Tenders

The Department of Economic Analysis and Policy (hereinafter referred to as "the Department") (Administration Division), Reserve Bank of India (hereinafter referred to as "the Bank"), Central Office, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai – 400001 invites sealed tenders from eligible, reputed Printers located in Mumbai (hereinafter referred to as "the Printers") for printing, supply and distribution of select Publications to be brought out by the Department for the calendar year 2009.

3. List of Publications: The Publications, the number of copies and other details for which the tender is called for are furnished in Paragraph 19 below. However, the publications and details given in paragraph 19 are only indicative and liable to be varied by the Department as per its requirements. Theselected printer should be prepared to take up the work relating to any other publication which is not listed in paragraph 19 at the same rates as quoted in the Tender. Specimen copies of all the Publications shown in paragraph 19 are available for perusal with the Director, Division of Reports, Reviews and Publications, Department of Economic Analysis and Policy, Reserve Bank of India, 6th Floor, Amar Building, P. M. Road, Fort, Mumbai – 400 001.

4. Submission of Tender: Tender shall contain the following:

b) Quotation Part – I - Technical Bid in ‘Proforma - A’ below which shall be enclosed in a separate sealed envelope superscribed "Tender for Printing of Publications by DEAP, RBI – 2009 - Technical Bid in Proforma A".

c) Quotation Part – II - Commercial Bid in Proforma – B (consisting of Part 2A to 2K) below along with Two Setseach of Sample Papers of A4 size of the following:

i) 300 gsm Yugo Art Card for Cover Page.
ii) 100 gsm Lumi Matt Art Paper for Inside Page.
iii) 170 gsm Indian Art Card for Cover Page (for Bulletin Reprints).

which shall be enclosed in a separate sealed envelope superscribed "Tender for Printing of Publications by DEAP, RBI – 2009 - Commercial Bid in Proforma B'

The three sealed envelopes referred above containing (a) Demand Draft/ Bank Guarantee, Certificate of acceptance of terms and the advance receipt (b) Technical Bid and (c) Commercial Bid, should be enclosed together in another sealed envelope superscribed "Tender for Printing of Publications by DEAP, RBI – 2009 and shall be addressed to Shri George John, General Manager (Administration), Department of Economic Analysis and Policy, Reserve Bank of India, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai – 400001.

The bidders are advised to refer to the check list (Annex I) and confirm that Tender submitted strictly complies all the above instructions. The tenders which are not in conformity with the instructions are liable to be rejected.

5. The sealed Tender should reach Shri George John, General Manager (Administration), Department of Economic Analysis and Policy, Reserve Bank of India, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai – 400001 not later than 5.00 p.m. on November 12, 2008. The Bids received after the said time and date will not be considered under any circumstance whatsoever and the Department will not be responsible for any delay in the receipt of the Tender. The Bids will be opened at 11:00 a.m. on November 14, 2008 at the Office of the General Manager (Administration). In case the closing / opening date of the Tender is declared to be a holiday for the Bank the same shall stand postponed to the next working day at the same time. In any event, the opening of the Tender will be done on the next working day, following the date of closing for receiving Tenders.

6. The Tenders submitted through Telex/Telegram/Fax/E-mail or any other manner, other than the above specified, will not be considered and no correspondence will be entertained in that regard.

7. Technical Bid Opening: The Technical Bid of only those Printers, whose EMD is found to be in order will be opened. On the basis of the given technical parameters and inspection of printing facilities, if considered necessary, the opened Technical Bids will be evaluated and shortlisted.

8. Commercial Bid Opening: The Commercial Bid of only those Printers who have been short -listed as above will be opened. Commercial Bids, which are not as per Proforma B orincompletein any respect, shall be rejected summarily.

9. Instructions for filling up Proforma A and B: The Tender should be submitted strictly as per the Proforma A and B (2A to 2K) of the Tender Document. Proforma should be either typed or written legibly in English. Alterations, if any, in the Tender should be attested properly by the person signing the same. Tenders with alterations, which are not authenticated as above, may result in rejection of the tender. Over-writing in the Tender may render the Tender as invalid at the discretion of the Department.

10. Bidder's Terms and Conditions: Any terms and conditions prescribed by the Printers in the Tender shall not be considered as forming part of their tender offer.

11. Selection of Printers: The tender is invited for selecting a printer for select publications of the calendar year 2009. The contract for printing of the publications of the Department may be renewed at the end of each year upto a maximum of 3 years from the time of selection subject to the strict condition of satisfactory completion of works assigned to them. Renewal is not automatic and is exclusively at the discretion of the Bank.

