RFP for Selection of the Consultant for review of the existing Information Technology Outsourcing Arrangement

Transcription

1 of the current Information Technology IDBI Bank Limited. 22 July2014 1

2 TABLE OF CONTENTS SL # CONTENT PAGE # 1 Table of Contents 2 2 Document Control Sheet & Disclaimer 4 3 Section - I Background 6 4 Guidelines for Bidders 6 5 Eligible Criteria 7 8 General Instructions 8 9 Section - II Procedure for Submission of Bids Clarification of Bid Document / Language of Bids / Bid Prices Firm Prices / Bidder Qualification Period of Validity of Bids / Format & Signing of Bid Modification & Withdrawal of Bids Address for Correspondence / Opening of Bid Preliminary Examination / Post Qualification Bid Evaluation Criteria Financial Bidding Process Acceptance of Bids / Signing of Contract / Performance Security Section III - Definitions Intellectual Property Rights and Patent Rights Payment against Bank Guarantee Liquidated Damages 33 2

3 24 Termination for Convenience / Dispute Resolution Address for Notices Bidder s Integrity Bidder s Obligations Contract Prices / Information Security Term and Extension of the Contract Termination/ Consequences of Termination Penalty / Insurance Section IV Scope of Work Section V - Technical Bid Form Financial Bid Form Non Disclosure Agreement Price Schedule Format Contract Form Performance Security Form Acceptance Certificate Unconditional Acceptance of Term & Condition of the RFP Section VI - Fulfillment of Eligibility Criteria 72 3

4 Document Control Sheet Name of the Company RFP Reference No Date of issue Last date for submission of Pre Bid Queries Pre Bid Query meeting Last Date and Time for Receipt of Bids Schedule for Opening of Technical Bids Schedule for Opening of Commercial Bid Place of Opening of Bids Address for Communication IDBI Bank Limited IDBI/PCell/RFP/14-15/08 22nd July, th July, th July, th August, pm 13th August, pm Date & Time will be intimated to the shortlisted bidders IDBI Intech Ltd. Plot No.39-41, Sector-11, CBD Belapur, Navi Mumbai As given above Note: 1. This tender document is the property of IDBI Bank& is not transferable. 2. This bid document has 75 pages. 4

5 Disclaimer The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of IDBI Bank Limited ( Bank ), is provided to the bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP document is not an agreement and is not an offer by Bank. This RFP is to invite proposals from the applicants who are qualified to submit the bids ( bidders ). The purpose of this RFP is to provide the bidder(s) with information to assist them in formulation of their bids. This RFP does not claim to contain all the information each bidder may require. Each bidder may conduct its own independent investigations and analysis and is free to check the accuracy, reliability and completeness of the information in this RFP. Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. The information contained in the RFP document is selective and is subject to updation, expansion, revision and amendment. It does not purport to contain all the information that a Bidder may require. Bank does not undertake to provide any Bidder with access to any additional information or to update the information in the RFP document or to correct any inaccuracies therein, which may become apparent. IDBI Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. IDBI Bank reserves the right of discretion to change, modify, add to or alter any or all of the provisions of this RFP and/or the bidding process, without assigning any reasons whatsoever. Such change will be intimated to all Bidders. Any information contained in this document will be superseded by any later written information on the same subject made available to all recipients by IDBI Bank. IDBI Bank reserves the right to reject any or all proposals received in response to this RFP document at any stage without assigning any reason whatsoever. 5

6 Background Section I IDBI Bank Ltd ( Bank ) is a company incorporated and registered under the Companies Act, 1956 (1 of 1956) and a banking company under section 5 (c) of the Banking Regulation Act, 1949 (10 of 1949). Bank is also a Scheduled Bank as notified by the Reserve Bank of India under the Reserve Bank of India Act, IDBI Bank is engaged in providing finance to industries and banking business. IDBI Intech Limited ( Intech )is a company incorporated under the Companies Act, 1956 (1 of 1956) and the wholly owned subsidiary of IDBI Bank is engaged in the business of providing software development, banking application support, data center services, maintenance, operations and other IT related services elaborate including technical evaluation and consultancy services. ISO 9001 certified and Data Center is ISO certified. Purpose of RFP The purpose of the present RFP is Selection of a Consultant for review of the current Information Technology (People Process and Technology). This would include but not limited to 1) Review of all Human resource process (including Optimal staffing, Mark to market pay scales, Talent retentions etc.) 2) Review of all technology delivery processes (including processes related to technology procurement, maintenance,development, delivery, change management, data centre etc) 3) Review of the enterprise technology architecture and ability of the Banks existing architecture to deliver in line with Banks expectations Detailed scope is covered under Section IV scope of work. Guidelines for Bidders Due Diligence The Bidder is expected to examine all instructions, forms, terms and specifications in this RFP and study the RFP document carefully. Bid shall be deemed to have been submitted after careful study and examination of this RFP with full understanding of its implications. The Bid should be precise, complete and in the prescribed format as per the requirement of this RFP. Failure to furnish all information required by this RFP or submission of a Bid not responsive to this RFP in each and every respect will be at the Bidder s own risk and may result in rejection of the Bid and for which IDBI Bank shall not be held responsible. 6

