RFP for Appointment of Service Provider for TDS Reconciliation and Related Activities

Transcription

1 Request for Proposal (RFP) Appointment of Service Provider for TDS Reconciliation and Related ) FOR IDBI BANK LIMITED Page 1 of 96

2 Table of Contents Sl. No. Description Page No. 1 Request For Proposal Eligibility Criteria for the Bidder Scope of Work Instructions to the Bidder Terms & Conditions Annexure-I- Offer Covering Letter Annexure-II- Eligibility Criteria for Bidders Annexure-III- Details of Bidder Annexure-IV- Bank Details Annexure-V- Scope of Work for TDS Reconciliation and Related 11 Annexure-VI Format for Commercial bid Annexure-VII- Template for Pre-Bid Queries Annexure-VIII- Format for Undertaking Annexure-IX- Agreement/Contract Annexure-X- Performance Security Guarantee for Performance of Contract Annexure-XI- Deed of Indemnity Annexure-XII- Non-disclosure Agreement Annexure-XIII- Format of Power of Attorney for signing of bid 20 Annexure-XIV checklist of Technical Bid (Envelope 1) Annexure-XV- Format for Unconditional Acceptance of Terms & Conditions of the RFP 96 Page 2 of 96

3 IDBI BANK LTD Central Processing Unit, Sarju House, Plot No. 90, Street No. 15, Road No. 7, Off Central Road, MIDC, Andheri (E) Mumbai TENDER NOTICE Appointment of Service Provider for TDS Reconciliation and Related for IDBI Bank Limited Tender ref: IDBI-CPU/TN/TDS-2014/03 August 25, 2014 Sealed tenders are invited for TDS Reconciliation and Related. Tenders are to be submitted before PM on September 15, For further details & format, please visit the Bank s website at Sd/ Deputy General Manager Admin Department Page 3 of 96

4 Name of the Company Document Control Sheet IDBI Bank Ltd. Bid Ref No Date of commencement of issue of tender document Application Fee of the RFP (Non Refundable)- to be downloaded from EMD (Earnest Money Deposit) Amount Pre-Bid queries to be mailed by Pre-bid meeting with Bidder on queries raised Last Date and Time for receipt of Bids (Technical & commercial) Date and Time of opening of Bids. Eligibility and technical bid evaluation will be done at a later date. IDBI-CPU/TN/TDS-2014/03 August 25, 2014 Rs.10000/- Rs.5,00,000/- August 30, :00 AM September 01, :00 PM September 15, :00 PM September 15, :00 PM Schedule for Conducting of Online Reverse Auction (ORA) Date will be intimated via after opening of Commercial bid Address for Communication, pre-bid meeting, Opening of bids Dy, General Manager Central Processing Unit, Sarju House, Plot No. 90, Street No. 15, Road No. 7, Off Central Road, MIDC, Andheri, Mumbai id:cpu.tender@idbi.co.in Page 4 of 96

5 The Bid prepared by the Service Provider, as well as all correspondence and documents relating to the Bid exchanged by the Service Provider and IDBI Bank with supporting documents and printed literature shall be in English only. Note: (i) This tender document is the property of IDBI Bank Ltd. and is not transferable. (ii) If a holiday is declared on the dates mentioned above, the bids shall be received /opened on the next working day at the same time specified above and at the same venue unless communicated otherwise. (iii) This RFP document has 96 pages. IDBI Bank Ltd. Page 5 of 96

6 Disclaimer The information contained in this Request for Proposal document ( RFP ) or information provided subsequently to Bidders or applicants whether verbally or in documentary form by or on behalf of IDBI Bank Ltd. ( IDBI Bank or "Bank"), is provided to the Bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP document is not an agreement and is neither an offer nor invitation to offer. This RFP is to invite proposals from applicants who are qualified to submit the bids (hereinafter individually and collectively referred to as Bidder or Bidders respectively). The purpose of this RFP is to provide the Bidders with information and to assist them in formulation of their proposals (Bids). This RFP does not claim to contain all the information which each Bidder may require. Each Bidder may, at its own costs without any right to claim reimbursement, conduct its own independent investigations and analysis and may like to check the accuracy, reliability and completeness of the information in this RFP and wherever felt necessary obtain independent advice. IDBI Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. IDBI Bank may in its absolute discretion, but without being under any obligation to do so and without prejudice to its rights, update, amend or supplement the information in this RFP. The information contained in the RFP document is selective and is subject to updating, expansion, revision and amendment. IDBI Bank does not undertake to provide any Bidder with access to any additional information or to update the information in the RFP document or to correct any inaccuracies, if any, therein, which may become apparent. IDBI Bank reserves the right of discretion to change, modify, add to or alter any or all of the provisions of this RFP and/or the bidding process, without assigning any reasons whatsoever. Such change will be published on the Bank's website. Any information contained in this RFP document will be Page 6 of 96

