ATM (Operations) Department STATE BANK OF INDIA Local Head

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I have read and hereby correctly state data/accept all terms/conditions/criteria/other aspects mentioned above on this page unconditionally Signature (Authorised Signatory/Director of the Agency and Common Seal)

REQUEST FOR PROPOSAL FOR

CARETAKER SERVICES

ATM (Operations) Department STATE BANK OF INDIA

Local Head Office # 65, St. Marks Road

BANGALORE – 560 001

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CONTENTS

1. REQUEST FOR PROPOSAL

2. OVERVIEW OF REQUIREMENTS

3. MANDATORY ELIGIBILITY CRITERIA

4. TERMS AND CONDITIONS OF THE PROPOSAL

5. PROPOSAL GUIDELINES

6. OVERVIEW OF EVALUATION PROCESS

7. PROPOSAL FORMAT

8. OTHER TERMS & CONDITIONS

ANNEXURES

1. REFERENCE SITE DETAILS

2. PROFILE OF THE CARETAKER AGENCY

3. COMPLIANCE TO ELIGIBILITY CRITERIA

4. TECHNICAL BID (PART 1 TO PART 4)

5. RESPONSILITIES OF CARE TAKER AGENCIES

6. COMMERCIAL BID

7. OFFER COVERING LETTER

8. REPORTS ON CARETAKER SERVICES

9. MIS REPORTS / CERTIFICATES / UNDERTAKINGS

10. FORMAT FOR PRE BID QUERIES

11. CHECK LIST FOR BIDDER

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1. REQUEST FOR PROPOSAL

This Request for Proposal (RFP) is being issued by State Bank of India, Local Head Office, Bangalore – 560 001 (the Bank) inviting proposals (technical and commercial) from Care Taker Agencies (hereinafter referred to as “CTA” ) for Caretaker Services (CTS) at about 1300 (One thousand Three hundred only) ATM sites (for three shifts) in the State of Karnataka for a period of 3 years, with a provision of yearly review. Increase/Decrease in number of ATM sites/shifts of Caretakers will be at the sole discretion of Bank. (2) For discontinuation/extension/termination of the contract at the option of the Bank. The Bank requests response to this RFP only from those bidders who are eligible as per the eligibility norms detailed in this RFP. The time schedule for various activities is listed below:

The bid document can be down loaded from the web

site www.sbi.co.in by the prospective bidder and the

bidder need to submit a DD/Bankers cheque for Rs.

500/- (Rupees five hundred only) (non refundable)

favouring State Bank of India, payable at Bangalore From 3rd February 2017

along with the down load bid document as cost of Bid

Document. The bidder should give an undertaking

that they have not modified any part of the RFP

document.

Date of submission of Pre- Bid Queries on RFP ( if any) by e mail on

Prescribed format (Annexure-10) to

[email protected] 9th February 2017

Pre-bid meeting with Bidders

13th February 2017

Last date and time for submission of Bids in response to this RFP together with 3 Drafts / Banker‘s Cheque for 1.Rs.500/- towards cost of Bid document. 2.Rs.20,00,000/- as Earnest Money Deposit (Refundable) and

3.Rs.20000/- as Bid Money (Non - Refundable) 18th February 2017

drawn in favour of State Bank of India and payable at 2.30 pm Bangalore. NSIC ( The National Small Industries Corporation Limited) Registration certificate is acceptable for exemption from

http://www.sbi.co.in/

mailto:[email protected]

mailto:[email protected]

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cost of BID document and from payment of Earnest Money Deposit (EMD) provided certificate is produced in original for verification. No exemption from payment of BID money i.e Rs. 20,000/- (Non - Refundable)

Date and time of opening technical bid

18th February 2017

4.00 pm

Address for communication The Assistant General Manager

State Bank of India,

ATM Operations Department

Local Head Office,, 4th floor #65, St. Marks Road

BANGALORE – 560 001

Online submission of indicative price bid On a subsequent date which will be communicated to such bidders who qualify in the Technical Bid

Online e-reverse auction ( for technically qualified bidders only and only to the bidders who have participated in the indicative price bidding )

On a subsequent date which wil be communicated to such bidders who qualify in the Technical Bid.

Contact details of e – Procurement Agencies Antares Systems Ltd, Bangalore. Phone : 080 - 49352000 Manohar. V Mobile : 9686196756 email : [email protected] URL : www.antaressystems.com

This RFP is not an offer by the Bank, but an invitation for Bidder response. No contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by the duly authorized signatories of the Bank and the Bidder.

There would be one offline bid – Technical – to be submitted to the address for

communication furnished on page 4 in sealed envelop superscribed on the each envelop as

“ Technical Bid “. These envelop shall be kept & sealed in another envelop superscribed as

“ Response to the RFP for providing Caretaker Services at SBI ATMs in the State of

Karnataka” within the stipulated date and time. The Bank will not entertain any reasons for

any delay in submission / receipt of bids. Responses submitted after the stipulated date and

time will not be entertained. The bids may be tendered between 10 am and 5 pm on

weekdays.

A duly authorised signatory of the bidder should sign on all pages of the Bid Document and

also affix their seal on each page. A duly signed hard copy of this RFP document (

signed on all pages by authorised signatory of the bidder ) should also be submitted along

with the Technical Bid. All bids should be in hard copy. Tender form must be filled

completely in English language only. Incomplete Tender application will be rejected. The

Bank has absolute right and discretion either to accept or reject any of the sealed tenders or

withdraw the tender notice at any time without assigning any reason whatsoever.

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2. OVERVIEW OF REQUIREMENTS

2.1 The Bank desires to provide world-class services at its ATM network through well-dressed,

well-mannered and helpful Caretakers and with top class ambience of its ATM Kiosks. It is,

therefore, essential that the Caretaker Agency (CTA) has infrastructure capable of recruiting the

Caretakers in a continuous manner, as per the ―Eligibility Criteria that is stipulated by the Bank

and monitoring the uninterrupted services of the Caretakers, of the standards stipulated by the

Bank in terms of the Specification of Services mentioned hereunder.

2.2 CTA should have a policy for engaging Caretakers including thorough background check. The CTA will be accountable for (a) Recruitment of Caretakers for the ATM Kiosks assigned to them such that every ATM site is

manned by a Caretaker for three (3) shifts for which Caretaker‘s services are hired without any discontinuity. (The shifts shall be—1st Shift – 6 am to 2 pm; 2nd Shift 2 pm to 10 pm; 3rd Shift – 10 pm to 6 am of next day ). However the Bank may reduce / fix number of Caretaker shifts, say 1 or 2 shifts at any ATM Site.

(b) Recruiting Caretakers with Eligibility Criteria of age less than 45 years and with 10th Class pass under Educational Qualifications

(c) Ensuring that Caretaker delivers services as per the specification of Services (d) Payment of Minimum Wages as per the Minimum Wages Act notified by Central Government.-

Applicable category of scheduled employment – ATM upkeep and Cleaning. (e) Providing a mobile phone with prepaid facility for the caretakers placed at SBI ATM sites. (f) Ensuring that all applicable laws are complied with while providing caretaker services (g) Statutory obligations in respect of the Caretakers appointed by them (h) Conveying the Terms and Conditions of appointment to the Caretaker especially those with

regard to Penalties for deficiency of services and also on account of any damage to the ATM or the ATM Kiosk while he is on duty.

(i) Having an Account opened with SBI/any Nationalised Bank, or an EZ Pay card issued to every Caretaker recruited by him for onward credit to the Account or uploading in the EZ Pay card.

(j) Deputation of their representatives every month along with Bank Officials (Channel Managers) to inspect the ATM sites for any deficiency of services by the Caretaker in terms of the Penalty Computation Sheet, with an element of surprise as determined by the Bank Officials (Channel Managers).

(k) Collection of the ―Penalty Sheet from every Channel Manager every month for the purpose of submission of the same along with their Invoice to the Bank for payment.

SPECIFICATION OF SERVICES

2.3 This tender is for availing of Caretaker Services for about 1300 (One thousand Three hundred only) ATM sites located onsite (attached to a Branch) or offsite (located at place away from a Branch of the Bank) for three (3) shifts, across the State of Karnataka. The Caretaker Agency shall be responsible for managing the Caretaker Service and ensuring the presence and performance of duties of the Caretaker at the ATM sites. Briefly, Caretaker Services will include the following:

Cleaning of ATM site and all items in the site incl. ATM exterior, ATM Screen, fascia & signage

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Display of publicity materials, banners, posters etc. supplied by the Bank in the site as per instructions besides replenishing leaflets, brochures etc.

Assisting customers appropriately where required. 2.4 The Caretaker shall –

a) Be available at the ATM Site for the entire period of the shifts (three shifts) for which his services are hired, to ensure proper housekeeping at the site

b) Be uniformed with proper authorization/identification badges/identity card of the Caretaker Agency. CTA shall give prior notification to the Branch Manager of the ATM Linked Branch or its authorized official / Channel Manager about the Caretaker posted at a particular ATM site. c) Maintain discreet internal surveillance of the ATM site. d) Maintain cleanliness of the ATM Room.

e) Ensure cleanliness of glass surfaces and proper cleaning of the ATM and ATM site by persons engaged also for this purpose.

f) Assist Customers in operating the ATM/Recycler/CDM. However, the caretaker shall not operate the ATM/Recycler/CDM in any manner whatsoever on Customer‘s behalf.

g) Escalate problems of any kind (e.g. malfunctioning / breakdown of ATM lighting, AC, UPS, Access door) if any to the CTA and the concerned Branch Manager / Authorized Official / Channel Manager. The Caretaker will maintain a suitable register for entering details of such reports made including persons called etc. h) Promptly inform Police Station, Fire Services etc. in case of emergencies.

i) Arrange to empty garbage bins and arrange for disposal of garbage and waste materials.

j) Guide customers to cheque drop box and indicate availability of brochures/leaflet etc. of SBI kept on the site.

k) Receive complaints/requests/suggestions in writing from customers. Complaints/requests/suggestions received during a day will be collected by the Branch official/Authorized Official/Channel Manager on next day. l) Where necessary, switch off/on the generator set and refill the fuel provided and arranged by SBI.

m) Allow access, in addition to the customers, to the officials from SBI, ATM Engineers,

FLM Custodians and other authorized persons of the Vendors or any other person duly

authorized by SBI only on verification of their identity / authority. Caretaker will maintain an

access register for such entries where the particulars like name, name of the organization,

time, purpose and signature or thumb impression, as the case may be, have to be

recorded.

n) Guide the customer to the nearest ATM site in case of failure of service by the ATM. o) Deal with customers politely. p) To ensure that Customer should remove Helmet / Cap while entering ATM Room. q) Have the contact numbers of the local designated officials of the CTA.

r) Take care of the kiosk ensuring that the site is clean, electrical fittings and signage are working and switched off when not required, racks are filled with brochures / pamphlets when provided at site. The Caretaker should ensure suitable temperature of AC cooling.

