REQUEST FOR PROPOSAL PAPERLESS MEETINGS MANAGEMENT SOLUTION FOR BANK OF INDIA Date 22/01/2016 Ref No. HO/IT/MEETINGS/2015-16
Index The products and services required, bidding procedures, and contract terms are prescribed in this Request for Proposal (RFP) document. The RFP document include: (a) (b) (c) (d) (e) (g) (g) PART 1 - Invitation to Bid PART 2 - Disclaimer PART 3 - Eligibility Criteria PART 4 - Scope of Work PART 5 - Terms and Conditions of Contract PART 6 - Price Bid Format PART 7 - Forms PART 1 INIVITATION TO BID 1.1 The Bank of India a Public Sector Bank (hereinafter referred to as Bank ) invites bids from Companies / Firms who have proven experience of supply and maintenance of Paperless Meetings Management Solution which enables access of the Board level Meeting Notes / Memoranda from ipad by executives and Board members of the Bank. Companies / firms responding to this RFP are referred to as the Bidder and the selected successful Bidder is referred to as Vendor in this RFP document. 1.2 Schedule of RFP submission and details for Communication Address for Communication The Deputy General Manager Information Technology Department, 8th Floor, Star House-2, C-4, G-Block, Bandra Kurla Complex, Bandra East, Mumbai 400 051. Contact Person and Contact No. Mr. Bhushan Bagwe Senior Manager Ph.No. 022-61319871 Bhushan.bagwe@bankofindia.co.in Ms. Yashodhara Khanolkar Chief Manager Ph.No. 022-61319847 Page 2 of 45
Pre bid Meeting Last date and time of receiving prebid queries Last Date and Time for Receipt of Bids at Bank of India Head office E-Mail: yashodhara.khanolkar@bankofindia.co.in Mr. Burra Butchi Babu Chief Manager E-Mail: butchibabu.burra@bankofindia.co.in 02/02/2016 at 11.00 a.m. 01/02/2016 12/02/2016 by 3.00 p.m. Bids in response to this RFP submitted later than the time and date mentioned above will not be accepted. Address: Bank of India, Information Technology Department, Head office, Star House-2, C-4, G-Block, 8th Floor, West Wing Bandra Kurla Complex, Bandra (East) Mumbai 400 051. Date and Time of Opening of Technical Bid 12/02/2016 by 3.15 p.m. 1.3 Bid Document Availability 1.3.1 The Bidding Document may be obtained from the Bank at the following address or downloaded from Bank s website www. bankofindia.com and the bid should be submitted on or before the due date and time brought out in this RFP document at the address given below: The Deputy General Manager, Bank of India, Head Office, Information Technology Department Star House-2, C-4, G-Block, Bandra Kurla Complex, Bandra (East), Mumbai-400051, Fax No. 022-61314890 Page 3 of 45
1.4 Deadline for Submission of Bids 1.4.1 Bids should be received by the Bank at the address specified, not later than the date and time specified in the Invitation to Bid PART 1 of the RFP. Any Bid received after the deadline for submission of Bids prescribed, will be rejected and returned unopened to the Bidder. 1.4.2 The Bank may, at its discretion, extend this deadline for the submission of Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. PART 2 DISCLAIMER 2.1 The information contained in this RFP document or any information provided subsequently to Bidder(s) whether verbally or in documentary form by or on behalf of the Bank, is provided to the Bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. 2.2 This RFP is neither an agreement nor an offer and is only an invitation by Bank to the interested parties for submission of bids. The purpose of this RFP is to provide the Bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. 2.3 This is not an offer by the Bank but only an invitation to bid in the selection process initiated by the Bank. No contractual obligation whatsoever shall arise from the RFP process until a formal contract is executed by the duly authorised signatory of the Bank and the Bidder. Page 4 of 45
PART 3 ELIGIBILITY CRITERIA Sl. Criteria No. 1. Bidder should be a registered company in India under Companies Act or partnership firm under Indian Partnership Act and should have been in operation for a period of at least three years as on 31/03/2015. 2. Paperless Meeting Management solution offered by Bidder should have been installed and operational in India for at least 3 organizations in BFSI sector out of which one organization should be Bank (excluding cooperative Bank) in India as on 31/12/2015. 4. Bidder should be owner of proposed Application solution of Paperless Meeting Management having IP rights for the same. 5. The Bidder should have its office within Mumbai / Navi Mumbai / Thane area for support of the proposed solution. 6. Minimum annual turnover of Bidder should not be less than Rs. 2 Crore per annum in the last two financial years that is 2013-14 and 2014-15 as per audited financial statements. Documents to be submitted Copy of the Certificate of Incorporation in case of companies and copy of Partnership Deed in case of Partnership Firms should be submitted. Supported by reference letters from Organisations in enclosed Format 7.12 Name of the person who can be referred to from Clients side, with Designation, Postal Address, Contact Phone and Fax numbers, E-Mail Ids, etc. The Bank reserves the right to inspect such installations while evaluating the Technical Bid. Proof of registration of IP or Self certification of having ownership rights of the Application in case the IP is not registered. Please provide following details :- i. Location / address of the Office. ii. Names of Organisations to whom maintenance support is being offered from these offices. iii. No. of support personnel on roll. Audited Financial statements to be submitted. Page 5 of 45
