DELIVERED BY the Bidder by the hand of If the Contract is signed by
Shri________________ and duly constituted attorney. the hand of power of
attorney, Whether a company
or an individual

25
 Section VIII

Performa for Bank Guarantee In Lieu Of Earnest Money Deposit

(To be submitted on non-judicial stamp paper of Rs.100 purchased in the name of the issuing Bank)

This deed of guarantee made this _____ day of ____ two thousand _____ between _____ (Name of
Banker) having its registered office at _____ (place) and one of its local offices at ____ (hereinafter
referred to as the Surety), and Reserve Bank of India, a Corporation constituted by the Reserve Bank of
India Act, 1934, having its Central Office at Central Office Building, Shahid Bhagat Singh Road, Mumbai
-400 001 INDIA (hereinafter referred to as the Bank).

WHEREAS _______ (Tenderer’s name hereinafter referred to as ‘Tenderer’) a Company registered under
_____ and having its registered office at ______ is bound to deposit with the Bank by way of earnest
money INR ___________ (INR ___________ _______________ only) in connection with its Tenders for
Design ,Supply, Installation Testing & Commissioning (DSITC) Of Digital Conference System (DCS) For
Board Room And New Training Hall At Reserve Bank Of India (RBI) Bhopal and the specifications and
terms and conditions enclosed therein. WHEREAS the tenderer as per clause No._____ Section II of
Instructions to tenderers and special conditions has agreed to furnish a Bank Guarantee valid up to
___________ instead of deposit of earnest money in cash.

NOW THIS WITNESSETH:

1. That the Surety in consideration of the above Tender made by the Tenderer to the Bank hereby
undertakes to guarantee payment on demand without demur to the Bank the said amount of INR
___________ (INR ___________ _______________ only) within one week from the date of receipt of
the demand from the Bank on presentation of this deed of guarantee, which the Tenderer is bound to
deposit with the Bank by way of earnest money in connection with his Tender.

2. This guarantee shall not be affected by any infirmity or irregularity on the part of the Tenderer or
by the dissolution or any change in the constitution of the Bank, Tenderer or the Surety.

3. The Bank shall be eligible to make any claim under this guarantee if the Tenderer after submitting
his Tender, rescinds from his offer or modifies the terms and conditions thereof in a manner not acceptable
to the Bank or expresses his unwillingness to accept the order after the Bank has decided to place order
with the Tenderer for DSITC of DCS of Bank Main office Building. The Banks’ decision in this regard
shall be final and binding.

4. The Surety shall not and cannot revoke this guarantee during its currency except with previous
consent of the Bank in writing.

26
5. Notwithstanding anything contained in the foregoing, the Surety’s liability under the guarantee is
restricted to INR ___________ (INR ___________ _______________ only).

6. This guarantee shall remain in force and effective up to _____________ and shall expire and
become ineffective on intimation thereof being given to the Surety by the Bank in which event this
guarantee shall stand discharged.

7. The Surety will make the payment pursuant to the demand notice issued by the Bank,
notwithstanding any dispute that may exist or arise between the Tenderer and the Bank or any other
person.

8. Any forbearance, act or omission on the part of the Bank in enforcing any of the conditions of the
said tender or showing of any indulgence by the Bank to the tenderer shall not discharge the Surety in any
way and the obligations of the Surety under this guarantee shall be discharged only on the intimation
thereof being given to the Surety by the Bank.

9. Notwithstanding anything contained hereinabove, unless a demand or claim under this guarantee is
made on the Surety in writing on or before _____________, the Surety shall be discharged from all
liabilities under guarantee thereafter.

10. The Surety has the power to issue this guarantee under its Memorandum and Articles of
Association and the person who is hereby executing this deed has the necessary powers to do so under the
Power of Attorney granted to him by the Surety.

