(HEAD OFFICE: BANGALORE)

GLOBAL TENDER FOR

"SUPPLY, INSTALLATION AND MAINTENANCE"
OF DESKTOP NOTE SORTING MACHINES WITH
FACILITY TO DETECT FORGED CURRENCY NOTES
FOR THE BRANCHES OF CANARA BANK
TENDER REFERENCE NO : RFP 15/09-10
DATE OF TENDER DOCUMENT : 28-10-2009

DATE OF PRE BID MEETING :11-11-2009 (WEDNESDAY 11.00 AM)

LAST DATE FOR SUBMISSION OF TENDER :30-11-2009 (UPTO 3.00PM)

DATE OF OPENING OF TECHNICAL BID PART A : 30-11-2009 (AT 3.30PM)
COST OF TENDER DOCUMENT : Rs. 5000/- (Non Refundable)
EARNEST MONEY DEPOSIT /BG IN LIEU OF EMD : Rs. 6,00,000/-
NO. OF PAGES : 43
================================================================
ISSUED BY : DEPUTY GENERAL MANAGER
CANARA BANK
PROCUREMENT GROUP
DIT-WING, HEAD OFFICE
NAVEEN COMPLEX, 14, M G ROAD
BANGALORE 560 001
=============================================================
Contact Numbers :Tel-080-25599788
Fax-080-25596539
Email: hopg@canbank.co.in
(Senior Manager Procurement Group)
================================================================
This document can be downloaded from Banks website www.canarabank.com.
In that event, the suppliers should pay the cost of the tender document by
means of DD drawn on any scheduled Bank for Rs.5000/- in favour of Canara
Bank, payable at Bangalore and enclose the same to Technical Bid PART A of
this tender

Page 1
 RFP - 15/09-10 DT.28/10/2009.
CONTENTS
Sl.No. Details Page No.
ELIGIBILITY CRITERIA 4-5

A INSTRUCTIONS. 6

1 BIDDERS RESPONSE & OPENING OF BID 6-8

2 REQUIREMENT DETAILS 8
3 DETERMINATION OF L-1 PRICE 89
4 COMPLETION PERIOD 9
5 OFFER VALIDITY PERIOD 9
6 PROPOSAL OWNERSHIP 9
7 MODIFICATIONS AND WITHDRAWALS OF BID/S 9
8 PRE-BID MEETING 9 10
9 PRELIMINARY SCRUTINY 10
10 CLARIFICATION OF OFFERS 10
11 NO COMMITMENT TO ACCEPT LOWEST OR ANY OFFER 10
12 SUBMISSION OF TECHNICAL DETAILS 10 11
13 FORMAT FOR TECHNICAL BID 11 13
14 STRESS TESTING 13 - 14
15 FORMAT FOR COMMERCIAL BID. 14
16 ERASURES OR ALTERATIONS 14
17 ALTERNATIVE OFFERS 14
18 PRICE 15
19 MAKE AND MODELS 15
20 EARNEST MONEY DEPOSIT 15 - 16

B TERMS AND CONDITIONS 16

1 EFFECTIVE DATE 16
2 SCOPE OF CONTRACT 16
3 DELIVERY, INSTALLATION & COMMISSIONING 16 18
4 TERMS OF PAYMENT 18
5 SECURITY DEPOSIT / PERFORMANCE BANK GUARANTEE 18 - 19
6 ORDER CANCELLATION. 19
7 SOFTWARE, DRIVERS AND MANUALS. 19 - 20
8 WARRANTY. 20 - 21
9 ANNUAL MAINTENANCE CONTRACT. 21 - 22
10 TRAINING 22
11 INSURANCE 22
12 LOCAL SUPPORT. 22
13 INDEMNITY 22
14 PUBLICITY. 22
15 GUARANTEES 23
16 SPARE PARTS 23

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 RFP - 15/09-10 DT.28/10/2009.
Sl.No. Details Page No.
17 NEGLIGENCE. 23
18 RESPONSIBIILTY FOR COMPLETENESS 23
19 FORCE MAJEURE 24
20 RESOLUTION OF DISPUTES. 24
21 JURISDICTION 25

ANNEXURES 26 - 43

1 ANNEXURE A COVERING LETTER FORMAT 26 27

2 ANNEXURE A1 28 29
3 ANNEXURE A2 30
4 ANNEXURE A3 31
5 ANNEXURE A4 32
6 ANNEXURE A5 33
7 ANNEXURE B - AUTHORISATION LETTER FORMAT 34
8 ANNEXURE C MANUFACTURERS AUTHORISATION FORM 35
9 ANNEXURE D BILL OF MATERIAL & PRICE SCHEDULE 36 37
10 ANNEXURE E TECHNICAL SPECIFICATIONS 38 41
11 ANNEXURE F LIST OF TENTATIVE LOCATIONS 42
12 ANNEXURE G BANK GUARANTEE FORMAT FOR EMD 43

CALENDER OF EVENTS

Sr No EVENT DATE
1 Date Of Issue 28-10-2009
2 Date Of Pre Bid Meeting 11-11-2009 WEDNESDAY 11.00 AM
3 Date of Submission 30-11-2009 (MONDAY)
4 Date of Opening of Technical Bid Part A 30-11-2009 (MONDAY)
5 Date of Opening of Technical Bid Part B Will be intimated subsequently
5 Date of Stress Test Will be intimated subsequently
6 Date of opening of Commercial Bid Will be intimated subsequently

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 RFP - 15/09-10 DT.28/10/2009.
REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, INSTALLATION,
COMMISSIONING AND MAINTANANCE OF DESKTOP NOTE SORTING
MACHINES WITH FACILITY TO DETECT FORGED CURRENCY NOTES.

Canara Bank a premier Indian Public Sector Bank having pan India presence wishes
to procure the Desktop Sorting Machines for use at various Branches of the Bank.
We invite sealed offers (Technical Bid and Commercial Bid) for supply, installation
and commissioning of Desktop Note Sorting Machines with facility to detect forged
currency notes as described in this document.
A vendor submitting the proposal in response to this RFP shall hereinafter be
referred to as Bidder.
Interested Bidders who are dealing in Supply, Installation, Commissioning and
Maintenance of Desktop Note Sorting Machine with facility to detect forged
currency notes and meeting the following Eligibility Criteria may respond.
ELIGIBILITY CRITERIA
S.No Criteria Documents Required
1. The Bidder should have Manufacturer / Dealer / Distributer
minimum of 5 years Certificate
experience in the activity of
supply installation and
maintenance of currency note
sorting machines capable of
detecting forged notes.
2. Bidder must have a minimum Audited Balance Sheet and P & L Account
of Rs. 5.00 crore turnover per for the last three years.
year during the last three Certificate from Chartered Accountant
financial years i.e. 2006-07, certifying the turnover of last three
2007-08, 2008-09 from years i.e. 2006-07, 2007-08 & 2008-09
currency note sorting machine
from currency note sorting business
Business
3 The Bidder should have 1. Purchase order copies issued by
supplied and maintained at RBI/SBI/PSU Banks since 01-04-
least 100 Desktop Note sorting 2006.
machines with sorting speed of 2. Satisfactory working certificate for
15000 and above bank notes the models of the desktop note
per hour or identical model at sorting machine supplied must be
any of the RBI/SBI/ Public obtained from minimum 2 Public
sector Banks locations in India Sector Banks /RBI/SBI
during the last three year i.e.
01.04.2006 to 31.03.2009.