7 Cost of Bidding The Bidder shall bear all costs and expenses associated with the preparation and submission of its Bid and IDBI Bank shall in no case be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process including cancellation or abandonment or annulment of the bidding process. Eligibility Criteria 1. The bidder should be a Government Organization/PSU/PSE/partnership firm or a limited Company under Indian Laws with an established setup in India. 2. Annual turnover from Indian operations of the bidder should be at least Rs. 50 Crores for last 3 Financial Years viz , , The bidder should have positive net worth (from Indian Operations) in two of the last three financial years (as per last 3 years audited financials (i.e. FY , & )). 4. The Bidder should have handled end-to-end consultancy assignment comprising of IT Architecture, Data Centre, Network, IT Security Architecture & Design in at least one scheduled commercial bank in India in the last 5 years. It is to be noted that the above experience should be in a single scheduled commercial bank in India. Experience from multiple banks would not be accepted. 5. The Bidder should have either drafted / reviewed IT Policy & Procedures documents of at least one scheduled commercial bank in India. 6. The bidder should have successfully done similar Consultancy work for IT outsourcing in the BFSI/IT sector in Indiaduring last 5 years. The end client should be from the BFSI sector with an annual turnover of more than 500 Crores. 7. The Bidder should not have been put in the negative list by any Bank/ Government Organization for breach of any applicable law or violation of regulatory prescriptions or breach of agreement during the last 2 (two) years. 8. The Bidder should be able to start the activity within 1 (one) week from the date of award of the Contract and complete the project in two month s time. 9. The Bidder should have all necessary licenses, permissions, consents, no objections, approvals as required under law for carrying out its business. The Bidder should have currently valid Sales tax/vat/service Tax Registration Certificate and PAN Card. 10. Bidder should be the prime bidder and no consortium is allowed for the consultancy services to be offered. 7

8 Bid Evaluation Criteria 1. The Bidders shall submit their offers strictly in accordance with the terms and conditions of the Bid Documents. Any bid, which stipulates conditions contrary to the terms and conditions given in the Bid Documents, is liable for rejection. Any decision of IDBI Bank Ltd. in this regard shall be final, conclusive and binding on the Bidder. 2. The Financial Bid will be opened only if the Technical Bid is cleared and accepted. 3. TC1 vendor will be arrived at by considering the highest score. Methodology provided in the section on Bid evaluation. General Instructions 1. The bid consists of two parts namely, Technical Bid and Financial Bid, which are required to be submitted in two separate sealed covers marked as "Technical Bid" and "Financial Bid". Both the envelopes carrying Technical Bid and Financial Bid should then be put in a single outer cover sealed. The cover should read RFP for Selection of the Consultant for doing study of existing IT Services. 2. Bid envelope shall also indicate the name and address of the Bidder to enable the Bid to be returned unopened in case it is declared "LATE" i.e. it is not submitted by the Bidder within the period stipulated for submission of the Bids. 3. If the outer envelope is not sealed and marked as required, IDBI Bank will assume no responsibility for the Bid s misplacement or premature opening. 4. No indications pertaining to price or financial or commercial terms should be made on the envelopes. The Financial Bid will be opened only if the Technical Bid is cleared and accepted. 5. All the bids, duly addressed to Niju Mohan, IDBI Intech Limited, must be submitted in person to the bank s representative mentioned below at the following address on or before the due date specified Niju Mohan IDBI Intech Limited, Plot No.39-41, Sector-11, CBD Belapur, Navi Mumbai IDBI Bank reserves the right to accept or reject in part or full any or all the bids without assigning any reason whatsoever. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder. 8

9 7. Any condition put forth by the Bidders which are non-conforming to the Bid requirements, shall not be entertained at all and such Bid shall be rejected. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidders. 8. Decision as to any arithmetical error, manifest or otherwise in the response to Bid Document shall be decided at the sole discretion of IDBI Bank and shall be binding on the Bidder. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder. 9. IDBI Bank reserves the right to re-issue / re-commence the entire bid process in case of any anomaly, irregularity or discrepancy in regard thereof. Any decision of IDBI Bank in this regard shall be final, conclusive and binding on the Bidder. 10. Interested Bidders may obtain further information from Mr. Niju Mohan, IDBI Intech Ltd, Plot No.39-41, Sector-11, CBD Belapur, Navi Mumbai , Phone No between hrs to hrs on working days or to niju.mohan@idbiintech.com. 11. Modification to the Bid Documents, if any, will be made available as addendum on the Internet and / or ed to the prospective bidders. 12. The Bid Documents may be downloaded from our website and submitted to the above mentioned office address. 13. If a holiday is declared on any of the dates mentioned above, the bids shall be received /opened on the next working day at the same timings specified above. 14. Successful bidder would sign all the Agreements with IDBI Bank at Mumbai only. 15. Bidder will need to work in parallel along with other vendors / contractors at site to ensure timely completion within stipulated timeframe. To complete the work at the site within stipulated timeframe, Bidder consultants may have to visit the site multiple times, if required, at no extra cost. 16. Each Bidder shall submit only one proposal. 17. Proposal shall remain valid for a period of 90 (ninety) days from date of submission of Financial Bid. 18. Prices quoted should contain all costs excluding applicable taxes which would be paid on actuals. 19. The price quoted by the Bidder cannot be altered or changed due to escalation on account of any variation in taxes, levies. 9