7 superseded by any later written information on the same subject made available by IDBI Bank at its website. Information provided in this RFP is on a wide range of matters, some of which may depend upon interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. IDBI Bank does not own any responsibility for the accuracy or otherwise for any interpretation or opinion on law expressed herein. Further, IDBI Bank also does not accept liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP. IDBI Bank in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. IDBI Bank reserves the right to reject any or all the expression of interest/proposals received in response to this RFP document at any stage without assigning any reason whatsoever. The decision of IDBI Bank shall be final, conclusive and binding on all the parties. IDBI Bank reserves the right to reject any or all the expression of interest /proposals /Bids received in response to this RFP at any stage without assigning any reason whatsoever and without being liable for any loss/injury that Bidder might suffer due to such reason. The decision of IDBI Bank shall be final, conclusive and binding on all the Bidders/parties directly or indirectly connected with the bidding process. Page 7 of 96

8 1.1 Background SECTION - I Request For Proposal IDBI Bank is a company incorporated and registered under Companies Act, 1956 (1 of 1956) and a Company within the meaning of Section 2 (20) of the Companies Act, 2013 and a Banking company under section 5 (c) of the Banking Regulation Act, 1949 (10 of 1949). IDBI Bank is also a Scheduled Bank as notified by the Reserve Bank of India under the Reserve Bank of India Act, RBI has categorised IDBI Bank under a new sub group other public sector Bank. IDBI Bank is engaged in banking business IDBI Bank currently has a branch network of around 1475 branches and is fast expanding its branch network further. TDS reconciliation and related activities are centralized IDBI Bank intends to hire a service provider having proven expertise & competence in the field of TDS reconciliation and related activities IDBI Bank currently has 9 Lakhs (approx.) TDS customers including the one which submits relevant exemption certificates/declaration. It may be noted that this is only an indicative number and may vary in view of expanding network and or business focus periodically IDBI Bank, therefore, invites Bids from service providers having proven expertise & competence in the field to provide end-to-end services of TDS reconciliation, remittance, query resolutions, liaison with Income Tax Department and related activities as mentioned in the Scope of Work under outsourced model All costs and expenses (whether in terms of time or money) incurred by the Bidder in any way associated with or incidental to the preparation and submission of responses/bids, including but not limited to attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by IDBI Bank, will be borne entirely and exclusively by the Bidder. IDBI Bank shall in no case be held responsible or liable for such costs, regardless of the conduct or outcome of the bid process including but not limited to cancellation/abandonment/annulment of the bidding process. Page 8 of 96

9 1.1.7 The RFP application fee shall be submitted separately for each Bid and shall not be transferred or assigned. If the same is done, Bid shall liable to be summarily rejected by IDBI Bank. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder The Bidder is expected to examine all instructions, forms, terms and specifications contained in the RFP. Bid shall be deemed to have been made by the Bidder after careful study and examination of this RFP with full understanding of its implications. Each Bidder should, at its own costs without any right to claim reimbursement, conduct its own investigations, analysis and should check the accuracy, reliability and completeness of the information in this RFP and wherever felt necessary obtain independent advice. The Bid should be precise, complete and in the prescribed format, as per the requirement of this RFP. Failure to furnish all information required by this RFP or non-submission of a Bid in accordance with this RFP in each and every respect will be at the Bidder s risk and may result in rejection of the Bid for which IDBI Bank shall not be held liable or responsible. Any decision taken by IDBI Bank as to completeness of the Bid or rejection of any/all Bid(s) shall be final, conclusive and binding upon the Bidder(s) and shall not be question/challenged by the Bidder(s) The RFP document is intended solely for the information of the party to whom it is issued. Each recipient of the RFP (prospective Bidder) may notify IDBI Bank of any error, fault, omission, or discrepancy found in this RFP document as prebid query on or before the last date of submission of pre-bid query Prospective Bidder, if required, may seek any clarification in relation to this RFP in writing or by way of an to cpu.tender@idbi.co.in. IDBI Bank will hold pre-bid meeting on September 1, 2014, 3.00 PM as indicated in the Document control Sheet for addressing queries / clarification about this RFP, The queries / clarification from the prospective Bidder must be received by the Bank in the above before AM on August 30, The Queries / clarification received after the defined date will not be entertained IDBI Bank reserves the sole right to amend/modify the RFP and/or to include any addendum to this RFP. The addendum, if any, shall be hosted on Bank s website only. The Bidders shall not claim as a right for requiring IDBI Bank to do the aforesaid At any time before the deadline for submission of Bids, IDBI Bank may, for any reason whatsoever, whether at its own initiative or in response to a clarification requested by prospective Bidders, modify this RFP and all such modifications Page 9 of 96

