Request for Proposal (RFP) For Custodial, Document ......1. This RFP document is the property of the...
Transcript of Request for Proposal (RFP) For Custodial, Document ......1. This RFP document is the property of the...
IDBI /CPU-RAO / RFP/2020-21 / 02 Page 1 of 119
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Request for Proposal (RFP)
For Custodial, Document Management
(Physical and Digital)
And
Other Related Services at Chennai Location
Ref. No. IDBI /CPU-RAO/ RFP/2020-21/ 02
Dated February 26, 2021
RFP for Custodial, Document Management (Physical and Digital) And other related services
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TABLE OF CONTENTS
Table of Contents ......................................................................................................................................................2
Document Control Sheet........................................................................................................................ ....................4
Disclaimer - Meaning and Interpretations .................................................................... ............................................ 6
Section – I .................................................................................................................................................................8
1. Background ........................................................................................................... ......................................8
2. Purpose of this RFP .................................................................................................. ..................................8
3. Invitation of Bids ....................................................................................................................... ................9
4. EARNEST MONEY DEPOSIT (EMD)& SECURITY DEPOSIT(SD)....................................................9
5. Due Diligence ................................................................................................................... ...........................11
6. Cost of RFP/Bid Document and expenses incurred while bidding ............................................................11
7. Bidding in consortium .................................................................................................................. ...............11
8. Eligibility Criteria for Bidders.................................................................................................................. ...12
9. Bid Evaluation Criteria (BEC) ............................................................................................... .....................16
10. Guidelines for Bidders / GENERAL INSTRUCTIONS................................................................ ............17
11. PaymentTerms.............................................................................................................. ..................................19
Section – II ................................................................................................................................................................21 1. Procedure for Submission of Bids ............................................................................................ ........................... 21
2. Clarification of Bid Document ............................................................................................................. ................23
3. Language of Bids ............................................................................................... ..................................................24
4. Bid prices .................................................................................................................. ............................................24
5. Firm Prices ................................................................................................................................................ ............24
6. Bidder Qualification ............................................................................................... ..............................................25
7. Period of Validity of Bids .................................................................................................. ..................................25
8. Format and Signing of Bid ...................................................................................................................................26
9. Local Conditions.......................................................................................................... .........................................26
10. Last date for receipt of bids ............................................................................................... ..................................26
11. Late Bids ............................................................................................................................................................ . 27
12. Modification and Withdrawal of Bids ......................................................................................... ........................27
13. Address for Correspondence .................................................................................................. .............................27
14. Opening of Bids ...................................................................................................................................................27
15. Clarifications .............................................................................................................. ........................................ 29
16. Contacting Bank ............................................................................................................... .................................. 29
17. Integrity Pact .............................................................................. ....................................................................... 29
18. Evaluation and comparison of Bids ........................................................................................... .................. 29
19. Technical Bid Evaluation Format ...................................................................................................................... 30
20. Financial Bidding Process (ORA) ............................................................................................. .........................31
21. Post Qualification........................................................................................................... .................................... 32
22. Acceptance of Bid ..............................................................................................................................................32
23. Signing of Contract ......................................................................................................... ...................................32
24. Performance Security in the form of Bank Guarantee .......................................................................... .............33
25. Discharge of Bid Security .................................................................................................................................34
Section – III......................................................................................................................................................... .34
1. Definitions ................................................................................................................. ..............................35
2. Interpretation ...........................................................................................................................................37
3. Conditions precedent ............................................................................................. ..................................38
4. Standard of performance ..................................................................................................... ....................39
5. Use of Contract Documents and Information .........................................................................................39
6. Indemnity and Compensation .............................................................................................40
7. Delays in the Bidder’s Performance ........................................................................................................40
8. Liquidated Damages /Penalty.................................................................................................. .................41
9. Dispute Resolution .............................................................................................................. .....................41
10. Addresses for Notices ..............................................................................................................................42
11. Taxes and Duties ............................................................................................................ ..........................43
12. Successful Bidder’s Integrity ............................................................................................... ....................44
13. Successful Bidder’s Obligations ...............................................................................................................44
14. Survival .................................................................................................................... ................................44
15. No Agency ...................................................................................................................................... .........45
16. No Set-off, counter-claim and cross claims. .................................................................... ........................45
17. Adherence to safety procedures, rules regulations and restriction............................................................45
18. Statutory Requirements ...........................................................................................................................45
19. Contract Prices ............................................................................................................. ............................46
20. Ownership and Retention of Documents ........................................................................................ ........46
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21. Representations and Warranties..............................................................................................................46
22. Confidentiality ............................................................................................................. ...........................49
23. Term and Extension of the Contract .................................................................................................... ..50
24. Termination ................................................................................................................. ...........................51
25. Consequences of Termination ............................................................................................................ ....52
26. Conflict of Interest .................................................................................................................................53
27. Publicity .................................................................................................................. ............................... 53
28. Relationship between the Parties ............................................................................................ ................53
29. No Assignment .......................................................................................................................................54
30. Entire Contract ............................................................................................................. ...........................54
31. Governing Law .............................................................................................................................. .........54
32. Jurisdiction of Courts ...................................................................................................... .......................54
33. No Right To Set Off.......................................................................................................... .....................54
34. Completion of Contract ..........................................................................................................................54
35. Information Security......................................................................................................... ......................55
36. Insurance ................................................................................................................... ..............................56
Section – IV..........................................................................................................................................................58
1. Purpose ........................................................................................... ........................................................58
2. Scope of Work ............................................................................................................... .........................58
3. Specific requirement of RAO 60
4. Terms and conditions......................................................................................................... ......................63
5. Requirements of Digital Storage 67
Section V................................................................................................................................................................75
1. Annexure I - Technical Bid Form (Application for Tender) .................................................................75
2. Annexure I A- Details of Bidder...................................................................................................... .......... 80
3. Annexure I B - Score sheet- Physical Document Management Service........................................................ 81
4. Annexure I C- Score sheet- Digital Document Management Service.............................................................83
5. Annexure II - Format of power-of-attorney.......................................................................................... .........85
6. Annexure III- Format for Unconditional Acceptance of Terms & Conditions of the RFP ........................ 87
7. Annexure IV - Self declarations .................................................................................... ................................ 88
8. Annexure V- Non-Disclosure Agreement .................................................................................................. 90
9. Annexure VI - Contract Form........................................................................................................................ 93
10. Annexure VII- Format for raising Pre- bid Clarifications............................................................................... 96
11. Annexure VIII- Format for Performance Bank Guarantee ............................................................................ 97
12. Annexure IX- Deed of Indemnity ................................................................................. ............................... 101
13. Annexure X- Letter for Refund of EMD ..................................................................... .............................. 105
14. Annexure XI - Eligibility Criteria checklist ................................................................................................... 106
15. Annexure XII –Information Security Certificate............................................................................................ .109
16. Annexure XIII-Pre-contract Integrity Pact...................................................................................................... 110
17. Annexure XIV Commercial Bid Form ................................................................................... 118
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Commercial Bid Form
DOCUMENT CONTROL SHEET
Name of the Company IDBI Bank Limited
CIN L65190MH2004GOI148838
RFP Reference Number IDBI /CPU-RAO / RFP/2020-21/02
Date of Issue of RFP February 26, 2021
Cost of Bid Documents *
(non-refundable) to be
downloaded from
https://c1.eproc.in
Rs. 10,000/- (Rupees Ten Thousand Only]
(Currently 18% GST) i.e. Rs.11,800/- must be
deposited by the bidder through electronic mode
(NEFT/RTGS) to IDBI Bank’s Current Account
No.: 00537000010052,
IFSC: IBKL0000005
Bid not accompanied with Receipt on submission of
Bid Fee & EMD will not be considered.
Screenshot of payment (PDF) confirmation to be
uploaded on the IDBI Bank e-Tendering Portal
(https://c1.eproc.in)
Earnest Money Deposit (EMD)
*
A Bid Security of an amount mentioned at Section
I, Sr. No.4.1 by way of EMD amounting to Rs.
50,000/- (Rupees Fifty Thousand only) must be
deposited by the bidder through electronic mode
(NEFT/RTGS) to IDBI Bank’s Current Account
A/C No.: 00537000010052
IFSC: IBKL0000005
at its branch situated at Greams Road, Chennai.
Bid not accompanied with Receipt on submission of
Bid Fee & EMD will not be considered.
Screenshot of payment (PDF) confirmation to be
uploaded on the IDBI Bank e-Tendering Portal
(https://c1.eproc.in)
Presentations
Pre-Bid queries to be sent only
through electronic mode
through the e-Tendering Portal
08-03-2021 11:00 hrs to 16:00 hrs
Presentation/meeting through Webex/other media,
link will be shared by the Bank.
Pre-Bid Reply/Corrigendum to
be sent only through electronic
mode through the e-Tendering
Portal/email
12-03-2020 up to 16:00 hrs
Final Pre-bid meeting with
Bidder on queries raised .
16-03-2021 up to 16:00 hrs.
Meeting through Webex /other media, link will be
shared by the Bank.
Last Date and Time for receipt
of e- Bids (Technical &
commercial )along with EMD
30-03-2021 at 15:00 hrs.
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Date and Time of opening of e-
Bids.
09-04-2021 at 14:00 hrs.
Place of opening of e- Bids
The bid documents have to be submitted through
electronic mode through the e-Tendering Portal
https://c1.eproc.in
Contact Person Shri Aravind M, AGM( mobile No.9640046688)
Shri.Ramaiah S, DGM (Mob. No. 7200033203)
Shri Rajkumar Reddypalle, DGM (Mob
no.9029022573)
Shri Aashish Ranjan Dass, DGM (7021418396)
Shri. Suman Kumar, DGM, (Mob.No. 8809896389)
Shri. Chandresh Kumar, AGM (Mob. No
8109034138)
Address for Communication ,
pre-bid meeting , Opening of
bids
Dy. General Manager, IDBI Bank Ltd, RAO-
Chennai, New No.47, Old No.16, Prestige Point
building, 1st Floor, Haddows Road,
Nungambakkam, Chennai – 600006
Email id:[email protected]
Note:
1. This RFP document is the property of the Bank & is not transferable.
2. This bid document has 120 pages.
3. If a holiday is declared on the dates mentioned above, the bids shall be received / opened
on the immediate next working day at the same time specified above and at the same e-
tendering site unless communicated otherwise.
4. No queries will be entertained after the date and time mentioned in this schedule.
5. If any bidder qualifies under MSME category, having NSIC registration and Udyog
Aadhar Memorandum, specific to the scope of this RFP, then on submission of requisite
certificates, the cost of bid document and payment of EMD are exempted. Bidders having
NSIC registration/ Udyog Aadhar number are exempted for submission of EMD at the time
of submission of bids but are required to pay if they are declared as technically qualified.
6. The Bid prepared by the bidder, as well as all correspondence and documents relating to
the Bid exchanged by the bidder and IDBI Bank with supporting documents and printed
literature shall be in English only.
7. No queries will be entertained after the date and time mentioned in this schedule.
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DISCLAIMER
The information contained in this Request for Proposal (“RFP” / “Bid Document”) or
information provided subsequently to bidder(s) or applicants whether verbally or in
documentary form by or on behalf of IDBI Bank Limited (“IDBI Bank” / “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.
The information contained in this “RFP” or information provided subsequently to Bidders
or applicants whether verbally or in documentary form by or on behalf of IDBI Bank, is
provided to the Bidder(s) on the terms and conditions set out in this RFP document and all
other terms and conditions subject to which such information is provided.
This RFP document is not an agreement and is neither an offer nor invitation to offer. This
RFP is to invite proposals from applicants who are meeting the eligibility criteria to submit
the bids (hereinafter individually and collectively referred to as “Bidder” or “Bidders”
respectively). The purpose of this RFP is to provide the Bidders with information and to
assist them in formulation of their proposals (Bids). This RFP does not claim to contain all
the information which each Bidder may require. Each Bidder may, at its own costs without
any right to claim reimbursement, conduct its own independent investigations and analysis
and may like to check the accuracy, reliability and completeness of the information in this
RFP and wherever felt necessary obtain independent advice. IDBI Bank makes no
representation or warranty and shall incur no liability under any law, statute, rules or
regulations as to the accuracy, reliability or completeness of this RFP. IDBI Bank may in
its absolute discretion, but without being under any obligation to do so and without
prejudice to its rights, update, amend or supplement the information in this RFP.
The information contained in the RFP document is selective and is subject to updation,
expansion, revision and amendment. IDBI Bank does not undertake to provide any Bidder
with access to any additional information or to update the information in the RFP
document or to correct any inaccuracies, if any, therein, which may become apparent. IDBI
Bank reserves the right of discretion to change, modify, add to or alter any or all of the
provisions of this RFP and/or the bidding process, without assigning any reasons
whatsoever. Such change will be intimated or made accessible to all Bidders on the IDBI
Bank e-Tendering Portal. Any information contained in this document will be superseded
by any later written information on the same subject made available/accessible to all
Bidders by IDBI Bank.
Information provided in this RFP is on a wide range of matters, some of which may depend
upon interpretation of law. The information given is not intended to be an exhaustive
account of statutory requirements and should not be regarded as a complete or authoritative
statement of law. IDBI Bank does not own any responsibility for the accuracy or otherwise
for any interpretation or opinion on law expressed herein. Further, IDBI Bank also does not
accept liability of any nature whether resulting from negligence or otherwise howsoever
caused arising from reliance of any Bidder upon the statements contained in this document.
IDBI Bank reserves the right to reject any or all the responses to RFP / Bids received in
response to this RFP at any stage without assigning any reason whatsoever and without
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IDBI /CPU-RAO / RFP/2020-21/ 02 Page 7 of 119
being liable for any loss/injury that Bidder might suffer due to such reason. The decision of
IDBI Bank shall be final, conclusive and binding on all the parties directly or indirectly
connected with the bidding process.
Bids not satisfying the procedure prescribed in the tender document will be treated as
invalid and rejected summarily.
It may be noted that notice regarding corrigenda, addendums, amendments, time-
extensions, clarifications, response to Bidders’ queries etc., if any to RFP, will not be
published through any advertisement in newspapers or any other media. Prospective
Bidders shall regularly visit Bank’s e-Tendering Portal for any changes / development in
relation to this RFP.
INSTRUCTIONS TO BIDDER – ONLINE MODE
1.1 C1 India Pvt. Ltd. a company incorporated and registered under Companies Act, 2013
with CIN U74899DL2000PTC107260 and having its registered office at 301, 1st Floor,
Udyog Vihar, Phase-II, Gurugram-122015, Haryana, India New Delhi, is a company
engaged in the business of providing e-Tendering services. IDBI Bank avails the service of
C1 India Pvt. Ltd.
1.2. IDBI Bank e-Procurement Portal: An e-Tendering Portal of IDBI Bank introduced for
the process of e-Tendering which can be accessed on https://c1.eproc.in.
1.3. ACCESSING / PURCHASING OF BID DOCUMENTS:
1.3.1. It is mandatory for all the Bidders to have Class-III Digital Signature Certificate
(With both DSC Components, i.e. Signing & Encryption) from any of the licensed
Certifying Agency under CCA, Ministry of Electronics and Information Technology,
Government of India to participate in the e-tendering through the e-tendering portal of
IDBI Bank. Bidders can see the list of licensed Certifying Agency from the link
www.cca.gov.in. C1 India Pvt. Ltd. also facilitate Class III Digital Signature Certificate
(With both DSC Components, i.e. Signing & Encryption) to the Bidders. Bidder may
contact e-Tendering Portal (https://c1.eproc.in) at mobile no. +91-7291981137 for
accessing/purchasing of bid documents.
1.3.2. To participate in the e-bid, it is mandatory for the Bidders to get themselves
registered with the IDBI Bank e-Tendering Portal (https://c1.eproc.in) and to have a user
ID & Password with no registration fee.
1.3.3. The amendments / clarifications to the tender, if any, will be posted on the IDBI
Bank e-Tendering Portal (https://c1.eproc.in).
1.3.4. The Bidder may modify or withdraw their bid after submission and prior to the Bid
Due Date. No Bid shall be modified or withdrawn by the Bidder after the Bid Due Date
and Time.
1.3.5. Both 'EMD' and 'Tender Document Fee', if any, are mentioned in individual tender
document published at IDBI Bank e-Tendering Portal (https://c1.eproc.in).
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1.3.6. For helpdesk please contact e-Tendering Cell and Help Desk Support from Monday
to Friday Ph: 0124-4302033/36/37, Email - [email protected].
1.3.7. It is highly recommended that the Bidders should not wait till the last date of bid
submission to avoid complications like internet connectivity issue, network problems,
system crash down, power failure, browser compatibility issue, system compatibility issue,
improper digital signature certificate problem etc. It is clarified that neither IDBI Bank nor
C1 India Pvt. Ltd. will be responsible for such eventualities.
1.3.8. Any change will be informed through electronic mode through the Bank’s e-
Tendering Portal. Any information contained in this RFP document will be superseded by
any later written information on the same subject made available through Banks’ e-
Tendering Portal. Information provided in this RFP is on a wide range of matters, some of
which may depend upon interpretation of law
SECTION I
1. BACKGROUND
IDBI Bank is a company within the meaning of Section 2(20) of the Companies Act, 2013
(18 of 2013) and a banking company within the meaning of Section 5 (c) of the Banking
Regulation Act, 1949 (10 of 1949), with Corporate Identity No.
L65190MH2004GOI148838 and having its registered office at IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai 400005. IDBI Bank is a scheduled bank as notified by the
Reserve Bank of India (RBI) under the Reserve Bank of India Act, 1934. The Bank is
engaged in providing finance and conducting banking business. As on March 31, 2020,
IDBI Bank had a network of approximately 1973 Branches/RACs across the country.
One Retail Asset Unit (RAO) of the Bank is presently situated at IDBI Bank, RAO-
Chennai, New No.47, Old No.16, Prestige Point building, 1st Floor, Haddows Road,
Nungambakkam, Chennai – 600006. Many records are generated in usual course of
business at these offices, which need to be preserved. The Bank is looking for Bidders who
have expertise, facilities and infrastructure to provide Custodial, Document Management
(Physical and Digital) and other related Services to the Bank for its existing records /
documents as well as records / documents which may be generated in future.
2. PURPOSE OF THIS RFP
2.1) The purpose of this RFP is to invite bids from experienced Service Providers of repute
and credentials for providing Custodial, Document Management (Physical and Digital) and
other related services to Retail Asset Operations, as per scope of work and terms and
conditions given in this RFP at Chennai location.
3. Invitation for Bids
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Instructions to the Bidder
Submission of Bids:
The Bid prepared by Bidder, as well as all correspondence and documents relating to
the Bid exchanged by the Bidder and IDBI Bank shall be in English only. The Bank
will follow a two stage bidding process. The Bidders shall submit their Bids in two
parts i.e. technical (the Technical Bid) and commercial (the Commercial Bid), through
electronic mode through the e-Tendering Portal https://c1.eproc.in. The Tender
applications should be submitted through electronic mode through the e-Tendering
Portal https://c1.eproc.in
In the event of the specified date for the submission of Bids being declared a holiday
for IDBI Bank, the Bids may be submitted up to the appointed time on the next working
day, unless otherwise specified by IDBI Bank.
Any deficiency in documentation may result in the outright rejection of the Bid and
IDBI Bank shall not be liable for the same in any manner whatsoever. Any decision of
IDBI Bank in this regard shall be final, conclusive and binding on the Bidders and shall
not be questioned / challenged by the Bidders.
IDBI Bank may, at its own discretion, extend the period for submission of Bids by
amending this RFP. However, no request for extension of time from the Bidders shall
be binding upon IDBI Bank. Any decision in this regard taken by IDBI Bank shall be
final, conclusive and binding on the Bidders and shall not be questioned / challenged by
the Bidders.
The e-envelopes shall indicate the name and address of the Bidder to enable the Bid to
be returned unopened in case it is declared "late". Any Bid received by IDBI Bank after
the time prescribed by IDBI Bank for receipt of Bids, will be rejected and returned
unopened to the Bidder. Any decision in this regard taken by IDBI Bank shall be final,
conclusive and binding on the Bidder and shall not be questioned / challenged by the
Bidders
4. EARNEST MONEY DEPOSIT (EMD)& SECURITY DEPOSIT (SD)
4.1) The Bidder shall furnish as a part of its Bid, EMD as mentioned below by way of
electronic fund transfer to IDBI Bank’s Current Account No.: 00537000010052,
IFSC:IBKL0000005. Bid not accompanied with Receipt on submission of Bid Fee & EMD
will not be considered.
This Bid Security must accompany the technical bid.
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EMD – To be submitted along with the Tender
Location EMD Amount in Rupees
Chennai 50,000
SECURITY DEPOSIT – To be submitted by the successful bidder after finalization
of Tender, before execution of agreements
Location Performance Security Deposit for
Successful bidder in Rupees
Chennai 25,00,000
4.2) The EMD and Security Deposit shall not bear any interest.
4.3) Rejection of Bid: Any technical bid not accompanied by interest free EMD as
mentioned above, shall be summarily rejected by IDBI Bank, without any further
correspondence.
4.4) The EMD shall be forfeited if:
(4.4.1) Bidder withdraws his bid during the bid validity period; or
(4.4.2) Bidder makes any statement or encloses any form which turns out to be false,
incorrect and/or misleading at any time prior to signing of contract and/or conceals or
suppresses material information; or
(4.4.3) Successful Bidder fails to sign the contract or furnish performance security and
other guarantee(s)/security in the form and manner to the satisfaction of IDBI Bank, as
mentioned in the Bid Documents; or
(4.4.4) Any evasion, avoidance, refusal or delay on the part of the Successful Bidder to
sign and execute the order/ purchase order/ service order or any document, as may be
required by IDBI Bank in case the Bid is accepted.
4.5) The EMD of unsuccessful Bidders will be refunded within 30 (Thirty) days from the
conclusion of tendering process/ RFP process.
4.6) The EMD of Successful Bidder will be refunded on execution of all legal documents
including the submission of the Performance Bank Guarantee for equivalent amount of
Security Deposit / Fixed Deposit with IDBI Bank by marking lien on the same.
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4.7) The Bidders have to submit the duly signed EMD Refund letter in format prescribed
under Annexure X at the time of submission of bids.
4.8) Any decision by IDBI Bank in this regard shall be final, conclusive and binding on the
Bidder/s.
5.DUE DILIGENCE
5.1) The Bidder is expected to examine all instructions, forms, terms and specifications in
this RFP and study the Bid Document carefully. Bid shall be deemed to have been
submitted after careful study and examination of this RFP with full understanding of its
implications. Each Bidder should, at its own costs without any right to claim
reimbursement, conduct its own investigations, analysis and should check the accuracy,
reliability and completeness of the information in this RFP and wherever felt necessary
may obtain independent advice. The Bid should be precise, complete and in the prescribed
format as per the requirement of this RFP. Failure to furnish all information required by
this RFP or submission of a Bid not responsive to this RFP in each and every respect shall
be at the Bidder’s own risk and may result in rejection of the Bid and for which the Bank
shall not be held responsible. Any decision taken by IDBI Bank as to completeness of the
Bid and/or rejection of any / all Bid(s) shall be final, conclusive and binding upon the
Bidder(s) and shall not be questioned / challenged by the Bidder(s).
6. COST OF RFP/BID DOCUMENT AND EXPENSES INCURRED WHILE
BIDDING
6.1) The cost of RFP / Bid document is Rs.10, 000/- (Rupees Ten Thousand only) plus
applicable taxes (“Cost”). Rs.10,000/- + Currently 18% GST i.e. Rs.11,800/- must be
deposited by the participating bidder through electronic mode (NEFT/RTGS) to IDBI
Bank’s Current Account A/C No.: 00537000010052, IFSC:IBKL0000005.
Bids received without the Cost shall be summarily rejected. The Cost is non-refundable. It
is hereby clarified that the amounts so paid towards cost of this RFP is not earnest money /
security deposit and shall not be adjusted against any amounts paid/ payable by the Bidder.
6.2) The Bidder shall solely bear all expenses whatsoever associated with or incidental to
the preparation and submission of its Bid and the Bank shall in no case be held responsible
or liable for such expenses, regardless of the conduct or outcome of the bidding process
including but not limited to cancellation / abandonment / annulment of the bidding process.
7.BIDDING IN CONSORTIUM
7.1) Bids received from a consortium of bidders will be summarily rejected. Bidding in
consortium is not allowed for this RFP.
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8. ELIGIBILITY CRITERIA FOR BIDDERS
8.1) The Bidder shall be a duly incorporated (registered as per applicable law) entity,
eligible & competent to contract and with expertise &infrastructure to provide the required
facility & service (supporting documents to be submitted).The Bidder may be a
Government Organization / PSU / PSE / partnership firm/LLP or a Public or Private
limited Company under Indian Laws.
8.2) The Bidder in this RFP process should be represented by a person whose any action in
the matter of this RFP & subsequent contract should be binding on the Bidder, such as an
individual should be represented by self or a power of attorney (PoA) holder; a partnership
firm by all the partners or, by a partner eligible to bind all the partners by his acts as per
registered partnership deed/ PoA, a company through authorised person as per board
resolution or by a PoA holder, , a limited liability partnership through designated partners
or by a PoA holder, as per resolution . Wherever applicable, the Bidder should submit the
certified extract of the charter / constitutional documents, KYC documents and other
documents such as board resolution/power of attorney, partnership deed (registered) in
favour of the Person executing documents on behalf of the Bidder. Power of Attorney for
the delegation of power should be made as per Annexure III.