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 RFP - 15/09-10 DT.28/10/2009.
4 a)The Bidders desirous of 1. Declaration from the company
quoting should have their signed by the Competent Authority.
own manufactured brand 2. Authorization letter from OEM as
and plant in any part of the per Annexure C.
world for the note sorting
machine and should have a
permanent office or a
subsidiary company in India.
OR
b)If the Bidder is not an
Original Equipment
Manufacturer (OEM) and only
an authorized dealer, they
should have valid
authorization letter from
their OEMs to deal/market
their product in India and
such agreement should be
valid for a further period of
minimum 8 years from the
date of RFP.
5. The Bidder should be able to Qualified Engineers should be employed/
provide quality service available with the company. The Bidders
engineers for attending the to furnish their existing service centre
problems if any during the infrastructure details like contact details
Warranty/AMC period. The with postal address, no. of engineers,
availability of services of the jurisdiction of the engineer etc as per
engineers for the proposed Annexure A 4.
locations as per Annexure F
should be ensured.
6. The Model quoted by the Proof of orders to be submitted
bidder should have been
released /operational in the
Market for at least 6 months
before the date of this tender
notification
7. EMD/Bank Guarantee in lieu of EMD / Bank Guarantee in lieu of EMD for
EMD (As per format Annexure Rs. 6,00,000/- issued by a scheduled
G) Commercial Bank must be enclosed

Before submission of the offer, the Bidders are requested to go through the
following instructions and the terms and conditions detailed below.

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 RFP - 15/09-10 DT.28/10/2009.
A. INSTRUCTIONS.

1.BIDDERS RESPONSE AND OPENING OF BIDS

1.1 Preparation of Bids

1.1.1. The bidder has to submit the response to the bid in

Technical Bid part A indicating their compliance to eligibility
criteria as per Annexure A, A1, A2, A3, A4 A5 and C.
Technical Bid part B indicating the response to the technical and
functional requirement specifications of the Desktop Note Sorting
Machine as per annexure E.
Commercial Bid furnishing all relevant information as required as
per Bill of Material as per annexure D - Bill of material
1.1.2. All the Bids shall be submitted in English Language in Font size 12
and above.

1.2 Submission of Bids

1.2.1. Technical Bid Part A

The Technical Bid Part A for Desktop Note Sorting Machines is to be

sealed in a separate Envelope superscribed on the top of the cover
as Technical Bid for Desktop Note Sorting Machines Part A.

The Technical Bid Part A must contain EMD/ Bank Guarantee in lieu of
EMD as per clause 20 of this document.

1.2.2. Technical Bid - Part B

The Technical Bid Part B for Desktop Note Sorting Machines is to be

sealed in a separate Envelope superscribed on the top of the cover
as Technical Bid for Desktop Note Sorting Machines Part B

1.2.3. The Technical Bid Part B should be complete in all respects and contain all
information sought for, as per Annexure E. The Technical Bid should not
contain any price information. The Technical Bid Part B should be
complete to indicate that all products and services sought for are quoted.

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 RFP - 15/09-10 DT.28/10/2009.
1.2.4. Commercial Bid

The Commercial Bid for Desktop Note Sorting Machine is to be sealed

in a separate envelope superscribed on the top of the cover as
Commercial Bid for Desktop Note Sorting Machines.

Commercial Bid shall be submitted as per Bill of Material and other

terms and conditions of RFP on prices. The Commercial Bid should give
all relevant price information as per Annexure D.
Under no circumstances the Commercial Bid should be kept in
Technical Bid Covers. The placement of Commercial Bid in
Technical Bid covers will make bid liable for rejection.

1.2.5. All the pages of Bid including Brochures, should be made in an

organized, structured, and neat manner. Brochures / leaflets etc. should
not be submitted in loose form. All the pages of the submitted bids
should be paginated with Name, Seal and Signature of the Authorized
Signatory. Bids with eraser / overwriting/cutting are liable to be
rejected. If required, the corrections can be made by scoring out entries
and writing afresh and the authorized signatory should authenticate.

1.2.6. The separately sealed envelopes containing Technical Bids both Part
A & B and Commercial Bid for Desktop Note Sorting Machines shall
be placed and sealed in another big envelope superscribed on the
top of the envelope as Offer for Supply of Desktop Note Sorting
Machines in response to RFP 15/0910 Dt.28.10.2009. The Name of the
Bidder and Due date of the RFP are to be specifically mentioned on the
top of the envelope.

1.2.7. The bid/s should be deposited in the Tender Box kept at Canara Bank,
DIT Wing, First floor, Naveen Complex, 14 M G Road, Bangalore 560
001, on or before Monday, 30th November 2009, 3:00 PM. If last day of
submission of bids is declared a holiday under NI Act by the Government
subsequent to issuance of RFP the next working day will be deemed to be
the last day for submission of the RFP. The Bid/s which is/are deposited
after the said date and time shall not be considered. No offer will be
accepted directly.

1.2.8. If any of the Bidders or all the bidders who submitted are not present
during the specified date and time of opening it will be deemed that such
Bidder is not interested to participate in the opening of the Bid/s and the
bank at its discretion will proceed further with opening of the technical
bids in their absence.

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 RFP - 15/09-10 DT.28/10/2009.
1.3 Opening of Bids

1.3.1 The Technical Bid Part A shall be opened in the presence of the Bidders
representative on Monday, 30th November 2009, at 3:30 PM at Canara
Bank, Conference Hall, II Floor, Naveen Complex,14 M.G Road,
Bangalore 560 001. Bidders representative may be present in the venue
well in time along with an authorisation letter, as per the format
(Annexure B) enclosed and sign in Register of Attendance during opening
of Technical Bid Part A.

1.3.2 The bidders may note that no further notice will be given in this regard.
Further, in case the bank does not function on the aforesaid date due to
unforeseen circumstances or holiday then the bid will be accepted upto
3.00 PM on the next working day and bids will be opened at 3:30 PM at the
same venue on the same day.

1.3.3 The Technical Bid Part A submitted by the bidder will be evaluated based
on the eligibility criteria stipulated. The Technical Bid Part B of only
those bidders who qualified in Technical Bid Part A will be opened with
due communication by the bank. The Technical Bid Part B includes Stress
Test as per Para 14 of this tender document.

1.3.4 The Commercial Bid of only those bidders who qualified in Technical Bid
Part B (including Stress test) will be opened with due communication by
the Bank.

2. REQUIREMENT DETAILS

This tender consists of following requirements.

Sl No Item details No. of Machines Locations
Required
1 Supply, Installation & Twenty 20 The Details of the
Commissioning of Branches where the
Desktop Note Sorting machines are required
Machines. Technical are furnished in
Specifications as per Annexure F.
Annexure E.

It may be noted that the requirement given in this tender is indicative only and
Bank will have the option to purchase 25% more or less than the quantity specified
in this tender at the same price and the Terms & Conditions of the tender.

3. DETERMINATION OF L-1 PRICE

3.1 The Commercial Bids will be evaluated based on the total cost of ownership of
the Desktop Note Sorting machine as per Bill of Material (Annexure D).

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The Present Value of the AMC cost offered for all the 7 years shall be added to
the price of the Desktop Note Sorting Machine offered, for the purpose of
evaluation of Price Bid and arriving at L1, L2 & L3. The Present Value for the
AMC component per year will be calculated as per the following formula.

C__
(1+ r) n

Where 'C' is the annual AMC amount of each year

'r' is Bank Prime Lending Rate which is at present 12%.
'n' is number of years i.e. n is 1 for First year 2 for Second year .7 for
Seventh year

4. COMPLETION PERIOD

4.1. Time is the essence of the Contract. Time Period for delivery, installation and
commissioning shall also be indicated separately by the bidder and the same
shall also be firm and binding.

4.2. The successful bidder shall co-ordinate the activities relating to provision of
infrastructural facilities within the scope of the Bank. Such facilities shall be
specifically listed out by the Bidder at the time of submission of the tender.
The supply, installation and commissioning of the machine has to be completed
within a period of 2 months from the date of placement of order.

4.3. The delay in completion period will attract Liquidated Damages as per terms
& conditions (PART B, Page No.17) point No. 3.7

5. OFFER VALIDITY PERIOD

5.1 The Offer submitted and the Price quoted therein shall be valid for 6 Months
from the date of finalizing the vendor and for such further period as may be
requested for by the bank, and agreed to in writing by the bidder.