12. Earnest Money Deposit: Each tender must be accompanied with a bank Demand Draft for Rs. 3,00,000/- (Rupees Three Lakh only) towards EMD drawn in favour of the Reserve Bank of India and payable at Mumbai. Alternatively, the bidders can also produce bank guarantee for an equivalent amount towardsEMD in the specified Proforma for a minimum period of three months.

13. The bidder should ensure that they meet all the eligibility/pre-qualification criteria given below before submitting the tenders. The selection of the Printer will strictly be on the basis of infrastructure, competence available with the Printer and the previous experience in executing similar kind of printing work of prescribed volume.

14. Eligibility Conditions:

15. The printer should have full in-house Desk Top Publishing (DTP) set-up. The printer should have latest version of Computers along with laser-jet colour printers and complete in-house printing facilities, besides high-speed Internet Connectivity. The printer should have facilities/arrangements for distributing copies of the publications in Mumbai city and Suburban.

16. English and Bilingual versions: The Printer should have the capability to print publications in English and Bilingual version (i.e., Hindi and English). In the Bilingual version, the Hindi section will precede the English section. The Printer is required to have appropriate latest software and computer capability so that floppies/CDs/pen drives containing Hindi material can also be conveniently used for taking page proofs directly. Computer system or any other system that are in place should be fully capable of supporting Bilingual (English and Hindi) word processing package. The Printer would also have to ensure that PC operators available with the printer are adequately proficient in both Hindi and English for speedy and timely completion of the work. Printers having prior experience of printing of similar reports of the Bank would be preferred.

17. Quality of Paper and Cover Page: The papers to be used for text/tabular matter and cover page for each of the publication are 100 gsm Lumi Matt Art Paper and 300 gsm Yugo Art Card, respectively.

18. Artwork for Cover Page: The Bank will provide the artwork for the cover page for each of the above publications; however, the printer has to make corrections/improvements if required as per the instructions. The Printer will have to provide machine colour proofs of the cover design along with Matt/ Glossy lamination, as many times as may be required by the Bank.No separate charges shall be payable for the submission of colour proofs. All the original artwork supplied by the Bank should be returned to the Bank after printing of the publication.

19. Detailsof Publications: The details of publications for which the tender relates is given below:

@: Copies per issue of Occasional Paper.
Note: List of Publications as well as number of copies indicated in this Table are tentative and are
liable to be changed by the Department as per its requirements.
* Reprints of Monthly Bulletin’s Articles/Speeches.

20. Supply of Manuscript: The manuscript for each of the publications will be supplied by the Department to the Printer in soft copies (in floppy/CD) /mailed and in MS WORD and MS EXCEL format. The Printer should surrender to the Department the manuscripts as well as floppy diskettes/CDs used for printing the final version, if required by the Bank.

21. Pocket Graphs: The Printer should have the necessary facility such as Adobe Illustrator or any other advanced package for preparation of high quality graphics so that the higher resolution graphs could be prepared in multi-colour on the basis of raw data provided in MS-Excel and inserted at the appropriate place in the text.

22. Offset Printing: The entire printing job including graphs/charts should be done through offset process.

23.Confidentiality: All the material sent to the Printer shall be treated as confidential and should not be disclosed in any manner to any unauthorized person under any circumstances.

24. Commencement of Work: In normal course, manuscripts will be provided to the Printer two to three weeks before the actual release date of the concerned publication. The Printer shall have to complete the whole process of page-setting, supplying the various rounds of page-proofs, carrying out corrections, undertake and complete the printing work and providing copies of the publication within the period of 2-3 weeks. Only such Printers who have the capacity to complete this entire process within the specified timeframe need to submit the tender.

25. Supply of Page Proofs: A minimum of four copies of the page proofs should be made available to the Department at each stage, i.e., first, second, third and fourth page proofs. In general, the first page proofs should be supplied within three days of the receipt of the manuscript for each publication and the second, third and final page proofs within two days, respectively, on the receipt of the corrected proofs. The Printer shall provide additional page-proofs, if required, at no extra cost. Further, it should be ensured that all the proofs are read and corrected by the proofreaders of the Printer, before they are sent to the Department for the approval. The corrections, if any, indicated by the Department should be promptly incorporated.