8.3) The Bidder should have minimum 3 years of experience in business of providing
Custodial, Document Management (Physical and Digital) and other related Services to
Bank / Financial Institutions up to March 31,2020 and should provide the list of clients
(Relevant Client confirmation to be provided).
8.4) The Bidder should have all necessary licenses, permissions, consents, no objections,
approvals as required under law for carrying out its business as on date of submission of
the tender/bid. (Relevant documents to be submitted)
8.5) The Bidder should not have been blacklisted by Government, any govt. department,
PSU or PSB during the last three years and Bidder should not have engaged in any type of
litigation, judicial or quasi judicial proceedings with the Bank in the past and also till
submission of Bids with respect to matters /scope of work under this RFP (Self-
Certification to be submitted).
8.6 The Bidder should have positive net worth (Paid up capital + Free Reserves-Intangible
assets-debit Balance of P&L account-preliminary &pre-operative expenses) for the last 3
financial year’s i.e. FY2016-2017, FY 2017-18, FY 2018-19.
8.7) The Bidder should have provided / or providing similar services to any other Banks /
Financial Institutions / Corporate entities / PSUs etc. in the past 3 years either of the
following manner at location as per detail below.
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Chennai
Criteria No. Of Contract No. of files per contract
Storage & safe custody of
Structured Retail Assets (SRA)
Loan Documents
1 20,000 Loan files
2 16,000 Loan files
3 10,000 Loan files
8.9) (a)The Bidder should have valid & clear ownership/ irrevocable tenancy right to the
place/ building from where Services are offered. In case of tenancy, the same should not
end before 66 months from the date of Contract. (Relevant documents to be submitted)
(b) The title of place / building acquired by Bidder for providing services must be free from
encumbrances. If there is any loan or charge on the property from where Services are
offered, NOC from lender/ charge holder along with lender’s certificate that loan is fully
regular & being repaid timely should be furnished. In all other cases, owner’s declaration
of property being free of any encumbrance should be provided.
(c) Proposed storage being offered should be located within 50 kms radius from the Bank’s
Location as per below detail
S. N. Location Address of the Bank
1 Chennai Dy. General Manager, IDBI Bank Ltd, RAO- Chennai, New
No.47, Old No.16, Prestige Point building, 1st Floor, Haddows
Road, Nungambakkam, Chennai – 600006
(d)The location of storage should be easily accessible by public transport. The proposed
storage space should be a permanent structure constructed & maintained as per due
regulatory provisions & approvals.
(e)The structure for storage should have proper arrangement to keep it waterproof, damp
proof, having proper drainage provision as per Municipal approvals. The storage site
should have provision for parking of truck and the passage to storage should be free from
water logging, flooding/ inundation. This condition should be maintained throughout
tenor of the contract.
(f) Fire protection system to include fire alarm system, very early smoke detection
apparatus, sprinklers and fire extinguishers in accordance with relevant local Municipal
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Corporation standards should exist in working condition. Certification in this regard from
the competent authority shall be obtained in every six months and to be submitted to the
Bank. The Service Provider’s staff should be adequately trained in handling fire
equipment.
(g) Fire NOC from fire safety department and subsequent renewal document should be
submitted along with the bid document.
(h) The storage site must be locked and guarded 24 X 7. No unauthorized personnel can
be allowed access to the Bank’s records at any time. Access be controlled by card based /
bio metric electronic access control system and a record kept on register of personnel and
material entering and leaving the secured area.
(i) At storage site, there should be provision of incoming landline numbers, where one
can call the Bank’s representative available at the site.
(j) CCTV monitoring of the area with recording of minimum 90 days is essential.
(k)Whole storage area should be having proper arrangement of lighting and adequate
ventilation with provision of emergency lighting and backup power in case of power
cut(s).
(l) The vendor should ensure that the humidity levels are maintained in the range of 35%-
60% and definitely below 60%. Absolute maximum humidity to be maintained is 60% to
reduce the risk of mould growth and to reduce the rate of chemical change in paper records.
There should not be fluctuations of Relative Humidity (RH) of 10% on a daily basis and
seasonal variation of 20%. – BMS report on RH status to be submitted monthly. Necessary
de Humidifiers need to be provided in the storage space.
(m) In the case of rainy and winter seasons, power back up arrangements should be
available to maintain temperature and RH. Air quality to be maintained, by circulation of
air to prevent pockets of stagnant air leading to high humidity. The inflow ducts provided
for fresh air intake should have proper filters to avoid dust and acidic gases coming into the
storage.
(n) The proposed area should not be on ground floor and/or basement, there should be
working & well maintained goods lift available from the place where trucks can go. There
should be space available to park a truck (up to22 feet container) near entrance / lifts.
(o) There should be provision of regular (every quarter) pest control, rodent control, white
ant control and to control anything else which may harm the documents. Services of
reputed pest control service provider should be taken for the same and such arrangement
should be maintained throughout period of contract
(p) The Bidder should certify that proper applicable Municipal, Fire Brigade, Shops &
Establishment, labour licenses, electricity connection with sufficient connected load and
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any other required regulatory approval/ permit/ license have been acquired and should be
able to produce whenever required by the Bank. All such permissions should be renewed
periodically and held on record.
(q) The Bidder should have proper ratings on its electrical and power equipment.
® Minimum height of ceiling should be 10 feet and the top of racks should be at least 8
feet from ground. The lower most rack should also be at least one foot from ground.
(s) Whole area should be conducive of working for storage & retrievals. It should be
having proper arrangement of lighting with provision of emergency lighting in case of
power cut. Also, exhaust fans should be installed to arrange air circulation as required.
(t) The Bidder shall arrange for adequate insurance coverage ( of value as mentioned in
RFP) for documents/other records/ papers of the Bank against fire, flood, cyclone and
other natural calamity besides theft, burglary etc. and the Bidder will bear the cost of such
insurance. The Bidder should also arrange for adequate cyber insurance. The insurance has
to be regularly renewed and copies of the renewed insurance policies have to be submitted
to the Bank from to time.
(u) The record storage premises where Bank’s records are going to be kept must be
certified by a competent structural engineer / firm on the Dead Weight Bearing &
Structural Stability aspects.
(v) The Bidder shall do the fire audit of the storage facility each year by independent fire
auditor and a copy of the report of fire audit for each year is to be submitted to the Bank.
(w) The Bidder must have ISO 27001 certification.
(x)The proposed storage area must not be located on the ground level and/or basement
i.e., not in the Basement or Mezzanine floors.
(y) The premises should be of high quality RCC construction and quake proof structure.
It should be easily accessible by emergency vehicles, fire brigade etc. in case of any
eventualities and away from hazardous buildings/establishments. Structural Stability
Audit report of the Storage premises should be available from accredited agency.
(z) There should be no history of damage to records in the last 5 years at the vendor’s
Document storage premises/Facilities due to fire or flood at any of its facility (self-
declaration to be attached).
8.10) The Bidder shall execute a pre-contract integrity pact with IDBI Bank and submit
along with the bid as per the format given at Annexure XIII
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Note: All eligibility requirements mentioned above should be complied by the Bidders as
applicable and relevant support documents should be submitted for the fulfilment of
eligibility criteria failing which the Bids may be summarily rejected. Non-compliance of
any of the criteria can entail rejection of the offer. Photocopies of relevant documents /
certificates should be submitted as proof in support of the claims made for each of the
above-mentioned criteria and as and when the Bank decides, originals / certified copies
should be shown for verification purpose. The Bank reserves the right to verify / evaluate
the claims made by the Bidder independently. Any deliberate misrepresentation/wrong
certification/ violation of Integrity Pact at any stage of contract will entail rejection of the
offer, ab-initio. In such case, Performance Bank Guarantee submitted as Security Deposit
would be invoked and appropriated.
9. BID EVALUATION CRITERIA (BEC)
9.1)To meet Bank's requirements, as spelt out in this Bid Document, the selected Bidder
must have the requisite experience and expertise in providing services for Custodial,
Document Management (Physical and Digital) and other related Services, the technical
know-how, and the financial ability that would be required to successfully set-up the
required infrastructure and provide the services sought by Bank.
9.2) The Bidder shall submit their offers strictly in accordance with the terms and
conditions of the Bid Document. Any Bid, which stipulates conditions contrary to the terms
and conditions given in the Bid Document, is liable for rejection. Any decision of IDBI
Bank Ltd in this regard shall be final, conclusive and binding on the Bidder.
9.3) The Bidders shall be short listed after the evaluation of their Technical Bids. Only the
short listed bidders will be permitted to participate in the Online Reverse Auction
(“ORA”).The Bidders must compulsorily have a Class-III Digital Signature Certificate
(With Both DSC Components, i.e. Signing & Encryption) from any of the licensed
Certifying Agency under CCA, Ministry of Electronics and Information Technology,
Government of India to participate in e-tendering portal of IDBI Bank
9.4) The Successful L1 Bidder will be as per the conclusion of the ORA process executed
by ORA Agency appointed by the Bank for the ORA.
9.5) The Successful L1 Bidder will be arrived at through ORA process. On conclusion of
ORA, if the price breakup is not submitted to the Bank within 3 days from the date of the
ORA, the Bank reserve the right to reject the L1 Bidder’s Bid and avail services from the
subsequent eligible bidder.
9.6) 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. At any time during the process of Bid
evaluation, Bank may seek specific clarifications from any or all Bidders.
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9.7) The bidder should arrange for evaluation visit of IDBI Bank officials to the
facilities/presentation on proposed services, before opening of ORA/ commercial bid
opening.
10. GUIDELINES FOR BIDDERS / GENERAL INSTRUCTIONS
10.1) The Bid consists of two parts namely, a Technical Bid and Commercial Bid, the
Bidders shall submit their Bids in two parts i.e. technical (the Technical Bid) and
commercial (the Commercial Bid), through electronic mode through the e-Tendering Portal
https://c1.eproc.in
10.2)Commercial Bids of only those bidders would be opened who qualifies technical
eligibility criteria with minimum 70 marks, as per Annexure I B & 1 C.
10.3) All the e-Bids, duly addressed to Deputy General Manager–CPU-RAO, IDBI Bank
Limited must be accompanied by cost of Bid Document and EMD as specified must be
submitted online.
10.4) The Bidder must submit a certificate of undertaking on its official letter-head duly
signed by its authorized signatory confirming the acceptance of all the terms & conditions
contained in and spread throughout this Bid Document.
10.5) 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 Bank in this regard shall be final,
conclusive and binding on the Bidder.
10.6) Decision as to any arithmetical error, manifest or otherwise in the response to Bid
Document shall be decided at the sole discretion of Bank and shall be binding on the
Bidder. Any decision of Bank in this regard shall be final, conclusive and binding on the
Bidder.
10.7) 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 the Bank in this
regard shall be final, conclusive and binding on the Bidder.
10.8) Modification to the Bid Document, if any, will be made available as an addendum on
the Bank’s website IDBI Bank e-Tendering Portal (https://c1.eproc.in).
10.9) All notices regarding corrigenda, addenda, amendments, time-extension, clarification,
response to bidders’ queries etc., if any to this RFP, will not be published through any
advertisement in newspapers or any other mass media. Prospective Bidders shall regularly
visit Bank’s e-Tendering Portal in for any changes / development in relation to this RFP.
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10.10) The Bid Documents may be downloaded from our website IDBI Bank e-Tendering
Portal (https://c1.eproc.in). and submitted at the address mentioned in the Document
Control sheet, strictly as per the terms of RFP.
10.11) 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.
10.12) Successful Bidder would sign along with the Contract form and other forms
contained in the Bid Document with IDBI Bank at Chennai only.
10.13) The Bidder shall bear all costs and expenses for the execution, stamp duty and
submission of the contract and agreements. Bank shall not be responsible or liable for
reimbursing/compensating these costs and expenses, regardless of the conduct or outcome
of the bidding process.
10.14) Quotations contained in the Bids shall remain valid for a period of 90 (ninety) days
from the date of submission of the Bid in response to the RFP.
10.15) Prices quoted should be exclusive of GST.
10.16) TDS would be deducted at source, if any, as per prevailing rates.
10.17) All other taxes/Cess/levies/surcharge/Toll etc., if any, shall be borne by the Bidder,
from time to time.
10.18) The price (“Bid Price”) quoted by the Bidder cannot be altered or changed due to
escalation on account of any variation in taxes, levies, and cost of material.
10.19) The Bid Price quoted is to be written in words as well as figures and in case of
discrepancies between the price written in words and price written in figures, the price
written in words shall be considered to be correct.
10.20) The Bank will not be obliged to meet and have discussions with any Bidder and/ or
to entertain any representations in this regard.
10.21) During the period of evaluation, Bidders may be asked to provide more details and
explanations about information they have provided in the proposals. Bidders should
respond to such requests within the time frame indicated in the letter/e-mail/ IDBI Bank e-
Tendering Portal (https://c1.eproc.in) seeking the explanation.
10.22) The Bank’s decision in respect to evaluation methodology and short-listing Bidders
will be final and no claims whatsoever in this respect will be entertained.
10.23) The Bids received and accepted will be evaluated by the Bank to ascertain the best
and lowest bid in the interest of the Bank. However, the Bank does not bind itself to accept
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any Bid, lowest or otherwise, and reserves the right to reject any or all bids at any point of
time prior to the order without assigning any reasons whatsoever.
10.24) The relevance of the Bids to the requirements of this RFP will be determined on the
basis of whether it contains all documents or information specifically called for in this RFP
document. A proposal determined not relevant will be rejected by the Bank and despite any
correction by the Bidder of the non-conforming item(s), may not be considered relevant by
the Bank.
10.25) Apart from the above, the profile, past experience and performance track record of
the Bidder in the area of the assignment, methodology to be adopted to carry out the
assignment, delivery schedule, service support, price, etc. shall be some of the important
criteria in selecting the Bidder.
10.26) The Bids will be evaluated both on the Technical and Commercial merits and the
Bank’s decision in this regard shall be binding, final and conclusive.
10.27)Any Bidder who has suffered incidents of fire, natural calamity, act of God or force
majeure in the past 5 years at any of its location is not eligible. Declaration to that effect is
required to be submitted along with RFP. Any wrong declaration would make the Bidder
ineligible for taking part in bidding process and termination of contract if the same is
known after execution of the contract.
10.28) The Bidder shall have the certification from the approved certifier about the
availability of sufficient digital storage space with proper safeguards from hacking.
10.29) Bidder will also provide a database schema, tracking software and chemically
treated suitable storage boxes as approved by Bank with labelling to store the physical
documents after scanning.
10.30) Before submission of the Bid, each bidders shall satisfy itself with the terms and
conditions contained herein, as subsequent request for alteration of the terms of the RFP or
the clauses in the contract or any other document to be executed by the Bidder would not
be entertained by the Bank.
11. PAYMENT TERMS
11.1) No advance payment will be made on award of the contract.
11.2) All payments shall be subject to applicable taxes, as per the tax rules at the time of
Payment.
11.3) Payments of monthly bills of Bidder may be withheld in case any of the services are
not rendered and deficiency in the services rendered as per SLA terms.
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11.4) Penalty / liquidated damages (if any), will be adjusted against payment due and shall
be deducted from the invoice value.
11.5) All out of pocket expenses, travelling, boarding and lodging expenses for the entire
term of this RFP and subsequent agreement is included in the amounts quoted and the
Bidder shall not be entitled to charge any additional costs on account of any items or
services or by way of any out of pocket expenses, including travel, boarding and lodging.
11.6) All the payments to the Successful Bidder shall be subject to the performance/
delivery of the Services to the satisfaction of IDBI Bank for this purpose.
11.7) The Successful Bidder shall be solely liable for the payment of all the past, present
and future central, state and local levies, direct/indirect taxes, duties, local body taxes, fines
and penalties (including without limitation GST, ST, VAT, if any) by whatever name
called, as may become due and payable in relation to the Services.
11.8) Notwithstanding anything contained in this RFP/ the Contract or in any other
document(s) under no circumstances IDBI Bank shall be liable to the Successful Bidder
and/or its employees/personnel/representatives/agent etc. for direct, indirect, incidental,
consequential, special or exemplary damages arising from termination of the Contract;
11.9) IDBI Bank shall not have any liability whatsoever in case of any third party claims,
demands, suit, actions or other proceedings against the Successful Bidder or any other
person engaged by the Successful Bidder in the course of performance of the Service.
11.10) IDBI Bank reserves the rights to dispute/deduct payment/withhold payments/further
payment due to the Successful Bidder under the Contract, if the Successful Bidder has not
performed or rendered the Services in accordance with the provisions of the Contract
which the IDBI Bank at its sole discretion adjudge.
11.11) Successful Bidder shall permit IDBI Bank to hold or deduct the amount from
invoices, for non-performance or part performance or failure to discharge obligations under
the Contract.
11.12) It is clarified that any payments of the charges made to and received by authorised
Successful Bidder personnel shall be considered as a full discharge of IDBI Bank’s
obligations for payment under the Agreement.
11.13) Prices shall be quoted in Indian National Rupee (INR) only.
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SECTION -II
1. PROCEDURE FOR SUBMISSION OF BIDS
Submission of Bids:
The Bid prepared by Bidder, as well as all correspondence and documents relating to
the Bid exchanged by the Bidder and IDBI Bank shall be in English only. The Bank
will follow a two stage bidding process. The Bidders shall submit their Bids in two
parts i.e. technical (the Technical Bid) and commercial (the Commercial Bid), through
electronic mode through the e-Tendering Portal
https://c1.eproc.in
Tender applications should be submitted through electronic mode through the e-
Tendering Portal https://c1.eproc.in
In the event of the specified date for the submission of Bids being declared a holiday
for IDBI Bank, the Bids may be submitted up to the appointed time on the next working
day, unless otherwise specified by IDBI Bank.
No indications pertaining to price or financial or commercial terms shall be made on
the envelopes. Any deficiency in documentation may result in the outright rejection of
the Bid and IDBI Bank shall not be liable for the same in any manner whatsoever. Any
decision of IDBI Bank in this regard shall be final, conclusive and binding on the
Bidders and shall not be questioned / challenged by the Bidders.
IDBI Bank may, at its own discretion, extend the period for submission of Bids by
amending this RFP. However, no request for extension of time from the Bidders shall
be binding upon IDBI Bank. Any decision in this regard taken by IDBI Bank shall be
final, conclusive and binding on the Bidders and shall not be questioned / challenged by
the Bidders.
The e-bids shall indicate the name and address of the Bidder to enable the Bid to be
returned unopened in case it is declared "late". Any Bid received by IDBI Bank after
the time prescribed by IDBI Bank for receipt of Bids, will be rejected and returned
unopened to the Bidder. Any decision in this regard taken by IDBI Bank shall be final,
conclusive and binding on the Bidder and shall not be questioned / challenged by the
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Bidders.
1.1) 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 Bank for necessary clarifications and / or confirmation through the e-
Tendering Portal.
1.2) 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, on each
document in the relevant space provided therein for the purpose. The Bidder shall initial on
each page of the Bid Documents. Partly filled Bids/partial submission will not be accepted.
1.3) Bids sent through post/Courier will not be accepted, Bids should be submitted
through electronic mode through the e-Tendering Portal https://c1.eproc.in only.
1.4) 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 authorizations.
1.5) The e-Bid shall contain the full name, address, telephone no.(mobile no and landline)
and E-mail ID of the Bidder for facilitating communications including notices to be given
to the Bidder in connection with the Bid transaction and also to enable the Bids to be
unopened in case it is declared “Late”. No indications pertaining to price, financial or
commercial terms are to be made on the envelopes.
1.6) The EMD & Bid Fee should be paid along with the Bid Document during submission.
Bids without the EMD shall be rejected. If any bidder qualifies under MSME category,
having NSIC registration and Udyog Aadhar Memorandum, specific to the scope of this
RFP, then, on submission of requisite certificates, the cost of bid document and payment of
EMD are exempt.
1.8) The Bidder, irrespective of his/her participation in the bidding process, shall treat the
details of the documents as secret and strictly confidential.
1.9) Bank reserves the right to adjust arithmetical or other errors in the bid, in the manner
in which Bank considers appropriate or deems fit. Any adjustments so made by Bank shall
be stated to the Bidder, if 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 Bank and shall be final,
conclusive and binding on the Bidder.
1.10) The Bid prepared by the Bidder, as well as all correspondence and documents
relating to the Bid exchanged by the Bidder and Bank and supporting documents and
printed literature shall be in English.
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1.11) 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 Bank shall be final, conclusive and binding on the Bidder.
1.12) The Bidder cannot quote for the Services in parts.
1.13) Bank is not bound to accept the lowest or any Bid and has the right to reject any Bid
without assigning any reason whatsoever. Bank also reserves the right to re-issue/re-
commence the Bid/bid process. Any decision in this regard by Bank shall be final,
conclusive and binding on the Bidder.
1.14) 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 Bank. Any decision in this regard by Bank
shall be final, conclusive and binding on the Bidder.
1.15) The Bidder shall prepare the Bid based on details provided in the Bid documents. It
must be clearly understood that the quantities and specifications are intended to give the
Bidder an idea about the scale and magnitude of the work and are not in any way
exhaustive and guaranteed by Bank.
1.16) Bank reserves the sole right for including any addendum to this entire bid process.
The Bidders shall not claim as a right for requiring Bank to do the aforesaid.
1.19) The Bid should be a complete document and in the order of Annexure of RFP.The
deficiency in documentation may result in the rejection of the Bid. Any decision in this
regard by Bank shall be final, conclusive and binding on the Bidder.
1.27) Additional information called for in the Commercial Bid format should be
necessarily provided by all the Bidders.
2. CLARIFICATIONS OF BID DOCUMENT
2.1) Prospective Bidder, if required, may seek any clarification in relation to this RFP by
way of e-Tendering Portal. IDBI Bank will hold pre-bid meeting on March 01,2021 , 04:00
PM as indicated in the Document control Sheet for addressing queries / clarification about
this RFP, The queries / clarification from the prospective Bidder must be received by e-
Tender Portal (https://c1.eproc.in) before 04:00 PM on Feb. 26, 2020. The Queries /
clarification received after the defined date will not be entertained.
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2.2)It may be noted that notice regarding corrigenda, addendums, amendments, time-
extensions, clarifications, response to Bidders’ queries etc., if any to RFP, will not be
published through any advertisement in newspapers or any other media. Prospective
Bidders shall regularly visit Bank’s e-Tendering Portal in for any changes / development in
relation to this RFP
3. LANGUAGE OF BIDS
3.1) The Bids prepared by the Bidder and all submission of documents relating to the Bids
exchanged by the Bidder and Bank, shall be written in the English language only.
4. BID PRICES
4.1)The Bidder shall indicate the cost of each service in the bid document.
4.2)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.
4.3)The prices quoted will be exclusive of all applicable taxes. The total price quoted must
be inclusive of cost for Custodial, Document Management (Physical and Digital) and
other related Services during the service period.
4.4) The Price quoted should be valid for the period of 66months (60 months of contract
and 6 months of extension for necessary renewals, if not done before expiry) from the date
of award of the contract. Along with the tender documents - technical bid, the vendor will
submit a price bid also, which will be opened for arriving at reserve price.
4.5)In the absence of above information, a Bid may be considered incomplete and
summarily rejected. Any decision in this regard by the Bank shall be final, conclusive and
binding on the Bidder.
4.6) It shall be the responsibility of the Bidder to fully meet all the requirements of the Bid
document and to commence rendering the services.
5. FIRM PRICES
5.1) Prices quoted must be firm and final and shall not be subject to any re-openers or
upward modifications, on any account whatsoever including exchange rate fluctuations,
revision in taxes, duties, levies, charges etc. The Bid Prices shall be indicated in Indian
Rupees (INR) only.
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5.2)Any decision in this regard by Bank shall be final, conclusive and binding on the
Bidder.
6. BIDDER QUALIFICATION
6.1) 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.
6.2)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/authorized representative of the firm / company.
6.3)In case of company, the Bidder shall sign the bid with the exact name of the company
to whom the bid is to be awarded. The Bid shall be duly signed and sealed by the
authorized representative of the Bidder’s organization.
6.4) 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.
6.5)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. Bank may reject
outright any Bid not supported by adequate proof of the signatory’s authority.
7. PERIOD OF VALIDITY OF BIDS
7.1) Bids should be valid for 90 (Ninety) days from the last date for submission. A Bid
valid for a shorter period may be rejected by Bank as non-responsive. Any decision in this
regard by Bank shall be final, conclusive and binding on the Bidder.
7.2)In exceptional circumstances, the 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
shall not be permitted to modify its Bid. Any decision in this regard by Bank shall be final,
conclusive and binding on the Bidder.
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8. FORMAT AND SIGNING OF BID
8.1)The Bidder shall submit only one e-Bid.
8.2)The-bid shall be digitally signed by the person or persons duly authorized to bind the
Bidder to the Contract.
8.4) The Bid should be a complete document. The order of documents in the technical bid
should be strictly as per the Annexure -I.