6. PROPOSAL OWNERSHIP

6.1 The proposal and all supporting documentation submitted by the bidder shall
become the property of the Bank.

7. MODIFICATIONS AND WITHDRAWALS OF BID/S

7.1 No offer can be modified or withdrawn by a Bidder after submission of Bid/s.

8. PRE-BID MEETING

8.1 A pre-tender meeting of the intending bidders will be held at 11.00 hours IST
on Wednesday 11th November 2009 at Canara Bank, Conference Hall, II Floor,

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Naveen Complex, 14 M G Road, Bangalore 560 001 to clarify any
point/doubt raised by them in respect of this RFP. No separate communication
will be sent for this meeting. All communications regarding points requiring
clarifications and any doubts shall be given in writing to the Deputy General
Manager, DIT Wing, HO Bangalore by the intending bidders before 14.00 hours
IST on Thursday, 10th November 2009.

8.2 Authorized representatives of interested bidders shall be present during the

scheduled time. The Bank shall clarify the queries during the pre-bid meeting
followed by confirmation. No individual consultation shall be entertained.

9. PRELIMINARY SCRUTINY

The Bank will scrutinise the Bid/s received to determine whether they are
complete in all respects as per the requirement of RFP, whether technical
documentation as required to evaluate the offer has been submitted, whether
the documents have been properly signed and whether items are offered as
per the tender requirements.

10. CLARIFICATION OF OFFERS

During the process of scrutiny, evaluation and comparison of offers, the Bank
may, at its discretion, seek clarifications from all the bidders/any of the
bidders on the offer made by them. The request for such clarifications and
the Bidders response will necessarily be in writing and it should be submitted
within the time stipulated by the Bank.

11. NO COMMITMENT TO ACCEPT LOWEST OR ANY OFFER

11.1. The Bank is not bound to accept the lowest or any tender or to assign any
reason for non-acceptance. It also reserves its right to reject any or all the
offers without assigning any reason thereof whatsoever.

11.2. The Bank will not be obliged to meet and have discussions with any bidder
and /or to entertain any representations in this regard.

11.3 The bidder including those, whose tender is not accepted shall not be
entitled to claim any costs, charges, damages and expenses of and incidental
to or incurred by him through or in connection with his submission of
tenders, even though the Bank may elect to modify/withdraw the tender.

12. SUBMISSION OF TECHNICAL DETAILS

12.1. It is mandatory to provide the technical details in the exact format as has
been mentioned in Annexure E of this tender.

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12.2. The Offer may not be evaluated and may be rejected by the Bank without
any further reference in case of non-adherence to the format or partial
submission of technical information as per the format given in the offer.

12.3. The Bank shall not allow / permit changes in the technical specifications
once it is submitted.

12.4. The relevant product information, brand, and model number offered,
printed product brochure, technical specification sheets etc. should be
submitted along with the Offer. Failure to submit this information along
with the Offer could result in disqualification.

13. FORMAT FOR TECHNICAL BID

FORMAT FOR TECHNICAL BID PART A

13.1 The list of Documents to be submitted for Technical Bid Part A for this RFP is
as follows:

a.Index

b.Vendors Covering letter. This should be as per Annexure A.

c.Profile of the Company / Firm as per Annexure A1

d.Manufacturer / Dealer / Distributor certificate proof of 5 year experience

must be submitted

e.Power of Attorney / authorisation with the seal of the bidders company /

firm in the name of the person signing the tender documents.

f. Write up on the Work Experience / Expertise in Supply, Installation,

Commissioning and Maintenance of Desktop Note Sorting Machines of various
Speed/s and Sorters.

g. Track record of Past Installation covering Name and addresses of major

clients and email ids, telephonic (landline and mobile no), fax numbers of
their contact executives etc as per the Annexure A2.

h.List of Banks including Major Public Sector Banks/SBI/RBI and the no. of
machines (in India) to whom Desktop Note Sorting Machines with sorting
speed of 15000 and above banknotes per hour (No. of Pockets / Structure
minimum 2+1) have been supplied since 1.4.2006 till 30.9.2009 along with
the present commitment/s to be furnished as per the Annexure A.3.

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 RFP - 15/09-10 DT.28/10/2009.
i. Purchase order copies issued by Public Sector Banks/RBI/SBI since 1.4.2006

j. Satisfactory working certificate for the similar / same models of the desktop
note sorting machine, obtained from minimum 2 Public Sector Banks/RBI/SBI

k.The Bidders to furnish the details of their existing offices/branches/ service

centers across the country as per Annexure A4.

l. Annual Reports (Audited Balance Sheet and P&L account) of the bidders
company /firm for the last 3 years. i.e., for the year 2006-07, 2007-08 and
2008-09.

m. Certificate from the Chartered Accountant certifying the turnover of last

three years i.e., 2006 -2007,2007-08,2008-09 from sale of currency note
sorting machine business.

n. Names and addresses of the Bankers and email ids, telephonic (landline and
mobile), fax numbers of their present contact executives.

o. Earnest Money Deposit (EMD)/ BG In lieu of EMD.

p. Technical Compliance Statement as per Annexure A5.

q. Manufacturers Authorization Form as per Annexure C.

FORMAT FOR TECHNICAL BID PART B

a. Technical Offer as per Specifications given in Annexure E should be

complete with all the columns filled in.

b.The masked Price Offer should be enclosed to the Technical Offer as per
Annexure D. This table should not contain any price information in
Technical Offer.

c.Technical Documentation (Product Brochures, leaflets, manuals, drawings).

An index of technical documentation submitted with the offer must be
enclosed.

d.Media containing the detailed pictures of the machine its dimensions and
functioning of the machine etc., and an index of technical documentation
submitted with the offer must be enclosed.

e. A detailed list of the other Infrastructure required while installation

commissioning and functioning of the machine covering space, ventilation,
temperature, power requirement and other safety precautions to be
undertaken should be given in detail along with technical quote.

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f.Terms and Conditions Compliance Table in the following format should be
invariably submitted. This table must cover bidders response to all the
terms and conditions specified in the Offer document. i.e, Part B (Terms
and Conditions)

Sr. Term Short Description of Complied Deviations if any

No No Term (Yes / No) the vendor wishes
to convey.
1
2
3

h. Detailed Time Schedule for the delivery of the machines including

installation, commissioning and handing over to the Bank to be submitted

14. STRESS TESTING

14.1 The Desktop Note Sorting Machine will undergo a Stress Test at a designated
currency chest in Bangalore to test the speed and capability of the machine
to sort and count accurately and its ability to withstand the load.

14.2 It will be the responsibility of the bidder / supplier to bring their Desktop
Note Sorting Machine to the designated currency chest of our Bank in
Bangalore at their cost.

14.3 The bidder will have to install the machine at his cost and conduct the stress
test on the stipulated date continuously for 6 hours per day for a minimum
period of 2 working days to prove and establish the capacity and capability
of the system as indicated by them in the tender document.

14.4 The test data will be used for technical evaluation of the tender.

14.5 The machine should be able to authenticate the genuiness of the Bank notes
( irrespective of soilage level) and sort all existing series of Banknotes of all
denominations into issuable , non-issuable and suspect.

14.6 The dates and names of the branches/offices where the stress test is to be
conducted will be intimated to the bidders subsequently.

14.7 The stress test is to be conducted by the representative of the bidder of the
machine. The test results have to be jointly signed by the representative of
the bidder along with the representative of the Bank.

15. FORMAT FOR COMMERCIAL BID.

The Commercial Bid must not contradict the Technical Offer in any manner. The
suggested format for submission of commercial Offer is as follows:

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 RFP - 15/09-10 DT.28/10/2009.

1. Index
2. Covering Letter
3. Commercial Version of Bill of Materials and Price Schedule (as per Annexure D).
This annexure must contain all price information, including AMC details.

16. ERASURES OR ALTERATIONS

The Offers containing erasures or alterations will not be considered. There should
be no hand-written material, corrections or alterations in the offer. Technical
details must be completely filled in. Correct technical information of the product
being offered must be filled in. Filling up of the information using terms such as
OK, Accepted, Noted, As given in Brochure/Manual is not acceptable.
The Bank may treat such Offers as not adhering to the tender guidelines and as
unacceptable.