7. Bidder should have made Net Profit during the last two financial years i.e. 2013-14 and 2014-15 as per audited financial statements. 8. Bidder should not have been blacklisted by any PSU Bank / IBA/RBI during the last five years. Audited Financial statements to be submitted. Self- declaration PART 4 Scope of Work 4.1 Bank is looking for Bidders who can supply, install, commission and maintain Paperless Meeting Management Solution compatible with ios 6.o+ version for which the Bank will provide backend infrastructure consisting of Windows Server Operating System (2008 R2 or higher) and.net framework with SQL Database ( 2008 R2 or higher). 4.2 Vendor is responsible for advising appropriate sizing of Hardware infrastructure that will be provided by the Bank for optimum performance of Application. 4.3 Bank proposes to use the Application for Board level meetings such as Meetings of Board of Directors, Managing Committee of Board, Audit Committee of Board, IT Strategy Committee, etc. About 100 users should be able to login concurrently for accessing the Solution. 4.3 The Application should be accessible from any higher / upgraded version of ipad. The application should be compatible for all the present as well as future versions of ios. 4.4 Functional Specifications are given below Sr Description Response A-Available C- Customisable within 15 days of acceptance of P.O. N- Not feasible 1 Admin module Meeting Management (options available to Administrator for Page 6 of 45
following activities with the functionality as given below) i. Upload various committee details, ii. Add Committee member details iii. Prepare calendar of the meetings of various Board level committees iv. Uploading Agenda of meeting v. Upload Memoranda / Notes vi. Upload Minutes of the previous meetings vii. Sending automated e-mail notification to Users intimating upload of agenda, notes, minutes, revision in date / time and venue of the upcoming meetings viii. ix. Marking / Noting against Members having attended the meetings Assigning User access rights to members for accessing note documents and agenda, setting up of User access control definitions Note:- Admin should be able to create users with access right to the meeting folders and agenda of which the User is member. One person can be a member of more than one committee will have access to the respective committee folders. 2 Admin Module User Management (options available to Administrator for following activities with the functionality as given below) i. Create new Users ii. System generated password in predefined format while creating login credentials of new user iii. Configuration for Sending automated e- mail to Users for its login credentials upon creation and reset of password iv. Feature of forced change of password upon first login v. Profile creation of Users vi. Password reset of users vii. Modify User permissions for accessing agenda, documents Page 7 of 45
viii. Disable Users (even for a temporary period) Note: System will have only one Login ID for each member, also while creating login credentials password will be system generated in some predefined format. Every member will be able to change password after login. 3 Features available to Users i. Facility to navigate pages of Notes / Memoranda in a flip through book model ii. Calendar option for viewing meeting schedules iii. Receive login credentials through mail iv. Search through the Committee Meeting details by filtering the search criteria like date, meeting, matter (meeting scheduled, meeting over etc.) v. Facility to annotate, bookmark and mark documents vi. Facility to submit their comments against the Agenda 4 Agenda will cover many items (no max limit) and separate files (pdf) will be uploaded for every item. There should not be any limitation on the number of Notes per meeting 5 The Application should support minimum document size of 10 MB for each Note. 5 Application should be able to log Audit trail of each activity of the Admin and Users 6 Application should have feature of wiping out data, Application and Notes / Memoranda downloaded from ipad of members remotely as and when required 7 Application should be able to configure selective access of documents that is Users will have access to the notes of Meetings where he /she is a listed / configured as a member 8 Users should be able to view Agenda of meetings uploaded by Admin and should not be able to download, print, email the same. Page 8 of 45
9 Application should enable users to view notes, memoranda in off-line mode and notes created in offline mode by Users should seamlessly sync when users are back in online mode 10 Application should enable configuration of wiping off / deletion of the related notes / memoranda from ipads of Users after 7 days from the date on which the Meeting is held 11 Application should have feature of maintaining history of Agenda, Memoranda and Minutes of meeting for a period as may be required by Bank 12 Application should have feature of auto configuration for publishing notification of meeting on User ipad about 2 hours before the meeting at 15 minutes interval. Admin should be able to parameterize these time slots and duration of publishing notification of meeting 13 Auto Back up should be configured for taking back up on different drive of application and data 14 Application should have feature of hosting Annual reports including that of previous Annual Reports 15 Details of Infrastructure requirement for hosting proposed Application please refer para 4.1 above Hardware with sizing Database 4.5 Customisation a) Vendor should customize the Application as per functional specifications given above within 15 days of acceptance of Purchase Order issued by the Bank. The changes, rectifications suggested by Bank s team during UAT should be incorporated within 7 days. Vendor shall ensure that the Application is stabilized after go live. b) User Acceptance Test of the Application before go live will be performed by the Board Secretariat, the User Department as per the functional specifications given above. The Format of User Acceptance is given in Format 7.11. c) The look and feel of the Application should match with the Bank of India brand image and logo colour combination. Page 9 of 45
