REQUEST FOR QUOTATIONS

For Printing of Product Brochure & Persona Leaflets

Date: 25-07-2018

Invitation to Quote

This invitation of quotation is in continuation to earlier RFQ bearing reference number

IPPB/SEC-PRT/2017-18/1 dated 22nd January, 2018. Additional stationary items are required to

be printed for India Post Payments Bank. This invitation of quote is governed by terms and

conditions set out in earlier RFQ (IPPB/SEC-PRT/2017-18/1 dated 22nd January, 2018). The list

of additional items is detailed in this document. This RFQ is also limited to existing empanelled

printers of IPPB only.

Table 1: Procurement Summary Sheet

Name of the company India Post Payments Bank Limited

Procurement Reference Number IPPB/SEC-PRT/2018-19/PB & PL

Bid Processing Fee Nil

Date of issue of the procurement document

Date: 25/July/2018 Time: 5.00 PM

Last date for Receipt of queries Date: 27/July/2018 Time: 11.00 AM

Response to Queries Date: 28/July/2018 Time: 4.00 PM

Last Date and Time for Receipt of Bids Date: 02/August/2018 Time: 4.00 PM

Date and time for Financial Bid Opening Date: 03/August/2018 Time: 4.00 PM

Primary point of contact for RFQ process related queries

Name: Anmol Pansari Designation: Manager (Procurement) Email: anmol.p@ippbonline.in

Primary point of contact for queries Name: Gitanjali Sinha Designation: Senior Manager (Branding & Marketing) Email: gitanjali.s@ippbonline.in

Place of Opening of Bids India Post Payments Bank Post Office, Speed Post Center Building, Market Road New Delhi- 110001.

Address for Communication India Post Payments Bank Post Office, Speed Post Center Building, Market Road New Delhi- 110001.

The Bank reserves the right to change the time schedule mentioned above or elsewhere

mentioned in the document, which will be communicated by placing the same as corrigendum

under the Tender section on the CPP Portal www.eprocure.gov.in

The Bank reserves the right to reject any or all offers without assigning any reason.

Offers will be opened in the presence of the bidder’s representatives who choose to attend the

opening of the tender on the above-specified date, time and place.

Terms and Conditions and various formats and pro forma for submitting the tender offer are

described in the tender document.

Common terms of reference / definition

Across the document the term

1) “Bank”, “IPPB” refers to India Post Payments Bank

2) “bidder” refers to the applicants applying for this RFQ and are interested in providing

the printing services

3) “L1” refers to the empanelled bidder who has bid the lowest Financial terms

4) “Document” refers to RFQ

5) Tender / Tender offer / offer / bid / response refers to the bid submitted by the bidder in

response to this limited RFQ.

Contents

1. Introduction ................................................................................................................................ 5

2. Scope of work ............................................................................................................................ 5

3. Specifications & BOQ: ............................................................................................................. 7

4. Terms & Conditions – Responding to the RFQ with Financial Quotes: ..................... 8

5. Bidding Guidelines: .................................................................................................................. 9

5.1. Modifications and withdrawal of bid ................................................................................ 9

5.2. Clarification of details .......................................................................................................... 9

5.3. Erasures or alterations ........................................................................................................ 9

5.4. Confidentiality ........................................................................................................................ 9

6. Other Conditions: ...................................................................................................................... 9

6.1. Infrastructure .......................................................................................................................... 9

6.2. Pre-dispatch Inspection ....................................................................................................... 9

6.3. Payment terms: ...................................................................................................................... 9

6.4. Penalties .................................................................................................................................. 9

6.5. Order Cancellation .............................................................................................................. 10

7. Bid Submission Process ....................................................................................................... 10

7.1 Opening of Bids ................................................................................................................... 10

7.2 Preliminary Scrutiny ........................................................................................................... 11

Annexure 1: Undertaking Letter ...................................................................................................... 12

Annexure 2: Power of Attorney to submitted with bid documents ........................................ 13

Annexure 3: Product Brochure: ....................................................................................................... 15

Annexure 4: Persona Leaflets .......................................................................................................... 17

Invitation to Empanelled Printers of IPPB for quoting Rates for Printing & Dispatch of Product Brochure and Persona Leaflets

1. Introduction

India Post Payments Bank Limited (“IPPB”) is a company incorporated and registered under Companies Act, 2013 and a payments banking company registered under section 22 (1) of the Banking Regulation Act, 1949 duly licensed by RBI. IPPB is engaged in conducting banking and payments business providing services to retail and corporate customers. IPPB has its Registered Corporate Office at Post Office, Speed Post Centre Building, Market Road, New Delhi – 110 001. The bank intends to establish its presence on a pan-India basis by having 650 branches and 1.55 lakh access points

2. Scope of work

This Limited Tender is to invite Quotes for Financial Rates regarding printing of Product Brochure and Persona Leaflets from existing empanelled Printers of IPPB. The rate quotes from Printers are invited for below mentioned items:

a) Product Brochure b) Persona Leaflets

These are marketing collaterals required to be printed, centre-fold and put together in specificed numbers and packed for an individual IPPB Branch. Printers will provide quotes for per page printing of both the items and packagaing charges basis which L1 for total sum will be selected and finalized for placing final Orders of printing works. Each bidder has to submit rate quotes in the prescribed format for the above mentioned items. The bidder should be able to complete all the activities (Template development for printing of items (a) to (b) printing, automated-stuffing, in-house franking, dispatching etc.) in their premises within the allowed timelines.

A. While covering the basic requirements of items for printing of Product Brochure and Persona Leaflets, bidder needs to take care of below mentioned specifications and requirements as per the industry standards.

B. The vendor will share with us format for the Product Brochure and Persona Leaflets in

CDR / AI format which is editable / easy to modify format. The same need to be shared with the Payment Bank as Art Work file.

The scope of work includes the following:

a) For Product Brochure & Persona Leaflets, it would be the bidder’s responsibility to check

it for any discrepancy and completeness after the receipt of the intimation email /

communication from the bank. In case of any discrepancy or incompleteness with

respect to the format, bidder should communicate the discrepancy to the concerned

department within the Bank. Also the sample files of Product Brochure and Persona

Leaflets should be shared for the approval. The bidders must advise the model number

of the printing machine prior to undertaking the job to align with the technology system

deployed by IPPB. In case there is a change in the artwork, the bank shall provide the

updated art work to the bidder.

b) The Bidder shall be capable of converting the PDF image/ Format in required convertible

(CDR / AI) format, receive the designs from the Bank and print the same as per the

Bank’s requirements and specifications.

c) The bidder shall be required to perform the printing and delivery of Product Brochure and Persona Leaflets as per the TAT mentioned in BOQ furnished below.

d) After the printing is done, bidder shall centre-fold the Product Brochure and Persona Leaflets and pack it as per the numbers specified below. It is preferable for the bidder to have automated insertion capability so that all printed materials can be stuffed in envelope along with additional Leaflets (if any) within specified turn-around time.

e) Bidder should have franking capability so that it could frank all printed materials and

dispatch them through NBMS (National Bill Mailing Services) or Non NBMS mode as per

the requirement of the bank.

f) The bidder must be able to arrange for the dispatch of Product Brochure & Persona

Leaflets through Department of Posts directly to any one of the destinations respective

Bank Branch / Central Processing Centre at Civil Lines, Delhi / Customers address as

per Bank’s direction. The Department of Posts shall be engaged by the bidder.

g) The software used for the printing of Product Brochure and Persona Leaflets should have

multilingual facility. The bidder should print in the languages required by the Bank as

stated below:

● English

● Hindi

h) The bidder will dispatch packets of Product Brochure and Persona Leaflets (with

numbers as specified by the Bank from time to time) to the IPPB Branches/Any other

location as specified by the Bank for delivery.

i) The Delivery mode will be preferably India Post as Primary Dispatch Service provider.

j) TAT for printing of Product Brochure and Persona Leaflets:

Turn Around Time Schedule:

Items TAT for Printing & Dispatch Delivery required to

Product Brochure & Persona Leaflets

To be Printed and Dispatched within 7 days from the placement of order by the Bank. Delivered to identified Post Office for onward delivery to IPPB Branches.

IPPB Branch Address or any other location as specified by the Bank

3. Specifications & BOQ:

S. No. Item Description Product Brochure Persona Leaflets

1 Size A4 A4

2 Paper Quality 80 GSM Artpaper 80 GSM Artpaper

3 Language English and Hindi English

4 Text for printing Up to 4 colors Up to 4 colors

6 No. of Pages 1 (Back to Back) 1 (Back to Back)

7 Quantity (Numbers)

IPPB Branches-650*15=9750 Access Points-1, 55, 000*15=23, 25, 000 Total= 23, 34, 750

IPPB Branches-650*15=9750 Access Points-1, 55, 000*15=23, 25, 000 Total= 23, 34, 750

8 Print Schedule To be advised by the Bank from time to time; minimum order to be placed of 10, 000 numbers

To be advised by the Bank from time to time; minimum order to be placed of 10, 000 numbers

Packaging of Product Brochure & Persona Leaflets:

Delivery of Product Brochure and Persona Leaflets to be made to IPPB Branches. However,

Bank at its discreation may change the delivery points in future. The same will be advised to the

Printer in advance.

First Batch of 58, 900 Product Brochures & 58, 900 Persona Leaflets with numbers (branch

wise) as specified below to be printed and dispatched to the IPPB Branch address.

Delivery Point Product Brochure Persona Leaflets

IPPB Branch (Address of the Branches will be shared by the Bank)

A packet of 90 Product Brochure to be delivered to each IPPB Branch. The packet hereby means 6 small packets of 15 Product Brochure each together packed in a bigger packet/carton and delivered to the IPPB Branch.

A packet of 90 Persona Leaflets to be delivered to each IPPB Branch. The packet hereby means 6 small packets of 15 Product Inserts each together packed in a bigger packet/carton and delivered to the IPPB Branch.

For next batch onwards, Bank will specify the delivery points and the way of packaging.

However, packaging will always include smaller packets of each item packed together in

a bigger packet and then dispatched.

Printing and Dispatch of Product Brochure & Persona Leaflets to occur in phases and as per

business requirement of the Bank. Bank will intimate the Printer for work order atleast 10 days

in advance.

Instructions for printing:

a. Quantity given in the specification & BOQ above is indicative as per current business

projections.

b. All artwork need to be confirmed with bank before each printing order.

Summary of Price Quotations:

Items Estimated Quantity

#Quoted Price for Printing per Product Brochure & Persona Leaflets (A4 Back to Back)

Total Cost (Estimated Quantity * Price for Printing per Page)

Product Brochure

23, 34, 750

Persona Leaflets

23, 34, 750

Sum Total 46, 69, 500 #Inclusive of Cost of Packaging

Please note:

a) Quoted Price for Printing of Product Brochure and Persona Leaflets should

include the cost of packaging.

b) L1 bidder will be decided based on least total cost for printing of Product Brochure and

Persona Leaflets.

c) The Price Quotation shall be valid for 1 year.

d) Payment to be made basis the actual numbers of Product Brochure & Persona

Leaflets printed and dispatched.

e) Postage / Freight and GST at the rate applicable on the date of invoice, shall be extra

and paid by the Bank.

f) The quantity mentioned above is estimated and may increase or decrease as per

the business requirement.

g) Indicative Samples of Product Brochure & Persona Leaflets is enclosed.

4. Terms & Conditions – Responding to the RFQ with Financial Quotes:

For the above-mentioned specifications and requirement, Bidder has to respond with Financial Quotes through Online mode, by way of uploading on Procurement Portal for Product Brochure and Persona Leaflets both. Submission of the Bid in any other manner, will not be accepted and treated as invalid.

a) The L1 bidder will be selected on basis of on least total cost for printing of Product

Brochure & Persona Leaflets.

b) Price quoted should exclude GST and freight /DoP charges.

c) The L1 bidder shall be selected to deliver the entire purchase quantity. The Price bid

shall be valid for 12 months and printing order will be provided in phases as per the

business requirements of the Bank.

d) The L1 bidder shall be required to furnish a Performance Bank Guarantee (PBG). The

PBG will be 10% of Purchase Order value of the Bank. It should carry the validity period

of ONE year plus Claim period of Ninety days (Total period 15 months).

e) Terms and conditions of RFP issued earlier for Empanelment of Printers for Secure and

Non Secure Stationery and Account Statements will be applicable to this RFQ to the

extent relevant.

Note: Successful L1 Bidder will have to furnish the required Performance Bank

Guarantee (PBG) and sign the Master Service Agreement (MSA) as provided in

earlier RFP with relevant changes to the Scope of Work within 10 days of issuing

Award of Contract by Bank. Non-Compliance of this clause shall result in

cancellation of award of work.

5. Bidding Guidelines:

5.1. Modifications and withdrawal of bid

No response can be modified by the bidder, subsequent to the closing date and time for submission of responses.

5.2. Clarification of details

To assist in the scrutiny, evaluation and comparison of responses, IPPB may, at its discretion, ask some or all bidders for clarification of their financial details. The request for such clarifications and the response will necessarily be in writing or via email.

5.3. Erasures or alterations

The responses containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the response. Financial details must be completely filled. Correct information of the rate quoted/ offered must be provide. Filling in of the information using terms such as “OK”, “accepted”, “noted” may not be acceptable.

5.4. Confidentiality

The information given in this tender is confidential and is for use by the bidder to whom the tender has been issued. Each party, i.e. the Bank and the Bidder, shall treat the other party’s information as confidential and will take necessary steps to prevent the disclosure of the other’s confidential information to third parties. Both the parties will keep the contents of order / Agreement confidential, including the price information.

6. Other Conditions:

6.1. Infrastructure

The bidder has to maintain proper infrastructure, including printers, manpower to run the printers, maintenance and spares for the printers, consumables for the printers, manpower to seal and dispatch the stationery to prescribed locations.

6.2. Pre-dispatch Inspection

Bank shall be free to carry out inspections during printing & before delivery as and when required. The Bidder shall make all necessary arrangement for this purpose. Bank also has the right to conduct random acceptance testing of the ordered product/goods at any of the bidder’s sites to ascertain their Quantity and Quality. The Bank may at its discretion appoint an external agency for the inspection.

6.3. Payment terms:

The payment shall be made on submission of monthly invoice within 30 days of submitting

the proof of dispatch along with relevant invoice.

6.4. Penalties

The stationery has to be printed, inserted, packed and dispatched within specified

TAT as specified in table 2 of Clause 2 (l). Late dispatch of stationery due to any

reason whatsoever would attract penalty @1% of the bill amount of actual delayed

stationery per day till the actual dispatch of the stationery up to a maximum of 30%

of the bill amount of actual delayed stationery. No payment shall be made if the

stationery is delayed beyond 30 days of the data provided. In case of any inordinate

delay in the supply of services / deliverables, Bank may impose damages of higher

amount and may also invoke the PBG.

6.5. Order Cancellation

The bank reserves the right to cancel the entire / unexecuted part of a Purchase Order at any time by without assigning any reason in the event of one or more of the following conditions:

a) Unsatisfactory performance of the Bidder during implementation and operation

b) Failure to implement the order as per the requirements of the Bank c) Serious discrepancies noted in the implementation of the Order d) Breach in the terms and conditions of the Order e) The Bidder is found to be indulging in unfair practices / committing frauds f) The Bank suffers a reputation loss on account of any activity of the Bidder g) The Bidder becomes bankrupt / insolvent. In this event, termination will be

without compensation to the Bidder, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Bank

In addition to the cancellation of the purchase order, IPPB reserves the right to appropriate the damages from the PBG given by the successful bidder.

Other Terms and Conditions, Indemnity, Rules, Insurance and Dispute resolution shall be

as per Service Level Agreement to be executed by the successful Bidder with IPPB.

7. Bid Submission Process The submission needs to be made via online mode of submitting on E- Procurement Portal (eprocure.gov.in) only. No physical copy should be submitted by the bidder. Offers received only in hard copy and not online on CPP Portal would summarily be rejected. DETAILS FOR SUBMITTING THE DOCUMENTS All the pages of the proposal including annexures and documentary proofs should be numbered and signed by the authorized signatory duly. An attested copy of the Board Resolution authorising such Signatory is to be provided with the documents. The proposal should be prepared in English only in PDF format. The e-mail address and phone / fax numbers of the authorized representative of the bidder shall also be indicated on sealed envelopes. All responses would be deemed to be irrevocable proposals from the Bidder’s and may, if accepted by the Bank, form part of the final agreement between the Bank and the selected Bidder. Bidder is requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses. Unsigned responses would be treated as incomplete and are liable to be rejected.

7.1 Opening of Bids

For bids received within the prescribed closing date and time, the Bid will be opened in the presence of bidders’ representatives who choose to attend the opening of the bid on the date and time decided by the Bank as mentioned on this document; any change shall

be informed to bidders through Bank’s website / e-mail. The representatives of bidder’s present shall sign a register of attendance.

7.2 Preliminary Scrutiny

The Bank will scrutinize the responses received to determine whether they are complete and as per tender requirement, and also whether documentation as asked for and is required to evaluate the offer has been submitted, whether the documents have been properly signed etc. The Bank may, at its discretion, waive any minor non-conformities or any minor irregularity in the offer. This shall be binding on all bidders and the Bank reserves the right for such waivers.

(On Company Letter Head)

Annexure 1: Undertaking Letter

Date:

AGM Marketing, India Post Payments Bank Speed Post Center Building, Bhai Veer Singh Marg, New Delhi - 01.

Dear Sir,

1. Having examined the Scope Documents including all Annexures, the receipt of which is

hereby duly acknowledged, we, the undersigned offer to supply, deliver, install and

maintain all the items mentioned in the ‘Request For Quotations’ and the other schedules

of requirements and services for your bank in conformity with the said Scope Documents

in accordance with the schedule of Prices as will be indicated in the Purchase Order

issued from time to time.

2. If contract is allotted to us, we undertake to abide by all terms and conditions of this

Scope and additional conditions as may be placed by the Bank and also to comply with

the delivery schedule as mentioned in the Scope Document for all orders received by us.

3. We undertake that in competing for and if the award is made to us, in executing the

subject agreement, we will strictly observe the laws against fraud and corruption in force

in India namely ‘Prevention of Corruption Act, 1988’ and other applicable statutes.

4. We certify that we have provided all the information requested by the bank in the format

requested for. We further confirm that we have signed and stamped each page of the

proposal response including accompanying annexures.

5. We also understand that the bank has the exclusive right to reject this offer in case the

bank is of the opinion that the required information is not provided or is provided in a

different format.

Date:

Authorized Signatory

(Name: Contact Person, Phone No., Fax, E-mail)

Annexure 2: Power of Attorney to submitted with bid documents

(To be submitted on a INR 100/- Non Judicial Stamp Paper only)

Know all men by these presents, we…………………………………………….. (name of the firm

and address of the registered office) do hereby irrevocably constitute, nominate, appoint and

authorize Mr / Ms (name), …………………… son / daughter / wife of ………………………………

and presently residing at …………………., who is presently employed with us (the “Bidder”) and

holding the position of ……………………………. , as our true and lawful attorney (hereinafter

referred to as the “Attorney”) to do in our name and on our behalf, all such acts, deeds and things

as are necessary or required in connection with or incidental to submission of our application for

pre-qualification and submission of our bid for the ***** Project proposed or being developed by

the ***** (the “Authority”) including but not limited to signing and submission of all applications,

bids and other documents and writings, participate in pre-applications and other conferences

and providing information / responses to the Authority, representing us in all matters before the

Authority, signing and execution of all contracts and undertakings consequent to acceptance of

our bid, and generally dealing with the Authority in all matters in connection with or relating to or

arising out of our bid for the said Project and / or upon award thereof to us and / or till the entering

into of the agreement with the Authority.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and

things done or caused to be done by our said Attorney pursuant to and in exercise of the powers

conferred by this Power of Attorney and that all acts, deeds and things done by our said Attorney

in exercise of the powers hereby conferred shall and shall always be deemed to have been done

by us.

IN WITNESS WHEREOF WE, …………………………., THE ABOVE-NAMED PRINCIPAL

HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS ……… DAY OF …………. 2….

For

Authorized Signature:

Authorized Signatory Name:

Title of Signatory:

Address:

Witnesses:

1.

2.

Accepted

Attorney’s Signature:

Attorney’s Name:

Attorney’s Title:

Address:

Notes:

1. The mode of execution of the Power of Attorney should be in accordance with the procedure,

if any, laid down by the applicable law and the charter documents of the executant(s) and

when it is so required, the same should be under common seal affixed in accordance with

the required procedure

2. Wherever required, the Applicant should submit for verification the extract of the charter

documents and documents such as a board or shareholders’ resolution / power of attorney

in favor of the person executing this Power of Attorney for the delegation of power hereunder

on behalf of the Applicant

3. For a Power of Attorney executed and issued overseas, the document will also have to be

legalized by the Indian Embassy and notarized in the jurisdiction where the Power of

Attorney is being issued.

4. However, the Power of Attorney provided by Applicants from countries that have signed The

Hague Legislation Convention 1961 are not required to be legalized by the Indian Embassy

if it carries a conforming Apostille certificate.

Annexure 3: Product Brochure:

Please note these are indicative designs. Actual artwork will be shared for printing.

Product Brochure: Hindi

Please note these are indicative designs. Actual artwork will be shared for printing.

Annexure 4: Persona Leaflets

Please note these are indicative designs. Actual artwork will be shared for printing.

Please note these are indicative designs. Actual artwork will be shared for printing.