8.5)The deficiency in documentation may result in the rejection of the Bid at any stage of
bidding / RFP. Any decision in this regard by Bank shall be final, conclusive and binding
on the Bidder.
8.6)Each page of the Bid document should be stamped and initialled by authorized
signatory as a token of acceptance of all the terms and conditions of RFP.
8.7)The Bidders shall seal and mark the Bid accordingly.
8.8)If the outer cover of the Bid is not sealed and marked appropriately, Bank will assume
no responsibility for the bid’s misplacement or premature opening.
9. LOCAL CONDITIONS
9.1)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.
9.2)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. Bank shall not entertain any request for clarification from the Bidder
regarding such local conditions.
9.3) 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 Bank and that neither any change in the time schedule of the contract nor
any financial adjustments arising thereof shall be permitted by Bank on account of failure
of the bidder to appraise themselves of local laws / conditions.
10. LAST DATE FOR RECEIPT OF BIDS
10.1) E-Bids will be accepted by Bank on or before the date / time in the specified portal.
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10.2) IDBI Bank may at its own discretion extend the period for submission of bids by
amending this RFP, in which case all rights and obligations of IDBI Bank and Bidders
shall stand extended. However no request for extension of time from the Bidders shall be
binding upon IDBI Bank.
11. LATE BIDS
11.1) Any e-bid received by Bank after the last date for receipt of bids prescribed by Bank,
will not be accepted. Any decision in this regard by Bank shall be final, conclusive and
binding on the Bidder.
12. MODIFICATION AND WITHDRAWAL OF BIDS
12.1) 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 Bank prior to the last date
prescribed for submission of Bids and subsequently the Bank agrees to such request.
12.2) The Bidder should submit its modified Bid in wholesome as a replacement of its
previous Bid.
12.3) The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked
and dispatched in accordance with the provisions of this document.
12.4) No Bid may be modified subsequent to the last date for receipt of Bids.
12.5) No Bid may be withdrawn in the interval 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 interval may result in the Bidder’s forfeiture of its Bid Security.
13. ADDRESS FOR CORRESPONDENCE
13.1) The Bidder shall designate the official mailing address and place to which all
correspondence shall be sent by Bank.
14. OPENING OF BIDS
14.1) Opening of Technical Bids: The bid documents have to be submitted through
electronic mode through the e-Tendering Portal
https://c1.eproc.in
Technical Bid called “Electronic Format of Technical Bid” shall contain the Electronic form of
Technical Bid.
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Cover-I will be opened as per the mentioned date & time in the Document Control Sheet in
presence of Tenderers who desire to attend. The tenderers can view the Tender opening details
through their respective log in Ids on the above mentioned e-tender portal (Website).
Cover-II (Price Bid): Shall contain the Electronic format of Price Bid. No condition/ stipulation in
Cover-II will be accepted.
Cover-II (Price Bid) will be opened only of those bidders who are successfully in Technical Bid
(Cover- I) after through scrutiny. The tenderers can view the Tender opening details through their
respective log in Ids on the above mentioned e-tender portal (Website).
14.2)Announcement of Bids: The Bidder’s name, Bid modifications or withdrawals and
the presence or absence of requisite EMD and such other details as IDBI Bank at its sole
discretion may consider appropriate, will be announced at the opening of bids.
14.3) Bids not considered for evaluation: Bids that are rejected during the Bid opening
process shall not be considered for further evaluation, irrespective of the circumstances.
14.4)Opening of Commercial Bids/ Initial Price Bid: The e-envelopes containing the
commercial rates shall be opened by the Bank’s committee constituted for the said purpose.
IDBI Bank is not bound to accept the lowest or any Bid and has the right to reject any or all
Bids without assigning any reason whatsoever. IDBI Bank also reserves the right to re-
issue / re-commence the Bid process. Any decision in this regard by IDBI Bank shall be
final, conclusive, and binding on the Bidders. Initial Price Bids of those Bidders would be
opened who qualifies technical eligibility criteria with minimum 70 marks, after which
successful bidder would be identified based on ORA, as decided by IDBI Bank. These will
be retained and kept on Bank’s records. Initial Price Bids of technically disqualified
Bidders shall neither be opened nor returned to the Bidders.
14.5) The details of Commercial Bids submitted by the Bidder(s) will not be announced by
IDBI Bank.
14.6) 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.
14.7) Only technically qualified (shortlisted) Bidders will be allowed to participate in
online Reverse Auction/ Opening of Commercial Bid.
14.8)The Bidders’ names, modifications, Bid withdrawals and the presence or absence of
the requisite Bid Security and such other details as Bank, at its discretion, may consider
appropriate or deemed fit will be announced at the Bid opening.
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15. CLARIFICATIONS
15.1) When deemed necessary, 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.
16. CONTACTING BANK
16.1) No Bidder shall contact the Bank on any matter relating to its Bid, from the time of
the Bid opening to the time the Contract is awarded to successful bidder(s).
16.2) Any effort by a Bidder to influence Bank’s Bid evaluation, Bid comparison or
contract award decisions may result in the rejection of the Bid.
17. INTEGRITY PACT
17.1)IDBI Bank has implemented Integrity Pact (IP) and has appointed Independent
External Monitors (IEMs) for the IP in consultation with Central Vigilance Commission to
avoid all forms of corruption by following a system that is fair, transparent and free from
any influence / prejudice dealings prior to, during and subsequent to the currency of the
Contract to be entered into for the purpose of this RFP. The Bidder is required to submit
duly executed pre-contract Integrity Pact in line with Annexure XIII as a pre-requisite
condition while submitting the bid.
18. EVALUATION AND COMPARISON OF BIDS
18.1) 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.
18.2) 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.
18.3) Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price and
quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does
not accept the correction of the errors, the Bid will be rejected. Any decision in this regard
by 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.
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18.4) A Bid determined as not substantially responsive will be rejected by Bank and may
not subsequently be made responsive by the Bidder by correction of the nonconformity.
Any decision in this regard by Bank shall be final, conclusive and binding on the Bidder.
18.5) 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.
18.6) Bank reserves the right to accept or reject in full any or all the Bids without assigning
any reason whatsoever and without thereby incurring any liability whatsoever to the
affected Bidders or any obligation to inform the affected Bidders of the grounds for the
Bank’s action. Any decision of Bank in this regard shall be final, conclusive and binding
on the Bidder and shall not be questioned / challenged by the Bidder.
18.7) Bank reserves the right to re-issue /re-commence/cancel the entire Bid process in case
of any anomaly, irregularity or discrepancy or for any other reasons or otherwise without
thereby incurring any liability whatsoever to the affected Bidders or any obligation to
inform the affected Bidders of the grounds for the Bank’s action. Bank shall not be bound
to give any reasons or explain the rationale for its actions / decisions to annul or abandon or
cancel the bid process. Bank further reserves the right to re-issue /re-commence the Bid or
circulate new RFP altogether on the subject matter or any activity or part thereof
concerning thereto. Any decision of Bank in this regard shall be final, conclusive and
binding on the Bidder and shall not be questioned / challenged by the Bidder.
19. TECHNICAL BID EVALUATION
19.1) A screening committee constituted by IDBI Bank for the purpose of selection of the
successful Bidder, would evaluate Bids after necessary Site visit and presentation on the
process by the bidders.
19.2)The proposals will be evaluated in three stages. In the first stage Technical Evaluation
of the Bidders will be done. In the second stage opening of Initial Price Bid/ commercial
Bid will be conducted for the technically qualified bidders. In the third stage financial
evaluation (ORA) will be carried out.
19.3) Each Bidder acknowledges and accepts that IDBI Bank may, in its absolute
discretion, apply whatever criteria it deems appropriate in the selection of vendor, not
limited to those selection criteria set out in this RFP document.
19.4) The Technical Bid should necessarily contain all Technical details and other terms
and condition of RFP. Bidder’s proposal should conform to the contents and format of the
technical bid listed out Annexure – I of the RFP. Proposals not conforming to the
specifications may be rejected summarily. Any incomplete or ambiguous terms/conditions
will disqualify the offer.
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19.5) 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, technical and functional information of proposed services.
The Bidder may highlight the noteworthy/superior features of their offerings/services.
19.6) The Bidder shall arrange for adequate insurance coverage on documents/other
records/ papers of the Bank against fire, flood, cyclone and other natural calamity besides
theft, burglary etc.
19.7) Technical Bid evaluation methodology/score sheet that IDBI Bank would adopt is as
given in Annexure –IB& 1C.
19.8) At the sole discretion and determination of the IDBI Bank, IDBI Bank may add any
other relevant criteria for evaluating the proposals received in response to this RFP.
20.FINANCIAL BIDDING PROCESS (ORA)
20.1) The opening of the financial bids shall be done for those who have qualified during
the evaluation of technical bids.
20.2) Conditional tenders, which stipulate conditions, contrary to the conditions given in
the tender document shall be rejected forthwith.
20.3) The Bank at its discretion may call for online reverse auction to discover the price.
However, only those bidders, who have qualified technically and submitted price bids as
per tender conditions, shall be allowed to participate in ORA.
20.4) All price offers (made either in price bid or ORA) shall be valid for 90 days from
date of last date of submission of this tender. It may be noted that Bidder has to extend the
facility if Bank accepts his rate.
20.5) In ORA as per procedure, the Bidders will need to give their quotes in a descending
manner. The Bidder who quotes the lowest till the end of the time limit fixed for ORA will
be declared L1 and the Bidder with the next highest quote will be declared L2 and so on.
The process will be conducted by a professional body. The date and time for ORA process
will be communicated to all the bidders who have TECHNICALLY QUALIFIED.
20.6) For participating in ORA, the bidders should have digital signature certificates. It is
the responsibility of the bidder to have the digital signature certificate ready, as its own cost
beforehand. No request for any reimbursement of cost /extension of time from the bidders
shall be binding upon the IDBI Bank.
20.7)IDBI Bank is not bound to accept the lowest or any Bid and has the right to reject any
or all bids without assigning any reason whatsoever. IDBI Bank also reserves the right to
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reissue/re-commence the Bid process. Any decision in this regard by IDBI Bank shall be
final, conclusive and binding on the bidders.
20.8) IDBI Bank may, at its discretion, prefer to shortlist more than one Bidder in order
to mitigate the concentration risk, provided L2 agrees to provide services at the rates
quoted by L1. In such a case, the L1 bidder will be given 60% of volume and L2 bidder
will be given 40% of volume or a suitable sharing pattern would be arrived at after
considering the resourcefulness. The decision of the Bank shall be final in this regard
and biding on the Bidders.
21. POST QUALIFICATION
21.1) Bank will determine to its satisfaction whether the Bidder selected (as having
submitted the best-evaluated responsive Bid) is qualified to satisfactorily render the
services. Any decision in this regard by Bank shall be final, conclusive and binding on the
Bidder.
21.2) 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.
21.3) An affirmative determination will be a pre-requisite for award of the Contract to the
Bidder. A negative determination will result in rejection of the Bid, in which event; 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 Bank shall be final,
conclusive and binding on the Bidder.
22. ACCEPTANCE OF BID
22.1) Prior to the expiration of the period of Bid validity, Bank will notify the Successful
Bidder in writing, that its bid has been accepted.
23. SIGNING OF CONTRACT
23.1)After Bank notifies the Successful Bidder that its bid has been accepted; the Bidder
should sign the Contract and complete the execution of all other documents.
23.2) The signing of Contract should be accompanied by the submission of performance
security either by way of Performance Bank Guarantee(Annexure VIII) or Fixed Deposit
(Security Deposit) , execution of Non- Disclosure Agreement (Annexure V), Deed of
Indemnity (Annexure IX) and other applicable documents.
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23.3) The Contract form and all other documents would be signed at Chennai only within
15 days of receipt of notification of award of contract. No change would be allowed in the
formats of the documents to be executed in this regard and same have to be signed in the
prescribed formats as per the RFP.
23.4) Payment of stamp duty would be as per applicable laws in the State of Tamilnadu.
23.5) The Bidder shall bear all costs and expenses for the execution, stamp duty and
submission of the contract and agreements. Bank shall not be responsible or liable for
reimbursing / compensating these costs and expenses.
23.6) The incidental expenses of execution of the Contract as well as the conditions
stipulated in the contract shall be strictly adhered to and any breach / violation thereof shall
entail termination of the Contract without prejudice to the other right of IDBI Bank
including but not limited to the right to levy / impose and recover penalties as specified in
this RFP or Contract.
24. PERFORMANCE SECURITY IN THE FORM OF BANK GUARANTEE /
FIXED DEPOSIT (SECURITY DEPOSIT)
24.1) The Successful Bidder shall furnish the performance Bank Guarantee within 15 days
of the receipt of acceptance by Bank.
24.2) The value of the Performance Bank Guarantee will be Rs. 20 lakhs in the form of
Bank Guarantee /Fixed Deposit as per Annexure-VIII
24.3) The performance Bank Guarantee (PBG) should be issued by a Nationalised Bank
and directly forwarded to the Bank.
24.4) The Performance Bank Guarantee (PBG) should be valid for a period of 66 months
(5 Year contract period + 6 months claim period) from the date of issue of PBG. The
PBG will have to be renewed /resubmitted with fresh validity and claim period in case of
extension of the contract.
24.5)The proceeds of the performance security shall be payable to the Bank as
compensation for any loss or damage resulting from the Successful Bidder’s failure to
complete its obligations under and in accordance with the Contract.
24.6) Penalties, if any, will be recovered from the payments. In case Performance
Guarantee amount decreases from the initial deposit level due to penal deductions, etc., it
shall be made up / replenished to the initial amount deposited within 7 days of such penal
deductions, etc. being replenished by way of supplementary Bank Guarantee, issued by a
Nationalised Bank.
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24.7) 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 EMD, in which event Bank may award the Contract to the next best
evaluated Bidder or call for new Bids. Any decision in this regard by Bank shall be final,
conclusive and binding on the Bidder.
25. DISCHARGE OF BID SECURITY
25.1) EMD of the successful bidder shall be discharged on signing of the Contract and all
other legal documents and upon furnishing the performance guarantee / security to the
satisfaction of Bank.
25.2) The EMD of all unsuccessful Bidder(s) shall be discharged / returned as promptly as
possible but not later than 30 (thirty) days after the conclusion of the tendering process/
RFP process.
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SECTION III
1. Definitions:
In this RFP / Bid Document / Contract, the following terms shall have the following
meanings and shall be interpreted accordingly:
a) The Contract: The agreement to be entered into between IDBI Bank and the
Successful 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 Custodial, Document
Management (Physical and Digital) and other related Services for IDBI Bank as
inclusively stated under Section IV and V of this RFP.
b) Bidder: Includes any person/firm/company that has/have participated in the bidding
process.
c) EMD: Earnest Money Deposit.
d) Successful Bidder/ Service Provider: Bidder whose Bid has been accepted by IDBI
Bank and to whom work has been awarded and shall include its authorized
representatives, successors and permitted assigns.
e) IDBI Bank/Bank: IDBI Bank Limited including its successors and assigns.
f) The Contract Price: The price, payable to the Successful 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.
g) “Service(s)” means all the services, which the Bidder is required to provide and/or
procure to the Bank under and in accordance with the Contract.
h) “Custodial Services” means all the services that start from pick up of the documents
and records from the Bank’s specified premises for safe custody at the Successful Bidder’s
premises, till their permanent withdrawals/retrievals by the Bank.
i) “Management Services” means all the services that are required by the Bank as per
its requirement such as indexing, periodical retrievals and refilling etc.
j) “Other Related Services” means all the services that are required by the Bank for
digitizing, providing copasetic, on request as per the Bank’s requirement.
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k) “Service Period” means the period of 5 year (contract period) commencing from the
date of Contract as mentioned in the acceptance / signoff certificate issued by IDBI Bank.
l) “Acceptance of Bid” means the letter/fax or any memorandum communicating to the
Bidder the acceptance of its Bid and includes an advance acceptance of his Bid.
m) “Business Day” means neither any day that is not a Sunday nor a public holiday (as
per the official holidays observed by Bank).
n) Confidential Information: (i) intellectual property information and information
relating to Intellectual Property Rights; (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 service(s) of the Bank including, financial information, process/flow
charts, business models, designs, drawings, data information related to products and
service(s), 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 the Services/ Contract and (v) all such other information which by its nature or the
circumstances of its disclosure is confidential.
o) 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 forms
of intellectual property rights, titles, benefits or interests whether arising before or after the
execution of this Contract and the right to ownership and registration of these rights.
p) “Document” means any embodiment of any text or image howsoever recorded and
includes any data, text, images, sound, voice, codes, computer programs, software and / or
databases or microfilm or computer generated microfiche or similar device.
q) “Effective Date” means the date on which this Contract is signed and executed by
the Parties hereto.
r) “Parties” means the Bank and the Bidder and “Party” means either of the Parties.
s) Force Majeure: means acts of God or of public enemy, acts of Government of India
in their sovereign capacity, acts of war and unforeseen natural calamity.
t) Maintenance cost: Vendor to create a comprehensive database with bar coding of
each file, inventorization at file level. Bar coded sticker to be affixed at each file. Vendor
to sort, segregate, index and pack the records in metallic Boxes for transportation to its
storage location. Rates are inclusive of packing, loading, and transportation and unloading
at vendor’s warehouse. Maintenance charges on any file will be paid monthly on pro rata
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basis for the no of days file is kept with the vendor. For subsequent addition of records
same rate will be applicable.
u) Retrieval cost: The cost incurred to withdraw (files/records from storage to our
premises (including handling & transport cost)
v) Re-filing cost: The cost incurred for re-deposition of files/records in storage
(including handling & transport cost)
w) Post Disbursement Documents (PDDs) insertion in files: The cost incurred to insert
post disbursement documents in file including collecting the document from our office,
handling & transporting carefully, retrieval of files & refilling at vendor’s site. If the loan
file is already digitized initially, there should be provision for the inserted PDDs to be also
digitized and full record of the loan file in digital form should be there in single file. There
should be provision for searching of the scanned PDF.
x) Photocopying: Cost of photocopying including paper.
y) Digitization: Cost of scanning and digitization including maintenance and storage
space in server.
z) Records: any paper that is given by the Bank for safe custody.
aa) Documents: Loan / Security documents, Title deeds, Account opening forms, KYC
documents.
bb) Closed Loan Skeletal file- Loan files wherein title deeds and other relevant
documents are returned to borrower. Skeletal files contain significantly reduced number of
pages. It generally contains KYC and loan agreement documents. Skeletal files need not
be digitized as original file is already scanned /digitized.
cc) Page:- Page means front and back.
2. Interpretations
In this tender/ in the Contract, unless a contrary intention is evident:
2.1) Time is the essence in the performance of the Parties’ respective obligations, if any
time period specified herein is extended; such time shall also be of the essence.
2.2) The clauses/headings are for convenient reference(s) only and do not form part of this
tender/ the Contract;
2.3) Unless otherwise specified, a reference to a clause number is a reference to all of its
sub-clauses;
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2.4) Unless otherwise specified, a reference to a clause, sub-clause or section is a reference
to a clause, sub-clause or section of this tender/ the Contract including any amendments or
modifications to the same from time to time;
2.5) A word in the singular includes plural and a word in the plural includes singular;
2.6) A word implying a gender includes any other gender;
2.7) A reference to a person includes a body corporate also;
2.8) A reference to legislation includes legislation repealing, replacing or amending that
legislation;
2.9) 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;
2.10) Reasonability and materiality of "doubt" and "controversy" shall be at the sole
discretion of IDBI Bank.
2.11) The words not expressly defined herein shall have meanings ascribed to them in the
General Clauses Act, 1897 or such other relevant applicable law as amended from time to
time.
2.12) In case of difference of opinion on the part of the Bidder in comprehending and /or
interpreting any clause/provision of this tender 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(s).
3. CONDITIONS PRECEDENT
3.1) This Contract is subject to the fulfilment of the following conditions precedent by the
Bidder:
i. Furnishing of performance security by way of an unconditional and irrevocable
Performance Bank Guarantee (Performance Security) as mentioned in Section II, as
per the format given in Annexure VIII or Fixed Deposit (security deposit).
ii. Execution of a Deed of Indemnity as per format given in Annexure IX.
iii. 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.
iv. Furnishing solvency certificate and certificate confirming that there are no vigilance
or court cases threatened or pending against the Bidder.
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v. Furnishing of such other documents as the Bank may specify, including but not
limited to definitive documents.
vi. Furnishing of Non-Disclosure agreement, Information Security Certificate and
Integrity pact as given in the annexures herein.
4. STANDARD OF PERFORMANCE:
4.1) The Successful Bidder shall 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 standards and shall observe sound
management, technical practices. It shall employ appropriate advanced technology,
procedures and methods. The Successful Bidder shall always act, in respect of any matter
relating to the Contract, as faithful advisors to Bank and shall, at all times, support and
safeguard Bank’s legitimate interests in any dealing with third parties.
5. USE OF CONTRACT DOCUMENTS AND INFORMATION
5.1) The Successful Bidder shall treat all documents, information, data and communication
of and with the Bank as privileged and confidential and shall be bound by the terms and
conditions of the Non-Disclosure Agreement as per Annexure –V. The Successful Bidder
shall execute this Non-Disclosure Agreement simultaneously at the time of execution of
the Contract. The Successful Bidder shall not, without the Bank’s prior written consent,
disclose the Contract, or any provision thereof, or any specification, plan, sample or
information or data or drawings / designs furnished by or on behalf of the Bank in
connection therewith, to any person other than a person employed by the Bidder in the
performance of the Contract. Disclosure to any such employed person shall be made in
utmost confidence and shall extend only so far as may be necessary and relevant for
purpose of such performance and shall be subject to the terms and conditions of the Non-
Disclosure Agreement.
5.2) The Bidder shall not, without IDBI Bank’s prior written consent, make use of any
document, data or information etc., enumerated in this Bid Documents save and except for
due performance and observance of the Contract.
5.3) Any document, other than the Contract itself, enumerated in this Bid Documents shall
remain the property of IDBI Bank and shall be returned (in all copies) to the Bank on
completion of the Bidder’s performance under and in accordance with the Contract, if so
required by the Bank.
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6. INDEMNITY AND COMPENSATION
6.1) The Bidder shall execute and furnish to the Bank, a Deed of Indemnity in favour of the
Bank in a form and manner, as given in Annexure -IX, indemnifying the Bank its
directors, employees, agents and representatives from and against any costs, loss, damages,
expense, claims, litigations (including legal fees and expenses incurred by the Bank), suits,
actions, judgments, and or otherwise including but not limited to those from third parties or
liabilities of any kind howsoever suffered, arising out of or incurred inter alia during and
after the Contract period including but not limited to third-party claims due to
delay/deficiency of services/loss to the Bank including but not limited to the Services or
any part thereof and/or otherwise; at law or in equity. The indemnity survives the Contract.
6.2)During the Contract tenure, where any Document are lost/damaged in the custody of
the Service Provider/vendor for whatever reasons, the Service Provider/vendor shall
without demur or protest compensate and reimburse IDBI Bank against any costs, charges
and expenses sustained or incurred by the IDBI Bank in relation to the recreation of the
lost/damaged Documents and against any claim/future liability/litigations which may be
brought about by the customer of IDBI Bank and/or any third party in connection with the
lost/damaged in the Document. In such event, the claim/notice(s) of demand made by IDBI
Bank to the Service Provider/vendor and the amount quantified by the Bank as mentioned
in the claim/notice of demand shall be final and binding upon the Service Provider/vendor.
7. DELAYS IN THE BIDDER’S PERFORMANCE
7.1) Delivery of the required services shall be made by the Successful Bidder strictly in
accordance with the time schedule prescribed by the Bank. Time is of the essence of
Contract.
7.2) If at any time during the performance of the Contract, the Successful Bidder
encounters conditions / situations impeding timely discharge of services, the Successful
Bidder shall promptly notify the Bank in writing of the fact of the delay, it’s likely duration
and the cause(s) thereof. After receipt of the Successful Bidder’s notice, the Bank shall at
the earliest evaluate the condition/ situation, and consider, extending the Successful
Bidder’s time for performance, with or without liquidated damages, in which case, the
extension shall be ratified by the Parties by written amendment of the Contract.
7.3) Except as provided in the above clause, a delay by the Successful Bidder in the
discharge of services shall render the Successful Bidder liable to the imposition of
liquidated damages, unless an extension of time is agreed upon without levying liquidated
damages.
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7.4)A delay by the Successful Bidder in the performance of its Contract obligations shall
render the Successful Bidder liable to any or all the following sanctions:
i. Forfeiture of its performance guarantee.
ii. Termination of the Contract for default, with an obligation to return the
documents and records free of cost.
8. LIQUIDATED DAMAGES / PENALTY (Physical)
8.1) If the Successful Bidder fails to meet the requirements under the Scope of Services,
like delays/defaults/deficiency, shall without prejudice to its other rights and as per this or
other terms of the Contract, deduct price, as liquidated damages. In case of deficiency of
services, like, delay in retrieval and submission of documents beyond 3 days from the date
of request, a sum equivalent to Rs.100/- per day per document would be imposed as
penalty.
8.2)If the Bidder consistently fails to meet the requirements under Scope of Services or
complete the services as per the scheduled completion date or the extended date or if
Bidder repudiates the Contract before completion of the contract /services, the Bank may
without prejudice to any other right or remedy (i.e. penalties) available to the Bank as
under the Contract, recover from the Bidder, liquidated damages over and above the
penalties.
8.3) IDBI Bank may without prejudice to its right to effect recovery by any other method,
deduct the amount of liquidated damages from any money belonging to the Bidder in its
hands (which includes the IDBI Bank’s right to claim such amount against Bidder’s
performance Guarantee) or which may become due to the Bidder. Any such recovery or
liquidated damages shall not in any way relieve the Bidder from any of its obligations to
complete the works / Services or from any other obligations and liabilities under the
Contract.
8.4) IDBI Bank reserves the right to impose / waive off the Liquidated Damages.
9. DISPUTE RESOLUTION
9.1) The Parties shall use their best efforts to amicably settle all disputes arising out of or in
connection with this Contract in the following manner:
i. The Party raising the dispute shall address to the other Party a notice requesting an
amicable settlement of the dispute within ten (10) days of receipt of the notice.
ii. The matter will be referred for negotiation between GM (CPU-RAO) of IDBI Bank
and person nominated in Annexure IA (Sr. No. 11) of the Service
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Provider/Vendor. The matter shall then be resolved by them and the agreed course
of action documented within a further period of thirty (30) days.
9.2)The Parties agree that any dispute between the Parties, which cannot be settled by
negotiation in the manner, described above, may be resolved exclusively by arbitration and
such dispute may be submitted by either party to arbitration within thirty (30) days of the
failure of negotiations. Arbitration shall be held only in Chennai, India and conducted in
accordance with the fast track provision of the Arbitration and Conciliation Act, 1996 or
any statutory modification or re-enactment thereof. Each Party to the dispute shall appoint
one (1) arbitrator each and these two (2) arbitrators shall jointly appoint the third or the
presiding arbitrator. The arbitration proceedings shall be conducted in the English
language. Subject to the above, the courts of law at Chennai alone shall have the
jurisdiction in respect of all matters connected with the Contract. The arbitration award
shall be final, conclusive and binding upon the Parties and judgment may be entered
thereon, upon the application of either party to a court of competent jurisdiction. Each
Party shall bear the cost of preparing and presenting its case, and the cost of arbitration,
including fees and expenses of the arbitrators, shall be shared equally by the Parties unless
the award otherwise provides.
9.3) The Successful Bidder shall not be entitled to suspend the provision of the Services or
the completion of the job, pending resolution of any disputes between the Parties and shall
continue to render the Services in accordance with the provisions of the Contract
notwithstanding the existence of any dispute between the Parties or the subsistence of any
arbitration or other proceedings.
9.4)The provision under this section survives the contract.
10. ADDRESSES FOR NOTICES
10.1) All notices, requests, consents, waivers or other communication required or permitted
hereunder shall be in writing and shall be deemed properly served: (i) if delivered by hand
and received by an authorized employee or officer of the Party, (ii) 14 (fourteen) days after
the date of dispatch by certified or registered mail, postage prepaid, return receipt
requested. All notices and other communication shall be marked as under:
In the case of The
Bank
Dy. General Manager, IDBI Bank Ltd, RAO- Chennai,
New No.47, Old No.16, Prestige Point building, 1st
Floor, Haddows Road, Nungambakkam, Chennai –
600006
In the case of the
Bidder
As furnished in Annexure IA (Sr.No.12).
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11. TAXES AND DUTIES
11.1) Bidder will be entirely responsible for all applicable taxes, duties, levies, imposts,
costs, charges, license fees, road permits etc., in connection with discharge of services.
Payment of applicable taxes will be made at actual, on production of suitable evidence of
payment by the Bidder.
11.2) Income / Corporate taxes in India: The Bidder shall be liable to pay all corporate
taxes and income tax that shall be levied according to the laws and regulations applicable
from time to time in India and the Price Bid by the Bidder shall include all such taxes in the
Contract price.
11.3) Tax deduction at Source: Wherever the laws and regulations require deduction of
such taxes at the source of payment, The Bank shall effect such deductions from the
payment due to the Bidder. The remittance of amounts so deducted and issuance of
certificate for such deductions shall be made by The Bank as per the laws and regulations
in force. Nothing in the Contract shall relieve the Bidder from his responsibility to pay any
tax that may be levied in India on income and profits made by the Bidder in respect of this
Contract.
11.4) The Bidder’s staff, personnel and labour will be liable to pay personal income taxes
in India in respect of such of their salaries and wages as are chargeable under the laws and
regulations for the time being in force, and the Bidder shall perform such duties in regard
to such deductions thereof as may be imposed on him by such laws and regulations.
11.5) The Bidder shall also be responsible for having his sub-Bidder(s) under this sub-
contract(s) on account of payment received by the sub-Bidder(s) from the Bidder for works
done under the sub-Bidder(s) for which The Bank will in no case bear any responsibility. It
shall be the responsibility of the Bidder to submit to the concerned Indian authorities the
returns and all other related documents required for this purpose. The Bidder shall also
provide the Bank such information, as it may be required in regard to the Bidder’s details
of payment made by the Bank under the Contract for proper assessment of taxes and duties.
The Bidder and his sub-Bidder(s) or their personnel shall bear all the taxes if any, levied on
the Bidder’s, sub-Bidder’s and Bidder’s personnel. The amount of tax withheld by the
Bank shall at all times be in accordance with Indian Tax Laws and the Bank shall promptly
furnish to the Bidder original certificates (Challans) for tax deduction at source and paid to
the Tax Authorities.
11.6) The Bidder agrees that he and his sub-Bidder(s) shall comply with the Income-Tax
Act in force from time to time and pay Income - Tax, as may be imposed / levied on them
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by the Indian Income Tax Authorities, for the payments received by them for the works
under the Contract.
11.7) The Bidder fail to submit returns/pay taxes in times as stipulated under the Income –
tax Act and consequently any interest or penalty is imposed by the Income-tax authority,
the Bidder shall indemnify The Bank against any and all liabilities or claims arising out of
this Contract for such taxes including interest and penalty any such Tax Authority may
assess or levy against the Bank/ Bidder.
11.8) The Bank shall if so required by applicable laws in force, at the of payment, deduct
income tax payable by the Bidder at the rates in force, from the amount due to the Bidder
and pay to the concerned tax authority directly.
12. SUCCESSFUL BIDDER’S INTEGRITY
12.1) The Successful Bidder is responsible for and obliged to carry out all the services
strictly in accordance with Contract using state-of-the-art methods and economic principles
and exercising all means available to achieve the performance specified in the Contract.
13. SUCCESSFUL BIDDER’S OBLIGATIONS
13.1) The Successful Bidder is obliged to work closely with IDBI Bank’s staff, act within
its own authority and abide by directives / instructions issued by the Bank from time to
time. The Successful Bidder will abide by the job safety measures prevalent in India and
will free / indemnify IDBI Bank from all demands or responsibilities arising from accidents
or loss of life, the cause of which is the Bidder’s negligence or otherwise. The Successful
Bidder will pay all indemnities arising there from and will not hold IDBI Bank responsible
or obligated.
13.2) The Successful Bidder is responsible for managing the activities of its personnel and /
or personnel working pursuant to its instructions and will hold itself responsible for any
misdemeanours. The Successful Bidder will treat all data and information about the Bank
as confidential, obtained in the execution of his responsibilities, in strict confidence and
will not reveal such information to any other party without the prior written approval of the
Bank.
14. SURVIVAL
14.1) Any provision of this Contract which, either expressly or by implication, survive the
termination or expiration of this Contract, shall be complied with by the Parties including
that of the provisions of indemnity, confidentiality, non-disclosure in the same manner as if
the present Contract is valid and in force.
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14.2) The provisions of the clauses of this Contract in relation to documents, data,
processes, property, Intellectual Property Rights, indemnity, publicity and confidentiality
and ownership survive the expiry or termination of this Contract and in relation to
confidentiality, the obligations continue to apply unless the Bank notifies the Bidder of its
release from those obligations.
15. NO AGENCY
15.1) The Services of the bidder here shall not be construed as any agency of IDBI Bank
and there shall be no Principal - Agent relationship in this regard.
16. NO SET-OFF, COUNTER-CLAIM AND CROSS CLAIMS.
16.1) In case the Bidder has any other business relationship with the Bank, no right of set-
off, counter-claim and cross-claim and or otherwise will be available under this Contract to
the Bidder for any payments receivable under and in accordance with that business.
17. ADHERENCE TO SAFETY PROCEDURES, RULES REGULATIONS AND
RESTRICTIONS
17.1) Bidder shall comply with the provision of all laws including labour and industrial
laws, rules, regulations and notifications issued there under from time to time. All safety
and labour and industrial laws enforced by statutory agencies and by the Bank shall be
applicable in the performance of this Contract and Bidder shall abide by these laws. The
Bidder shall indemnify and keep indemnified and hold harmless the Bank for any loss,
damage, claims, costs, charges, expenses, etc. arising out of and/or suffered on account of
actions, litigations, proceedings, suits, arising out of breach of the above laws.
Bidder shall take all measures necessary or proper to protect the personnel, work and
facilities and shall observe all reasonable safety rules and instructions.
17.2) The Bidder shall report as soon as possible any evidence, which may indicate or is
likely to lead to an abnormal or dangerous situation and shall take all necessary emergency
control steps to avoid such abnormal situations.
17.3) Bidder shall also adhere to all security requirement/regulations of the Bank during
the execution of the work.
18. STATUTORY REQUIREMENTS
18.1) During the tenure of this Contract nothing shall be done by the Bidder in
contravention of any law, act and/ or rules/regulations, there under or any amendment
thereof governing inter-alia customs, foreign exchange, etc., and shall keep the Bank
indemnified in this regard.
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18.2) Successful Bidder undertakes to promptly produce all records and information
relating to the Contract/this RFP for the purpose of inspection and information security
audit of IDBI Bank. Successful Bidder shall provide access, to officers / employees /
representatives / agents or auditors of the Bank to the premises / places where such records
are kept / maintained. The Bank shall not be duty bound to give any prior notice to
Successful Bidder before carrying out the said inspection or audit.
18.3) The Successful Bidder agrees to allow officers of IDBI Bank to inspect and make
copies at their own cost, of the records relating to the Services performed/delivered by the
Successful Bidder, maintained by Successful Bidder pursuant to the Contract/this RFP.
18.4) In regards to the above, the Regulators and Government Authorities including RBI
officials shall be entitled to conduct audits of the Successful Bidder at any point of time.
19. CONTRACT PRICES
19.1) Prices payable to the Bidder as stated in the Contract shall be firm and not subject to
adjustment during performance of the Contract, irrespective of reasons whatsoever,
including exchange rate fluctuations, changes in taxes, duties, levies, charges, etc.
19.2) Further, IDBI Bank shall be entitled to make adjustment in the payment of Contract
price in the event of levying liquidated damages and/or penalty on the Successful Bidder.
20. OWNERSHIP AND RETENTION OF DOCUMENTS
20.1) The Bank shall own the documents, prepared by or for the Bidder arising out of or in
connection with this Contract.
20.2) Forthwith upon expiry or earlier termination of this Contract and at any other time on
demand by the Bank, the Bidder shall deliver to the Bank or to its representative as
advised by the Bank, all documents provided by or originating from the Bank and all
documents produced by or from or for the Bidder in the course of performing the Services,
unless otherwise directed in writing by the Bank at no additional cost. The Bidder shall not,
without the prior written consent of the Bank store, copy, distribute or retain any such
Documents.
21. REPRESENTATIONS AND WARRANTIES
21.1) In order to induce the Bank to enter into this Contract, the Bidder hereby represents
and warrants as of the date hereof, which representations and warranties shall survive the
term and termination hereof, the following:
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i. That the Bidder is not involved in any major litigation, potential, threatened and
existing, that may have an impact of affecting or compromising the performance
and delivery of Services under the Contract.
ii. That the representations made by the Bidder in its Bid are and shall continue to
remain true and fulfill all the requirements as are necessary for executing the
duties, obligations and responsibilities as laid down in the Contract and the Bid
Documents and unless the Bank specifies to the contrary, the Bidder shall be bound
by all the terms of the Bid.
iii. That the Bidder shall use such assets of the Bank as the Bank may permit for the
sole purpose of execution of its obligations under the terms of the Bid, Tender or
this Contract. The Bidder shall however, have no claim to any right, title, lien or
other interest in any such property, and any possession of property for any duration
whatsoever shall not create any right in equity or otherwise, merely by fact of such
use or possession during or after the term hereof.
iv. That the Bidder shall procure insurance policies for all its present and future
property and assets deployed for this Contract, including cyber insurance with
financially sound and reputable insurers to the satisfaction of the Bank and shall
pay all premium in relation thereto and shall ensure that nothing is done to make
such insurance policies void or voidable. The Bidder shall also furnish to the Bank
a certificate evidencing such insurance, risks covered, names of beneficiaries,
expiration dates, names of insurers and all other features of the insurance policy,
both original and renewed and shall keep the same alive during the term of this
Contract.
v. That the Bidder shall procure all the necessary permissions and adequate approvals
and licenses for use of various software and any copyrighted process/product free
from all claims, titles, interests and liens thereon and shall keep the Bank
indemnified in relation thereto.
vi. That all the representations and warranties as have been made by the Bidder with
respect to its Bid and Contract, are true and correct, and shall continue to remain
true and correct through the term of this Contract.
vii. That the execution of the Services herein is and shall be in accordance and in
compliance with all applicable laws.
viii. That there are – (a) no legal proceedings pending or threatened against Bidder or
any sub Bidder/third party or its team which adversely affect/may affect
performance under this Contract; and (b) no inquiries or investigations have been
threatened, commenced or pending against Bidder or any sub-Bidder / third part or
its team members by any statutory or regulatory or investigative agencies.
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ix. That the Bidder has the corporate power to execute, deliver and perform the terms
and provisions of this Contract and has taken all necessary corporate action to
authorize the execution, delivery and performance by it of the Contract.
x. That all conditions precedent under the Contract has been complied.
xi. That neither the execution and delivery by the Bidder of the Contract nor the
Bidder’s compliance with or performance of the terms and provisions of the
Contract (i) will contravene any provision of any applicable law or any order, writ,
injunction or decree of any court or governmental authority binding on the Bidder,
(ii) will conflict or be inconsistent with or result in any breach of any or the terms,
covenants, conditions or provisions of, or constitute a default under any agreement,
contract or instrument to which the Bidder is a Party or by which it or any of its
property or assets is bound or to which it may be subject or (iii) will violate any
provision of the Memorandum and Articles of Association of the Bidder.
xii. That the Bidder certifies that all registrations, recordings, filings and notarisations
of the Contract and all payments of any tax or duty, including without limitation
stamp duty, registration charges or similar amounts which are required to be
effected or made by the Bidder which is necessary to ensure the legality, validity,
enforceability or admissibility in evidence of the Contract have been made.
xiii. That the Bidder confirms that there has not and shall not occur any execution,
amendment or modification of any agreement/contract without the prior written
consent of the Bank, which may directly or indirectly have a bearing on the
Contract or the project.
xiv. That the Bidder owns or has good, legal or beneficial title, or other interest in, to
the property, assets and revenues of the Bidder on which it grants or purports to
grant or create any interest pursuant to the Contract, in each case free and clear of
any encumbrance and further confirms that such interests created or expressed to be
created are valid and enforceable.
xv. That the Bidder owns, has license to use or otherwise has the right to use, free of
any pending or threatened liens or other security or other interests all Intellectual
Property Rights, which are required or desirable for the project and the Bidder does
not, in carrying on its business and operations, infringe any Intellectual Property
Rights of any person. None of the Intellectual Property or Intellectual Property
Rights owned or enjoyed by the Bidder or which the Bidder is licensed to use,
which are material in the context of the Bidder’s business and operations are being
infringed nor, so far as the Bidder is aware, is there any infringement or threatened
infringement of those Intellectual Property or Intellectual Property Rights licensed
or provided to the Bidder by any person. All Intellectual Property Rights (owned by
the Bidder or which the Bidder is licensed to use) are valid and subsisting. All
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actions (including registration, payment of all registration and renewal fees)
required to maintain the same in full force and effect have been taken thereon and
shall keep the Bank indemnified in relation thereto.
22. CONFIDENTIALITY
22.1) The Parties agree that they shall hold in trust any Confidential Information received
by either Party, under this Contract, and the strictest of confidence shall be maintained in
respect of such Confidential Information. The Parties also agree:
i. to maintain and use the Confidential Information only for the purposes of this
Contract and only as permitted herein;
ii. to only make copies as specifically authorized by the prior written consent of the
other party and with the same confidential or proprietary notices as may be printed
or displayed on the original;
iii. to restrict access and disclosure of Confidential Information to such of their
employees, agents, vendors, and Bidders strictly on a “need to know” basis, to
maintain confidentiality of the Confidential Information disclosed to them in
accordance with this Clause and
iv. to treat Confidential Information as confidential for a period of five (5) years from
the date of receipt. In the event of earlier termination of this Contract, the Parties
hereby agree to maintain the confidentiality of the Confidential Information for a
further period of [two (2)] years from the date of such termination.
22.2) Confidential Information in oral form must be identified as confidential at the time of
disclosure and confirmed as such in writing within 30 days of such disclosure. Confidential
Information does not include information which:
i. the recipient knew or had in its possession, prior to disclosure, without limitation on
its confidentiality;
ii. is independently developed by the recipient without breach of this Contract;
iii. information in the public domain as a matter of law;
iv. is received from a third party not subject to the obligation of confidentiality with
respect to such information;
v. is released from confidentiality with the written consent of the other party.
22.3) The recipient shall have the burden of proving that Clauses (i) or (ii) above are
applicable to the information in the possession of the recipient.
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22.4) Notwithstanding the foregoing, the Parties acknowledge that the nature of the
services to be performed under this Contract may require the Bidder’s personnel to be
present on premises of the Bank or may require the Bidder’s personnel to have access to
computer networks and databases of the Bank while on or off premises of the Bank. It is
understood that it would be impractical for the Bank to monitor all information made
available to the Bidder under such circumstances and to provide notice to the Bidder of the
confidentiality of all such information. Therefore, the Bidder agrees that any technical or
business or other information of the Bank that the Bidder’s personnel, sub-Bidders, or
agents acquire while on the Bank premises, or through access to the Bank computer
systems or databases while on or off the Bank premises, shall be deemed Confidential
Information.
22.5) Confidential Information shall at all times remain the sole and exclusive property of
the disclosing Party. Upon termination of this Contract, Confidential Information shall be
returned to the disclosing Party or destroyed, if incapable of return. The destruction shall be
witnessed and so recorded, in writing, by an authorized representative of each of the
Parties. Nothing contained herein shall in any manner impair rights of the Bank in respect
of the Systems, Services, and Documents etc.
22.6) In the event that any of the Parties hereto becomes legally compelled to disclose any
Confidential Information, such Party shall give sufficient notice to the other Party to enable
the other Party to prevent or minimize to the extent possible, such disclosure. Neither party
shall disclose to a third party any Confidential Information or the contents of this Contract
without the prior written consent of the other Party. The obligations of this Clause shall be
satisfied by handling Confidential Information with the same degree of care, which the
receiving Party applies to its own similar confidential information but in no event less than
reasonable care. The obligations of this Clause shall survive the expiration, cancellation or
termination of this Contract.
22.7)The provisions and obligations of this clause shall survive expiration, cancellation
and termination of the Contract till such Confidential Information enters public domain.
23. TERM AND EXTENSION OF THE CONTRACT
23.1)The term of the Rate Contract shall be for a period of 5 year (60 months) from the
date of contract/Agreement, which is subject to annual performance review by the
Bank The Bank will have the right to extend the contract for another 6 month on
expiry of 5 year period at the same terms and condition as mentioned in RFP/SLA.
23.2) The Bank shall reserve the sole right to grant any extension to the term above
mentioned and shall notify in writing to the Bidder, at least 3 (three) months before
the expiration of the term hereof, whether it will grant the Bidder an extension of the
term. The decision to grant or refuse the extension shall be at the discretion of Bank.
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24. TERMINATION
24.1)The Bank may terminate this Contract by giving the Bidder a prior and written 90
(ninety) days’ notice indicating its intention to terminate the Contract under the
following circumstances:
i. Where it comes to the Bank’s notice and attention that the Bidder (or the Bidder’s
team) is in a position of actual conflict of interest with the interests of the Bank, in
relation to any of terms of the Bidder’s Bid or this Contract.
ii. Where the Bidder’s ability to survive as an independent corporate entity is
threatened or is lost owing to any reason whatsoever, including inter-alia the filing
of any bankruptcy proceedings against the Bidder, any failure by the Bidder to pay
any of its dues to its creditors and any Statutory dues, the institution of any winding
up proceedings against the Bidder or the happening of any such events that are
adverse to the commercial viability of the Bidder. In the event of the happening of
any events of the above nature, the Bank shall reserve the right to take any steps as
are necessary, to ensure the effective transition of the project to a successor Bidder,
and to ensure business continuity.
a) Termination for Insolvency: The Bank may at any time terminate the Contract by
giving written notice of 30 (thirty) days to the Bidder, without compensation to the Bidder,
if the Bidder becomes bankrupt or otherwise insolvent, provided that such termination will
not prejudice or affect any right of action or remedy which has accrued or will accrue
thereafter to the Bank.
b) Termination for Default: The Bank may at any time terminate the Contract, in whole
or in part, without compensation, by giving a written notice of 30 (thirty)days to the
Bidder, if the Bidder defaults on any of the terms and conditions of the RFP, provided that
such termination will not prejudice or affect any right of action or remedy which has
accrued or will accrue thereafter to the Bank.
c) Termination for Convenience: Notwithstanding the provisions of the Contract and/or
the Bid Documents, the Bank at its sole discretion and without prejudice to any other right
or remedy and without assigning any reasons, by written 30(thirty) days’ notice sent to the
Bidder, may terminate the Contract, in whole or in part, at any time for its convenience.
The notice of termination shall specify that termination is for the Bank’s convenience, the
extent to whichperformance of the Bidder under and in accordance with the Contract is
terminated, and the date upon which such termination becomes effective.
d) Termination for Deficiency: In case of deficiency of services Bank reserves the right
to terminate the contract with 30 (thirty) days’ notice. It also reserves right to recover the
liquidated damages from the EMD/ Security deposit / guarantee or any amount payable
by IDBI Bank to the bidder.
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24.2)The payments will be made for all services rendered up to the date the termination
becomes effective, at the contracted terms and prices.
25. CONSEQUENCES OF TERMINATION
25.1)In the event of termination of this Contract due to any cause whatsoever, whether
consequent to the stipulated term of the Contract or otherwise, the Bank shall be entitled to
impose any such obligations and conditions and issue any clarifications as may be
necessary to ensure an efficient transition and effective business continuity of the project
which the Bidder shall be obliged to comply with and take all available steps to minimize
loss resulting from that termination/breach, and further allow the successor Bidder to take
over the obligations of the erstwhile Bidder in relation to the execution/continued
execution of the scope of this Contract.
25.2) In the event that the termination of this Contract is due to the expiry of the term of
this Contract / a decision not to grant any (further) extension by the Bank, the Bidder
herein shall be obliged to provide all such assistance to the successor Bidder or any other
person as may be required and as the Bank may specify including training, indexing,
handing over of all the records and documents in proper order, where the successor(s) is a
representative/personnel of the Bank to enable the successor to adequately provide the
Services hereunder, even where such assistance is required to be rendered for a reasonable
period (not exceeding 180 days) that may extend beyond the term/earlier termination
hereof.
25.3) Where the termination of the Contract is prior to its stipulated term on account of a
default on the part of the Bidder or due to the fact that the survival of the Bidder as an
independent corporate entity is threatened/has ceased, the Bank shall pay the Bidder for
services which have been authorized by the Bank and satisfactorily performed by the
Bidder up to the date of termination, without prejudice any other rights, the Bank may
retain such amounts from the payment due and payable by the Bank to the Bidder as may
be required to offset any direct losses caused to the Bank as a result of any act/omissions of
the Bidder. In case of any loss or damage due to default on the part of the Bidder in
performing any of its obligations with regard to executing the scope of work under this
Contract [as laid down in the Service Specifications,] the Bidder shall compensate the
Bank for any such direct loss, damages or other costs, incurred by the Bank. Additionally,
the other members of its team shall continue to perform all its obligations and
responsibilities under this Contract in an identical manner as were being performed hitherto
before in order to execute an effective transition and to maintain business continuity.
25.4) Nothing herein shall restrict the right of the Bank to invoke the Bank Guarantee and
other guarantees, securities furnished, enforce the Deed of Indemnity and pursue such other
rights and/or remedies that may be available to the Bank under law or otherwise.
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25.5) The termination hereof shall not affect any accrued right or liability of either Party
nor affect the operation of the provisions of this Contract that are expressly or by
implication intended to come into or continue in force on or after such termination.
25.6) The Contract survives Termination.
25.7) In the event of termination of this Contract for any reason whatsoever, IDBI Bank
shall have the right and it may publicize such termination to caution the customers/public
from dealing with the successful Bidder.
26. CONFLICT OF INTEREST
26.1) The Bidder shall disclose to the Bank in writing, all actual and potential conflicts of
interest that exist, arise or may arise (either for the Bidder or the Bidder’s team) in the
course of performing the Services as soon as practical after it becomes aware of that
conflict.
27. PUBLICITY
27.1) The Bidder is not permitted to make any public announcement or media release about
any aspect of this Contract unless the Bank first gives the Bidder its written consent.
28. RELATIONSHIP BETWEEN THE PARTIES
28.1) Nothing in this Contract constitutes any fiduciary relationship between the Bank and
Bidder/Bidder’s Team or any relationship of employer – employee, principal and agent, or
partnership, between IDBI Bank and Successful Bidder.
28.2) No Party has any authority to bind the other Party in any manner whatsoever, except
as agreed under the terms of the Contract.
28.3) IDBI Bank has no obligation to the successful Bidder, except as agreed under the
terms of the Contract.
28.4) All employees/personnel/ representatives/agents etc., engaged by the Successful
Bidder for performing its obligations under the Contract/RFP shall be in sole employment
of the Successful Bidder and the Successful Bidder shall be solely responsible for their
salaries, wages, statutory payments etc. Under no circumstances, shall IDBI Bank be liable
for any payment or claim or compensation (including but not limited to any compensation
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on account of any injury / death / termination) of any nature to the
employees/personnel/representatives/agent etc. of the Successful Bidder.
28.5) The Successful Bidder shall disclose to IDBI Bank in writing, all actual and potential
conflicts of interest that exist, arise or may arise (either for the Successful Bidder or its
team/agents/representatives/personnel etc.) in the course of performing the Services as
soon as practical after it becomes aware of that conflict.
28.6) The Successful Bidder shall not make or permit to be made a public announcement or
media release about any aspect of the Contract unless IDBI Bank first gives the Successful
Bidder its prior written consent.
29. NO ASSIGNMENT
29.1) The Contract cannot be transferred or assigned by the Bidder without the prior
written approval of the Bank.
30. ENTIRE CONTRACT
30.1) The terms and conditions laid down in the Bid and all annexures thereto as also the
Bid and any attachments/annexes thereto shall be read in consonance with and form an
integral part of this Contract. This Contract supersedes any prior contract, understanding or
representation of the Parties on the subject matter.
31. GOVERNING LAW
31.1) This Contract shall be governed in accordance with the laws of India.
32. JURISDICTION OF COURTS
32.1) The courts at Chennai shall have exclusive jurisdiction to determine any proceeding
in relation to this Contract. These provisions shall survive the Contract.
33. NO RIGHT TO SET OFF
33.1) In case the Bidder has any other business relationship with the Bank, no right of set-
off, counter-claim and cross-claim and or otherwise will be available under this Contract to
the Bidder for any payments receivable under and in accordance with that business.
34. COMPLETION OF CONTRACT
34.1) Unless terminated earlier, the Contract shall terminate on the successful completion
of the Service Period as specified in the Contract.
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35. INFORMATION SECURITY
Information Security Clauses:
1) The Bidder and its personnel shall not carry any written material, layout, diagrams,
floppy diskettes, hard disk, storage tapes or any other media out of IDBI Bank’s
premise without written permission from the IDBI in connection with digitalisation
exercise.
2) The Bidder personnel shall follow The Bank’s information security policy and
instructions in this behalf.
3) Bidder acknowledges that The Bank’s business data and other proprietary
information or materials, whether developed by The Bank or being used by
Purchaser pursuant to a license agreement with a third party (the foregoing
collectively referred to herein as “proprietary information”) are confidential and
proprietary to Purchaser; and Bidder agrees to use reasonable care to safeguard the
proprietary information and to prevent the unauthorized use or disclosure thereof,
which care shall not be less than that used by Bidder to protect its own proprietary
information. Bidder recognizes that the goodwill of IDBI depends, among other
things, upon Bidder keeping such proprietary information confidential and that
unauthorized disclosure of the same by Bidder could cause damage to the Purchaser.
By reason of Bidder’s duties and obligations hereunder, Bidder may come into
possession of such proprietary information, even though Bidder does not take any
direct part in or furnish the Services performed for the creation of said proprietary
information and shall limit access thereto to employees with a need to such access to
perform the Services required by this Contract. Bidder shall use such information
only for the purpose of performing the Services.
4) Bidder shall, upon termination of this Contract for any reason, or upon demand by
The Bank, whichever is earliest, return any and all information provided to Bidder
by The Bank, including any copies or reproductions, both hardcopy and electronic.
5) Bidder, shall provide certificate/assurance from application providers/OEMs that the
application is free from embedded malicious / fraudulent code.”
6) The Bidder shall ensure that the equipment / application / software being supplied
shall be free from malicious code (Viruses, Trojan, Spyware etc.) and shall be liable
for any loss (information, data, equipment, theft of Intellectual Property Rights,
network breach, sabotage etc.) incurred to the Bank arising due to activation of any
such embedded malware / malicious code. The Bidder shall further supply a
certificate to the Bank in Annexure XII.
7) The Bidder shall ensure that subsequent patch, hotfixes and upgrades are also free
from malicious code.
8) The Bidder shall abide to the Information Security Policy (ISP) and Cyber Security
Policy (CSP) of the Bank (as amended from time to time), which will be shared by
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the Bank with the L1 Bidder on need to know basis. The L1 Bidder shall ensure that
the equipment/application/software supplied under the RFP shall be complacent
with the ISP and CSP at all times.
9) The Bidder shall make sure that the sensitive data (such as password, financial
information, biometric information, personal information etc.) shared by the Bank
should be kept within the geographical boundaries of India. The Bidder shall further
supply a certificate to the Bank in the form Appended in AnnexureXII.
36. INSURANCE
36.1) The Bidder shall;
i. Insure the storage area against fire, flood, cyclone and other natural calamity
besides theft, burglary, fire by any other means etc. and also cyber insurance and
the Bidder will bear the cost of such insurance and any loss/ damage.
a. Arrange for exclusive insurance cover and submit the insurance policy copy
covering the records and documents of the Bank specifying the IDBI Bank as
beneficiary of the policy.
b. Insure the documents/records and other papers of the Bank against fire, flood,
cyclone and other natural calamity besides theft, mishandling, burglary etc., and
the service provider will bear the cost of such insurance and any loss/ damage,
during transportation and during safe custody.
ii. Arrange for insurance policy to the extent of damages that the Bank is likely to
suffer in the aforesaid points (a)and(b). Quantum of insurance is dependent on the
classification of documents, i.e., Loan documents, Title deeds, Agreements and
other documents; for loan documents – Rs.35,000/- per account; for Any
Agreements - Rs.1000/-per agreement and for others Rs.500/- per
documents/account. The Successful Bidder shall arrange for Insurance of the
records on annual incremental basis for the storage documents as under:
Chennai
Details Loan/Property Documents
Agreement for SRA Other Documents SRA
No of accounts at the beginning of the contract
0 0 0
Annual addition of account 20,000 20,000 20,000
Total HL & ML documement @80%
16,000
Quantum of insurance per account
Rs.35,000/- per account
Rs.1000/- per account
Rs.500/- per account
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Accordingly Insurance Coverage required for Chennai Location
Type Description of
Documents 1st Year 2nd Year 3rd year 4th Year 5th Year
Loan Title Deed
Documents
No of accounts at
the beginning of
the contract 0 Yearly addition 16000 18400 21160 24334 27984
Total 16,000 34,400 55,560 79,894 107,878
Insurance required 560000000 1204000000 1944600000 2796290000 3775733500
Agreement
No of accounts at
the beginning of
the contract 0 Yearly addition 20000 23000 26450 30418 34980
Total 20000 43000 69450 99868 134848
Insurance required 20000000 43000000 69450000 99867500 134847625
Other Documents
of SRA
No of accounts at
the beginning of
the contract 0
Yearly addition 20000 23000 26450 30418 34980
Total 20000 43000 69450 99868 134848
Insurance required 10000000 21500000 34725000 49933750 67423813
Total Insurance 590000000 1268500000 2048775000 2946091250 3978004938
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SECTION - IV
1. PURPOSE
This section gives the scope of work for providing Custodial, Document Management
(Physical and Digital) and other related Services for documents/records pertaining to Retail
Asset Operations.
2. SCOPE OF WORK (Specifications of the requirements)
The bidder selected as service provider shall be providing Custodial, Document
Management (Physical and Digital) and other related Services for documents/records
pertaining to Retail Asset Operations. Accordingly, the scope is divided into 2 Units, i.e.,
requirements pertaining to (A) Physical Storage and (B) Digital Storage. The selection of
the service provider will be based on their capability and technical competence in
providing both to (A) Physical Storage and (B) Digital Storage along-with all required
support services.
A. Requirements for Physical Storage
i. The storage space should be a permanent structure constructed & maintained as per
due regulatory provisions & approvals.
ii. The metal racks used for storing metallic boxes in the storage area should have fire
rated coating.
iii. The storage space should be available within radius of 75 KMs from the Bank office
location. The distance from road through which trucks & tempos can travel during
any normal day to be considered.
iv. The place should be easily accessible by public transport.
v. The storage metallic boxes must be dust resistant with flaps or a lid forming a seal
against airborne particles.
vi. The facility should have 24 X 7 security guards, who shall ensure the documents
being taken out are as per permission document issued by Bank’s authorized
signatory/signatories (list of authorized signatories would be provided and updated
from time to time).
vii. The vendor should ensure that the humidity levels are maintained in the range of
35%-60% and definitely below 60%. Absolute maximum humidity to be maintained
is 60% to reduce the risk of mould growth and to reduce the rate of chemical change
in paper records. There should not be fluctuations of Relative Humidity (RH) of
10% on a daily basis and seasonal variation of 20%. – BMS report on RH status to
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be submitted monthly. Necessary de Humidifiers need to be provided in the storage
space.
viii. In the case of Rainy and winter seasons, Power back up arrangements should be
available to maintain temperature and RH. Air quality to be maintained, by circulation
of air to prevent pockets of stagnant air leading to high humidity. The inflow ducts
provided for fresh air intake should have proper filters to avoid dust and acidic gases
coming into the storage.
ix. Preferably, there should be provision of providing secured access to the Bank through
which status of stored files can be seen online. It should also facilitate receiving
requests online.
x. Registers / logs should be maintained containing list of persons visiting the storage
along with time of entry & exit.
xi. There should be facility of landline number at the facility, through where one can
contact the Bank’s representative available at the site.
xii. All entrance/ exits of the space should be covered under CCTV cameras. The CCTV
recordings should be maintained for at least 90 days. The area should be covered
under smoke detectors.
xiii. There should be provision of power backup for CCTV systems, smoke detectors &
emergency lighting. During the tenor of agreement CCTV system & smoke detectors
should be kept under warranty/ AMC to ensure their performance. Bank reserves the
right to get the CCTV system & smoke detectors checked or call their service/ AMC
records from time to time.
xiv. Sufficient number of gas / powder based fire extinguishers should be deployed at
location to prevent any fire. These extinguishers should be kept filled and should be
refilled before expiry. Certification in this regard from the competent authority shall
be obtained in every six months and to be submitted to the Bank.
xv. The security personnel at site should be well trained to control movement of persons,
documents and in firefighting activities.
xvi. The minimum height of ceiling should be at least 10 feet and the top of racks should
be at least 8 feet from ground. The lower most rack should also be at least 1 ft. from
ground.
xvii. There should be regular pest control, rodent control, white ant control and
dehumidifiers or any other control which keeps the documents safe and secure.
Services of reputed pest control service provider should be taken for the same and
such arrangement should be maintained throughout period of contract
xviii. The storage should not be at ground or basement floor, there should be working &
well maintained goods lift available from the parking place.
xix. There should have space available to park multiple trucks (up to 16 Ton truck each)
near entrance / lifts.
xx. The structure should have proper arrangement to keep it waterproof, damp proof
having proper drainage provision as per Municipal approvals. The facility including
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the place where trucks could be parked and passage to storage should be free from
water logging, flooding/ inundation.
xxi. The Bank may undertake shredding & disposal of old documents at site or any other
activity. Same should be permitted & supported by providing suitable space
approximately 200 sq. feet& electricity connection without any cost. The documents
taken out for disposal should also be recorded.
xxii. Vendors shall provide office space for visiting bank officials and auditors for carrying
out inspection or audit or any other activity, free of cost to the Bank.
xxiii. Successful Bidder shall provide single point contact for meeting the scale of
requirements of the Bank.
xxiv. The Successful Bidder shall have the certification from the approved certifier about
the availability sufficient digital storage space with proper safeguards from hacking.
xxv. Successful Bidder shall provide the access to database of the IDBI documents, for
easy reconstruction requirements of documents, if any.
xxvi. Successful Bidder shall certify the custody of number of loans accounts/ documents
under various categories in each bill.
xxvii. In the event of transfer of custody arrangement to third party, the Successful Bidder
shall make suitable arrangements for handing over of the documents/records, with list
for reconciliation to person / agency nominated by the Bank.
xxviii. The Bidder shall do the fire audit of the storage facility in each year by independent
fire auditor and a copy of the report of fire audit for each year is to be submitted to the
Bank. xxix. The Bidder must have ISO 27001 certification.
xxx. The proposed storage area must not be located on the ground level and or basement
i.e not in the Basement or Mezzanine floors.
xxxi. The premises should be of high quality RCC construction and quake proof structure.
It should be easily accessible by emergency vehicles, fire brigade etc in case of any
eventualities and away from hazardous buildings/establishments.
xxxii. There should be no history of damage to records in the last 5 years at the vendor’s
Document storage premises/Facilities due to fire or flood (self-declaration to be
attached).
A.4 Specific Requirements of Retail Asset Operations (RAO)
1. Bank needs facility to store, maintain and manage Retail Assets Loan files at Chennai
location on immediate basis. The breakup of monthly/yearly requirement is as under:
Sl.
No
Location Chennai Approx. Volume
1. Maintenance of documents :
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Total yearly volume in first year Live Loan Accounts Files-
20,000 (Each files containing
200 pages in average) which
will contain total 40,00,000
pages approx.
Additions – yearly Volume likely to increase by
15 % every year.
2. Annual Retrievals of Live loan physical
files from Vendor on Closures
3,500
3. Annual Retrievals of Live Loan account
physical files from Vendor for PDD
insertion
10000 having averaging 200
pages.
4. Annual Retrievals of Live loan account
physical files from Vendor for different
audit purpose
1,000
5 Annual Re-filing of Live loan account
files
14000
6. Annual Re-filing of closed skeletal file 2000
7. Scanning and Digitizing annual Scanning of 20000 loan files
containing average 200 pages
each
8 Insertion of Post Disbursement
Documents(PDD) approx. 50000 packets
Scanning and digitization and
insertion of existing as well as
additional PDDs shall be
carried out at Bidder’s
premises/Bank’s premise
under appropriate supervision
and CCTV surveillance.
2. There should be provision to store the documents in compactors/ “metallic containers
in strong room”. Ceiling height should be 10 feet and storage should start from 1 foot
above the ground level in the strong room. Adequate arrangement of strong room areas
for Chennai location storage should be arranged as under.
S.N. Location Peak Number of Files in 5th
Year Area in Square feet
1 Chennai 35000 2000
3. There should be provision to store the documents in compactors/“metallic containers in
strong room”. Ceiling height should be 10 feet and storage should start from 1 foot above
the ground level in the strong room.
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3.1The service provider should provide door to door facility, i.e. should pick-up the
documents from our premises and on retrieval should deliver to our premises, as and
when require. Bank reserves the right to shift the premises of office to any location within
the municipal limits of Chennai. During transportation, documents should be carried in
sealed metallic containers, in vehicles owned/arranged by them.
3.2 Service provider should make arrangements for collection/ retrievals of Loan Files/
documents from respective location from any floor, which may change from time to
time, separately, on daily basis.
3.3 There should be provision of receiving urgent retrieval requests by e-mail/ letter/ fax
from authorized email ids intimated to the vendor.
3.4 Following Turn Around Time must be maintained:
3.5 Urgent retrievals will not be more than 5 % of total retrievals.
3.6 Letters / retrieval orders/ gate passes based on which retrievals allowed, should be
preserved for a period of at least 5 years. One register containing details of all such
retrievals should be maintained at the service provider.
3.7 Scanning and digitization of existing documents shall be carried out at Bank/ Bidder’s
premises. The scanned data will be shared to Bank by way of Hard disk, online
sharing and other means found suitable by the bank.
3.8 Scanning and digitization of documents and provision of storage space in server with
access to the server with account numbers with multiple user ID as per Bank’s
requirement needs to be provided.
3.9 Scanning and digitization and insertion of existing as well as additional PDDs shall be
carried out at Bidder’s premises/ Bank’s premises under appropriate supervision and
CCTV surveillance at Bank’s discretion. While accessing the scan data through loan
account number, the main file scan as well as PDD scan should come together, banks
unique reference numbers for searching the loan file will be through loan account
numbers only. The scan PDF should have index i.e. security documents/KYC
Nature of Retrievals Turn Around Time (TAT)
Ordinary Retrievals
- Closures
- PDD insertions
- photocopying
All requests by e-mail/ letter/ fax received by 4
P.M. to be delivered by the next working day
by 1 PM.
Urgent Retrievals
- Closures
- PDD insertions
- photocopying
All requests by e-mail/ letter receivedupto1
p.m. to be delivered by 6 PM the same day.
Those received after 1 p.m. will be delivered
the next day by 11 AM.
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Documents/Loan agreement documents. The scan PDF should have the facility of
searching through text also. There should not be a gap of more than seven working
days between receipt of file and scanning and hoisting of uploaded image on the
server of the vendor. The scanned data should be shared to Bank on fortnightly basis
through external hard disk of adequate capacity or other means found suitable at the
discretion of the Bank.
3.10 Index or identification number should be uniform throughout the storage period.
3.11 Bank may over the period of time i.e. every six months’ time, may provide some
miscellaneous documents which needs to be preserved as per the normal specifications
of loan documents, and bank will provide the clear index number for these
miscellaneous documents.
3.12 . Bank will have the discretion to assign any related work of retail asset operation on
mutually agreed terms and pricing.
3. Terms & Conditions of the services
i. The application money or EMD amount paid by a bidder is not transferable in favour
of other party/bidder.
ii. The tenure of the contract will be for 5 years at the fixed rate. Thereafter arrangement
can be extended on mutually agreed terms.
iii. If there is no extension, Bank on its discretion can extend the arrangement for 6
months on same terms & conditions and rate.
iv. The service provider will have to arrange extension of performance security till the
date contract / arrangement is extended.
v. No additional charges shall be payable after Bank vacates the space after end of
agreement or by terminating the agreement.
vi. The Successful Bidder will be issued offer letter, which should be accepted
unconditionally within 7 days of issuance of the letter.
vii. Within 15 days of acceptance of the offer, the selected bidder shall be required to
execute Contract Form& Indemnity Bond as per Annexure – VI &IX, respectively.
The incidental expenses of execution of Contract & indemnity including but not
limited to payment of proper stamp duty shall be borne by the Successful Bidder.
a. Also within 15 days of acceptance of offer letter the successful Bidder(s) shall
be required to provide Performance Security as indicated under Para 4.1 of
section-I by way of either:
i. Bank guarantee valid for the 66 months with an additional claim period of
6 months. Or,
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ii. The Successful Bidder can provide security in form of Fixed Deposit
booked with IDBI Bank with residual maturity period of 66 months and
lien marked in favour of IDBI Bank. Third party Fixed Deposit will not be
accepted.
iii. No modification in the Performance guarantee shall be permitted after
acceptance of LOI.
viii. The Bank can terminate the contract by giving 90 days’ notice. However, the service
provider shall not terminate the agreement during first 5 years and Service Provider
may terminate the contract after completion of five years by serving written notice of
this effect at least 180 days in advance before completion of the said term of five
years. No separate notice will be served on completion of the tenure of the contract.
ix. Any delay by the Successful Bidder in the performance of its contractual obligations,
which the IDBI Bank in its sole discretion may adjudge, shall render the Successful
Bidder liable to any or all the following sanctions:
a. Forfeiture of its EMD/ security
b. Imposition of liquidated damages/penalty, and/or
c. Termination of the Contract for default
x. In case of deficiency of services Bank reserves the right to terminate the contract with
30days’ notice. It also reserves right to recover the liquidated damages from the EMD/
Security deposit / guarantee or any amount payable by IDBI Bank to the bidder /
service provider
xi. RFP without Application Fee & EMD amount shall not be accepted. EMD will not
carry any interest.
xii. EMD of unsuccessful bidders would be returned within 30 days of finalization of the
Vendor for performing the work.
xiii. The EMD amount of the successful bidder shall be refunded after executions of
agreement and indemnity and submission of security deposit/ guarantee.
xiv. The Bidders should agree to indemnify and hold the Bank harmless from all losses,
claims, damages, costs, taxes, duties, additions, penalties, interest charges and
expenses of any kind to which the Bank may be subjected to on account of any proven
warranty representations, unauthorized acts, fraud, deed or thing done by Vendor & its
employees, officers, agents, subcontractors and Successful Bidder/ Vendor will be
liable for consequent damages that the Bank may suffer.
xv. Bank on its discretion can use the services for any of its office and/or branches.
xvi. Throughout the period of contract the condition of the storage along with amenities
there should be maintained in condition which should be required for fulfillment of
‘Specification of Requirements’ as mentioned in Section -I.
xvii. Bidders shall allow& facilitate any person, officers, auditors, regulators or authorized
representative from Bank to visit/inspect the Storage arrangement and carry out
various audits.
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xviii. Vendor should comply with applicable Union, State and local laws, ordinance,
regulations in performing its obligations including the procurement of licenses,
permissions, certificates, etc. payment of taxes, as required.
xix. By applying for the RFP the bidder confirms that they are having all requisite licenses,
registration and permissions etc. required under the applicable laws for carrying out
this activity and would keep them renewing throughout the period of contract. They
shall also be required to obtain any additional license, permission, registration etc. due
to change in law or situation, if any, and the same is required to be carried out.
xx. The arrangement will be Principal to Principal. The staff / manpower engaged by the
service provider shall not have any recourse on IDBI Bank or any of its employees.
The Service Provider should comply with all the Labour laws prevailing and as
applicable from time to time.
xxi. The Service Provider selected should agree to meet the personnel of the Bank
periodically or as and when called upon to review its performance.
xxii. The Service Provider selected shall not assign the agreement and or any of its
obligations under this agreement to any third party without the prior written consent of
the Bank.
xxiii. Bidders should acknowledge that during RFP bidding or in connection with the
services to be performed under the contract all tangible and intangible information
received, obtained or disclosed, including all information, documents and data shall be
considered to be confidential and proprietary information, if explicitly stated
otherwise.
xxiv. All the documents stored with the Service Provider shall be treated as confidential and
should not be accessed, copied, disclosed or distributed to anyone including the
owners, staff or agents of the Service Provider.
xxv. In the event of any misuse, Document/data lost or any reasons thereof which could
have incurred any type of loss to the Bank, the Bank reserves the right to take
necessary action including, inter alia, but not restricted to deducting a suitable amount
from the monthly bill or recovering from other amount payable to service provider by
IDBI Bank or Performance security.
xxvi. Bills will be submitted to our office on Monthly basis on completion of particular
month. Bank will process the bill in due course and payment will be settled. Bank
shall deduct the tax at source at the prevailing regulations. Bank in turn will issue TDS
certificate to the vendor by financial year ending. Vendor has to make arrangement to
collect the TDS certificates from Bank.
xxvii. Payments shall be made by electronic mode only. For the same, the selected service
provider shall be having an account with our Bank & same should be mentioned on
the invoices.
xxviii. The bills should normally be submitted within 5 days of end of month. Normally bills
are settled within 30 days of its submission. However, no interest / penalty would be
admissible for the time taken in payment.
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xxix. On termination of the agreement or on expiry of the period of this Agreement or
otherwise, the Vendor shall allow retrieval of all the records in its possession to the
designated authorised official(s) of the Bank as per the requirement of the Bank.
Retrieval charges will not exceed the prevailing retrieval charges.
xxx. All disputes or differences, whatsoever, arising between the parties out of or in
relation to the terms and conditions, meaning and operation or effect of this RFP
Document or breach thereof shall be settled amicably. In case they are not able to
settle the disputes or differences between them amicably, the same shall be settled by
arbitration in accordance with the Indian Laws relating to arbitration and the award
made in pursuance thereof shall be binding on the parties. The Arbitrator/Arbitrators
shall give a reasoned award. Each Party to the dispute shall appoint one arbitrator each
and the two arbitrators shall jointly appoint the third or the presiding arbitrator. In
case, the Bidder/Successful Bidder fails to appoint its arbitrator or any conflict in the
appointment of the arbitrator, sole arbitrator appointed by IDBI Bank will arbitrate the
matter and decision of such arbitrator shall be binding on the parties. The arbitration
proceedings shall be conducted in English language. Each Party shall bear the cost of
preparing and presenting its case, and the cost of arbitration, including fees and
expenses of the arbitrators, shall be shared equally by the Parties unless the award
otherwise provides. Any appeal will be subject to the exclusive jurisdiction of courts
at Chennai
xxxi. Storage should be available on all working days of Bank. Storage timing should match
Bank’s working hours. If required on Bank’s request the service provider shall be
required to extend services on holidays also.
xxxii. If a Force Majeure situation arises, the Service provider shall promptly notify IDBI
Bank in writing of such conditions and shall serve the notice on IDBI Bank within 15
(fifteen) calendar days from the date of happening of Force Majeure and also submit
all necessary proof to the satisfaction of IDBI Bank and the time when the Service
provider is likely to resume its obligations. IDBI Bank shall decide the happening of
the Force Majeure and the decision of IDBI Bank shall be final, conclusive and
binding on the Service provider. Unless otherwise directed by IDBI Bank in writing,
the Service provider shall continue to perform its obligations under the Contract as far
as reasonably practical, and shall seek all reasonable alternative means for
performance not prevented by the Force Majeure event. The decision of IDBI Bank in
deciding whether the event is force majeure or not, is at the sole discretion of IDBI
Bank and binding on the Service provider. In such a case, the time for performance
shall be extended by IDBI Bank (but shall not be bound to) by a period(s) not less than
the duration of such delay. If the duration of delay continues beyond a period of one
month, IDBI Bank and the Service provider shall hold consultations with each other in
an endeavor to find a solution to the problem and in the event of not finding a
solution; IDBI Bank shall be entitled to terminate the Contract without being
responsible or liable to any damages. Notwithstanding the above, decision of IDBI
Bank shall be final and binding upon the Service provider.
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B. Requirements for Digital Storage
1. To implement a robust scanning and indexing system, digitization of existing as
well as new Documents / Records and Files at specified locations/offices of IDBI
BANK.
2. To Train the IDBI BANK Users &Administrators. The vendor shall provide access
to their server with multiple user ID accessible at different location of the Bank to
be accessible at bank premises only. The Bank may be allowed to make changes in
number of users, type of users for accessing the data hoisted on the server of
Vendor. Vendor will provide adequate band width to enable Bank’s user to view
and download the data at any branch/office location of the bank.
B.1.The system should necessarily integrate the following features for smooth
functioning:
1. Digital Document Management System( DDMS )
2. Scanning of Documents
3. Training and Support
B.2. Digital Document Management System(DDMS)
The solution should offer a comprehensive range of cost-effective services for Digital
Document Management System. This solution should manage various files formats like
JPEG, TIFF, PDF, XML PDF, HTML etc.
B.3. Scanning of Documents
Post implementation of DDMS, scanning facilities, QC, tagging and e-storage of the
images to be implemented as per the mutually agreed plan at the specified locations of
IDBI Bank using the installed system, however, all scanning infrastructure will have to
owned, operated and maintained by Successful Bidder/selected Vendor. Manpower
required for such scanning and associated work will also be provided by selected
vendor. Storage media e.g. DVD will be in the scope of the vendor supply.
Documents to be scanned on priority are assumed to be around few thousands.
Thereafter, Scanning of documents would be on-going process. The total volume of
documents/pages to be digitized is assumed to be in excess of 1.5 crores during the
contract period. These are to be scanned on progressive basis and uploaded. There
should not be a delay of more than seven working days between receipt of file and
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scanning and hoisting of uploaded image on the server of the vendor. The scanned data
should be shared to Bank on fortnightly basis through external hard disk of adequate
capacity or other means found suitable at the discretion of the Bank.
Other clauses:
i. The data should be stored in vendor server in encrypted format. Data should be
encrypted using SSL/https while in transit and it should be encrypted using AES-256
while at rest.
ii. The Bidder’s system where documents will be stored should allow access to documents
via authenticated logins only. In other words, documents stored in vendor server are
only accessible if user logs into the service. Activity log to provide details of persons
granted permission to access documents and log for actually accessed documents
should be available and be made available to the Bank at required periodicity.
iii. Server where data will be stored should be hardened, vulnerability management of
server to be done and patching to be proactively taken.
iv. Documents and data should always be stored in redundant, replicated storage at vendor
end. After document upload, it should store at least 2 copies of documents. This ensures
availability as well as scalability. Further, once a day documents should be archived
onto offline storage.
v. BCP by way of DR setup is to be present for vendor server.
vi. Antivirus to be installed and maintained in the vendor server.
vii. The Bidder should have CISO (Chief Information Security Officer) in the company.
viii. The Bidder should have Information Security Policy (ISP), Cyber Security Policy
(CSP), Cyber Crisis Management Policy (CCMP) and Cyber Incident Management
Plan.
ix. The Bidder should follow Payment Card Industry (PCI) Data Security Standard (DSS)
as an actionable framework to provide a robust security process.
x. The proposed solution should also confirm to new regulations like Data Protection
Policy as and when these become applicable.
B.4. Training and Support
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Training and support of the system, thus implemented for IDBI BANK, will be the
responsibility of the vendor. Vendor shall provide training for IDBI BANK end users. .
Process manual/ document should also be shared.
B.5. THE SYSTEM SHOULD HAVE FOLLOWING ELEMENTS
A complete document imaging system should comprise of following elements:
Scanning: A good scanning system for putting paper files into computer.
Storage: The storage system should provide long-term and reliable storage for
documents and should accommodate changing documents, growing volumes and
advancing technology.
Indexing: The index system should create an organized document filing system and
make retrieval simple and efficient.
Retrieval: A retrieval system should retrieve right documents fast and easy. With e-
book feature, documents should be stored in html, xml or pdf format.
Access: Document viewing and downloading should be readily available to those
who need it, with the flexibility to control access rights to the system and should be
accessible in the office or at different locations over the Intranet, or over the
Internet.
B.6. THE SYSTEM SHOULD HAVE FOLLOWING FEATURES
Inward Receipt: Complete solution for inward receipts at all locations
File Creation: Should provide fully functional; Unique Numbering of File; Stores
File Name, Subject, Files should be Version Numbered; Metadata Capturing ability
for input whenever applicable/possible for fast search
User Creation & Other Security Features: History of Positions held with
Timeline Security Features like Password Complexity & Encryption, Audit Trails
Database Triggers to Stop Direct Updates.
Indexing Documents: The indexing methodologies used, should be easy to use and
understood by the user who retrieve the documents, as well as those who file them.
Should organize documents as given below:
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Indexing of Fields: An imaging system should allow users to customize index
templates, create multiple templates and have different types of index field data
within each template, such as date, number and alphanumeric characters. Index
fields should be used to categorize documents, track creation or retention dates, or
record subject matter, among other uses. In addition, an imaging system should
allow drop down boxes/menu to upload the required fields for speedy retrievals of
records in large quantity and have tools available to help automate entering index
information.
Folder/File Structure: An imaging system should provide a visual method of
finding documents. An imaging system should have the ability to electronically re-
create this filing system through multiple levels of nested folders.
Retrieving Documents: Whatever the method, document retrieval should be simple
and user-friendly. The system should provide easy, fast and efficient retrieval of
relevant documents.
Controlling Access: The system should provide appropriate levels of access,
without compromising confidentiality or security.
Broad Availability: The system should provide a client-based user interface that
enables the scanning, indexing & retrieval of documents. Users should be able to
search, retrieve and view documents with any web browser.
Comprehensive Security: The system should allow the system administrator to
control what folders and documents users can see, and what actions they can
perform on those documents (edit, copy, delete, etc.) The system should control
access to folders, documents and even redacted images and text in a simple and
complete manner
B.7. DIGITIZATION OF DOCUMENTS
As part of scanning services, the bidder shall complete the scanning in T + 2 days of date
of receipt of the files and undertake following tasks:
B.7.1. Pre Capture Process
This process envelops all activities that are to be executed before the scanning is
undertaken. This is primarily the receiving of documents from the locations and making
them ready for scanning. Some of the major activities are enumerated below.
a. Batch Preparation
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A bunch of few files constitute a batch. The documents received for scanning are
set, bunches of a specified number are made and kept. Few of the activities are
enumerated below:
a. Receive the files.
b. Clean if they have any dust.
c. Arrange the files in the batches as defined by the IDBI Bank.
d. Make a list of the files.
e. Tag sheets in the documents that are not to be scanned
b. Categorization of the Documents
During this process, the documents are categorized on the basis of the type of
document. This helps in tagging of the documents. Fields for tagging are to be
defined in a manner to have the fruitful search criterion. Numbers of such fields
are to be agreed upon by the selected Bidder with IDBI Bank. A file-naming
scheme database - should be established prior to capture. The same shall be done
in consultation with IDBI Bank officials in charge of the project.
c. Batch Dispatch for Scanning
The prepared batch is sent for scanning to the scanning section.
B.7.2. Capture Process
a) Scanning: The scanning operator receives the files. Open the files and scans
the documents. During the scanning, the operator has to Quality Check
images, in terms of number of pages in the batch scanned and tally with the
total images.
b) Indexing & Image Cropping: The scanned documents should be well
organized at the site. A manual index should be generated. Each batch of
Documents should be given an address. The images should be edited/
cropped to remove any undesirable foreign spots/marks. The Retrieval
Software should be provided by the vendor. The Retrieval software should
be adequate enough to service requests of closure/PDD insertion or any
other requirements of Branch/RAC. The index should basically provide the
name of the document.
c) Quality Assurance: Every image must be readable. The best image quality
should achieve by using state of the art Scanners, Processors & quality
equipment, with automatic exposure control features.
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d) Merging into Database: The images should be merged into the database.
The fields may be decided mutually depending on the retrieval parameters.
e) Retrieval Software: The retrieval software should use information about the
documents, including index and text-strings, to find images stored in the
system. The documents should be stored in html, xml or pdf format also.
f) Access: Document viewing and downloading should be readily available to
those who need it, with the flexibility to control access rights to the system.
The access system should make documents viewable to authorized persons,
whether in the office or at different locations. External concurrent users of
the system shall be around 2000 users.
B.7.3. Post Capture Process
After scanning process is over, the documents are put back in the file in the same order,
files are labelled and put in the appropriate boxes and boxes and labelled and sealed.
Sealed boxes and contents would be traceable through the appropriate database. In case
of any damage to content, same should be informed to IDBI Bank without delay by the
agency.
B.8. DIGITAL DOCUMENT MANAGEMENT SYSTEM PLANNING AND
IMPLEMENTATION
1. Provide the necessary resources: services, consulting, and software to Implement and
maintain a Document Management System. The plan shall include total solution for
Document Management System.
2. The vendor should provide necessary hardware, application software and other
infrastructure for implementation of the Document Management System.
3. The hardware supplied shall be the property of vendor and any maintenance required
in this regard shall be the responsibility of the vendor. IDBI Bank shall not pay
separately for such maintenance charges.
B.9. SYSTEM DOCUMENTATION
The selected Bidder shall provide complete documentation of the following:
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1. User Manual: The manual shall provide a basic operational description of the
software as well as other pertinent operational details. The manual shall be short,
simple, and shall include pictures showing the various operator procedures.
2. Training Manual/Materials to be provided.
3. FAQs to be listed and provided in relevant documentation.
4. On-line Help to be provided.
B.10. QUALIFICATION CRITERION
a. The bidder may be a Government Organization / PSU / PSE / partnership firm or a
Public or Private limited Company under Indian Laws.
b. The bidder should be in existence for minimum 3 years.
c. The bidder should have provided / or providing similar services to any other Banks /
Financial Institutions / Corporate entities / PSUs etc. in the past 3 years either of the
following:
Chennai
Criteria No. Of Contract No. of files for Each Contract
Storage & safe custody of Loan Documents
1 20,000 Loan files
2 16,000 Loan files
3 10,000 Loan files
d. An affidavit to the effect that the firm or any of its partner, director, Board Member
of any firm has not been black listed by any Government /Semi Government
Organization/statutory body.
e. Preferably should be a CMMi Level 3 and ISO 9001:2008 and ISO 27001
organization. Proof of the same to be attached with the technical bid.
Bidders have to provide copies of supporting documents against each criterion
mentioned above, without which bid may be rejected.
B.11. LIQUIDATED DAMAGES (Digitalization of Documents)
a. If the Successful Bidder fails to meet the requirements under the Scope of Services,
like delay in completing the scanning and uploading within seven working days,
IDBI Bank will charge penalty of Rs. 100/- per day for each Document.
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b. If the Bidder consistently fails to meet the requirements under Scope of Services or
complete the services as per the scheduled completion date or the extended date, the
Bank may without prejudice to any other right or remedy (i.e. penalties) available to
the Bank as under the Contract, recover from the Bidder, liquidated damages over
and above the penalties.
c. IDBI Bank may without prejudice to its right to effect recovery by any other method,
deduct the amount of liquidated damages from any money belonging to the Bidder
in its hands (which includes the IDBI Bank’s right to claim such amount against
Bidder’s performance Guarantee) or which may become due to the Bidder. Any
such recovery or liquidated damages shall not in any way relieve the Bidder from
any of its obligations to complete the works / Services or from any other obligations
and liabilities under the Contract.
d. IDBI Bank reserves the right to impose / waive off the Liquidated Damages.
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SECTION V
Annexure I
TECHNICAL BID FORM
Application for Tender
(To be included in Technical Bid Envelope)
The Deputy General Manager–
IDBI Bank Ltd, RAO- Chennai, New No.47, Old No.16,
Prestige Point building, 1st Floor, Haddows Road,
Nungambakkam, Chennai – 600006
Dear Sir,
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Services
IDBI /CPU/ RFP/2020-21 / 02
1. After going through the Bid Documents, the receipt whereof is hereby duly
acknowledged, we the undersigned, unconditionally and irrevocably offer ourselves for
extending the service in conformity with your requirements and the terms and
conditions set for the same.
2. If our Bid is accepted, we agree and undertake that, to deliver the Services in
accordance with the schedule specified in the scope of work.
3. If our Bid is accepted, we will submit applicable Bank Guarantee for the due
performance and observance of the Contract, in the form and manner prescribed by and
to the satisfaction of IDBI Bank Limited (Bank).
4. We agree and undertake to abide by the bid terms of Bank including the rates quoted
therein for the services required by Bank up to the period prescribed in the Bid, which
shall be final and conclusive and remain binding upon us.
5. We agree and undertake that, in competing for (and, if the Bid is accepted by you) the
above contract, we will strictly observe the laws inter alia, in particular, against fraud
and corruption in force in India namely “Prevention of Corruption Act, 1988” and
similar laws and also strictly abide by and observe all applicable laws.
6. We agree and confirm that you are not bound to accept the lowest or any Bid you may
receive and you also have the right to re-issue/re-commence the Bid. Any decision in
this regard by you shall be final and binding on us.
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7. We enclose a NEFT payment receipt of Rs. 10,000/- (Rupees Twenty Five thousand
Only) plus applicable 18%GST i.e. for Rs.11800/-for the RFP for Custodial,
Document Management (Physical and Digital) and other related Services.
8. We understand that the EMD will be refunded after the Bidder signing the Contract and
furnishing of the Performance Bank Guarantee in case of successful Bidder and within a
period of 30 (Thirty ) days after the conclusion of the Tendering/ Reprocessfor
unsuccessful Bidders. We have noted that Bid Security shall not carry any interest.
9. As part of the application we are submitting following documents
Sr. Document
i. Application Fee & EMD must be deposited by the bidder through electronic
mode (NEFT/RTGS) to IDBI Bank’s Current Account A/C No.:
00537000010052,IFSC:IBKL0000005
A.) Application Fee: Amount Rs: 10,000/-+ applicable 18% GST i.e.
Rs.11800/-
B.) EMD Amount: Rs.50,000/-
ii. Application for RFP in Annexure-I – {This document itself}
iii. Details of the applicant in Annexure – I A
iv. Details of the storage offered Annexure IB and Annexure IC
v. A set duly signed & stamped on all pages containing the original RFP
document and additional addenda/ corrigenda or any other related information
posted by The Bank on its website in matter of the RFP
vi Bidder’s constitution documents like Articles of Association & Memorandum
of Association/Partnership deed/Proprietorship registration documents,
Certificate of Incorporation etc. or any other related document specified by the
Bank
vii Audited Annual report /Balance sheet and Financial statements of last three
financial years.
viii Eligibility criteria checklist (as per Annexure XI)
ix All documents evidencing the fulfilment+ of eligibility criteria.
x No vigilance/black listing/court case declaration.
xi Certified true copy of Board Resolution authorizing the signatory to sign all
documents in respect of RFP including the Commercial Bid.
xii Certified copy of PoA in favour of Person(s) Authorised along with related
charter documents in favour of signatory – Annexure II
xiii Unconditional Acceptance of terms & Conditions of the RFP – Annexure III
xiv Self-Declaration – Annexure IV
xv Non – Disclosure Agreement – Annexure V
xvi Copy of all permissions, consents, approvals and licenses from all authorities
both regulatory/statutory and non-regulatory for executing the services
xvii Copy of sanction Building plan, completion certificate, layout of racks
xviii Certificate from a chartered engineer regarding space being offered confirming
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its being fire resistant and that sufficient measures to control fire, pest,
seepages & leakages and any other risk for records in paper format have are
available. It should also certify that the structure and proposed usage as per
regulatory approvals & residual life of structure should be not less than 11
years.
xix Copy of PAN, GST Registration, Shop Act license (as applicable)
xx Copy of ownership document of the premises / lease deed
xxi If there is any loan or charge on the property NOC from lender/ charge holder
along with lender’s certificate that loan is fully regular & being repaid timely.
(If applicable)
xxii Information Security Certificate/Integrity Pact – Annexure XII& XIII
xxiii EMD refund request - Annexure X
xxiv Any other additional document which applicant intends to submit
10. We hereby confirm that we fulfill the eligibility criteria and we are capable &
competent to provide the services without any deficiency.
11. We undertake to accept the offer unconditionally within 7 days of issuance, if Bank
selects and issues the offer letter. We shall also arrange for execution of agreement,
indemnity and any other document as required in Chennai within 15 days of
acceptance.
12. Also within 21 days of acceptance of offer letter, we shall furnish Performance
Security applicable are as under(in format mentioned in Annexure – VIII)
Location Performance security Amount in Rupees + applicable
18 % GST
Chennai 25,00,000/-
by way of either:
Bank guarantee valid for the tenure of the contract (i.e. 5 years) with an
additional claim period of 6 months.
Or, in form of Fixed Deposit with residual maturity period of 66monthsat IDBI
Bank with a lien marked in favour of IDBI Bank. The fixed deposit a/c should be
in name of the successful bidder.
13. Until a formal contract is finalized and executed, this Bid document, together with
documents as amended, modified, supplemented, revised, modified by addendum etc,
if any, at the sole discretion of the Bank shall constitute a binding contract between
us.
14. We have read & understood the documents entirely and note that Bank
a) would not open the price bid(Annexure-XIV) of the vendor who has not
qualified in the technical bid (Annexure-I)
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b) Reserves the right to reject lowest and / or all other offers without assigning any
reasons therefore.
c) May avail same type of services from more than one service provider.
d) can ask for additional documents & information for evaluation of bid.
15. We hereby confirm that there is no loan taken or charge created on the property
where space is being offered.
or-
The property where the space is being offered is under charge of
…………………………. (Name of the lender/ charge holder).NoC from them along
with certificate that the loan is fully regular & being timely repaid is attached
herewith. (Strike-off which is non-applicable)
16. We are aware that besides the initial RFP document, the Bank may post additional
information/ Amendments/ Addenda/ Corrigenda/ Extension of Dates/ Clarifications/
Responses to service providers’ queries regarding the RFP on its website. We have
gone through the RFP section of Bank’s website and this submission confirms with
the information/ Amendments/ Addenda/ Corrigenda/ Extension of Dates/
Clarifications/ Responses to service providers’ queries posted till date mentioned in
Document Control Sheet.
17. In case we need to amend our RFP submission as per any further posting on related
information on its e-tendering website we shall submit another sealed revised RFP.
18. We declare that our agency has never been involved in providing services to any anti
social groups/outlawed organization and / or our agency has never been involved in
any kind of fraud/legal cases arises out of.
19. We are agreeable to execute agreement and indemnity as per the draft provided in the
RFP paper without any conditions/modifications.
20. In this RFP bidding process Service Provider, following person(s) have been
authorised to represent us. All actions of these persons in matter of this RFP&
subsequent contract should be binding on us unless contrary information is provided.
Certified copy of power of attorney authorizing them &/or related chartered
documents have been attached as part of enclosure - ….. Signatures of these person(s)
are there in PoA/Board Resolution.
Authorised Person – 1 Authorised Person – 2 (if any)
Name
Designation
Mobile No.
Landline No. (with STD)
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Email Id.
# if there are more than 2 authorized persons, respective details can be provided in
additional columns.
21. We hereby provide details of contact person(s) in addition to authorized persons, who
can be contacted in our organization for matters related to this RFP.
Contact Person – 1 Contact Person – 2
Name
Designation
Mobile No.
Landline No. (with
STD)
Email Id.
# if there are more than 2 contact persons in addition to authorized persons, respective
details can be provided in additional columns(mobile no. & email ids should be
provided for authorized & contact persons)
22. As token of our going through all the details furnished in the RFP and accepting all
the terms & conditions unconditionally, we are herewith attaching a set duly signed &
stamped on all pages containing the original RFP document and additional addenda/
corrigenda or any other related information posted by the Bank on its website in
matter of the RFP.
23. We are aware that Bank at its discretion may call for online reverse auction (ORA) to
discover the price. We are ready for it and details of digital signature certificate shall
be furnished, whenever called by the Bank/ agency appointed by the Bank to conduct
ORA.
Signature of the authorized person:
Name of the signatory:
(Block capital letters)
Dated This
Seal of the Vendor:
Place:
Date:
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Annexure I A
Details of Bidder
1. Name & Address of
Bidder
2. Registered/ Head
Office Address
3. Type of entity /
Constitution
[ ] Proprietorship
[ ] Partnership
[ ] Company
[ ] Other. Please specify ……………………..
4. Date of Registration/
Establishment
5. PAN
6. GSTIN Number
7. List of customer(s) for
storage services
8. Storage services being
provided since
9. Details of ownership
(Name of proprietor /
partners/ directors}
Name Designation PAN Address
10. Bank A/C Details Bank Name: ………………………
Br. Address: ……………………….
A/C No.: …………………………..
11. Competent Authority
for dispute resolution
12. Address for Notices
Signature of the authorized person ______________________________
Name of the signatory (in block capital letters) _____________________
Seal of the Vendor___________________________________________
Date: _______________
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Annexure I B
Score Sheet for Physical Document Management System
Sr. Particulars Maximum
Marks
Criteria
1.a Ownership of premises 10
Owned 10
Leased – Residual lease period more than 20
years
8
Leased – Residual lease period more than 15
years
6
Leased – Residual lease period more than 10
years
4
Leased – Residual lease period more than 66
months
2
1.b Whether the leased or owned property is free
from all encumbrances for the contract period?
2 2
2.a Proximity to nearest Fire station 5
Less than 5 kms 5
Between 5 and 10 kms 3
Between 10 and 20 kms 2
Between 20 and 30 kms 1
More than 30 kms 0
2.b Accessibility 3
Distance from IDBI Bank Office Location
< than 25km 3
25 KM and 50 Km 2
50 KM and 75 Km 0
3 Facility of landline telephone connection and
emails access at site.
2 2
4 Whether the availability of System & Software
for maintaining records of document received,
stored and retrieved. The system should be
able to identify the documents based on Ref.no.
given by the Bank.
5
Multiuser system with realtime backup at
distant location + secured view and
downloadaccess to Bank users
5
Multiuser system with realtime backup at
distant location
3
Multiuser system without realtime backup at
distant location
2
Standalone system with realtime backup 2
Standalone system without realtime backup 0
5 Size of the strong room/ storage space in
compactors readily available
3
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8000 Sft 3
5000 Sft 2
3000 Sft 1
6 CCTV 2
CCTV data storage – 90 days 2
CCTV system access restricted and secured 1
7 Experience in the field for Custodian,
Management and related Services.