10 shall be final, conclusive and binding on all the prospective Bidders and shall not be questioned/ challenged by the Bidder(s) The amendments/addendum made to this RFP shall be brought to the notice of all/made accessible to all prospective Bidders and all such amendments shall be binding on them. If required, in order to allow prospective Bidders reasonable time to take into account, the amendment/addendum, in preparing their Bids, IDBI Bank at its sole discretion reserves the right (but shall not be bound) to extend the deadline for the submission of Bids. However, no request from the Bidder, shall be binding on IDBI Bank for the same. The decision of IDBI Bank shall be final, conclusive and binding on all the Bidder(s) and shall not be questioned/ challenged by the Bidder(s) Notwithstanding the above, IDBI Bank in its sole discretion, may amend /modify the RFP after the deadline for submission of Bids and in such an event IDBI Bank shall extend the deadline so fixed for submission of Bids. However, no request from the Bidder, shall be binding on IDBI Bank for the same. The decision of IDBI Bank shall be final, conclusive and binding on all the Bidder(s) and shall not be questioned/ challenged by the Bidder(s) The RFP document is not recommendation, offer or invitation to enter into a contract, agreement or any other arrangement, in respect of the Services to be rendered/ Scope of Work to be performed herein. The provision of the Services is subject to observance of selection process and appropriate documentation being agreed between the Bank and Successful Bidder(s) as identified by IDBI Bank, after completion of the selection process as detailed in this RFP. The RFP may be downloaded from IDBI Bank s official website and the prescribed amount towards the application fee of bid should be paid (by Demand Draft/ Pay Order from any scheduled commercial bank in favour of IDBI Bank Limited, payable at Mumbai), along with the Bid response/documents. Bids without the payment of amount towards the application fee of this RFP shall be summarily rejected. The application fee of this RFP is non-refundable. For avoidance of doubts, it is clarified that the amount so paid towards the fee of RFP is not earnest money/security deposit and shall not be adjusted against any amounts paid/payable by the Bidder. Page 10 of 96

11 SECTION - II Eligibility Criteria for the Bidder The Bidder submitting the Bid should be individual / firm / company in India and should have a minimum turnover of Rs. 50 Lakhs with net profit for each of the previous 3 financial years as per the audited financial statement i.e. FY , , The Bidder should be individual / firm / company with minimum five years of existence and must be engaged with commercial banks / FI / NBFC for minimum three years in the field of TDS related activities as per detailed scope of work stated in RFP. The Bidder should submit the documentary evidence of the same as part of its Bid. 2.2 The Bidder should be managing minimum 2 Lakhs TDS customers (where TDS is applicable) and other exemptions and PAN related activities per annum. In this regard, the Bidder shall provide a self certification on its letterhead at the time of submission of Bid. 2.3 The Bidder should be able to provide services as specified in scope of work given in this RFP, from Bank s premises. 2.4 The Bidder should have a business continuity plan in place. 2.5 The Bidder should not be blacklisted by any Govt. /Govt. Agency /Bank(s)/Financial Institutions in India or overseas in the last three years. In this regard, the Bidder shall provide a self certification on its letterhead at the time of submission of Bid. 2.6 The Bidder should have proper licenses from Labour authority, under the Labour Law and other required licenses and documents to carry out this activity.. In this regard, the Bidder shall provide a self certification on its letterhead alongwith copy of Certificate/Licenses issued by requisite Labour Authorities. 2.7 Bidder should comply with all applicable Union, State and local laws, ordinance, regulations in performing its obligations including the procurement of licenses, permissions, certificates, etc. payment of taxes, if required. In this regard, the Bidder shall provide a self certification on its letterhead alongwith certified copies of said documents at the time of submission of Bid. Page 11 of 96

12 2.8 The Bidder should have trained /experienced personnel and manpower to carry out this activity. Sub-contracting/outsourcing/consortium of any work is not allowed. The Bidder must comply with all above-mentioned criteria. Non-compliance of any of the criteria will entail rejection of the Bid summarily. Photocopies of relevant documents/certificates should be submitted as proof in support of the claims made. IDBI Bank reserves the right to verify/evaluate the claims made by the Bidder independently. Any decision of IDBI Bank in this regard shall be final, conclusive and binding upon the Bidder. Note: All documentary evidences/certificates confirming compliance criteria should be part of Technical bid Page 12 of 96

13 3. Scope of work SECTION III SCOPE OF WORK 3.1 The detailed scope of work and requirements are given below. These details/ requirements have been given under separate headings/sections only for the purpose of better understanding and it is to be clearly understood that, as mentioned elsewhere in this RFP document, IDBI Bank intends to outsource TDS reconciliation, remittance and related activities at IDBI Bank s premises. All costs and expenses associated with the delivery of services as per the scope of RFP should be borne by the Bidder. The Bidder should have owned/ licensed set up for TDS reconciliation and other related activities of IDBI Bank. 3.2 The Successful Bidder should ensure that all the requirements should be available within a month from the date of signing the Contract. The nonavailability of the functionality will attract penalties, as may be decided by IDBI Bank, and may also entail termination of Contract. 3.3 The costs and expenses for installing/upgrading/operating/integrating with IDBI Bank s existing systems are to be borne by the Service Provider/ successful Bidder. 3.4 The Bidder should undertake operational activities related to TDS reconciliation and related activities, which involves any post customer / Pan related changes for both structural and un-structural format. 3.5 Turn Around Time (TAT) shall be as per Bank s / Statutory requirements. 3.6 The Successful Bidder should provide data analytical reports such as the number of forms received for processing, Forms processed/rejected with reasons thereon and successful adherence of TAT or reasons for non-adherence etc., 3.7 Successful Bidder is to do necessary customization to implement changes to meet IDBI Bank s and regulatory requirements during the currency of the Contract without any additional cost. 3.8 The Successful Bidder should provide round the clock reliable support for facilitating IDBI Bank to handle TDS matters. Page 13 of 96