10 20. The price quoted is to be written in words as well as figures and in case of discrepancies between prices written in words and prices written in figures, the prices written in words shall be considered to be correct. 21. All taxes, if any, applicable shall be deducted at source as per current rate while making any payment. 22. IDBI Bank will not be obliged to meet and have discussions with any bidder and/ or to entertain any representations in this regard. 23. The bids received and accepted will be evaluated by IDBI Bank to ascertain the best and lowest bid in the interest of IDBI Bank. However, IDBI Bank does not bind itself to accept the lowest or any Bid and reserves the right to reject any or all bids at any point of time prior to the order without assigning any reasons whatsoever. 24. IDBI Bank reserves the right to accept or reject any proposal and to cancel the bidding process and reject all proposals at any time prior to award of the contract. 25. Payment will be cleared within 30 (thirty) days after submission of necessary documents as mentioned in the RFP. 26. Bank holds all rights to terminate the project at any stage. Payment terms: S. No. Deliverables Percentage of payment due 1 Cost of consultancy as per the Scope of work and Deliverables defined in Section IV 100% post submission of all deliverables and acceptance of report Total 100% 10

11 Section II Procedure for Submission of Bids General: 1. One Copy of sealed Technical Bid & One Copy of the sealed Financial Bid must be submitted at the same time, giving full particulars in separate sealed envelopes. 2. All the envelopes must be super-scribed with the following information: Type of Offer (Technical or Commercial) Reference Number (IDBI RFP - IDBI/PCell/RFP/14-15/08) Due Date Name of Bidder Name of the Authorised Person 3. All Schedules, Formats and Annexure should be stamped and signed by an authorized official of the bidder s company. 4. ENVELOPE-I (Technical bid): The Technical bid should be complete in all respects and contain all information asked for, except prices. The Technical bid should not contain any price information. The TECHNICAL BID should be complete and should be submitted in the specified format only. 5. ENVELOPE-II (Financial bid): The Financial bid should give all relevant price information and should not contradict the TECHNICAL BID in any manner. The FINANCIAL Bid should be submitted in specified format only. 6. The prices quoted in the commercial bid should be without any conditions. 7. Please note that if any envelope is found to contain both technical and commercial bid, then that offer will be rejected outright. Documents to be submitted along with the Bid: 1. Technical Bid Separate Envelope 2. Unconditional Acceptance of Terms and Conditions 3. Fulfillment of Eligibility Criteria as per section of eligibility criteria 4. Certified true copy of Board Resolution towards authorizing the signatory to sign all documents in respect of RFP including the commercial bid. 5. Financial Bid Format Separate Envelope. 11

12 The above details are MANDATORY, without which the Bids are liable to be rejected 1. Before bidding, the Bidders are requested to carefully examine the Bid Documents and the terms and conditions of the contract thereof, and if there appears to be any ambiguity, gap(s) and/or discrepancy between any of the Bid Documents they should forthwith refer the matter to IDBI Bank for necessary clarifications and / or confirmation. 2. The Bidder shall complete in all respects, form(s) annexed to the Bid Documents, quote the prices, furnish the information called for therein, and sign and date each of the documents in the relevant space provided therein for the purpose. The Bidder shall initial each page of the Bid Documents. 3. The bid shall be properly signed by a person or persons duly authorized by the Bidder with signature duly attested. In the case of a body corporate, the bid shall be signed by the duly authorized officers and supported by requisite internal corporate authorisations. The bid submitted in case of a consortium shall be rejected without assigning any reason thereof. 4. The bid shall contain the full name, address, telephone no.(mobile no and landline), fax no. and ID, if any, of Bidder for facilitating communications including notices to be given to the Bidder in connection with the bid transaction. 5. The Bid forms 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. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 6. The Bidder, irrespective of his/her participation in the bidding process, shall treat the details of the documents as secret and strictly confidential. 7. IDBI Bank reserves the right to adjust arithmetical or other errors in the 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 his bid. The final decision as to any error manifest or otherwise shall be at the sole discretion of IDBI Bank and shall be final, conclusive and binding on the Bidder. 8. 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. 12