d) Vendor should incorporate the suggestions received from various Executives and Directors of the Bank for the period of 6 months after the go live date at no additional cost. 4.6 Bug fixing and Error Corrections The bugs and / or errors will be reported by the Bank by e-mail to the Vendor. The Vendor should fix the bugs, undertake corrections within 2 to 24 hours after reporting by the Bank during the period of contract at no additional cost to the Bank. Vendor should provide interim releases with improvements and fixes at no additional cost to the Bank during the contract period. 4.7 Application of Patches and releases a) Before go live of the application, Bank s Information security team will perform VA analysis or Static / Dynamic Security testing. Vendor should provide and apply patches for mitigation of observations of Bank s Information Security team at no additional cost to the Bank during the Contract period. b) Before go live the Vendor should provide walkthrough of complete source code to the Information security team to rule out running of any malicious piece of code. 4.8 Training Vendor should conduct following types of trainings at Bank s location: a) Admin level training to Bank s staff for performing all Admin functions as required in functional specifications at the time of acceptance of the Application and subsequently once in a year during the contract period b) Training to IT staff of the Bank for configuration of the Application on User ipads and restoration of the Application on Server at the time of acceptance of Application. c) End User training to Bank s Executives and Directors after acceptance of Application. d) Train IT staff to provide end user training. 4.8 Manual of the Application Vendor should provide manual document detailing Admin activities and Features of the package with screen shots. 4.9 Service Support Page 10 of 45
a) Updation of patches to the Application should be done during the contract period at no additional cost to the Bank. b) Restoration of the Application and fixing of bugs and necessary patches for smooth working of the Application. PART 5 TERMS AND CONDITIONS 5.1 Period of Contract 5.1.1 The Bidder should provide ipad based Application for paperless management of meetings as per the scope of work detailed in this document for contract period of 3 years. Bank will execute Agreement which will have effective date of go live of the Application. 5.1.2 Bank reserves the right to extend the contract period for two years after expiry of the three year contract period at mutually agreeable rate of Annual Technical Services for such extended period. 5.2 Termination of Contract 5.2.1 Bank reserves the right to cancel the Purchase Order at any time in the event of one or more of the following conditions: a) Delay in customisation and implementation of the Application Solution. b) Non-satisfactory functioning of the Application. c) Non satisfactory support of the Vendor during the contract period. d) Failure of the Application to be compatible for access from any newer versions of ios. e) Breaches in the terms and conditions of the RFP. 5.2.1.1 In addition to the cancellation of purchase order, the Bank reserves its right to invoke the Performance Bank Guarantee given by the Bidder 5.2.1.2 In case of breach of contract on part of the Vendor, the Bank shall serve notice of breach. The Vendor shall, within 30 days of service of such notice take adequate steps to remedy the breach, failing which the affected party may enforce performance in accordance with applicable clauses of the Agreement. 5.2.1.3 In the event of cancellation of the Purchase Order, the Bank reserves the right to offer the contract to the L2 vendor at the prices quoted by the L1 vendor, the selected Vendor whose Purchase Order is cancelled.. 5.2.2 Termination for Insolvency Page 11 of 45
The Bank may, at any time, terminate the Contract by giving written notice to the Vendor if the Vendor becomes bankrupt or otherwise insolvent. Such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Bank. 5.2.3 Termination for convenience Bank reserves the right to terminate the contract for convenience after one year Warranty period as per this RFP by giving 60 days notice. The proportionate applicable ATS charges will be paid to the Vendor in the event of such Termination for convenience. 5.3 Bid document availability The Bidding Document may be obtained from the Bank as under or downloaded from Bank s Website http://www.bankofindia.co.in under Tender section and the bid should be submitted on or before the due date and time brought out in the bidding document at the office of Bank Of India, Information Technology Department, Head office, Star House II, C-4, G-Block, 8 th Floor, Bandra Kurla Complex, Bandra (East) Mumbai 400 051. 5.4 Cost of Bidding 5.4.1 A non refundable bid amount of Rs. 25,000/- to be paid by means of a demand draft / pay order favouring "Bank of India Paperless Meetings RFP payable in Mumbai being cost of Bid document. The amount will not be refunded to any prospective Bidder under any circumstances including cancellation of RFP or procurement process at any stage. If bid is downloaded from website, the cost of the bid may be paid in a separate envelope while submitting the Bid. Bids are liable to be rejected if the Bid Amount demand draft / pay order is not received. 5.4.2 The Bidder shall bear all costs associated with the preparation and submission of its Bid and the Bank will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the Bidding process. 5.5 Language of Bid The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the Bank and supporting documents and printed literature shall be written in English. 5.6 Bidders should note that all the information required by the Bank in this RFP needs to be provided. Incomplete information may lead to non-selection. Page 12 of 45
