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

TENDER DOCUMENT

Bringing out of all DEAP, RBI Publications in Compact Diskettes (CDs) for the year 2008

The Department of Economic Analysis and Policy (Administration Division), Reserve Bank of India, Central Office, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai – 400001 (hereinafter referred to as "the Department") invites sealed tenders from eligible, reputed software firms located in Mumbai (hereinafter referred to as "the firms") for making of Compact Diskettes for the select publications to be brought out by the Department for the calendar year 2008.

2. Tender Document: The Firms intending to bid for the above tender shall submit their sealed tenders as per this Tender Document. The Tender Document can either be downloaded from www.rbi.org.in or be 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 a written request in that regard. Tender Document shall not be issued by Post or faxed under any circumstances, whatsoever.

3. Type of Publications on CDs: The Publications that have to be brought out in CDs, the number of copies and other details for which the tender is called for are furnished in Paragraph 14 below. However, the publications and details given in paragraph 14 are only indicative and are subject to revision by the Department as per its requirements. The selected firm should be prepared to take up the work relating to any other publication not listed in paragraph 14. Specimen copies of all the Publications (both hard copies and CDs versions) 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, Perin Nariman Street, Fort, Mumbai – 400 001.

4. Submission of Tender: Tender shall contain three parts A, B and C:

(A) (i) Demand Draft for the amount specified in paragraph 11 (ii) a copy of the Tender Document with a certificate issued by the Firm containing unconditional acceptance of the terms and conditions contained in paragraph 1 to 36 of the Tender Document and (iii) an advance receipt duly stamped for the amount of the Earnest Money Deposit (EMD) for enabling us to return the EMD by way of a demand draft to the unsuccessful Firms, all enclosed in a sealed envelope and superscribed "Tender for Making of CDs for the Publications of DEAP, RBI – 2008 - Earnest Money Deposit".

B)Quotation Part – I – ‘Technical Bid in Proforma - A’ which shall be enclosed in a separate sealed envelope superscribed "Tender for making of CDs for Publications by DEAP, RBI – 2008 - Technical Bid" in Proforma A.

C)Quotation Part – II – ‘Commercial Bid in Proforma – B’ which shall be enclosed in a separate sealed envelope superscribed "Tender for making of CD-ROMs for Publications by DEAP, RBI – 2008 - Commercial Bid" in Proforma B.

The three sealed envelopes referred above containing (i) Demand Draft, Certificate of Acceptance of Terms and conditions and the advance receipt (ii) Technical Bid and (iii) Commercial Bid should be enclosed in another sealed envelope supercribed "Tender for making of CDs for Publications by DEAP, RBI – 2008' and addressed to Shri George John, General Manager (Administration), Reserve Bank of India, Central Office, 9th Floor, Central Office Building, Shahid Bhagat Singh Marg, Fort, Mumbai – 400001.

The Tenderers are advised to refer to the check list (Annex I) before submission of bids and confirm that the Tender is strictly in accordance with the above instructions. The tenders that are not in conformity with the above specified requirements are liable to be rejected at the discretion of the Department.

6. The Tenders submitted by way of 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 Firms, whose Earnest Money Deposit (EMD) is found to be in order will be opened. On the basis of the given technical parameters and visits to inspect the firm’s infrastructure, if considered necessary, the opened Technical Bids will be evaluated and shortlisted.

8. Commercial Bid Opening: The Commercial Bid of only those Firms 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 (2A to 2C) 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 tender. 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 term and condition prescribed by the Firms in the Tender shall not be considered as forming part of their tender offer.

11. Earnest Money Deposit: Each tender must be accompanied with a bank Demand Draft for

Rs. 10,000/- (Rupees ten thousand only) towards Earnest Money Deposit (EMD) drawn in favour of the Reserve Bank of India and payable at Mumbai.

a) The EMD of bidders, who do not qualify for the opening of the Commercial Bid, will be returned without any interest within 10 working days from the date of opening of the Technical Bid. The EMD of other Firms, who are not finally selected for the work, will be returned without any interest within 30 working days from the date of opening of the Commercial Bid.

b) The successful bidder will be required to deposit a total amount of Rs.25,000/-(Rupees twenty five thousand only) ,i.e., Rs.10,000/- at the time of Submission of Tender and the remaining Rs.15,000/- at the time of accepting the letter of Contract, as Security Deposit /or Bank Guarantee which shall be retained / valid till the satisfactory completion of the work during 2008. No interest will be payable for such deposit during the period it is held with the Bank.

c) Forfeiture of Security Deposit: In case the selected vendor is not able to execute the assigned job of making of CD versions of the concerned publications within the specified period, the Security Deposit will be forfeited in full.