14 3.9 The process should be agreed through exchange of knowledge for carrying the activities as per the scope of work and should be documented The employees (on roll and off-roll) shall not be allowed to carry mobile phones and storage devices of any kind into the floor area designated for IDBI Bank's TDS reconciliation and related activities. No Storage devices in the computers and laptops which are used for IDBI Bank s work are permitted, without IDBI Bank s prior written permission The services to be provided in terms of this RFP and/or Contract are to be performed by the Service Provider on an ongoing (continuous) basis The services to be provided in terms of this RFP cover all the branches of IDBI Bank located pan-india The agreed services are to be provided on-site from IDBI Bank s premises The Successful Bidder shall provide end to end solution with regard to TDS compliance on filing and processing of TDS returns (including correction returns) which shall mainly include following activities: a) Verification of authenticity of PAN of the customer after opening an account / updating the records. b) Timely updation of Form 15G/ 15H submitted by the customers. c) Extending TDS exemption to the customers based on Nil / lower tax deduction certificate submitted by the customers. d) Extending TDS exemption claimed by the customer under other provisions of the Income-tax Act, 1961 after ensuring correctness of the same. Update the Bank on revised requirements, if any, in this regard. e) Extending benefit of DTAA to the non-resident customers as per extant guidelines issued by CBDT. f) Refund of TDS after verifying the genuineness and legal modalities. g) Recovery of TDS in case of manual interest paid or as per requirement/obligation. h) Ensure proper deduction of tax at source and also timely remittance of TDS to the government account as per statutory requirement. Page 14 of 96

15 i) Ensure correctness of PAN of the deductees before filing of return to avoid short deduction u/s 206 AA of the Income-tax Act, 1961 on account of wrong PAN. j) Ensure timely filing of TDS returns and issue of TDS Certificates to the customers. k) Attending to operational queries raised by the customers/branches/tax Authorities on TDS from Time Deposits. l) Filing of correction returns for updation of PAN of the customers or for any other reasons as per the requirement of IDBI Bank. m) Analyzing the justification report of TDS returns processed by the TRACES and provides brief report of actionable on the same. Coordinating with TRACES, Ghaziabad on intimation u/s 200A and 154 of the Income-tax Act, 1961 and ensuring that the defaults are rectified at the earliest. To take up the matter with TRACES, Ghaziabad on the matters which cannot be rectified by filing correction returns. If required they may obtain support of IDBI Bank s official. n) Proper maintenance of records of the following: i) e-tds returns along with supporting for both original and corrections returns filed with TRACES/any other authority prescribed by the Income Tax Department. ii) Copy of form 16 A. iii) iv) Communication with branches / Income Tax Department. Form 15G/ 15H / 15CA /15CB /DTAA-TRC / Exemption certificate / etc., submitted by the customers. v) Justification report received from Income Tax Department along with analysis. vi) Any other document / information in connection with filing and processing of TDS returns and TDS related activities o) Prepare reply to the queries/communication/notices received from Income Tax Authorities in connection with TDS from time deposits. Page 15 of 96

16 p) Attending the matters before Income Tax Authorities along with Taxation Officials regarding TDS from Time Deposits. q) Co-ordination and follow up with TRACES official for any technical issues. r) Advising the Bank on the corrective measures on recurring issues arising from TDS on Time Deposits. s) Any other compliance on TDS on Time Deposits. t) Any other matters pertaining to CPU related to income tax dept. may be required to be addressed in view of changes / modifications in tax laws / regulations / other statutory requirements. u) Arranging 15CA/15CB certification under IT Act regarding payments made by CPU to visa/ master card/ any other overseas agency. Page 16 of 96

17 4.1 Submission Of Bids: SECTION - IV Instructions to the Bidder The Bid prepared by Bidder, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and IDBI Bank, shall be in English only. The Bank will follow a two stage bidding process. The Bidders shall submit their Bids in two parts i.e. technical (the Technical Bid) and commercial (the Commercial Bid), in separately sealed envelopes. The envelope of Technical Bid should also be super scribed as the BID for TDS reconciliation and related activities-technical BID. Envelope containing Commercial Bid should be super scribed as BID for TDS reconciliation and related activities-commercial BID. No indications pertaining to price or financial or commercial terms are to be made on the envelopes. 1. Both the covers i.e. Technical Bid and Commercial Bid shall be put in a single cover super scribing the words: Appointment of service provider for TDS reconciliation and related activities For IDBI Bank Limited << Name of Service Provider>> and addressed to the Deputy General Manager (Administration), Sarju House, Plot No. 90, Street No. 15, Road No. 7, Off Central Road, MIDC Andheri (E) Mumbai Tender applications should be dropped in Tender box kept for the purpose on 7 th floor of above office in person on or before the stipulated date & time as per schedule indicated in the Document Control Sheet for the purpose. Bids received by India Post/ Courier will not be accepted. Any Bid/Tenders received by IDBI Bank after the deadline for submission of Bid/tenders prescribed by IDBI Bank will be Page 17 of 96