5.7 Clarification of Bidding Document Bidders requiring any clarification pertaining to the RFP Document may seek the same from the Bank in writing at the address mentioned in or by e-mail as indicated in Invitation to Bid on or before 01/02/2016 upto 05.00 p.m. E-mail is considered as one of the valid mode of communication. 5.8 Amendment of RFP / Bidding Document 5.8.1 At any time prior to the deadline for submission of Bids, the Bank, for any reason, whether, at its own initiative or in response to clarification requested by prospective Bidders, may modify the Bidding Document, by issuing Corrigendum. 5.8.2 Corrigendum will refer to the original clause contained in the RFP against which modification and / or deletion will be mentioned. In case of insertion of Additional clause, the same will be specified in the Corrigendum. 5.8.3 Bank will not reply to each and / or all Bidders for their queries separately. The necessary additions / deletions / modifications to the RFP clauses if deemed fit will be issued by way of Corrigendum to the RFP. 5.8.4 It is clarified that those clauses pertaining to which queries raised, amendments / clarifications sought, relaxations requested by the Bidders (either by way of pre-bid queries or queries raised subsequently) which are not covered / contained in the Corrigendum are the clauses that will remain unchanged. 5.8.5 Corrigendum / corrigenda will be put up on the Bank s Website along with the RFP document and will be part of this RFP document and binding on all Bidders. 5.8.6 In order to allow prospective Bidders reasonable time in which to take the amendment / modifications contained in the Corrigendum into account in preparing their Bids or for any other reason, the Bank, at its discretion, may extend the deadline for a reasonable period as decided by the Bank for the submission of Bids. 5.9 Bid Prices 5.9.1 Bidder should quote price in Price Bid Format given in PART 6 of the RFP document. 5.9.2 The price quoted should be inclusive of cost of all deliverables and services as stipulated in Scope of Work as per PART 4 of the RFP adhering to Terms and Conditions of the Contract in terms of PART5 of the RFP but exclusive of all applicable Taxes. Page 13 of 45
5.9.3 Price quoted as per Part 6 shall be valid for the entire Contract Period of 3 years comprising of one year of Warranty and two years of support for maintenance. The Contract will have effective date as date of go live of the Application. 5.9.4 Prices quoted by the Bidder shall be fixed during Contract period and shall not be subject to variation on any account. A Bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected. 5.10 Bid Currencies Bids are to be quoted in Indian Rupees only. 5.11 Bid Security / Earnest Money Deposit 5.11.1 The Bid Security amount is Rs.2,00,000/- (Rs. Two lakh only). 5.11.2 The Bidder shall furnish, as part of its Bid, a Bid security amounting to Rs. Two lakh as per Format 7.7 5.11.3 The Bid security is required to protect the Bank against the risk of Bidder s conduct, which would warrant the security s forfeiture. 5.11.4 The Bid security shall be denominated in Indian Rupees and shall be in one of the following forms: a) a Bank guarantee issued by a Public Sector / Private Sector Bank in India (Other than Bank Of India), acceptable to the Bank, as per Format 7.7 provided in the Bid, valid for forty-five (45) days beyond the validity of the Bid. OR b) a Banker s Cheque / Demand Draft, issued by a Scheduled Commercial Bank in India, drawn in favour of Bank of India payable at Mumbai. 5.11.5 Any Bid not secured, as above, will be rejected by the Bank, as nonresponsive. 5.11.6 Unsuccessful Bidders Bid security will be discharged or returned as promptly as possible but not later than sixty (60) days after the expiration of the period of Bid validity. 5.11.7 The successful Bidder s Bid security will be discharged upon the Bidder signing the Contract Form and furnishing the Performance Security. 5.11.8 The Bid security may be forfeited: Page 14 of 45
a) if a Bidder withdraws its Bid during the period of Bid validity. or b) if a Bidder makes any statement or encloses any document which turns out to be false/incorrect at any time prior to signing of Contract; or c) in the case of a successful Bidder, if the Bidder fails; (i) (ii) (iii) to sign the Contract Form or to furnish Performance Security Or Execute the Agreement 5.12 Period of Validity of Bids 5.12.1 Bids shall remain valid for 180 days from the date of opening of the Bid. A Bid valid for a shorter period may be rejected by the Bank as non-responsive. 5.12.2 In exceptional circumstances, the Bank may seek the Bidders consent for extension of the period of validity. The request and the responses thereto shall be made in writing. The Bid security provided shall also be suitably extended. Bidder may refuse the request without forfeiting its Bid security. 5.13 SUBMISSION OF BIDS 5.13.1 Bid Submission The Bidder shall submit both (Technical Bid and Price Bid) envelopes simultaneously contained in one outer envelope to the Bank at address Bank Of India, Information Technology Department, Head office, Star House, C-4, G-Block, 8 th Floor, Bandra Kurla Complex, Bandra (East) Mumbai 400 051. Bids are liable to be rejected if only one (i.e. Technical Proposal or Price Proposal) is received. 5.13.2 The Bidders shall seal one envelope of Technical Bid and One envelope of Price Bid and the two envelopes (one Technical Bid & one Price Bid) of each bidder shall be enclosed and sealed in one outer envelope. The Bidder should additionally submit soft copies of the Bid document in the form of CD separately. 5.13.3 The inner and outer envelopes shall bear the Project Name as under: Bank of India - RFP For Paperless Meeting Management Solution Dated: 22/01/2016 Page 15 of 45
The Technical and Price Bids a) Technical Bid : Bank of India - RFP For Paperless Meeting Management Solution Technical Bid Dated: 22/01/2016 b) The Price Bid envelope will bear the Project name as under Bank of India RFP For Paperless Meeting Management Solution Price Bid Dated: 22/01/2016 5.13.4 If the outer envelope is not sealed and marked, the Bank will assume no responsibility for the Bid s misplacement or premature opening. 5.13.5 The Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the Bidder to the Contract. The person or persons signing the Bids shall initial all pages of the Bids, except for un-amended printed literature. 5.13.6 Any inter-lineation, erasures or overwriting shall be valid only if they are initialled by the person signing the Bids. The Bank reserves the right to reject bids not conforming to above. 5.13.7 Bidders who fulfil all qualifications mentioned in Part 3 of Eligibility Criteria of this RFP are eligible to participate in this tender process. 5.14 Documents Comprising the Bid 5.14.1 Technical Proposal Envelope should contain following documents : a. Offer Letter Format 7.1 b. Conformity to Eligibility Criteria Format 7.2 c. Functional specifications Response Format 7.4 d. Audited Financial statements for the year 2012-13 e. Audited Financial statements for the year 2013-14 f. Audited Financial statements for the year 2014-15 g. Bidder Organisation details Format 7.3 h. Undertaking for Scope of work and acceptance of Terms and conditions of contract Format 7.5 i. Letter from Reference Bank Format 7.12 j. Guarantee for Bid Security Deposit of Rs. 2 Lakh Format 7.7 k. DD/Payorder of Rs. 25,000/- being cost of Bid document t. All the supporting documents, reference letters as required for evaluating the responsiveness to the RFP requirement. u. Any other documents for the information required as per the terms Page 16 of 45
of RFP. 5.14.2 Any Technical Proposal not containing any of the above will be rejected. The Technical Proposal should not contain any price information, such proposal will be rejected. 5.14.3 Document comprising Price Bid Envelope a) The Commercial / Price Bid as per PART 6 should be furnished in the Bidding documents duly signed by the Bidder and completed. b) Price bids containing any deviations, variation or additional clauses will be summarily rejected. 5.15 Bidders should submit the non-refundable bid amount of Rs. 25,000/- by means of a demand draft/pay order favouring Bank of India RFP for Paperless Meetings Solution payable in Mumbai, in a separate envelope with Technical Bid. Bids are liable to be rejected if the same is not received. 5.16 Bidders are expected to examine all instructions, formats, terms and conditions specifications in the RFP Document. Failure to furnish all information as required in the RFP will be at the Bidder s risk and may result in the rejection of the Bid. 5.17 Deadline for Submission of Bids 5.17.1 Bids should be received by the Bank at the address specified, no later than the date & time specified in the PART I Invitation to Bid. 5.17.2 The Bank may, at its discretion, extend this deadline for the submission of Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 5.18 Late Bids Any Bid received through whichever mode of delivery after the deadline for submission of Bids prescribed in PART I Invitation to Bid will be rejected and returned unopened to the Bidder. Bank will not be responsible for postal / courier delay or delay caused by any other reason for submission of Bids. 5.19 Modification and Withdrawal of Bids 5.19.1 The Bidder may modify or withdraw its Bid after the Bid s submission, provided that written notice of the modification, including substitution or withdrawal of the Bids, is received by the Bank, prior to the deadline prescribed for submission of Bids. 5.19.2 No Bid may be modified after the deadline for submission of Bids. Page 17 of 45
5.19.3 No Bid may be withdrawn in the interval between the deadline for submission of Bids and the expiration of the period of Bid validity. Withdrawal of a Bid during this interval may result in forfeiture of its Bid security. 5.20 Opening of Technical Bids by the Bank 5.20.1 The Technical Bids will be opened in the presence of representative of Bidders. 5.20.2 The Bidders names, Bid modifications or withdrawals and the presence or absence of requisite Bid Security and such other details as the Bank at its discretion may consider appropriate, will be announced at the time of Technical Bid opening. No bid shall be rejected at the time of Technical bid opening, except for late bids, which shall be returned unopened to the Bidder. 5.20.3 Bids (and modifications sent) that are not opened at Bid Opening shall not be considered for evaluation, irrespective of the circumstances. Withdrawn bids will be returned unopened to the Bidders. 5.21 Conformity to Eligibility Criteria 5.21.1 The Bank will scrutinise the Bids to determine whether they are complete as to the submission of required formats, documents, reference letters. The documents have been properly signed, and the Bids are generally in order. 5.21.2 Bank may, at its discretion, waive any minor infirmity, non-conformity, or irregularity in a Bid, which does not constitute a material deviation. 5.21.3 The Bank will examine whether the Bid and the Bidder is eligible in terms of Eligibility Criteria contained in Part 3 of the RFP. 5.22 Demonstration of the Application proposed Bidders should demonstrate walkthrough of the Solution proposed. Bidders will be called to give demonstration of features of the Application proposed which will be taken into account for technical evaluation of the Bids. Bidders will be advised date and time of demo of the Application proposed after opening of Technical Bids. Only those Bidders who are eligible as per the Eligibility Criteria will be required to give demo / walkthrough of the features of the proposed Application. 5.23 Technical Evaluation 5.23.1 The technical bids will be evaluated inter alia on the basis of key criteria of ability of the proposed Application to meet functional requirements outlined in this document. Bank will evaluate the bids on the response to functional Page 18 of 45
specifications and Application solution features demonstrated during walkthrough. Bank may also interact with the banks whose reference letters are submitted by the Bidder. 5.23.2 The Bank s determination of a Bid s responsiveness will be based on the contents of the Bid. The Bank will determine responsiveness of each Bid to the RFP document. For purposes of these Clauses, a responsive Bid is one, which conforms to all the criteria and terms and conditions of the RFP without noncompliance, deviations or reservations to any criteria, terms and conditions. 5.23.3 During evaluation of the Bids, the Bank, at its discretion, may ask the Bidder for clarification of its Bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the Bid shall be sought, offered or permitted. 5.24 Opening of Price Bids 5.24.1 Price bids submitted by only those Bidders who are eligible in terms of the Eligibility Criteria and whose bids are evaluated by the Bank as responsive during Technical evaluation process will be opened. 5.24.2 The Bidders shortlisted / evaluated for opening of the Price Bids will be informed of the date / time / Venue of opening of price bids. 5.24.3 The Price Bids will be opened in presence of the representative of the eligible bidders. 5.24.4 After opening of price bids the prices will be declared to the tender opening committee and representative of bidders present. 5.24.5 The Bank will evaluate the Price Bids with respect to any deviations to the terms and conditions. If there are any mathematical errors in calculation of Total Cost of Ownership, those will be corrected for arriving at Total Cost of Ownership for evaluation. If there is a discrepancy between words and figures, the correct amount worked out at point 6.1 for Total Cost of Ownership will prevail. 5.24.6 The Price quoted by responsive bidders will be compared to arrive at the lowest (L1) Price quoted. All the Price bids after their evaluation on the parameters mentioned in Part 6 of this RFP would be arranged in ascending order and the L1 Bidder would be identified as one whose bid has been evaluated to be the lowest. 5.25 Contacting the Bank 5.25.1 Any effort by a Bidder to influence the Bank in its decisions on Bid evaluation, Page 19 of 45
Bid comparison or contract award may result in the rejection of the Bidder s Bid. 5.26 Award of Contract Criteria 5.26.1 Bank will award the contract by issuing Purchase Order to the lowest responsive Bidder that is whose Bid is evaluated as responsive to the stipulations contained in the RFP for qualifying to submit the Bid and perform the Contract and has quoted the lowest price. 5.26.2 In the event of inability of the successful L1 bidder for accepting the Purchase Order within 7 working days of receipt of the same, the Bank will offer the contract to L2 bidder at the price quoted by the L1 bidder. 5.26.3 In the event of inability of the L2 bidder for accepting the Purchase Order within 7 working days of receipt of the same, the Bank will offer the contract to L3 bidder at the price quoted by the L1 bidder 5.27 Bank s right To Accept Any Bid and to reject any or All Bids. 5.27.1 The Bank reserves the right to accept or reject any Bid /offer received in part or in full, and to cancel the Bidding process and reject all Bids at any time prior to award of contract, without thereby incurring any liability to the affected or Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Bank s action. 5.27.2 Bank reserves the right to cancel the entire Bidding / procurement process at any stage without assigning any reason whatsoever. 5.28 Placement of Purchase Order 5.28.1 After identification of L1 Bidder, Bank will follow the internal procedure for necessary approvals and thereafter proceed with placement of Purchase Order (PO) to the selected bidder. 5.28.2 Such successful bidder is required to accept the PO within 7 days of the receiving the PO letter. 5.28.3 Upon acceptance of the PO by such selected bidder, the Bank will promptly notify each unsuccessful Bidder while discharging their Bid security. 5.29 Signing of Contract 5.29.1 Upon acceptance of the PO, the selected bidder should within 15 days shall sign the Contract Form as per Format 7.10. 5.29.2 Signing of the Contract Form along with RFP will constitute formation of the Contract till the Agreement is executed between the Bank and the Vendor. The Agreement will include all the clauses of RFP and the standard clauses. Page 20 of 45
5.29.3 Failure of the successful Bidder to sign the contract form and/ or execute the Agreement shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid security. 5.30 Performance Security 5.30.1 The Performance Security shall be denominated in Indian Rupees and shall be by way of Bank Guarantee issued by a Public / Private Sector Bank in India (Other than Bank of India), acceptable to the Bank in the Format 7.8. 5.30.2 The Vendor shall provide on an annual basis a Performance Bank Guarantee from a reputed public sector or private sector bank of 10% of the contract value / Total Cost of Ownership within 15 days of award of contract. Performance Bank Guarantee will be annually renewable through the period of contract with a claim period of 3 (three) months. Format of Performance Bank Guarantee is as per Form 7.8 of the RFP. 5.30.3 The proceeds of the Performance Security shall be payable to the Bank as compensation for any loss resulting from the Vendor s failure to complete its obligations under the Contract. In the event of non-performance of obligations the Bank shall invoke the Performance Bank Guarantee without notice or right of demur to the Vendor apart from the other provisions of cancelling the order in terms of the RFP. 5.31 Acceptance of the Application Board Secretariat will provide acceptance of the Application. During the process of UAT, feedback of some of the executives will be obtained. Upon sign-off of the Application functionality by Board Secretariat the Application will be hosted in production environment for go live. 5.32 Warranty and Support Warranty period will be one year from the go live date of the Application. Vendor should support for maintenance of the Application in terms of the RFP for a period of two years from completion of the warranty period. 5.33 Payment terms 5.33.1 Payment for 100% of Application Software cost will be released upon completion of three months from go live date of the Application and submission of Performance Bank Guarantee. 5.33.2 Payment for 100% of Implementation Charges will be released after 6 months from go live date or upon completion Trainings as per RFP and handing over the manual document whichever is later. Page 21 of 45