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s) Notify appropriate agency as and when required to replace fittings etc. or advise Vendors or Bank‘s designated official. If at any time the ATM is out of service, caretaker should immediately notify Vendors and/or the Branch/Channel Manager concerned.

s) It is clarified that the Caretaker shall not be armed or shall not carry any firearms either on his person or keep the same at ATM Site.

2.5 PENALTIES:

In case of the CTA not providing the services as stated here in the RFP, the Bank may at its

discretion levy following penalties on CTA:

Sr.

No

Criterion (Deficiency in Service) Penalty (Amount in Rs.)

1 Age of Caretaker more than 45

years and/ or Qualification of CT less than 10th pass

2000/- per instance

2 Non-supply/ non- wearing of uniform by CT / not in

proper attire

2000/- per instance

3 Non-supply of cleaning material by CTA and/ or

poor upkeep/ non-cleaning of ATM kiosk by CT

2000/- per instance

4 Non-supervision/ false/ incorrect reporting by CTA/

Supervisors

2000/- per instance

5 Any act done by the Caretaker causing Reputation /

Operation loss to the Bank

5000/-per instances

6 Absenteeism of Caretaker 5000/- per instance

7 Impolite/ inappropriate behavior by CT/

Supervisors/ Rounders etc.

5000/- per instance and

immediate removal of

care taker

8 Non maintenance of Registers at ATM site 1000/- per instance

9 a) Caretaker found sleeping/ drowsing

b) Caretaker found drunk or intoxicated

a)1000/-per instance

b) 5000/- per instance and removal of care taker

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10 Failure in communicating Incident Report to CTA/ SBI 1000/- per instance

11 Caretaker committing / attempting involvement in

illegal/criminal activity including fraud/ Theft/ Vandalism etc

Rs. 5000/- per instance

besides recovery of loss

from CTA, initiation of

legal action and

termination of the

CTA from the site.

12 Delay/ failure by CTA in payment of Salary,

minimum wages as per Minimum Wages Act, 1948, ESIC, EPF, Workmen Compensation, service tax, etc.

30000/- per instance in

addition to recovery of

payment made to

statutory authority.

The cumulative penalty on account of defaults / deficiencies in services mentioned above from

serial number 1 to 11 for any ATM site during a month shall not exceed the monthly payment made

for that particular site. However, any loss on account of damage to ATM or ATM site, any loss

the Bank suffered at ATM site due to absenteeism/negligence of Caretaker/CTA and loss on

account of illegal/criminal activity by caretaker/CTA will also be recoverable from the

Caretaker Agency in addition to the penalty

3. MANDATORY ELIGIBILITY CRETIREA FOR CARETAKER SERVICE PROVIDER

3.1 The experience and expertise of the bidder, record of satisfactory Caretaker services and capability for providing the Caretaker services for ATM sites of the numbers proposed will be critical factors in selection. The selected bidder should be in a position to meet service level commitments in full. The eligibility criteria will also include the following:

i. The bidder will undertake to provide personnel to be present for three (3) shifts of 8

hours each on 24x7x365 (shifts determined in the foregoing paragraphs), alert and

attentive, at the ATM site. The bidder must ensure that all applicable laws are complied with

while providing caretaker services. Outsourcing of the Caretaker Services by the Bidder

(Caretaker Agency) is not permitted.

ii. The bidder should have established office in Karnataka with a valid Shop & Establishment License issued prior to the RFP published date & should be registered with the concerned authorities of Labour Dept. under the Contract Labour Act 1970.

iii. The Bidder should possess a valid PAN/TAN number in the name of the company,

have EPF, ESIC, and Service Tax registration and also License from the Labour

Department for engagement of manpower / Caretakers and should be in the business of

providing manpower support for at least last 5 years.

iv. The Bidder should not be a loss making company and its cumulative Annual

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Turnover as per the Audited Balance sheet for the last 3 years should not be less than

Rs.60 crores.

v. The Bidder should have atleast 3000 personnel deployed at various sites on their

permanent rolls as on the date of publication of the Tender Notice.

vi. The Bidder must have the minimum capacity to provide caretaker services at least

650 ATM sites, as per the Bank's Specification of Services, within 30 days of allotment of

Bank's ATM sites to it.

vii. Bidders should not have been blacklisted or on negative list of any other

PSU/Banks/Corporate Body/Government Body during last 2 years. An

undertaking/Certificate to this effect should be submitted with the application form.

viii. The Bidder should not have been involved in any litigation with any client/own

employee/Directors/Vigilance cases. If any such litigation/dispute is there, then details

thereof should be submitted with the application form.

ix. Details of any penalty imposed by under mentioned authorities in the last 3 years,

amount of penalty levied and amount paid to be furnished along with the application form.

a. Labour Department (CLRA) b. Service Tax Department c. EPF Department d. ESIC Department e. Income Tax Department f. Any other Government department

x. Bidder should be in possession of ISO 9001 /14001 certification before the date of

publication of this RFP.

xi. Photocopies of proof in respect of all the above requirement should be submitted

along with RFP. (Note: All documentary evidence / certificates / attachments need to be

signed and stamped by the authorised signatory. Once qualified, originals to be produced

for verification.)

xii. For further mandatory conditions/requirements please refer Annexure 3 3.2 ) For Caretaker Services, the Bank will sign agreement directly with the Caretaker Agency only, which alone will be accountable to the Bank.

4. TERMS AND CONDITIONS FOR THE PROPOSAL

State Bank directs the Bidder‘s attention to the following terms and conditions which underline this RFP and which provide a statement of understanding between the interested parties.

4.1 Allocation of ATMs for Caretaker Services

The SBI LHO Bangalore proposes to allocate about 1300 of its ATM sites (irrespective of Number of ATMs in one site) for Caretaker Services amongst vendors in the following manner, provided they are all willing to match the L-1 price:

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i. The allocation will be divided between L-1 and L-2and L-3 provided L-2 and L-3 are willing to match the L-1 price.

ii. If L-2 /L-3 are not willing to match L-1 price, then L-4,L-5,L-6 and so on will be eligible to match L-1 price.

iii. The allocation will be done in the ratio of 50:30:20 between L-1, L-2 and L-3 respectively.

If no vendor is willing to match the L-1 price, then the tender will be cancelled and bank will call for a fresh tender.

The order of the vendors will be reckoned on the basis of their bid price provided they are

willing to match the L-1 price. If any one or more vendors are not willing to match the L-1

price, the caretaker services will be offered to subsequent bidders.

4.2 Liabilities of the Bank

This RFP is not an offer by the Bank, but an invitation for Bidder responses. No contractual

obligation on behalf of the Bank, whatsoever, shall arise from the RFP process unless and until a

formal contract is signed and executed by duly authorized officers of the Bank and the Bidder.

However, until a formal contract is prepared and executed, this offer together with Bank‘s written

acceptance and notification of award shall constitute a binding contract with the vendor.

4.3 Proposal Process Management

State Bank reserves the right to amend, modify, add, delete, accept or cancel, in part or full, any condition or specification of all proposals/ bids, without assigning any reason thereof at any time during the tender process. Each party shall be entirely responsible for its own costs and expenses that are incurred while participating in the RFP, presentations and contract negotiation processes. 4.4 Date of Bid Expiration

The proposals must be valid for a minimum period of 180 days from the last date of opening of the tender. Responses must clearly state the bid expiration date.

4.5 Bidder Indication of Authorization to Bid

Responses submitted by a Bidder to this RFP represent a firm offer to contract on the terms and

conditions described in the Bidder‘s response. An official authorized to commit the Bidder to the

terms and conditions of the proposal must sign the proposal. The signatory should submit a copy

of Board Resolution authorizing him to sign the above bid documents on behalf of the bidder. The

Proposal in original (hard copy) will be accepted. No photocopy / email of the proposal will be

accepted.

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4.6 Ownership

The RFP and all supporting documentation/templates are the sole property of the Bank and violation of this will be a breach of trust and the Bank would be free to initiate any action deemed appropriate. The proposal and all supporting documentation submitted by the Bidder shall become the property of the Bank. Un-opened bids will be returned to the bidders against their acknowledgement.

4.7 Bidder Status

Each Bidder must indicate whether or not they have any actual or potential conflict of interest related to contracting services with the Bank.

4.8 Confidentiality

This document contains information confidential and proprietary to the Bank. Additionally, the

Bidder will be exposed by virtue of the contracted activities to internal business information of the

Bank, Associates, Subsidiaries and/or business partners. Disclosure of receipt of this RFP or any

part of the aforementioned information to parties not directly involved in providing the services

requested could be treated as breach of trust and the Bank would be free to initiate any action

deemed appropriate, including premature termination of the contract and/or legal action for breach

of trust. Reproduction of this RFP, without prior written consent of the Bank, by photographic,

electronic, or other means is strictly prohibited.

No news release, public announcement, or any other reference to this RFP or any program there under shall be made, at any stage, without written consent from the Bank. The vendor will not use the logo of the Bank or any of its documents during any publicity without the prior written permission of the Bank.

4.9 Bidder Utilization of Know-how

State Bank will request a clause that prohibits the Bidder from using any information or know-how gained in this contract for another organization whose business activities are similar in part or in whole to any of those of the Bank anywhere in the world without prior written consent of the Bank for a period of three years from the date of the contract.

4.10 Intellectual Property Rights

State Bank will own all intellectual property rights to all design, software and/or systems created specifically for implementation at the Bank under this contract. The Bidder shall fully protect/indemnify the Bank from all legal actions, claims, or damages from third parties arising out of use of software, designs or processes used by the Bidder.

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4.11 Solicitation of Employees

Bidder will not hire employees of State Bank or solicit or accept solicitation (either directly, indirectly, or through a third party) from employees of the Bank directly involved in this contract during the period of the contract and one year thereafter, except as the parties may agree on a case-by-case basis. 4.12 Indemnity

The successful bidder will undertake thorough background check, due diligence in verifying the antecedents of its employees. The Caretaker Agency will indemnify and protect the Bank against all claims, losses, costs, damages, expenses, action suits and other proceedings resulting from

i) any actions of the employees or agents of the CTA;

ii) infringement of any law pertaining to patents, trademarks, copyrights etc. or such other statutory infringements in respect of all hardware and software used by them or the local laws of any state or the labour laws or central/state tax laws.

iii) Damage to the ATM or any component in the ATM Kiosk

4.13 The successful bidder should comply with all relevant laws and regulations, etc., like Shops & Establishment Acts, Contract Labour, etc. They should maintain Caretaker wise monthly wage register

Caretaker wise monthly PF and ESI deposit register

Site wise monthly shift register

In addition to above, they should maintain following registers at ATM Sites. Caretaker Attendance register

Visitors register

Complaint register

Access register for Bank representative, ATM engineer or authorized persons of the vendor or any other person duly authorized by Bank only on verification of their identity/authority.

Also following record should be maintained by the CTA Records of back ground check

Region wise supervisor register

Site wise/Shift wise Caretaker details

ATM wise visit register

4.14 Audit The Bank may, at its discretion, audit the services of the CTA by its external / internal auditors. The CTA will facilitate the same. The vendor shall, whenever required, furnish all relevant information,

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records, data to inspecting officials of the Bank / RBI. The Bank reserves the right to call for any relevant material information/report including details of wages paid to caretakers

4.15 Bid Money

The bidder will have to pay bid money of Rs. 20,000/- (Rupees Twenty thousand only) by an account payee draft/banker‘s cheque favouring State Bank of India and payable at Bangalore. The bid money is NOT refundable.

4.16 Earnest Money

The bidder will have to deposit Earnest Money of Rs. 20,00,000/- (Rupees Twenty lacs only) by an account payee draft/banker‘s cheque favouring State Bank of India and payable at Bangalore. The Earnest money will be refunded to the unsuccessful bidders on completion of the tendering process without any default. The Earnest money to the successful bidders would be refunded on the Bid Expiration date as mentioned in item 4.4 of this proposal. 4.17 Pricing The price quoted in online Indicative Bid ( RFQ) & reverse auction must be in Indian Rupees, inclusive of all taxes, levies, etc., except Service Tax, whereever applicable. Service Tax will be paid by the Bank on actual basis. 4.18 Payment to the CTA for the caretaker Services and the Schedule of payment The Bank shall make only the following payments to the CTA for the Caretaker Services provided at the ATM site and Payment on any other head will NOT be made by the Bank :- (a) Administartion Fee; and (b) an amount equivalent to Minimum wages and Statutory Payments of the fillowing heads. i. Minimum Wages ( Basic + Variable Dearness Allowance ) applicable to the area as per the

Minimum Wages Act, 1948 at the rates as notified by the ministry of Labour & Employment, Government of India, from time to time.

ii. Minimum statutory PF contribution iii. Minimum statutory ESIC contribution ( Where applicable ) iv. Minimum statutory Bonus once in a year v. Double pay for the personnel actually performs duty for three National Holidays in a year. All Caretakers will do 26 duties every month and remaining duties shall be done by reliever/s ( Reliever for weekly offdays). CTA shall be solely liable and responsible for payment of salary and allowances under the applicable laws to the caretakers and no liability of any kind whatsoever towards the said caretaker(s) shall devolve upon the Bank. CTA shall be solely liable and resposible for payment of Minimum Wages to the Caretakers as per the Minimum Wages Act, 1948 and the applicable statutory dues. Any sort of payments as per Central Government Rules/Acts for extra duties or overtime or double duties (other than National Holidays) performed by the personnel of the company will be borne by the CTA and SBI has no liability towards payment for the same. No advance payments will be made to CTA. Payments for Caretaker services, will be made on

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monthly basis in arrears after Tax Deduction at Source by the Bank. 4.19 Payment of Minimum Wages The CTA has to raise invoice every month and submit the same to the Bank by 5th of succeeding month (The invoice relates to December should be given to the Bank by January 5th). The invoice raised by the CTA is for the minimum wages payable to the caretakers and administration charges payable to CTA and both should be mentioned separately in the monthly invoice.The following details should be submitted along with Invoices as Annexure.

ATM site ID ATM location

Name of the Caretaker

Employee No. / ID No.

Amount of monthly wages payable Rs.

Amount of EPF ( Employer contribution )

Amount of ESI ( Employer contribution )

1 2 3 4 5 6 7

Gross amount Recoveries from caretaker towards EPF, ESI and Prof Tax

Net payable to caretaker

Date of Payment

Name of the Branch ( SBI only )

Account No.

8 9 10 11 12 13

Minimum Wages and the satutory Payments as per Central Minimum Wages Act along with administration charges would be credited to the Account of Caretaker Agency by 10th of every month in arrears. The authorized representative of the caretaker Agency should give an irrevocable undertaking to the Bank (the irrevocable undertaking should not be revoked during the period of this contract) authorizing the Bank to debit the Account of the Caretaker Agency every month for the amount of Minimum Wages payable to Caretakers employed. Based on the authorization, Bank would debit the account of the Caretaker Agency, the amount of minimum wages payable to the account of CTA every month and credit the minimum wages to the accounts of caretakers employed/ upload the amount into EZ card issued to caretakers.

All the caretakers employed by the Caretaker Agency should have a SB account with any branch of State Bank of India or any Nationalised Bank.

4.20 Dispute

The Bank reserves the right to customize the contract to meet its requirements. All disputes will be subject to Indian laws and courts in Bangalore only will have jurisdiction to try the dispute.

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4..21 Extension The Bank reserves the right to extend the agreement.

5. PROPOSAL GUIDELINES

5.1 Scope

State Bank invites responses from short listed Bidders for providing various products and services described in this document.

5.2 Proposal Content / Proposal Format

The Bidder‘s proposal is central to the evaluation and selection process. Therefore, it is important that the Bidder carefully prepares the proposal as per the Bank‘s prescribed formats completely. There should be no hand-written material, correction or alteration in the offer. Correct and current technical details must be completely filled in. The Bank may, at its discretion, waive any minor non-conformity or any minor irregularity in the offer. The waiver shall be binding on all the bidders. The Bidder is required to respond to the RFP only in the prescribed format as detailed in Section 7. Under no circumstances, the format can be changed, altered and modified. A duly authorized signatory of the bidder under seal should authenticate all pages in the bid. 5.3 Rejection of bids

The Bank reserves the right to reject any or all bids, and to re-tender the bid without assigning any reasons. The Bank is under no obligation to acquire any or all the services proposed. No contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by duly authorized officials of the Bank and the Bidder.

6. OVERVIEW OF EVALUATION PROCESS

6.1 Evaluation Criteria Tenders will be evaluated in the following stages: Stage I: Incorporation Offers, i.e, Tenders not accompanied by the madatory documents, EMD, BID money, cost of Tender shall be rejected. Stage II : Tenders will be evaluated against the stipulated eligibility criteia based purely on valid documentary proof submitted by the Tenders. Offers not complying with any of the eligbility criteria will be rejected. Any clarification sought by the Bank on eligbility criteria and other details of the tender shall be responded by the Tenderers within the time stipulated by the Bank failing which their tender will be rejected. Stage III : Short – listing of Tenderers (CTA) based on documentary proof submitted, site visits by the Bank's officials and satisfactory feedback from reference sites. Further the shortlisted CTA's

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shall be rated to asses their merit based on the following scoring matrix: During evalution process of technical bids,only those bidders who secure upto 10% below the highest score will be considered.

Parameter Marks awarding criteria

20

5 Years – 5 marks

8 Years – 10 marks

10 Years – 15 marks

12 Years and above – 20 marks

20

3000 – 5 marks

3001 – 5000 – 10 marks

5001 -7000 -15 marks

7001 and above – 20 marks

20

60 cr – 5 marks

>60 to <=75 cr – 10 marks

>75 to <=100cr – 15 marks

>100 cr – 20 marks

Constitution10

Private Ltd co. - 10 marks

Partnership / Proprietary – 5 marks

Caretaker provided to

20

Only Private sector co. - 10 marks

ISO certification10

Yes – 10 marks

No – 0 marks

Maximun

Marks

Experience in running the caretaker agency

engaged in providing caretakers in Karnataka or

other States as on 30.09.2016.

Number of caretakers currently engaged by the

CTA as on 30.09.2016.

Average annual turn over during past 3 Years consecutively as on 31.03.2016

Public sector co. and private

sector both – 20 marks

6.2 Reference Sites

As part of evaluation process of technical bids, the Bank may inspect the bidder‘s Corporate Office and the sites of other Banks to whom Caretaker Services have been extended by the bidder. The bidder will facilitate understanding of the processes for recruiting and monitoring the services of Caretakers as to their adequacy. The costs incurred by the evaluation team representing the Bank for site visits will be borne by the Bank. 6.3 Determination of L1 price

The Bidders who meet the Bank's mandatory eligibility criteria as detailed under item 3 of this RFP shall only be considered for further evalution. Technical Bids of the bidders who have met the Bank's mandatory eligibility criteria, would be then evaluated. However, the Bank reserves the right to reject any or all such bids, without assigning

Page 17 of 54


any reason whatsoever. Bidders whose technical bids are accepted would be able to participate in indicative price and Reverse Auction. A reverse auction will be carried out by our service provider, M/s Antares Systems Ltd, between those vendors whose technical bids are accepted. This will provide an opportunity to the bidders to bid dynamically. The bidders shall quote their reduction in rupee (Rs.) of the start bid price. The Bidder should be willing to participate in the online reverse auction to be conducted by Bank's authorized service provider on behalf of the Bank. Eligible Bidders will be trained by Bank's authorized service provider for this purpose. Bidders should also be willing to abide by the e-business rules for reverse auction framed by the Bank / Authorised service provider. The details of e-business rules, processes and procedures will be provided to the short – listed bidders. The bidders are required to possess a valid Digital Certificate for participating in the e-procurement process. The commercial bid to be submitted online as per the format at “Annexure 6”. Bid quote in any other form will be rejected. Bidders have to quote in the Commercial bid only the “Administartion Fees”. Administration fee may include Cost of uniform, accessories etc./ Cost of cleaning materials, stationary, registers etc./ Cost of Mobile phone and SIM / Cost towards rounders, supervisors & their travelling ecpenses etc./ Cost towards maintaining office, other establishment etc. and any other charges for providing the Caretaker Services. Bank reserves the right to ask for break up of expenses considered in the Administration Fee.Commercial Bids quoting unrealistic rates will be rejected and the Bank reserves the right to reject such Bids quoting unrealistic rates without assigning any reason whatsoever. “Administartion fee” shall not include the amount of minimum wages under the minimum wages act, 1948 and the Statutory payments payable to Caretakers. The “L1 Price” for Caretaker Services will be determined by the lowest “ Administartion Fee” quoted in the online Reverse Auction. The Bidder quoting the lowest amount ( L-1 Price) in the auction will be taken as L-1. Based on the amount quoted in the Online Reverse Auction, bidders will be ranked L-1, L-2, L-3, L-4 and so on in the order of the amount quoted.

6.4 Allocation of ATM Locations:

The allocation of ATM locations to the successful bidders is at the sole discretion of the Bank. The bidder/bidders has to abide by the decision of the Bank in this regard. The allocation will be done Geographical area wise/Network wise/Administrative 0ffice wise based on the administrative convenience. Extension of the service to cover additional ATM sites, over and above the initial 1300 ATM sites, will be solely at the option of the Bank and may be allocated in any manner to any listed succesful Bidder(s) as determined para 6.3 above on the basis of their performance. The Bank shall have the right to change any / all allotted sites any time to any Successful Bidder without assigning any reason whatsoever.

Page 18 of 54


6.5 Contract Performance Bank Guarantee The bidders, upon selection, will have to furnish a Performance Bank Guarntee for an amount equivalent to Rs. 10,000/- per ATM site entrusted to such bidder from a scheduled commercial Bank other than co-operative Bank, SBI and its Associate Banks, acceptable to the Bank at the time of acceptance of the order. The Bank Guarantee shall have a validity period of 48 months. Performance Bank Guarantee has to be submitted within 45 days of the receipt of intimation from the Bank about acceptance of its bid offer by the Bank. For any delay in submission of the Performance Bank Guarantee beyond the stipulated period, penalty @ Rs. 2,000/- per day on number of days beyond stipulated period will be levied and recovered from the EMD / outstanding payments, if any. In the event any successful bidder selected for allotment of the work fails to furnish the Performance Bank Guarantee within the time limit stipulated above, the selection of such bidder shall be liable to be cancelled and the EMD shall be forfeited. Earnest money of Rs. 20,00,000/- ( Rupees Twenty Lakhs only) shall be deposited with the Bank by way of Demand Draft/Banker's cheque as a guarantee of good faith for proper execution of the contract alongwith the tender in favour of State Bank of India and payable in Bangalore. Earnest Money Deposit of successful bidders shall remain with the Bank for a period of 3 months from the date of completion of e-procurement reverse auction and will be refunded after submission of performance bank guarantee. 6.6 Terms of Engagement The term of engagement of the selected Bidder (CTA) shall be for a period of Three years. The Bank shall have the right at its discretion to renew the terms of engagement in writing, for a further term of 3 years at the same rate and under the same terms and conditions, subject to satisfactory performance of the work by the CTA. However, the Bank may, at its discretion terminate the engagement any time during the currency of the contract for violation of any of the terms and conditions by CTA or otherwise.

6.7 Penalty due to violation of provisions of minimum wages act :

Any violation of guidelines of minimum wages act is at the risk and responsibility of the CTA. Any legal issues/penal provisions are at the cost of CTA. Any penalty levied/legal charges incurred would be deducted from the payment made to CTA or by invoking the performance guarantee submitted by CTA. CTA has to make good the amount paid by the bank by invoking the performance guarantee and submit the performance guarantee afresh for the full amount as stipulated at the time of awarding the contract. Whenever there is a case against the non payment of Minimum wages, agency sloely attend cases with the Labour Commisioner. 6.8 Contract / Service Level Agreement (SLA)

At the completion of selection process, the Bank will enter into an agreement with the selected Bidder for Caretaker Services. The agreement will be based on the bidder‘s response to this RFP with all its enclosures, modifications arising out of negotiation/ clarification, etc., and will also include the following documents/provisions:

Page 19 of 54


i. Copies of the licenses, certifications etc.

ii. In case of termination of contract during the period of SLA, the Bank will retain the right to invoke the Bank Guarantee that would be submitted by the successful bidder. A suitable clause to this effect must be incorporated in the agreement.

iii. Monthly or more frequent review meetings at LHO / AO/Regional Business Offices of SBI with participation at sufficiently senior level from the Care taker Agency (CTA).

The Bank reserves the right to stipulate, at the time of finalization, any other document(s) to be enclosed as part of the final contract. In the event, the selected Bidder fails to execute the SLA within the time limit advised by the Bank, the selection of such Bidder shall be liable to be cancelled and the EMD shall be forfeited.

The Caretaker Services Agency shall not transfer at any stage any of its duties, obligations and benefits of the contract to any third party.

7. PROPOSAL FORMAT 7.1 Broad Guidelines

Bidders should ensure that their proposals clearly set out all information requested in numbered

sections as specified below. The Bidder is required to respond to the RFP only in the prescribed

format as detailed in section. Under no circumstances, the format can be changed, altered and

modified. A duly authorised signatory of the bidder under the seal should sign / authenticate all

pages of the proposal.

Incomplete Bids or Bids not confirming to the requirement of RFP are liable to be rejected. Bidders

must provide categorical and factual replies to specific questions. References to sales or other

literature should be avoided even if it forms a part of the proposal. Bidders may provide additional

technical literature relating to their proposals but in a separate annexure. The bid should be

submitted in hard copies in two separate parts, as under:

Part I – Technical Bid:

The Technical Bid ( Annexure 4 – Part 1 to Part 4) must be submitted in a sealed envelop

superscribed as – Technical Bid- Caretaker Services. The Technical details must be completely

filled in. Violation of the above requirements will disqualify the bidder. A soft copy of the bid

containing Annexure 1 to 4 should also be submitted by way of CD. A duly signed hard copy of this

RFP document ( signed on all pages by authorised signatory of the bidder) should also be

submitted along with the Technical Bid.

Part II (A) – Commercial Bid :

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The Commercial bid as per “ Annexure 6” would be accepted online on the e- procurement portal

of the Bank's authorized service provider ( M/s Antares Systems Ltd, Bangalore) . The Bidder

should be willing to participate in e-procurement and have a valid Digital Signature Certificate on

the Date of submission of Commercial Bids.

Part II (B) – Indicative Bid :

The Bidder should submit Indicative BID in hard copy by using the same format as per

“Annexure- 6” in sealed envelop and superscribed the envelop as “Indicative Bid”. Bank reserves

the right to open the indicative bid to decide the floor price for commercial bid. In that case Bank's

authorized service provider ( M/s Antares Systems Ltd, Bangalore) will advise the floor price to the

bidder, half an hour before the online process of commercial bidding starts.

Bidder have to quote only the “ Administartion fees” in the Commercial Bid and Indicative Bid.

“Administartion Fee” shall not include the amount of minimum wage under the minimum wages act,

1948 and the Statutory payments payable to Caretakers.

Note: Hard copies of Annexure 1 to 3 duly filled in with a covering letter as per “ Annexure 7” shoud

be submitted along with Technical Bid ( Annexure 4) and Indicative Bid as mentioned in Part – II(B)

above. Commercial bid (annexure 6) should be submitted online on the e-procurement portal as

mentioned in Part – II (A) above.

7.2 Format for Technical Proposal

Bidders are requested to structure their technical proposal only as per the format given

below. It should be organized, structured and neat. Brochures/leaflets, etc. should not be

submitted in loose form. No modification/addition/deletion should be made in the

formats/letter stipulated. Any change/modification/addition/deletion to the descriptions will

invalidate the documents. The format for submission of technical proposals is as under: Section 1 - Management Information Summary Section 2 - Details of the Proposed Solution Section 3 - Reference Site Details Section 4 - Other Details

The offer may not be evaluated by the Bank in case of non-adherence to the format or partial

submission of technical details as per the format. The Bank shall not allow/permit changes in the

technical specifications once it is submitted. The relevant technical specification sheets, etc.,

should be submitted along with the offer. Failure to submit this information along with the offer

could result in disqualification. All sections should be labeled for easy reference.

Page 21 of 54


Section 1 – Management Information Summary

The following should be provided under this Section:

Offer covering letter as per Annexure 7 Summary of the proposed solution describing approach to delivery thereof.

Bidder information Bidders are requested to provide details about their organization(s) in this section in the format provided in Annexure 2. The Bidder may further present any information they feel is pertinent or necessary for determination of the Bidder‘s ability to service the needs of the Bank. Section 2 – Details of the Proposed Services

This section should include details of the Caretaker Services and of field level operations proposed by the CTA. The technical specification requirements given in Annexure 3 should be completely filled in and enclosed.

Section 3 - Reference Site Details

Please furnish details in the format provided in Annexure 1.

Section 4 – Other Details

Please include other details that are pertinent to the evaluation of the proposed solution, including

a. Proof of present capacity to handle at least 650 ATM sites immediately on allotment of the contract

b. A well documented Business Continuity Plan acceptable to the Bank c. The bidders must also clearly state the approach they intend to adopt for systems implementation.

The Bank reserves the right to customize the contract to meet its requirements. All disputes will be subject to Indian laws and jurisdiction, and settled in Bangalore.

8. OTHER TERMS & CONDITIONS

8.1 Start of Services

The responsibility of collecting all the required information and implementation of the Caretaker Services to the ATM Kiosks shall be with the CTA and has to be carried out by the CTA without any

Page 22 of 54


additional cost to the Bank. The recurring expenditure relating to the Caretakers, the cost of issuing EZ Pay Card to every Caretaker appointed shall be borne by the Caretaker Agency.

The CTA shall commence taking over the ATM sites immediately upon it being intimated by the

ATM (Operations) Department at LHO, Bangalore and complete the process for all ATMs allotted

within a maximum period of one month from the date of signing of the Agreement or award of

Contract whichever is earlier. The position will be reviewed periodically and if the takeover is not

satisfactory and as per the stipulated schedule, the Bank may terminate the contract and invoke

the performance Bank Guarantee submitted by CTA. However, in the event of any delay and the

Bank decides not to terminate, then for the delay beyond 30 days from the date of intimation of

allotment by the Bank, a penalty @ Rs. 1000/- per day per ATM site will be charged for number of

days of delay beyond 30 days from vendor's receipt of Bank's intimation of list of ATM sites

allotted.

8.2 Liquidated Damages

If the vendor fails in providing the services, as per the terms and requirements specified in this

RFP and provides services such that penalties are levied by the Bank on 7 occasions ( monthly

invoices) or more in a period of 12 months from the month of commencement of CTA, the Bank will

charge penalty @ 1% of the order value calculated on the billing for one year from the date of

agreement, subject to a maximum of Rs 5,00,000/- . This penalty is in addition to other applicable

penalties and also shall be without prejudice the right of the Bank to terminate the contract.

8.3 Review of Caretaker Services

Following operationalisation of the services, the performance of the CTA will be reviewed Half Yearly and the bank reserves the right to terminate the contract at any point of time after 30 days notice with out assigning any reason. Representatives of the CTA from the Corporate Office/Registered Office are expected to attend these review meetings.

8.4 Maintenance and Response Time

The CTA should ensure that co-operation is extended by every Caretaker, to the Managed Services Vendor concerned such that the uptime and availability of ATMs and in analyzing the performance of the ATM network is maintained at a very high level.

8.5 Third Party Services

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The successful bidder shall extend the Caretaker Services by himself and they are PROHIBITED from further outsourcing of the Caretaker Services work to third parties.