17. ALTERNATIVE OFFERS /BIDS

The Vendor/s desirous of offering the Bank two or more alternatives of Desktop
Note Sorting Machine meeting the tender specifications should submit separate
Offer/Bid for each alternative. Each alternative Offer /Bid should be complete in
all respects and should not make cross-reference to details given in other
offer/alternative. Every such alternative Offer should accompany separate EMD.

18. PRICE

18.1 The Price/s quoted for supply of the Desktop Note Sorting Machine must be
made in Indian Rupees only, including the following:

a. Cost of the Desktop Note Sorting Machine including all duties and importing
cost.
b. Cost of Sensors and any other Miscellaneous items supplied by the Bidder for
functioning of the machine if any.
c. Packing, Transportation and Forwarding charges to the site.
d. Installation and Commissioning charges, if any.
e. Local levies in the country of origin and shipment
f. Insurance to cover all risks of damages from the date of shipment, delivery,
installation and commissioning at site and handing it over to the Bank.
g. Minimum of One-Year Comprehensive On-site Warranty covering the entire
System /Equipment /Sub assemblies / Labour etc. This period will start
from the date of installation and commissioning of the Desktop Note Sorting
Machine by the Bank in writing.

18.2 The Sales Tax / Value Added tax / Central Sales Tax/ Entry Tax/ Octroi /
Service Tax if any as applicable will be paid/reimbursed by the bank at
actual.

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18.3 If the bidder fails to include any other expenditure/item in the tender, no
claim thereof will be considered by the bank afterwards.

All applicable Taxes like CST/LST/VAT/Octroi/Entry Tax/Service Tax

should not be included in the price of the machine and these taxes will
be paid/reimbursed by the bank at actual.

The AMC prices shall be firm and binding without any escalation whatsoever
for entire period of 8 years of contract.
18.4. No escalation in price is permitted for any reason whatsoever. Prices quoted
must be firm till the completion of the contract including warranty period.

19. MAKE AND MODELS

It is mandatory to provide make & model of all the items and their subcomponents
as has been sought in the technical specification. The Offer may not be evaluated
and / or will be liable for rejection in case of non-submission or partial submission
of make, model of the items offered. Please note that substituting required
information by just brand name is not enough.

20. EARNEST MONEY DEPOSIT/BANK GUARANTEE IN LIEU OF EMD

20.1 The bidder shall furnish Earnest Money Deposit (EMD) of Rs.600,000/-
(Rupees Six Lacs only) by way of Demand Draft drawn on any
scheduled bank in favour of Canara Bank, payable at Bangalore.

20.2 No interest is payable on EMD.

20.3 In Case the EMD is submitted in the form of Irrevocable Bank Guarantee
the same issued by First Class Scheduled Bank in India for Rs.6 Lacs with
validity for the minimum period of 6 months from the last date for
submission of offer. The format for submission of EMD in the form of
Bank Guarantee is as per Annexure G.

20.4 The DD for EMD / Guarantee in lieu of EMD should be placed in the
Technical Bid PART A only.

20.5 Submission of EMD / EMD Guarantee in other than Technical Bid PART
A, is entirely at the risk of the bidder and in all such cases the bid is
liable to be rejected on grounds of non submission of EMD.

20.6 The Technical Bid Envelope I will be evaluated only for those bidders
who submit EMD in the same cover.

20.7 The EMD of the Bidders not qualified under Technical Bid will be
returned within 15 days after opening the commercial bid of the
technically qualified bidders. The EMD of other bidders will be returned
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upon the selected bidder accepting the order and furnishing the
performance guarantee.

20.8 For each alternative Offer/bid, a separate EMD/ Bank Guarantee in lieu
of EMD must be submitted.

20.9 The EMD may be forfeited/ Bank Guarantee may be invoked:

20.9.01 If the bidder withdraws or amends the bid during the period of bid
validity specified in this document.

20.9.02 If the selected bidder fails to accept the purchase order within 7
days or fails to sign the contract or fails to furnish Performance
Guarantee/ Security Deposit in accordance with the terms of the
RFP.

B. TERMS AND CONDITIONS

1. EFFECTIVE DATE

1.1 The contract shall come into effect from the date of acceptance of Letter of
Intent (LOI) by the successful bidder. Such acceptance shall be made within 7
days from the date of Letter of Intent.

2. SCOPE OF CONTRACT

2.1 The scope of purchase contract shall include delivery of machines securely
packed in good condition, transporting, handling, installation and
commissioning and maintenance thereof at various offices of Banks in India.

3. DELIVERY, INSTALLATION & COMMISSIONING

3.1. The delivery, installation and commissioning of the machines has to be

completed within a period of 2 months from the date of placement of order.

3.2. In the event of any change / modification in the locations where the Note
Sorting Machine is to be delivered, the bidder in such cases shall deliver,
install and commission at the modified locations at no extra cost to the Bank.
However if the Note Sorting Machine is already delivered, and if the
modification in location is made after delivery, the bidder shall carry out
installation and commissioning at the modified location and the Bank in such
cases shall bear the shifting charges / arrange shifting. The Warranty / AMC
should be applicable at the altered locations also.

3.3 The Installation will be deemed as incomplete if any component of the desktop
note sorting machine is not delivered or is delivered but not installed and / or

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not operational or not acceptable to the Bank after acceptance testing /
examination. In such an event, the supply and installation will be termed as
incomplete and desktop note sorting machine will not be accepted and the
warranty period will not commence. The installation will be accepted only
after complete commissioning of the machine.

3.4 If the Bidder fails to deliver and / or install the Desktop Note Sorting Machine
ordered within the stipulated time schedule or by the date extended by the
Bank, the same shall be treated as a breach of contract. In such case, the
Bank may invoke the Bank Guarantee/Forfeit the Security Deposit without any
notice to the Bidder, as per the items contained in clause B5.5.

3.5 The Bank will not arrange for any Road Permit / Sales Tax clearance for
delivery of machine to different locations and the Vendor is required to make
the arrangements for delivery of machine to the locations as per the list of
locations /items provided from time to time by the Bank. However, the Bank
will provide letters / certificate / authority to the Bidder, if required.

Import / Export license, if any required shall be arranged by the supplier only
on his own, at his own cost. Failure to obtain required licence from the
competent authority will not be considered as Force majeure.

3.6 Commissioning of the desktop note sorting machine will be deemed as

complete only when the same is accepted by the Bank in accordance with the
Terms & Conditions of this Tender.

3.7 LIQUIDATED DAMAGES FOR DELAY

If the supplier fails to meet the specified completion schedule (i.e., the delivery,
installation and commissioning of the machine has to be completed within a
period of 2 months from the date of placement of order) the Bank shall
have the option to accept or reject the machine supplied and installed by
the supplier after the expiry of delivery period specified in the purchase
contract. In case of acceptance of the delayed delivery as mentioned
above, the supplier shall be liable to pay as Liquidated damages at the rates
specified below, for each completed week of delay or part thereof, on the
basic price of the machine to be delivered at that location.

Liquidate Damages rate per week or Delay Period

part thereof
0.5% (half per cent) For the first four weeks of delay
1.0% ( one per cent) Beyond four weeks of delay

The bank may however extend the time of completion of Force Majeure
conditions. For the purpose of this clause, installation at each location shall
be treated as separate entity.

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3.7.2. The supplier agrees and considers that the liquidated damages set out
herein above are fair and reasonable and that he will raise no objection or
dispute with regard to the banks right to recover the liquidated damages.

3.7.3. The liquidated damages shall be deducted / recovered by the bank from
any money due or becoming due to the supplier under this purchase
contract or may be recovered by encashment of bank guarantees or
otherwise from supplier.

4. TERMS OF PAYMENT

The following terms of payment shall be applicable to this contract.