26. Final Stages of Editing Work: The work relating to final stages of editing and strike order for select Publications will have to be undertaken in the premises of the Bank. For this, the Printer should bring and set up the necessary equipment (i.e., computers, servers, colour printers, etc.,) in the space provided for the purpose by the Bank and also bring their requisite staff for the execution of the job at their own expense and risk.

27. Charges for Correction and Recomposing: No charges for authors’ corrections would be paid at any stage of printing. However, charges for heavy corrections made at the instance of the Bank, which might necessitate recomposing (i.e., after strike order), would be paid wherever prior approval was taken from the Department/Division.

28. Supply of HTML Format for up-loading on the Internet: The Printer would have to do the initial round of processing of the material in MS Office 2000/2003 or upgrades, so as to facilitate conversion into HTML format for up-loading each of the publication on the Internet.

29. Strict Adherence to Time-Schedule for Statutory Publications: The RBI Annual Report and Report on Trend and Progress of Banking in India are statutorypublications of the Bank. Strict adherence to time schedule in respect of these publications is a must. Under no circumstances, extension of time limit shall be allowed. Even in the case of all other publications, strict adherence to the time schedule is a must. Even if there was overlapping in printing of more than one publications of the RBI at a time, the printer should have the capability to complete the jobs at the scheduled time.

30. Binding of Publications: Each of the publication has to be bound by perfect binding, unless stated otherwise.

31. Defective/Inferior Quality Copies: Printed copies, with defective printing or of inferior quality cover page/paper/impressions/binding/lamination, shall be rejected and shall have to be replaced immediately by the printer at his own cost.

32. Size of Publications: The Printer should ensure that the specification regarding the size of the Publication and the colours Scheme approved and inner and outer layout are strictly adhered to. Failure to do so may attract a penalty up to 3 per cent of the total bill amount of the concerned publication.

33. Quality of Paper: The Printer is also required to certify separately in the bill itself that the paper used for printing the publication is as per the Department’s specifications. In case it is found that the paper quality used even for a single copy is not as per specifications prescribed by the Department, 5 per cent of the total bill amount shall be deducted from the bill as penalty.

34. Supply of Advance Copies: Advance copies of each of the publications should be delivered within five days from the date of final strike order duly checked and the rest of the copies within three days from the delivery of the advance copies.

35. Distribution of Copies among RBI and Other Specified Institutions in Mumbai: It shall be the responsibility of the Printer to distribute bulk copies either by itself or in arrangement with postal authorities/authorized courier services, among all the offices of the Bank in Mumbai and other specified institutions in Mumbai as per the list supplied by the Bank. The entire distribution work should be completed within the time specified by the Bank.

36. Payment of Services Charges for Distribution: For the dispatch of publications by the Printer as indicated in Para 35, the Printer would be eligible for service charges. Service charge per copy should be clearly indicated in the quotation itself.

37. Despatch of Publications to Other Destinations (Outside Mumbai): Authorised courier agency/ies (nominated by the Bank) will collect the copies of the Publications from the Printer for despatch of publications to other destinations (outside Mumbai) as per the mailing list supplied by the Bank.

38. Service Charges: No service charges will be paid for delivering bulk copies at the Office of the Bank at Amar Building (DRRP and Sales Section), Fort, Mumbai or any other premises as may be specified by the Department.

39.Supplement to RBI Bulletin: 4,700 copies (Bilingual - 4,200 copies and English - 500 copies) each of the RBI Annual Report and the Report on Trend and Progress of Banking in India would be issued as supplements to relevant monthly RBI Bulletin. The words "Reserve Bank of India Bulletin (Month of issue) – 2009 (Supplement)" should be printed on the cover page of each of the 4,700 copies of both the Reports. The Registration No. MH/MR/South-209/2006-08 (subject to renewal from postal department) should be printed on the outside of the back cover of the Reports.

40. Submission of Despatch Details: While submitting the bills relating to each Publication, the acknowledgements of buyers/subscribers to whom hand delivery was made and vouchers for other copies given to the Bank shall have to be furnished to the Bank.

41. Time Schedule: In case of failure to adhere to the time schedule indicated, the Bank will have the option to impose penalty at the rate of 2.5 per cent for each week’s delay or part thereof, subject to a maximum of 10 per cent of the total bill. The amount of penalty so imposed will be deducted from the bill of the concerned Publication.

42. Charges for Collection of Manuscript and delivery of Page Proofs: Collection of manuscript from the Bank and delivery of page proofs to the Bank would be the Printer's responsibility and all the expenses on this shall be borne by the Printer.