Page 24 of 54


ANNEXURE - 1

REFERENCE SITES DETAILS

Please provide details of Sites of institutes / organizations / banks etc, to whom Manpower support / Caretaker Services have been extended by the CTA. Data of Existing Manpower / Caretaker Sites

( To be supported with documentary proofs certified by respective institutes/ organizations/ banks authorized Officials, where Caretaker services have been provided including the below details) details of sites where Manpower support / Caretaker Services are extended : a) Name and Address of the institutes / organizations / bank b) No.of sites / ATM sites supported by the CTA with summary of total No.of sites / ATM

sites in respective state. c) Certifying official Name & Designation of Certifying official d) Contact Details- e) Postal Address f) Telephone Number / mobile Number g) Fax No. h) Email ID A reference issued by the concerned Institute / Organization/ banks to whom the above services are provided should be furnished along with the Bid. Out of the above, existing number of Scheduled Bank's ATM sites ( State Wise and Bank Wise), where the CTA is providing Caretaker Services

Sr. No. Name of the Bank Name of State No.of ATM sites

Total ATM sites


Page 3 of 54

ANNEXURE – 2

PROFILE OF THE CARE TAKER AGENCY (Please provide information in the following format.)

Sr. No.

Item Details

1 General

Name of the Company & its CIN ( Company Identification Number )

Whether company is Pvt. Ltd or Public Ltd

Nature of Activity

Company Registered Address

Address for communication ( if differs from the above)

Contact Details ( Telephone and Fax numbers and email ID)

Date / year of Establishment

No. of years in the line of activity

Name of the Directors & Managing Director(s) of the company

Their PAN No., Address, Phone No. and email ID

Name of the key person(s) for processing of this RFP with Designation, contact details & email ID

Contact details of person authorized to sign the bid documents and participate in online bid; Name, Designation, Phone No., email id

Power of Attorney or Board Resolution authorizing the official to sign the bid documents and participate in online bid on behalf of the company - ( Enclose copy)

2 Financial

Annual Man power / caretaker Services related Revenue in FY 2015-16

Net profit 2015-16

No.of Man power / Caretakers on roll ( monthly Average) FY 2015-16


Net profit 2014-15


Net profit 2013-14

3 Certification / Documents

Certificate of Incorporation, Memorandum of Association and Article of Association, Commencement of Business


Company PAN / TAN details

Audited Balance sheet of last 3 years certified by a practcing CA along with CA registration No.

Turnover Certificate of last 3 years certified by a practcing CA along with CA registartion No.

Certificate of Registartion under Shops and Establishment Act Karnataka

Registration and Certificate under Employees State Insurance Corporation ( ESIC)

Certificate from the Employees Provident Fund ( EPF) Organization under Employees Provident and Misc Provision Act.

Registration with appropriate authority for Service Tax

Possession of ISO 9001/140001 certification

4 Staff

Total number of employees on pay roll

Break-up of employees - Man power / caretakers - Administrative Staff - Implementation staff - Labour used on contract basis, if any

5 Others

Name of the Bank, other companies for which work has been undertaken

Office address in the major cities in the states of Karnataka

Any special qualifications

Page 27 of 54


ANNEXURE – 3

COMPLIANCE TO ELIGIBILITY CRITERIA (Please refer to Section 3 of this RFP)

Sr. No.

Criterion ( Yes / No )

Reamrks

1 Constitution of the Bidder ( Pvt. Ltd/ Public Ltd)

2 Registered with Govt. body under Contract Labour Act 1970 ( Regulation & Abolition) & having valid Services Licence under Contract Labour Act 1970 ( Regulation & Abolition) for providing man power / caretaker services

3 The Bidder company should not be a loss making company and its minimum cumulative annual turnover as per Audited Balance Sheet for lat 3 years is Rs. 60 Crores.

4 Minimum 5 years experience in the line of activity

5 Having minimum 3000 personnel / caretakers on its payroll as on the date of publication of the tender notice.

6 Having valid Shop & Establishment License issued in Karnataka prior to the date of publication of the tender notice.

7 Not black listed nor included in the negative list nor having any contract terminated due to deficiencies in the services by any PSU / Bank / Corporate Body / Government Body.

8 No director(s) of the Bidder is / has been a director / Partner/ Promoter / Key Managerial Person in a company / Firm/ entity black listed or included in negative list by any PSU / Bank / Corporate Body / Government Body .

9 Details of penalty imposed (if any) and / or pending proceedings (if any ) on / against the Bidder by/before any Government Dept. or Agency or Authority, including but not limited to the under mentioned authorities during the last 3 years: Labour Department, Service Tax Department, EPF Department, ESIC Department, Income Tax Department etc. furnished. List of all such pending cases ( if any ) with any government department(s) provided.

10 Having your own know your employee system, including a system of having Police verification report on the employee to be appointed

11 Capacity to deploy Caretakers immediately at atleast 650 ATM sites

Page 28 of 54


as stated in the RFP

12 Dedicated system for supervising the Caretaker Services minimum twice in a week

13 Whether Business Continuity Plan is in place

14 The Bidder to have ISO 9001/14001 certification .

15 Bank draft/ Bankers cheque representing Tender Document fee, Bid money and Earnest Money Deposit (EMD) is enclosed.

Page 29 of 54


ANNEXURE-4

Organization Profile (To be Included in Technical Bid Only)

1. Name of the Organization:

2. Address for Communication Address:

Tel. No. :(STD code)-

Mob. No. CMD/MD/ Director/ CEO

Fax No. : (STD code)-

3. Date/ Year of Establishment

3 a. Location of Registered Office of the

company/firm and locations of regional

offices in Karnataka

4. Type of Firm/Company (Whether

Proprietorship, Partnership or

Private limited. Company)

5. Name of the Partners/ Directors of the 1.

Firm / Company with their Mobile No. (Mob. No.)

2.

(Mob. No.)

3.

(Mob. No.)

6. Name of the Key Persons for 1. Vice President/ Director

processing of this tender (Operations/etc)

2. GM (Operations/etc)

7. Annual Turnover (Rs. in Crore)

FY 2015-2016

FY 2014-2015

FY 2013-2014

(** Copy of Audited Annual Report &

Balance sheet to be submitted with

Registration No & seal of CA)

Page 30 of 54


FACTOR MATRIX ANNEXURE--4

FACTOR MATRIX - TECHNICAL BID CRITERIA (PART- 1)- GENERAL

Sr.No. Criteria Mandatory/ Status Remarks

Preferable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

1 Annual Turnover for Mandatory Yes ( )

the last 3 years as per audited Balance Sheet Rs. 60 Cr No ( )

(Minimum)

2 Total Nos. of personnel / Mandatory Yes ( )

Caretakers on the 3000 ( Minimum) No ( )

Payroll of

the company, as on

30th September, 2016

3 Whether all directors Mandatory Yes ( )

are No ( )

verified by Police with

(Supporting

Documents)

4

Police Verifications of

each existing Manpower

/ Caretaker Mandatory Yes ( )

No ( )

Page 31 of 54


ANNEXURE-4



Preferable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

5

Name of States with No. of ATM sites in which the Company / Firm presently has existing Caretaker operation. Please list out

the

Names of States

1.

2.

3.

4.

5.

6.

other states

6 Date of Incorporation of a Minimum Yes ( )

Company/firm Period of 5 No ( )

years

(Mandatory)

7 Is the company/firm on Mandatory Yes ( )

negative list/ black listed (should not No ( )

by any other PSU/ Bank/ be on

Corporate Body. negative list)

8 Business Details

(a) Whether appointed/ selected with PSU/ Bank/ Corporate Body/ Government Body

Mandatory Yes ( )

No ( )

(b) Name of Major Clients with Address and contact person Minimum 3 Yes ( ) 1.

Page 32 of 54


details ( to enclose supporting documents – work order and performance certificate.

clients No ( )

with business 2.

of Rs.

1.00 crore 3.

per annum

per

Client

(Mandatory)

(c)

List of total number of Sites/ATM sites allocated by PSU/ Bank/ Corporate Body/ Government Body

Mandatory

Please list the Organisation/ Bank Name and Total Number of Sites/ ATM sites: 1. 2. 3.

ANNEXURE - 4



Preferable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

9 Infrastructure

i Recruitment facility Owned by Yes ( )

Company No ( )

(Mandatory)

ii. Training facility Owned by Yes ( )

Company No ( )

(Mandatory)

iii. Whether Capable of commencing service within 30 days from the date of intimation of

Mandatory Yes ( )

No ( )

Page 33 of 54


allotment of ATM sites given by Bank.

iv. Supervisory staff on Mandatory supervisory staff

the payroll of the (Number)

company.

v. Availability of Mandatory Yes ( ) Details

supporting

No ( )

A)Vehicles

B) Supporting

staffs/ Equipments/ staffs

infrastructure

C) Company

owned

(Vehicles ,etc.) for Head office

executing the job

D) Others

ANNEXURE-4



Preferable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

10 Others

(a) Payment of Wages as Mandatory Yes ( )

per No ( )

Minimum Wages Act

(b) Maintenance of Mandatory Yes ( )

Payroll No ( )

(or salary muster roll)

Page 34 of 54


(c) Issue of Appointment Mandatory Yes ( )

Letter to all No ( )

Employees

(d) Issue of Termination Mandatory Yes ( )

Letter to all Ex- No ( )

Employees

(e) Details of CTA Bank

Account (Whether

Accounts with State Bank

of India)

Mandatory Yes ( ) City:

No ( ) Branch:

A/C No:

ANNEXURE-4

FACTOR MATRIX - TECHNICAL BID CRITERIA (PART - 2) COMPLAINCE

STATUS

Sr.No. Criteria Minimum/ Status Remarks

Desirable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

1 Income Tax Permanent account No. ( PAN ) In the name of the company

Should be in the Yes ( )

name No ( )

of the company

(Mandatory)

2 Registration under Mandatory Yes ( )

Shops No ( )

and Establishment act in Karnataka

3 Employees Provident Mandatory Yes ( ) Registration

Fund (EPF). No ( ) No

Registration

EPF Registration No.

Page 35 of 54


ANNEXURE-4

FACTOR MATRIX - TECHNICAL BID CRITERIA (PART - 2) COMPLAINCE

STATUS

Sr.No. Criteria Minimum/ Status Remarks

Desirable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

4 Employees State Mandatory Yes ( ) Registration

Insurance No ( ) No

Corporation (ESIC)

Registration, ESIC

Registration No.

5 Service Tax Service Tax No. Yes ( ) Registration

Registration No ( ) No

Service Tax (Mandatory)

Registration

No.

6 whether registered 1) Mandatory Yes ( ) Please list out

with 2) Should be in the No ( ) the

Govt. under Contract Name of the Names of

Labour Act 1970 Company States

(Regulation & 1.