18 summarily rejected. In the event of the specified date for the submission of Bids being declared a holiday for IDBI Bank, the Bids may be submitted up to the appointed time on the next working day, unless otherwise specified by IDBI Bank. No indications pertaining to price or financial or commercial terms shall be made on the envelopes. Any deficiency in documentation may result in the outright rejection of the Bid and IDBI Bank shall not be liable for the same in any manner whatsoever. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidders and shall not be questioned / challenged by the Bidders. IDBI Bank may, at its own discretion, extend the period for submission of Bids by amending this RFP. However, no request for extension of time from the Bidders shall be binding upon IDBI Bank. Any decision in this regard taken by IDBI Bank shall be final, conclusive and binding on the Bidders and shall not be questioned / challenged by the Bidders. The envelopes shall indicate the name and address of the Bidder to enable the Bid to be returned unopened in case it is declared "late". Any Bid received by IDBI Bank after the time prescribed by IDBI Bank for receipt of Bids, will be rejected and returned unopened to the Bidder. Any decision in this regard taken by IDBI Bank shall be final, conclusive and binding on the Bidder and shall not be questioned / challenged by the Bidders. The details thereof are as follows: ENVELOPE-I (Technical Bid) The Technical Bid should be completed and complied with in all respects and contains all information asked for, except prices. The Technical Bid should include all documents/items as specified herein. The Technical Bid should not Page 18 of 96

19 contain any price related information. It is mandatory to submit technical details in the prescribed formats, duly signed by the authorized signatory and other details duly filled in along with the following: Covering letter of Offer as per Annexure I; A demand draft / Pay order for the EMD amount in the manner specified herein; A demand draft/ pay order for the application fee of RFP in the manner specified herein Audited Balance Sheet & Profit & Loss A/c Statement for the Financial. Years , and Supporting document/copies in support of Bidder s eligibility as per eligibility criteria given in Annexure II: Details of the Bidder as per Annexure III; Bank details Annexure IV; Duly signed copy of scope of work of TDS reconciliation and related activities as per Annexure V along with acceptance status by Bidder as specified therein Undertaking as per Annexure VIII Non-Disclosure Agreement as per Annexure XII Format of Power of Attorney for signing of bid as per Annexure XIII Copy of RFP with Seal & Signature on each page Self-declaration stating that the Bidder has not been blacklisted by Govt./Govt. Agency/Bank(s)/Financial Institutions in India or overseas in the last three years duly signed by its authorized signatory. The declaration should be part of Offer letter- Annexure I. The offer letter should be printed on the letter head of the Bidder Copy of all permissions, consents, approvals and license from all authorities, both regulatory/statutory and non-regulatory, for executing the Service(s). Page 19 of 96

20 Letter permitting and authorizing IDBI Bank and its officials to visit and inspect its premises before/after opening of the Bids Any other document/information prescribed in the RFP to be submitted as part of the Bid (Annexure-XIV), ENVELOPE-II (Commercial Bid): (1 Copy) The Commercial Bid as per Annexure VI should give all relevant price information and should not contradict the Technical Bid in any manner. The quoted prices shall be after discount and inclusive of all taxes except service tax. If any tax is levied by virtue of law in force after awarding of the Contract, it will be borne by the Bidder and IDBI Bank shall not incur any liability. In case IDBI Bank is required to pay such taxes/dues for restoration of services, it shall have the right to deduct the same from the amount payable to the Service Provider/ Successful Bidder Commercial Bids in which the prices that are not quoted as mentioned herein will be summarily rejected. A Bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected forthwith. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on Bidders Final prices decided between the Successful Bidder and IDBI Bank shall remain fixed during the entire Contract period and no increase of rates will be allowed under any circumstances. However, in case of reduction of prices due to technological obsolescence/change of product model or such other similar reasons, the Bidder shall pass on the price benefit to IDBI Bank. Neverthless, it shall always be the duty of the Bidder to use the best industry practices and latest technology while performing the Services under the Contract Any deficiency in documentation may result in the outright rejection of the Bid and IDBI Bank shall not be liable for the same in any manner whatsoever. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder/tenderer Technical & Commercial Bids must be submitted at the same time, giving full particulars in separate sealed envelopes at IDBI Bank s address specified in document control sheet. The Bids have to be submitted in the form of printed document(s) only. The Bids submitted by any other means/media shall not be entertained. Page 20 of 96

21 4.2 Bid Currency RFP for Appointment of Service Provider for TDS Reconciliation and Related Bids are to be quoted in Indian Rupee [INR] only Bid Security [Earnest Money Deposit (EMD)] The Bidder shall furnish, as part of its Bid, a bid security/ earnest money deposit (EMD) as mentioned in document control sheet by way of demand draft or pay order in favour of IDBI Bank Limited payable at Mumbai. The EMD shall be furnished in Indian Rupee [INR] only. It is clarified that the bid security will not bear any interest whatsoever. Any Bid not secured by EMD as mentioned above, shall be summarily rejected forthwith by IDBI Bank, without any further correspondence, as non-responsive. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder The EMD of the Successful Bidder(s) will be returned within 90 days from date of signing of the Contract and submission of performance guarantee and other guarantee(s)/security in the form and manner satisfactory to IDBI Bank, within the stipulated time. It is clarified that no interest shall be payable by IDBI Bank on the EMD The EMD of the Unsuccessful Bidders will be discharged or returned to the Unsuccessful Bidder through NEFT/RTGS or any other mode as may be decided by IDBI Bank as promptly as possible but not later than ninety (90) from the date of opening of commercial bid/declaration of successful Bidder, whichever is later. No interest will be payable on EMD The EMD will be forfeited: a) If the Bidder withdraws its Bid during the Bid Validity Period. Or b) If the Bidder makes any statement or encloses any form which turns out to be false, incorrect and/or misleading at any time prior to signing of Contract and/or conceals or suppresses material information. Or c) If any effort is made by a Bidder to influence IDBI Bank in its decision on Bid evaluation, comparison or Contract award decisions d) In the case of the Successful Bidder, if the Successful Bidder evades/avoids/refuses/delays/fails: Page 21 of 96

22 i. To sign the Contract in the form and manner to the satisfaction of IDBI Bank. Or ii. To furnish performance security in the form and manner to the satisfaction of IDBI Bank. Notwithstanding anything contained in the RFP, any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidders and shall not be questioned/challenged by the Bidders Any decision as to compliance of the terms and conditions of this RFP document and on rejection of any tender document or any part thereof shall be at the sole discretion of IDBI Bank and shall be final, conclusive and binding on the Bidder(s). 4.3 Period of Validity of Bids Bids should be valid for 180 (one hundred eighty) days from the last date of submission (Bid Validity Period). A Bid valid for a shorter period may be rejected by Bank as non-responsive, without any correspondence. Any decision in this regard by Bank shall be final, conclusive and binding on the Bidders In exceptional circumstances, Bank may solicit the Bidders' consent to an extension of the Bid Validity Period. The request and the responses thereto shall be made in writing. The refusal of the request for extension of the Bid Validity Period shall not forfeit or affect the validity of the EMD. A Bidder granting the request will not be permitted to modify its Bid. Extension of Bid Validity Period by the Bidder should be unconditional and irrevocable. The Bid Security provided shall also be suitably extended by the Bidder The Bidder should also submit a copy of this RFP along with Corrigendum, if any, duly signed and stamped by its authorized signatory as acceptance of all terms and conditions including scope of work etc. mentioned in the RFP. The copies of the Bid shall be type written and shall be signed by a person or persons duly authorized by the Bidder to bind the Contract on the Bidder. The letter of authorization/ board resolution (certified true copy) shall accompany the Bid. The person or persons signing the Bid shall put his/her initial on all the pages of the Bid. Page 22 of 96

23 4.3.4 There may be a pre bid meeting with the Bidders on the stipulated date and time to address any queries in connection with the RFP document. It is essential that all clarifications/queries be submitted to IDBI Bank before the date specified on document control sheet and in the format given as per Annexure VII A Bidder may modify or withdraw its Bid after its submission, provided that written notice of the modification or withdrawal is received by IDBI Bank prior to the closing date and time prescribed for submission of Bids. No Bid can be modified or withdrawn by the Bidder, subsequent to the closing date and time for submission of the Bid. No Bid may be withdrawn in the interval between the deadline for submission of Bids and the expiry of Bid Validity Period. Withdrawal of a Bid during this interval may result in the Bidder s forfeiture of its EMD The Bidders shall submit their Bids strictly in accordance with the terms and conditions of this RFP document. Any Bidder, who stipulates conditions contrary to the conditions given in this RFP document, is liable for rejection forthwith. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidders Technical Bid will be opened on the stipulated date mentioned in document control sheet unless specified otherwise. The Commercial Bids of Bidders will not be opened who are technically disqualified and will not be taken up for further process and no discussions/interface will be granted to such Bidders. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidders IDBI Bank will scrutinize the Bids to determine completeness, accurateness and whether items are quoted as per the schedule etc. IDBI Bank may, at its discretion, waive any minor non-conformity or any minor irregularity in the Bid. This shall be final, conclusive and binding on all Bidders and IDBI Bank reserves the right for such waivers The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and IDBI Bank and supporting documents and printed literature shall be in English. In case any supporting document is submitted in language other than English, then certified translation copy shall also be attached The Bids containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the Bid. Page 23 of 96