13 9. The Bidder shall submit their offers strictly in accordance with the terms and conditions of the Bid Documents. Any Bid, which stipulates conditions contrary to the terms and conditions given in the Bid Documents, shall be rejected. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 10. The Bidder cannot quote for the project in part. 11. IDBI Bank is not bound to accept the lowest or any bid and has the right to reject any bid without assigning any reason whatsoever. IDBI Bank also reserves the right to re-issue/re-commence the bid/bid process. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 12. The Bidder is expected to examine and follow all instructions, forms, terms & conditions, and scope of work in the Bid Document. Failure to furnish complete information in all respects required by the Bid Document or submission of a bid not substantially responsive to the Bid Document in every respect will be at the Bidder's risk and may result in the rejection of the Bid by IDBI Bank. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 13. The Bidder shall prepare the bid based on details provided in the Bid documents. 14. IDBI Bank reserves the sole right to itself for including any addendum to this entire bid process. The Bidders shall not claim as a right for requiring IDBI Bank to do the aforesaid. 15. Bidder has to submit detailed Project Management Plan comprising a. Approach & Methodology b. Phase-wise timelines & Milestones c. Proposed Team Structure etc Clarification of Bid Document Any prospective Bidder requiring clarification of the Bid Document may notify IDBI Bank in writing at the mailing address indicated in Section I. All queries submitted will be discussed in the Pre Bid meeting. IDBI Bank s response / changes if any (including an explanation of the query but without identifying the source of inquiry) will be posted on IDBI Bank s website. Language of Bids The Bids prepared by the Bidder and all correspondence and documents relating to the bids exchanged by the Bidder and IDBI Bank, shall be written in the English language. Bid prices: 13

14 1. The Bidder shall indicate the total Bid Prices of the services, it proposes to provide under the Contract. 2. The prices quoted should be written both in figures and words. In case of any discrepancy, the price mentioned in words will be treated as correct and will be relied upon. 3. Prices quoted should contain all costs excluding applicable taxes which would be paid on actuals. Applicable taxes would be deducted at source, if any, as per prevailing rates. 4. The prices quoted should be valid for the period of 90 (ninety) days from the date of award of the contract. 5. The bidder has to provide a rate contract man day price for the Consultant and the Sr. Consultant / Manager. These rates will be valid for a period of one year from the date of award of the contract.. Bank will be free to use the services as and when required during the period of 1 year for any other technology related study / services including preparation of RFPs if required. For TCO purposes price for 40 Mandays for the Consultant and 20 mandays for the Sr. Consultant would be added to the current project cost to arrive at the L1 price. 6. In the absence of above information a bid may be considered incomplete and summarily rejected. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 7. Bidder shall provide the Consultancy services strictly in accordance with the requirements detailed under the Scope of Work of the Bid document and it shall be the responsibility of the Bidder to fully meet all the requirements of the Bid document and to complete the Work duly operable and safe as per the best industry practice. Firm Prices Prices quoted must be firm and final and shall not be subject to any re-openers or upward modifications or adjustment, on any account whatsoever including exchange rate fluctuations etc. The Bid Prices shall be indicated in Indian Rupees (INR) only. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. Bidder Qualification 1. The "Bidder" as used in the Bid Documents shall mean the one who has signed the Bid Form. The Bidder may be either the Principal Officer or his duly Authorized Representative, in which case he/she shall submit a certificate of authority. All certificates and documents (including any clarifications sought and any subsequent correspondences) received hereby, shall, as far as possible, be furnished and signed by the Authorized Representative and the Principal Officer. 14

15 2. It is further clarified that the individual signing the Bid or other documents in connection with the bid must certify whether he/she signs as Constituted Attorney of the firm / company. 3. The Bidder shall sign the bid with the exact name of the firm to whom the contract is to be issued. The bid shall be duly signed and sealed by an executive officer of the Bidder s organization. Each bid shall be signed by a duly authorized officer. 4. The Bidder shall clearly indicate their legal constitution and the person signing the bid shall state his capacity and also source of his ability to bind the bidder. 5. The power or authorization, or any other document consisting of adequate proof of the ability of the signatory to bind the Bidder shall be annexed to the bid. IDBI Bank may reject outright any bid not supported by adequate proof of the signatory s authority. Period of Validity of Bids 1. Bids should be valid for 90 (ninety) days from the last date of submission. A bid valid for a shorter period may be rejected by IDBI Bank as non-responsive. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 2. In exceptional circumstances, IDBI Bank may solicit the Bidder's consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The validity of Bid Security provided shall also be suitably extended. A Bidder may refuse the request without forfeiting its Bid Security. A Bidder granting the request will not be permitted to modify its bid. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. Format and Signing of Bid 1. The Bidder shall submit Only One Original set of the bid. 2. The original bid shall be typed or written legibly. The original shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. 3. The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the authorised person or persons signing the bid. 4. The bid should be a complete document and should be bound as a volume. The document should be printed on one side only with page numbers and appropriately flagged and contain the list of contents with page numbers. The 15