Abolition), 2.

Furnish date of 3.

Registration for each 4.

State 5.

In Which it Operates for providing Caretaker Services. 6.

other states

(Attach attested Copy of Each Document as applicable)

Page 36 of 54


ANNEXURE-4

FACTOR MATRIX - TECHNICAL BID CRITERIA (PART- 3)- ADDITIONAL DATA

Sr. No. Criteria Minimum/ Status Remarks

Desirable

Standard Yes/ No

Mark ( )

(i) (ii) (iii) (iv) (v)

1 Income Tax Returns For Yes ( )

Last 3 Years No ( )

1. 2015-2016 Mandatory Yes ( )

No ( )


No ( )


No ( )

2. Audited Balance sheet Mandatory Yes ( )

(with Profit & loss No ( )

Accounts Statement) for

last three financial year

with Registration No &

seal of CA.


No ( )


No ( )


No ( )

3 Details of Penalties paid

to Labour Department, Nature of

EPF and ESIC Yes ( ) Penalty

Department, Income Mandatory

Amount piad

Tax Dept, Service Tax

No ( )

Department and any

other Govt Department

during last three years

Page 37 of 54


Note : All documentary evidences / certificates / attachments need to be signed and stamped by the authorised signatory along with RFP. Once qualified, original should be produced for verification.

Page 38 of 54


ANNEXURE-4

FACTOR MATRIX-

TECHNICAL BID- PART-4

AFFIDAVITS AND UNDERTAKINGS

The affidavit should be duly stamped as per the applicable local stamp laws duly notarized Rs.100/-

OFFER FOR PROVIDING CARETAKER SEVICES AT SBI ATMs Dear Sir/ Madam,

1. I / We hereby offer for as a Private Agency for providing manpower for Caretaker Services at SBI ATMs.

2. It is certified that the information furnished here in and as per the documents submitted is true and accurate and nothing has been concealed or tampered with. We have gone through all the conditions of bid and are liable to any punitive action for furnishing false information/ documents.

3. Further, in the event of our Company / Firm being selected/ selected for providing services with SBI Bank as service provider, I/we agree to enter into and execute the necessary contract agreement as per the format specified by SBI Bank. I am/ we are aware that the empanelment does not guarantee any work order or business to be necessarily given by SBI Bank. In the event of getting a contract, I/We agree to comply with all terms stated with agreement and discharges all the obligation with due diligence, efficiency & timeliness, as required by the Bank.

4. We, the Bidder fully understand that any attempt to visit or meet Top management officials of the Bank (also verifiable from Bank CCTV) after issue of public notice and till finalization of the RFP for Caretaker Services, it shall be construed by the Bank as an unlawful attempt by the bidder to influence the RFP/ Bid process and may invite disqualification from bidding/ punitive action. Only one authorized representative of each bidder would be permitted to visit for submitting the RFP Document/ or when called by the Bank.

5. I/we Fully understand that the provision of services, shall be for only three years (with a provision to review after two years with an option to the Bank to extend or terminate the services after two years) from the date of intimation letter issued by SBI and the maximum period for which Caretaker services shall be provided by the agency. At the end of the contract period of 3 (three) years, or at the end of two years where Bank has taken a decision to terminate the services , we/ the Agency shall withdraw all our Caretakers from all the concerned sites of SBI Bank, immediately and unconditionally, without any obstruction or exerting of pressure on the Bank from politicians/ Govt./other officials, for the purpose of continuation of contract or for growth of business interests of the respective Agency, whatsoever.

6. We further understand and certify that, the performance guarantee with SBI Bank shall stand forfeited permanently, besides our agency/ company being blacklisted and our contract terminated immediately at all locations, if we at any time, resort to/ are found to be using any unethical/ unlawful business practices or means including blackmailing or Malafide use of electronic devices like camera, recordings etc. It shall also include the orchestration & tie up

Page 39 of 54


for use of various pressures, from Govt. officials/ politicians/ labour department officials etc, on the Bank, for promoting/ furthering/ growing own business or attempt to reverse termination/ ending of contract, by using the above mentioned means. It shall also include engineering filing of frivolous cases in the court or managing a stay order from court – against the Bank, with an aim of somehow, continuing the services to the Bank and continue to obtain business and payments from the Bank during the period of stay order.

Thanking you,

Yours faithfully,

Signatures of Authorized Signatory /Permanent Director/Chairperson of the Company Name:_____________________________________________

Designation:___________________________________ Company/Common seal

Page 40 of 54


ANNEXURE-5

RESPONSIBILITIES OF BANK AND CARETAKER AGENCIES

This will serves to clarify each party‘s responsibilities with regard to the Caretaker Services that agency will provide to SBI for SBI‘s network of Automated Teller machines(ATM)/Recyclers/Cash Deposit Machine(CDM).

Agency will provide and SBI will avail the Caretaker Services selected for various ATM sites as may be advised by SBI in writing from time to time.

1. DEFINITIONS

As used in this Appendix, the following terms will have the following meanings. Capitalized terms not defined in this Appendix will have the meaning assigned in the Agreement elsewhere.

ATM Site means the room (where one or more ATMs/CDMs/CDs/Cash Recyclers/ SSK etc are functioning) identified and advised by LHO to agency from time to time for providing Caretaker Services.

It is clarified that the room(s) situated in one location irrespective of number of ATMs operating (one or more)in the location will be treated as one ATM site.

Branch means branch (es) of SBI.

Caretaker means the employee of Caretaker Agency providing Caretaker Services at ATM Site.

Caretaker Agency means the contractor engaged to provide the Caretaker Services to SBI pursuant to this Appendix

Caretaker Services means the services to be provided by Caretaker Agency at the ATM Site.

Customer means the customer of SBI / person using the SBI ATM

LHO means Local Head Office (s) of SBI, Bangalore Circle having jurisdiction over the respective ATM site

2. SCOPE

2.1 Agency to provide Caretaker Services to SBI where Caretakers shall be based at the ATM Sites advised by the LHO. Agency shall be responsible for managing the Caretaker Service and ensuring the presence and performance of duties of the Caretaker at the ATM sites. 2.2 The Caretaker shall:

a. Be available at the ATM Site for 24 X 7 X 365 in appropriate shifts or in shifts as advised by the Bank to ensure proper housekeeping of the site;

b. Be in uniform with proper authorization/identification badges/ identity card of

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the Caretaker Agency. Agency will give prior notification to the concerned Branch

Manager of the Branch or its authorized official about the Caretaker posted at a

particular ATM site;

c. The Caretaker should have minimum education qualification of 10th Standard Pass and should be in position to write and read English language. d. The Caretaker should be dressed in uniform with proper identity.

e. Caretaker should have completed 25 years of age and less than 45 years of age .

f. The caretaker shall manage customers‘ queue.

g. The caretaker shall prevent use of the premises by squatters, hawkers or undesirable characters and stray dogs etc.

h. Maintain discreet internal surveillance of the ATM Site;

i. Ensure cleanliness of glass surfaces and proper cleaning of the ATM and ATM

Site ( inside and outside) and other cleansing incidental to appropriate set up by

persons engaged for the purpose;

j. Assist Customers in operating the ATM. However, the caretaker shall not operate the ATM in any manner whatsoever on Customer‘s behalf;

k. Escalate problems of any kind (e.g malfunctioning/breakdown of ATM lighting,

AC, UPS, access door), and other incidental difficulties, if any, to concerned vendor

and the concerned SBI Branch Manager. The Caretaker will maintain a suitable

register (access register) for entering details of such reports made including persons

called etc;

l. Promptly call police station, fire services, etc., in case of emergencies;

m. Arrange to empty garbage bins and arrange for disposal of garbage and waste materials;

n. Guide customers to Cheque Drop Box and indicate availability of brouchers / leaflets etc of SBI, kept on the site,

o. Receive complaints/ requests/ suggestions, in writing, from the customers and

provide them with acknowledgement thereof. Complaints/ requests/ suggestions

received during a day will be collected by the Branch Official on next day and to the

channel managers in case of off-site ATMs on next day.

p. Where necessary, switch off/on the genset and refill the fuel provided and arranged by SBI

q. Allow access, in addition to the customers, to the officials from SBI, Agency engineers

or authorized persons of the vendors including FSS, HCL COMNET, Datacraft and

Reliance or any other person duly authorized by SBI only on verification of their

identity/authority. Caretaker will maintain an access register for such entries where

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the particulars like name of the organization, time, purpose and signature or thumb

impression, as the case may be, have to be recorded;

r. Guide the customer to the nearest SBI ATM site in case of failure of service by the ATM;

s. Deal with the customer politely. He should be polite and courteous while answering

the queries of the customers and otherwise dealing with them or any visitor. The

caretaker shall exercise restraint and avoid being provoked.

t. Have the contact numbers of the local designated officials of the Caretaker Agency;

u. Caretaker should take care of the Kiosk ensuring that the site is clean, electrical

fittings and signage are working and switched off when not required, racks are filled

with brochures/pamphlets when provided at site. The Caretaker should ensure

suitable temperature of AC cooling.

v. Caretaker should notify appropriate agency as and when required to clean site,

replace fittings, etc. or advise Management Centre or Bank‘s designated official. If at

any time the ATM is out of service, caretaker should immediately notify the

representative of the vendor/Management Centre and/or the Branch/Channel

Manager concerned.

w. In the event of emergency or irregular situation, Caretaker shall escalate to

respective Agency, SBI and Management centre of Agency. Agency will be

responsible to initiate necessary steps to redress any irregular and/or emergency

situation;

x. It is clarified that the Caretaker shall not be armed or shall not carry any firearms either on his person or keep the same at ATM Site.