5.33.3 The Annual Technical Support cost will be paid by the Bank in 4 half yearly installments in arrears for two years period after expiry of the warranty period. 5.33.4 All taxes as applicable will be born by the Bank and paid at the time of release of payments as per the terms of the RFP. 5.33.5 Payment will be released by Board secretariat, Head office, the user department. 5.34 Tax deduction at Source Wherever the laws and regulations require deduction of such taxes at the source of payment, the Bank shall effect such deductions from the payment due to the Vendor. The remittance of amounts so deducted and issuance of certificate for such deductions shall be made by the Bank as per the laws and regulations in force. 5.35 Pre-Bid Meeting The Pre-Bid Meeting will be held on 02/02/2016 at 11.00 a.m., at Bank s Head Office, IT Department at address given in the Part I Invitation to Bid of this RFP. Bidders are requested to send their queries relating to RFP to our office by e- mail (e-mail addresses given in Invitation to Bid) well in advance (latest by 01/02/2016 up to 05.00 p.m.). During the Pre-Bid meeting Bank will interact with interested Bidders and understand the queries of the Bidders. The required clarifications will be given by way of Corrigendum to RFP as mentioned in clause 5.8 above. 5.36 Publicity Any publicity by the Vendor in which the name of the Bank is to be used will be done only with the explicit written permission of the Bank. 5.37 Use of Contract Documents and Information 5.37.1 The Vendor shall not, without the Bank s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Bank in connection therewith, to any person other than a person employed by the Vendor in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance. 5.37.2 The Vendor shall not, without the Bank s prior written consent, make use of any document or information for purposes of performing the Contract. 5.37.3 Any document, other than the Contract itself, shall remain the property of the Page 22 of 45
Bank and shall be returned (in all copies) to the Bank on completion of the Vendor s performance under the Contract, if so required by the Bank. 5.38 Patent / IP Rights In the event of any claim asserted by a third party of infringement of copyright, patent, trademark, intellectual property rights, etc., arising from the use of the Application, the Vendor shall act expeditiously to extinguish such claim. If the Vendor fails to comply and the Bank is required to pay compensation to a third party resulting from such infringement, the Vendor shall be responsible for the compensation to claimant including all expenses, court costs and lawyer fees. The Bank will give notice to the Vendor of such claim, if it is made, without delay. The Vendor shall indemnify the Bank against all third party claims with respect to copyright, patents, trademark etc. 5.39 Indemnity The Vendor shall indemnify, protect and save the Bank against all claims, losses, costs, damages, expenses, action suits and other proceedings, resulting directly from infringement of any law pertaining to patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the hardware and software used by them. 5.40 Jurisdiction The contract under this RFP will be governed by laws of India. All disputes would be subject to Indian laws and jurisdiction, and settled at courts in Mumbai. 5.41 Single Point of Contact Vendor shall designate a representative who will be Single Point of with whom Bank will deal for any activity pertaining to requirements of Contact in terms of this RFP. 5.42 Non-disclosure Agreement RFP. Vendor shall execute non-disclosure Agreement as per Format 7.9 of the Page 23 of 45
PART 6 : PRICE BID Bidders should submit the Price Bid in the following format :- To, The General Manager, Bank of India, Head Office, Information Technology Department, Star House, C-5, G-Block, Bandra Kurla Complex, Bandra (East), Mumbai-400051 Dear Sir Your RFP dated 22/01/2016 for Supply installation and maintenance of Paperless Meetings Management Solution ------------------------------------------------------------------------ We refer to our offer letter dated -------- in response to your captioned RFP. 6.1 We submit our price / commercial quotation as under:- Sr. No Particulars Total cost INR A Cost of the Application Software license exclusive of all applicable taxes, duties. B Implementation charges for customization, bug fixing, installation, commissioning, training and all other services for stabilization and smooth functioning of Application exclusive of all applicable taxes, duties. C Annual Technical Support (ATS) for a period of two years applicable after Warranty period (exclusive of Service tax and / or any other applicable tax) D Total Cost of ownership (A+B+C) Total cost of ownership in words- Rupees 6.2 Prices quoted shall be in Indian Rupees and exclusive all taxes. 6.3 The above price quoted is payable for all the deliverables and services scoped under the RFP and Bank will not be liable to pay any additional charges, fees, cost during the contract period. Page 24 of 45
6.4 Cost of Application Software (100%) quoted in 6.1 A above will be paid upon completion of three months from go live date of the Application and submission of Performance Bank Guarantee. 6.5 Implementation Charges (100%) quoted in 6.1.B above will be paid after 6 months from go live date or upon completion Trainings as per RFP, handing over the manual document whichever is later. 6.6 The Annual Technical Support cost quoted in 6.1.B will be paid by the Bank in 4 half yearly installments in arrears for two years period after expiry of the warranty period. 6.7 The taxes as applicable on the cost of the Application, Implementation charges and ATS will be paid / borne by the Bank at the actuals and should be shown separately in the invoice by the Vendor. 6.8 It is the sole responsibility of the Vendor to factor all costs and consider all eventualities of reduction / escalation associated with the cost of deliverables and services Scoped under the RFP for the contract period while submitting the Bid. Bank will not pay any additional cost apart from the price quoted by the Vendor. 6.9 Bids submitted with counter condition / assumption will be rejected by the Bank. 6.10 Bank reserves the right to reject all or any of the Bids submitted without assigning reason to the Bidders. We accept and confirm the above. Dated this... day of... 2016 (Signature) (Name) (In the capacity of) Duly authorised to sign Bid for and on behalf of Page 25 of 45