16 deficiency in documentation may result in the rejection of the Bid. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 5. Each page should be stamped and initialed by authorized signatory. 6. The Bidders shall seal and mark the Bid accordingly. 7. If the outer cover of the bid is not sealed and marked appropriately, IDBI Bank will assume no responsibility for the bid's misplacement or premature opening. Local Conditions 1. It will be imperative on each Bidder to fully acquaint himself with the local conditions and factors, which would have any effect on the performance of the contract and / or the cost. 2. The Bidder and any of their personnel or will be granted permission by IDBI Bank to enter upon its premises and lands for the purpose of such inspection, but only upon the express condition that the Bidder, their personnel and agents/ subcontractors shall be responsible for personal injury (whether fatal or otherwise), loss of or damage to life, property and other loss damage, costs and expenses. 3. It will be imperative for each Bidder to fully inform themselves of all legal conditions and factors which may have any effect on the execution of the contract as described in the Bid Documents. IDBI Bank shall not entertain any request for clarification from the bidder regarding such local conditions. 4. It is the responsibility of the Bidder that such factors have properly been investigated and considered while submitting the bid proposals and that no claim whatsoever including those for financial adjustment to the contract awarded under the Bid Documents will be entertained by IDBI Bank and that neither any change in the time schedule of the contract nor any financial adjustments arising thereof shall be permitted by IDBI Bank on account of failure of the bidder to appraise themselves of local laws / conditions. Last Date for Receipt of Bids 1. Bids will be received by IDBI Bank on the date and at the address specified under Section I. 2. In the event of the specified date for the receipt of Bids being declared a holiday for IDBI Bank, the Bids will be received upto the appointed time on the next working day. 16

17 Late Bids Any bid received by IDBI Bank after the last date for receipt of bids prescribed by IDBI Bank, will be rejected and/or returned unopened to the Bidder. IDBI Bank shall not be responsible for any postal delay or non-receipt / non-delivery of the documents. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder.No further correspondence on this subject will be entertained by IDBI Bank. Modification and Withdrawal of Bids 1. The Bidder may modify or withdraw its bid after the bid's submission, provided that written notice of the modification or withdrawal is received by IDBI Bank prior to the last date prescribed for submission of bids. 2. The Bidder should submit its modified bid in wholesome as a replacement of its previous bid. 3. The Bidder's modification or withdrawal notice shall be prepared, sealed, marked and dispatched in accordance with the provisions of this document. 4. No bid may be modified subsequent to the last date for receipt of bids. 5. No bid may be withdrawn in the intervening period between the last date for receipt of bids and the expiry of the bid validity period specified by the Bidder in the Bid. Withdrawal of a bid during this period may result in the Bidder s forfeiture of its Bid Security. Address for Correspondence The Bidder shall designate the official mailing address, place and fax number to which all correspondence shall be sent by Bank. Opening of Bids 1. On the basis of information furnished in the Technical Bid, Bidders will be qualified and shortlisted. The bids of Bidders, who do not qualify at this stage, will not be taken up for further evaluation. 2. Only technically qualified (shortlisted) Bidders will be allowed to participate in financial bid. 3. The Bidders' names, modifications, bid withdrawals and the presence or absence of the requisite Bid Security and such other details as IDBI Bank, at its discretion, may consider appropriate or deem fit will be announced at the bid opening. 17

18 Clarifications When deemed necessary, IDBI Bank may seek clarifications on any aspect from the Bidder. However, that would not entitle the Bidder to change or cause any change in the substance of the bid submitted or price quoted.the request for clarification and the response shall be in writing. If the response to the clarification is not received within [] days from the date of such a request, IDBI Bank reserves the right to make its own reasonable assumptions at the total risk and cost of the Bidder. Preliminary Examination 1. IDBI Bank will examine the bids to determine whether they are complete, whether any computational/arithmetical errors have been made, whether required Bid Security has been furnished, whether the Bid Documents have been properly signed, and whether the bids are generally in order. 2. If the Bidder does not accept the correction of the errors, its bid will be rejected. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. If there is a discrepancy between words and figures, the amount in words will prevail. 3. A bid determined as not substantially responsive will be rejected by IDBI Bank and may not subsequently be made responsive by the Bidder by correction of the nonconformity. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 4. IDBI Bank may waive any minor informality or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such waiver, does not prejudice or affect the relative ranking of any Bidder. Contacting IDBI Bank 1. No Bidder shall contact IDBI Bank on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded. 2. Any effort by a Bidder to influence IDBI Bank's bid evaluation, bid comparison or contract award decisions may result in the rejection of the bid. Post Qualification 1. IDBI Bank will determine to its satisfaction whether the Bidder selected as having submitted the best-evaluated responsive bid is qualified to satisfactorily perform 18