SIGNED AND DELIVERED For and on behalf of

For and on behalf of above named Bank. (Banker’s Name and Seal)

Branch Manager
(Banker’s seal)

27
 Section IX
Performa of Performance Bank Guarantee

(To be submitted on Non-judicial stamp paper of Rs. 100/- or appropriate value purchased in the name of
the issuing bank)

No. _____________ Date ___________

To
The Regional Director
Reserve Bank of India
Estate Department
BHOPAL

Dear Sir

In consideration of your agreeing to accept the Performance Security deposit of INR ____ (INR ___
only) furnished to you by Messrs ________ (hereinafter referred to as “the Contractor”) in terms of their
contract with you for Tenders for Design ,Supply, Installation Testing & Commissioning (DSITC) Of
Digital Conference System (DCS) For Board Room and New Training Hall At Reserve Bank Of India
(RBI) Bhopal as per their Tender dated ____ and your Special Conditions of Contract and other tender
documents relating thereto subject to the conditions and alterations mutually agreed upon the set forth or
referred to in your Contract dated _____ in the form of guarantee from us in the manner hereinafter
contained, we ____ (Name of the Bank) do hereby covenant and agree with you as follows :

1. We undertake to indemnify you and keep you indemnified from time to time to the extent of INR
___ INR(_____ only) against any loss or damage caused to or suffered by or that may be caused to or
suffered by you by reason of any breach or breaches on the part of the Contractor of any of the terms and
conditions contained in the said Contract and in the event of the Contractor making any default or default
in carrying out any of the work under the said Contract or otherwise in the observance and performance of
any of the terms and conditions relating thereto in accordance with the true intent and meaning thereof, we
shall forthwith on demand pay to you such sum or sums not exceeding in total the said sum of INR _____
( INR_______ only) as may be claimed by you as your losses and/or damages, costs, charges or expenses
by reason of such default on the part of the Contractor.
2. Notwithstanding anything to the contrary, your decision as to whether the Contractor has made any
such default or defaults and the amount or amounts to which you are entitled by reasons thereof will be
binding on us and we shall not be entitled to ask you to establish your claim or claims under this Guarantee
but will pay the same forthwith on your demand without any protest or demur.
3. This guarantee shall continue and hold good until it is released by you on the application by the

28
Contractor after expiry of the relative guarantee period of the said Contract and after the contractor had
discharged all his obligations under the said Contract and produced a certificate of due completion of the
work under the said contract and submitted a “No Demand Certificate”, provided always that this
guarantee shall in no event remain in force after the day of ________ without prejudice to your claim or
claims arisen and demanded from or otherwise notified to us in writing before the expiry of six months
from the said date which will be enforceable against us notwithstanding that the same is or are enforced
after the said date.
4. Should it be necessary to extend this guarantee on account of any reason whatsoever, we undertake
to extend the period of this Guarantee on your request till such time as may be required by you. Your
decision in this respect shall be final and binding on us.
5. You will have the fullest liberty without effecting this guarantee from time to time to vary any of
the terms and conditions of the said contract or extend the time of performance of the Contractor or to
postpone for any time or from time to time any of your rights or powers against the Contractor and either
to enforce or forbear to enforce any of the terms and conditions of the said Contract and we shall not be
released from our liability under this guarantee by the exercise of your liberty with reference to matters
aforesaid or by reason of any time being given to the Contractor or any other forbearance, act or omission
on your part or any indulgence by you to the Contractor or by any variation or modification of the said
contract or any other act, matter or things whatsoever, which under the law relating to sureties would but
for the provisions hereof have the effect of so releasing us from our liability hereunder provided always
that nothing herein contained will enlarge our liability hereunder beyond the limit of INR ________ (INR
_______ only) as aforesaid.
6. This guarantee shall not in any way be affected by your taking or varying or giving up any
securities from the Contractor or any other person, firm or company on its behalf or by the winding up,
dissolution, insolvency or death as the case may be, of the Contractor.
7. In order to give full effect to the guarantee herein contained you shall be entitled to act as if we
were your principal debtors in respect of all your claims against the Contractor hereby guaranteed by us as
aforesaid and we hereby expressly waive all our rights of surety-ship and other rights, if any, which are in
any way inconsistent with any of the provisions of this guarantee.
8. Subject to the maximum limit of our liability as aforesaid, this guarantee will cover all your claim
or claims against the contractor from time to time arising out of or in relation to the said contract and in
respect of which your claim in writing is lodged on us before expiry of six months from the date of expiry
of this guarantee.
9. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax or
registered post to our local address as aforesaid and if sent by post, it shall be deemed to have been given
when the same has been posted.
10. This guarantee and the powers and provisions herein contained are in addition to and not by way
of limitation of or substitution for any other guarantee or guarantees heretofore given to you by us