43. Advance Payment: No advance payment shall be made for the printing job. Payments shall be made publication-wise only after compliance with the above terms and conditions and the delivery of all the copies of each Publication to the Bank in good condition and to the complete satisfaction of the concerned Division of the Department. The printers are also requested to submit progressive proofs of covers and atleast two forms of any inside pages of all the major publications along with the bills for settlement.

44. Amount Withheld: Fiveper cent of the total bill amount for each of the publication shall be withheld at the time of making of payment for at least three months and the same shall be paid only on fulfillment of all the terms and conditions mentioned above to the satisfaction of the Department.

45. a) Applicability of Income Tax: In pursuance of the provisions of Section 194C of Income Tax Act, it is obligatory upon the Bank to deduct tax at the applicable rate on the amount payable under contract to any person providing service to the Bank. If the applicable tax is not payable by the Printer, he may produce the required certificate of exemption from the ITO of the circle for each publication separately. The Bank shall also deduct any other taxes from the bill as may be applicable at the time of making payment.

b) In terms of clause (ii) of the Notification No. 22/2006 dated May 31, 2006 issued by Government of India; the taxable services provided by any person to the Reserve Bank of India are exempted from Service Tax.

46. Value Added Tax(VAT): Applicable VAT as specified in the Commercial bid Performa are eligible for reimbursement.

47. Additional Specifications

a). Each issue will contain, on an average, around 350 pages, (240 pages of text matter and 110 pages in statistical statements, which will have some colour graphs also).

b) Advertisements if any would appear at the end of the issue followed by the list of RBI publications.

The text of statistical statements would remain more or less unchanged but the statistical portion will be updated every month. Some issues, however, would contain additional statements.Selected tables will also carry multi coloured graphical presentations of the data (also see the dummy copy).

The printer would be required to supply reprints of selected articles/speeches published in the Bulletin in English/Hindi as the case may be at short notice, with the number varying from month to month depending upon the requirements. These reprints will also carry the same cover design of the Bulletin, which will be printed on 170 gsm Indian Art Card.

The contract for printing would be valid for 12 issues of the calendar year 2009.

a). A minimum of four copies of the page proofs should be made available to the department at each stage, i.e., first, second and third page proofs. Further, it should be ensured that all the proofs are read and corrected by the professional proofreaders of the printer before they are sent to the Bank for approval. The corrections, if any, indicated by the Bank should be promptly incorporated.

a).Advance copies of the Bulletin (500 in English, 100 in Hindi) thoroughly checked by the printer, should be delivered to DRRP within five days irrespective of intervening holidays for the press from the date of the final strike order and also at the addresses, which will be supplied to the printer. In addition, seven reprints in English and three in Hindi of the tabular matter under Current Statistics Section (the latter printed on one side only for preparing the manuscript for the subsequent month’s Bulletin) should be supplied.

b). The remaining English and Hindi copies should be ready within 3 days from the delivery of the advance copies. The dispatch of the entire lot of bulletin copies should be completed by the 20^th of the month to which the issue relates to ensure that all readers get the copies in the same month.

a). The courier agency will collect the copies of the Bulletin from the printer for dispatch. The list to be supplied to the printer would indicate the number of copies to be dispatched and the mode of dispatch. The printer would be reimbursed the postal charges incurred and a service charge will also be paid. Service charge per copy should be indicated in the tender. The printer would be supplied adhesive address labels/list of addresses along with the envelopes. An advance to cover postal expenses (to be estimated on the basis of the concessional rates allowed) would be paid a couple of days before the dispatch is effected. The envelopes should be firmly tied around with a string to ensure safety of the copies in transit. A letter of authorisation addressed to the post office would be given to the printer to avail of postal concession.

b). In case the services of courier are not utilised, the printer should arrange for hand delivery of copies to subscribers in Mumbai up to Bandra / Wadala in the North and Nariman Point / Colaba / Fort / Cuffe-Parade in the South. Suitable indication to this effect would be made in the list of subscribers to facilitate sorting. Hand delivery should be made immediately after the printing is completed while despatch of the other copies should be done within a week.

c). The RBI Annual Report for 2008-09 and the Report on Trend and Progress of Banking in India for 2008-09 would be issued as supplements to the respective month’s issue of the Bulletin. Besides, there will be other supplements also. All the supplements have to be dispatched along with the main issues of the Bulletin.

d). While submitting the bills relating to a particular month, the printer should attach the postal receipts for the despatch of copies, acknowledgements of subscribers to whom hand delivery is made and vouchers for other copies given to the Bank.