PART 7 - FORMS FORMAT 7.1 OFFER LETTER (to be included in Technical Bid Envelope) To, Bank of India, Information Technology Department, 8 th Floor, Star House-2, C-4, G-Block, Bandra Kurla Complex Bandra (East), Mumbai-400 051. Date : Sir / Madam, Ref: Your RFP dated: 22/01/2016 for Supply, Installation and Maintenance of Paperless Meeting Management Solution Having examined the captioned RFP Document dated 22/01/2016 we, the undersigned, offer to Supply, install, commission and maintain the Paperless Meeting Management Solution as per Functional Specification and Scope of Work and in conformity with Terms and Conditions contained in the captioned RFP. While submitting this bid, we certify that we have not induced nor attempted to induce any other bidder to submit or not submit a bid for restricting competition and the references submitted are genuine. We agree that the cost quoted in the Price Bid will remain valid for the period of the contract. We certify that we are the owners of the Application Software having all kind of ownership and all kind of intellectual property rights of Application proposed for Paperless Meeting Management solution and no other person or entity shall have any right whatsoever. If our Bid is accepted, we will obtain the guarantee of a reputed Bank for the due performance of the Contract, for an amount of 10% of the Contract value / Total Cost of Ownership to the Bank. Page 26 of 45
Until formal contract form is executed, this Offer letter together with the Purchase Order placed on us by you and our written acceptance thereof shall constitute a binding contract between us. We undertake that, in competing for (and, if the award of Contract is made to us, in executing) the said contract, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act 1988. We understand that Bank is not bound to accept the lowest or any Bid that may be received. Dated this... day of... 2016 (Signature) (Name) (In the capacity of) Duly authorised to sign Bid for and on behalf of Page 27 of 45
FORMAT 7.2 Conformity To Eligibility Criteria and General Details of the Bidder (Please attach documentary evidence of compliance) Sl. Criteria No. 1. Bidder should be a registered company in India under Companies Act or partnership firm under Indian Partnership Act and should have been in operation for a period of at least three years as on 31/03/2015. 2. Paperless Meeting Management solution offered by Bidder should have been installed and operational in India for at least 3 organizations in BFSI sector out of which one organization should be a Bank (excluding cooperative Bank) in India. Documents to be submitted Copy of the Certificate of Incorporation in case of companies and copy of Partnership Deed in case of Partnership Firms should be submitted. Supported by reference letters from Organisations in enclosed Format 7.12 Name of the person who can be referred to from Clients side, with Designation, Postal Address, Contact Phone and Fax numbers, E-Mail Ids, etc. 4. Bidder should be owner of proposed Application solution of Paperless Meeting Management having IP rights for the same. 5. The Bidder should have its office within Mumbai / Navi Mumbai / Thane for support of the proposed solution. 6. Minimum annual turnover of Bidder should not be less than Rs. 2 Crore per annum in the last two financial years that is 2013-14 and 2014-15 as per audited financial statements. Proof of registration of IP or Self certification of having ownership rights of the Application in case the IP is not registered. Please provide following details :- i. Location / address of the Office. ii. Names of Organisations to whom maintenance support is being offered from these offices. iii. No. of support personnel on roll. Audited Financial statements to be submitted. Page 28 of 45
7. Bidder should have maintained Net Profit during the last two financial years i.e. 2013-14 and 2014-15 as per audited financial statements. 8. Bidder should not have been blacklisted by any PSU Bank / IBA/RBI during the last five years. Audited Financial statements to be submitted. Self- declaration Page 29 of 45
FORMAT 7.3 Bidder Organization Details Details filled in this form must be accompanied by sufficient documentary evidence, in order to facilitate the Bank to verify the correctness of the information. Sl.No Item 1. General Details 1.1 Name of Company 1.2 Postal Address 1.3 Telephone, mobile, Website address and Fax numbers 1.4 Constitution of the Company 1.5 Nature of activity 1.6 Details of ownership 1.7 Holding company or parent company 1.8 Key persons with contact details 1.9 Name and designation of the person authorized to make commitments to the Bank 1.10 Email Address 1.11 Date of Incorporation in India, commencement of Business & Years in the line of Business Details Enclose Copy of Certificate of Incorporation 1.12 Sales Tax/VAT Number Enclose Sales Tax / VAT registration copy 1.13 PAN Card details Enclose Company s PAN Card copy 1.14 No. of Engineers or support personnel on roll who are familiar with offering support for installation and maintenance of proposed Paperless Meeting Solution. 2. Financial Details 2.1 Annual Turnover (2012-13) Total Turnover Copy of Audited Balance Sheet/ Annual report 2.2 Annual Turnover (2013-14) Total Turnover Copy of Audited Balance Sheet/ Annual report 2.3 Annual Turnover (2014-15) Total Turnover Copy of Audited Balance Sheet/ Annual report 2.4 Net Profit for the year 2012-13 Page 30 of 45