4
More than 10 years 4
Between 5 to 10 years 2
Less than 5 years 1
8 Experience in the field for Custodian,
Management and related Services of SRA Loan
documents
4
1 Contract of minimum 20000 SRA files 4
2 Contracts of minimum 16000 files each 3
3 Contracts of minimum 10000 files each 2
9 Public Sector Banks and or reputed Pvt Sector
Bank availing services for custodial,
Management and related services (to be
supported by satisfactory service certificate/
previous three months paid bills) 5
one mark per Bank/PSU (one mark per client,
maximum upto 5)
10 Banks and Housing Finance companies
maintaining Customers property document(to
be supported by satisfactory service certificate/
previous three months paid bills) 5
one mark per institution(one mark per client,
maximum upto 5)
5
10
Total 50
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Annexure I C
Score Sheet for Digital Document Management System
Sr. Particulars Maximum
Marks
Criteria
1 Capacity of Scanner/Digitizing per hour. 5
More than 10000 pages per hour 5
between 5000 to 10000 pages per hour 3
between 2000 to 5000 pages per hour 2
2000 pages per hour 1
2 Disaster Recovery Setup for Storage server 5
Disaster Recovery updation on Realtime to DR
Server
5
Disaster Recovery updation at least once daily to
DR Server
3
Disaster Recovery updation at least once weekly
to DR Server
2
Disaster Recovery updation at least once monthly
to DR Server
1
3 Certification (ISO27001,ISO 9001:2008,CMMi
Level 3)
9
Certification (ISO27001) 3
Certification (ISO 9001:2008) 3
Certification (CMMi Level 3) 3
4 Experience in the field for Document digitization,
Storage and Management
5
More than 5 years 4
Between 3 to 5 years 3
Less than 3 years 2
5 Public Sector Banks/reputed Pvt. Sector Banks
availing services for Digitization/Digitization &
Storage. (to be supported by satisfactory service
certificate)
10
Two marks per Bank/PSU (two marks per client,
maximum up to 10 for digitization only)
10
6 Provision of providing access to Bank users to
download scanned images through secured web
based application based on internet connectivity
4 4
7 Application process Interface (API) availability
for web based integration with our Bank
application
4 4
8 Secured access and complete audit trail of stored
images
4 4
9 Storage of data in encrypted in SSL/https format
while in transit and in AES 256 while at rest
1 1
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10 Storage should be in hardened state 2 2
11 Availability of BCP at vendor’s site 1 1
Total 50
Signature of the authorized person ______________________________
Name of the signatory (in block capital letters) _____________________
Seal of the Vendor___________________________________________
Date: _______________
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ANNEXURE II
Format of Power-of-Attorney in favour of person authorised
(on stamp paper of relevant value)
Know all men by these presents, we (name of the Service provider and its address) do
hereby appoint and authorize Shri / Smt _______ (full name and residential address) who
is presently employed with us and holding the position of as our attorney, to do in our
name and on our behalf, all such acts, deeds and things necessary in connection with or
incidental to our proposal for providing Custodial, Document Management (Physical and
Digital) and other related Services, in response to the RFP floated by IDBI Bank Ltd
(hereinafter referred to as IDBI Bank/ the Bank), including signing and submission of all
documents and providing information/responses to IDBI Bank in all matters in connection
with our Bid.
We hereby agree, declare and undertake that all the acts, deeds and things lawfully done by
our said attorney shall be construed as acts, deeds and things done, performed and executed
by us and we hereby agree to ratify and confirm all acts, deeds and things lawfully done by
our said attorney pursuant to this irrevocable Power of Attorney and that all acts, deeds and
things done by our aforesaid attorney shall always be deemed to have been done by us.
Dated this _____ day of ____________________ 2021
For
(Signature)
(Name, Designation and Address)
Accepted
(Signature of Attorney)
(Name, Title and Address of the Attorney)
Date:
Witnesses:
1)
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__________
(Name, Signature & Address)
2)
_________
(Name, Signature & Address)
Note:
The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executants and when it is so required the same should be under common seal affixed
in accordance with the required procedure.
Also, wherever required, the Service provider should submit for verification the
extract of the charter documents and documents such as a resolution/power of
attorney in favour of the Person executing this Power of Attorney for the delegation
of power hereunder on behalf of the Service provider.
In case the Application is signed by an authorized Signatory / Partner or Proprietor
of the Applicant, a certified copy of the appropriate resolution / document
conveying such authority may be enclosed in lieu of the Power of Attorney.
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Annexure III
FORMAT FOR UNCONDITIONAL ACCEPTANCE OF TERMS & CONDITIONS
OF THE RFP
(To be submitted on the Company’s Letter Head)
To,
The Deputy General Manager– RAO- Chennai,
IDBI Bank,
New No.47, Old No.16, Prestige Point building,
1st Floor, Haddows Road, Nungambakkam, Chennai – 600006
Ref: RFP for Custodial, Document Management (Physical and Digital) and other
related Services
IDBI /CPU/ RFP/20-21/ 02
This is to confirm that we unconditionally accept all the terms and conditions as mentioned
in the said RFP/Bid Document floated by IDBI Bank Ltd. for Custodial, Document
Management (Physical and Digital) and other related Services at IDBI branches. The
period of contract is five (5) years from the date of award of the contract. The Bank will
have the right to extend the contract for another 6 month on expiry of 5 year period at the
same terms and conditions as mentioned in RFP/SLA
Sign
Name of the signatory
Designation
Company Seal.
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Annexure IV
SELF DECLARATIONS
To,
The Deputy General Manager–RAO - Chennai,
IDBI Bank,
New No.47, Old No.16, Prestige Point building, 1st Floor, Haddows Road,
Nungambakkam, Chennai – 600006
RFP for Custodial, Document Management (Physical and Digital) and other related
Services along with related services
submitted a Bid proposal to IDBI Bank for *●+ in response to the Request for Proposal
We are duly authorized persons to submit this undertaking
We have read and understood the aforesaid RFP and we hereby convey our absolute and
unconditional acceptance to all terms and conditions of the aforesaid RFP.
We do not have any business relationship with IDBI Bank including its directors and
officers which may result in any conflict of interest between us and IDBI Bank. We shall
on occurrence of any such event immediately inform the concerned authorities of the same
We have submitted our Bid in compliance with the specific requirements as mentioned in
this RFP.
We have provided with all necessary information and details as required by IDBI Bank and
shall provide with such additional information’s may be required by IDBI Bank from time
to time.
Neither we nor any of our employee/director has been barred from providing the Services
nor are we in negative list/blacklisted by any public sector banks, statutory or regulatory or
investigative agencies in India or abroad in the last 5 years.
There are no vigilance and / or court cases pending against us/company and no inquiry or
investigation pending against us from any statutory regulatory and / or investigation
agency.
All the information furnished here in and as per the document submitted is true and
accurate and nothing has been concealed or tampered with. We have gone through all the
conditions of Bid and are aware that we would be liable to any punitive action in case of
furnishing of false information / documents.
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We also undertake that, we were/are never involved in any legal case that may affect the
solvency / existence of our organization or in any other way that may affect capability to
provide / continue the services to Bank.
It is further certified that we have not modified or deleted any text/matter in this RFP.
Dated this _____ day of ____________________2021.
Signature
(Company Seal)
In the capacity of
Duly authorized to sign bids for and on behalf of:
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Annexure V
NON-DISCLOSURE AGREEMENT
(To be submitted on Rs.100/- stamp paper by the Successful Bidder)
This Non-Disclosure Agreement is made at…………….on this ……….. day of
………2021
Between
IDBI Bank Limited, a company within the meaning of Section 2(20) of the Companies Act,
2013 (18 of 2013) and a banking company within the meaning of Section 5 (c) of the
Banking Regulation Act, 1949 (10 of 1949), with Corporate Identity No.
L65190MH2004GOI148838 and having its registered office at IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai 400005 (hereinafter called “the The Bank/Bank” which
expression shall unless it be repugnant to the subject, context or meaning thereof be
deemed to mean and include its successors and assigns) of the ONE PART
And
……………. (Name of Vendor) of …………………… (Please specify the registered office
of the Vendor) (Hereinafter called “the Vendor/Contractor” which expression shall unless it
be repugnant to the subject, context or meaning thereof shall be deemed to mean and
include its successors and permitted assignees) of the OTHER PART;
The Bank and Vendor/Contractor are hereinafter collectively referred to as “Parties” and
individually as “Party”.
WHEREAS, Bank called for the bids for engagement of Bidder for RFP for Custodial,
Document Management (Physical and Digital) and other related Servicesforthe Bank.
M/s……………………… (hereinafter referred to as “Bidder”), after going through the Bid
Documents and being interested to act as Vendor and provide the services for product /
service / solution for Custodial, Document Management (Physical and Digital) and other
related Services or IDBI Bank branches/offices/other locations has submitted its bid
hereafter referred to as the “Services”.
WHEREAS, the Vendor is aware and confirms that the information, data, statement,
customer details relating to any client of the Bank, drawings and designs, and other
documents made available in the Bid Documents / the Contract and thereafter regarding the
Services as furnished by the Vendor in their Request For Proposal or otherwise and all the
Confidential Information under the Bid Documents/the Contract is privileged and strictly
confidential and/or proprietary to Bank,
NOW THEREFORE, in consideration of the foregoing, the Vendor agrees to all of the
following conditions, for Bank, to grant the vendor specific access to Bank’s
property/information and other data.
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It is hereby agreed as under:
a) The parties agree that they shall hold in trust any Confidential Information received by
either party, under this Contract, and the strictest of confidence shall be maintained in
respect of such Confidential Information. The parties also agree and undertake to:
(i) Maintain and use the Confidential Information only for the purposes of this Contract
and only as permitted herein;
(ii) Make copies as specifically authorized by the prior written consent of the other
party and with the same confidential or proprietary notices as may be printed or
displayed on the original;
(iii) restrict access and disclosure of confidential information to such of their
employees, agents, vendors, and contractors strictly on a “need to know” basis, to
maintain confidentiality of the Confidential Information disclosed to them in
accordance with this clause; and
(iv) Treat Confidential Information as confidential for a period of five (5) years from
the date of receipt. In the event of earlier termination of this Contract, the Parties hereby
agree to maintain the confidentiality of the Confidential Information for a further period
of [two (2)] years from the date of such termination.
b) Confidential Information in oral form must be identified as confidential at the time of
disclosure and confirmed as such in writing within 30 days of such disclosure. Confidential
Information does not include information which:
(i) the recipient knew or had in its possession, prior to disclosure, without limitation
on its confidentiality;
(ii) is independently developed by the recipient without breach of this Contract;
(iii) Is in the public domain;
(iv)Is received from a third party not subject to the obligation of confidentiality with
respect to such information;
(v) Is released from confidentiality with the prior written consent of the other party.
The recipient shall have the burden of proving hereinabove are applicable to the
information in the possession of the recipient.
c) Notwithstanding the foregoing, the parties acknowledge that the nature of the Services to
be performed under this Contract may require the Bidder’s personnel to be present on
premises of Bank or may require the Bidder’s personnel to have access to computer
networks and databases of Bank while on or off premises of Bank. It is understood that it
would be impractical for Bank to monitor all information made available to the Bidder’s
personnel under such circumstances and to provide notice to the Bidder’s of the
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confidentiality of all such information. Therefore, the Bidder agrees and undertakes that
any technical or business or other information of Bank that the Bidder’s personnel, or
agents acquire while on Bank premises, or through access to Bank computer systems or
databases while on or off Bank premises, shall be deemed Confidential Information.
d) Confidential Information shall at all times remain the sole and exclusive property of the
disclosing party. Upon termination of this Contract, confidential information shall be
returned to the disclosing party or destroyed, if incapable of return. The destruction shall be
witnessed and so recorded, in writing, by an authorized representative of each of the
parties. Nothing contained herein shall in any manner impair or affect rights of Bank in
respect of the Confidential Information.
e) In the event that any of the parties hereto becomes legally compelled to disclose any
Confidential Information, such party shall give sufficient notice to the other party to enable
the other party to prevent or minimize to the extent possible, such disclosure. Neither party
shall disclose to a third party any Confidential Information or the contents of this Contract
without the prior written consent of the other party. The obligations of this Clause shall be
satisfied by handling Confidential Information with the same degree of care, which the
receiving party applies to its own similar confidential information but in no event less than
reasonable care. The obligations of this clause shall survive the expiration, cancellation or
termination of this Contract.
The provisions herein above shall survive termination of the Contract.
Authorised Signatory
Name:
Designation:
Office Seal:
Place :
Date :
Accepted –
Bank
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Annexure-VI
CONTRACT FORM
Format of Contract to be executed by selected service provider (Service provider)
(On Stamp Paper of relevant value)
THIS Contract made at………………… the ………day of ……………………. 2021.
Between IDBI BANK LIMITED, a company registered under the Companies Act, 1956 (1
of 1956) and a company within the meaning of Section 2(20) of the Companies Act, 2013
(18 of 2013) and a banking company within the meaning of Section 5 (c) of the Banking
Regulation Act, 1949 (10 of 1949), with Corporate Identity No.
L65190MH2004GOI148838 and having its registered office at IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai 400005(hereinafter called “IDBI Bank” which
expression shall unless it be repugnant to the subject, context or meaning thereof shall be
deemed to mean and include its successors and assigns) of the ONE PART
And
………………… (Name of Successful Service provider) of ………………… (the
registered office of the Successful Service provider) (Hereinafter called “Successful
Service provider” which expression shall unless it be repugnant to the subject, context or
meaning thereof shall be deemed to mean and include its successors and permitted assigns)
of the OTHER PART;
IDBI Bank and Successful Service provider are hereinafter collectively referred to as
"Parties" and individually as Party-
WHEREAS IDBI Bank vide its RFP ref. …………..dated …, 2021(RFP) had invited
Bids from the eligible Service providers for providing for Custodial, Document
Management (Physical and Digital) and other related Services.
WHEREAS the Successful Service provider has represented that it has necessary
qualification, competence & capacity for providing/rendering/delivering the Service(s) to
IDBI Bank.
WHEREAS IDBI Bank relying upon the representations and warranties made by the
Successful Service provider has accepted its Bid for rendering/delivering the Service(s) for
the sum of [] (Contract Price in Words and Figures) (hereinafter called “the Contract
Price”). In the said premises, the Parties hereby enter into this Agreement to provide the
Service(s), on the terms and conditions appearing hereinafter
NOW THIS AGREEEMENT WITNESSETH AND IT IS HEREBY AGREED BY AND
BETWEEN THE PARTIES HERETO AS FOLLOWS:
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The Contract will be valid for 5 years from ---------------.Thereafter arrangement
can be extended on mutually agreed terms. If there is no extension, Bank on its discretion
can extend the arrangement for 6 months on same terms & conditions and rate.
IDBI Bank can terminate the contract by giving 90 days’ notice. However, the
service provider can’t terminate the agreement during first five years. On expiry of term
of five years, Successful Service provider may terminate the contract after serving
written notice of this effect at least 180 days prior to the completion of the five year
term.In case of deficiency of services Bank reserves the right to terminate the contract
with 30days notice.
In this Contract words and expressions not specifically defined shall have the same
meanings as are respectively assigned to them in the RFP.
The RFP document together with all Annexure, Schedules and Forms amended from time
to time and this Agreement, and the other related documents shall be deemed to form and
be read and construed as part of these presents. The Contract supersedes any prior
contract, understanding or representation of the Parties on the subject matter.
In consideration of the payment of the Contract Price in accordance and subject to terms
and conditions contained in the RFP document by IDBI Bank to the Successful Service
provider, the Successful Service provider hereby agrees and covenants with IDBI Bank to
provide/render/deliver the Service(s) and to remedy defects, if any therein, strictly in
conformity in all respects with the provisions of the Contract.
IDBI Bank hereby agrees and covenants to pay the Successful Service provider in
consideration of the Service(s) and the remedying of defects, if any, therein, the Contract
Price or such other sum as may become payable under the provisions of the Contract at the
times and in the manner prescribed by the Contract.
IN WITNESS WHEREOF the parties hereto have caused these presents to be executed
on the day, month and year first above written.
Signed and Delivered by
Thewithinnamed
Signature :
Name :
Date :- ..........................
IN THE PRESENCE OF
1. Signature
Name :- .......................
Address :- .......................
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..................................
2. Signature
Name :- .......................
Address : .......................
..................................
Signed and Delivered by ......... .........................
the withinnamed
M/s. ..................................
..................................
Date :- .......................
IN THE PRESENCE OF :
1. Signature 2. Signature
Name :- ...................... Name : ……………………….
Address :- ...................... Address : ……………………
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Annexure -VII
Format for Raising Pre-Bid Clarifications
(by email)
Bidder’s Name:
Contact Person:
Contact Number :
Email ID:
Sr
No
RFP
Doc
Page No
Para /
Clause/
Line No
(Identifier)
Original Clause Clarification Sought /
Suggestion of Service
provider
1.
2.
3.
4.
5.
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Annexure-VIII
Format: GUARANTEE FOR PERFORMANCE OF CONTRACT
Bank Guarantee No.
Bank Guarantee Amount
Expiry Date
Claim Amount
THIS GUARANTEE AGREEMENT executed at ___________ this ________ day of
_____________ /2021.
BY:
______________________ Bank, a body corporate constituted under _______________,
having its Registered Office/ Head Office at ______________, and a Branch Office at
_____________________________________________________ (hereinafter referred to
as “the Guarantor”, which expression shall, unless it be repugnant to the subject, meaning
or context thereof, be deemed to mean and include its successors and assigns)
IN FAVOUR OF:
IDBI Bank Ltd, a company registered under the Companies Act, 1956 (1 of 1956) and a
company within the meaning of Section 2(20) of the Companies Act, 2013 and a Banking
company within the meaning of Section 5 (c) of the Banking Regulation Act, 1949 (10 of
1949) and having its registered office at IDBI Tower, WTC Complex, Cuffe Parade,
Mumbai – 400 005 (hereinafter referred to as “IDBI Bank” or “Bank” which expression
shall unless it be repugnant to the subject, meaning or context thereof, be deemed to mean
and include its successors and assigns).
WHEREAS, IDBI Bank through RFP bearing reference no............dated [].(hereinafter
referred to as “RFP”) invited the bids for engagement of Service Provider for Custodial,
Document Management (Physical and Digital) and other related Services.
M/s.……………………… have been appointed as the service provider (hereinafter
referred to as "Service Provider") and accordingly the Service Provider and the Bank
have entered into contract on ......................., as per the terms and conditions contained
therein and in the bid document bearing reference no.................RFP [hereinafter referred to
as “the Contract"]. The Service Provider has strictly agreed to abide with the terms of
Contract and the said documents. The Service Provider has also furnished indemnity deed
dated [] and non-disclosure / confidentiality agreement dated [] and as such is bound by
the same.
AND WHEREAS pursuant to the RFP, the Contract, Annexure, Schedule, Forms and the
other related documents (hereinafter collectively referred to as “the said documents”, the
Bank has agreed to avail from …………………. and ……………………………. has
agreed to provide to the IDBI Bank …………………. , more particularly described in the
RFP document (hereinafter collectively referred to as “the Service(s)”), subject to payment
of the Contract Price, as stated in the said documents (the Contract Price) and also subject
to the terms, conditions, covenants, provisions and stipulations contained the said
documents.
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AND WHEREAS the Service Provider has duly signed the said documents.
AND WHEREAS in terms of the Contract, the Service Provider has agreed to provide the
Service(s) and to procure an unconditional and irrevocable performance Bank guarantee, in
favour of IDBI Bank, from a Bank acceptable to the IDBI Bank for securing the faithful
observance and performance by the Service Provider of the terms, conditions, covenants,
stipulations, provisions of the said documents.
AND WHEREAS at the request of the Service Provider, the Guarantor has agreed to
guarantee IDBI Bank, payment of ………………………….. (Rupees
.................................................. only) towards faithful observance and performance by the
Service Provider of the terms of the Contract and the said documents.
NOW THEREFORE THIS AGREEMENT WITNESSETH AS FOLLOWS:
In consideration of the above premises, the Guarantor hereby unconditionally, absolutely
and irrevocably guarantees to the Bank as follows:
The words and expressions not specifically defined shall have the same meanings as are
respectively assigned to them in the RFP document
1. The Guarantor hereby guarantees and undertakes to pay, on demand, to the IDBI
Bank at its office at Chennai forthwith, the sum of
`……………………………………….or any part thereof, as the case may be, as
aforesaid due to the IDBI Bank from the Service Provider, towards any loss, costs,
damages, etc. suffered by the IDBI Bank on account of default or breach of the
Service Provider in the faithful observance and performance of the terms,
conditions, covenants, stipulations, provisions of the Contract and/or the said
documents, without any demur, reservation, contest, recourse or protest or without
any reference to the Service Provider. Any such demand or claim made by the IDBI
Bank, on the Guarantor shall be final, conclusive and binding, notwithstanding any
difference or any dispute between the IDBI Bank and the Service Provider or any
dispute between the IDBI Bank and the Service Provider pending before any Court,
Tribunal, Arbitrator, or any other authority.
2. The Guarantor agrees and undertakes not to revoke this Guarantee during the
currency of these presents/the said documents, without the previous written consent
of the IDBI Bank and further agrees that the Guarantee herein contained shall
continue to be enforceable until and unless it is discharged earlier by the Bank, in
writing.
3. IDBI Bank shall be the sole judge to decide whether the Service Provider has
failed to perform and/or observe the terms of the Contract or the said documents or
for providing the Services by the Service Provider to IDBI Bank, and on account of
the said failure what amount has become payable by the Service Provider to the
IDBI Bank under this Guarantee. The decision of the IDBI Bank in this behalf shall
be final, conclusive and binding on the Guarantor and the Guarantor shall not be
entitled to demand IDBI Bank to establish its claim under this Guarantee, but shall
pay forthwith, the sums demanded, without any objection, whatsoever.
4. To give effect to this Guarantee, IDBI Bank, may act as though the Guarantor was
the principal debtor to IDBI Bank.
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5. The liability of the Guarantor, under this Guarantee shall not be affected by:
(a) any change in the constitution or winding up of the Service Provider or any
absorption, merger or amalgamation of the Service Provider with any other
company, corporation or concern; or
(b) any change in the management of the Service Provider or takeover of the
management of the Service Provider by the Government or by any other authority;
or
(c) acquisition or change in constitution of the Service Provider and/or of any of
its undertaking(s) pursuant to any law; or
(d) any change in the constitution of IDBI Bank; or
(e) any change in the setup of the Guarantor which may be by way of change in
the constitution, winding up, voluntary or otherwise, absorption, merger or
amalgamation or otherwise; or
(f) the absence or deficiency of powers on the part of the Guarantor to give
Guarantees and/or Indemnities or any irregularity in the exercise of such powers.
(g) any variance in the terms and conditions of the said documents.
IDBI Bank shall be at liberty to make any modification or otherwise vary or alter the
said terms & conditions and/or rules or regulations concerning the said documents
and the same will not in any way discharge or otherwise vitiate or affect this
Guarantee. Notwithstanding anything contained hereinabove, the liability of the
Guarantor hereunder shall not exceed the rupee equivalent of
………………………………………. (In words).
Any act or omission, time or indulgence granted by IDBI Bank to the Service
Provider and/or Guarantor if any will also not discharge this Guarantee or otherwise
vitiate or affect or prejudice this Guarantee. Notwithstanding anything to the
contrary contained herein, and / or any indulgence shown by IDBI Bank, the
Guarantee hereby furnished shall remain in full force and effect until the ultimate
balance of the entire dues of IDBI Bank being Rs. [] under this Guarantee as
aforesaid have been pain in full.
The Guarantor shall on demand make the payment without set-off and free and clear
of any deductions, charges, fees, or withholding of any nature presently or in the
future imposed, levied, collected, withheld or assessed by the Government or any
political subdivision or authority and therein and thereof.
The Guarantor confirms that a mere letter from IDBI Bank that there has been a
default/failure on the part of the Service Provider in faithfully observing and
performing the terms, conditions, covenants, stipulations, provisions, of the
Contract/ the said documents, shall without any other or further proof be final,
conclusive and binding on the Guarantor.
This Guarantee will expire on _______________ (expiry date).
However,
Any demand or claim under this Guarantee must be received by the Guarantor by
………. (Date) ([●] after the expiry date).
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Notwithstanding anything to the contrary, the Guarantor hereby agrees and
undertakes to extend the validity period of this guarantee for a further period as
decided by IDBI Bank when such request is received at least 15 days before the
expiry of validity period of the Guarantee.
This Guarantee shall be binding upon the Guarantor and successors –in -interest and
shall be irrevocable.
For all purposes connected with this Guarantee and in respect of all disputes and
differences under or in respect of these presents or arising there from the courts of
Chennai shall have exclusive jurisdiction.
IN WITNESS WHEREOF the Guarantor has caused these presents to be executed on the
day, month and year first herein above written as hereinafter appearing.
SIGNED AND DELIVERED BY
the within named Guarantor,
______________________,
by the hand of Shri.__________,
its authorised official.
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Annexure-IX
DEED OF INDEMNITY
Format of indemnity
(On Stamp Paper of relevant value)
Indemnity Deed
This Deed of Indemnity executed at ………….. on the ______ day of _______ by
________________________________________ (hereinafter referred to as “the Obligor”
which expression shall unless it be repugnant to the context, subject or meaning thereof,
shall be deemed to mean and include successors and permitted assigns);
IN FAVOUR OF
IDBI BANK LIMITED, a company within the meaning of Section 2(20) of the Companies
Act, 2013 (18 of 2013) and a banking company within the meaning of Section 5 (c) of the
Banking Regulation Act, 1949 (10 of 1949), with Corporate Identity No.