2.3 As a part of the management and supervision of Caretaker Services, the obligations of Agency are detailed as under:

a The Caretaker Services will be requisitioned for ATM Sites by the LHO SBI Bangalore

b Caretaker Agency should have in place a policy for engaging caretakers including thorough background check like police verification, antecedents etc.

c SBI will communicate in writing the list of sites for which the Caretaker Services will

be requisitioned and the dates for commencement of Caretaker Services to Caretaker Agency from time to time;

d Caretaker Agency will ensure that there is no violation of any statute and all the laws, rules and regulations will be strictly followed/implemented in regard to deployment of Caretakers for such services. SBI may, at his own cost, obtain independent audit report in respect of the statutory compliances by the Caretaker Agency.

e Caretaker Agency will be responsible for the services provided to SBI regardless of

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which entity is providing the Caretaker Services;

f Caretaker Agency will examine the access register maintained at ATM Site by the Caretaker at periodic intervals and inform SBI about discrepancy noticed by them. The designated official of Caretaker Agency will have to sign the said register in token of his examining the same;

g Caretaker Agency will have overall responsibility to ensure that the Caretaker Service is rendered by the Caretaker Agency efficiently and initiate corrective steps of its own where ever necessary. Caretaker Agency will respond promptly to any complaint made by the officials of SBI from AO/LHO/Branch in regard to dereliction of duties/default in performance by the Caretaker.

h The service provider agency shall be responsible for compliance of all applicable labour laws, rules, regulations and ordinances applicable in respect of its employees and subcontractors including without limitation Contract Labour (Regulation and Abolition) Act, Child labour (Prohibition and Regulation) Act, Minimum wages Act, Provident Fund laws, Workmen‘s Compensation Act, the Private Security Guards (Regulation of Employment and Welfare) act, and legislations for the safety and working hours of its personnel and shall establish and maintain all proper records.

i. CTA shall be responsible for making payments of wages and other benefits to caretakers employed by them as per the Central Minimum wages Act notified by Ministry of Labour, Government of India . Any legal case/expenses/penalty arising out of violation of minimum wages act are at the cost of CTA only and Bank is not responsible for the same. Financial/legal implications devolved against the Bank due to violation of minimum wages act by CTA will be recovered from the CTA from the amount payable to CTA/ by invoking the performance guarantee submitted by CTA while awarding the contract. j. Caretaker Agency shall be responsible for providing uniform to all the caretakers employed at SBI ATM sites

k. Caretaker Agency shall be responsible for providing cleaning material required for keeping the ATM site clean and neat. 3. SBI‘S RESPONSIBILITIES

3.1 SBI will provide the Caretaker with a chair.

3.2 SBI will ensure that the Caretaker has access to a hotline/telephone in the ATM Site, wherever the same is available on site. In case of non availability of telephone at the ATM Site and the Branch premises during the shift, Caretakers shall be permitted to inform any incident of importance nature to Agency Management Centre from the nearby source of communication to the toll free telephone number of Agency. The Caretaker shall not be marked as absent from duty for such duration as mutually agreed. However Caretaker shall take necessary steps for reporting the incident/problem at the ATM Site mentioning the reasons, persons contacted and duration of absence in the register maintained at the ATM Site. The caretaker be provided with prepaid cell phone by the agency for all off site locations.

3.3 SBI will ensure that the payment to agency is made within 10 (ten) days of submission of invoices after deduction of any penalty, if any.

3.4 In case of conflict arising with respect to the Caretaker operation or performance, SBI

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will provide minimum one resource person in LHO to discuss and resolve the same. In no conditions will SBI hold the entire payment if some case of performance of the Caretaker at some of the ATM Sites is found to be not in accordance with this Appendix. Under such situations, the payment should be released on pro-rata basis in accordance with the payment terms specified in this Appendix. 4 Employees of Caretaker Agency

4.1 The Caretaker(s) engaged by Caretaker Agency shall be the employees of Caretaker Agency, as the case may be, and in no event the said Caretaker(s) shall be deemed to be the employee of SBI. SBI is not responsible/ liable to the said Caretaker(s) and payment of salary, (as per Minimum Wages act) allowances any other amount shall be the responsibility of Caretaker Agency. Caretaker Agency shall ensure that all the requisite payment including salary, provident fund/ gratuity and pension, if any, will be paid by Caretaker Agency and no liability of any kind whatsoever towards the said Caretaker shall devolve upon SBI. Caretaker Agency hereby indemnifies SBI and agrees to keep SBI indemnified against all losses, damages, expenses and claims which SBI may suffer/incur or which may be against SBI in respect of the said Caretaker Agency. 5. Others 5.1 The Service provider shall indemnify SBI to the full extent (including the legal cost and reimbursement of Attorney‘s fees and incidental expenses thereto) in the event of any non compliance of any law, notification, orders etc and for any claim from any statutory authority arising out of non compliance of the aforesaid or otherwise in relation to the Services or any claim, right, demands etc raised by any employees/ sub contractors of the Service provider. Without prejudice to any other rights of SBI to recover the indemnity amount from the Service Provider, SBI shall be entitled to deduct/ensure the deduction of the indemnity amount or part thereof from the charges payable to the Service Provider under the payment arrangement mentioned in Schedule. 5.2 The successful bidder shall furnish within 10 days of the receipt of acceptance of offer by SBI, a performance guarantee for an amount equivalent to Rs. 10,000/- per ATM site for ATM sites entrusted to such Bidder from any Scheduled Commercial Bank other than Cooperative banks, SBI and associate Banks of SBI 5.3 he Bank shall be entitled to adjust the dues out of monthly bills or Performance guarantee deposit towards loss or damage caused by the agency or its staff in case of any theft, breakage, pilferage of any items, fixtures, equipment etc., or any other liability of the agency. 5.4 The Agency shall also permit the Bank to hold or deduct the amount from the bills/security deposit/performance guarantee, for non performance or part performance/ sub standard performance or failure to discharge obligations under this contract. The same shall be incorporated in the agreement. 5.5 The Agency shall obtain at his/its own cost, any license or permission of any sort whatsoever (viz labour license from Assistant Labour Commissioner and register with Employees‘ State Insurance Corporation and Office of the Regional Provident Fund Commissioner, etc that may be required under various Acts of the Central/State Government Authorities, for carrying out the said activity in the premises of the Bank and such Registrations and License as may be deemed necessary for engagement of contract workers for such purpose. 5.6 The Agency shall comply with the provisions of all Labour Laws, which are applicable to ‗the Contractor‘ or his employees and shall be solely responsible for liabilities arising out of such compliance, non-compliance or implementation or non-implementation therof. The

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Agency will furnish proof of compliance of all Labour Laws requirements including obtaining licenses, filing of monthly/quarterly and annual returns and any other statutory requirement within 15 days from the due date, and furnish calculations and proof of payments/ challans, made to all Government/Statutory Authorities under EPF, ESIC, Labour Welfare Fund Act, Payment of Bonus Act, etc. within 15 days of the statutory time limit allowed under the respective Acts and all other statutory rules as amended from time to time. 5.7 The Agency shall indemnify the Bank from and against all liabilities, claims and demands arising out of any payments or reimbursement made by the Bank to Government (Central/State, Semi-Government), statutory authority or any payment made under any statute/notification of the Government (Central/State) or statutory authority in respect of the employees of Caretaker service provider or in respect of any claims made by the Agency‘s employees against the Bank. The Caretaker service provider shall promptly reimburse State Bank of India all payments made and expenses incurred by the Bank in respect of the payments referred to above in this clause. 5.8 The Agency shall also be responsible for maintenance of proper records as required under the provisions of various Labour Laws / Statutory Acts applicable to the Agency and its employees such as attendance register, overtime register, advance register, register of deductions for damage & loss, register of fines, accident register etc. and produce them for inspection as and when demanded by the Bank or any appropriate Labour authorities. 5.9 The Agency shall make the payment to personnel engaged by it as per minimum wages notified by the Office of the Central Labour Commissioner from time to time. The Agency shall satisfy the Bank showing adequate recorded proof that the minimum wages, ESIC, contribution to provident fund as applicable are being paid to its personnel as required under various Statutory Acts notified by the Government from time to time. It shall be the duty of the company to get PF code number allotted by RPFC against which the PF subscription, deducted from the payment of the personnel engaged and equal employer‖s amount of contribution should be deposited with the respective PF authorities within 7 days of close of every month. 5.10 The Agency shall submit the list of its personnel to be deployed at the respective Bank locations, along with their personal details like name, age, date of birth, permanent address, photograph etc. The Bank has the right to advise the Agency to replace any of the personnel engaged by him who are found unsuitable; the Agency shall immediately replace such personnel. The Agency shall provide proper laminated, tamper-proof identity cards to all its personnel. 5.11 The Caretaker service Providers are expected to start Service(s) within a maximum period of 30 Days (thirty Days) from written intimation sent by/ from SBI Bank or such time as may be permitted by the Bank. In case the provider/s is not able to takeover all required services in all required locations in the stipulated period of time from the date of written. 5.12 Insurance: The service provider shall take, at its own cost, insurance policies for adequate amount against death or injury of the Service Provider‘s employees while providing the services, theft, robbery, forgery, fraud, fidelity and/or any other dishonest acts or negligence on the part of the service providers, employees or sub contractors. SBI shall not be liable or called upon to pay any amount as compensation or damages etc to any other person, including the personnel of service provider, resulting from aforesaid activity and having been called upon to pay so, service provider shall fully indemnify SBI for all such cost. 6. WARRANTIES AND LIMITATION OF LIABILITY

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6.1 Agency should warrant that it will perform its obligations under this Appendix in a professional and workmanlike manner. 6.2 It will be agreed by SBI that agency is not in the business of providing security guards and this is not a security service. The ATM and the valuables inside the ATM as well as in the ATM Site are and shall always remain SBI property. The Caretakers, Caretaker Agency shall not be held responsible for any physical injury to SBI‘s Customers or any loss either to the ATM (including cash stored in the ATM) or to the ATM Site and any items in the ATM Site for any reason whatsoever including but not limited to robbery, fire, flood, or other external cause, unless the same is caused by negligence and/or willful act/default of the employees of the caretaker agency(s). However, the Caretaker will take all reasonable steps, which are required from a man of common prudence, to protect SBI‘s property. 6.3 In no event shall Agency or the Caretaker stationed at the ATM Site be responsible or liable for SBI‘s customers‘ assets like vehicles, laptops, cellular phones, pagers, digital diaries, repair kits etc. 7. TERMINATION

This Appendix may be terminated as set forth below:

7.1 By either party upon a default by the other party in the performance of any of its material obligations under this Appendix if it not cured within 15 (fifteen) days after written notice by the non defaulting party. 7.2 SBI may terminate the Caretaker Services at a particular ATM Site by giving 30 days written notice to Agency.

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ANNEXURE - 6 COMMERCIAL BID/ INDICATIVE BID The Bid quoted must be firm and final and shall not be subject to any modifications, on any account whatsoever. The price quoted towards Administration Fee should hold good for the period of the entire contract. i.e. it will remain fixed for the period of contract. The Bid quote must be as per the Format given below. Bid quote in any other form will be rejected.

ADMINISTRATION FEE FOR PROVIDING CARETAKER SERVICES ON ROUND THE CLOCK BASIS ( PER ATM SITE PER MONTH)

Amount ( In Rs.)