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

13. Eligibility Conditions:

a) The Firm should be a reputed and registered firm/ concern or a company registered under the Companies Act, 1956 and located in Mumbai.

b) The Firm should have a valid License (if required so) to carry out the assigned job. Copies of the certificate should be furnished with the Technical Bid.

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

d) The annual turnover of the firm should be at least Rs. Ten lakh during each of the last three financial years/calendar years. The firm should have executed, in the last 12 months, at least one tender of similar nature with a size of to Rs. 2 lakh and above.

e) The firm should have an experience of at least three years in bringing out the CDs containing the database in the form of text matters/Statistical Tables/ Statements similar to those brought out by the Bank with requisite intelligent search facilities.

14. Details of Publications: The details of Publications to be brought out in the form of CDs are as follows:

The CDs would be a soft copy of the printed version of these publications with intelligent search facility. The printed version would be done separately and is not a part of this work. However, in preparation of the CDs, the vendor would be expected to maintain co-ordination with the printers, if required.

15. Infrastructural Facilities Required: The vendor is expected to have the capabilities to understand the macroeconomic data, which will enable him to present the data to researchers/ users in a most organised and user-friendly manner. The vendor shall have the necessary IT background and should have a proven record to execute complex projects in the past on similar lines. The vendor shall have the ability to provide soft copy that could also be placed on the Bank’s website. The Firm shall provide consultancy to RBI in planning Internet related strategies in respect of this database and for online publishing in the future, if so required. The vendor shall have the past experience of producing similar types of CDs, necessary infrastructure, human resources and expertise to carry out the activities in-house.

16. Strict Adherence to Time-Schedule: Annual Report is a statutory publication and strict adherence to time schedule in respect of making CDs is a must. In regard to the CDs for Annual Report, the whole project of CDs making is required to be completed within four days from forwarding the pdf files from the printer.

In regard to CDs for Handbooks, the whole project, i.e., development of software, testing and CD cutting/ burning should be accomplished in 30 days time from forwarding the updated and formatted tables to the vendor. As the assignments pertain to the prestigious publications of the Bank the vendor should adhere to the strict time schedule and no extension of time would be allowed. The firm should submit the quotation only if it is able to adhere strictly to the prescribed time schedule. If, for any reason, there is delay in delivery of the CDs, penalty would be levied, at the rate 2.5 per cent of the contracted amount for every week of delay or part thereof, and the maximum penalty of 10 per cent. The amount of the penalty would be deducted from the bill.

17. SOFTWARE SPECIFICATIONS:

1. CDs for Annual Report and Report on Trend and Progressof Banking in India:

a) RBI shall provide the inputs in PDF format to the vendor.
b) The CDs version would be a soft copy of the printed (bilingual-English and Hindi) version of this publication that is expected to contain about 700 pages.
c) The CDs should provide both Hindi and English versions of the Annual Report, in PDF.
d) The CDs should provide for viewing and printing page by page of the Report as in book as also Chapter by Chapter.
e) The CDs should provide Contents page with links to the Chapters, Appendix Tables and Boxes.
f) The vendor shall make the material of the Report available in CDs in its original form and shall ensure that they are reproduced free from any error.
g) The installation programme would have options for storing the Report in the hard disk as well as accessing it from the CDs.

2. CD version of Handbooks:

a) The Reserve Bank of India shall provide the inputs in Excel format to the vendor for Handbooks. The vendor shall convert all the tables/ statements in a common database with minimum of RDBMS capabilities (preferably MS Access).

b) The entire Handbook will contain only statistical data in the form of ‘Tables’ and ‘Statements’ and no write-ups except for relevant footnotes. The user should be able to view and print page by page as appearing in the printed book.

c) The software should have an explorer like interface with static tables and variable intelligent search option that could generate user defined tables for the variables, frequency and time periods chosen by the user from any of the tables of the entire Handbook.

d) Search Engine within each page with multiple criteria such as topic wise/ sub-topic wise/alias search/forward/backward search/ key word search/ related terms search/easy search and browse facility including, inter alia, indexing of each Table should be available as per the RBI’s specifications.

e) There should be provisions for saving of these excel pages to other formats like pdf, Lotus, html within the software.

f) Table-wise/ sub-table-wise listings should be made possible.

g) Software must be capable of selecting columns/ rows across tables i.e. user can define his output by selecting columns/ rows across tables and print the desired output or save in various formats like text, pdf excel, lotus, html, etc.

h) Some of the main criteria for extraction of data across tables will be-

(i) Years (between-from and to).
(ii) Period (Annual/ Monthly/ Weekly /Daily data, etc.).
(iii) Columns heading/ row, heading that could be picked across any of the tables so long as they have similar structure in terms of time-period.

i) The column and rows may be transposed in some cases where specified by RBI.

j) The software should be capable of defining formulae (e.g. sum total of row, columns, addition, subtraction etc., splicing data, growth rates and filters that would be used to extract data with specific characteristics).

k) The software should have the capability to dynamically plot/draw graphs on the basis of selection criteria, which could be imported in Excel and Word documents.

l) The installation programme should have options for storing the data in the hard disk and/or accessing the data from the CDs.

m) The option of saving query should be available with option of subsequent modifications.

n) RBI will indicate to the vendor on the exact types of forms in which it would like the tables to be displayed.

o) The vendor shall inform the RBI on the colour differentiation standards and any other standards which he will adopt for different functions on the 'Tables' and the same will require an approval from RBI.

p) The vendor will take necessary steps to ensure to provide necessary arrangements whereby successive updates of the Handbook could be provided online through the Internet.

3. CDs of Compendium of Monetary Policy Department Circulars

1. The Bank shall provide the inputs in hard / soft copy to the vendor.
2. The vendor shall make the data available in CDs in its original form and they will ensure that they are reproduced free from any error.
3. The CDs should be compatible in Windows 95/98/2000/2007/ XP operating systems.
4. View and print page by page as in printed version of the compendium.

Search Engine within those pages with multiple criteria, viz., topic wise/ sub-topic
wise/alias search/ key word search/ related terms search, etc.

5. Provide contents page with links to each circular/department.

6. Software must be capable of selecting the output and print the desired output or save in
various formats like text, pdf, word, html, etc.

7. Some of the main criteria for extraction of circulars will be-

(a) Years (between-from and to)
(b) Period (Annual/ Monthly/ Weekly data, etc.)
(c) Department wise(DBOD,RPCD etc)
(d) Title of the Circular
(e) Subject matter

8. The installation programme would have options for storing the data in the hard disk and/or accessing the data from the CDs.

9. The option of saving query should be available with option of subsequent modifications.

10. The vendor shall inform the RBI on the colour differentiation standards and any other standards which he will adopt for the compendium and the same will require an approval from RBI.

18. CDs shall be made available in simple but elegant packing. The cover design and user manual shall be made available by the vendor to the RBI for prior approval. Packaging of CDs including printing of instructions/Bank's/department's name, etc., jewel casing (samples are available with the Bank) and shrink-wrapping should be done by the vendor.

19. In case of the Publications, viz., Annual Report and Report on Trend and Progress of Banking in India the CDs would be attached to the printed copy. Therefore, the vendor has to provide only CDs to the printer for putting it in the pouch attached to the printed copies of the publication.

20. The vendor shall provide three proofs or more, if required, of printed tables after conversion to common database in MS Access supported by the software developed by the vendor for preparation of CDs.

21. The vendor shall make the data available in CDs in its original form and they will ensure that they are reproduced free from any error. The expected accuracy level is 99.999 per cent. The Vendor shall hand over a Master Copy of the software (entire source code) to the Bank for its exclusive use at no extra cost. Ownership of the CDs, the source code and the Application Software developed shall be exclusively vested with the Bank. The Application Software so developed and supplied shall be legal and complete. The company shall give undertaking for genuineness etc. of Application Software supplied.

22. The CDs should be compatible with Windows 95/98/2000/2007/ XP Operating Systems.

23. The vendor shall ensure that all the material supplied by the Bank to him is treated as strictly confidential and no part of the material should be made available in any form to any person or office other than the nominated authority. The nominated authority for the given job is the Director, Division of Reports, Reviews and Publications (DRRP) or any other officer duly authorised by him in this regard. The work relating to the preparation of the CDs for ‘Handbook of Statistics on Indian Economy’ would be undertaken in co-ordination with the Division of Econometrics (DE), 'Annual Report' would be undertaken in co ordination with the Division of Money and Banking (DMB), 'Report on Trend and Progress of Banking in India' with the Division of Banking Development (DBD), Department of Economic Analysis and Policy (DEAP) and for Compendium of MPD Circulars is Monetary Policy Department. For any clarifications on the technical requirements for the CDs, the vendors could contact Directors of the above mentioned Divisions or officers nominated by them but they must satisfy all expectations in respect of the stated technical requirements.

24. Initial testing of the Application Software shall be carried out at Vendor's site. Thereafter, it shall be tested at the Bank's Office (at the Department of Economic Analysis and Policy, Reserve Bank of India, Mumbai) or at the site specified by the Bank.

25. The Company shall provide training on Application Software to 2 or more persons nominated by the Department of Economic Analysis and Policy of Reserve Bank of India free of cost.

26. The Application Software will be under warranty for a period of one year from the date of acceptance of the software by the Bank. The Application software shall be guaranteed for trouble free performance. Bugs, if any, noticed during the warranty period shall be removed promptly by the Vendor. Anti-virus tools shall be installed to avoid corruption. The defective CDs, if any, would be replaced by the vendor during this period at no extra cost.

27. No advance payment would be made before the completion of the job. Payment would be made only after delivery of all the copies in good condition and in accordance with the terms and conditions mentioned above in this regard on furnishing the bills.

28. 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 firm, the firm may produce the required certificate of exemption from the ITO of the circle. The Bank shall also deduct any other taxes as applicable from the bill as 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.

29. Acceptance of Terms and Conditions: The Firm should specifically mention that all the terms and conditions described above, including the penalty clauses, are unconditionally acceptable to them. The Bank reserves the right to accept/ reject any/ all the tenders and no correspondence whatsoever will be entertained in this regard.

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

31. 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.

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

33. 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 and without notice 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.

34. 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 firm. The authorised officer shall hold all the meetings at his office in Mumbai only.

35. 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.

36. 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.

' 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 36 of the Tender Document including the penalty clauses therein.

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

@ Minimum Turnover needs to be Rs. Ten lakh per annum in each of the three years.
* Each amounting to about Rs. Two lakh or more. Please enclose copies of the contract award.
** Please enclose documentary proof.
# Minimum three years experience.
Certified that the above particulars are factual and true.

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

(a) Equivalent of per page of printed material. Rs.------

(b) Equivalent of 630 pages of printed material. Rs.------

2. Cost of Text Search Engine incorporating Rs.------

a) Cross-referencing, related - term, two - three term search, etc.
b) Forward-backward, Topic/Subject search, etc.
c) Facility to move Tabular material from CD to Word/Excel.
d) Note-pad facility.
e) 'How to use'/Help module.
f) Any other (please mention).

Cost of software for dynamic linking of tables and for developing advanced

search capabilities that would include all specifications provided under the
heading "software specification". Rs.-------

4. Cost of 1000 one-time writable CDs only. Rs.-------

for 1000 CDs with cover and user manual. Rs.-------

6. Cost of replicating material on 1000 CDs. Rs.--------

7. Any other charges (give details). Rs.--------

8. Applicable taxes, (if any please specify). Rs.--------

9. Total Cost of 1000 CDs including the packing cost (1 to 8 ) Rs.--------

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

1. Cost of 8200 one-time writable CDs only Rs.-----

2. Cost of replicating material on 8200 CDs Rs.-----

3. Other Costs, if any (Please specify) Rs-----

4. Applicable taxes (if any, please specify) Rs-----

5. Total Cost of 8200 CDs including the packing cost (1 to 4 ) Rs.-----

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

Quotation – Commercial Bid Part 2C
CD version of the REPORT ON TREND AND

1. Cost of 7400 one-time writable CDs only Rs.-----

2. Cost of replicating material on 7400 CDs Rs.-----

3. Other Costs, if any (Please specify) Rs-----

4. Applicable taxes (if any, please specify) Rs-----

5. Total Cost of 7400 CDs including the packing cost (1 to 4) Rs.--------

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

Cost of converting material to Page Maker (per page)

(a) Equivalent of per page of printed material Rs.------
(b) Equivalent of ---- pages of printed material Rs.------

2. Cost of Text Search Engine incorporating Rs.------

Cross-referencing, related - term, two - three term search, etc.
Forward-backward, Topic/Subject search, etc.
Note-pad facility
'How to use'/Help module
Any other related functions

3. Cost of software for dynamic linking of compendium
and for developing advanced search capabilities that
would include all specifications provided under the
heading "software specification". Rs.-------

4. Cost of 350 one-time writable CDs only. Rs.-------
Cost of simple but elegant packing (Jewel Case)
for 350 CDs with cover and user manual. Rs.-------

6. Cost of replicating material on 350 CDs. Rs.-------

7. Any other charges (give details). Rs.---------

8. Applicable taxes, if any (please specify). Rs.---------

9. Total Cost of 350 CDs including the packing cost (1 to 8) Rs.--------

Date:

Signature of Authorised Signatory

(Name of company/firm)

Seal of Company

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

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

2.1 Certificate of Registration.
2.2 List of Partners and Directors (if applicable).

2.3 License Certificate, if any.

2.4 Certificate of State and/or Central Sales Tax Registration along with Certificate for
Sales Tax / VAT Clearance and Registration under Works Contract.

2.5 Proof of Annual turnover during the last three years.

2.6 Details of a similar kind of work amounting to Rs. 2 lakh or more undertaken in the last 12 months.

3. Commercial Bid in Proforma - B (Part 2A to 2C) of the Tender Document duly filled in.