29
(whether jointly with others or alone) and now existing uncancelled and that this guarantee is not intended
to and shall not revoke or limit such guarantee or guarantees.
11. This guarantee shall not be affected by any change in the constitution of the contractor or us nor
shall it be affected by any change in your constitution or by any amalgamation or absorption thereof or
therewith but will ensure to the benefit of and be available to and enforceable by the absorbing or
amalgamated company or concern.
12. Any forbearance, act or omission on the part of the Bank in enforcing any of the conditions of the
said tender or showing of any indulgence by the Bank to the Tenderer shall not discharge the Surety in any
way and the obligations of the Surety under this guarantee shall be discharged only on the intimation
thereof being given to the Surety by the Bank.
13. This guarantee is irrevocable during the period of its currency and shall not be revoked without
your previous consent in writing.
14. We further agree and undertake to pay you without demur the amount demanded by you in writing
notwithstanding any difference or dispute or controversy that may exist or arise between you and
contractor or any other person.
15. Notwithstanding anything contained herein above our liability under this guarantee is restricted to
INR _____ ( INR _______only). Unless a written claim is lodged on us for payment under this guarantee
within six months from the date of expiry, including extensions if any, of this guarantee all your rights
under the guarantee shall be forfeited and we shall be deemed to have been released and discharged from
all liabilities thereunder, irrespective of whether or not the original guarantee is returned to us.
16. We have power to issue this guarantee in your favour under the Memorandum and Articles of
Association of our Bank and the undersigned has full power to execute this Guarantee under the Power of
Attorney granted to him by the Bank.

SIGNED AND DELIVERED

(For & on behalf of the above named Bank)
For & on behalf of
(Banker’s Name & Seal)
BRANCH MANAGER
(Banker’s Seal)
Address _______________

30
 Section X

Format for CLIENT’s CERTIFICATE REGARDING PERFORMANCE OF THE BIDDER

Name & address of the Client

Details of Works executed by M/s

1. Name of work with brief particulars

2. Agreement No. and date

3. Agreement amount

4. Date of commencement of work

5. Stipulated date of completion

6. Actual date of completion Details of compensation levied for delay

7. (Indicate Amount) if any

8. Gross amount of the work completed and paid

9. Name and address of the authority under whom works executed

10. Whether the contractor employed qualified Engineer/Overseer during execution

of work?

11. i) Quality of work (indicate grading)

(ii) Amt. of work paid on reduced rates, if any

12. i) Did the contractor go for arbitration?

ii) If yes, total amount of claim
iii) Total amount awarded

31
13. Comments on the capabilities of the contractor
I. Technical proficiency: Outstanding/very good/good/satisfactory/poor
II. Financial soundness: Outstanding/very good/good/satisfactory/poor

Date:
Place:
Signature and seal of superintendent/Executive engineer

32
 Section XI

FORM OF BANKERS' CERTIFICATE FROM A SCHEDULED BANK

1. Composition of the firm (whether Partnership/ Private Limited/ Proprietorship/ Public

Limited.)
2. Name of the Proprietor/ Partners/ Directors of the firm.
3. Turnover of the firm for the last 3 years (year wise).
4. Credit facility/ Overdraft facility enjoyed by the firm.
5. Dealings
6. The period from which the firm has been banking with your bank.
7. Any other remarks.
You may also kindly forward your opinion whether the above firm is considered financially sound to be
entrusted with the contract for works estimated to cost Rs.28.50 Lakhs.

Date:
Signature Seal of Bank
Place:

33
 Section XII
FORMAT FOR FINANCIAL BID
(On the letter head of the Company shall be submitted separately in sealed envelope)
Date: ……………………………….
To,
The Regional Director,
Reserve Bank of India,
Estate Department,
Bhopal

Dear Sir,

Subject: Design ,Supply, Installation Testing & Commissioning (DSITC)

Of Digital Conference System (DCS) For Board Room And New Training
Hall At Reserve Bank Of India (RBI) Bhopal

Being duly authorized to represent and act on behalf of …………………………………..……

…………………………………. ………………………………………………………………………………………………, and
having read and fully understood all the requirements of Bid submission provided vide the
RFP Document dated ………………………. pertaining to the captioned work. We are pleased to
quote as below:

