Bank of Baroda Maharashtra & Goa Zone, Zonal … of Baroda Maharashtra & Goa Zone, Zonal Office,...

Bank of Baroda Maharashtra & Goa Zone, Zonal Office, Pune

Confidential of 36 Zonal Office, Pune

RFP Document for Onsite Scanning Created on March 2, 2015

Request for Proposal (RFP)

for

Selection of Vendor for carrying out

Onsite Scanning of Account Opening Application Forms (AOF)

and the supporting documents at Regional Back Office (RBO) at Pune on their

(vendor’s) scanners using OmniScan, Application Software to be provided

by the Bank

Bank of Baroda Maharashtra & Goa Zone

Zonal Office Pune 2015




[A] Important Dates :

1. Issuance of RFP Document by

Bank from

16.03.2015

2. Last Date of Submission of

Response by the Bidder

10.04.2015 (1PM)

3. Pre-bid Meeting date/venue 25.03.2015 (3PM) (Zonal Office,

2nd floor Sharada Centre, 11/1

Khilare Path, Erandwana, Pune

411 004 )

4. Opening of Technical Bid 10.04.2015 (3PM)i.e (Zonal

Office, 2nd floor Sharada Centre,

11/1 Khilare Path, Erandwana,

Pune 411 004 )

[B] Important Clarifications:

Following terms are used in the document interchangeably to mean:

1. BOB, BoB, and Bank means “Bank of Baroda”.

2. Recipient, Respondent and Bidder means “Respondent to the RFP

Document’.

3. RFP means the “Current RFP Document”

Confidentiality

This document is meant for the specific use by the Company / person/s interested to participate in the current tendering process. This document in its entirety is subject to Copyright laws. Bank of Baroda expects the bidders or any person (s) acting on behalf of the bidders to strictly adhere to the instructions given in the document and maintain confidentiality of information. The bidders will be held responsible for any misuse of the information contained in the document and liable to be prosecuted by Bank of Baroda in the event of such a circumstance being brought to the notice of the Bank. By downloading the document, the interested party is subject to confidentiality clauses.




Section – I




1. Introduction and Disclaimer

This Request for Proposal document (“RFP”) has been prepared solely to enable Bank of Baroda (“Bank”) in the selection of a suitable vendor for carrying out onsite scanning of Account Opening Forms and the supporting documents at Regional Back Office at Pune on Vendor’s scanners using OmniScan, Application Software provided by the Bank. The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or other arrangement in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between Bank of Baroda and any successful bidder as identified after completion of the selection process.

2. Information Provided

The RFP document contains statements derived from information that is believed to be reliable at the date obtained but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with Bank of Baroda in relation to the provision of services. Neither Bank of Baroda nor any of its employees, agents, contractors, or advisers gives any representation or warranty, express or implied as to the accuracy or completeness of any information or statement given or made in this RFP document. Neither Bank of Baroda nor any of its employees, agents, contractors, or advisers has carried out or will carry out an independent audit or verification or due diligence exercise in relation to the contents of any part of the RFP document.

3. For Respondent Only

The RFP document is intended solely for the information of the party to whom it is issued (“the Recipient” or “the Respondent”) and no other person or organisation.

4. Confidentiality

The RFP document is confidential and is not to be reproduced, transmitted, or made available by the Recipient to any other party. The RFP document is provided to the Recipient on the basis of the undertaking of confidentiality given by the Recipient to Bank of Baroda. Bank of Baroda may update or revise the RFP document or any part of it. The Recipient acknowledges that any such revised or amended document is received subject to the same terms and conditions as this original and subject to the same confidentiality undertaking.




The Recipient will not disclose or discuss the contents of the RFP document with any officer, employee, consultant, director, agent, or other person associated or affiliated in any way with Bank of Baroda or any of its customers, suppliers, or agents without the prior written consent of Bank of Baroda.

5. Disclaimer

Subject to any law to the contrary, and to the maximum extent permitted by law, Bank of Baroda and its officers, employees, contractors, agents, and advisers disclaim all liability from any loss or damage (whether foreseeable or not) suffered by any person acting on or refraining from acting because of any information, including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or misrepresentation on the part of Bank of Baroda or any of its officers, employees, contractors, agents, or advisers.

6. Costs Borne by Respondents

All costs and expenses incurred by Recipients / Respondents in any way associated with the development, preparation, and submission of responses, including but not limited to attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by Bank of Baroda, will be borne entirely and exclusively by the Recipient / Respondent.

7. No Legal Relationship

No binding legal relationship will exist between any of the Recipients / Respondents and Bank of Baroda until execution of a contractual agreement.

8. Recipient Obligation to Inform Itself

The Recipient must conduct its own investigation and analysis regarding any information contained in the RFP document and the meaning and impact of that information.

9. Evaluation of Offers

Each Recipient acknowledges and accepts that Bank of Baroda may, in its absolute discretion, apply whatever criteria it deems appropriate in the selection of organisations, 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 a Recipient. The Recipient acknowledges by submitting its response to this RFP document that it has not relied on any information, representation, or warranty given in this RFP document.

