Reserve Bank of India
Department of Economic Analysis and Policy (Administration Division)
Central Office, Mumbai - 400 001

TENDER NOTICE

The Department of Economic Analysis and Policy (Administration Division), Reserve Bank of India, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai - 400001 invites sealed tender offers from eligible, reputed Printers located in Mumbai and suburban for the printing and supply of Report on Currency and Finance (Volume 1 to 4) by this Department. The Printers intending to bid for the above tender may download the tender document from www.rbi.org.in. Tender Document can also be obtained in person from the Bank on submission of a written request to the General Manager (Administration), at the address for communication given in the table below

Bid Details

TENDER DOCUMENT
Printing of  the Report on Currency and Finance (Volume 1 to 4) by DEAP, RBI

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 of stated  Publication to be brought out by the Department.

2. Tender Document: The Printers intending to bid for the above printing and distribution job shall submit their sealed tenders as per this Tender Document. The Tender Document can either be downloaded from www.rbi.org.in or obtained in person from the General Manager (Administration), Reserve Bank of India, Department of Economic Analysis and Policy, Central Office, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai- 400001, on written request in that regard. Tender Document shall not be issued by Post under any circumstances whatsoever.

3. Publication: The Specimen copies of volumes of the Publication 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:

(a) (i) Demand Draft/Bank Guarantee for the amount specified in paragraph 12 (ii)  a copy of the Tender Document with a certificate issued by the Printer accepting all the terms and conditions contained in paragraph 1 to 51 of the Tender Document and (iii) an advance receipt duly stamped for the amount of the demand draft for enabling the Bank to return the Earnest Money Deposit (EMD) to the unsuccessful bidders, all  enclosed in  a separate  sealed envelope and superscribed “Tender for Printing of Report on Currency Finance Volumes (1 - 4)  by DEAP, RBI - Earnest Money Deposit".

b) Quotation Part – I - Technical Bid in ‘Proforma - A’ below which shall be enclosed in a separate sealed envelope superscribed “Tender for Printing of  Report on Currency and Finance (Volume 1 to 4)  by DEAP, RBI - Technical Bid in Proforma A”.

c) Quotation Part – II - Commercial Bid in Proforma – B ( Part 2) below along with Two Sets each 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) Rexine sample

which shall be enclosed  in a separate sealed envelope superscribed “Tender for Printing of  Report on Currency Finance Volumes (1 - 4) by  DEAP, RBI –- Commercial Bid in Proforma B"

The three separate 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 Report on Currency and Finance (Volume 1 to 4)  by DEAP, RBI” 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 December 1, 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 December 2, 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 or incomplete in 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  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:  Selection of printer will be based on the lowest bidder in the commercial bid as per the extant guidelines.

ELIGIBILITY/PRE-QUALIFICATION CRITERIA

12.  Earnest Money Deposit: Each tender must be accompanied with a bank Demand Draft for Rs. 1,00,000/- (Rupees One 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 towards EMD in the specified Proforma for a minimum period of three months.

a) The EMD of bidders, who do not qualify for the opening of the Commercial Bid, will be returned without any interest within 30 days from the opening of the Technical Bid.

b) The EMD of other Printers, who have not been finally selected for the printing work, will be returned without any interest within 30 days from the date of opening of the Commercial Bids.

c) In the case of the successful bidder, the EMD will be treated as Security Deposit and will be retained till the satisfactory completion of the work order and thereafter payment will be made to the party. No interest shall be payable for EMD.

d) Forfeiture of Security Deposit: In case the selected vendor is not able to execute the assigned job of printing and distribution of the publications of the desired quality and within the specified period, the Security Deposit will be forfeited in full. Such vendors are liable to be disqualified from participation in future tenders.

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:

a) The Printer should be a reputed and registered firm/concern or a company registered under the Companies Act, 1956. The firm/company must be registered for VAT. Attested copies of the certificates should be furnished with the Technical Bid.

b) The Printer should have a valid Factory License. Attested copies of the certificate should be furnished with the Technical Bid.

c) Tender from firm(s) in which an employee of the Bank or any of his/her family members holds interest are not acceptable and will be rejected summarily.

d) The printer should have an experience of at least 5 years in the work of printing Reports containing Text write-up, pocket charts of high quality and statistical tables, etc., similar to Publications of the Bank.