4.1. Bank will not pay any advance

4.2. 80% of the contract price against receipt of the systems at respective sites
and completion of installation, testing, commissioning and handing over of
the equipments/systems after completion of site acceptance tests and signing
of Service Level Agreement, against submission of the following :
a. Contractors signed commercial invoice (IN DUPLICATE)
b. Manufacturers Inspection and Test certificates
c. Certificate of Insurance covering all the risks during transit, storage,
installation, commissioning, testing and handing over including third party
liabilities.
4.3. Balance 20% on completion of 2 months of satisfactory functioning and
submission of certificate from the Branch where the Desk top Note Sorting
Machine is installed.
4.4. For the purpose of payments, works at each centre will be treated as a
separate entity.

Please note that Suppliers Signed Commercial Invoice, Delivery Proof and
Installation Reports duly signed by bank officials of the respective branch /
office should be submitted in originals only while claiming payment in
respect of orders placed.

5. SECURITY DEPOSIT / PERFORMANCE BANK GUARANTEE

5.1. The successful bidder should submit a Security Deposit / Performance

Guarantee for 10 % value of the contract within fifteen working days from
the date of receipt of the order.

5.2. If the Security Deposit / Performance Guarantee is not submitted within the
date stipulated, penalty at 0.50% per week or part thereof, with a Ceiling of
5% on the value of the order will be deducted from the delivery payment for
the delay in submission of Performance Guarantee / Security Deposit.

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5.3. The successful bidder should submit Security Deposit by way of DD drawn on
Canara Bank / Performance Bank Guarantee issued by a First Class Scheduled
Bank in India.

5.4. Security deposit if submitted in the form of Performance Bank Guarantee, the
guarantee period should be valid for 15 months from the date of placing the
order or till expiry of warranty period, whichever is later. The guarantee
should also contain a claim period of three months from the last date of
validity.

5.5. The security deposit / bank guarantee will be returned to the vendor on
completion of delivery of all items and after expiry of warranty period of one
year.

5.6. The selected bidder shall be responsible for extending the validity date and
claim period of the bank guarantees as and when it is due, on account of
incompletion of the project and warranty period.

5.7. The Bank shall invoke the Bank guarantee before the expiry of validity, if
work is not completed and the guarantee is not extended, or if the selected
bidder fails to complete his obligations under the contract. The bank shall
notify the selected bidder in writing before invoking the bank guarantee. The
proceeds of the guarantee shall be payable to the bank as compensation for
any loss from the selected Bidders failure to complete his obligations under
the contract.

6. ORDER CANCELLATION.

The Bank reserves its right to cancel the entire / unexecuted part of Purchase
Order at any time by assigning appropriate reasons in the event of one or more of
the following conditions:

1. Delay in delivery beyond the specified period for delivery.

2. Serious discrepancies noted in the items delivered.
3. Breaches in the terms and conditions of the Order.

In addition to the cancellation of purchase order, the Bank reserves its right to
invoke the Bank Guarantee or forfeit the Security Deposit given by the supplier
towards non performance/non compliance of the terms and conditions of the
contract, to appropriate the damages.

7. SOFTWARE, DRIVERS AND MANUALS.

7.1. The supplier shall supply along with each Desktop Note Sorting Machine
ordered, all the related documents and necessary media of the software
loaded in the machine without any additional cost. The media and documents

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shall be in English. These will include but not restricted to User Manual,
Operation Manual, Other Software and Drivers etc.

7.2. All related documents, manuals, catalogues and information furnished by the
supplier shall become the property of the Bank.

8. WARRANTY.

8.1 The entire machine including sub assemblies etc. shall be under
Comprehensive Onsite Warranty covering all parts, maintenance or support
for its proper operation, performance and output as specified in the tender
technical specifications for a Minimum Period of 12 months from the Date of
Acceptance of the machine by the bank in writing.

8.2 The supplied machine shall be free from defective material and workmanship
and any shortfall/defect that may appear/be detected within 12 months
from the date of site acceptance, which in the opinion of the Bank has arisen
from bad design, material and/or workmanship, shall upon intimation to the
supplier, be made good at the supplier's own risk within 30 days.

8.3 During the said warranty period of 12 months, the supplier shall without any
extra cost, carry out all routine and special maintenance of the Desktop
Sorting Machine and attend to any difficulties/defects/replacements that
may arise in the operation of the system.

8.4 The Supplier should further guarantee that the Desktop note Sorting Machine
shall be brand new and based on proven and established technology and shall
be suitable for Indian conditions.

8.5 The defective or replaced parts shall be returned to the Supplier upon request
and at his cost and responsibility. The Bank will, however, render such
assistance in the matter as will expedite the same.

8.6 If the Supplier on account of the defects and/or repairs replaces certain items
by changing the design or materials, such change shall not reduce the
performance of the equipment as per the technical specification.

8.7 The issue of acceptance certificate/inspection certificate/approval by the

Bank shall in no way relieve the Supplier from the provisions of this clause.

8.8 If the supplier does not rectify either by repair or replacement, such defects
and put back the machine into regular operation within 2 working days from
the date of notice by the Bank or does not complete the said rectification
with reasonable diligence and within 2 days from the date of such notice
given by the bank, a penalty of Rs.1000/- per working day will be levied and
deducted from the security deposit or such other/any other sums payable to

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the supplier. If the machine cannot be repaired within the stipulated time,
the supplier shall arrange for a standby machine to be installed.

9. ANNUAL MAINTENANCE CONTRACT.

9.1 The Bank, at its discretion may enter into Annual Maintenance Contract with
the supplier at its discretion.
9.2. The support for maintenance of Desktop Note Sorting Machine supplied should
be available for a minimum period of 7 years after warranty period by the
supplier.
9.3. The Bidder shall quote his rates per year per machine for all inclusive
(comprehensive) maintenance service exclusive of VAT/Service tax after the
expiry of Warranty period, for minimum period of Seven years.
9.4. The rate of AMC must be quoted both in words and figures in the Commercial
Bid separately for maintenance contract (which will cover replacement of
defective parts) for 7 years after the expiry of warranty.
9.5. The AMC Charges should cover the regular maintenance of the machine, cost
of the replaced parts and also the manpower cost. It may be noted by the
bidder that Bank will not provide any kind of assistance in the form of
men/material and the Bidder will have to make his own arrangements for
deputing the required skilled manpower including all necessary spares for
setting right the reported/observed defects. These rates shall remain firm
and valid for a period of Seven years from the date of expiry of the warranty
period.
Repairs to the systems and trouble shooting of software in the event of any
breakdown, the scope of the contract shall comprise and include all costs, all
taxes, duties, levies and other transport, handling, insurance charges for the
following.
9.5.1. Preventive maintenance like periodical servicing, trouble shooting,
settings, adjustments, cleaning, oiling, greasing at periodical intervals to
ensure (i) smooth and trouble free working of the system and (ii) the
performance of the machine at the contracted capacity.
9.5.2. Troubleshooting, settings, adjustments including cost of repair/supply of
spares/ components/ sub-systems.
9.5.3. The supplier has to update the features of the Desktop Note Sorting
Machine as per the guidelines issued by the regulator (RBI) regarding the
matter related to issue/sorting/quality etc., of currency notes from time
to time, free of cost.
9.6. AMC Payment will be made once in a quarter after satisfactory completion of
service during the period.
9.7. Any breakdown of the machine/ shortfall in its performance will be intimated
to the supplier by the Bank and the supplier shall attend to the fault within
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24 hours ( 48 hours in case of remote branches) and rectify the same within
two working days of such reporting. If the machine is not put back into
beneficial operation within 2 working days, a penalty at the rate of Rs 1000/-
per working day from the date of reporting of defect will be imposed and
the same will be deducted from the AMC charges to be made once in a
quarter.
9.8. The Bank shall have the option to terminate the service contract any time
during the contract period by giving a written notice of 3 months, without
assigning any reason thereof. However, the contractor shall commit himself
to the service contract for a minimum period of 7 years, unless the service
contract is terminated by the Bank and will have no right to terminate the
contract within this period.

10. TRAINING.

The successful vendor shall associate the Bank's staff during the installation,
commissioning and testing of the Desktop Note Sorting Machines. The successful
Bidder shall train Bank's staff in proper Operation, Trouble identification,
Troubleshooting and routine maintenance of the Desktop Note Sorting Machine for
each and every location on a mutually agreed Date & Time.

11. INSURANCE.

The Desktop Note Sorting Machine to be supplied will be insured by the vendor
against all risks of loss or damages from the date of shipment till such time, It is
delivered, installed and commissioned at site and handed over to the Bank Branch.

12. LOCAL SUPPORT.

The vendor should be capable of meeting the service & support standards as
specified in this tender. Service support should be available for all Bank working
days/ hours.

13. INDEMNITY.

The vendor shall indemnify, protect and save the Bank against all claims, losses,
costs, damages, expenses, action suits and other proceedings, resulting from
infringement of any law pertaining to patent, trademarks, copyrights etc. or such
other statutory infringements in respect of Desktop Note Sorting machine supplied
by them.

14. PUBLICITY.

Any publicity by the vendor in which the name of the Bank is to be used will be
done only with the explicit written permission of the Bank.

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15. GUARANTEES.

The vendor should guarantee that the Desktop Note Sorting Machine delivered to
the Bank are brand new, including all components. In the case of software, the
vendor should guarantee that the software supplied to the Bank is licensed and
legally obtained. All hardware and features must be supplied with their original
and complete printed documentation.

16. SPARE PARTS

The vendor will make the spare parts for the Desktop Note Sorting Machine
available for a minimum period of 7 years after warranty period.

If any of the peripherals / components are not available during the warranty /
AMC period, the substitution shall be carried out with peripherals / components of
equivalent or higher capacity.

17. NEGLIGENCE.
In connection with the work or contravenes the provisions of General Terms, If
the Contractor neglects to execute the work with due diligence or expedition or
refuses or neglects to comply with any reasonable order given to him in writing by
the Bank, in such eventuality, the Bank may after giving notice in writing to the
Contractor calling upon him to make good the failure, neglect or contravention
complained of, within such times as may be deemed reasonable and in default of
the said notice, the Bank shall have the right to cancel the Contract holding the
Contractor liable for the damages that the Bank may sustain in this behalf.
Thereafter, the Bank may make good the failure at the risk and cost of the
Contractor.

18. RESPONSIBIILTY FOR COMPLETENESS

Any supplies and services which might not have been specifically mentioned in this
tender but are necessary for the design, engineering, manufacture, supply,
installation, testing, commissioning, performance or completeness of the order,
shall be provided / made available as per the time schedule for smooth and
efficient operation and maintenance of the system under Indian condition.

The Bidder shall be responsible for any discrepancies, errors and omissions in the
drawings or other information submitted by him irrespective of whether these
have been approved, reviewed or otherwise accepted by the bank or not. The
Tenderer shall take all corrective measures arising out of discrepancies, error and
omission in drawings and other information as mentioned above within the time
schedule and without extra cost to the bank.

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19. FORCE MAJEURE.

The vendor shall not be liable for default or non-performance of the obligations
under the contract, if such default or non-performance of the obligations under
this contract is caused by any reason or circumstances or occurrences beyond the
control of the vendor, i.e. Force Majeure.

For the purpose of this clause, Force Majeure shall mean an event beyond the
control of the vendor, due to or as a result of or caused by acts of God, wars,
insurrections, riots, earth quake and fire, events not foreseeable but does not
include any fault or negligence or carelessness on the part of the vendor, resulting
in such a situation.

In the event of any such intervening Force Majeure, the Vendor shall notify the
Bank in writing of such circumstances and the cause thereof immediately within
five calendar days. Unless otherwise directed by the Bank, the Vendor shall
continue to perform / render / discharge other obligations as far as they can
reasonably be attended / fulfilled and shall seek all reasonable alternative means
for performance affected by the Event of Force Majeure.

In such a case, the time for performance shall be extended by a period (s) not less
than the duration of such delay. If the duration of delay continues beyond a
period of three months, the Bank and the Vendor shall hold consultations with
each other in an endeavor to find a solution to the problem. Notwithstanding
above, the decision of the Bank shall be final and binding on the Vendor.

20. RESOLUTION OF DISPUTES.

All disputes and differences of any kind whatsoever, arising out of or in connection
with this Offer or in the discharge of any obligation arising under this Offer
(whether during the course of execution of the order or after completion and
whether beyond or after termination, abandonment or breach of the Agreement)
shall be resolved amicably. In case of failure to resolve the disputes and
differences amicably the matter may be referred to a sole arbitrator mutually
agreed upon after issue of at least 30 days notice in writing to the other party
clearly setting out their in the specific disputes. In the event of absence of
consensus about the single arbitrator, the dispute may be referred to joint
arbitrators; one to be nominated by each party and the said arbitrators shall
appoint a presiding arbitrator. The provisions of the Indian Arbitration and
Conciliation Act, 1996, shall govern the arbitration.

In case the Proposal is not received as required above on or before the said date
and time, we shall presume that vendor is not interested in supply of the item/s
now and decision will be taken by us accordingly.

The venue of arbitration shall be Bangalore, INDIA.

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21. JURISDICTION

The Purchase Contract / Annual Maintenance Contract shall be governed by the

Laws and Regulations of India for the time being in force and will be subject to the
exclusive jurisdiction of the Courts in Bangalore, India.

/Yours faithfully,

. / B SHANDILYA
/DEPUTY GENERAL MANAGER

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ANNEXURE A

Covering letter format

Offer Reference No: Date:

To

The Deputy General Manager,

Canara Bank,
Procurement Group,
Department of Information and Technology,
Naveen Complex, 14 M G Road,
Bangalore 560 001
Karnataka
Dear Sir,
Tender Ref: RFP/15/09-10 DT: 23-10-2009

Having examined the tender document including all Annexure the receipt of
which is hereby duly acknowledged, we, the undersigned, offer to supply,
deliver and commission Desktop Note Sorting Machine in conformity with the
said tender in accordance with the schedule of prices indicated in the
commercial offer and made part of this offer.

If our offer is accepted, we undertake to complete delivery, installation,

commissioning and handing over the Desktop Note sorting Machine to the Bank
within 2 months for all locations as specified in the offer document.

We enclose a Demand Draft /Bank Guarantee in lieu of EMD for Rs. 6,00,000/-
in favour of Canara Bank as EMD.
We agree to abide by this offer till 6 months from the date of finalizing the
vendor and for such further period as may be requested for by the bank, and
agreed to in writing by the bidder. We also agree to keep the Earnest Money
Deposit/Bank Guarantee in lieu of EMD during the entire validity period of the
tender. However if we withdraw our offer within the said validity period, you
shall have the right to forfeit the EMD/invoke the Bank Guarantee in lieu of
EMD, without reference to us. We agree to abide by and fulfill all the terms
and conditions of the tender and in default thereof, to forefiet and pay to you
or your successors, or authorized nominees such sums of money as are
stipulated in the conditions contained in tender together with the return
acceptance of the purchase contract for supply of the Desktop Note Sorting
machines.

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We enclose a list of clients in India (giving their full addresses) where the
model quoted by us now have been supplied by us and the name and addresses
of our Bankers.
We also confirm that we have not been disqualified by any PSU bank for supply
of Desktop Note sorting Machine.
Our PAN number for Income Tax is _______________________.

We are registered with the Sales Tax/Service Tax authorities and our
registration numbers are as follows.
Sales Tax/VAT Registration Number is _____________________.
Service Tax Registration Number is ______________________.

We accept all the Instructions and Terms and Conditions of the subject RFP.

We understand that the Bank is not bound to accept the lowest or any offer the
Bank may receive without assigning any reason whatsoever.

Dated this _________day of __________2009

Signature. ____________________________

Signature of the Authorized Signatory with date & seal

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ANNEXURE A1

Particulars of Bidders / Manufacturer

Sr No Particulars
A Company/Supplier Profile
1. Name of the Suppliers/Firm Company
2. Constitution
3. Date of Establishment/Incorporation
4. Address

Registered Office

Corporate Office
5. Telephone No

FAX No

E-mail Address

Website
6. Sales Turnover

2006-2007

2007-2008

2008-2009
7. Domestic Customer Base (Number of Sorting
Machines installed in India)
8. Service Net Work
(Number of Service Centres in)

North India

South India

East India

West India

Central India

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Sr No Particulars

B. Manufacturers Profile
1. Name of the Manufacturing Company
2. Constitution of the Manufacturing Company
Date of Establishment/Incorporation of the
3.
Manufacturing Company
Address of the Manufacturing Company

Registered Office
4.
Corporate Office

Telephone No

FAX No
5.
E-mail Address

Website
Nature of Relationship of your company with
the Manufacturing Company.

Subsidiary of the Manufacturing

6. Company/Division of Manufacturing
Company/Sole Distributor/Non Exclusive
Distributor/Agent/Others

Please Specify
Experience of the Manufacturing Company in
7.
Sorting Machines

Signature of the Authorised Signatory with date & seal

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ANNEXURE A2

Track Record of Past Installation

Name of the Vendor__________________

Contact Person,
Sl Name of the Desktop Note Sorting Machines/with the
Name, Tele No,
No Client capability to detect fake currency notes
FAX No & Address
Year of
Brand Model Qty
Supply
1.
2.
3.
4.
5.
6.
7.
8.
9.
10

Signature of the Authorised Signatory with date & seal

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ANNEXURE A3
List of Banks including Major Public Sector Banks/SBI/RBI and the no.of
machines (in India) to whom Desktop Note Sorting Machines with sorting speed
of 15000 and above banknotes per hour (No.of Pockets / Structure minimum
2+1) have been supplied since 1.4.2006 till 30.9.2009 along with the present
commitment/s

Year Model number Name of Bank, No.of Machines

(Sorting Speed and Location and supplied
No.of Pockets) address, Fax,
Telephone No.
1.4.06 to
31.3.07
1.4.07 to
31.3.08
1.4.08 to
31.3.09
1.4.09 to
30.9.09

Signature of the Authorised Signatory with date & seal

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ANNEXURE A4

Details of Offices/ Branches /Service Centers

Sr Place Postal Contact Service No of Jurisdiction

No Address Details Facilities Engineers
Available
(including (Describe)
Name of In
charge and
his contact
no.email
etc)
1
2
3
4
5
6
7
8
9
10

Signature of the Authorised Signatory with date & seal

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ANNEXURE A5

Technical compliance Statement

Declaration

We hereby undertake to agree to abide by all the terms & conditions

stipulated in the tender document

We certify that the systems / services offered by us for tender conform to

the specifications stipulated in the tender form

Signature of the Authorised Signatory with date & seal

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ANNEXURE - B

Authorization letter format

To

The Deputy General Manager,

Canara Bank Date:
Procurement Group,
DIT-Wing.
Naveen Complex, 14 M G Road,
Bangalore560 001. Karnataka

Dear Sir,

SUB: Authorization Letter for attending the Bid Opening

REF: YOUR RFP NO: - _________________ Dt ________________.

This has reference to your above RFP for supply and Installation of
___________________. Mr. Miss/Mrs. ________________________________________
hereby authorized to attend the bid opening of the above RFP _____________ DT:
_____________ on _____________

on behalf of our organization.

The specimen signature is attested below:

_________________________________
Specimen Signature Of Representative

__________________________________ __________________________
Signature of Authorizing Authority Signature of Attesting Authority

_________________________________
Name of Authorizing Authority

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ANNEXURE C

Manufacturers Authorization Form

No._____________________. dated._________________.

To
The Deputy General Manager,
Canara Bank,
Procurement Group,
DIT-Wing,
Naveen Complex, 14 M G Road,
Bangalore560 001
Karnataka

Dear Sir,

Tender Reference No.______________________

We _________________________who are established and reputed manufacturers

of ____________________________having factories at _________and __________
do hereby authorize M/s_________________(Name and address of the
Agent/Dealer) to offer their quotation, negotiate and conclude the contract with
you against the above invitation for tender offer.

We hereby extend our full guarantee and warranty as per terms and conditions of
the tender and the contract for the equipment and services offered against this
invitation for tender offer by the above firm and will extend technical support
for a period of 8 years from the date of submission of this tender.

Yours faithfully

(Name)
For and on behalf of
M/s __________________
(Name of Manufacturers)

Note: This letter of authority should be on the letterhead of the manufacturing

concern and should be signed by a competent person of the manufacturer.

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ANNEXURE - D

Bill of Material and Price Schedule

Note:
1. This bill of material must be attached in Technical Offer as well as
commercial offer. The format will be identical for both Technical and
Commercial Offers, except that the Technical Offer should not contain
any price information. Technical offers without the bill of materials will be
liable for rejection.
2. Vendor must take care in filling price information in the Commercial Offer,
to ensure that there are no typographical or arithmetic errors. All fields
must be filled up correctly.

Required Items

Sl Item Details Unit 7 years Unit Qty Total

No Price AMC Cost of Cost of
with 1 charges machine Machines
year per with 7
warranty machine years
AMC
A B C= D E=
(A+B) (C x D)
1 Cost of the Desktop Sorting 20
Machine with all the required
hardware, software, and other
miscellaneous items required
including the duties,
transportation, insurance up to
the acceptance of the machine,
installation and commissioning of
the machine at installation site as
quoted in the technical annexure
with 12 months of comprehensive
warranty as per our RFP.(This
Price should be exclusive of all
applicable taxes in India like
CST/LST/VAT/Octroi/Entry Tax
/Service Tax which bank will pay
in actual)

i.* The Present Value (PV) of the AMC price offered for all the 7
years shall be added to the price of the Machines offered, for
the purpose of evaluation of the price bid and arriving at L1.

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The Present Value (PV) for the AMC component will be
calculated as per the following formula:

C__
(1+ r) n

Where 'C' is the annual AMC amount of each year

'r' is Bank Prime Lending Rate presently it is 12%.
'n' is 1 for 1st year, 2 for 2nd year 7 for 7th year

All the above prices should be exclusive of Applicable Taxes like

CST/VST/VAT/Service Taxes, which will be paid in actual.

We understand that the above-mentioned figure is for price-comparison purpose

only and the bank will pay on actual, taking into account the unit prices indicated
by us.

Confirmation to be submitted with masked bill of exchange AMC Charges

We confirm that we have quoted for 7 years post warranty AMC rates (as per
terms and conditions of the tender), giving the rates/price in our Commercial
Offer.
Date:
Place: Signature
(name)
on behalf of
_________________
(Name of the vendor)

Commercial Version Post warranty AMC Charges calculation table

Sl No Description Unit Price Post Warranty Post Warranty

(As mentioned AMC Charges per year AMC for 7 years
above without per unit without any per unit
any Tax) Tax (1+2+3+4+5+6+7)
(year wise)
1 2 3 4 5 6 7
1 Cost of the
Machine with
1 year
warranty.

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 RFP - 15/09-10 DT.28/10/2009.

Annexure - E

TECHNICAL SPECIFICATIONS

Functions to be performed by the Machine

Sorting
Quality Wise The machine must be able to sort the notes into
ATM fit/fit/unfit/reject/suspect notes after
checking authenticity of banknotes. Broad
Parameters on which the machine has to classify
the notes as clean notes are as under:
The note is clean i.e. not soiled, not
discolored, not tainted etc.
The notes do not contain more than one figure
graffiti i.e. scribbling.
The notes do not contain large number of
pinholes in the watermark area. Any note
containing Ashoka Pillar Series notes,
banknotes of Rs.500 denomination of Mahatma
Gandhi (MG) Series 1996 would not be clean
note and has to be sorted as soiled notes.
The note does not contain any tears or tapes,
The notes do not have any missing portion.

Denomination wise Yes

Emission/Series wise Yes (eq:- Gandhi & Ashoka Pillar series sorting)
Counterfeit/Suspect DSNM should be capable of detecting
Counterfeit/Suspect notes.
Orientation Yes
Handling of currency Capable of handling Rs.10 to Rs1000
notes of all denomination notes and also any new sizes to be
denominations introduced by RBI in future.
Mix Denomination Yes (sorting of INR 10, 20, 100 etc. together)

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 RFP - 15/09-10 DT.28/10/2009.

Currency note detection:

Forged/counterfeit UV & IR properties, Fluorescence &
Phosphorescence, Hard & soft coded magnetic
security features in Ink & Security threads,
Electrical conductivity of Security thread. All
the above parameters, the machine should be
capable of being configured as RBI/Banks
requirements
Non Issuable notes Soiled, Missing parts, Dog ears or Missing
surface/corners/tear/colour corners, Z folds, Tear length/area, Holes,
balance, thickness etc Adhesive tape, Thickness & Multiple items, Size
(dimensions), Limpness, Stains, Format.
Gandhi / all Ashoka Pillar series should be
sorted as soiled notes.
Banknote Recognition All known/available Indian denominations &
Detector emissions are detected by machine as per the
RBI specifications. The machine is adapted to
various visible & non-visible features of the
Bank Notes-like: Print pattern/format,
Magnetism, Printed image/issue & size.
Sensor system for full scan Yes( should scan both sides of currency note)
of both sides of currency
notes
Display counter for number Yes
of notes sorted
Capacity, Consistency & Each Bidder will have to install at his cost the
Reliability ( Stress Test) Desktop Note Sorting machine at designated
currency chest of our Bank in Bangalore to test
the working of the Machine continuously for 6
Hours per day for Two Days.

These test data will be used for technical

evaluation of the tender. The Machine should
be able to authenticate the genuineness of the
Bank notes (irrespective of soilage level) and
sort all existing series of Bank Notes of all
denominations into issuable, non-issuable and
suspect

Page 39 of 43

Technical Specifications of the Machine
Particulars
Machine Structure
No. of stackers & features
Hopper Size
Processing Speed
Numerical count
Cascading
Dimensions
Alert alarm
Sensors (Details
mentioned in the
Specification column)
Sorting Machine should
be capable to do sorting
in the modes mentioned
in the Specification
column:
RFP - 15/09-10 DT.28/10/2009.
Specifications / Features required for
procurement of Desk Top Note Sorting
Machines capable of detecting suspect notes.
Singular capable of sorting minimum 15000 and
above Bank notes per hour.
No extra weightage shall be given for a capacity
higher than that prescribed.
2+1
Separate pockets/stacker for suspect notes, ATM
fit/fit/soiled notes.
Availability of alert alarm indication when
stacker is full
Configuration of the stackers as per requirement
of the Bank.
500 loose Note with continuous top up capability
15000 and above Bank notes per hour (Through
put)
Option of free counting in counting mode
irrespective of sorting
Packet of 100 (even smaller) to 500 notes (as
desired by the user/programmable)
Compact and should be able to be mounted on
table.
Indication by blinking LED & beep, when stacker
for respective class is full.
Sorting Machine should have the necessary
sensors capable of detecting and checking various
visible & non-visible features of Indian banknotes
like print pattern, format, Size, printed image,
emission and soilness.
Sensors should scan both sides of the Bank
Notes.
Sorting Parameters:
ATM
Fit / Customer Issuable
Mahatma Gandhi(1996 Series) / Ashoka
Pillar notes to be separated
Non Issuable / Soiled (Ashoka Pillar Notes
should be automatically sorted as Soiled
notes and should go to Soiled notes
stacker)
Orientation Sorting. (All non-oriented
Page 40 of 43
 RFP - 15/09-10 DT.28/10/2009.
notes should go into reject pocket )
Forged notes should go into reject pocket

All the above parameters should be capable of

being configured as per RBI/Banks
requirements

Authentication Infrared Properties , UV-dull paper,

Fluorescence/ Phosphorescence, Magnetic
security features in ink and security threads,
Thickness and Multiple items, Presence of
Security thread

All the above parameters, the machine should

be capable of being configured as per
RBI/Banks requirements.

Fitness Parameters Machine should be capable to detect Dog ears,

Folds, Missing parts, Tears etc in the Bank Notes

Upgrade / Features Features should be gradable so as to incorporate

the additional/new features of Bank Notes as and
when introduced by RBI and also should be
capable of sorting a particular series as soiled as
and when such decision is taken by RBI.

Supplier to provide necessary features of all

denominations of bank notes in Desktop Note
Sorting Machine for detection of suspect notes.

Page 41 of 43
 RFP - 15/09-10 DT.28/10/2009.
Annexure F
Details of Tentative Locations where the Desktop sorting machines will be
deployed

Sl Branch Name Circle Office

No
1 Malerkotla Chandigarh
2 D S Market Amritsar Jalandhar
3 Jodhpur Main Jaipur
4 Gorakhpur Main Lucknow
5 Agartala, Tripura Guwahati
6 Silchar Guwahati
7 Shillong Main Guwahati
8 Bihar Sariff Patna
9 Chandni Chowk, Delhi Delhi
10 Karolbagh, New Delhi Delhi
11 Narayana Hrudayalaya, Bangalore Metro
Bangalore
12 Bommasandra Bangalore Metro
13 Hospet Hubli
14 Canning Street, Kolkata Kolkata
15 Thousand Lights, Chennai Chennai
16 Grand Central, Madurai Madurai
17 Pathergatty, Hyderabad Hyderabad
18 Kalyan Main Mumbai
19 Ulhasnagar -4 Mumbai
20 Camp Bazaar, Kannur Calicut

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 RFP - 15/09-10 DT.28/10/2009.
Annexure G
BANK GUARANTEE FORMAT FOR EARNEST MONEY DEPOSIT
To

WHEREAS ______________________________(Name of Tenderer) (hereinafter

called "the Tenderer" has submitted its tender dated _______________________
(Date) for the execution of (Name of Contract)_____________
_______(hereinafter called "the Tender") in favour of
______________________.hereinafter called the "Employer";

KNOW ALL MEN by these presents that we, Canara Bank, a body corporate
constituted under the Banking Companies (Acquisition & Transfer of Undertakings)
Act, 1970 having its Head Office at No.112, J C Road, Bangalore amongst others a
branch at ________________ (hereinafter called "the Bank" are bound unto the
employer for the sum of Rs________________
(Rupees___________________________________________only) for which payment
well and truly to be made to the said Employer, the Bank binds itself, its
successors and assigns by these presents;

THE CONDITIONS of this obligation are:

(a) If the Tenderer withdraws its Tender during the period. of Tender validity
specified in the Tender; or
(b) If the Tenderer having been notified of the acceptance of his Tender by the
Employer during the period of Tender validity;
(i) Fails or refuses to execute the Agreement, if required; or
(ii) Fails or refuses to furnish the performance security, in accordance with
clause ___________ of conditions of Contract.

We undertake to pay to the Employer up to the above amount upon receipt of his
first written demand without the Employer having to substantiate his demand,
provided that in his demand the Employer will note that the amount claimed by
him is due to him owing to the occurrence of one or both of the two conditions,
specifying the occurred condition or conditions.

Notwithstanding anything herein contained, our liability under this guarantee is

limited to
Rs________________(Rupees___________________________________________onl
y) remain in force up to ___________including the date of expiry of the period of
tender validity, and any demand in respect thereof must reach the Bank not later
than the date of expiry of this guarantee i.e., on or before _______________
failing which all the rights of the employer under the guarantee shall be forfeited
and the Bank shall be deemed to be relieved or discharged from all liabilities
hereunder.
Dated _________________day of ________________________20____

Page 43 of 43