24 Technical details must be completely filled up. The Bid form and the documents attached to it shall not be detached or removed one from the other and no alteration(s) or mutilation(s) (other than filling in all the blank spaces) shall be made in any of the Bid documents attached thereto. Any alterations or changes to the entries in the attached documents shall be made by a separate covering letter, in the absence of which it shall be rejected forthwith. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder IDBI Bank will not entertain any enquiries from the Bidders on the status of the Bid nor allow any price reductions post Bid opening,. No Bidder shall contact IDBI Bank on any matter relating to its Bid, from the time of Bid opening to the time the Contract is awarded. Any effort by a Bidder to influence IDBI Bank in its decision on Bid evaluation, comparison or Contract award decisions may result in the rejection of the Bidder s Bid forthwith and forfeiture of EMD. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder 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 Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Bank s action. IDBI Bank shall not be bound to give any reasons or explain the rationale for its actions/decisions to annul or abandon or cancel the bid process. IDBI Bank further reserves the right to re-issue/re-commence the Bid or circulate new RFP altogether on the subject matter or any activity or part thereof concerning thereto. 4.4 Bid Opening and Evaluation The Bank will open the Bids, in presence of the representatives of Bidders who choose to attend, at the time and date mentioned in document control sheet in this RFP document, unless otherwise specified by IDBI Bank The representatives of the Bidder, who are present at that time, shall sign and enter his/her Name along with Contact Number in the Bid opening register evidencing their attendance. In the event of the specified date of Bid opening being declared a holiday for Bank, the Bids shall be opened at the specified time and place on next working day, unless otherwise notified by the Bank. Page 24 of 96

25 4.4.3 Bids that are rejected during the Bid opening process shall not be considered for further evaluation, irrespective of the circumstances In the first stage, only the Technical Bids will be opened in presence of the Bidder(s) representatives and Bank officials and will be evaluated by an Evaluation Committee at a later date. The Bidders will be shortlisted on the basis of fulfilling the eligibility criteria and scope of work as detailed in this RFP. Thereafter, they will be subjected to technical evaluation Bidders receiving a minimum of 60% marks under technical evaluation (as per the matrix defined in clause no of the RFP) would be declared as technically qualified. However, In case there are only two or less than two Bidder with a score above 60, then only the top 3 Bidders may be considered for further evaluation The Commercial Bids of only those Bidders, which are technically qualified, will be opened by Bank s Committee, then the Bidders will be advised to take part in the Online Reverse Auction (ORA) to arrive at L1 and L2 rate Service Providers. 4.5 Technical Evaluation The Bids will be evaluated on the basis of information/documents submitted by the Bidders The Bank at its discretion may call upon the Bidders to make a presentation regarding its technical capabilities, systems and procedures employed towards execution of the Services. The presentation of proposed solution will be at Bidder s cost at Bank s premises, the address of which will be communicated prior to such presentation As a part of evaluation process of Technical Bids, the Bank may inspect the Bidder s premises. The Bank, at its sole discretion, may engage technical consultants for the purpose. 4.6 The Technical Bid should necessarily contain all Technical details and other terms and condition of RFP Bidder's proposal should conform to the contents and format of the technical bid listed out in Annexure - II in the RFP Proposals not conforming to the specifications may be rejected summarily. Any incomplete or ambiguous terms/conditions will disqualify the offer. Page 25 of 96

26 4.6.3 The Technical Bid / Scope of the Work submitted by the Bidder will be evaluated based on the terms and conditions of the RFP. Detailed technical evaluation will include, technical information submitted as per format (Annexure II) and scrutiny of bidders details (as mentioned in Annexure III), proposed service experience/ expertise demonstration of proposed solution/set up and site visits etc. The Bidder will demonstrate/substantiate all or a few of the claims made in the Technical Bid to the satisfaction of the IDBI Bank, the capability to support all the required functionalities at their cost in their office/in any other premises where the said service is in use. The Bidder should use their own tools/utilities/simulators to demonstrate the features laid in the RFP/evaluation criteria The various parameters for technical evaluation and their scores are given in the table below. Page 26 of 96

27 4.6.5 S. Particulars No 1 Experience in providing services to commercial Banks / FI / NBFC (numbers) 2 Manpower pan-india exclusively involved in the TDS reconciliation and related activities 3 Years of experience in the business in the TDS reconciliation and related activities 4 No. of TDS customers processed per annum (lakhs) 5 Site Visit/ Presentation/ Credentials / Proof of Concept Maximum Marks Total 100 Scoring Mechanism marks marks 5 and more 20 marks marks marks 26 and more 20 marks 3-5 years 10 marks >5-7 years 15 marks >7 10 years 20 marks >10 years 25 marks marks > marks > marks >10 25 marks 10 Note: Bidders who get a score of 60 and above will be eligible for being considered for the Commercial bid. The Successful Bidder shall be required to provide documentary evidence for each of the above criteria like P.O., Authorization from client, Acceptance letter, self certificates etc. In case there are only two or less then two bidders with a score above 60, then, the top 3 bidders may be considered by the Bank for further evaluation. All certifications need to be on the letter heads of the Bidders/Clients of the Bidders. Page 27 of 96

28 4.7 Opening of Commercial Bid The sealed envelopes containing the Commercial Bids containing the commercial rates shall be opened by the Bank s committee. IDBI Bank is not bound to accept the lowest or any Bid and has the right to reject any or all Bids without assigning any reason whatsoever. IDBI Bank also reserves the right to re-issue / re-commence the Bid process. Any decision in this regard by IDBI Bank shall be final, conclusive, and binding on the Bidders. 4.8 Commercial Rates The Bidders will have to submit the rates as per the commercial bid form as given at Annexure VI. The rates will have to be necessarily submitted at the time of submission of the tender. The bids without the commercial bids or incomplete Bids, will be rejected Online Reverse Auction(ORA) The ORA will be held to determine the lowest rates from the Bidder. The Bidders who technically qualify will be allowed to participate in the Online Reverse Auction (ORA). The ORA will entail the technically qualified Bidders to indicate their rates online with reference to the base rate fixed by the Bank. As per the procedure, the Bidders will need to give their quotes in a descending manner. The Bidder who will quote lowest till the end of the time limit fixed for the ORA will be declared L1 and the Bidder with the second highest quote will be declared L2. The process will be conducted by a professional body. The date and time for the ORA process will be communicated to all the Bidders who have technically qualified. At the discretion of IDBI Bank, training may also be provided for the Bidders who are new to the process. 4.9 Completeness of Bids IDBI Bank will examine the Bids to determine whether Bids are complete in all respects, whether complies to all the terms & conditions and technical specifications and for any computational errors, whether required sureties have been furnished, whether the documents have been properly signed, and whether the Bids are generally in order Rejection of non-responsive Bids Page 28 of 96

29 A Bid determined as non-responsive will be rejected forthwith by IDBI Bank and may not subsequently be made responsive by the Bidder by correction of the non-conformity. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidders and shall not be questioned/ challenged by the Bidders Clarifications of Bids To assist in the scrutiny, evaluation and comparison of Bids, IDBI Bank may, at its sole discretion, ask some or all Bidders for clarification of their Bids. The request for such clarifications and the response will necessarily be in writing and no change in the price or substance of the Bid shall be sought, offered or permitted. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder(s). The clarification of Bids need to be submitted as per the format to be given by the Bank Waivers IDBI Bank may temporarily or otherwise waive any minor informality or infirmity or non-conformity or irregularity in a Bid, which at the sole discretion of IDBI Bank, does not constitute a material deviation Rectifications of Errors IDBI Bank reserves the right to adjust arithmetical or other errors in a Bid, in the manner in which IDBI Bank considers appropriate or deem fit. Any adjustments so made by IDBI Bank shall be stated to the Bidder, if IDBI Bank makes an offer to accept its Bid. The final decision as to any error manifest or otherwise shall be at the sole discretion of IDBI Bank and be final, conclusive and binding on the Bidder Evaluation and comparison of Bids Preliminary check The RFP document will not be construed as any contract or arrangement which may result from the issue of this RFP document or any investigation or review carried out by any Bidder. The Bidder acknowledges by submitting their response to this RFP document that it has not relied on any information, representation, or warranty given in this RFP document The Bids will be examined by the IDBI Bank to determine whether they are complete in all respects. A Bid determined as not substantially responsive will Page 29 of 96

30 be rejected. The IDBI Bank may, at its discretion waive any minor nonconformity or irregularity in a Bid which does not constitute a material deviation After preliminary examinations and / or opening of the Technical Bids, some or all of the Bidders may be asked for additional clarification/documents/ presentation /demo of the solution/services offered by them The proposals will be evaluated in two stages. In the first stage, i.e. Technical Evaluation of the Bidders will be done. In the second stage, the commercials bids will be open Each Bidder acknowledges and accepts that IDBI Bank may, in its absolute discretion, apply whatever criteria it deems appropriate in the selection of Successful Bidder not limited to those selection criteria set out in this RFP document and each Bidder shall not question or challenge the action taken by IDBI Bank Final Evaluation Bidding through the ORA for technically qualified bidders will be for the activities as per the scope of work mentioned in the RFP During the contract period, if there are delays/deficiencies in the deliverables like quality, service(s) / adherence to TAT etc. by the L1 service provider, Bank reserves the right to cancel the Contract with the L1 service provider and for future may engage with L2 service provider. Nevertheless, Bank, at is sole discretion, reserves the right to terminate the Contract with any service provider/ Bidder without being liable to the service provider/ bidder in any manner whatsoever. Notwithstanding what is stated hereinabove, Bank further reserves the right to split the scope of work among different service providers in the ratio as may be agreed by the Bank. The allocation of work among the selected Bidders (s) would be done as per the total activity to be carried out in the ratio as may be agreed by the Bank. The Bank s decision in this regard shall be final, conclusive and binding on Bidder Bank reserves the right to negotiate the price with the finally successful Bidder before awarding the Contract IDBI Bank's decision in respect to evaluation methodology will be final and binding and no claims whatsoever in this respect will be entertained. Page 30 of 96