10. Errors and Omissions

Each Recipient should notify Bank of Baroda of any error, omission, or discrepancy found in this RFP document but not later than pre-bid meeting date.

11. Acceptance of Terms

A Recipient will, by responding to Bank of Baroda RFP, be deemed to have accepted the terms as stated above from Para 1 through Para 10.

12. Lodgment of RFP Response

12.1 RFP Submission & Closing Date (Please refer to Section III, Para 2.3 for details).

Two (2) paper copies and one (1) electronic copy (Microsoft XP Word and Excel, on CD ROM) each of both Technical and Commercial proposals must be submitted to the office of : The General Manager (Maharashtra & Goa Zone) Bank of Baroda Zonal Office 2nd Floor, Sharda Centre Erandwane Pune - 411004

Submission will be valid if:

• Copies of the RFP are submitted, subject to clause 12.3, before the aforementioned closing date specified in clause 12.1.

• Submission is not by Fax transmission or email.

• Response is submitted in two separate sealed envelopes with separate marking “Technical Proposal” & “Commercial Proposal” and each must contain 2 sealed copies of Technical / Commercial proposals.

• All separate copies of RFP and attachments must be provided in a sealed envelope or sachet.




Only One Submission Permitted

Only one submission of response to RFP by each Vendor / Service Provider will be permitted. In case of partnerships / consortium, only one submission is permitted through the lead vendor / service provider. The RFP application shall be accepted by the Bank only in the original, and the same shall not be accepted if the required details are filled in the photocopy of RFP document or sent through facsimile or email.

Cost of RFP Document

Vendor / Service Provider has to submit Demand Draft / Bankers Cheque for Rs. 5,000/- (Rupees five Thousand Only) issued in favour of the Bank by a scheduled commercial bank in India, payable at Pune towards cost of processing fees. The same has to be submitted along with the technical bid. This is non-refundable.




12.2 Earnest Money Deposit (EMD):

Earnest Money Deposit of Rs. 50,000/- (Rupees fifty thousand only) has to be submitted by way of Demand Draft / Banker's Cheque / Pay Order drawn in favour of "Bank of Baroda" payable at Pune. Earnest Money Deposit will not carry any interest. The Earnest Money Deposit of unsuccessful bidders will be refunded while intimating the rejection of the bid. The Earnest Money Deposit of the successful bidder will be refunded one month after of contract period.

Earnest Money Deposit should be kept it a separate sealed envelope and to be delivered along with the TENDER responses.

Earnest Money Deposit will be refunded for the unsuccessful bidders within two weeks from the date of issue Letter or Indent (LOI) to the successful bidder.

The Earnest Money Deposit will be forfeited if:

� The bidder withdraws his tender before processing of the same.

� The bidder withdraws his tender after processing but before acceptance of “Letter of appointment” to be issued by the Bank

� The selected bidder withdraws his tender before furnishing Bank Guarantee/Security Deposit as required under this TENDER.

The bidder violates any of the provisions of the terms and conditions of this TENDER specification

12.3 Registration of RFP

Registration will be effected upon Bank of Baroda receiving the RFP response in the above manner (Para 12.1). The submission must contain all documents, information, and details required by this RFP. If the submission to this RFP does not include all the information required or is incomplete or submission is through Fax mode/ or email, the RFP will summarily be rejected. All submissions, including any accompanying documents, will become the property of Bank of Baroda. Recipients shall be deemed to have licensed, and granted all rights to, Bank of Baroda to reproduce the whole or any portion of their submission for the purpose of evaluation, to disclose the contents of the submission to other Recipients who have registered a submission and to disclose and/or use the contents of the submission as the basis for any resulting RFP process, notwithstanding any copyright or other intellectual property right that may subsist in the submission or accompanying documents.




12.4 Late RFP Policy

RFPs lodged after the deadline for lodgment of RFPs may be registered by Bank of Baroda and may be considered and evaluated by the evaluation team at the absolute discretion of Bank of Baroda. Respondents are to provide evidence to substantiate the reasons for a late RFP submission. It should be clearly noted that Bank of Baroda has no obligation to accept or act on any reason for a late submitted response to RFP. Bank reserve right to reject the late RFP without assigning any reason therefore.

Bank of Baroda has no liability to any person who lodges a late RFP for any reason whatsoever, including RFPs taken to be late only because of another condition of responding.

12.5 RFP Validity Period

RFPs will remain valid and open for evaluation according to their terms for a period of at least six (6) months from the RFP closing date.

126 Requests for Information

All queries relating to the RFP, technical or otherwise, must be either in

writing or by email only and will be entertained by the Bank only in

respect of the queries received up to 3:00 PM IST pre-bid meeting date.

All queries should be addressed to the nominated point of contact as

mentioned below

P.S. Rashtrawar,

Asst.General Manager(Coordination)

Bank Of Baroda,

2nd floor Sharada Centre,

11/1 Khilare Path,

Erandwana, Pune 411 004

Tel No: 020-25466915

E-mail ID: [email protected]

The Bank will try to reply, without any obligation in respect thereof, every

reasonable query raised by the Recipients in the manner specified.

However, the Bank will answer any communication initiated by Respondents

before or during pre-bid meeting. Bank may in its absolute discretion seek, but

being under no obligation to seek, additional information or material from any

Respondent after the RFP closes and all such information and material provided will

be taken to form part of that Respondent’s response.

Respondents should invariably provide details of their email address as responses to

queries will only be provided to the Respondent via email.




If Bank in its sole and absolute discretion deems that the originator of the query will

gain an advantage by a response to a question, then Bank reserves the right to

communicate or deny communicate such response to all Respondents including

originator.

Bank may in its sole and absolute discretion engage in discussion or negotiation

with any respondent (or simultaneously with more than one Respondents) after the

RFP closes to improve or clarify any response.

13. Notification

Bank will notify the Respondents in writing as soon as practicable, about the

outcome of the RFP evaluation process, including whether the Respondent’s

RFP response has been accepted or rejected. Bank is not obliged to provide any

reasons for any such acceptance or rejection.

14. Disqualification

Any form of canvassing / lobbying / influence /query regarding short listing, status etc will be a disqualification.

15. Timeframe

The following is an indicative timeframe for the overall selection process. Bank of Baroda reserves the right to vary this timeframe at its absolute and sole discretion should the need arise. Changes to the timeframe will be relayed to the affected Respondents during the process. RFP Issuance Date : 16.03.2015 Pre Bid Meeting : 25.03.2015 Date of Opening Technical Bid : 10.04.2015 (3PM)




Section - II




1. Bank of Baroda – the Company Bank of Baroda is one of the largest Public Sector Banks in India with a network of over 5060 branches in India and other 24 overseas countries. The Bank has undertaken a massive project for modernisation of its banking processes to become a national bank of international standard. To initiate this modernisation process, the Bank has conducted a Business Driven IT strategy formulation exercise. The result is an IT Strategy that is encapsulated as follows: 2. Business & IT Strategy The aim of Bank of Baroda’s IT Strategy is to conduct a Technology Enabled Business Transformation of current business processes through three key endeavors:

1. The phased deployment of core applications and supporting IT infrastructure to enable the implementation of best-practice in :

– Banking and financial services

– Corporate operations

2. The development of a Governance of IT model and capability within Bank of Baroda.

3. The structured development of enhanced IT capability within Bank of Baroda based on :

– Outsourcing of daily IT operations.

– Developing and retaining key skills in planning, programme and project management, and sourcing management.

Currently all our branches are under CBS platform with advanced capability and in the next phase we are leveraging technology for business growth and customer satisfaction. 3. Bank’s Vision for Business Transformation Bank’s vision in going for a technology-enabled transformation is:

� To become the most preferred Public Sector Bank and to transform into a Universal Financial Services organization offering a full range of financial products to corporate and personal customers.

� To become a customer - centric organization providing financial products and services based on customer needs in all markets it operates.




� To provide products and services in an efficient, effective and responsive manner and on-demand through multiple channels.

The transformation should be rapid and visible in order to enable the Bank to reap early benefits. The strategic goals of Bank of Baroda are :

� The development of a customer centric business, � The delivery of product through multi-channel distribution, � The set up of new Lines of Business through re-organization of existing

lines of business along customer requirements, � An improvement of operational effectiveness.




Section - III




1. RFP: The current RFP is for the selection of a vendor for carrying out onsite scanning work of Account Opening Forms and the supporting documents at RBO, Pune. 2. Current RFP Objectives: 2.1 Project Objective The Bank wishes to appoint a suitable vendor for carrying out onsite scanning of Account Opening Forms and the supporting documents at Regional Back Office at Pune on their (vendor’s) scanners by using OmniScan, Application Software provided by the Bank, w.e.f.. Presently 324 branches are linked RBO, Pune for the purpose accounting opening and in future we are planning to add/ linked more branches.

2.2 Project Scope

A description of the envisaged scope is enumerated as under. However, the Bank reserves its right to change the scope of the RFP considering the size and variety of the requirements and the changing business conditions.

Based on the contents of the RFP, the selected vendor shall be required to carry out onsite scanning of Account Opening Forms and the supporting documents on their scanners by using Omniscan, Application Software provided by the Bank, after taking into consideration the effort estimate for completion of the same and the resource and the equipment requirements.

The Bank expressly stipulates that the vendor’s selection under this RFP is on the understanding that this RFP contains only the principal provisions for the entire assignment and that delivery of the deliverables and the services in connection therewith are only a part of the assignment. The vendor shall be required to undertake to perform all such tasks, render requisite services and make available such resources as may be required for the successful completion of the entire assignment at no additional cost to the Bank.

The services as indicated in Para 2.1 will be covered under the scope of this RFP.

2.2.1. Indicative details of services:

� The documents will be delivered to the vendor as and when they arrive at the RBO.

� Receive the Account Opening Forms (AOF) and supporting KYC documents.

� Unstapling of the AOFs and supporting documents.




� Carry out onsite scanning of Account Opening Forms and the supporting documents on the vendor’s scanners by using OmniScan, Application Software provided by the Bank. The Vendor will scan the documents and associate them with the respective work items using Account numbers.

� While scanning the requisite documents, following validations associated with the OmniScan solution need to be taken care of : The scanned documents should be indexed. Selecting/ defining scan type is mandatory. The user cannot export the record without entering the Account Number.

� In OmniScan, the vendor will use the Signature Crop Addin to crop the signatures.

� There will be quality check on the scanned images. The images that fail to pass this check will have to be rescanned.

� All work items with rescan exceptions will be routed to Rescan work step. Vendor at this work step will again scan the documents in question using OmniScan for clearing the exceptions raised by the system.

� Additional scanning, if required for a work item (e.g. if all the documents have not been scanned), will have to be done and associated with the work items, including indexing of the same.

� After the scanning is complete, the AOF and documents will have to be restapled and arranged in the order to be specified by the Bank.

� All documents received by 2.00 pm have to be scanned during the same day. As the workload gets increased the vendor may have to work in 2/3 shifts to complete the work. In no case the work should spillover to next day.

� It is expected that on an average 1-2 accounts will be opened by each branch and each AOF that will be scanned at RBO shall consist of, on an average, 7-8 pages of A4 size.

� The scope of the work and deliverables may change in future due to additional activities undertaken by the RBO during the period of the contract.

2.2.2 Deliverables

� Images of the AOF and supporting documents. � Signature images. � Index of the images. � Upload of images / index into the OmniDocs/Omniflow (At present

Bank’s Application software Omniflow is being used. However in future Bank may install similar software in place of existing one.)

� Restapled Account Opening forms and supporting documents arranged as per the specifications of the Bank.




2.3 Submission of Bids (Please refer to Section – I, Para 12)

The bids shall be in two parts viz. Technical Proposal and Commercial Proposal. Two paper copies of both Technical and Commercial Proposals shall be submitted in separate sealed envelopes superscribing “TECHNICAL PROPOSAL FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS

ETC.” on top of the envelope containing the technical bid and “COMMERCIAL PROPOSAL FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.” on top of the envelope containing commercial bid. The CD containing electronic copy (Microsoft XP Word and Excel) of the bids shall be submitted in separate sealed envelope superscribing “ELECTRONIC COPY OF PROPOSAL

FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.”. These three sealed envelopes should be put together in the sealed master envelope superscribing “PROPOSAL for ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.” The Technical Proposal will be evaluated first for technical suitability. Commercial Proposal shall be opened only for the short-listed bidders who have qualified in the Technical Proposal evaluation. The Technical Proposal shall contain the technical proposal to the requirement of the Bank along with Annexure–A, C, D and E. A copy of the Commercial Proposal masking the prices is to be submitted along with the Technical Proposal. The Commercial Proposal shall be submitted as per Annexure B. The bidder shall submit the Proposals properly filed so that the papers are not loose. The Bidder shall submit the proposal in suitable capacity of the file such that the papers do not bulge out and tear during scrutiny. The technical proposal shall be organized and submitted as per the following sequence: a) Table of Contents (list of documents enclosed). b) Two paper copies of Technical proposal with detailed activities broken

down, effort estimate, manpower estimated to be deployed along with Annexure-D and Annexure-E. c) Compliance certificate for all the terms and conditions as per Annexure-C. d) All copies of certificates, documentary proofs etc. e) A CD containing soft copy of the proposal.




f) Annexure-A. g) Masked Annexure-B. All the relevant pages of the proposals (except literatures, datasheets and brochures) are to be numbered and be signed by authorized signatory on behalf of the Bidder. The number should be a unique running serial no. across the entire document. The bidder has to submit a soft copy of the entire proposal in a CD. It should be noted that in case of any discrepancy in information submitted by the bidder in hard-copy and soft-copy, the hard-copy will be given precedence. However, in case of non-submission of any hard copy document, if the same is found submitted in the soft-copy, Bank reserves right to accept the same at its discretion. The Bids shall be addressed and submitted to: The General Manager (Maharashtra & Goa Zone) Bank of Baroda Zonal Office 2nd Floor, Sharda Centre Erandwane Pune - 411004 The bids (arranged as mentioned above) are to be submitted to The General Manager, Zonal Office, Pune, marked with the appropriate label, at the above address before the due date and time as specified in clause 12.1 of Section I. The bid submitted anywhere else is liable to be rejected. The bidder will submit an undertaking specifying that the bidder has obtained all necessary statutory and obligatory permission to carry out project works, if any. The proposal should be prepared in English in MS Word format. The e-mail address and phone/fax numbers of the bidder should also be indicated on the sealed cover. 2.4 FORMATS OF BIDS: The bidders should use the formats prescribed by the Bank in the RFP for submitting both technical and commercial bids.




2.5 General Terms and Conditions (Please also refer to Section – I)

2.5.1 Adherence to Terms and Conditions:

The bidders who wish to submit responses to this RFP should note that they should abide by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the respondents, such responses may be disqualified and may not be considered for the selection process. 2.5.2 Execution of SLA/NDA: The vendor company should execute (a) a Service Level Agreement, which would include all the services and terms and conditions of the services to be extended as detailed herein and as may be prescribed by the Bank and (b) Non-disclosure Agreement. The vendor should execute the SLA and NDA within 5 days from the date of acceptance of Letter of Appointment / Work Order, and should start the work positively w.e.f., Satisfactory installation of equipments and trial operations are to be conducted before. 2.5.3 Other terms and conditions: 1. Bank of Baroda reserves the right to :

• Reject any and all responses received in response to the RFP. • Waive or Change any formalities, irregularities, or inconsistencies in

proposal format delivery. • To negotiate any aspect of proposal with any bidder and negotiate with

more than one bidder at a time. • Extend the time for submission of all proposals. • Select the most responsive bidder (in case no bidder satisfies the eligibility

criteria in totality). • Select the next most responsive bidder if negotiations with the bidder of

choice fail to result in an agreement within a specified time frame. • Share the information/ clarifications provided in response to RFP by any

bidder, with any other bidder(s) /others, in any form. • Cancel the RFP/Tender at any stage, without assigning any reason

whatsoever.




2. Substitution of Team Members:

During the assignment, the substitution of key staff identified for the assignment will not be allowed unless such substitution becomes unavoidable to overcome the undue delay or that such changes are critical to meet the obligation. In such circumstances, the vendor can do so only with the concurrence of the Bank by providing other staff of same level of qualifications and expertise. If the Bank is not satisfied with the substitution, the Bank reserves the right to terminate the contract and recover whatever payments made by the Bank to the vendor during the course of this assignment besides claiming an amount, equal to the contract value as liquidated damages. However, the Bank reserves the right to insist the vendor to replace any team member with another (with the qualifications and expertise as required by the Bank) during the course of assignment.

3. Professionalism:

The vendor should provide professional, objective and impartial advice at all times and hold the Bank’s interests paramount and should observe the highest standard of ethics while executing the assignment.

4. Adherence to Standards: The vendor should adhere to laws of land and rules, regulations and guidelines prescribed by various regulatory, statutory and Government authorities.

5. The Bank reserves the right to conduct an audit/ongoing audit of the services

provided by the vendor. 6. The Bank reserves the right to ascertain information from the banks and other

institutions to which the bidders have rendered their services for execution of similar projects.

7. EXPENSES : It may be noted that Bank will not pay any amount/expenses /

charges / fees / traveling expenses / boarding expenses / lodging expenses / conveyance expenses / out of pocket expenses other than the “Agreed payments”.

8. The bid should contain the resource planning proposed to be deployed for the project which includes, inter-alia, the number of personnel, skill profile of each personnel, duration etc.




9. TERMS OF PAYMENT : The Vendor’s charges will be paid in first week of month for the services rendered in the previous month for each item/activity which is described in the Commercial Proposal (Annexure B).

10. LIQUIDATED DAMAGES (LD):

If the selected Bidder fails to complete the due performance of the contract, in terms of quality and timelines, in accordance to the specifications and conditions agreed during the final contract negotiation, the Bank reserves the right either to cancel the contract or to accept performance already made by the bidder. The Bank reserves the right to recover Liquidated Damages (LD) for non-performance to the tune of an amount equal to the one month average bill amount (average of last three months). If such a situation is encountered before the completion of three months of the contract than LD to the tune of last month’s bill will be recovered. LD is not applicable for the reasons attributable to the Bank and Force Majeure. However, it is the responsibility of the bidder to prove that the delay is attributed to the Bank and Force Majeure. The bidder shall submit the proof authenticated by the bidder and Bank’s official that the delay is attributed to the Bank and Force Majeure along with the bills requesting payment. 11. Indemnity: The bidder shall indemnify Bank and keep indemnified against any loss or damage by executing an instrument to this effect on a Non-Judicial stamp paper that Bank may sustain on account of violation of patent, trademarks etc. by the bidder. For this purpose the selected vendor may arrange to submit a Performance Guarantee of Rs.2,00,000.00 (Rupees 2 lacs) within 7 days of receiving the work order from the Bank. 12. Authorized Signatory:

The selected bidder shall indicate the authorized signatories who can discuss and correspond with the bank, with regard to the obligations under the contract. The selected bidder shall submit at the time of signing the contract, a certified copy of the extract of the resolution of their Board, authenticated by Company Secretary, authorizing an official or officials of the company or a Power of Attorney holder to discuss, sign agreements/contracts with the Bank. The bidder shall furnish proof of signature identification for above purposes as required by the Bank.




13. Validity Period of Contract The contract will be valid for a period of two years from the date of its execution. Bank may at its discretion, extend the contract on its expiry for a period not exceeding one year at the same terms and conditions. 14. Applicable Law and Jurisdiction of court:

The Contract with the selected bidder shall be governed in accordance with the Laws of India for the time being enforced through arbitration process or court of Law and will be subject to the exclusive jurisdiction of Courts at Pune. 15. CANCELLATION OF CONTRACT AND COMPENSATION: The Bank reserves the right to cancel the contract of the selected bidder and recover expenditure incurred by the Bank on the following circumstances:

• The selected bidder commits a breach of any of the terms and conditions of the bid/contract.

• The bidder goes into liquidation voluntarily or otherwise. • An attachment is levied or continues to be levied for a period of 7 days

upon effects of the bid. • The progress regarding execution of the contract, made by the selected

bidder is found to be unsatisfactory. • If deductions on account of liquidated Damages exceeds more than 10% of

the total contract price. • If the selected bidder fails to complete the due performance of the contract

in accordance with the agreed terms and conditions.

After the award of the contract, if the selected bidder does not perform satisfactorily or delays execution of the contract, the Bank reserves the right to get the balance contract executed by another party of its choice by giving one months notice for the same. In this event, the selected bidder is bound to make good the additional expenditure, if any, which the Bank may have to incur to carry out bidding process for the execution of the balance of the contract. This clause is applicable, if for any reason, the contract is cancelled. However, if Bank gets the same executed at a lesser price than the contracted amount, the bidder has no right to claim the difference. The Bank reserves the right to recover any dues payable by the selected bidder from any amount outstanding to the credit of the selected bidder, including the




pending bills and/or invoking Bank Guarantee, if any, under this contract or any other contract/order. 16. NON PAYMENT OF VENDOR CHARGES:

If any of the items/activities as mentioned in the price bid and as mentioned in annexure D are not taken up by the Bank during the course of this assignment, the Bank will not pay the charges quoted by the vendor in the Price Bid against such activity/item. 17. ASSIGNMENT:

Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the vendor, and any such attempted sale, lease, assignment or otherwise transfer shall be void and of no effect without the advance written consent of the Bank. 18. Subcontracting: The vendor shall not subcontract or permit anyone other than its personnel to perform any of the work, service or other performance required of the vendor under the contract without the prior written consent of the Bank.

19. Vendor Selection/Evaluation Process:

The evaluation/selection process will be done with combination of technical

competence and commercial aspects as detailed here below. A maximum of 100 marks will be allocated for the technical bid. The evaluation of functional and technical capabilities of the bidders of this RFP will be completed first as per the following guidelines. The technical proposals only will be subjected for evaluation at this stage. The bidders scoring less than 80 marks (cut-off score) out of 100 marks in the technical evaluation shall not be considered for selection process. Once the evaluation of technical proposals is completed, the bidders who score more than the prescribed cut-off score will only be short listed. In case, none of the participating bidders qualify on technical criteria then the Bank, at its sole

discretion, may qualify two bidders on the basis of the top 2 scores. The commercial proposals of technically short listed bidders will then be opened. The evaluation of technical proposals, among other things, will be based on the following:




1. Methodology/Approach proposed for accomplishing the proposed

project. 2. Professional qualifications and experience of the key staff proposed/

identified for this assignment. 3. Prior experience of the bidder in undertaking projects of similar nature. 4. Activities / tasks, project planning, resource planning, effort estimate etc.

Various stages of technical evaluation are presented below :

1. Paper evaluation based on response. 2. Arriving at the final score on technical proposal.

At the sole discretion and determination of the Bank, the Bank may add any other relevant criteria for evaluating the proposals received in response to this RFP.

Bank may, at its sole discretion, decides to seek more information from the respondents in order to normalize the bids. However, respondents will be notified separately, if such normalization exercise as part of the technical evaluation is resorted to.

2.6 Commercial Bid Evaluation Criteria

It may be noted that commercial bids will be subjected to following evaluation process.

Based on the technical evaluation criteria, each bidder will be given certain marks. Only those bidders scoring 80% (80 marks out of 100) or above in the technical evaluation will be short-listed for commercial evaluation. In case none of the participant bidders scores more than 80% marks in the Technical Evaluation, the commercial bid of only top 2 bidders on the basis of technical evaluation will be opened Commercial quote should be submitted as per format of Annexure- B in a sealed envelope A comprehensive “Score (S)” will be arrived at after considering the quote and the marks obtained in technical evaluation with relative weights of 60% for commercials and 40% for technicals. The bidder with the highest score obtained through Technocommercial evaluation process will be declared successful:




Computation Methodology for arriving at “Least Price / Least Quote”

1. Cut - Off score for technical bid will be 80 marks or the top score in case none of the bidders reaches the cut-off

2. In case there is only one bidder having technical score of 80 or more, the next highest technical scorer will also be considered. In case, no bidder is having score of 80, Bank may, at its discretion, take up 2 or more top scoring bidders, on technical evaluation and compute the “Score (S)” as per the table below:

3. “Score (S)” will be computed for all bidders shortlisted as per the criteria mentioned above.

40% weightage will be given to technical score while comparing the commercial quote. The procedure is as under: A ’Score (S)’ will be calculated for all qualified bidders using the following formula:

Where C stands for nominal quote, Clow stands for the lowest nominal quote. T stands for technical evaluation score and Thigh stands for the score of the technically highest bidder. X is equal to 0.6. Example:

Sr. No.

Bidder Technical Evaluation Marks (T)

Nominal Quote (C)

(CLow / C) * 0.60

(T / THigh) * 0.40

Score (S)

1 ABC 95 71 (60/71) *

0.60= 0.50

(95/95) *

0.40 = 0.40

0.90

2 XYZ 85 65 (60/65) * 0.60= 0.55

(85/95) * 0.40 = 0.36

0.91

3 UVW 80 60 (60/60) *

0.60= 0.60

(80/95) *

0.40 = 0.34

0.94

In the above example, UVW, with the highest score becomes the successful bidder.




Bank reserves the right to negotiate the price with the finally short listed bidder before awarding the contract. It may be noted that Bank will not entertain any price negotiations with any other bidder, till the Least Price bidder declines to accept the offer.

2.7 Technical Bid Evaluation Criteria

Technical criteria are classified under 3 heads - Credentials, People and Approach & Methodology. The table below highlights the parameters under the technical criteria and scoring methodology.

Criteria Evaluation Parameters Max Marks

Scoring Methodology Page No

Credentials

Should possess experience in handling large volumes of scanning work for at least 2 public /private sector banks in the last 3 years

45 � Full marks – If criteria is met fully

� 50% marks – If the vendor has experience in one bank

� Nil – Others

Should have point of presence (POP) in Pune.

10 � Full marks – If the criteria is met fully

� 50% marks – If vendor has POP within 200 kms.

� Others – Nil

Should have well defined standby arrangements in terms of hardware and other infrastructure to ensure continuity of operations at RBO.

15 Subjective evaluation, Proof of availability of standby arrangements should be provided with bid documents.

The vendor should have a well documented BCP in place.

05 Copy of the BCP submitted to the Bank will be assessed and based on the process marks will be awarded.

Sub-Total 75 People Engagement Manager should

have handled such projects in the firm for at least 3 years

5 Full marks – If the criteria is met Nil – Others

Overall person responsible 5 Full marks – If the




should have handled such projects in firm for at least 3 years

criteria is met Nil – Others

Proposed team should have experience in executing similar projects in banks

5 Full marks – If the criteria is met Nil – Others

Sub-Total 15

Approach and Methodology

Demonstration of in-depth understanding of the Bank’s project requirements through the technical proposal

5 Subjective Evaluation

Technical Proposal with detailed broken-down activities to be performed, effort estimation, manpower to be deployed on a phase-to-phase basis.

5 Best detailing and a schedule for involvement through the life-cycle of the project will earn maximum credit

Sub-Total 10

Total Marks 100 Total score out of hundred will

Note : The vendor is required to provide documentary evidence for each of the above criteria and the same would be required on the client’s letter head in case of credentials in the form of confidential report.

2.8 Project Timelines:

Sl. No.

Major Activities

Major Milestones (Only indicative. Bidder should add more detailed steps / tasks so as to strengthen the quality of the response)

1

IT Infrastructure

Installation of Scanners, Autofeeders and related hardware, Scanners type and make should be with capacity to scan the maximum expected number of documents, Integration of above with the Bank scanning application

2 People Familiarisation of the Vendor’s operating staff with the setup / systems & procedures and Bank’s application software

3 Testing Testing of the setup / systems & procedures by actual scanning of some account opening forms




The Bank will give two week’s time to the selected vendor for completion of installation of HW and other infrastructure at the RBO Pune as mentioned in the Sl No. 1,2 and 3 above.

2.9 Formats of Proposal The formats in which the proposal is to be submitted are described in Annexure - A




ANNEXURE A Format of Technical Proposal Particulars to be provided by the bidder in the technical proposal –

No

Particulars

Details to be furnished by the bidder

1 Name of the bidder

2

Year of establishment and constitution Certified copy of “Partnership Deed” or “Certificate of Incorporation” should be submitted as the case may be.

3 Location of Registered office /Corporate office and address

4

Mailing address of the bidder

5

Names and designations of the persons authorized to make commitments to the Bank

6

Telephone and fax numbers of contact persons

7

E-mail addresses of contact persons

8

Details of: Description of business and business background Service Profile & client profile Domestic & International presence Alliance and joint ventures

9 Details of experience/knowledge possessed in the areas Bulk scanning.




10

Gross revenue of the bidder (not of the group) Year 2011-12 Year 2012-13 Year 2013-14

Total From Audit

11

Net Profit of the bidder (not of the group) Year 2011-12 Year 2012-13 Year 2013-14 Documentary proofs are to be enclosed

12

Details of similar assignments executed by the bidder during the last two years (Name of the Bank, time taken for execution of the assignment and documentary proofs from the Bank are to be furnished)

13

Details of similar assignments on hand as on date (Name of the Bank, time projected for execution of the assignment and documentary proofs from the Bank are to be furnished)

14

Name of the team leader identified for this assignment and his professional qualifications and experience/expertise Details of similar assignments handled by the said team leader Documentary proofs for all the assertions are to be enclosed

As per annexure E




15

Names of the other team members identified for this assignment and their professional qualifications and experience/expertise Details of similar assignments handled by the said team members Documentary proofs for all the assertions are to be enclosed

As per annexure E

16

Estimated work plan and time schedules for providing services for this assignment

17

Effort estimate and elapsed time are to be furnished in annexure D

As per annexure D

18

Details of inputs, infrastructure requirements required by the bidder to execute this assignment.

19

Details of the bidder’s proposed methodology/approach for providing services to the Bank with specific reference to the scope of work.

20

Details of deliverables the bidder proposes with specific reference to the scope of work.

Note: Please also provide the details of staff strength to be deployed by the vendor at RBO Pune.




Declaration: 1. We confirm that we will abide by all the terms and conditions contained in

the RFP. 2. We hereby unconditionally accept that Bank of Baroda can at its absolute

discretion apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP, in short listing of bidders.

3. All the details mentioned by us are true and correct and if Bank of Baroda

observes any misrepresentation of facts on any matter at any stage, Bank of Baroda has the absolute right to reject the proposal and disqualify us from the selection process.

4. We confirm that this response, for the purpose of short-listing, is valid for a

period of six months, from the date of expiry of the last date for submission of response to RFP.

5. We confirm that we have noted the contents of the RFP and have ensured that

there is no deviation in filing our response to the RFP and that the Bank will have the right to disqualify us in case of any such deviations.

Place: Date :

Seal & Signature of the bidder




ANNEXURE B

Format of Commercial Bid (Note: The rate to be quoted is for scanning of one page. The range given in column no. 2 refers to the work load of scanning in terms of number of pages scanned per month, tentative and will may vary based on actual requirement)

Sr. No. Major Activities

Major Deliverables Quoted Price (In Rupees per page of scanning)

1

Scanning of Account Opening forms and supporting documents.

Scanned images of AOF and supporting documents, signature / index / upload into Omnidocs, unstapling and restapling of AOF Volume per month

1,50,000 copies (approx)

Rs. X.XX

Note :

1. All the commercial value should be quoted in Indian Rupees.

2. Above quoted rates are exclusive of Service Tax or related Taxes, if applicable.




ANNEXURE C Compliance Certificate

Date :

The General Manager (Maharashtra & Goa Zone) Bank of Baroda Zonal Office 2nd Floor, Sharda Centre Erandwane Pune - 411004 Dear Sir Ref: - RFP for Onsite Scanning 1. Having examined the Request for Proposal (RFP) including all annexures, the receipt

of which is hereby duly acknowledged, we, the undersigned offer to provide the desired services for carrying out onsite scanning of Account Opening Forms and the supporting documents on our scanners and using OmniScan, Application Software provided by the Bank in conformity with the said RPF and in accordance with our proposal and the schedule of Prices indicated in the Price Bid and made part of this bid.

2. If our Bid is accepted, we undertake to complete the project within the scheduled time lines.

3. We confirm that this offer is valid for six months from the last date for submission of RFP to the Bank. (RFP closing date)

4. This Bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.

5. We undertake that in competing for and if the award is made to us, in executing the subject Contract, we will strictly observe the laws against fraud and corruption in force in India namely “Prevention of Corruption Act 1988”.

6. We agree that the Bank is not bound to accept the lowest or any Bid that the Bank may receive.

7. We have not been barred/black-listed by any regulatory / statutory authority. 8. We shall observe confidentiality of all the information passed on to us in course of

the tendering process and shall not use the information for any other purpose than the current tender.

9. We will also undertake the activity of scanning if the present software is changed/migrated to different software as and when decided by Bank.

Signed Dated

Seal & Signature of the bidder Phone No.: Fax: E-mail:




ANNEXURE E

Proposed Team Profile

Sl No

Name of Proposed Engagement Manager /Proposed Team Member

Qualifications

Work Experience Number of similar assignments involved in Banks

1.

2.

3.

4.

5.

6.

7.

8.

9.

Documentary proofs are to be enclosed to substantiate the claims made. Place: Date: Seal and signature of the bidder




ANNEXURE F Comments on the Terms & Conditions, Services and Facilities provided: Please provide your comments on the Terms & conditions in this section. You are requested to categorize your comments under appropriate headings such as those pertaining to the Scope of work, Approach, Work plan, Personnel schedule, Terms & Conditions etc. You are also requested to provide a reference of the page number, state the clarification point and the comment/ suggestion/ deviation that you propose as shown below:

Sr. No.

Page #

Point / Section #

Clarification point as stated in the tender document

Comment / Suggestion/ Deviation

1

2

3

4

5

6

7

8

9

End of Document

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