19 the Contract. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. 2. This determination will take into account the Bidder's financial, technical, implementation and post-implementation capabilities and track record. It will be based upon an examination of the documentary evidence submitted by the Bidder. 3. An affirmative determination will be a prerequisite for award of the Contract to the Bidder. A negative determination will result in rejection of the bid, in which event; IDBI Bank will proceed to the next best-evaluated bid to make a similar determination of that Bidder's capabilities to perform satisfactorily. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. Bid Evaluation Criteria (BEC) 1. To meet IDBI Bank's requirements, as spelt out in the Bid Document, the selected Bidder must have the requisite experience and expertise in providing services in the field of Information and Communication Technology, the technical knowhow, and the financial wherewithal that would be required to successfully set-up the required infrastructure and provide the services sought by IDBI Bank. 2. IDBI Bank reserves the right to modify / amend the evaluation process at any time during the Bid process, without assigning any reason, whatsoever, and without any requirement of intimating the Bidders of any such change. Any time during the process of evaluation IDBI Bank may seek specific clarifications from any or all Bidders. Financial Bidding Process In this phase, Financialbids will be opened of the shortlisted Bidders who are technically qualified. The date and time would be provided to the shortlisted Bidders separately. The successful bidder will be decided based on Highest score = T1 x L1. Methodology has been provided below in the document. The overall evaluation methodology will be as follows Evaluation and comparison of Bids a) General Terms i. A screening committee constituted by IDBI Bank for the purpose of selection of the successful Bidder, would evaluate Bids. ii. The proposals will be evaluated in three stages. a. Preliminary check b. Technical Evaluation c. Commercial Evaluation 19

20 iii. iv. Each Bidder acknowledges and accepts that IDBI Bank may, in its absolute discretion, apply whatever criteria it deems appropriate in the selection of the successful bidder, not limited to those selection criteria set out in this RFP document. 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. b) Preliminary check i. The Bids will be examined by IDBI Bank to determine whether they are complete in all respects and fulfil all the eligibility criteria set out in the RFP. A bid which is found incomplete or not fulfilling any of the eligibility criteria will be summarily rejected and will not be considered for Technical Evaluation. ii. A Bid determined as not substantially responsive will be rejected. IDBI Bank may, at its discretion waive any minor non-conformity or irregularity in a Bid which does not constitute a material deviation. iii. After preliminary examinations and / or opening of the Technical Bids, some or all of the Bidders may be asked to make presentation /demo of the solution/services offered by them. c) Technical Evaluation: The Technical Bid should necessarily contain all Technical details and other terms and condition of RFP eg: i. Bidder's proposal should conform to the contents and format of the technical bid listed out in the RFP. ii. Proposals not conforming to the specifications may be rejected summarily. Any incomplete or ambiguous terms/conditions will disqualify the offer. 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, scrutiny of company profile and technical information submitted as per format, relevant past experience, proposed project management methodology, demonstration of proposed methodology etc. The Bidder may highlight the noteworthy/superior features of their services. The Bidder will demonstrate/substantiate all or a few of the claims made in the Technical Bid to the satisfaction of IDBI Bank. The Bidder should use their own tools/utilities to demonstrate the features laid in the RFP/evaluation criteria. 20

21 The various parameters for technical evaluation and are given in the table below. At the sole discretion and determination of IDBI Bank, IDBI Bank may add any other relevant criteria for evaluating the proposals received in response to this RFP Scoring Methodology The following table articulates the scoring mechanism for evaluation of the technical bids Maximum Score People Experience 20 Past experience in HR policy design / redesign, As-Is and To-Be process review & process redesign for banks in India for the HR or IT functions of Bank Score If 2 or more PSU Banks in India 20 marks If 1 PSU Banks in India 10 marks No experience NIL or If 2 or more scheduled commercial Banks in India 10 marks If 1 scheduled commercial Bank in India 5 marks No experience NIL Documentary Evidence Client Acknowledgement Letter / Purchase Contract & Self- Declaration of completion of work by the bidder Process Experience 20 21

22 Past experience in assisting & certifying IT organizations in India achieve CMMI / ISO certification Technology Experience 20 Past Experience in Consultancy services in IT Architecture, Data Centre, Network, IT Security Architecture & Design at public sector bank in India Team Experience 20 If 4 or more IT Organization in India (CMMI / ISO) 20 marks If 2 to 4 IT Organization in India 10 marks If 1 IT Organization in India or less NIL If 2 or more PSU Banks in India 20 marks If 1 PSU Banks in India 10 marks No experience NIL OR If 2 or more scheduled commercial banks in India 20 marks If 1 scheduled commercial bank in India - 10 marks No experience NIL Client Acknowledgement Letter / Purchase Contract & Self- Declaration of completion of work by the bidder Client Acknowledgement Letter / Purchase Contract & Self- Declaration of completion of work by the bidder The Project Manager should be employed in the bidder s firm as a Partner / Head of Function for a minimum period of 2 years and should have executed at 10 If 1 or more PSU Banks in India 10 marks No experience NIL OR Client Acknowledgement Letter / Purchase Contract & Self- Declaration of completion of work by the bidder 22

23 least one Core Banking Solution project in a public sector bank in India If 1 or more scheduled commercial banks in India 5 marks No experience NIL The Team Leader should be employed in the bidder s firm for minimum period of 5 years and should have been a team leader in at least one Core Banking Solution project in a public sector bank in India 10 If 1 or more PSU Banks in India 10 marks No experience NIL OR If 1 or more scheduled commercial banks in India 5 marks Client Acknowledgement Letter indicating team information No experience NIL Technical Presentation of the bidder 20 Demonstration of indepth understanding of the project requirements through the technical proposal supplemented by Presentation & interactions using case studies preferably relevant to the banking scenarios alongwith the implementation methodologies Total 100 Note : Scheduled Commercial Banks exclude Regional Rural Banks in India Bidders scoring less than 60 marks in the above technical evaluation will get rejected and will not be considered for further evaluation. The Selected Vendor is required to provide documentary evidence for each of the above criteria like P.O., Authorisation from client, Acceptance letter, self certificates etc. 23

24 d) Commercial Evaluation The evaluation of the response to this RFP will be done on a Techno-commercial Evaluation method. This evaluation will be conducted only for Bidders scoring 60 marks or above in the technical evaluation. A comprehensive Score (S) will be arrived at after considering the commercial quote and the marks obtained by the eligible bidders in technical evaluation with relative weights of 30% for commercials and 70% for technical. The Bidder with the highest score will be declared successful. However, IDBI Bank, at its sole discretion, may award the Contract to next highest scorer or any other Bidder, which shall not be questioned by any of the Bidder. Computation Methodology for arriving at successful Quote : A Score (S) will be calculated for all qualified bidders using the following formula: Commercial score (CS) = C low X 30 C Technical score (TS) = T X 0.7 Final score (S) = CS + TS C low C T - The lowest commercial bid. - Commercial quote of the bidder. - The marks obtained by the bidder as per the technical evaluation. S. N Bidder Technical Score - (T) Commercial Quote in Rs. (C) CS =(C low / C)*30 TS = T *.70 Score(S) 1. Bidder / Bidder / Bidder / Bidder /

25 In the above example, Bidder2, with the highest score becomes the successful TC1 bidder. IDBI Bank reserves the right to negotiate the price with the finally successful bidder before awarding the contract. e) IDBI Bank's decision in respect to evaluation methodology will be final and binding and no claims whatsoever in this respect will be entertained. f) IDBI Bank also reserves the right to re-issue / re-commence / cancel the Bid/Bid process. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidders IDBI Bank's Right to Accept Any Bid and to Reject Any or All Bids IDBI Bank reserves the right to accept / reject any bid and to annul the Bid process 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 Bidders of the grounds for IDBI Bank's action. Any decision in this regard by IDBI Bank shall be final, conclusive and binding on the Bidder. Acceptance of Bid Prior to the expiration of the period of bid validity, IDBI Bank will notify the successful Bidder in writing, that its bid has been accepted. Signing of Contract 1. After IDBI Bank notifies the successful Bidder that its bid has been accepted; the Bidder should sign the Agreement / Contract Form. The Agreement/ Contract form would be signed in Mumbai only.(given in Section V). 2. The successful Bidder shall sign the Agreement / Contract Form at Mumbai within 30 days of receipt of notification of award of contract. Performance Security / Bank Guarantee 25

26 1. The successful Bidder shall furnish the performance Bank guarantee within 30 (thirty) days of the receipt of acceptance by IDBI Bank, as per the format in Section V. 2. The value of the performance bank guarantee will be 15 % of the total contract value. 3. The performance security shall be denominated in Indian Rupees and shall be in one of the following forms: i. A Bank Guarantee issued by a scheduled commercial bank and directly forwarded by the issuing Bank to IDBI Bank Ltd. OR ii. A banker's cheque / demand draft, issued by a scheduled commercial bank. 4. The proceeds of the performance security shall be payable to IDBI Bank as compensation for any loss or damage resulting from the Bidder's failure to complete its obligations under and in accordance with the Contract. 5. The performance bank guarantee should be valid for a period of contract period + 3 months claim period from the date of expiry of the Contract period. 6. Failure of the successful Bidder to comply with the requirement of the performance bank guarantee shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security, in which event IDBI Bank may award the Contract to the next best evaluated Bidder or call for new bids. Any decision in this regard by IDBIBank shall be final, conclusive and binding on the Bidder. 26