Bidders have to quote in the Commercial Bid/ Indicative Bid only the “Administartion Fees”. Administration fee may include Cost of uniform, accessories etc./ Cost of cleaning materials, stationary, registers etc./ Cost of Mobile phone and SIM / Cost towards rounders, supervisors & their travelling ecpenses etc./ Cost towards maintaining office, other establishment etc. and any other charges for providing the Caretaker Services. Bank reserves the right to ask for break up of expenses considered in the Administration Fee. “Administration Fee” does not include the amount of minimum wages payable to Caretakers under the Minimum Wages Act, 1948 & the statutory payments. The total amount payable by the Bank to the CTA for the Caretaker Service ( CTS) will be Administration Fee and an amount equivalent to minimum wages payable to Caretakers under Minimum Wages Act, 1948 plus statutory payments. The quoted rate will be for “per ATM site per month” only. The prices mentioned above should be inclusive of all taxes, levies, etc., except Service Tax, wherever applicable. Service Tax, wherever applicable, will be paid by the Bank on actual basis. The Bidders are advised not to indicate any discount. Any discount/ rebate shall be factored in and included in the calculations before quoting the final bid. Normally servicesof Caretakers will be required round the clock at ATM locations, however the Bank may reduce / fix number of Caretaker shifts, say 1 or 2 shifts at any ATM Site. For these ATM Sites, the Bank will pay pro-rata “Administration Fee.” as per number of actual Caretaker shift(s). The CTA is required to provide services accordingly. In some areas, our ATMs are restricted to certain hours of functiong only. In such cases too, Administration Fee. Will be paid proportionately.

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ANNEXURE - 7

OFFER COVERING LETTER

The Dy. General Manager Anytime Channels Department State Bank of India, Local Head Office, #65, St. Marks Road BANGALORE - 560001

Dear Sir,

Request for Proposal (RFP) for Caretaker Services (CTS)

We have examined the RFP and we offer to extend Caretaker Services for 1300 (One thousand Three hundred) ATM sites (approx) in the State of Karnataka as per the terms, conditions and technical specifications spelt out, and in accordance with the schedule of prices indicated in the commercial bid and made part of this offer.

2. While submitting this bid, we certify that:

Prices in its bid have been arrived at, without agreement with any other bidder of this RFP for the purpose of restricting competition.

The prices in the bid have not been disclosed and will not be disclosed to any other bidder of this RFP.

We have not induced nor attempted to induce any other bidder to submit or not submit a bid for restricting competition.

We have not added/deleted/modified the contents/text of the document or any part of the bid document and if bank observes any modification/alteration/addition/deletion is made, bank has right to reject the bid with out assigning any reason.

3. We agree to abide by this offer till 180 days from the last date stipulated by the Bank for submission of bid, and our offer shall remain binding upon us and may be accepted by the bank any time before the expiry of that period.

4. Until a formal contract is prepared and executed, this offer, together with the Bank‘s written acceptance thereof and the Bank‘s notification of award shall constitute a binding contract between us.

5. We certify that the information/data/particulars furnished in our RFP are factually correct. We also accept that in the event of any information/data/particulars proving to be incorrect, Bank will have the right to disqualify us from the bid.

6. We undertake to comply with the terms and conditions of the RFP. We understand that the Bank may reject any or all of the offers without assigning any reason whatsoever.

Yours faithfully,

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Authorised Signatory (Name and Designation)

For and on behalf of _______________________

Note : A copy of the Board Resolution authorizing the signatory to represent the Company to be enclosed.

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ANNEXURE - 8

REPORTS ON CARETAKER SERVICES (TO FORM PART OF THE MONTHLY INVOICE)

With a view to monitoring and constantly improving the Caretaker Services and also for computation of Penalties, the vendor will provide a ― Monthly Visit/ Feedback Report as per the format placed herein below as Annexure- 8 (A) relating to observations on the parameters mentioned in the Report, during visits conducted by the Bank's Channel Manager/ Branch Manager/ any authorised representative of the Bank. Credibility and integrity of the reports is absolutely vital for performance measurements, and the Bank reserves the right to make surprise checks by officials other than the Channel Manager/ any authorised representative of the Bank and demand back up records in support of the reports.

ANNEXURE – 8A

ATM ID & Location...../ Link Branch & Br. Code..../ RBO & Region.... / Name & code of the Caretakers as in agency ID....

Sr. No.

Particulars Whether complied (Yes or No)

If no, please provide remarks

Bank Remarks

1 Caretaker remains available round the clock (24*7*365) or for shifts for which deployed except for natures call &other emergencies. (if any caretaker found absent then date(s)/ duration may be mentioned here or on the attendance sheet)

2 Wears full uniform/ dress including identification badge/ card, shoes, cap, belt etc.

3 Ensures proper cleaning of the ATM and ATM Site (inside and outside) including glass surfaces (using good quality cleansing material provided by the Service Provider) &Arranges to empty garbage bins &disposal of garbage and waste materials accumulated within ATM room.

4 Remains polite &courteous while dealing with customers, manages customers queue (if required), stays outside when customer is using ATM.

5 Reports any problems/ malfunctioning of ATM, UPS, Lighting, Power, Electrical fittings, Solar Panel, Other equipment to Branch Manager/ Channel Manager/ CTA Supervisor.

6 Attendance register &other required register at the site is maintained properly, Supervisor visits/ inspects/ checks periodically (minimum on alternate days).

7 Caretaker is capable of assisting customers in Hindi, English

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& local language and aware of the location of next nearest SBI ATM.

8 The Caretaker designated location is outside the ATM and provide assistance/ enter into the room only when asked for or required.

9 Notice displaying important telephone nos. Police, Fire, Branch, Agency &other help line no.

10 Age of caretaker to be between 25 years to 45 years

11 Displaying out of service board (Not to be displayed)

12 Any other information/ comments/ suggestions by the Branch Manager/ Channel Manager/ Joint Custodians to improve the services

13 Caretaker found sleeping/dozing/drunked/intoxicated

Comments of the Agency/ CTA: Signature by the CTA's representative &Stamp

Comments of the BM/Channel Manager:

1. The Caretakers i) Shri .............................................. .. ii) Shri ............................................... iii) Shri ............................................&reliever Shri .................................................is

doing duty as per agreement from ............................. (Post rotation date deployed at site) and their performance are satisfactory/ unsatisfactory.

2. Any deficiency in service found/any other information : 3. Penalty to be recovered as under: Signature of BM/ Channel Manager with Name &Stamp

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ANNEXURE- 9

M.I.S. REPORTS/CERTIFICATES/UNDERTAKINGS

With a view to monitor and constantly improving the Caretaker Services, the vendor will provide various MIS as called by the Bank, like details of salary and allowance paid to the Caretakers with proof, details of provision of cleaning material/uniforms etc to Caretakers, details of the visits made by the rounder/supervisor to each site, undertaking every month certifying provision of Minimum wages act are compiled with etc.

Sr. Report Period Description

no

1. Minimum Wages act Monthly Certificate of compliance of Minimum

Wages act

2. Statement of Minimum Monthly Details of Wages/payments made to

Wages paid furnishing Caretakers

details caretaker wise (Name of the caretaker: Amount

paid : Account No : Name of the

Bank and Branch)

3. Cleansing Monthly Details of Cleansing Material

Material/Uniform provided

4. Supervision Monthly Details with dates of visits to ATM

Sites by rounder

5. PF and ESIC Monthly Receipt of deposit of PF and ESIC of

contribution the personnel (individual basis)

deployed at site

6. Certificates Monthly A Certificate signed by the principal

officer of the service provider

certifying that all the applicable

licenses, permissions, registrations,

Certificates, exemptions are valid and

subsisting that the service provider

has complied with all the applicable

laws.

In addition to this bank may ask call any other report which will be required during the course of contract period.

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Annexure-10

FORMAT FOR PRE BID QUERIES:

Sr. Query regarding Page Query Reason/Supporting No. No.of data/papers

RFP

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Annexure-11 CHECK LIST FOR BIDDER

Sr. No.

Particulars Status Bidder's Remarks

1 Tender Document Fee Rs.500/-, Bid Amount of Rs.20,000/- (Rs. Twenty Thousand only ) and Earnest Money Deposi ( EMD) of Rs. 20,00,000/- ( Rs. Twenty Lacs only ) seperately in the form of DD / Banker's Cheque in favour of State Bank of India payable at Bangalore at the time of submission of Bid in response to this RFP

Yes / No

2 Bid Submission Envelope: Technical Bid : a) All documents related to Technical evaluation as per the

details prescribed in the tender document. b) Soft copy of Bid document on CD/ DVD c) A duly signed hard copy of this RFP document ( signed on

all pages by authorized signatory of the bidder) should also be submitted along with the Technical Bid

Super scribed Envelope: “Technical Bid” Indicative Bid : To be submitted in Hard copy. Superscribed the envelop “Indicative Bid” Commercial Bid ( online) : i. will include only the offer/rates

Yes / No

3 Mandatory Eligibility documents for providing Manpower support / Caretaker Services

Yes / No

4 Declaration of Penalites imposed / pending cases against the Bidder by any authority in the last 3 years ( if any ) 1. CLRA 2. Service Tax 3. EPFO 4. ESIC 5. Income Tax Any other statutory complainces If yes, submit details...

Yes / No

5 Annexure 1 – Reference Site Details i. Details of Manpower support/ Caretaker Services at sites

offered by the CTA to its clients

Yes / No

6 Annexure 2 – Profile of Caretaker Agency Yes / No

7 Annexure 3 – Compliance to Eligibility Criteria Yes / No

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8 Annexure 4 – Technical Proposal i. Organization Profile ii. Part 1 – General iii. Part 2 – Compliance Status iv. Part 3 – Additional Data v. Part 4 – Affidavits and Undertakings

Yes / No

9 Annexure 6 – Commercial Bid to be submitted online as per Reverse Auction procedure

Yes / No

10 Annexure 7 – Offer CoveringLetter Yes / No

11 Annexure 10 – Pre Bid Query ( if any) Yes / No

Bid Evaluation Documents:

12 Certificate of Incorporation, Memorandum of Association, Article of Association and/ or Commencement of Business..

Yes / No

13 Audited Annual Reports ( along with P/L Statement and Balance Sheet ) certified by CA with CA registration No. i. FY 2015-16 ii. FY 2014-15 iii. FY 2013-14

Yes / No

14 Turnover Certificate for the last 3 financial years certified by CA with CA registration No.

Yes / No

15 Company PAN Card / TAN Yes / No

16 Shop & Establishment Certificate Karnataka Yes / No

17 ESIC registration No. and Certificate & ESIC challan ( latest) Yes / No

18 EPFO Registration No. and Certificate Yes / No

19 EPF ECR copy ( latest ) & EPF paid ECR challan copy ( latest) Yes / No

20 Service Tax Registration & Service Tax challan copy (latest) Yes / No

21 ISO 9001/14001 Certificate Yes / No

22 Contract Labour License along with the details of total number of Manpower/ Caretakers covered in a district (s)/ sate(s)

Yes / No

23 Licence from state of Karnataka under Contract Labour ( Regulation & Abolition) Act 1970

Yes / No