S.No. Item Qty Unit Amount

Rate
1.1 SITC of flush mount chairman 2
Microphone (Chairman
unit)with in-built minimum
1Watt,8 ohm loudspeaker and
lamp which will switch on when
the microphone is in use,
microphone power supply comes
through main unit, the talk
button would have an indicative
light frequency response:40-
1600Hz,sensitivity:-42Db+-
2Db,speaking distance:20-120cm
as mentioned in RFP part I

1.2 SITC of flush mount delegate 30+20=50

Microphone (Delegate unit)
with in-built minimum 1Watt,
8ohm loudspeaker and lamp
which will switch on when the
microphone is in use, microphone
power supply comes through
main unit, the talk button would
have an indicative light for Board
room and New training Hall

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 frequency response:40-
1600Hz,sensitivity:-42Db+-
2Db,speaking distance:20-120cm
as mentioned in RFP part I

1.3 Microphone unit related Please

accessories if any (analog to indicate qty
digital converter) qty is not being
mentioned please specify qty
and rate both as per system ………………
requirement

1.4 SITC of Main Control Unit- 2

Minimum 450 Watts each unit has
a microphone for the chairperson
and can support 60 delegate unit
which is extendable to 200 units
simply by adding extension power
supply for Board room and New
training Hall as mentioned in RFP
part I

1.5 SITC of Feedback suppressor 2

unit for Board room and New
training Hall 96 KHz sampling
frequency.32 bit DPS
processor,24 bit A/D and D/A
switching, with 144x32 display
parameter of LCD display screen
function ,4 segment led output
level,24 LED indicator on each
channel as mentioned in RFP part
I

1.6 SITC of mixer power Amplifier 2

minimum output 240 Watts, MP3
player by USB input,3
microphone inputs and 2 line
inputs, MIC 1 on front panel ,MIC
2-3 on rear panel by phone jack,
MIC 1 of VOX feature of highest
for Board room and New training
Hall as mentioned in RFP part I

1.7 SITC of Ceiling mounted round 8+6=14

speakers minimum 40 watts
,built in 100volt/70 volts
transformer, in ceiling type
loudspeaker, metal grill, paint in
white, flush mount installation,
Material: Acrylonitrile butadiene
styrene (ABS) for Board room
and New training Hall as
mentioned in RFP part I

35
1.8 Audio-visual equipment Rack 2
unit 17U with wheel as mentioned
in RFP part I
1.9 SITC of UHF segment LCD FM 1
true diversity Wireless
microphone (Colar mic),
maximum power 30MWand it
shall have feature of adopting
true diversity reception mode
effectively avoiding frequency
phenomenon, number of channels
more than 180,signal to noise
ratio more than 100dB for New
training Hall as mentioned in RFP
part I
2.0 SITC of UHF segment LCD FM 1
true diversity Wireless
Handheld microphone
maximum power 30MWand it
shall have feature of adopting
true diversity reception mode
effectively avoiding frequency
phenomenon, number of channels
more than 180,signal to noise
ratio more than 100dB for New
training Hall as mentioned in RFP
part I
2.1 SITC of cable manager/pop box 2
with HDMI ,LAN and standard
power input for Board room as
mentioned in RFP part I
2.2 SITC of Main Control Unit- 1
Minimum 450 Watts each unit has
a microphone for the chairperson
and can support 60 delegate unit
which is extendable to 200 units
simply by adding extension power
supply as mentioned in RFP part I
2.3 Loudspeaker cable of reputed 650Metres
make
2.4 SITC of patchcord, connectors Lump sum
and accessories
Total amount in Rs (A)
2.5 Buy Back of existing conference Lump sum
Make : Ahuja with 30 delegate
unit and 1 chairman with all
accessories including cables etc.
installed in Board room and 20
delegate unit and 1 chairman
installed in New training Hall and
1 chairman
Total Amount in words(B)

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 2.6 Annual Comprehensive Per annum
maintenance service charges excluding
(payable on half yearly basis on the service
rendering satisfactory service) tax (This
valid for 1 year after one year of price shall be
defect Liability Period. On third payable after
year AMC amount will be renewed expiry of one
as per the formula provided in year only)
RFP at AMC Clause 3.5

Total amount in Rs(C)

Tender would be evaluated as per Technical bid section 3.1(g)

Date:
Place:
Signature of Bidder with stamp/Date

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