a). Failure to adhere to the time schedule indicated which might lead to delay in the release of Bulletin, in that case the printer have to bear the additional postal charges required to be paid by the Bank for dispatch of the bulk copies of Bulletin. In addition, the Bank will have the option to impose penalty at the rate of 2.5 per cent for each week’s delay or part thereof, subject to a maximum of 10 per cent of the total bill. The amount of penalty so imposed will be deducted from the bill.

b). All the original artwork supplied by the Bank should be returned to the Bank after the completion of printing each publication of the year.

i) The printing work will have to be carried out in the months of January, April, July and October of the year 2009.

ii) Adherence to the prescribed time schedule is absolutely essential and no extension of time shall be allowed under any circumstances.

iii) Please note that 1000 advance copies of each issue of the Booklets are to be delivered to the Department within 3 days from the date of strike order and the remaining copies are to be delivered within 5 days from the date of strike order. The work relating to final stages of editing and strike order for the Booklets will be undertaken in the premises of the Reserve Bank.

iv) The Booklets would contain approximately 104 pages of text matter (as well as tabular matter) printed in one column. The Booklets would also contain multi coloured pocket graphs.

48. Acceptance of Terms and Conditions: The Printer should specifically mention that all the terms and conditions described above, including the penalty clauses, are unconditionally acceptable. The Bank reserves the right to accept/reject any/all the tenders.

49. Incomplete Tenders: The tenders, which do not contain all the information called for are liable to be rejected.

50. Price Escalation Clause: All the prices quoted by the bidder shall be in Indian Rupees and shall be final and binding on them and not subject to any price escalation.

51. Trade/CashDiscounts: All trade or cash discounts offered by the Printer should be clearly indicated in the tender offer itself. Such discounts offered at a later date shall not be considered for evaluation of tender.

52. Contract Termination/Splitting/Rejection Clause: The Reserve Bank reserves the right to terminate the contract, split orders, accept or reject any quotation, alter any or all of the terms and conditions any time if the execution of work is unsatisfactory or the time schedule is not strictly adhered to. The decision of the Bank in respect of evaluation of bids and/or award of contract shall be final.

53. Authorised Officer: The General Manager (Administration), DEAP, Reserve Bank of India shall be the authorised officer with regard to the contract. The decision of the authorised officer shall be final and binding on the printer. The authorised officer shall hold all the meetings at Mumbai only.

54. Jurisdiction of Courts in case of dispute: All matters and disputes arising from, relating to or concerning the contract shall be subject to the jurisdiction of the courts at Mumbai to the exclusion of all other courts.

55. Exclusion of Tender Offers: Any attempt to negotiate directly or indirectly on the part of Tenderer with any official of the Bank to influence the acceptance of Tenders by any means shall render his tender liable for exclusion from considerationand may lead to blacklisting of the firm by the Bank.

' Certified that we have read and understood all the terms and conditions in the Tender Document and that our company/firm, namely, ……..…………. do hereby unconditionally accept all the Terms and Conditions set out in paragraphs 1 to 55 of the Tender Document including the penalty clauses therein.

Date:
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Signature of Authorised Signatory

(Name of company/firm)

Seal of Company/firm

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Seal of Company

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Seal of Company

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Seal of Company

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Signature of Authorised Signatory

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Seal of Company

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Signature of Authorised Signatory

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Seal of Company

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Seal of Company

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Seal of Company

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Seal of Company

*Four issues in a year (quarterly).

Date:
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Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

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Seal of Company

1. (a) Demand Draft/ Bank Guarantee for the equivalent amount towards Earnest Money Deposit (b) an advance receipt proforma duly attested with Revenue Stamp for return Demand Draft of EMD and (c) a copy of the Tender Document duly certified by the Printer accepting the terms and conditions of the Tender Document .

2. Technical Bid in Proforma - A of the Tender Document duly filled along with the following attested copies:

2.1 Attested copies of Certificate of Registration.

2.2 List of Partners and Directors.

2.3 Attested copies of Certificate of Factory License.

2.4 Attested copies of Certificate of State and/or Central Sales Tax Registration along with VAT Number Identification.

2.5 Attested copies of Certificate of Import License.

2.6 Details of two latest orders similar kind of work amounting to Rs. 10 lakh or more.

3. Commercial Bid in Proforma - B (Part 2A to 2K) of the Tender Document duly filled in along with two sets each of Sample Papers of A4 size of the following: