Request for Proposal (RFP) for for IDBI Bank Ltd.

I D B I Bank Ltd. 

RFP For Laptops 

Request for Proposal (RFP) 

for 

Procurement of Laptops 

for 

IDBI Bank Ltd. 

© IDBI Bank Ltd. 1



Document Control Sheet 

Name of the Company 

IDBI Bank Limited 

Date of release of RFP 20/12/2012 

Cost of Bid Document 

Rs. 5000/‐ ( Rupees Five Thousand Only) in the 

form of Demand Draft/ Bankers Cheque from a 

Scheduled Commercial bank in favor of ‘ IDBI 

Bank Limited ’ payable at Mumbai only to be 

submitted along with the Technical Bid. 

Last date for submission of queries 31/12/2012 

Pre‐Bid meet for vendor queries 

Last Date and Time for Receipt of Bids 

Date & Time of Opening of Technical Bids 

Date & Time of Reverse Auction 

Place of Deposition & Opening of Bids 

Address for Communication 

02/01/2013 at 4.00 PM at 4 th Floor, IDBI Tower, 

Cuffe Parade 

09/01/2013 upto 4.00 PM at IDBI Intech Ltd., 

CBD Belapur 

09/01/2013 at 4.30 PM at IDBI Intech Ltd., CBD 

Belapur 

To be intimated later to all qualified bidders 

IDBI Intech Ltd. 

IDBI Building, Plot No.39‐41, Sector‐11, 

CBD Belapur, Navi Mumbai – 400 614 

As given above 

Note: 

1. This tender document is not transferable. 

2. This bid document is the property of IDBI Bank Limited. 

3. If a holiday is declared on the dates mentioned above, the bids shall be received /opened on 

the next working day at the same time specified above. 

4. This bid document has 75 pages. 




DISCLAIMER 

The information contained in this Request for Proposal (“RFP”) document or information provided 

subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of 

IDBI Bank Limited (“IDBI Bank”), is provided to the bidder(s) on the terms and conditions set out in 

this RFP document and all other terms and conditions subject to which such information is provided. 

This RFP document is not an agreement and is not an offer or invitation by IDBI Bank to any parties 

other than the applicants who are qualified to submit the bids (“Bidders”). The purpose of this RFP is 

to provide the Bidder(s) with information to assist the formulation of their proposals. This RFP does 

not claim to contain all the information each Bidder may require. Each Bidder may conduct its own 

independent investigations and analysis and is free to check the accuracy, reliability and 

completeness of the information in this RFP. IDBI Bank makes no representation or warranty and 

shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or 

completeness of this RFP. 

The information contained in the RFP document is selective and is subject to updating, expansion, 

revision and amendment. It does not, and does not purport to contain all the information that a 

Bidder may require. IDBI Bank does not undertake to provide any Bidder with access to any 

additional information or to update the information in the RFP document or to correct any 

inaccuracies therein, which may become apparent. IDBI Bank reserves the right of discretion to 

change, modify, add to or alter any or all of the provisions of this RFP and/or the bidding process, 

without assigning any reasons whatsoever. Such change will be intimated to all Bidders. Any 

information contained in this document will be superseded by any later written information on the 

same subject made available to all recipients by IDBI Bank. 

IDBI Bank may in its absolute discretion, but without being under any obligation to do so, update, 

amend or supplement the information in this RFP. 

IDBI Bank reserves the right to reject any or all the expression of interest / proposals received in 

response to this RFP document at any stage without assigning any reason whatsoever. The decision 

of IDBI Bank shall be final, conclusive and binding on all the parties. 




TABLE OF CONTENTS 

Section 1: Introduction ……………………………………….…………………….…………………………………………….……….. 5 

Section 2: Request for Proposal (RFP)……………………….………………………………………………………….…………… 6 

Section 3: Eligibility Criteria…………….…………………………………………………………………………………….………….. 9 

Section 4: Scope of Work ………………………………..……………………………………………………………………........... 12 

Section 5: Terms & Condition of the Contract (TCC) ……………..……………………………………………………….. 13 

A) Instructions to Bidders (ITB)………………………………………………………………………………………………... 13 

B) Bid opening & evaluation of bids……………………………………………..……………………………………..….. 19 

C) Award of Contract …………………………………………………………….………………….…………………….…. 22 

Section 6: Technical Specifications of Laptops ……………………….…………………………………………….………… 40 

Section 7: Contents and Format of Bid ..………………………………….…………………………………….……………..… 41 

Bidder Information (Form‐1)…………………………….……………………………………………………………….……………. 42 

Format of Covering Letter (Form ‐1A)……………………………………………………………………………….….……..…. 43 

Non‐Disclosure Agreement Form (Form‐2)………………………….………………………………………….……..…..….. 45 

Power of Attorney (Form‐3)…………………………………………………………….……………………………….…........….. 50 

Undertaking of Authenticity (Form‐4)………………………………..………………………………………………...….….… 52 

Proforma for Deed of Indemnity (Form‐5)…………………………………………………………………….….……….…... 53 

Eligibility Compliance (Form‐6)………………………………..……………………………….………………………….….….…. 56 

Laptop‐ Hardware and Software Compliance (Form‐7)…………………………………………………………….…..... 58 

Estimated Price Bid Format (Form‐8)………………………………..…………………………………………………….….….. 59 

Guarantee for Performance of Contract (Form‐9)………………………………………………………………………...... 60 

Form of Agreement (Form‐10)……………………….…..………………………………………………………………………..... 63 

Proforma for Warranty (Form‐11)……………………………………………………………………………………………..……. 70 

Service Level Requirements ……………………………………………………..……………………………………………….…... 71 

Checklist of documents to be submitted………………………..…………………………………………………………….…. 72 




SECTION 1: INTRODUCTION 

IDBI Bank Ltd. (IDBI Bank) is a company incorporated and registered under Companies Act, 1956 (1 of 

1956) and a banking company under section 5(c) of the Banking Regulation Act, 1949 (10 of 1949). 

IDBI Bank is also a scheduled bank as notified by the Reserve Bank of India (RBI) under the Reserve 

Bank of India Act, 1934. RBI has categorized IDBI under a new sub group "other public sector bank". 

IDBI Bank is engaged in providing finance to industries and conducting banking business. IDBI Bank 

with its Head Office at Mumbai and Zonal Offices in different regions of the country has a pan‐India 

presence and has also ventured outside India by opening its first branch in Dubai. The IDBI Bank is 

pursuing an ambitious growth plan to achieve the size of 2000 branches in the near future. 

IDBI Bank desires to procure Laptops as per approximate quantities and specifications contained in 

the RFP, to be supplied and installed at various locations of IDBI Bank. 




SECTION 2: REQUEST FOR PROPOSAL 

This “Request for Proposal” (RFP) is for supply, installation and maintenance of Laptops as per the 

specifications and indicated quantities contained in the RFP (subject to change) with 36‐months 

comprehensive onsite warranty on Laptops and its preloaded software and 12‐months on their 

Batteries, as per the specifications contained in the RFP, at various locations of IDBI Bank. IDBI Bank 

reserves the right to modify the quantities of the Laptops. The Contract / Agreement will be valid for 

a period of 12 months from the date of Award of Contract / issuance of LOI/Purchase order, which 

ever is earlier in accordance with the Contract/Agreement entered into between the successful 

bidder/Vendor and IDBI Bank. IDBI Bank reserves the right to extend the contract for a further period 

subject to mutual consent. Purchase orders will be issued from time to time for varying quantities 

and locations at the discretion of IDBI Bank. Post Warranty, IDBI Bank may award comprehensive 

onsite Annual Maintenance Contract (AMC) to the successful bidder at its sole discretion. Sealed 

offers / bids prepared in accordance with this RFP should be addressed to Advisor – IT and submitted 

to: 

Vineet Gupta 

IDBI Building, 

Plot No.39‐41, Sector‐11, CBD Belapur, 

Navi Mumbai ‐ 400 614. Maharashtra. 

2. Due Diligence 

The bidder is expected to examine all instructions, forms, terms and specifications in this RFP. Bid 

shall be deemed to have been done after careful study and examination of this RFP with full 

understanding of its implications. The bid should be precise, complete and in the prescribed format 

as per the requirement of this RFP. Failure to furnish all information required by this RFP or 

submission of a bid not responsive to this RFP in every respect will be at the bidder’s risk and may 

result in rejection of the bid. 




3. Cost of Bidding 

The bidder shall bear all costs associated with the preparation and submission of its bid and IDBI 

Bank will in no case be held responsible or liable for these costs, regardless of the conduct or 

outcome of the bidding process. 

4. Cost of RFP / Bid document 

Bid needs to be submitted along with a Demand Draft / Banker’s Cheque for Rs. 5,000/‐ (Rupees Five 

Thousand Only) from a Scheduled Commercial Bank drawn in favor of ‘IDBI Bank Limited’, payable at 

Mumbai towards the prescribed Cost of RFP/Bid document to be downloaded from the websites, 

www.idbi.com / www.idbibank.com. In case, RFP is downloaded from IDBI Bank’s websites the 

prescribed amount towards the cost of the RFP should be paid as above along with the submission 

of RFP /Bid response. 

Details of payment towards the cost of Bid Document are to be given in the covering letter. Bids 

without the payment of amount towards the cost of Bid Document will be rejected. 

5. Clarification of Bidding Documents 

Prospective bidders requiring any clarification of this RFP may notify IDBI Bank in writing by E‐mail. 

The following personnel may be contacted for the purposes specified therein. 

Address Contact Person Contact No. and Email Fax 

IDBI Building 

Plot No.39‐41, Sector‐11, CBD 

Belapur, Navi Mumbai 400 614 

Vineet Gupta/ 

Shailendra 

Govalkar 

022 39148050/39148183 

v.gupta@idbiintech.com 

022 ‐ 

2756 6313 

IDBI Bank may hold a pre‐bid meeting for any request or queries for clarification on the bid 

documents, from the prospective Bidders, which it receives not later than 31/12/2012. Further, IDBI 

Bank may also respond by e‐mail if deemed necessary, to all clarifications, without identifying the 

source of the inquiry. IDBI Bank shall not be responsible for any external agency delays. 




5. Amendment of Bid / RFP Document 

a) IDBI Bank reserves the sole right for carrying out amendments / modifications / changes in the 

bidding process including any addendum to this entire bid. The bidders shall not claim as a right, 

requiring IDBI Bank to do the aforesaid. 

b) At any time before the deadline for submission of bids / offers, IDBI Bank may, for any reason, 

whether at its own initiative or in response to a clarification requested by prospective bidders, 

modify this RFP / Bid Document. 

c) All prospective bidders to this RFP are required to check for addendums / amendments / notices 

to this RFP on the website till the last date of availability, prior to submission of bids and all such 

addendums / amendments / notices shall be binding on them. 

d) If required IDBI Bank at its discretion may extend the deadline for submission of bids in order to 

allow prospective bidders reasonable time in which to take the amendment into account in 

preparing their bids. IDBI Bank reserves the rights to extend the deadline for the submission of 

bids. However no request from the bidder, shall be binding on IDBI Bank for the same. 

7. Proposed Capacity Specifications and quantities 

Sl # Item Description Estimated 

Qty 

1 Laptops with preloaded MS office 2010 OEM 21 

2 Laptops without MS Office software 42 

The above‐mentioned quantities are only indicative and are subject to change. 

Projections are for only 12 months period from the date of award of contract 

(+/‐) 10% variance in total quantity of the Laptops is possible 




SECTION 3: ELIGIBILITY CRITERIA 

Interested Original Equipment Manufacturers (OEMs) or Authorized Channel partner of OEM are 

required to submit their offer. Either OEMs or their Channel partner (not both) can participate in the 

Tender. In case of Channel partner’s participation on behalf of the OEM, authority letter from the 

OEM should be attached. Also one channel partner can participate only for one OEM vendor. 

Sr. 

No. 

Eligibility Criteria 

1. Be a registered and net profit making firm or company 

for the last three years 

Applicable for both OEM and Channel partner 

2. Have minimum turnover out of Indian operations 

should not be less than Rs 10 Crore in the last financial 

year. 

Supporting Documents 

Copy of the last three years 

audited financial statements 

from OEM as well as Channel 

partner 

Certificate from a Chartered 

Accountant 

Applicable for OEM Only 

3. Be in the business of supplying, installing, and 

maintaining of Laptops in India for last Three years 


4. The OEM should be ISO 9001:2008 certified and the 

offered laptop should be Green Peace Certified 

minimum 3 rating and also have Energy Star minimum 

5.0 rating OR BEE Star equivalent 


A self certified letter in 

compliance from OEM as well 

as Channel partner 

Copy of ISO certification , 

Green Peace minimum 3 

rating, Energy Star minimum 

5.0 or BEE Star equivalent 

rating is required (certificates 

required) 




5. Should be able to deliver and install the laptops within 

4 weeks from the date of purchase order on PAN India 

basis. 

For late delivery, the LD clause would be applicable 

@1% of the order value for the delayed laptop(s) 

inclusive of all taxes per week or part thereof subject 

to a maximum of 5%. 

A self certified letter to be 

submitted for meeting the 

delivery schedule and accepting 

the LD clause along with a copy 

of the respective OEM 

confirming to adhere to the 

delivery schedules. 

Applicable for the bidder (OEM/Channel partner) 

6. Should not have been put in the negative list by any 

Bank/Government Organization for breach of any 

applicable law or violation of regulatory prescriptions 

or breach of agreement during the last 2 years 

A self certified letter in this 

regard from OEM as well as 

Channel partner. 


7. The OEM should have technically qualified engineers 

who have expertise and certification to support the 

installations of Laptops. 

Self certified letter from the 

OEM certifying – having 

technically qualified engineers. 


The OEM will be required to provide a letter of 

Authorization to the partner for submitting the offer 

on behalf of the OEM. One channel partner can 

participate only for one OEM vendor. 

8. The bidder will have to compulsorily bid for both types 

of laptops mentioned in the RFP. 


9. The Bidder should have all necessary licenses, 

permissions, consents, NOCs, approvals as required 

under law for carrying out its business. The bidder 

should have currently valid Sales tax/Service Tax 

Registration Certificate and PAN No. 

Letter of Authorization from 

OEM (applicable only in case of 

bidding by Channel Partner on 

behalf of OEM) 

In case bidder does not bid for 

both types of laptops 

mentioned in the RFP, his bid 

will be rejected. 

Copies of Registration 

Certificate & PAN No. 





10. The OEM vendor should have support centers in 

minimum Ten States including at least one in the 

North‐East 

List of support centers 


Note: In case the bidder is the Channel partner, it will have to provide all certificates pertaining to 

OEM in addition to the certificates provided by them. 




SECTION 4: SCOPE OF WORK 

4.1 Bidder shall be responsible for supply, installation and maintenance of Laptops as per the 

specifications and indicated quantities contained in the RFP at various locations of IDBI Bank. 

4.2 The supplied Laptops should be as per the technical specifications provided by IDBI Bank at 

Section 6. 

4.3 The supplied Laptops should have a 36‐months comprehensive onsite warranty on Laptop and 

its preloaded software and 12‐months on its batteries from the date of installation of the respective 

Laptop. 

4.4 The contracted rate will be applicable for procurement of laptops over and above the projected 

quantities during the validity of the rate contract. 

4.5 The contract will be valid for a period of 12 months from the date of award of Contract (LOI) / 

First Purchase Order, whichever is earlier, in accordance with the Contract / Agreement to be 

entered into between the Supplier and IDBI Bank. IDBI Bank reserves the right to extend the 

contract for a further period subject to mutual consent on the same terms and conditions. The 

Purchase Orders will be issued from time to time for varying quantities and locations at the 

discretion of IDBI Bank. IDBI Bank may award comprehensive onsite AMC at its discretion. 




SECTION 5: TERMS AND CONDITIONS OF THE CONTRACT 

A) Instructions to Bidders (ITB) 

Preparation of Bids 

1. Language of Bid 

The bid prepared by bidders, as well as all correspondence and documents relating to the bid 

exchanged by the bidders and IDBI Bank shall be in Hindi or English. In case the bid is in Hindi, the 

bidder shall provide free of all expenses, a certified copy of the bid duly translated in English. 

2. Clarifications on Bid / RFP Document 

Before bidding, the bidders are requested to carefully examine the Bid Documents and the terms 

and conditions specified therein and if there appears to be any ambiguity, contradictions, gap(s) 

and/or discrepancy between any of the Bid Documents, they should forthwith refer the matter to 

IDBI Bank for necessary clarifications / corrections. 

3. Documents constituting the Bid 

The bid prepared by the bidder shall comprise the following components. The bids not conforming 

to the requirements shall be summarily rejected. 

i. Refer Section 7: Contents and format of bid. 

ii. 

iii. 

iv. 

The bidders shall quote estimated prices in clear terms inclusive of all taxes, delivery 

charges & duties except Octroi/ Entry Tax which will be paid on actual. The bidder should 

abide by the Format for Bid. 

The prices are indicative only and L1‐vendor of Laptops will be decided on the basis of 

Reverse Auction. 

All prices inclusive of taxes shall be for supply, installation and maintenance (during the 

warranty period) of Laptops at various locations as per respective purchase orders issued 




from time to time. The aggregate price should be quoted in words also. Octroi / Entry Tax 

will be paid at actuals upon submission of original receipts drawn in favour of IDBI Bank 

Limited. 

v. The Bid should strictly conform to the formats to enable evaluation of bid and special care 

may be taken that the bid having any hidden costs or conditional costs will be liable for 

straight rejection. Conditional bids from vendors will be summarily rejected. 

vi. 

vii. 

viii. 

The price components furnished by the bidders will be solely for the purpose of facilitating 

the comparison of bids by IDBI Bank and will not in any way limit IDBI Bank’s right to 

negotiate the contract on any of the terms offered. 

Prices quoted by the bidders shall be applicable for the supply of laptops and installation at 

the respective locations. The prices as decided in the Reverse Auction will be applicable for 

a period of 12‐months and no increase of rates on any account will be allowed under any 

circumstances. No open‐ended bid shall be entertained and the same is liable to be 

summarily rejected. 

The success bidder selected through reverse auction will have to provide the final price 

breakup of both types of laptops (with and without preloaded MS Office 2010 Home & 

Business OEM). 

4. Bid Currencies 

Prices shall be quoted in Indian Rupee (INR). All payments / deposits / fees in respect of this tender 

also shall be in Indian Rupee only. 

5. Bid Security [Earnest Money Deposit (EMD)] 

a) Amount of Bid Security (EMD) 

The bidder shall furnish, as part of bid, a Bid Security / EMD in the form of Demand Draft / 

Bankers’ Cheque / Pay Order from any Scheduled bank, drawn in favor of “IDBI Bank Ltd.” for 

an amount of Rs.70,000/‐ (Rupees Seventy Thousand Only) payable at Mumbai only, and must 

accompany the Technical Bid. 

b) Requirement of Bid Security (EMD) 




The Bid Security is required to protect IDBI Bank against the risk of bidder’s conduct, which would 

warrant the security’s forfeiture, pursuant to Instructions to Bidders Clause 5(f). 

c) Rejection of Bid 

Any bid not secured as mentioned above, shall be rejected by IDBI Bank, without any further 

correspondence, as non‐responsive. IDBI Banks’s decision in this behalf will be final, conclusive 

and binding on the bidder. 

d) Discharge of Bid Security of Unsuccessful bidder 

Unsuccessful bidder’s Bid Security / EMD will be discharged / returned as promptly as possible 

but not later than 90 days after issuance of LOI to the selected bidder/s. 

e) Discharge of Bid Security / EMD of Successful Bidder 

The successful Bidder’s Bid Security amount will be discharged / returned upon the Bidder 

signing the Contract and furnishing of the performance guarantee and other guarantee(s)/ 

security in the form and manner to the satisfaction of IDBI Bank, within 90 days from date of 

LOI. 

f) Forfeiture of Bid Security 

The Bid Security can be forfeited if … 

i. a Bidder withdraws his bid during the bid validity period; and / or 

ii. a bidder makes any statement or encloses any form which turns out to be false, incorrect 

and/or misleading at any time prior to signing of contract and/or conceals or suppresses 

material information; and / or 

iii. 

the successful Bidder fails to sign the Contract or furnish performance guarantee and other 

guarantee(s)/security in the form and manner to the satisfaction of IDBI Bank, as mentioned in 

the Bid Documents. 

Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 




6. Period of Validity of Bids 

a) Validity Period 

Bids shall remain valid for 90 days (Ninety Days) after the date of bid opening prescribed by IDBI 

Bank. IDBI Bank holds the rights to reject a bid valid for a period shorter than 90 days as nonresponsive, 

without any correspondence. 

b) Extension of Period of Validity 

In exceptional circumstances, IDBI Bank may solicit the Bidder’s consent to an extension of the 

validity period. The request and the response thereto shall be made in writing. Extension of 

validity period by the Bidder should be unconditional and irrevocable. The Bid Security provided 

shall also be suitably extended. A Bidder may refuse the request without forfeiting the Bid 

Security. A Bidder granting the request will not be permitted to modify its bid. The decision of 

IDBI Bank in this behalf will be final, conclusive and binding on the bidder. 

7. Format and Signing of Bid 

i. Authentication of Bid 

The original bid shall be type written and shall be signed by a person or persons duly authorized 

to bind the bidder to the Contract. The letter of authorization shall be supported by a power‐ofattorney 

accompanying the bid. The person/s signing the bid shall initial all pages of the bid, 

except for the un‐amended printed literature. 

ii. Validation of interlineations in Bid 

Any interlineations, erasures or overwriting shall be valid only if the person/s signing the bid 

have authenticated the same with signature. 

8. Sealing and Marking of Bids 

The bids shall be submitted in the form of two volumes : 

i) Vol ‐ I : Technical Bid 

ii) Vol ‐ II : Estimated Commercial Bid 




The Bids (Vol‐I : Technical & Vol‐ II : Estimated Commercial) shall be placed in separate sealed 

envelopes. The Vol‐I ‐ Technical Bid Envelope should be super scribed as "Technical Bid for 

Supply of Laptops to IDBI Bank Ltd." and Vol‐II Estimated Commercial Bid Envelope should be 

super scribed as "Estimated Commercial Bid for Supply of Laptops to IDBI Bank Ltd.". The 

envelopes carrying Technical Bid and Estimated Commercial Bid should then put in a Single Outer 

cover sealed. The cover should be super scribed as “Bid for Supply of Laptops to IDBI Bank 

Limited" and a statement that “Do not open before 09/01/2013. The Sealed Bid Envelopes should 

be personally handed over to the authorized person at the address specified below between 

10.00 a.m. and 6.00 p.m. on any working day except Saturdays and Sundays on or before the last 

date for submission. On 09/01/2013, bids will be accepted till 4.00 PM. Technical bid shall include 

all the technical details along with the EMD and Cost of bid amount. Estimated Price bid shall 

include only the price bid without any other conditions. 

Bid envelopes shall also indicate the name and address of the bidder to enable the bid to be 

returned unopened in case it is declared "Late". No indications pertaining to price or financial or 

commercial terms are to be made on the envelopes. 

ii) Address for Submission of Bids 

Bids shall be addressed to Advisor – IT, IDBI Bank Ltd. and sent to the below‐mentioned person at 

the following address. 

Vineet Gupta 

IDBI Intech Limited, IDBI Building, 

Plot No.39‐41, Sector‐11, CBD Belapur 

Navi Mumbai – 400 614. Maharashtra 

iii) Responsibility of IDBI Bank 

If the outer envelope is not sealed and marked as specified above, IDBI Bank will assume no 

responsibility for the bid’s misplacement or premature opening. 

9. Rejection of Bid 

The bid has to be submitted in original in the form of printed document with a covering letter on 

the letter‐head of the bidder. The bids submitted by telex, fax or email bids shall not be 

entertained. 




Any condition put forth by the bidders not conforming to the bid requirements, shall NOT be 

entertained and such bid shall be rejected. 

The decision of IDBI Bank in this behalf will be final, conclusive and binding on the bidder. 

10. Extension of Last date for Submission 

IDBI Bank, may at its own discretion, extend the period for submission of bids by amending the 

Bid Documents / RFP, in which case all rights and obligations of IDBI Bank and bidders shall stand 

extended. However no request for extension of time from the bidders shall be binding upon IDBI 

Bank. The decision of IDBI Bank in this behalf will be final, conclusive and binding on the bidder. 

11. Late Bids 

Any bid received by IDBI Bank after the deadline for submission of bids prescribed by IDBI Bank , 

will be summarily rejected and returned unopened to the bidder. IDBI Bank shall not be 

responsible for any postal delay or non‐receipt / non‐delivery of the documents. No further 

correspondence on this subject will be entertained. 

12. Modification and Withdrawal of Bids 

a) Written Notice 

The bidder may modify or withdraw its bid after the bid’s submission, provided IDBI Bank 

receives a written notice of the modification or withdrawal, before the expiration of deadline 

prescribed for submission of bids. 

b) Signing and Marking of Notice 

The bidder’s modification or withdrawal notice shall be prepared, sealed, marked and 

dispatched to IDBI Bank. A duly signed withdrawal notice may also be sent by fax or post so as to 

reach the designated office before the expiration of deadline for submission of bids. 

c) Last Date for Notice 

No bid may be modified subsequent to the deadline for submission of bids. No bid may be 

withdrawn in the interval between the deadline for submission of bids and the expiration of 

period of bid validity specified by the bidder on the bid form. Withdrawal of a bid during this 

interval may result in the bidder’s forfeiture of its Bid Security. 




B) Bid Opening and Evaluation of Bids 

13. Opening of Technical Bids 

IDBI Bank will open all Technical Bids, in the presence of bidders’ representatives who choose to 

attend the Bid opening at IDBI Intech Ltd. at the address, date & time specified above. Bidder's 

representatives who are present shall sign a register evidencing their attendance. In the event of the 

specified date of Bid opening being declared a holiday for IDBI Bank, the bids shall be opened at the 

appointed time and location on the next working day. 

14. Announcement of Bids 

The bidder’s names, bid modifications or withdrawals and the presence or absence of requisite Bid 

Security and such other details as IDBI Bank, at its sole discretion, may consider appropriate, will be 

announced at the time of opening. No bid shall be rejected at bid opening, except for late bids, 

which shall be returned unopened to the bidders. 

Bids Not Considered For Evaluation 

Bids that are rejected during the bid opening process shall not be considered for further 

evaluation, irrespective of the circumstances. The decision of IDBI Bank in this behalf will be 

final, conclusive and binding on the bidder. 

Bids submitted by the Consortium of Companies 

The Bids submitted by consortium will be rejected. 

15. Clarification of Bids 

During evaluation of bids, IDBI Bank may, at its discretion, ask the bidder for a clarification of its bid. 

The request for clarification and the response shall be in writing. If the response to the clarification 

is not received within the prescribed period, IDBI Bank reserves the right to make its own 

reasonable assumptions at the total risk and cost of the bidder. 

16. Compliances 

i. Bids must be accompanied by Cost of bid, Bid Security/EMD as specified in the Bid Document 

along with the Technical Bid (Vol‐I). 

ii. The bidder shall commit in writing to Supply, Install & Maintain the Laptops (during warranty 

period) as per the time schedule indicated in this RFP. 




iii. The bidder shall commit that the key personnel to be employed for carrying out the supply, 

installation & maintenance are qualified enough with adequate experience to handle the same 

and involved in similar installations. 

iv. 

The bidder must provide an undertaking to comply with all the statutory requirements as well as 

any other requirements specified by IDBI Bank from time to time, within the contract period. 

v. The date of supply & installation of Laptops shall not be later than Four Weeks from the date 

of the Purchase Order/s. The bidder shall categorically undertake to meet this timeline. Time 

being the essence of the contract; the bidder is not likely to be considered if there is no such 

undertaking. 

17. Completeness of bids 

IDBI Bank will examine the bids to determine whether they are complete, meet all the terms, 

conditions and Technical Specifications and whether any computational errors have been made, 

whether required sureties have been furnished, whether the documents have been properly signed, 

and whether the bids are generally in order. 

18. Rejection of Non‐responsive bids 

A bid determined as not responsive will be rejected by IDBI Bank and may not subsequently be made 

responsive by the bidder by correction of the nonconformity. Any decision in this regard by IDBI 

Bank shall be final, conclusive and binding on the bidder. 

19. Waivers 

IDBI Bank may waive any minor informality or nonconformity or irregularity in a bid, which does not 

constitute a material deviation, provided such waiver, does not prejudice or affect the relative 

ranking of any bidder. 

20. Rectification of Errors 

Decision as to any arithmetical error manifest or otherwise in response to Bid Document / RFP shall 

be decided at the sole discretion of IDBI Bank and shall be binding on the bidder. Any decision of IDBI 

Bank in this regard shall be final, conclusive and binding on the bidder. 

21. Rejection / Acceptance of bid 

IDBI Bank reserves the right to cancel, annul or abandon the entire Bid process in case of any 

anomaly, irregularity or discrepancy or for any other reasons or otherwise without thereby incurring 

any liability whatsoever to the affected Bidders or any obligation to inform the affected Bidders of 




the grounds for the IDBI Bank’s action. IDBI Bank shall not be bound to give any reasons or explain 

the rationale for its actions / decisions to annul or abandon or cancel the bid process. Any action / 

decision od IDBI Bank in this regard shall be final, conclusive and binding on the Bidder. IDBI Bank 

further reserves the right to re‐issue / re‐commence the bid or circulate new RFP altogether on the 

subject matter or any activity or part thereof concerning thereto. Any decision of IDBI Bank in this 

regard shall be final, conclusive and binding on the Bidder. 

22. Cancellation of bid 

IDBI Bank reserves the right to re‐issue /re‐commence the entire bid process in case of any anomaly, 

irregularity or discrepancy in regard thereof. Any decision of IDBI Bank in this regard shall be final, 

conclusive and binding on the bidder. 

23. Evaluation and comparison of bids 

a) A committee constituted by IDBI Bank for the purpose of selection of the successful bidder, 

would evaluate the Technical Bids to qualify the Bidders. The qualified Bidders participating in the 

Online Reverse Auction will be guided to have a Digital Certificate for participating in the auction 

and other process of auction. The Successful Bidder shall be selected through the Online Reverse 

Auction on the basis of lowest total price quoted for all Laptops (both types together). 

a) Either OEMs or their Channel partner (not both) can participate in the Tender. In case of 

Channel partner’s participation on behalf of the OEM, authority letter from the OEM should be 

attached. Also one channel partner can participate only for one OEM vendor. 

b) The bidder shall indicate the estimated unit prices and total Bid Prices of the goods / services it 

proposes to provide under the Contract. 

c) Apart from the above, the company profile, past experience and performance track record of 

the bidder in the area of the assignment, methodology to be adopted to carry out the 

assignment, delivery schedule, service support, price, etc. shall be some of the important criteria 

in selecting the bidder. 

d) During the period of evaluation, bidders may be asked to provide more details and explanations 

about information they have provided in the proposals. Bidders should respond to such requests 

within the time frame indicated in the letter/e‐mail seeking the explanation. 

e) IDBI Bank reserves the right to modify / amend the evaluation process at any time during the 

bid process, without assigning any reason whatsoever, and without any requirement of 

intimating the bidders of any such change. Any time during the process of evaluation, IDBI 

Bank may seek specific clarifications from any or all bidders. 

f) IDBI Bank will select the successful bidder through Online Reverse Auction (ORA) on the basis of 

lowest total price quoted for all Laptops (both types together). The above total price includes 




Laptop cost, battery cost, cost of software preloaded in the laptop, 36 months comprehensive 

onsite warranty on the laptop and its preloaded software and 12 months on its battery and 

installation cost inclusive of all taxes, duties, Delivery charges, Handling charges at site except 

Octroi/ Entry Tax. Bidders should submit necessary details that would help in evaluation. No 

intimation would be sent to the unsuccessful bidders. 

g) IDBI Bank's decision in respect to evaluation methodology and short‐listing bidders will be final 

and no claims whatsoever in this respect will be entertained. 

h) IDBI Bank is not bound to accept the lowest or any bid and has the right to reject any, some or all 

the bids without assigning any reason whatsoever. 

i) IDBI Bank also reserves the absolute and unfettered right to re‐issue/re‐commence the bid/bid 

process. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the 

bidders 

24. Online Reverse Auction (ORA):‐ The commercial bidding process will be through ORA. The 

successful Bidder will be selected through Online Reverse Auction. All qualified bidders based on the 

evaluation of technical bids submitted by them will be invited to participate in the ORA process. The 

qualified Bidders will need to have a Digital Certificate to participate in the ORA. 

25. Contacting IDBI Bank 

a) Contact by Writing 

No bidder shall contact IDBI Bank on any matter relating to its bid; from the time of the bid 

opening to the time the Contract is awarded. If the Bidder wishes to bring additional 

information to the notice of IDBI Bank, it should be done in writing. 

b) Rejection of bid 

Any effort by a bidder to influence IDBI Bank in its decisions on bid evaluation, bid comparison or 

Contract award may result in rejection of the bidder’s bid. The decision of IDBI Bank in this 

behalf will be final, conclusive and binding on the bidder. 

C) Award of Contract 

26. IDBI Bank’s right to accept any bid and/or to reject any, some or all bids 

IDBI Bank shall however not bind itself to accept the best bid or any bid and reserves the right to 

accept any bid, wholly or in part. IDBI Bank reserves rights to annul the bidding process and/or reject 

any, some or all the bids at any time before the award of Contract at its sole discretion, without 

thereby incurring any liability to the affected bidder or bidders. 

27. Testing :‐ 




i) The Successful Bidder/ Supplier should have facilities to carry out all the tests at factory 

centre and at site. Tests will have to be satisfactorily carried out before acceptance as and 

when desired by IDBI Bank. 

ii) If the Laptop does not conform to specifications either during factory test or at site, the IDBI 

Bank reserves the right to reject the same. The successful tenderer shall then have to remove 

at no extra cost to the IDBI Bank the same at his cost from site and supply a new Laptop 

conforming to the specifications. 

iii) The IDBI Bank reserves the right to randomly decide to carry out testing of a few Laptops at 

site (maximum say up to 10%) after installation at the cost of Laptop vendor, who will be 

required to arrange for all the necessary requirements and carry out the tests through 

vendor’s personnel in the presence of Bank’s officials. 

28. Notification of acceptance of bid 

a) Notification to bidder 

Before the expiry of the period of validity of the proposal, IDBI Bank shall notify the successful 

bidder in writing by registered letter/fax/email or by hand‐delivery, that their bid has been 

accepted. The bidder/s shall acknowledge in writing receipt of the notification of acceptance and has 

to convey their absolute and unconditional acceptance and thereafter enter into Agreement / 

Contract within 1 (one) month from the date of acceptance/LOI. Stamp Duty / Incidental charges 

for signing of Agreement and / or Bank Guarantee, if any, will be borne by the Successful Bidder. 

b) Signing of Contract 

The notification of the acceptance shall be followed by signing of the Contract as per the format 

provided in RFP (Form ‐10). However, IDBI Bank may negotiate certain terms with successful Bidder 

before signing of the Contract. The Bidder should sign the Agreement which will amount to award of 

contract and the Bidder will initiate the execution of the work as specified in the Contract. The 

signing of contract shall be completed within 1 (one) month of receipt of notification of the 

acceptance of bid / receipt of LOI. 

29. Discharge of Bid Security (EMD) 

Upon the successful Bidder signing the Contract/Agreement, IDBI Bank shall promptly request the 

Bidder/s to provide performance guarantee. EMD of successful Bidder shall be discharged on the 

Successful Bidder signing the Contract/Agreement and upon furnishing the Performance 

Guarantee. The Bid Security (EMD) to unsuccessful bidders shall be discharged as specified earlier 

30. Performance Guarantee 

i. Within 1 month of receipt of acceptance of bid by IDBI Bank, the successful Bidder shall 

furnish the Performance Bank Guarantee as per the format provided in Guarantee for 

Performance of Contract (Form‐9). 




ii. 

iii. 

iv. 

The value of the Performance Bank Guarantee will be 10% of the contract value. It should be 

obtained from a scheduled commercial bank and couriered directly by the issuing Bank to 

IDBI Bank at the specified address. 

The proceeds of the Performance Guarantee shall be payable to IDBI Bank as compensation 

for any loss or damage resulting from the Bidder’s failure to supply, install and / or maintain 

the Laptops within the stipulated time as per the purchase order/s and in accordance with 

the Contract. 

The Performance Bank Guarantee should be valid for a period of 3 years from the date of 

installation of laptops. 

v. Failure of the successful Bidder to comply with the requirement of the Performance Bank 

Guarantee shall constitute sufficient grounds for the annulment of the award and forfeiture 

of the Bid Security, in which event IDBI Bank will be free to award the Contract to the next 

best evaluated bidder or call for new bids. Any decision in this regard by IDBI Bank shall be 

final, conclusive and binding on the Bidder. 

vi. 

The Performance Guarantee will be discharged by IDBI Bank and returned to the Vendor 

within 90 (Ninety) days from the expiry of the validity period of the performance bank 

guarantee. 

31. Expenses for the Contract 

The incidental expenses of execution of Agreement / Contract including cost of stamp papers / 

franking shall be borne by the successful Bidder. 

32. Failure to abide by the Agreement / Contract 

The conditions stipulated in the Agreement/Contract shall be strictly adhered to and any breach 

/ violation thereof will entail termination of the Contract without prejudice to the other rights of 

IDBI including penalties as specified in this RFP or Agreement / Contract. 

33. Annulment of Award /Failure of the successful Bidder to comply with the requirement shall 

constitute sufficient ground for the annulment of the award and forfeiture of the Bid Security, 

in which event IDBI Bank may at its sole discretion, make the award to the next best 

evaluated bidder or call for new bids. 

34. Definitions 

In the Contract, the following terms shall have the following meanings and shall be interpreted 

accordingly: 




a) "The Contract" means the agreement to be entered into between IDBI Bank Ltd. and the 

Bidder as recorded in the contract form duly signed by the Parties, including all annexure, 

schedules, exhibits, supplements, appendices, amendments, revisions, notations and 

modifications thereof for supplying specified no. of Laptops (subject to variation), with the 

specifications contained in the RFP, to be installed at various locations of IDBI Bank with 36‐ 

months comprehensive onsite warranty on Laptop and its preloaded software and 12‐ 

months on its batteries from the date of installation of the respective Laptop. The 

specifications of the Laptops are as described under Section 6:Technical Specifications of 

Laptops. 

b) “Bidder" or "Contractor” or "Vendor" means any person / persons / firm / company, etc., to 

whom work has been awarded and whose bid/s has been accepted by IDBI Bank and shall include 

its authorized representatives and successors. 

c) "IDBI Bank " or “Purchaser” means IDBI Bank Limited including its successors and assigns. 

d) "The Contract Price" means the price/compensation payable to the Vendor/Bidder under and 

in accordance with the Contract for the due performance and observance of its contractual 

obligations under and in accordance with the Contract. 

e) "Service(s)" means and includes all activities towards Supply, Installation and Comprehensive 

Maintenance of the Laptops for a period of 3 years from the date of installation, which the 

Vendor/ Bidder is required to provide to the Purchaser/IDBI Bank under and in accordance 

with the Contract. 

f) In case of a difference of opinion on the part of the bidder in comprehending and /or 

interpreting any clause / provision of the Bid Documents after submission of the bid, the 

interpretation by Purchaser/IDBI Bank and decision of Purchaser/IDBI Bank in this behalf shall 

be final, conclusive and binding on the bidder. 

g) “Acceptance of bid” means the letter/fax or any memorandum communicating to the Bidder 

the acceptance of his bid. 

h) “Business Day” means any day that is not a Sunday or a public holiday (as per the official 

holidays observed by IDBI Bank). 

i) “Document” means any embodiment of any text or image howsoever recorded and includes 

any data, text, images, graphs, sound, voice, codes, computer programmes, software and / or 

databases or microfilm or computer generated microfiche or similar device. 

j) “Effective Date” means the date on which this Contract is signed and executed by the Parties 

hereto. If this Contract is executed in parts, then the date on which the last of such Contracts is 

executed shall be construed to be the Effective Date. 




k) “Intellectual Property Rights (IPR)” means any patent, copyright, trademark, trade name, 

design, trade secret, permit, service marks, brands, propriety information, knowledge, 

technology, licenses, databases, computer programs, software, know‐how or other form of 

intellectual property right, title, benefits or interest whether arising before or after the execution 

of this Contract and the right to ownership and registration of these rights. 

l) “Parties” means the Purchaser/IDBI Bank and the Bidder/Vendor and “Party” means either of 

the Parties. 

m) “Location” means the place in which the Services are to be carried out or places approved by 

the Purchaser for the purposes of the Contract together with any other places designated in the 

Contract as forming part of the Location. 

n) "Supply" means and essentially contains the actual delivery of Laptops at different locations 

of the purchaser / IDBI Bank as per the respective Purchase Orders issued from time to time. 

o) “Services” means and includes the scope of work and service level requirements envisaged in 

the RFP. 

35. Interpretation 

In this Contract unless a contrary intention is evident: 

a) the clause headings are for convenient reference(s) only and do not form part of this Contract; 

b) unless otherwise specified a reference to a clause number is a reference to all of its sub‐clauses; 

c) unless otherwise specified a reference to a clause, sub‐clause or section is a reference to a clause, 

sub‐clause or section of this Contract including any amendments or modifications to the same 

from time to time; 

d) a word in the singular includes plural and a word in the plural includes singular; 

e) a word importing a gender includes any other gender; 

f) a reference to a person includes a partnership and a body corporate; 

g) a reference to legislation includes legislation repealing, replacing or amending that legislation; 

h) where a word or phrase is given a particular meaning it includes the appropriate grammatical 

forms of that word or phrase which have corresponding meanings; 

i) Reasonability and materiality of "doubt" and "controversy" shall be at the discretion of IDBI 

Bank. 




j) The words not expressly defined herein shall have meanings ascribed to them in the General 

Clauses Act, 1897. 

36. Conditions Precedent 

a) The Contract is subject to the fulfillment of the following conditions precedent by the Bidder. 

i. Furnishing of an unconditional and irrevocable Performance Bank Guarantee (Performance 

Security) as mentioned in Section 5 (A) of Instructions to Bidders as per the format given in 

Guarantee for Performance of Contract (Form‐9). 

ii. Execution of a Deed of Indemnity as per format given in Proforma for Deed of Indemnity (Form 

‐5). 

iii. Obtaining of all statutory, regulatory and other permissions, approvals, consents and noobjections 

required under applicable laws for the supply and performance of the service(s) 

under and in accordance with the Contract. 

iv. Furnishing solvency certificate and certificate confirming that there are no vigilance or court 

cases threatened or pending against the Bidder. 

v. Furnishing of such other documents as IDBI Bank / Purchaser may specify, including but not 

limited to definitive documents. 

vi. Execution of a Non‐Disclosure Agreement as per format given in Non‐Disclosure Agreement 

Form (Form‐2). 

37. Standard of Performance 

The Vendor shall supply and perform the service(s) and carry out its obligations under the Contract 

with due diligence, efficiency and economy, in accordance with generally accepted techniques and 

practices used in industry and with professional engineering standards recognized by the 

international professional bodies. . The Vendor shall safeguard IDBI Bank’s interests in any dealing 

with third parties. 

Use of Contract Documents & Information 

a) The Vendor shall treat all documents, information, data and communication of and with IDBI 

Bank / Purchaser as privileged and confidential. The Vendor shall not, without Purchaser's prior 

written consent, disclose the Contract, or any provision thereof, or any specification, plan, 

sample or information furnished by or on behalf of Purchaser/IDBI Bank in connection therewith, 

to any person other than a person employed by the Vendor in the performance of the Contract. 

Disclosure to any such employed person shall be made in utmost confidence and shall extend 

only so far as may be necessary and relevant for purpose of such performance. 




b) The Vendor shall not, without Purchaser's/IDBI Bank 's prior written consent, make use of any 

document, data or information etc., enumerated in this Bid Document save and except for due 

performance and observance of the Contract. 

c) Any document, other than the Contract itself, enumerated in this Bid Document shall remain the 

property of Purchaser/IDBI Bank and shall be returned (in all copies) to Vendor on completion of 

the Vendor's performance under and in accordance with the Contract, if so required by 

Purchaser/IDBI Bank. 

38. Intellectual Property Rights and Patent Rights 

a) The Vendor shall ensure that while it uses any software, hardware, processes or material in the 

course of performing the service(s), it does not infringe the Intellectual Property Rights of any 

person and the Vendor shall keep the Purchaser/IDBI Bank, its directors, employees, agents and 

representatives indemnified against all costs, charges, expenses, liabilities, claims, damages, 

suits, litigations, judgments and/or otherwise howsoever, arising out of any illegal or 

unauthorized use (piracy) or in connection with any claim or proceedings relating to any breach 

or violation of any permission/license terms or infringement of any Intellectual Property Rights by 

the Vendor or any sub‐Bidder during the course of performance of the service(s). 

39. Indemnity 

The Vendor shall execute and furnish to the Purchaser, a deed of indemnity in favour of the 

Purchaser/IDBI Bank in a form and manner, as given in Proforma for Deed of Indemnity (Form No. 

5), indemnifying the Purchaser/IDBI Bank, its directors, employees, agents and representatives from 

and against any costs, loss, damages, expense, claims, litigations, suits, actions, judgments, and or 

otherwise including but not limited to those from customers and third parties or liabilities of any kind 

howsoever suffered, arising out of or incurred inter‐alia during and after the Contract period 

including but not limited to third‐party claims due to infringement of patent, trademark, Intellectual 

Property Rights, copy‐rights or industrial drawings and designs arising from use of the services or any 

part thereof and/or otherwise. 

40. Inspection and Quality Control Tests 

Purchaser's right to inspect, test and where necessary, reject the goods after their arrival at the 

destination shall in no way be limited or waived by reason of the goods having previously been 

inspected, tested, and passed by Purchaser or its representative prior to the goods’ shipment from 

the place of origin. 

Nothing stated herein above shall in any way release or discharge the Bidder from any warranty or 

other obligations / liabilities under and in accordance with this Contract. 

41. Contract Amendments 

No variation in or modification of the terms of the Contract shall be made except by written mutual 

consent signed by both the Parties i.e. the Vendor and IDBI Bank. 

42. Delay in the Vendor’s Performance 

a) Performance of the Contract shall be made by the Vendor in accordance with the time schedule 




specified by IDBI Bank. 

b) A delay by the Vendor in the performance of its Contract obligations shall render the Vendor 

liable to any or all the following sanctions : 

i. Forfeiture of its performance guarantee 

ii. Imposition of liquidated damages, and/or 

iii. Termination of the Contract for default 

c) If at any time during performance of the Contract, the Vendor encounters conditions impeding 

timely Supply & completion of the Service(s) under the Contract, the Vendor shall promptly 

notify IDBI Bank in writing of the fact of the delay, its likely duration and its causes. As far as 

practicable after receipt of the Vendor’s notice, IDBI Bank shall evaluate the situation and may at 

its discretion extend the Vendor’s time for performance, in which case the extension shall be 

ratified by the Parties by amendment of the Contract. 

43. Quality Check and Acceptance Certificate 

a) IDBI Bank reserves the right to evolve a procedure of Quality Checking to ensure that the 

supplied Laptops confirms to the prescribed specifications and the intended purpose. 

b) Nothing stated herein above shall in any way release or discharge the Vendor from any warranty 

or other obligations/liabilities under & in accordance with the Contract/Agreement. 

c) On successfully meeting of the acceptance criteria, receipt of deliverables, etc, and after IDBI 

Bank /Purchaser (which shall not be deemed to be an obligation on the Purchaser) is satisfied 

with the implementation of the Assignment, the Acceptance Certificate will be issued by IDBI 

Bank /Purchaser. The date on which such certificate is signed shall be deemed to be the date of 

successful completion of the Assignment. 

44. Payment Terms 

a) Supply / Installation Stage 

1 Performance Guarantee Amount 10% of the contract value. 

2 

3 

4 

Required period of validity of the 

performance guarantee 

Period within which the 

purchaser will return the 

performance guarantee 

Period within which services 

under the contract are to be 

completed / commissioned from 

the date of signing of the contract 

3 years from the date of installation of laptops 

within 90 (Ninety) days from the expiry of the validity 

period of the performance bank guarantee. 

Within 4 (Four) weeks of issue of Purchase Order/s for 

supply and installation of Laptops as per respective 

Purchase Orders. 




5 Payment terms 

100% contract amount on submission of original 

invoice along with installation report duly signed & 

stamped from respective location to the satisfaction 

of IDBI Bank. 

b) Maintenance / Support Stage : 

i. The Vendor’s request(s) for payment shall be made to IDBI Bank in writing (Invoice) 

accompanied by installation report duly signed and stamped by IDBI Bank's representative at 

respective location. 

ii. All the payments to the Vendor shall be subject to the report of satisfactory accomplishment of 

the concerned task, to be certified by the respective location head where the Laptop is 

installed. 

iii. Penalties, if any, on account of liquidated damages and non‐compliance of SLA (Service Level 

Agreement), shall be deducted from the invoice value. 

45. Liquidated Damages 

a) If the Vendor fails to Supply, Install or Maintain any or all of the Laptops as per the purchase 

order, within the time period(s) specified in the Contract/Purchase Order, IDBI Bank shall, 

without prejudice to its other rights and remedies under and in accordance with the 

Contract/Agreement, deduct from the Contract price, as liquidated damages, a sum 

equivalent to 1% per week or part thereof of order value for the delayed laptop(s) inclusive of 

all taxes subject to maximum deduction of 5% of the order value. In case of undue delay 

beyond a period of 15 days unless otherwise waived by IDBI Bank / Purchaser, Purchaser may 

consider cancellation of the order (with immediate intimation) / termination of the Contract 

with a 30 day prior intimation. 

b) If the Vendor fails to supply & install the entire quantity of Laptops as per the Purchase 

Order/s before the scheduled completion date or the extended date or if the Vendor 

repudiates to Supply, Install or Maintain the Laptops within the time scheduled as per the 

Contract / Purchase Order, IDBI Bank may without prejudice to any other right or remedy 

available to IDBI Bank as under the Contract, recover from the Vendor, as ascertained and 

agreed liquidated damages. 

c) IDBI Bank may without prejudice to its right to effect recovery by any other method, deduct 

the amount of liquidated damages from any money belonging to the Vendor in its hands 

(which includes IDBI Bank's right to claim such amount against Vendor's Bank Guarantee) or 

which may become due to the Vendor. Any such recovery or liquidated damages shall not in 




any way relieve the Vendor from any of its obligations to continue the Service/s or from any 

other obligations and liabilities under the Contract/Agreement. 

46. Force Majeure 

a) Notwithstanding the provisions of this RFP the Vendor shall not be liable for forfeiture of its 

Performance Bank Guarantee, liquidated damages or termination for default, if and to the extent 

that, its delay in performance or other failure to perform its obligations under the 

Contract/Agreement is the result of an event of Force Majeure. 

b) For purpose of this Clause “Force Majeure” means war or revolution, terrorist act, fire, flood, 

earthquake, epidemic, quarantine restriction and freight embargoes. 

c) If a Force Majeure situation arises, the Vendor shall promptly notify IDBI Bank in writing of 

such conditions and the cause thereof. Unless otherwise directed by IDBI Bank in writing, 

the Vendor shall continue to perform its obligations under the Contract as far as is 

reasonably practical and shall seek all reasonable alternative means for performance not 

prevented by the Force Majeure event. IDBI Bank may terminate the Contract/Agreement, 

by giving a written notice of minimum 30 days to the Vendor, if as a result of Force Majeure 

the Vendor is unable to perform a material portion of the Service(s) for a period of more 

than 60 days. 

47. Resolution of Disputes 

The Parties shall use their best efforts to amicably settle all disputes arising out of or in connection 

with the Contract/Agreement in the following manner: 

a. The Party raising a dispute shall address to the other Party a notice requesting an amicable 

settlement of the dispute within seven (7) days of receipt of the notice. 

b. The matter will be referred for negotiation between IDBI Bank Official and the nominated 

representative of the Vendor. The matter shall then be resolved by them and the agreed 

course of action documented within a further period of 15 days. 

The Parties agree that any dispute between the Parties, which cannot be settled by negotiation in the 

manner, described above, may be resolved exclusively by arbitration and such dispute may be 

submitted by either party to arbitration within 20 days of the failure of negotiations. Arbitration shall 

be held in Mumbai, India and conducted in accordance with the provision of Arbitration and 

Conciliation Act, 1996 or any statutory modification or re‐enactment thereof. Each Party to the 

dispute shall appoint 1 arbitrator each and the two arbitrators shall jointly appoint the third or the 

presiding arbitrator. The arbitration proceedings shall be conducted in the English language. Subject 

to the above, the courts of law at Mumbai alone shall have the jurisdiction in respect of all matters 

connected with the Contract/Agreement even though other Courts in India may also have similar 

jurisdictions. The arbitration award shall be final, conclusive and binding upon the Parties and 

judgment may be entered thereon, upon the application of either party to a court of competent 




jurisdiction. Each Party shall bear the cost of preparing and presenting its case, and the cost of 

arbitration, including fees and expenses of the arbitrators, shall be shared equally by the Parties 

unless the award otherwise provides. 

The Vendor shall not be entitled to suspend the Service/s or the completion of the job, pending 

resolution of any disputes between the Parties and shall continue to render the Service/s in 

accordance with the provisions of the Contract/Agreement notwithstanding the existence of any 

dispute between the Parties or the subsistence of any arbitration or other proceedings. 

The provision under this section survives the Contract/Agreement. 

48. Implementation 

The successful Vendor shall Supply & Install the Laptops as per the Purchase Order/s within the 

agreed time frame starting from the date of award of Contract/Agreement. Time is the essence of 

this Contract / Agreement. 

49. ‘NO CLAIM’ Certificate 

The Vendor shall not be entitled to make any claim, whatsoever, against IDBI Bank, under or by 

virtue of or arising out of, the Contract/Agreement, nor shall IDBI Bank entertain or consider any 

such claim, if made by the Vendor after he has signed a ‘No Claim’ Certificate in favour of IDBI Bank 

in such forms as shall be required by IDBI Bank after the works are finally accepted. 

50. Survival 

a) Any provision of the Contract/Agreement which, either expressly or by implication, survive the 

termination or expiration of the Contract/Agreement, shall be complied with by the Parties 

including that of the provisions of indemnity, confidentiality, non‐disclosure in the same manner 

as if the present Contract/Agreement is valid and in force and effect. 

b) The provisions of the clauses of the Contract/Agreement in relation to Documents, data, 

processes, property, Intellectual Property Rights, indemnity, publicity and confidentiality and 

ownership survive the expiry or termination of the Contract/Agreement and in relation to 

confidentiality, the obligations continue to apply unless IDBI Bank / Purchaser notifies the 

Vendor of its release from those obligations. 

51. No Agency 

The Service(s) of the Vendor herein shall not be construed as any agency of IDBI/ Purchaser and 

there shall be no principal agency relationship between IDBI Bank and the Vendor in this regard. 

52. No Set‐off, counter‐claim and cross claims 

In case the Vendor has any other business relationship with IDBI Bank / Purchaser, no right of setoff, 

counter‐claim and cross‐claim and or otherwise will be available under this Contract/Agreement 

to the Vendor for any payments receivable under and in accordance with that business. 




53. Commencement and Progress 

The Vendor/ Bidder shall proceed to carry out the Service(s) with diligence and care in accordance 

with any stipulation as to the time, manner, mode, and method of execution contained in the 

Contract/Agreement and shall meet the standards of good industry practice. 

54. Statutory Requirements 

The Contract/Agreement will be executed by abiding laws and the directive, instructions, 

guidelines issued by the Regulators and competent authority from time to time. During the 

tenure of the Contract/Agreement nothing shall be done by the Vendor/Bidder in contravention 

of any law, act and/ or rules/regulations, there under or any amendment thereof governing 

inter‐alia customs, foreign exchange, etc., and shall keep IDBI Bank, its directors, officers, 

employees, representatives, agents and consultants indemnified in this regard. 

55. Contract Prices 

Prices payable to the Bidder as stated in the Contract/Agreement shall be firm and not subject to 

adjustment during performance of the Contract/Agreement, irrespective of reasons whatsoever, 

including exchange rate fluctuations, changes in taxes, duties, levies, charges, etc. of the product in 

whole or its components. 

56. Representations and Warranties 

a) In order to induce IDBI Bank to enter into the Contract/Agreement, the Vendor hereby 

represents and warrants as of the date hereof, which representations and warranties shall 

survive the term and termination hereof, the following: 

i. That the Bidder is a company 1 which has the requisite qualifications, skills, experience and 

expertise in providing Service(s) contemplated hereunder to third parties, the technical 

know‐how and the financial wherewithal, the power and the authority to enter into the 

Contract / Agreement and provide the Service(s) sought by IDBI Bank. 

ii. 

iii. 

iv. 

That the Vendor is not involved in any major litigation, potential, threatened and existing, 

that may have an impact of affecting or compromising the performance and delivery of 

Service(s) under the Contract/Agreement. 

That the representations made by the Vendor in its bid are and shall continue to remain true 

and fulfill all the requirements as are necessary for executing the duties, obligations and 

responsibilities as laid down in the Contract/Agreement and the Bid Documents and unless 

IDBI/ Bank Purchaser specifies to the contrary, the Vendor shall be bound by all the terms of 

the bid. 

That the Vendor has the professional skills, personnel and resources/authorizations that are 

1 Applicable only in case bidder is a company within the meaning of Companies Act, 1956. 




necessary for providing all such Services as are necessary to perform its obligations under the 

bid and this Contract/Agreement. 

v. That the Vendor shall ensure that all assets including but not limited to software’s, licenses, 

Databases, documents, etc. developed, procured, deployed and created during the term of 

the Contract/Agreement are duly maintained and suitably updated, upgraded, replaced with 

regard to contemporary and statutory requirements. 

vi. 

vii. 

viii. 

ix. 

That the Vendor shall use such assets of IDBI Bank as the Purchaser may permit for the sole 

purpose of execution of its obligations under the terms of the bid, Tender or the 

Contract/Agreement. The Bidder shall however, have no claim to any right, title, lien or other 

interest in any such property, and any possession of property for any duration whatsoever 

shall not create any right in equity or otherwise, merely by fact of such use or possession 

during or after the term hereof. 

That the Vendor shall procure all the necessary permissions and adequate approvals and 

licenses for use of various software and any copyrighted process/product free from all 

claims, titles, interests and liens thereon and shall keep IDBI Bank, its directors, officers, 

employees, representatives, consultants and agents indemnified in relation thereto. 

That all the representations and warranties as have been made by the Vendor with respect 

to its bid and Contract / Agreement, are true and correct, and shall continue to remain true 

and correct through the term of the Contract. 

That the execution of the Service(s) herein is and shall be in accordance and in compliance 

with all applicable laws. 

x. That there are – (a) no legal proceedings pending or threatened against Vendor or any sub 

third party or its team which adversely affect/may affect performance under this 

Contract/Agreement; and (b) no inquiries or investigations have been threatened, 

commenced or pending against the Vendor/or its team members by any statutory or 

regulatory or investigative agencies. 

xi. 

xii. 

xiii. 

That the Bidder has the corporate power to execute, deliver and perform the terms and 

provisions of the Contract/Agreement and has taken all necessary corporate action to 

authorize the execution, delivery and performance by it of the Contract/Agreement. 

That all conditions precedent under the Contract/Agreement has been complied. 

That neither the execution and delivery by the Vendor of the Contract/Agreement nor the 

Vendor's compliance with or performance of the terms and provisions of the 

Contract/Agreement (i) will contravene any provision of any applicable law or any order, 

writ, injunction or decree of any court or governmental authority binding on the Vendor or 




(ii) will conflict or be inconsistent with or result in any breach of any or the terms, covenants, 

conditions or provisions of, or constitute a default under any agreement, contract or 

instrument to which the Vendor is a party or by which it or any of its property or assets is 

bound or to which it may be subject or (iii) will violate any provision of the Memorandum 

and Articles of Association of the Vendor. 

xiv. 

That the Vendor certifies that all registrations, recordings, filings and notarizations of the 

Contract/Agreement and all payments of any tax or duty, including without limitation stamp 

duty, registration charges or similar amounts which are required to be effected or made by 

the Vendor which is necessary to ensure the legality, validity, enforceability or admissibility 

in evidence of the Contract/Agreement have been made. 

xv. 

That the Vendor confirms that there has not and shall not occur any execution, amendment 

or modification of any agreement/contract without the prior written consent of IDBI Bank / 

Purchaser, which may directly or indirectly have a bearing on the Contract/Agreement or 

Service(s). 

xvi. That the Vendor owns, has license to use or otherwise has the right to use, free of any 

pending or threatened liens or other security or other interests all Intellectual Property 

Rights, which are required or desirable for the Service(s) and the Vendor does not, in carrying 

on its business and operations, infringe any Intellectual Property Rights of any person. None 

of the Intellectual Property or Intellectual Property Rights owned or enjoyed by the Vendor 

or which the Vendor is licensed to use, which are material in the context of the Vendor's 

business and operations are being infringed nor, so far as the Vendor is aware, is there any 

infringement or threatened infringement of those Intellectual Property or Intellectual 

Property Rights licensed or provided to the Vendor by any person. All Intellectual Property 

Rights (owned by the Vendor or which the Bidder is licensed to use) are valid and subsisting. 

All actions (including registration, payment of all registration and renewal fees) required to 

maintain the same in full force and effect have been taken thereon and shall keep IDBI Bank 

/Purchaser, its directors, officers, employees, agents, representatives and consultants 

indemnified in relation thereto. 

57. Confidentiality 

The Parties agree that they shall hold in trust any Information received by either Party, under the 

Contract/Agreement, and the strictest of confidence shall be maintained in respect of such 

Information. The Parties also agree: 

i. to maintain and use the Information only for the purposes of the Contract/Agreement and only 

as permitted herein; 

ii. to only make copies as specifically authorized by the prior written consent of the other party and 

with the same confidential or proprietary notices as may be printed or displayed on the original; 




iii. to restrict access and disclosure of Information to such of their employees, agents, strictly on a 

"need to know" basis, to maintain confidentiality of the Information disclosed to them in 

accordance with this Clause and 

iv. to treat all Information as Confidential Information. 

Confidential Information does not include information which: 

i. the recipient knew or had in its possession, prior to disclosure, without limitation on its 

confidentiality; 

ii. is independently developed by the recipient without breach of the Contract/Agreement ; 

iii. information in the public domain as a matter of law; 

iv. is received from a third party not subject to the obligation of confidentiality with respect to such 

information; 

v. is released from confidentiality with the written consent of the other Party. 

The recipient shall have the burden of proving that Clauses (i) or (ii) above are applicable to the 

information in the possession of the recipient. 

Notwithstanding the foregoing, the Parties acknowledge that the nature of the Service(s) to be 

performed under this Contract/Agreement may require the Vendor's personnel to be present on 

premises of IDBI Bank or may require the Vendor's personnel to have access to computer networks 

of IDBI while on or off premises of IDBI Bank. It is understood that it would be impractical for IDBI 

Bank to monitor all information made available to the Vendor under such circumstances and to 

provide notice to the Vendor of the confidentiality of all such information. Therefore, the Vendor 

agrees that any technical or business or other information of the Vendor/ Purchaser that the 

Vendor's personnel, or agents acquire while on the IDBI Bank 's premises, or through access to IDBI's 

computer systems or databases while on or off IDBI Bank 's premises, shall be deemed Confidential 

Information. Confidential Information shall at all times remain the sole and exclusive property of the 

disclosing Party. Upon termination of the Contract/Agreement, Confidential Information shall be 

returned to the disclosing Party or destroyed, if incapable of return. The destruction shall be 

witnessed and so recorded, in writing, by an authorized representative of each of the Parties. 

Nothing contained herein shall in any manner impair rights of IDBI Bank / Purchaser in respect of the 

Service(s), and Documents, etc. 

In the event that any of the Parties hereto becomes legally compelled to disclose any Confidential 

Information, such Party shall give sufficient notice to the other Party to enable the other Party to 

prevent or minimize to the extent possible, such disclosure. Neither party shall disclose to a third 

party any Confidential Information or the contents of the Contract/Agreement without the prior 

written consent of the other Party. The obligations of this Clause shall be satisfied by handling 




Confidential Information with the same degree of care, which the receiving Party applies to its own 

similar confidential information but in no event less than reasonable care. The obligations of this 

Clause shall survive the expiration, cancellation or termination of this Contract/Agreement. The 

provision of this clause shall survive termination of the Contract/Agreement till such Confidential 

Information enters public domain. 

58. Termination 

a) IDBI Bank may terminate the Contract/Agreement by giving the Vendor a prior and written 30 

days notice indicating its intention to terminate the Contract/Agreement under the following 

circumstances: 

i. Where it comes to IDBI Bank 's attention that the Vendor is in a position of actual conflict of 

interest with the interests of IDBI Bank, in relation to any of terms of the bid or the 

Contract/Agreement. 

ii. Where the Vendor's’ ability to survive as an independent corporate entity is threatened or is 

lost owing to any reason whatsoever, including inter‐alia the filing of any bankruptcy 

proceedings against the Vendor, any failure by the Vendor to pay any of its dues to its creditors, 

the institution of any winding up proceedings against the Vendor or the happening of any such 

events that are adverse to the financial viability of the Vendor. 

iii. 

In the event of the happening of any events of the above nature, IDBI Bank shall reserve the 

right to take any steps as are necessary, to ensure the effective transition of the Service(s) to 

the next successor Bidder, and to ensure business continuity. 

b) Termination for Insolvency: IDBI Bank may at any time terminate the Contract / Agreement by 

giving a written notice to the Vendor, without compensation to the Vendor, if the Vendor 

becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or 

affect any right of action or remedy which has accrued or will accrue thereafter to IDBI Bank. 

c) Termination for Default: IDBI Bank, without prejudice to any other right or remedy for breach of 

Contract may terminate in whole or in part, the Contract/Agreement by giving a written notice 

of default to the Vendor. 

59. Consequences of Termination 

a) In the event of termination of the Contract/Agreement due to any cause whatsoever, [whether 

consequent to the stipulated term of the Contract/Agreement or otherwise], IDBI Bank shall be 

entitled to impose any such obligations and conditions and issue any clarifications as may be 

necessary to ensure an efficient transition and effective business continuity of the Service(s) 

which the Vendor shall be obliged to comply with and take all available steps to minimize loss 

resulting from that termination/breach, and further allow the next successor Vendor to 

takeover the obligations of the erstwhile Vendor in relation to the execution/continued 

execution of the scope of the Contract/Agreement. 




b) In the event that the termination of the Contract/Agreement is due to the expiry of the term of 

the Contract/Agreement, a decision not to grant any (further) extension by IDBI Bank, the 

Vendor herein shall be obliged to provide all such assistance to the next successor Bidder or any 

other person as may be required and as IDBI Bank may specify including training, where the 

successor(s) is a representative/personnel of IDBI Bank to enable the successor to adequately 

provide the Service(s) hereunder, even where such assistance is required to be rendered for a 

reasonable period that may extend beyond the term/earlier termination hereof. 

c) Where the termination of the Contract/Agreement is prior to its stipulated term on account of a 

default on the part of the Vendor or due to the fact that the survival of the Vendor as an 

independent corporate entity is threatened/has ceased, IDBI Bank shall pay the Vendor for that 

part of the Service(s) which have been authorized by IDBI Bank and satisfactorily performed by 

the Vendor up to the date of termination, without prejudice to any other rights, IDBI Bank may 

retain such amounts from the payment due and payable by IDBI Bank to the Vendor as may be 

required to offset any losses caused to IDBI Bank as a result of any act/omissions of the Vendor/ 

Bidder. In case of any loss or damage due to default on the part of the Vendor in performing 

any of its obligations with regard to executing the Service(s) under the Contract/Agreement the 

Vendor shall compensate IDBI Bank for any such loss, damages or other costs, incurred by IDBI 

Bank. Additionally, the sub Vendor / other members of its team shall continue to perform all its 

obligations and responsibilities under the Contract/Agreement in an identical manner as were 

being performed hitherto before in order to execute an effective transition and to maintain 

business continuity. All third parties shall continue to perform all/any functions as stipulated by 

IDBI Bank and as may be proper and necessary to execute the service(s) under the 

Contract/Agreement in terms of the Vendor's bid and the Contract/Agreement. IDBI Bank 

retains the right to forfeit the Performance Guarantee in case of Termination of the Contract on 

account of default by the Vendor. 

d) Nothing herein shall restrict the right of IDBI Bank to invoke the Performance Bank Guarantee 

and other guarantees, securities furnished, enforce the Deed of Indemnity and pursue such 

other rights and/or remedies that may be available to IDBI Bank under law or otherwise. 

e) The termination hereof shall not affect any accrued right or liability of either Party nor affect the 

operation of the provisions of the Contract/Agreement that are expressly or by implication 

intended to come into or continue in force on or after such termination. 

f) Termination survives the Contract/Agreement. 

g) Conflict of interest: The Vendor shall disclose to IDBI Bank in writing, all actual and potential 

conflicts of interest that exist, arise or may arise (either for the Vendor or the Bidder’s team) in 

the course of performing the Service(s) as soon as practical after it becomes aware of that 

conflict. 

h) Publicity: The Vendor shall not make or permit to be made a public announcement or media 




release about any aspect of the Contract/Agreement unless IDBI Bank first gives the Vendor its 

prior written consent. 

60. Relationship between the Parties: 

a) Nothing in the Contract/Agreement constitutes any fiduciary relationship between IDBI Bank and 

Vendor’s Team or any relationship of employer ‐ employee, principal and agent, or partnership, 

between IDBI Bank and Vendor. 

b) No Party has any authority to bind the other Party in any manner whatsoever except as 

agreed under the terms of the Contract/Agreement. 

c) IDBI Bank / Purchaser has no obligations to the Vendor's team except as agreed under the terms 

of the Contract/Agreement. 

61. No Assignment of the Contract/Agreement 

The Contract/Agreement cannot be transferred or assigned by the Vendor without the prior written 

approval of IDBI Bank. 

62. Entire Contract 

The terms and conditions laid down in the bid and all annexures thereto shall be read in consonance 

with and form an integral part of the Contract/Agreement. This Contract supersedes any prior 

Contract, understanding or representation of the Parties on the subject matter. 

63. Governing Law 

The Contract/Agreement shall be signed in Mumbai and the necessary stamp duty towards the 

same shall be borne by the Vendor. The Agreement shall be governed in accordance with the laws 

of Republic of India. These provisions shall survive the Contract/Agreement. 

64. Jurisdiction of Courts 

The Courts of India at Mumbai have exclusive jurisdiction to determine any proceeding in relation to 

the Contract/Agreement even though other Courts in India may also have similar jurisdictions. These 

provisions shall survive the Contract/Agreement. 

65. Suspension of Payment to the Vendor 

IDBI Bank may by a written notice of suspension, suspend all payments to the Vendor under the 

Contract/Agreement, if the Vendor fails to perform any of its obligations under the Contract/ 

Agreement, (including the carrying out of the service(s)) provided that such notice of suspension: 

i. Shall specify the nature of the failure and 

ii. 

Shall request the Vendor to remedy such failure within a specified period from the date of 

issue of such notice of suspension. 




SECTION 6: TECHNICAL SPECIFICATIONS OF LAPTOPS 

MINIMUM HW & SW REQUIREMENT 

Laptop - Hardware & Software Specifications 

S.No Parameter Specification / Description 

1 Make Must be specified 

2 Model Must be specified with all relevant product 

brouchers and manuals 

3 Processor Type Intel Core 3 rd generation i5 processor (3320M) 

@2.6 GHz, Intel HM76 Express Chipset, 3MB 

Cache 

OR higher configuration 

4 Memory description Minimum 4 GB DDR3 SDRAM (single stick) 

1333 MHz or higher upgradable upto 8 GB 

5 Video Display 14” TFT colour, LED backlight 

6 Hard Drive HDD Internal - Minimum 500 GB SATA HDD 

@7200 rpm or higher 

7 Optical Device 8x DVD Super Multi R/W 

8 Video Intel HD Graphic 4000 

9 Audio Internal Stereo Speaker 

10 Ports & Slots 2 x USB 2.0, 1 x USB 3.0, RJ45 LAN, 4.0 

Bluetooth, VGA, Full HDMI, Card Reader, 1 

Memory stick slot, WiFi 

11 Wired Communication 150 mbps or higher (gigabit Ethernet) 

12 Power (Battery) Light weight AC adapter. 6-cell/9-cell lithiumion 

battery with minimum 3 hours backup time 

in actual condition with 1 year warranty 

13 Keyboard Full size spill resistant keyboard 

14 Mouse/Pointing Device Touch pad with gesture support 

15 Operating systems Preinstalled Genuine Windows 7.0 

Professional 64 bit with Service Pack 

16 Warranty 36 months comprehensive on-site warranty on 

laptop and its preloaded software and 12 

months on its battery from OEM inclusive of 

Parts & Labour 

17 Mobility With Executive Carry Case 

18 Weight Maximum 2.4Kgs with batteries 

19 Camera Inbuilt 1.3 Mega Pixel/HD Camera 

20 Other Green Peace rating > 3.0,Energy Star 5.0 

compliant OR BEE Star equivalent 

21 Delivery Time 4 weeks from the date of acceptance of 

commercially acceptable purchase order 

Note: 1- 21 laptops will have preloaded MS Office 2010 Home & Business 

edition OEM (to be provided preloaded by the selected vendor) while the 

remaining 42 laptops will be without the aforesaid MS Office software. 

2- The above parameters indicated are for the minimum requirement. The 

vendors are free to offer configuration higher than the above. 




SECTION 7: CONTENTS AND FORMAT OF BID 

The major sections of the proposal should be organized as follows : 

Sr. 

Document Required 

Remarks 

No. 

1. Introduction This section should provide a brief write‐up about the 

proposal, bidder and confirmation regarding 

specifications of Laptops to be supplied. 

2. Bidder Information This section should provide all the relevant 

information about the bidder. (Form 1) 

3. Covering letter Form 1A 

4. Bid Document Fee & EMD as Rs. 5000/‐ ( Rupees Five Thousand Only) towards Bid 

specified 

Document Fee and Rs.70,000/‐ (Rupees Seventy 

Thousand Only) towards EMD in the form of Demand 

Draft/ Banker’s Cheque from a Scheduled Commercial 

bank in favor of ‘ IDBI Bank Limited ’ payable at 

Mumbai only to be submitted along with the Technical 

Bid. 

5. Copy of this RFP duly signed and 

stamped on all pages 

Please provide copy of RFP document duly signed and 

stamped by company. 

6. Non‐Disclosure Agreement (NDA) 

(Form 2) 

as per format given 

7. Power of attorney of the 

signatory along with relevant 

Board resolutions, if any 

(Form 3) 

8. Undertakings as mentioned (Form 4) 

9. Deed of Indemnity (Form 5) 

11. Eligibility Criteria Compliance (Form 6) 

10. Technical Specifications 

(Form 7) 

Compliance along with relevant 

brochures 

12. All Documents regarding 

Please provide, if required (optional). 

Clarification of Bids 

13. Any other relevant legal 

Please provide, if required (optional). 

document 

14. Estimated Commercial/Price Bid 

in separate sealed envelope with 

proper description 

(Form 8) 

15. Checklist of all documents to be 

submitted 

Please refer CHECKLIST OF DOCUMENTS TO BE 

SUBMITTED 




Form 1 

Bidder Information 

1. Company details 

Please provide the following company related details supported by documentary evidence: 

Sr No Particulars Detailed answer 

by the bidder 

Documentary 

proof details 

1. Name and Address of the company 

with Telephone Nos. , Fax, E‐mail 

and website 

2. Date of Incorporation ( with 

documentary evidence of certificate 

of Incorporation) 

3. Address of Offices/ Facilities in India 

4. Sales Tax / Service Tax Registration 

Number 

5. PAN/ TAN Number 

6 Customer References 




Place: 

Date: 

Format for Covering Letter 

Form – 1 A: 

Advisor _IT 

IDBI Building, 

Plot No.39‐41, Sector 11, 

CBD Belapur, 

Navi Mumba ‐400614 

Maharashtra 

Dear Sir, 

Supply, Installation, Maintenance and Support of Laptops at IDBI Bank Limited. 

In respect of the Bid for Supply, Installation, Maintenance and Support the Laptops at IDBI Bank, 

please find enclosed our response to your RFP dated 20/12/2012. 

Having examined the RFP Document and appendix thereto and addenda numbers_____ thereto, 

We,/ the undersigned, in conformity with the RFP/Bid Document, offer to provide the Service(s) 

as defined and described in the RFP Document, on the terms and conditions mentioned in the 

RFP/Bid Document. 

We acknowledge having received the following addenda to the RFP/Bid Document: 

Addendum No. 

Dated 

If any action is brought against you for infringement / violation, of the applicable laws in respect 

of the hardware components supplied by us to IDBI Bank, we will defend the same at our cost 

and consequences and will indemnify IDBI Bank and shall hold IDBI Bank harmless of all the costs 

and other expenses that IDBI Bank may incur or suffer in this connection. 

We undertake to you that, if our proposal is accepted, we shall provide the Service(s) comprised 

in the Contract to you within timeframe specified, starting from the date of receipt of notification 

of award from IDBI Bank. 




We agree to abide by this proposal for the period of 90 days from the date of bid opening and it 

shall remain binding upon us and may be accepted at any time before the expiration of that 

period. 

We agree to execute a Contract in the form to be communicated by IDBI Bank, incorporating all 

agreements with such alterations or additions thereto as may be necessary to adapt such 

agreement to the circumstances of the standard and notice of the award within time prescribed 

after notification of your intention to accept this proposal. 

Unless and until a formal agreement is prepared and executed this proposal together with your 

written acceptance thereof shall constitute a binding Contract. 

We understand that you are not bound to accept the lowest or any bid you may receive, not to 

give any reason for rejection of any bid and that you will not defray any expenses incurred by us 

in biding. 

As security for the due performance and observance of the undertaking and obligation of the bid, 

we submit herewith Demand Draft / Banker’s Cheque bearing no. ____________ dated 

__________ drawn in favour of IDBI Bank Limited for an amount of < …………………. (Rupees. 

…………….. Only) payable at Mumbai. 

Dated this _____ day of ____________________ 2012 

Signature 

__________________ 

In the capacity of 

(Company Seal) 2 

Duly authorized to sign bids for and on behalf of: 

2 In accordance with the provisions for affixation of common seal as provided in the Articles of Association and 

to be supported by board resolution. 




(To be submitted by the Vendor on their Letter Head) 

Non‐Disclosure Agreement Form 

Form – 2 

This agreement made and entered into at …………………. this …….day of ……… 2012. 

BY AND BETWEEN 

………………………………… Company Limited, a company incorporated under the Companies Act, 1956 

having its registered office at ….………. (hereinafter referred to as the contractor, which expression 

unless repugnant to the context or meaning thereof be deemed to include its permitted successors) 

of the ONE PART; 

AND 

IDBI Bank Limited (IDBI Bank), a company registered under the Companies Act, 1956 and a banking 

company within the meaning of the Banking Regulation Act, 1949 having its registered office at IDBI 

Tower, Cuffe Parade, WTC Complex, Colaba, Mumbai‐400005 (hereinafter referred to as “IDBI Bank” 

which expression shall unless repugnant to the context or meaning thereof be deemed to include its 

successors and assigns) of the OTHER PART. 

The Contractor and IDBI Bank are hereinafter collectively referred to as “the Parties” and individually 

as “the Party” 

WHEREAS: 

1. IDBI Bank is engaged in the business of banking and for the purpose of expanding its 

operations desires to procure Laptops, with the specifications prescribed herein and had 

invited bids from interested parties for supply and installation of the same, with a 36 months 

Comprehensive onsite warranty on Laptop and its preloaded software and 12 months on its 

batteries from the date of installation of the respective Laptop at various locations of IDBI 

Bank for a period of 12 months from the date of the award of Contract. 

2. In the course of such supply installation and maintenance, it is anticipated that IDBI Bank or 

any of its directors, officers, employees, officials, representatives or agents may disclose, or 

deliver, to the Contractor some Confidential Information (as hereinafter defined), to enable 

the Contractor to install and provide maintenance of the Laptop (hereinafter referred to as " 

the Purpose"). 

3. IDBI Bank is duty bound to ensure that information in respect of its constituents is not 

disclosed to third parties and has agreed to disclose such Confidential Information on 

…………………… . executing an agreement, being these presents, to safeguard and protect such 

Confidential Information as it may receive from IDBI Bank or its officers/employees etc. for 

the Purpose. 




Now, therefore this Agreement witnesseth and it is hereby agreed by and between the Parties 

hereto as follows : 

1. Confidential Information: “Confidential Information” means all information disclosed/ furnished 

by IDBI Bank to the Contractor whether orally, in writing or in electronic, magnetic or other form 

for the limited purpose of enabling the Contractor to supply, install and provide maintenance and 

shall mean and include data, documents and information or any copy, abstract, extract, sample, 

note or module thereof, explicitly designated as "Confidential"; Provided the oral information is 

set forth in writing and marked "Confidential" within seven (7) days of such oral disclosure). 

The Contractor may use the Confidential Information solely for and in connection with the 

Purpose and shall not use the Confidential Information or any part thereof for any reason other 

than the Purpose stated above. 

Confidential Information in oral form must be identified as confidential at the time of disclosure 

and confirmed as such in writing within 30 days of such disclosure. Confidential Information does 

not include information which: 

(a) is or subsequently becomes legally and publicly available without breach of this Agreement 

by………. 

(b) was rightfully in the possession of the Contractor without any obligation of 

confidentiality prior to receiving it from IDBI Bank , 

(c) was rightfully obtained by the Contractor from a source other than IDBI Bank without 

any obligation of confidentiality, 

(d) was developed by for the Contractor independently and without reference to any 

Confidential Information and such independent development can be shown by 

documentary evidence, or is/was disclosed pursuant to an order of a court or 

governmental agency as so required by such order, provided that the Contractor shall, 

unless prohibited by law or regulation, promptly notify IDBI Bank of such order and 

afford IDBI Bank the opportunity to seek appropriate protective order relating to such 

disclosure. 

(e) the recipient knew or had in its possession, prior to disclosure, without limitation on its 

confidentiality; 

(f) is released from confidentiality with the prior written consent of the other party. 

The recipient shall have the burden of proving hereinabove are applicable to the information in the 

possession of the recipient. 

a) Confidential Information shall at all times remain the sole and exclusive property of the 

disclosing party. Upon termination of this Agreement, Confidential Information shall be 

returned to the disclosing party or destroyed, if incapable of return. The destruction shall be 

witnessed and so recorded, in writing, by an authorised representative of each of the parties. 

Nothing contained herein shall in any manner impair or affect rights of IDBI Bank in respect of 

the Confidential Information. 




b) In the event that any of the Parties hereto becomes legally compelled to disclose any 

Confidential Information, such Party shall give sufficient notice to the other party to enable 

the other Party to prevent or minimize to the extent possible, such disclosure. Neither party 

shall disclose to a third party any Confidential Information or the contents of this Agreement 

without the prior written consent of the other party. The obligations of this Clause shall be 

satisfied by handling Confidential Information with the same degree of care, which the 

receiving party applies to its own similar confidential information but in no event less than 

reasonable care. The obligations of this clause shall survive the expiration, cancellation or 

termination of this Agreement. 

2. Non‐disclosure: The Contractor shall not commercially use or disclose any Confidential 

Information or any materials derived there from to any other person or entity other than 

persons in the direct employment of the Contractor who have a need to have access to and 

knowledge of the Confidential Information solely for the Purpose authorized above. The 

Contractor shall take appropriate measures by instruction and written agreement prior to 

disclosure to such employees to assure against unauthorized use or disclosure. The 

Contractor may disclose Confidential Information to consultants only if the consultant has 

executed a Non‐Disclosure Agreement with consultants that contains terms and conditions 

that are no less restrictive than these presents and the Contractor agrees to notify IDBI 

Bank immediately if it learns of any use or disclosure of the Confidential Information in 

violation of terms of this Agreement. 

Notwithstanding the marking and identification requirements above, the following categories of 

information shall be treated as Confidential Information under this Agreement irrespective of 

whether it is marked or identified as confidential : 

a) information regarding IDBI Bank and any of its Affiliates, customers and their accounts 

(“Customer Information”). For purposes of this Agreement, Affiliate means a business 

entity now or hereafter controlled by, controlling or under common control. Control 

exists when an entity owns or controls more than 50% of the outstanding shares or 

securities representing the right to vote for the election of directors or other managing 

authority of another entity; or 

b) any aspect of IDBI Bank 's business that is protected by patent, copyright, trademark, 

trade secret or other similar intellectual property right; or 

c) business processes and procedures; or 

d) current and future business plans; or 

e) personnel information; or 

f) financial information. 




3. Publications: The Contractor shall not make news releases, public announcements, give 

interviews, issue or publish advertisements or publicize in any other manner whatsoever in 

connection with this Agreement, the contents / provisions thereof, other information 

relating to this Agreement, the Purpose, the Confidential Information or other matter of 

this Agreement, without the prior written approval of IDBI Bank . 

4. Term: This Agreement shall be effective from the date hereof and shall continue till 

expiration of the Purpose or termination of this Agreement by IDBI Bank, whichever is 

earlier. The Contractor hereby agrees and undertakes to IDBI Bank that immediately on 

termination of this Agreement it would forthwith cease using the Confidential Information 

and further promptly return or destroy, under information to IDBI Bank, all information 

received by it from IDBI Bank for the Purpose, whether marked Confidential or otherwise, 

and whether in written, graphic or other tangible form and all copies, abstracts, extracts, 

samples, notes or modules thereof. The Contractor further agrees and undertake to IDBI 

Bank to certify in writing upon request of IDBI Bank that the obligations set forth in this 

Agreement have been complied with. 

Any provisions of this Agreement which by their nature extend beyond its termination shall 

continue to be binding and applicable without limit in point in time except and until such 

information enters the public domain 

5. Title and Proprietary Rights: Notwithstanding the disclosure of any Confidential 

Information by IDBI Bank to the Contractor, the title and all intellectual property and 

proprietary rights in the Confidential Information shall remain with IDBI Bank . 

6. Remedies: The Contractor acknowledges the confidential nature of Confidential 

Information and that damage could result to IDBI Bank if the Contractor breaches any 

provision of this Agreement and agrees that, if it or any of its directors, officers or 

employees should engage or cause or permit any other person to engage in any act in 

violation of any provision hereof, IDBI Bank may suffer immediate irreparable loss for which 

monetary compensation may not be adequate. IDBI Bank shall be entitled, in addition to 

other remedies for damages & relief as may be available to it, to an injunction or similar 

relief prohibiting the Contractor, its directors, officers etc. from engaging in any such act 

which constitutes or results in breach of any of the covenants of this Agreement. Any claim 

for relief to IDBI Bank shall include IDBI Bank's costs and expenses of enforcement 

(including the attorney's fees). 

7. Entire Agreement, Amendment, Assignment: This Agreement constitutes the entire agreement 

between the Parties relating to the matters discussed herein and supersedes any and all prior 

oral discussions and / or written correspondence or agreements between the Parties. This 

Agreement may be amended or modified only with the mutual written consent of the Parties. 

Neither this Agreement nor any right granted hereunder shall be assignable or otherwise 

transferable. 




8. Governing Law: The provisions of this Agreement shall be governed by the laws of India and the 

competent court at Mumbai shall have exclusive jurisdiction in relation thereto even though 

other Courts in India may also have similar jurisdictions. 

9. Indemnity: The Contractor shall defend, indemnify and hold harmless IDBI Bank , its 

affiliates, subsidiaries, successors, assigns, and their respective officers, directors and 

employees, at all times, from and against any and all claims, demands, damages, assertions 

of liability whether civil, criminal, tortuous or of any nature whatsoever, arising out of or 

pertaining to or resulting from any breach of representations and warranties made by the 

Contractor. and/or breach of any provisions of this Agreement, including but not limited to 

any claim from third party pursuant to any act or omission of the Contractor, in the course 

of discharge of its obligations under this Agreement. 

10. General: The Contractor shall not reverse–engineer, de‐compile, disassemble or otherwise 

interfere with any software disclosed hereunder. All Confidential Information is provided 

“as is”. In no event shall the IDBI Bank be liable for the inaccuracy or incompleteness of the 

Confidential Information. None of the Confidential Information disclosed by IDBI Bank 

constitutes any representation, warranty, assurance, guarantee or inducement with respect 

to the fitness of such Confidential Information for any particular purpose. 

IDBI Bank discloses the Confidential Information without any representation or warranty, 

whether express, implied or otherwise, on truthfulness, accuracy, completeness, lawfulness, 

merchantability, fitness for a particular purpose, title, non‐infringement, or anything else. 

11. Waiver: A waiver (whether express or implied) by IDBI Bank of any of the provisions of this 

Agreement, or of any breach or default by the Contractor in performing any of the 

provisions hereof, shall not constitute a continuing waiver and such waiver shall not prevent 

IDBI Bank from subsequently enforcing any of the subsequent breach or default by the 

Contractor under any of the provisions of this Agreement. 

In witness whereof, the Parties hereto have executed these presents the day, month and year first 

herein above written. 

For and on behalf of ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ 

For and on behalf of IDBI Bank Limited 

( ) 

(Designation) 

( ) 

( Designation) 




Format of Power of Attorney for signing of bid 

Form‐3 

POWER OF ATTORNEY 

(On Stamp Paper of relevant value) 

Know all men by these presents, we (name of the 

company/partnership firm and address of the registered office) do hereby appoint and authorize Mr. 

(full name and residential address) who is presently employed with us 

and holding the position of 

as our attorney, to do in our name and 

on our behalf, all such acts, deeds and things necessary in connection with or incidental to our 

proposal for Supply, Installation & Maintenance of Laptops in response to the RFP (Request for 

Proposal) by IDBI Bank Ltd (hereinafter referred to as IDBI BANK LTD), including signing and 

submission of all documents and providing information/responses to IDBI BANK LTD in all matters in 

connection with our bid / offer. 

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to 

this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall and 

shall always be deemed to have been done by us. 

Dated this _____ day of ____________________ 2012 

For 

(Signature) 

(Name, Designation and Address) 

Accepted 

(Signature) 

(Name, Title and Address of the Attorney) 

Date: 

Note: 

1. The mode of execution of the Power of Attorney should be in accordance with the procedure, 

if any, laid down by the applicable law and the charter documents of the executants and 

when it is so required the same should be under common seal affixed in accordance with the 

required procedure. 

2. Also, wherever required, the bidder should submit for verification the extract of the charter 

documents and documents such as a resolution/power of attorney in favor of the Person 

executing this Power of Attorney for the delegation of power hereunder on behalf of the 

Bidder. 




3. In case the Application is signed by an authorized Director / Partner or Proprietor of the 

Applicant, a certified copy of the appropriate resolution / document conveying such authority 

may be enclosed in lieu of the Power of Attorney. 




Undertaking of Authenticity 

Form – 4 

Sub: Supply of IT Hardware/Software – Laptops 

Ref : 1. Your Purchase Order No. ‐‐‐‐‐‐‐‐‐‐‐‐dated‐‐‐‐‐‐‐. 

2. Our invoice no/Quotation no. ‐‐‐‐‐‐‐dated‐‐‐‐‐‐‐‐. 

With reference to the Laptops being supplied /quoted to you vide our invoice no/quotation no/order 

no. Cited above, We hereby undertake that all the components/parts/assembly/software used in the 

Laptops under the above like Hard disk, Monitors, Memory etc shall be original new 

components/parts/ assembly /software only, from respective OEMs of the products and that no 

refurbished/duplicate/ second hand components/parts/ assembly / software are being used or shall 

be used. 

We also undertake that in respect of licensed operating system if asked for by you in the purchase 

order, the same shall be supplied along with the authorised license certificate (eg Product Keys on 

Certification of Authenticity in case of Microsoft Windows Operating System) and also that it shall be 

sourced from the authorised source (eg Authorised Microsoft Channel in case of Microsoft Operating 

System). 

Should you require, we hereby undertake to produce the certificate from our OEM supplier in 

support of above undertaking at the time of delivery/installation. It will be our responsibility to 

produce such letters from our OEM supplier’s at the time of delivery or within a reasonable time. 

In case of default and we are unable to comply with above at the time of delivery or during 

installation, for the IT Hardware/Software already billed, we agree to take back the Laptops without 

demur, if already supplied and return the money if any paid to us by you in this regard. 

We (system OEM name) also take full responsibility of both Parts & Service SLA as per the content 

even if there is any defect by our authorized Service Centre/ Reseller/SI etc. 

Authorised Signatory 

Name: 

Designation 

Place 

Date 




PROFORMA FOR DEED OF INDEMNITY 

Form – 5 

This Deed of Indemnity executed at Mumbai on the ______ day of _______ by 

________________________________________ (hereinafter referred to as “the Obligor” which 

expression shall unless it be repugnant to the context, subject or meaning thereof, shall be deemed 

to mean and include successors and permitted assigns); 

IN FAVOUR OF 

IDBI Bank Limited, a company registered and incorporated under the Companies Act, 1956 (1 

of 1956) and a banking company within the meaning of section 5 (c) of the Banking Regulation Act, 

1949 (10 of 1949) having its registered office at IDBI Tower, WTC Complex, Cuffe Parade, Colaba, 

Mumbai – 400 005 (hereinafter referred to as “IDBI Bank” which expression shall, unless it be 

repugnant to the subject or context or meaning thereof, be deemed to mean and include its 

successors and assigns) 

WHEREAS 

(1) The Obligor has 

(a) offered to supply IDBI Bank with Laptops at its various locations, with the specifications as 

prescribed in the Agreement / Contract dated _________ during the period of 12 months 

from the date of First Purchase Order and subsequent purchase orders to be issued by IDBI 

Bank from time to time. The Supply of Laptops by the obligor is herein after referred to as 

"Supply". 

(b) agreed to install and provide comprehensive maintenance at various locations for the Laptops 

supplied by them in terms of the Agreement / Contract dated _________ and respective 

Purchase Orders issued from time to time during the Contract period and during the 

comprehensive onsite warranty period of 36 months for Laptops and its preloaded software 

and 12 months for the batteries supplied alongwith the Laptops from the date of installation 

of the respective Laptop. (The installation and maintenance are herein after collectively 

referred to as "Service/s"). 

(c) represented and warranted that they have all permissions, consents, approvals from all 

authorities, both regulatory and non‐regulatory, for Supply and Service/s to IDBI Bank . 

(d) represented and warranted that the aforesaid supply/services offered to IDBI Bank do not 

violate any provisions of the applicable laws, regulations or guidelines including legal and 

environmental. In case there is any violation of any law, rules or regulation, which is capable 

of being remedied, the same will be got remedied immediately during the installation, 

maintenance and contract period to the satisfaction of IDBI Bank . 

(e) represented and warranted that they are authorized and legally eligible and otherwise 

entitled and competent to enter into such Contract/Agreement with IDBI Bank . 




(2) IDBI Bank , relying and based on the aforesaid representations and warranties of the Obligor, has 

agreed to purchase the Laptops and avail the Services of the Obligor on the terms and conditions 

contained in its Agreement/Contract dated ____________________ with the Obligor; 

(3) One of the conditions of the aforesaid Agreement is that the Obligor is required to furnish an 

indemnity in favour of IDBI Bank indemnifying the latter against any claims, losses, costs, 

actions, suits, damages and / or otherwise arising due to or on account of Obligor's violations of 

any trademarks, patents, copyrights and licences, the applicable laws, regulations, guidelines 

during the Supply / Services to IDBI Bank over the contract period as also for breach committed 

by the Obligor on account of misconduct, omission and negligence by the Obligor. 

(4) In pursuance thereof, the Obligor has agreed to furnish an indemnity in the form and manner 

and to the satisfaction of IDBI Bank as hereinafter appearing; 

NOW THIS DEED WITNESSETH AS UNDER:‐ 

In consideration of IDBI Bank having agreed to award the aforesaid contract to the Obligor, more 

particularly described and stated in the aforesaid Agreement/Contract, the Obligor do hereby agree 

and undertake that:‐ 

(1) The Obligor shall, at all times hereinafter, save and keep harmless and indemnified IDBI Bank, 

including its respective directors, officers and employees and keep them indemnified from and 

against any claim, demand, losses, liabilities or expenses of any nature and kind whatsoever 

and by whomsoever made in respect of the said contract and any damage caused from and 

against all suits and other actions that may be instituted taken or preferred against IDBI Bank 

by whomsoever and all losses, damages, costs, charges and expenses that IDBI Bank may incur 

by reason of any claim made by any claimant for any reason whatsoever or by anybody claiming 

under them or otherwise for any losses, damages or claims arising out of all kinds of accidents, 

destruction, deliberate or otherwise, direct or indirect, from those arising out of violation of 

applicable laws, regulations, guidelines and also from the environmental damages, if any, which 

may occur during the contract period. However, the liability of the Obligor shall not exceed the 

contract price / bid price as stated in the aforesaid Agreement. 

(2) The Obligor further agrees and undertakes that the Obligor shall, during the contract period, 

ensure that all the permissions, authorizations, consents are obtained from the local and/or 

municipal and/or governmental authorities, as may be required under the applicable laws, 

regulations, guidelines, orders framed or issued by any appropriate authorities. 

(3) The Obligor further agrees to provide complete documentation of all Laptops, they are having. 

The Obligor shall also indemnify and keep indemnified IDBI Bank against any levies / penalties / 

claims / demands litigations, suits, actions, judgments, and or otherwise ion account of any 

default and or breach and or otherwise in this regard. 




(4) If any additional approval, consent or permission is required by the Obligor to execute and 

perform the contract during the currency of the contract, they shall procure the same and/or 

comply with the conditions stipulated by the concerned authorities without any delay. 

(5) The obligations of the Obligor herein are irrevocable, absolute and unconditional, in each case 

irrespective of the value, genuineness, validity, regularity or enforceability of the aforesaid 

Agreement/Contract or the insolvency, bankruptcy, reorganization, dissolution, liquidation or 

change in ownership of IDBI Bank or Obligor or any other circumstance whatsoever which 

might otherwise constitute a discharge or defense of an indemnifier. 

(6) The obligations of the Obligor under this deed shall not be affected by any act, omission, matter 

or thing which, would reduce, release or prejudice the Obligor from any of the indemnified 

obligations under this indemnity or prejudice or diminish the indemnified obligations in whole 

or in part, including in law, equity or contract (whether or not known to it, or to IDBI Bank ). 

(7) This indemnity shall survive the aforesaid Agreement. 

(8) Any notice, request or other communication to be given or made under this indemnity shall be 

in writing addressed to either party at the address stated in the aforesaid Agreement and or as 

stated above. 

(9) This indemnity shall be governed by, and construed in accordance with, the laws of India. The 

Obligor irrevocably agrees that any legal action, suit or proceedings arising out of or relating to 

this indemnity may be brought in the Courts/Tribunals at Mumbai. Final judgment against the 

Obligor in any such action, suit or proceeding shall be conclusive and may be enforced in any 

other jurisdiction, by suit on the judgment, a certified copy of which shall be conclusive 

evidence of the judgment, or in any other manner provided by law. By the execution of this 

indemnity, the Obligor irrevocably submits to the exclusive jurisdiction of such Court/Tribunal 

in any such action, suit or proceeding. 

(10) IDBI Bank may assign or transfer all or any part of its interest herein to any other person. 

Obligor shall not assign or transfer any of its rights or obligations under this indemnity, except 

with the prior written consent of IDBI Bank 

IN WITNESS WHEREOF the Obligor has signed these presents on the day, month and year first above 

written. 

Signed and Delivered on behalf of ) 

___________________ ) 

by the hand of __________________ ) 

_________, the authorized official of the Obligor) 




Eligibility Compliance 

Form – 6 

Sr. 

No. 

Eligibility Criteria Supporting Documents Complied 

(Y/N) 

1. Be a registered and net profit making firm or 

company for the last three years 



audited financial 

statements from OEM as 

well as Channel partner 

2. Have minimum turnover out of Indian 

operations should not be less than Rs 10 Crore 

in the last financial year. 


Accountant 


3. Be in the business of supplying, installing, and 

maintaining of Laptops in India for last Three 

years 


compliance from OEM as 

well as Channel partner 


4. The OEM should be ISO 9001:2008 certified and 

the offered laptop should be Green Peace 

Certified and also have Energy Star minimum 

5.0 rating OR BEE Star equivalent 


5. Should be able to deliver and install the laptops 

within 4 weeks from the date of purchase order. 

For late delivery, the LD clause would be 

applicable @1% of the order value for the 

delayed laptop(s) inclusive of all taxes per week 

or part thereof subject to a maximum of 5%. 

Applicable for the bidder (OEM/Channel 

partner) 

6. Should not have been put in the negative list by 

any Bank/Government Organization for breach 

of any applicable law or violation of regulatory 

Copy of ISO certification , 

Green Peace Above 3 

rating, Energy Star Above 

5.0 or BEE Star equivalent 

rating is required 



delivery schedule and 

accepting the LD clause 

along with a copy of the 

respective OEM confirming 

to adhere to the delivery 

schedules. 






prescriptions or breach of agreement during the 

last 2 years 



7. The OEM should have technically qualified 

engineers who have expertise and certification 

to support the installations of Laptops. 


The OEM will be required to provide a letter of 

Authorization to the partner for submitting the 

offer on behalf of the OEM. One channel 

partner can participate only for one OEM 

vendor. 

8. The bidder will have to compulsorily bid for 

both types of laptops mentioned in the RFP. 


partner) 

9. The Bidder should have all necessary licenses, 

permissions, consents, NOCs, approvals as 

required under law for carrying out its business. 

The bidder should have currently valid Sales 

tax/Service Tax Registration Certificate and PAN 

No. 



technically qualified 

engineers. 

Letter of Authorization 

from OEM (applicable only 

in case of bidding by 

Channel Partner on behalf 

of OEM) 

In case bidder does not bid 

for both types of laptops 

mentioned in the RFP, his 

bid will be rejected. 

Copies of Registration 

Certificate & PAN No. 


partner) 

10. The OEM vendor should have support centers in 

minimum Ten States including at least one in 

the North‐East 






Laptop - Hardware & Software Compliance 

Form – 7 

S.No 

Parameter Specification / Description Complied 

(Y/N) 

1 Make Must be specified 

2 Model Must be specified with all relevant product 

brouchers and manuals 

3 Processor Type Intel Core 3 rd generation i5 processor (3320M) 

@2.6 GHz, Intel HM76 Express Chipset, 3MB 

Cache 

OR higher configuration 

4 Memory description Minimum 4 GB DDR3 SDRAM (single stick) 1333 

MHz or higher upgradable upto 8 GB 

5 Video Display 14” TFT colour, LED backlight 

6 Hard Drive HDD Internal - Minimum 500 GB SATA HDD 

@7200 rpm 

7 Optical Device 8x DVD Super Multi R/W 

8 Video Intel HD Graphic 4000 

9 Audio Internal Stereo Speaker 

10 Ports & Slots 2 x USB 2.0, 1 x USB 3.0, RJ45 LAN, 4.0 

Bluetooth, VGA, Full HDMI, Card Reader, 1 

Memory stick slot, WiFi 

11 Wired Communication 150 mbps or higher (gigabit Ethernet) 

12 Power (Battery) Light weight AC adapter. 6-cell/9-cell lithium-ion 

battery with minimum 3 hours backup time in 

actual condition with 1 year warranty 

13 Keyboard Full size spill resistant keyboard 

14 Mouse/Pointing Device Touch pad with gesture support 

15 Operating systems Preinstalled Genuine Windows 7.0 Professional 

64 bit with Service Pack 

16 Warranty 36 months comprehensive on-site warranty on 

laptop and its preloaded software and 12 months 

on its battery from OEM inclusive of Parts & 

Labour 

17 Mobility With Executive Carry Case 

18 Weight Maximum 2.4Kgs with batteries 

19 Camera Inbuilt 1.3 Mega Pixel/HD Camera 

20 Other Green Peace rating > 3.0,Energy Star 5.0 

compliant OR BEE Star equivalent 

21 Delivery Time 4 weeks from the date of acceptance of 

commercially acceptable purchase order 




To be submitted separately in the Estimated Commercial Bid Envelope 

Estimated Price Bid Form 

The Format of Estimated Price Bid Form is given below. 

Form ‐ 8 

Sr. No 

Laptop Type 

Laptop make & 

model 

Approx 

Qty 

Unit Laptop 

Cost 

MS‐Office 2010 

Home & 

Business OEM 

cost 

Total 

Grand Total 

(A) (B) (C) (D) (E) (H = D + E) (I = H * C) 

1 

Laptops with 

preloaded MS 

Office 2010 Home 

& business OEM 21 

Laptops without 

2 MS‐office SW 42 

NA 

TOTAL‐‐ 

i) Please note that L1‐bidder of the Laptops will be determined on the basis of the lowest total price quoted for all 

Laptops (both types together) through an Online Reverse Auction. 

ii) Estimated Price quoted should be inclusive of all taxes, duties, other additional charges like Delivery, Handling at 

site and Installation except Octroi/ Entry Tax. 

iii) Vendors should provide breakup of cost as specified above. 

Authorised Signatory 




(This document must be forwarded by the issuing Bank directly to IDBI Bank at its specified 

address) 

Performance Guarantee 

Form – 9 

Bank Guarantee No. 

Bank Guarantee Amount 

Expiry Date 

Claim Amount 

M/s. 

Account 

GUARANTEE FOR PERFORMANCE OF CONTRACT / AGREEMENT 

THIS GUARANTEE AGREEMENT executed at ______ this _____ day of _________ Two Thousand 

Twelve 

BY : 

______________________ Bank, a body corporate constituted under _______________, having its 

Registered Office/ Head Office at ______________, and a Branch Office at 

_____________________________________________________ (hereinafter referred to as “the 

Guarantor”, which expression shall, unless it be repugnant to the subject, meaning or context 

thereof, be deemed to mean and include its successors and assigns) 

IN FAVOUR OF: 

IDBI BANK LIMITED (IDBI), a company incorporated and registered under the Companies Act, 1956 (1 

of 1956) and a banking company within the meaning of Section 5 (c) of the Banking Regulation Act, 

1949 (10 of 1949) and having its registered office at IDBI Tower, WTC Complex, Cuffe Parade, 

Mumbai – 400 005 and having its Branch Office amongst other places (hereinafter referred to as 

“IDBI Bank” which expression shall unless it be repugnant to the subject, meaning or context thereof, 

be deemed to mean and include its successors and assigns), 

(f) 

WHEREAS IDBI Bank had called for the bids for engagement of Vendor to carry out supply, 

installation and maintenance of Laptops as per the specifications prescribed therein (herein 

after referred to as "Supply") and maintain the same during the Warranty period of 36 

months for Laptop and 12 months for its batteries from the date of installation of the 

respective Laptops (herein after referred to as "Service/s") at the specified locations as per 




the terms and conditions of the Contract/ Agreement dated……………..(the Agreement); and 

for the purposes M/s………………………have been appointed as the Vendor (hereinafter referred 

to as " Vendor") and accordingly has entered into Contract / Agreement on ……….. 

(Agreement) with Bank subject to the terms and conditions contained in the said documents 

and the Vendor has duly confirmed the same. 

AND WHEREAS pursuant to the Bid Documents, the Agreement, and other related documents 

(hereinafter collectively referred to as “the said documents”), the purchasing Bank has agreed to 

avail from M/s……………………. and M/s……………………………. has agreed to provide to the said Bank, the 

Services, more particularly described in the Schedule/Annexure to the said documents (hereinafter 

collectively referred to as “the Services”), subject to payment of the contract price as stated in the 

said documents and also subject to the terms, conditions, covenants, provisions and stipulations 

contained the said documents. 

AND WHEREAS the Vendor has duly signed the said documents. 

AND WHEREAS in terms of the said documents, the Vendor has agreed to Supply & provide the 

Services and to procure an unconditional and irrevocable performance bank guarantee, in favour of 

the purchasing Bank, from a Scheduled Commercial Bank acceptable to the purchasing Bank for 

securing ………. onwards faithful observance and performance by the Vendor of the terms, conditions, 

covenants, stipulations, provisions of the Agreement/the said documents. 

AND WHEREAS at the request of the Vendor, the Guarantor has agreed to guarantee the purchasing 

Bank, payment of the ………. of the Contract Price amounting to …………………………..(in words) towards 

faithful observance and performance by the Vendor of the terms of the said documents. 

NOW THEREFORE THIS AGREEMENT WITNESSETH AS FOLLOWS: 

In consideration of the above, the Guarantor hereby unconditionally, absolutely and irrevocably 

guarantees to the Bank as follows: 

The Guarantor hereby guarantees and undertakes to pay, on demand, to the purchasing Bank at its 

office at Mumbai forthwith, the ……………………………………….or any part thereof, as the case may be, as 

aforesaid due to the Bank from the Vendor, towards any loss, costs, damages, etc. suffered by the 

Bank on account of default of the Vendor in the faithful observance and performance of the terms, 

conditions, covenants, stipulations, provisions of the Agreement / said documents, without any 

demur, reservation, contest, recourse or protest or without any reference to the Vendor. Any such 

demand or claim made by the Bank, on the Guarantor shall be final, conclusive and binding 

notwithstanding any difference or any dispute between the Bank and the Vendor or any dispute 

between the Bank and the Vendor pending before any Court, Tribunal, Arbitrator, or any other 

authority. 

The Guarantor agrees and undertakes not to revoke this Guarantee during the currency of these 

presents, without the prior written consent of the Bank and further agrees that the Guarantee herein 

contained shall continue to be enforceable until and unless it is discharged earlier by the Bank, in 

writing. 




The Bank shall be the sole judge to decide whether the Vendor has failed to perform the terms of the 

Agreement / said documents for providing the Services by the Vendor to the Bank, and on account of 

the said failure what amount has become payable by the Vendor to the Bank under this Guarantee. 

The decision of the Bank in this behalf shall be final, conclusive and binding on the Guarantor and the 

Guarantor shall not be entitled to demand the Bank to establish its claim under this Guarantee but 

shall pay the sums demanded without any objection, whatsoever. 

To give effect to this Guarantee, the Bank, may act as though the Guarantor was the principal debtor 

to the Bank. 

The liability of the Guarantor, under this Guarantee shall not be affected by: 

any change in the constitution or winding up of the Vendor or any absorption, merger or 

amalgamation of the Vendor with any other company, corporation or concern; or any change in the 

management of the Vendor or takeover of the management of the Vendor by the Government or by 

any other authority; or acquisition or rationalization of the Vendor and/or of any of its 

undertaking(s) pursuant to any law; or any change in the constitution of IDBI Bank / Vendor; or any 

change in the set up of the Guarantor which may be by way of change in the constitution, winding 

up, voluntary or otherwise, absorption, merger or amalgamation or otherwise; or the absence or 

deficiency of powers on the part of the Guarantor to give Guarantees and/or Indemnities or any 

irregularity in the exercise of such powers. Notwithstanding anything contained hereinabove, the 

liability of the Guarantor hereunder shall not exceed 10% of the contract value as specified in the 

Contract / Agreement. 

This Guarantee will expire on _______________. Any demand or claim under this Guarantee must 

be received by the Guarantor by ______________ and if no such demand or claim has been received 

by the Guarantor within the aforesaid mentioned date, then all the rights of the Bank under this 

Guarantee shall cease. 

For all purposes connected with this Guarantee and in respect of all disputes and differences under 

or in respect of these presents or arising there from the courts of Bombay city/ Mumbai city where 

the Bank has its Registered Office shall alone have jurisdiction to the exclusion of all other courts 

even though other Courts in India may also have similar jurisdictions. 

IN WITNESS WHEREOF the Guarantor has caused these presents to be executed on the day, month 

and year first herein above written as hereinafter appearing. 

SIGNED AND DELIVERED BY 

the within named Guarantor, 

______________________, 

by the hand of Shri.__________, 

its authorised official. 




(To be submitted by the Vendor/s on appropriate value of stamp papers 

/ franking within 1 month of receipt of LOI) 

Form‐10 

AGREEMENT 

This agreement (the Agreement) made at Mumbai on this ............. day of …………2012. 

BETWEEN 

IDBI Bank Limited (IDBI), a company incorporated and registered under Companies Act, 1956 [1 of 

1956] and a banking company within the meaning of section 5(c) of Banking Regulation Act, 1949 (10 

of 1949) (hereinafter referred to as "Purchaser") and having its registered office at IDBI Tower, WTC 

Complex, Cuffe Parade, Colaba, Mumbai – 400 005 (which expression shall unless it be repugnant to 

the subject, context or meaning thereof be deemed to mean and include its successors and assigns) 

of the One Part 

AND 

M/s. ................................... hereinafter called the "Vendor" (which expression shall unless 

repugnant to the subject, context or meaning thereof be deemed to mean and include its successors) 

of the Other Part. 

The Purchaser and the Vendor are hereinafter collectively referred to as the 'Parties'. 

WHEREAS 

1. The Purchaser, for the purpose of expanding its operations desires to procure Laptops, 

specifications of which are as listed out in technical specifications in the request for proposal 

(RFP). 

2. The Purchaser had invited bids from interested parties and has accepted a bid by the Vendor 

for supply, installation and maintenance of Laptops at various locations of the Purchaser for a 

period of 12 months from the date of the award of contract, with a comprehensive onsite 

warranty for 36 months on Laptop and its preloaded software and 12 months on its batteries 

from the date of installation of the respective Laptop. (hereinafter referred to as the 

'Contract Price'). 

The Vendor has agreed to supply and install the Laptops at the respective locations of the Purchaser, 

subject to the terms, conditions, provisions, stipulations, covenants, and instructions set forth herein, 

the general terms and conditions of the contract contained in the RFP and the purchase orders 

issued from time to time (hereinafter collectively referred to as the "Said Conditions)". 




NOW IT IS HEREBY AGREED AS FOLLOWS: 

ARTICLE 1 – Purchase and Delivery 

1.1 The Vendor shall upon and subject to the said conditions, supply, install and maintain the Laptops 

at the time and in the manner set forth in this Agreement and as described in the Purchase 

Orders issued from time‐to‐time by the Purchaser for the Contract Price as agreed to herein. 

Time being essence of this Agreement. 

1.2 The Purchaser shall pay to the Vendor as per the Contract Price agreed upon between the Parties 

herein, upon submission of invoices, test certificate, original Octroi/ Entry Tax receipts and 

installation report from the respective branches. 

1.3 The Contract Price will be inclusive of all taxes such as sales tax, surcharge on sales tax, excise 

duty, turnover tax, works contract tax, VAT, Insurance, Transportation etc. Octroi / Entry Tax at 

actuals, will be reimbursed by the Purchaser on submission of original receipts by the Vendor. 

Any increase in cost by the manufacturer or tax levied by the government from time‐to‐time on 

the whole product or component thereof will have to be borne by the Vendor. 

1.4 It will be imperative for the Vendor to fully inform itself of all legal conditions and factors which 

may have any effect on the execution of the contract as described in the bid documents. The 

Purchaser shall not entertain any request for clarification from the Vendor regarding such local 

conditions. 

1.5 The Purchaser may place orders for supply, installation and maintenance of the Laptops from 

time to time as required. The Laptops shall be delivered to the specific location according to the 

specific delivery instructions, which will be mentioned in the respective purchase orders. The 

Purchaser shall have the right to cancel/reject entire/part of the order/delivery, if the delivery is 

not made within the stipulated time and/or if the quality of the Laptops does not meet the 

specifications as specified in this Agreement. In such cases, the Purchaser will not be liable to pay 

any charges for transportation, Octroi/ Entry Tax, etc. incurred by the Vendor in respect of the 

rejected Laptops. The Purchaser shall be the sole judge as regards the specifications of the 

Laptops concerned. 

1.6 The address for delivery of the Laptops shall be as specified in the respective purchase orders 

issued from time to time. 

1.7 All applicable taxes shall be deducted by the Purchaser at source according to the tax rate 

prevalent at the time of making the payment. 

1.8 The amount of Rs.70,000/‐ (Rupees Seventy Thousand Only) paid by the Vendor towards the 

Earnest Money Deposit (EMD) shall be retained by the Purchaser as a security deposit and will be 

refunded within 90 days from the date of Vendor's acceptance of the contract awarded by the 




Purchaser and on singing of the Agreement within 1 month from date of LOI. The EMD will not 

carry any interest. 

1.9 The Vendor is responsible for and obliged to conduct all contracted activities strictly in 

accordance with contract using state‐of‐the‐art methods and economic principles and exercising 

all means available to achieve the performance specified in the contract. 

1.10 The Vendor shall furnish an interest‐free Performance Security / Guarantee for an amount of 

10% of Contract amount, issued by a scheduled commercial bank (hereinafter referred to as 

"Bank Guarantee") in favour of the Purchaser, on the terms and conditions acceptable to the 

Purchaser and arrange to furnish the same to the Purchaser directly through the issuing Bank. 

ARTICLE 2 – RFP to be treated as part of the Agreement 

The RFP along with its Annexures, other attachments and deviations, if any, shall be read and 

construed as forming part of this Agreement and the Parties hereto shall abide by and submit 

themselves to the conditions and perform the Agreement on their part respectively in accordance 

with the terms and conditions contained herein as well as in the RFP. 

ARTICLE 3 – Representations and Warranties of the Vendor 

The Vendor shall be deemed to have represented, warranted, assured, agreed, confirmed, declared 

and undertaken that ‐ 

a) it is duly organized and a validly existing organization under Indian Laws. 

b) it has power and authority to execute and deliver this Agreement and has taken all necessary 

steps to authorize execution, delivery and performance of this Agreement. 

c) it has power and authority to do all things necessary and appropriate and to consummate the 

transactions contemplated under this Agreement. 

d) neither the execution and delivery of this Agreement with the Purchaser nor the Vendor's 

compliance with or performance of the terms and provisions of this Agreement shall contravene 

any provisions of law or any order, writ, injunction or decree of any Court or Government 

authority nor shall it violate any provisions of memorandum and articles of association 

affixation/bye laws/partnership deed or any agreement or arrangement to which the Vendor is 

party. 

e) it shall supply to the Purchaser, Laptops free from manufacturing defects. Defective parts, if any, 

shall be removed and replaced immediately within 10 working days of notification, free of 

charge. If the Vendor having been notified fails to remedy the defect(s) within the period 

specified, the Purchaser may proceed to take such remedial action/s as may be necessary, at the 

Vendor's risk and expense and without prejudice to any other rights which Purchaser may have 

against the Vendor under and in accordance with this Agreement/ Contract. The delay in delivery 

of the Laptops at the respective destinations and/or, installation beyond the agreed period will 

attract a penalty of 1% of the Product Price subject to a maximum of 5% of order value as per the 

respective purchase order. Any decision of Purchaser in this regard shall be final, conclusive and 

binding on the Vendor. 




ARTICLE 4 – Indemnity 

The Vendor shall unconditionally and irrevocably, (jointly and severally in case of partnership 

concern) indemnify the Purchaser against any claims, losses, costs, actions, suits, damages and or 

otherwise arising due to or on account of Vendor's violation of any trademarks, patents, copyrights 

and licenses and shall always keep the Purchaser, its affiliates, subsidiaries, successors, assigns, 

officers, directors and employees, indemnified at all times, from and against all claims, losses, 

damages, costs, actions, suits, compensation or expenses or otherwise, if any, that the Purchaser 

may incur by reason of any action, proceedings which may be brought by or against or taken against 

the Purchaser, by anybody including the customers for anything of any nature whatsoever. This 

clause shall survive the termination of this Agreement for any reason whatsoever. The Deed of 

Indemnity shall be executed in the form and to the satisfaction of the Purchaser. 

ARTICLE 5 ‐Termination of the Agreement 

The Purchaser may terminate this Agreement for any breach of the terms and conditions of this 

Agreement by giving 30 days notice to the Vendor requiring it to make good the default(s) within 

notice period. This decision will not be challengeable in any court of law. However, the Vendor will 

have to serve a notice of 3 months, if he wishes to terminate the Agreement/Contract. 

Termination of this Agreement shall not affect or prejudice any provisions of this Agreement, which 

are expressly or by implication provided to continue in effect after such termination. 

ARTICLE 6 – Notices 

All notices in connection with this Agreement, shall be given in writing, hand delivered or sent by 

regd. post / courier or by facsimile transmission, confirmed by courier to the address or fax number 

specified below, or to such other address or number which the Parties may have last specified. All 

such notices shall be effective upon receipt to: 

Purchaser: 

IDBI Bank Limited 

IDBI Building, Plot No.39‐41, Sector‐11, CBD Belapur, Navi Mumbai – 400 614, Fax No.2756 6313 

Vendor: 

………………… 

Either of the Parties may by notice, change the address to which such notices and communication 

are to be delivered or transmitted. 

ARTICLE 7 ‐ Dispute Resolution 




The Parties shall use their best efforts to amicably settle all disputes arising out of or in connection 

with the Contract/Agreement in the following manner: 

a. The Party raising a dispute shall address to the other Party a notice requesting an amicable 

settlement of the dispute within seven (7) days of receipt of the notice. 

b. The matter will be referred for negotiation between nominated officials of the Purchaser and the 

Vendor. The matter shall then be resolved by them and the agreed course of action documented 

within a further period of 15 days. 

c. The Parties agree that any dispute between them, which cannot be settled by negotiation in the 

manner, described above, may be resolved exclusively by arbitration and such dispute may be 

submitted by either party to arbitration within 20 days of the failure of negotiations. Arbitration 

shall be held in Mumbai, India and conducted in accordance with the provision of Arbitration and 

Conciliation Act, 1996 or any statutory modification or re‐enactment thereof. Each Party to the 

dispute shall appoint 1 arbitrator each and the two arbitrators shall jointly appoint the third or 

the presiding arbitrator. The arbitration proceedings shall be conducted in the English language. 

Subject to the above, the courts of law at Mumbai alone shall have the jurisdiction in respect of 

all matters connected with the Contract/Agreement even though other Courts in India may also 

have similar jurisdictions. The arbitration award shall be final, conclusive and binding upon the 

Parties and judgment may be entered thereon, upon the application of either party to a court of 

competent jurisdiction. Each Party shall bear the cost of preparing and presenting its case, and 

the cost of arbitration, including fees and expenses of the arbitrators, shall be shared equally by 

the Parties unless the award otherwise provides. 

The Vendor shall not be entitled to suspend the supply, installation or maintenance of the Laptops 

pending resolution of any disputes between the Parties and shall continue to supply, install and 

maintain the Laptops in accordance with the provisions of the Contract/Agreement notwithstanding 

the existence of any dispute between the Parties or the subsistence of any arbitration or other 

proceedings. 

The provision under this section survives the Contract/Agreement. 

ARTICLE 8 ‐ Severability 

If any of the terms, covenants or conditions thereof as to the application of such term, covenant or 

condition shall be held invalid as to either party on circumstances by any Court having jurisdiction, 

the reminder of such terms, covenants or conditions shall not be affected thereby, shall remain in full 

force and affect and shall continue to be valid and enforceable. 

ARTICLE 9 ‐ Survival of Provisions 




In order that the Parties may fully exercise their rights and perform their obligations hereunder, such 

provisions of this Agreement that are required to ensure such exercise or performance shall survive 

the termination of this Agreement for any cause whatsoever. 

ARTICLE 10 ‐ Entire Agreement 

The Agreement contains all of the understanding and agreement or whatsoever kind and nature 

existing between the Parties with respect to written or oral agreements, commitments, 

representatives, communications and understandings between the Parties with respect to the 

transactions herein contained. 

Necessary corrections, if any, arising out of corrigenda clarifications issued before opening of Bid 

have been made in these documents. Also the subsequently agreed terms based on the discussions 

held between the Vendor and Purchaser which were finally accepted for the said supply and 

installation have been incorporated and all pages in the proposal have been initialed both by Vendor 

and Purchaser in token of their acceptance. 

ARTICLE 11 ‐ Headings 

The heading of various Articles and Sections herein is for convenience of reference and is not 

deemed to affect the construction of the relative provisions. 

ARTICLE 12 – Effective Date & Validity 

This Agreement shall become binding on the Parties on and from ____________. It shall be in force 

for a period of 12 months from the date of award of Contract / First Purchase Order, whichever is 

earlier, in terms of this Agreement or early termination under the provisions of this Agreement, 

whichever is earlier. The contract can be further extended by IDBI Bank under mutual consent. 

ARTICLE 13 ‐ Counterparts 

This Agreement is executed in duplicate; the original shall be in the custody of the Purchaser and the 

duplicate with the Vendor. 

ARTICLE 14 – Contract Details 

This contract comprises the following among other things: 

a) Request for Proposal along with its Annexures, Sections and Terms and Conditions 

b) Technical Specifications 

c) Earnest Money Deposit, Performance Bank Guarantee / Bid Security 

d) Payment Terms 

e) Bid submitted by the Vendor 

f) Warranty 




g) Deed of Indemnity 

h) Respective Purchase Orders issued in accordance with this Contract 

i) Non Disclosure Agreement 

IN WITNESS WHEREOF the Parties have caused these presents and the said duplicate to be signed on 

their behalf by their duly authorized executives, the day and year first hereinabove written. 

Signed and Delivered by the within named IDBI Bank 

Signature : 

Name : 

Date :‐ …....................... 

IN THE PRESENCE OF : 

1. Signature 2. Signature 

Name :‐ ...................... Name : ………………………. 

Address :‐ ...................... 

Address : …………………… 

Signed and Delivered by ......... ......................... 

the within named Vendor 

M/s. .................................................................... 

Date :‐ ....................... 

IN THE PRESENCE OF : 

1. Signature 2. Signature 

Name :‐ ...................... Name : ………………………. 

Address :‐ ...................... 

Address : …………………… 

.................................. ……………………….. 




(To be submitted by the Vendor on their Letter Head) 

Form ‐ 11 

PROFORMA FOR WARRANTY 

We warranty and represent that the Laptops to be supplied and installed by us vide IDBI 

Bank's respective purchase orders shall be brand new, free from all defects / faults in material / 

workmanship / manufacture and shall be of the highest grade and quality and consistent with the 

established and generally accepted standards for material of the type ordered, shall be in full 

conformity with the specifications, and shall operate properly. We shall be fully responsible for their 

efficient operation. This warranty shall survive for a period of 36 (Thirty Six) months for Laptops and 

12 (Twelve) months for their batteries from the Date of Successful Installation of the respective 

Laptop. 

The obligations under the warranty expressed above shall include all costs relating to labour, 

spares, maintenance (preventive & unscheduled) and transport charges from site to manufacturer's 

works and back for repair/replacement at site or any part of the equipment which under normal & 

proper use and maintenance proves defective in design, material or fails to conform to the 

specifications. 

Signature...…….............. 

Seal of the company........... 




SERVICE LEVEL REQUIREMENTS 

During Supply 

The following requirements are required to be complied by the vendor : 

a) The supply of Laptops should be expedited. 

b) The Laptops with its preloaded software should carry a comprehensive 36 months onsite 

warranty from the date of installation of the said Laptops. 

c) The batteries of the Laptops should carry a comprehensive 12 months onsite warranty from the 

date of installation of the respective Laptop. 

d) Delivery time of 4 weeks should be adhered to by the vendor for supply. Failure to supply / 

install within the specified period will attract penalty as specified. 

During Warranty Period 

During the Warranty period, the vendor has to maintain the following service levels. 

a) The batteries of the laptop will have to be replaced free of cost with a new one in case of failure 

during the warranty period. 

b) Whenever IDBI Bank Ltd. experiences problems due to malfunctioning of laptop supplied, the 

vendor will depute a customer support engineer who is well qualified and having adequate 

knowledge in the hardware within 4 hours of reporting the problem. 

c) The parts of Laptop covered under warranty / scope of work of support during the warranty 

period must be detailed and submitted along with the tender. 

d) In case IDBI Bank Ltd., procures any standard software from reliable sources, which can be used 

on the system, the vendor, to the best of their ability, will extend the existing support facilities. 

e) The uptime guarantee should be 99 % calculated on quarterly basis for 24*7 operations. 




CHECKLIST OF DOCUMENTS TO BE SUBMITTED 

Sr. 

Criteria / Information 

No. 

1. Be a registered and net profit making 

firm or company for the last three 

years 

Applicable for both OEM and Channel 

partner 

2. Have minimum turnover out of Indian 

operations should not be less than Rs 

10 Crore in the last financial year. 


3. Be in the business of supplying, 

installing, and maintaining of Laptops 

in India for last Three years 


partner 

4. The OEM should be ISO 9001:2008 

certified and the offered laptop should 

be Green Peace Certified minimum 3 

rating and also have Energy Star 

minimum 5.0 rating OR BEE Star 

equivalent 


Supporting Documents 

required 


audited financial statements 

from OEM as well as Channel 

partner 


Accountant 


compliance from OEM as well 

as Channel partner 

Copy of ISO certification , Green 

Peace minimum 3 rating, 

Energy Star minimum 5.0 or BEE 

Star equivalent rating is 

required 

Submitted 

(Yes/No) 




5. Should be able to deliver and install 

the laptops within 4 weeks from the 

date of purchase order. 

For late delivery, the LD clause would 

be applicable @1% of the order value 

for the delayed laptop(s) inclusive of all 

taxes per week or part thereof subject 

to a maximum of 5%. 



delivery schedule and accepting 

the LD clause along with a copy 

of the respective OEM 

confirming to adhere to the 

delivery schedules. 

Applicable for the bidder 

(OEM/Channel partner) 

6. Should not have been put in the 

negative list by any Bank/Government 

Organization for breach of any 

applicable law or violation of 

regulatory prescriptions or breach of 

agreement during the last 2 years 





partner 

7. The OEM should have technically 

qualified engineers who have expertise 

and certification to support the 

installations of Laptops. 


The OEM will be required to provide a 

letter of Authorization to the partner 

for submitting the offer on behalf of 

the OEM. One channel partner can 

participate only for one OEM vendor. 

8. The bidder will have to compulsorily 

bid for both types of laptops 

mentioned in the RFP. 





technically qualified engineers. 

Letter of Authorization from 

OEM (applicable only in case of 

bidding by Channel Partner on 

behalf of OEM) 

In case bidder does not bid for 

both types of laptops mentioned 

in the RFP, his bid will be 

rejected. 




9. The Bidder should have all necessary 

licenses, permissions, consents, NOCs, 

approvals as required under law for 

carrying out its business. The bidder 

should have currently valid Sales 

tax/Service Tax Registration Certificate 

and PAN No. 

Copies of Registration Certificate 

& PAN No. 



10. The OEM vendor should have support 

centers in minimum Ten States 

including at least one in the North‐East 



11. Introduction Provide a brief write‐up about 

the proposal, bidder and 

confirmation regarding 

specifications of Laptops to be 

supplied. 

12. Bidder Information Provide all the relevant 

information about the bidder. 

(Form 1) 

13. Covering letter Form 1A 

14. Bid Document Fee & EMD as specified Rs. 5000/‐ ( Rupees Five 

Thousand Only) towards Bid 

Document Fee and Rs.70,000/‐ 

(Rupees Seventy Thousand 

Only) towards EMD in the form 

of Demand Draft/ Banker’s 

Cheque from a Scheduled 

Commercial bank in favor of ‘ 

IDBI Bank Limited ’ payable at 

Mumbai only to be submitted 

along with the Technical Bid. 

15. Copy of this RFP duly signed and 

stamped on all pages 

Please provide copy of RFP 

document duly signed and 

stamped by company. 




16. Non‐Disclosure Agreement (NDA) as 

(Form 2) 

per format given 

17. Power of attorney of the signatory 

(Form 3) 

along with relevant Board resolutions, 

if any 

18. Undertakings as mentioned (Form 4) 

19. Deed of Indemnity (Form 5) 

20. Eligibility Criteria Compliance (Form 6) 

21. Technical Specifications Compliance 

(Form 7) 

along with relevant brochures 

22. All Documents regarding Clarification 

of Bids 

Please provide, if required 

(optional). 

23. Any other relevant legal document Please provide, if required 

(optional). 

24. Estimated Commercial/Price Bid in 

separate sealed envelope with proper 

description 

(Form 8) 

**************** END OF TENDER DOCUMENT ***************

Request for Proposal (RFP) for for IDBI Bank Ltd.

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