27 Definitions Section III In this Contract, the following terms shall have the following meanings and shall be interpreted accordingly: 1. "The Contract" means the agreement entered into between IDBI Bank and the Bidder as recorded in the contract form duly signed by the Parties, including all annexure, schedules, exhibits, supplements, appendices, amendments, revisions, notations and modifications thereof for RFP for Selection of the Consultant for doing study of existing IT Services, as inclusively stated under sections Service Level Expectations. 2. Bidder" or "Contractor means any person / persons / firm / company, etc., to whom work has been awarded and whose Bid has been accepted by IDBI Bank and shall include its authorized representatives, successors and permitted assignees. 3. IDBI Bank means "IDBI Bank Ltd" including its successors and assigns. 4. "The Contract Price" means the price/compensation payable to the Bidder under and in accordance with the Contract for the due performance and observance of its contractual obligations under and in accordance with the Contract. 5. "Service(s)" means all the services, which the Bidder is required to provide and/or procure to IDBI Bank under and in accordance with the Contract. 6. Service Period means the period of required to complete the project on mutual agreeable terms. 7. Acceptance of Bid means the letter/fax or any memorandum communicating to the Bidder the acceptance of his Bid and includes an advance acceptance of his Bid. 8. Business Day means any day that is not a Sunday or a public holiday (as per the official holidays observed by IDBI Bank Ltd). 9. "Confidential Information" means, (i) intellectual property information including Intellectual Property Information; (ii) technical or business information or material not covered in (i); (iii) proprietary or internal information related to the current, future and proposed products or services of the Parties including, financial information, process/flow charts, business models, designs, drawings, data information related to products and services, procurement requirements, purchasing, customers, investors, employees, business and contractual relationships, business forecasts, business plans and strategies, information the Parties provide regarding third parties; (iv) information disclosed pursuant to this Contract and (v) all such other information which by its nature or the circumstances of its disclosure is confidential. 27

28 10. Document means any embodiment of any text or image howsoever recorded and includes any data, text, images, sound, voice, codes, computer programmes, software and / or databases or microfilm or computer generated microfiche or similar device. 11. Effective Date means the date on which this Contract is signed and executed by the Parties hereto. If this Contract is executed in parts, then the date on which the last of such Contracts is executed shall be construed to be the Effective Date. 12. Intellectual Property Rights means any patent, copyright, trademark, trade name, design, trade secret, permit, service marks, brands, propriety information, knowledge, technology, licenses, databases, computer programs, software, know how or other form of intellectual property right, title, benefits or interest whether arising before or after the execution of this Contract and the right to ownership and registration of these rights. 13. Parties means IDBI Bank and the Bidder and Party means either of the Parties. 14. Site means the place in which the operations/services are to be carried out or places approved by IDBI Bank for the purposes of the Contract together with any other places designated in the Contract as forming part of the Site. In case of a difference of opinion on the part of the Bidder in comprehending and /or interpreting any clause / provision of the Bid Documents after submission of the Bid, the interpretation by IDBI Bank and decision of IDBI Bank in this behalf shall be final, conclusive and binding on the Bidder. Interpretation In this Contract unless a contrary intention is evident: 1. The clause headings are for convenient reference(s) only and do not form part of this Contract; 2. Unless otherwise specified a reference to a clause number is a reference to all of its subclauses; 3. Unless otherwise specified a reference to a clause, sub-clause or section is a reference to a clause, sub-clause or section of this Contract including any amendments or modifications to the same from time to time; 4. A word in the singular includes the plural and a word in the plural includes the singular; 5. A word importing a gender includes any other gender; 6. A reference to a person includes a partnership and a body corporate; 7. A reference to legislation includes legislation repealing, replacing or amending that legislation; 28

29 8. Where a word or phrase is given a particular meaning it includes the appropriate grammatical forms of that word or phrase which have corresponding meanings; 9. Reasonability and materiality of "doubt" and "controversy" shall be at the discretion of IDBI Bank Ltd. Conditions Precedent This Contract is subject to the fulfillment of the following conditions precedent by the Bidder. 1. Furnishing of an unconditional and irrevocable Performance Bank Guarantee (Performance Security) as mentioned in Section II, as per the format given in Section V. 2. Obtaining of all statutory, regulatory and other approvals, consents and no-objections required for the performance of the Services under and in accordance with this Contract. 3. Furnishing solvency certificate and certificate confirming that there are no vigilance or court cases threatened or pending against the Bidder. 4. Furnishing of such other documents as IDBI Bank may specify, including but not limited to definitive documents. 5. Obtaining of all statutory, regulatory and other permissions, approvals, consents and noobjections, if any, required under applicable laws or RBI or otherwise for the performance of the Service(s) under and in accordance with the Contract. Standard of Performance The Bidder/Contractor shall perform the Service(s) and carry out its obligations under the Contract with due diligence, efficiency and economy, in accordance with generally accepted techniques and practices used in industry and with professional engineering standards recognized by the international professional bodies and shall observe sound management, technical and engineering practices. It shall employ appropriate advanced technology, procedures and methods. The Bidder/Contractor shall always act, in respect of any matter relating to the Contract, as faithful advisors to IDBI Bank and shall, at all times, support and safeguard IDBI Bank's legitimate interests in any dealing with third parties. 29