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. The Printer is required to have appropriate latest software and computer capability so that floppies/CDs/pen drives containing material in MS Word/PDF can  be conveniently used for taking page proofs directly. Computer system or any other system that are in place should be fully capable of supporting word processing package. The Printer would also have to ensure that PC operators available with the printer are adequately proficient in 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.  Specification of the Publication:

This is a one time publication involving printing of 2000 sets each containing ( 4 separate volumes). Each set of volumes will be held in a ‘box  made by cuppa board’. Of the above, 100 sets should be hard bound with rexine cover on top and  golden embossing on the cover as well as on the spine of each volume with machine stitching. Each of the volume should have a printed cover with lamination. The remaining volumes in the sets should also be of same as described except  that they will be only with perfect binding.  Size of the Paper should be  24 cms. x 18 cms.

20. Supply of Manuscript: The manuscript for each of the volumes will be provided by  the Department to the Printer in soft copies (in floppy/CD) /mailed in PDF. 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. Offset Printing: The entire printing job including graphs/charts should be done through offset process.

22. 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.

23. Commencement of Work: Manuscripts will be provided in PDF format only to the Printer two  weeks before the actual release date of the concerned publication. The publication will not require the usual DTP work as they are as good as reprinting of the published work. The printer has to prepare plates from the PDF format and print the job. The Printer shall  complete the  entire  printing and binding ( hard bound  as well as the perfect binding work) and golden embossing within the prescribed  time.  Copies of the publication should reach RBI office within 4 days from the date of final strike order. Only such Printers who have the capacity to complete this entire process within the specified timeframe need to submit the tender.

24. Supply of Page Proofs: The Printer shall provide page-proofs, if required, by the Bank. 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. The entire responsibility of ensuring the accuracy of the printed copies/proofs with that of the soft version of PDF format lies with the Printer only, as the PDF version supplied by the Bank is final and shall not undergo changes.

25. Final Stages of Editing Work: If need be final stages of strike order 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.

26. 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.

27. Strict Adherence to Time-Schedule: Strict adherence to time schedule of printing and delivery of copies is a must. Under no circumstances, extension of time limit shall be allowed. 

28. Binding of volumes : Each of the volume has to be bound by perfect binding, unless stated otherwise.

29. 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.

OTHER TERMS AND CONDITIONS

30. 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.

31. 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.

32. 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 date of delivery of the advance copies.

33. 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.

34. 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.

35. 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.

36. 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. 

37. 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.

38. 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.

39. 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.

40. 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.

41. Amount Withheld: Five per 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.

42. 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.

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

44. 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.

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

46. 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.

47. Trade/Cash Discounts: 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.

48. 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.

49. 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.

50. 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.

51. 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 consideration and may lead to blacklisting of the firm by the Bank.

Certificate of Acceptance

" 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 51 of the Tender Document  including the penalty clauses therein.

Date:                                                                                       Signature of Authorised Signatory

Place:                                                                                      (Name of company/firm)

Seal of Company/firm

PROFORMA - A
Quotation Part 1: Technical Bid

@ Minimum Turnover needs to be Rs. One crore in a year. Please enclose copy of Annual audited Balance Sheet and Profit and Loss Account for the three years indicated in items 7 and 8.

* Each amounting to about Rs. 10 lakh or more. Please enclose a copy of the contract award.

Certified that the above particulars are true.

Signature of  the Authorised Signatory

Date:

(Name of company/firm)

Place:

Seal of Company

Proforma of Bank Guarantee

The Adviser,                                                                                                Place:             
Reserve Bank of India                                                                                   Date:  
Department of Economic Analysis and Policy 
Fort, Mumbai

Dear Sir,

Printing and Supply of Report on Currency and Finance (Volume 1 to 4)  of DEAP, RBI

WHEREAS

1. The Reserve Bank of India, Central Office at Shahid Bhagat Singh Road, Mumbai (hereinafter called the ‘the bank’) has invited tenders for the work “Printing and Supply of Report on Currency and Finance (Volume 1 to 4) of DEAP, RBI (hereinafter referred to as ‘the printing’) on the terms and conditions mentioned in the tender document.



2. It is one of the terms of invitation of tenders that the tenderer shall furnish a Bank Guarantee for a sum of Rs. 1,00,000/- (Rupees One Lakh only) as Earnest Money Deposit in lieu of a Demand Draft for an equivalent amount .



3. M/s_________________________________________, (hereinafter called as Tenderer), who are our constituents intend to submit their tender for the said printing and have requested us to furnish guarantee to the Bank in respect of the said sum of Rs. 1,00,000/- (Rupees One Lakh only).

NOW THIS GUARANTEE WITNESSETH

1. We _____________ (Bank) do hereby agree with and undertake to the Reserve Bank of India, their Successors, Assigns that in the event of the Reserve Bank of India coming to the conclusion that the Tenderer have not performed their obligations under the said conditions of the tender or have committed a breach thereof, which conclusion shall be binding on us as well as the said Tenderer, we shall on demand by the Reserve Bank of India, pay without demur to the Reserve Bank of India, a sum of Rs. 1,00,000/- (Rupees One Lakh only) or any lower amount that may be demanded by the Reserve Bank of India. Our guarantee shall be treated as equivalent to the Earnest Money Deposit for the due performance of the obligations of the Tenderer under the said Conditions, provided, however, that our liability against such sum shall not exceed the sum of Rs. 1,00,000/- (Rupees One Lakh only).



2. We also agree to undertake to and confirm that the sum not exceeding Rs. 1,00,000/- (Rupees One Lakh only) as aforesaid shall be paid by us without any demur or protest, merely on demand from the Reserve Bank of  India on receipt of a notice in writing stating the amount is due to them and we shall not ask for any further proof or evidence and the notice from the Reserve Bank of India shall be conclusive and binding on us and shall not be questioned by us in any respect or manner whatsoever. We undertake to pay the amount claimed by the Reserve Bank of India within a period of one week from the date of receipt of the notice as aforesaid.



3. We confirm that our obligation to the Reserve Bank of India under this guarantee shall be independent of the agreement or agreements or other understandings between the Reserve Bank of India and the Tenderer.

This guarantee shall not be revoked by us without prior consent in writing of the Reserve Bank of India.

We hereby further agree that -

a) Any forbearance or commission on the part of the Reserve Bank of India in enforcing the conditions of the said agreement or in compliance with any of the terms and conditions stipulated in the said tender and/or hereunder or granting of any time or showing of any indulgence by the Reserve Bank of India to the Tenderer or any other matters in connection therewith shall not discharge us in any way and our obligation under this guarantee. This guarantee shall be discharged only by the performance by the Tenderers of their obligations and in the event of their failure to do so, by payment by us of the sum not exceeding Rs. 1,00,000/- (Rupees One Lakh only).

b) Our liability under these presents shall not exceed the sum of Rs. 1,00,000/- (Rupees One Lakh only).

c) Our liability under this agreement shall not be affected by any infirmity or irregularity on the part of our said constituents in tendering for the said printing or their obligations thereunder or by dissolution or change in the constitution of our said constituents.

d) This guarantee shall remain in force upto ________ provided that if so desired by the Reserve Bank of India, this guarantee shall be renewed for a further period as may be indicated by them on the same terms and conditions as contained herein.

e) Our liability under this presents will terminate unless these presents are renewed as provided hereinabove on the _______  or on the day when our said constituents comply with their obligations, as to which a certificate in writing by the Reserve Bank of  India alone is the conclusive proof whichever date is later. Unless a claim or suit or action is filed against us within three months from that date or any extended period, all the rights of the Reserve Bank of  India against us under this guarantee shall be forfeited and we shall be released and discharged from all our obligations and liabilities hereunder.

Yours’ faithfully,

For and on behalf of

____________________________ Bank.

Authorised official.

(NB: This guarantee will require stamp duty as applicable in the state, where it is executed and shall be signed by the official whose signature and authority shall be verified).

PROFORMA – B

Quotation – Commercial Bid Part 2
REPORT ON CURRENCY AND FINANCE Volumes (1 to 4)

Date:

Signature of Authorised Signatory
(Name of company/firm)

Place:
Seal of Company

Annex I

CHECK LIST FOR SUBMISSION OF TENDER
Printing and Supply of Report on Currency and Finance (Volume 1 to 4)  by DEAP, RBI

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 of the Tender Document duly filled in along with two sets each of Sample Papers of A4 size of the following:

a) 300 gsm Yugo Art Card for Cover Page.
b) 100 gsm Lumi Matt Art Paper for Inside Page.
c) Samples of rexine