L65190MH2004GOI148838 and having its registered office at IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai 400005(hereinafter referred to as “IDBI Bank ” which
expression shall, unless it be repugnant to the subject or context or meaning thereof, be
deemed to mean and include its successors and assigns)
WHEREAS IDBI Bank vide its RFP ref. ______ dated January 21, 2020 had invited Bids
from the eligible, competent & capable Service providers for providing for Custodial,
Document Management (Physical and Digital) and other related Services
WHEREAS
(1) The Obligor has offered to IDBI Bank the Services as stated under Section I of RFP
document;
(a) Represented and warranted that it has all permissions, consents, approvals and license
from all authorities, both regulatory / statutory and non-regulatory, for executing the
Services as stated in the Contract dated………/RFP;
(b) Represented and warranted that the aforesaid Services offered to IDBI Bank do not
violate any provisions of the applicable laws, regulations or guidelines including laws
relating to Intellectual Property Rights, legal and environmental. In case there is any
violation of any law, rules or regulation, which is capable of being remedied the same will
be got remedied immediately during the implementation, maintenance and contract period
to the satisfaction of IDBI Bank;
(c) Represented and warranted that they are authorised and legally eligible and otherwise
entitled and competent to enter into such Contract with IDBI Bank;
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(2) IDBI Bank, relying and based on the aforesaid representations and warranties of the
Obligor, has agreed to avail the Services from the Obligor on the terms and conditions
contained in its Contract dated ____________________ (the Contract) with the Obligor;
(3) One of the conditions of the aforesaid Contract is that the Obligor is required to
furnish an indemnity in favour of IDBI Bank indemnifying the latter against any loss,
damages or claims arising out of any violations of the applicable laws, regulations,
guidelines during the execution and rendering/delivery of Services to IDBI Bank and/or
due to breach of terms and conditions of the Contract by the Obligor and/or on account of
misconduct, omission or negligence or otherwise by the Obligor.
(4) In pursuance thereof, the Obligor has agreed to furnish an indemnity in the form and
manner and to the satisfaction of IDBI Bank as hereinafter appearing;
NOW THIS DEED WITNESSETH AS UNDER: -
The words and expressions not specifically defined shall have the same meanings as are
respectively assigned to them in the RFP/the Contract.
In consideration of IDBI Bank having agreed to award the Contract to the Obligor, the
Obligor hereby unconditionally, absolutely and irrevocably agree and undertake that: -
(1) the Obligor shall, at all times hereinafter, save and keep harmless and indemnified IDBI
Bank, including its respective directors, officers, employees, agents and representatives
and keep them indemnified from and against any claim, costs, charges, damages, demand,
losses, liabilities, litigation (including legal fees and expenses incurred by the Bank) or
expenses of any nature and kind whatsoever and by whomsoever made in respect of the
Contract and any loss or damage caused from and against all suits and other actions that
may be instituted taken or preferred against IDBI Bank by whomsoever and all losses,
damages, costs, charges and expenses that IDBI Bank may incur by reason of any claim
made by any claimant for any reason whatsoever or by anybody claiming under them or
otherwise for any losses, damages or claims arising out of all kinds of accidents, fire,
destruction, natural calamities, deliberate or otherwise with respect to the contractual terms,
direct or indirect, from those arising out of violation of applicable laws including those
relating to intellectual property rights, rules, regulations, guidelines and also from the
environmental damages, if any, which may occur or result from the terms of the Contract.
(2) The Obligor further agrees and undertakes that the Obligor shall, ensure that all the
permissions, authorisations, consents and licenses are obtained and renewed from the local
and/or municipal and/or governmental authorities, as may be required under the applicable
laws, rules, regulations, guidelines, orders framed or issued by any appropriate authorities.
(3) The Obligor further agrees to provide complete documentation of all sub-systems,
operating systems, systems software, utility software and other software, hardware or other
components in the nature of accessories or otherwise they are having or procured from
third parties. The Obligor shall also provide licensed software for all software services,
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whether developed by it or acquired from others for performing the obligations under the
Contract. The Obligor hereby indemnifies and keeps indemnified IDBI Bank including its
respective directors, officers, employees, agents and representatives against any levies /
penalties / claims / demands litigations(including legal fees and expenses incurred by the
Bank), suits, actions, judgments, and or otherwise on account of any default and or breach
and or otherwise in this regard.
(4) If any additional approval, consent or permission is required by the Obligor to execute
and perform the Contract during the currency of the Contract, it shall procure the same
and/or comply with the conditions stipulated by the concerned authorities without any
delay.
(5) The obligations of the Obligor herein are irrevocable, absolute and unconditional, in
each case irrespective of the value, genuineness, validity, regularity or enforceability of the
aforesaid Contract or other agreement, or the insolvency, bankruptcy, reorganization,
dissolution, liquidation or change in ownership of IDBI Bank or Obligor or any other
circumstance whatsoever which might otherwise constitute a discharge or defence of an
indemnifier.
(6) The obligations of the Obligor under this deed shall not be affected by any act,
omission, matter or thing which, would reduce, release or prejudice the Obligor from any
of the indemnified obligations under this indemnity or prejudice or diminish the
indemnified obligations in whole or in part, including in law, equity or contract (whether or
not known to it or to IDBI Bank).
(7) That Obligor hereby agrees and undertakes to forthwith comply with the demand, raised
by the Bank, in the event where the Document are damaged/lost while in custody of the
Obligor for whatever reasons and agrees to indemnify and reimburse IDBI Bank against
any costs, charges and expenses sustained or incurred by the IDBI Bank in relation to the
recreation of the lost/damaged Document and against any claim/future liability/litigations
which may be brought about by the customer of IDBI Bank and/or any third party in
connection with the lost/damaged in the Document. The Obligor further agrees that, in such
event, the claim quantified /notice(s) of demand made by IDBI Bank shall be final and
binding upon the Obligor.
(8) This indemnity shall survive the Contract.
(9) Any notice, request or other communication to be given or made under this indemnity
shall be in writing addressed to either party at the address stated in the Contract and/or as
stated above.
(10) This indemnity and other non-contractual obligations arising out of this indemnity,
shall be governed by, and construed in accordance with, the laws of India. The Obligor
irrevocably and unconditionally agrees that any legal action, suit or proceedings arising out
of or relating to this indemnity may be brought in the Courts/Tribunals at Chennai. Final
judgment against the Obligor in any such action, suit or proceeding shall be conclusive and
may be enforced in any other jurisdiction, by suit on the judgment, a certified copy of
which shall be conclusive evidence of the judgment, or in any other manner provided by
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law. By the execution of this indemnity, the Obligor irrevocably submits to the exclusive
jurisdiction of such Court/Tribunal in any such action, suit or proceeding.
(11)IDBI Bank may assign or transfer all or any part of its interest herein to any other
person. Obligor shall not assign or transfer any of its rights or obligations under this
indemnity, except with the prior written consent of IDBI Bank.
IN WITNESS WHEREOF the Obligor has signed these presents on the day, month and
year first above written.
Signed and Delivered on behalf of )
___________________ )
by the hand of ___________________,)
_________, the authorised official )
of the Obligor
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ANNEXURE X
LETTER FOR REFUND OF EMD
(To be submitted by the bidders)
Date:
The Deputy General Manager– RAO- Chennai,
IDBI Bank,
New No.47, Old No.16, Prestige Point building,
1st Floor, Haddows Road, Nungambakkam, Chennai – 600006
We ____________(Company Name) had participated in the providing for Custodial,
Document Management (Physical and Digital) and other related Services and are an
unsuccessful bidder.
We ______________ (Company Name) had participated in providing for Custodial,
Document Management (Physical and Digital) and other related Services and being a
successful bidder, we have submitted all the legal Documents.
Kindly refund the EMD submitted for participation. Details of EMD submitted are as
follows
Sr. No DD No & date Drawn on (Bank
Name ) Amount ( Rs)
Bank details to which the money needs to be credited via NEFT are as follows
1 Name of the Bank with Branch
2 Account Type
3 Account Title
4 Account Number
5 IFSC Code
6 PAN no.
Sign
Name of the signatory
Designation
Company Seal.
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ANNEXURE XI
Annexure XI- ELIGIBILITY CRITERIA CHECKLIST
Reference No: IDBI /CPU-RAO / RFP/2020-21/02
Sr.
No. Criteria Supporting
documents
Complian
ce (Y/ N)
1 The bidder a duly incorporated (registered as
per applicable law) entity, eligible &
competent to provide the required facility &
service. (Supporting documents to be
submitted).
Supporting
documents to be
submitted.
Yes/No
2 The bidder in this RFP process should be
represented by person whose any action in
matter of this RFP & subsequent contract
should be binding on the bidder, such as an
person should be represented by self or a PoA
holder; a partnership firm by all the partners
or, by a partner eligible to bind all the partners
by his acts as per registered partnership deed/
PoA, a company by a PoA holder as per board
resolution.
Wherever
applicable,
certified extract
of the charter
documents and
documents such
as resolution/
power of
attorney/
partnership deed
(registered) in
favour of the
Person executing
this Power of
Attorney for the
delegation of
power. (PoA
should be made
as per Annexure
III)
Yes/No
3 The bidder should provide the list of clients
for Custodial, Document Management
(Physical and Digital) and other related
Services during last three years up-to
31.03.2019 (Relevant PO / client confirmation
mail or letter regarding successfully
implementation
Relevant client
confirmation mail
or letter regarding
successfully
handling of
storage.
Yes/No
4 The Bidder should have all necessary licenses,
permissions, consents, no objections,
approvals as required under law for carrying
out its business as on date of submission of the
tender/bid
Relevant
documents to be
submitted
Yes/No
5 The bidder should not have been blacklisted Self-Certification Yes/No
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by Government, any govt. department, PSU or
PSB during the last three years
to be submitted
(Annexure V)
6 The bidder should have valid & clear
ownership/ irrevocable tenancy right to the
place/ building from where services are
offered. Such right should not end before 66
months from last the date of agreements and
cannot be revoked by anyone.
Relevant
documents to be
submitted
Yes/No
7 If there is any loan or charge on the property
NOC from lender/ charge holder along with
lender’s certificate that loan is fully regular &
being repaid timely should be furnished.
Otherwise- owner’s declaration of property
being free of any encumbrance should be
provided.
Relevant
documents to be
submitted
Yes/No
8 Proposed storage being offered should be
located within 75 km distance from the Bank’s
Location at Chennai.
Distance to be
specified in Kms
Yes/No
9 The location of storage should be easily
accessible by public transport. The proposed
storage space should be a permanent structure
constructed & maintained as per due
regulatory provisions & approvals
Yes/No
10 The structure should have proper arrangement
to keep it waterproof, damp proof having
proper drainage provision as per Municipal
approvals. The facility including the place
where truck could be parked and passage to
storage should be free from water logging,
flooding/ inundation. This condition should be
maintained throughout tenor of the contract.
Yes/No
11 The facility should have 24 X 7 security
guards, who should be well trained to control
movement of persons, documents and in
firefighting activities.
Yes/No
12 At storage site there should have provision of
incoming landline numbers at the facility,
where one can call the Bank’s representative
available at the site
Yes/No
13 There should be proper firefighting
infrastructure & CCTV to meet the required
services with provisions to CCTV footage for
a period of 3 months.The sprinkler system
should also be installed. The bank reserve the
right to make request for additional measure
for prevention of fire in line with changing
circumstances. The vendor will employ all the
accepted and tested fire prevention practices
Yes/No
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available in the industry in consultation with
Bank.
14 The whole area should be having proper
arrangement of lighting with provision of
emergency lighting in case of power cut.
Yes/No
15 If the proposed area is not on ground floor
there should be working & well maintained
goods lift available from the place where
trucks can go. There should be space available
to park a truck (upto 22 feet Container) near
entrance / lifts.
Yes/No
16 There should be provision of regular (every
quarter) pest control, rodent control, white ant
control and to control anything else which
may harm the documents. Services of reputed
pest control service provider should be taken
for the same and such arrangement should be
maintained throughout period of contract.
Yes/No
17 Vendor should certify that proper applicable
Municipal, Fire Brigade, Shops &
Establishment, labour licenses and any other
required regulatory approval/ permit/ license
have been acquired and should be able to
produce whenever required by the Bank. All
such permissions should be renewed
periodically and held on record.
Yes/No
18 The minimum height of ceiling should be 10
feet and the top of racks should be at least 8
feet from ground. The lower most rack should
also be at least one foot from ground.
Yes/No
19 The whole area should be conducive of
working for storage & retrievals. It should be
having proper arrangement of lighting with
provision of emergency lighting in case of
power cut. Also, exhaust fans should be
installed to arrange air circulation as required.
Yes/No
Signature:
Name of the Authorized Person:
Designation:
Company Seal:
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ANNEXURE XII
INFORMATION SECURITY CERTIFICATE
(This certificate is to be rendered on Letterhead of the bidder)
This is to certify that–
1. Hardware and the software/future upgrades being offered do not contain any kind of
malicious code such as Viruses, Trojan, and Spyware that would:-
(a) Obstruct the desired and the designed function of hardware.
(b) Cause physical damage to the user or their equipment during the usage of the
equipment.
(c) Tap the information regarding network, users and information stored on the network of
the Bank or in its CBS Platform or otherwise.
(d)Culminate into software attack, theft of intellectual property rights, identity theft, theft
of equipment or information, sabotage & information extortion;
2. We undertake to be liable in case of any loss that may be caused to the Purchaser due to
the breach of any of the aforesaid assurances & representations and also for any physical
damage, loss of information, loss of reputation and those relating to copyright and
Intellectual Property Rights (IPRs), caused due to activation of any such malicious code in
the hardware / software supplied.
3. We shall make sure that the sensitive data (such as password, financial information,
biometric information, personal information etc.) shared by the Bank will be kept within
the geographical boundaries of India
Date: (Signature of Authorized Signatory)
Place: Name and designation
Company Seal:
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ANNEXURE XIII
PRECONTRACTINTEGRITYPACT
General
This pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is
made on ____________ day of the month of ___________ 2021 at ___,between, IDBI
Bank Ltd.,a company within the meaning of Section 2(20) of the Companies Act, 2013
(18 of 2013) and a banking company within the meaning of Section 5 (c) of the Banking
Regulation Act, 1949 (10 of 1949), with Corporate Identity No.
L65190MH2004GOI148838 and having its registered office at IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai 400005 through its _______________ Department/
Office at ___________, _________, (hereinafter called the "PRINCIPAL'', which
expression shall mean and include, unless the context otherwise requires, its successors)
of the First Part and M/s ______________represented by Smt/
Shri___________________________, MD/ CEO/ CMD (hereinafter called the
"BIDDER/ Seller which expression shall mean and include, unless the context otherwise
requires, its/ his successors and permitted assigns) of the Second Part.
WHEREAS the PRINCIPAL proposes to procure (_____________________) and
BIDDER/ Seller is willing to offer/ has offered the same to the Principal.
WHEREAS the BIDDER is a private company/ public company/ Government
undertaking/ partnership/ registered export agency, constituted in accordance with the
relevant law in the matter and the PRINCIPAL is an Office/ Department of IDBI Bank
Ltd performing its functions on behalf of IDBI Bank Ltd.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and
free from any influence/ prejudiced dealings prior to, during and subsequent to the
currency of the contract to be· entered into with a view to:
Enabling the PRINCIPAL to obtain the desired service/ product at a
competitive price in conformity with the defined specifications by avoiding the
high cost and the distortionary impact of corruption on public procurement;
and
Enabling BIDDERs to abstain from bribing or indulging in any corrupt
practice in order to secure the contract by providing assurance to them that
their competitors will also abstain from bribing and other corrupt practices and
the PRINCIPAL will commit to prevent corruption, in any form, by its
officials by following transparent procedures.
The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:
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1. Commitments of the PRINCIPAL
1.1 ) The PRINCIPAL undertakes that no official of the PRINCIPAL, connected directly
or indirectly with the contract, will demand, take a promise for or accept directly or
through intermediaries, any bribe, consideration, gift, reward, favour or any material or
immaterial benefit or any other advantage from the BIDDER, either for themselves or
for any person, organization or third party (which is not available legally) related to the
contract in exchange for an advantage in the bidding process, bid evaluation, contracting
or implementation process related to the contract.
1.2 ) The PRINCIPAL will, during the pre-contract stage, treat all BIDDERs alike, and
will provide to all BIDDERs the same information and will not provide any such
information to any particular BIDDER which could afford an advantage to that
particular BIDDER in comparison to other BIDDERs.
1.3 ) All the officials of the PRINCIPAL will report to the appropriate authority any
attempted or completed breaches of the above commitments as well as any substantial
suspicion of such a breach.
2. In case any such preceding misconduct on the part of such official(s) is reported by the
BIDDER to the PRINCIPAL with full and verifiable facts and the same is prima facie
found to be correct by the PRINCIPAL, necessary disciplinary proceedings, or any other
action as deemed fit, including criminal proceedings may be initiated by the
PRINCIPAL and such a person shall be debarred from further dealings related to the
contract process. In such a case while an enquiry is being conducted by the PRINCIPAL
the proceedings under the contract would not be stalled.
3. Commitments of the BIDDERs
The BIDDER commits itself to take all measures necessary to prevent corrupt
practices, unfair means and illegal activities during any stage of its bid or during any
pre-contract or post-contract stage in order to secure the contract or in furtherance to
secure it and in particular commit itself to the following:
3.1 ) The BIDDER will not offer, directly or through intermediaries, any bribe, gift,
consideration, reward, favour, any material or immaterial benefit or other advantage
commission, fees brokerage or inducement to any official of the PRINCIPAL, connected
directly or indirectly with the bidding process, or to any person, organization or third
party related to the contract in exchange for any advantage in the bidding, evaluation,
contracting and implementation of the contract.
3.2 )The BIDDER further undertakes that it has not given, offered or promised to give,
directly or indirectly any bribe, gift, consideration, reward, favour, any material or
immaterial benefit or other advantage, commission, fees, brokerage or inducement (not
available legally) to any official of the PRINCIPAL or otherwise in procuring the
Contract or forbearing to do or having done any act in relation to the obtaining or
execution of the contract or any other contract with IDBI Bank Ltd for showing or
forbearing to show favour or disfavor to any person in relation to the contract or any
other contract with IDBI Bank Ltd.
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3.3 )The BIDDER confirms and declares that they have not made any payments to any
agents/ brokers or any other intermediary, in connection with this bid/ contract.
3.4 )The BIDDER further confirms and declares to the PRINCIPAL that the BIDDER is
the original vendor or service provider in respect of product/ service covered in the bid
documents and the BIDDER has not engaged with any individual or firm or company
whether Indian or foreign to intercede, facilitate or in any way to recommend to the
PRINCIPAL or any of its functionaries, whether officially or unofficially to the award
of the contract to the BIDDER, nor has any amount been paid, promised or intended to
be paid to any such individual, firm or company in respect of any such intercession,
facilitation or recommendation.
3.5 )The BIDDER, at the earliest available opportunity, i.e. either while presenting the
bid or during pre-contract negotiations and in any case before opening the financial bid
and before signing the contract, shall disclose any payments he has made, is committed
to or intends to make to officials of the PRINCIPAL or their family members, agents,
brokers or any other intermediaries in connection with the contract and the details of the
services agreed upon for such payments.
3.6 )The BIDDER will not enter into any undisclosed agreement or collude with other
parties interested in the contract/ other BIDDERs to impair the transparency, fairness
and progress of the bidding process, bid evaluation, contracting and implementation of
the contract or with respect to prices, specifications, certifications, subsidiary contracts
etc.
3.7 )The BIDDER will not accept any advantage in exchange for any corrupt practice;
unfair means and illegal activities.
3.8 )The BIDDER shall not use improperly, for purpose of competition or personal gain
or pass on to others, any information provided by the PRINCIPAL as a part of the
business relationship, regarding plans, technical proposals and business details including
information contained in any electronic data carrier. The BIDDER also undertakes to
exercise due and adequate care lest any such information is divulged.
3.9 )The BIDDER commits to refrain from giving any complaint directly or through any
other manner without supporting it with full and verifiable facts.
3.10 )The BIDDER shall not instigate or cause to instigate any third person to commit
any of the actions mentioned above.
3.11 )If the BIDDER or any employee of the BIDDER or any person acting on behalf of
the BIDDER, either directly or indirectly, is a relative of any of the officers of the
PRINCIPAL, or alternatively, if any relative of an officer of the PRINCIPAL has
financial interest/ stake in the BIDDER's firm, the same shall be disclosed by the
BIDDER at the time of filing of tender.
3.12 ) The BIDDER shall not lend to or borrow any money from or enter into any
monetary dealings or transactions, directly or indirectly, with any employee of the
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PRINCIPAL.
3.13 )The BIDDER/ Contractor shall not directly or through any other person or firm use
coercive practices against IDBI Bank and/ or other BIDDERs/ Contractor(s).
3.14 ) BIDDERs are not to pass any information provided by the PRINCIPAL as a part
of business relationship to others and not commit any offence under PC/ IPC Act.
3.15 )Foreign BIDDERs if any, to disclose name and address of agents and
representatives in India and Indian Bidders to disclose their foreign principal or
associates.
3.16 )BIDDERs to disclose any transgressions with any other company that may impinge
on anti- corruption principle.
4. Previous Transgressions
4.1 ) The BIDDER declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any country
in respect of any corrupt practices envisaged hereunder or with any Public Sector
Enterprise / Public Sector Banks in India or any Government Department in India or RBI
that could justify BIDDER’s exclusion from the tender process.
4.2 ) The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER
can be disqualified from the tender process or the contract, if already awarded, can be
terminated for such reason.
5. Earnest Money (Security Deposit)
5.1 ) While submitting commercial bid, the BIDDER shall deposit an amount (specified
in RFP) as Earnest Money/ Security Deposit, with the PRINCIPAL through any of the
modes mentioned in the RFP/ bid document and no such mode is specified, by a Bank
Draft or a Pay Order in favour of IDBI Bank Ltd. However payment of any such amount
by way of Bank Guarantee, if so permitted as per bid documents/ RFP should be from
any nationalized Bank other than IDBI Bank Ltd and promising payment of the
guaranteed sum to the PRINCIPAL on demand within three working days without any
demur whatsoever and without seeking any reasons whatsoever. The demand for
payment by the PRINCIPAL shall be treated as conclusive proof for making such
payment to the PRINCIPAL.
5.2 ) Unless otherwise stipulated in the Bid document/ RFP, the Earnest Money/
Security Deposit shall be valid up to a period of five years or the complete
conclusion of the contractual obligations to the complete satisfaction of both the
BIDDER and the PRINCIPAL, including warranty period, whichever is later.
5.3 ) In case of the successful BIDDER, a clause would also be incorporated in the
Article pertaining to Performance Bond in the Purchase Contract that the provisions of
Sanctions for Violation shall be applicable for forfeiture of Performance Bond in case of
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a decision by the PRINCIPAL to forfeit the same without assigning any reason for
imposing sanction for violation of this Pact.
5.4 ) No interest shall be payable by the PRINCIPAL to the BIDDER on Earnest
Money/ Security Deposit for the period of its currency.
6. Sanctions for Violations
6.1 ) Any breach of the aforesaid provisions by the BIDDER or anyone employed by it or
acting on its behalf (whether with or without the knowledge of the BIDDER) shall
entitle the PRINCIPAL to take all or any one of the following actions, wherever
required:
6.1.1 To immediately call off the pre contract negotiations without assigning any
reason and without giving any compensation to the BIDDER. However,
the proceedings with the other BIDDER(s) would continue, unless the
PRINCIPAL desires to drop the entire process.
6.1.2 The Earnest Money Deposit (in pre-contract stage) and / or Security
Deposit/ Performance Bond (after the contract is signed) shall stand
forfeited either fully or partially, as decided by the PRINCIPAL and the
PRINCIPAL shall not be required to assign any reason therefore.
6.1.3 To immediately cancel the contract, if already signed, without giving any
compensation to the BIDDER.
6.1.4 To encash the advance bank guarantee and performance bond/ warranty
bond, if furnished by the BIDDER, in order to recover the payments,
already made by the PRINCIPAL along with interest.
6.1.5 To cancel all or any other Contracts with the BIDDER. The BIDDER shall
be liable to pay compensation for any loss or damage to the PRINCIPAL
resulting from such cancellation/ rescission and the PRINCIPAL shall be
entitled to deduct the amount so payable from the money(s) due to the
BIDDER.
6.1.6 To debar the BIDDER from participating in future bidding processes of the
PRINCIPAL or any of its subsidiaries for a minimum period of five years,
which may be further extended at the discretion of the PRINCIPAL.
6.1.7 To recover all sums paid, in violation of this Pact, by BIDDER(s)to any
middleman or agent or broker with a view to securing the contract.
6.1.8 Forfeiture of Performance Bond in case of a decision by the PRINCIPAL to
forfeit the same without assigning any reason for imposing sanction for
violation of this Pact.
6.1.9 Intimate to the CVC, IBA, RBI, as the PRINCIPAL deemed fit the details
of such events for appropriate action by such authorities.
6.2 )The PRINCIPAL will be entitled to take all or any of the actions mentioned at para
6.1.1 to 6.1.9 of this Pact also on the Commission by the BIDDER or any one employed
by it or acting on its behalf (whether with or without the knowledge of the BIDDER), of
an offense as defined in Chapter IX of Indian Penal Code, 1860 or Prevention of
Corruption Act, 1988 or any other statute enacted for prevention of corruption.
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6.3 ) The decision of the PRINCIPAL to the effect that a breach of the provisions of this
Pact has been committed by the BIDDER shall be final and conclusive on the BIDDER.
However, the BIDDER can approach the Independent External Monitor(s) appointed for
the purposes of this Pact.
7. Fall Clause
7.1 ) The BIDDER undertakes that it has not supplied/ is not supplying similar product/
systems or subsystems at a price lower than that offered in the present bid in respect of
any other Ministry/ Department of the Government of India or PSU or any other Bank
and if it is found at any stage that similar product/ systems or sub systems was supplied
by the BIDDER to any other Ministry/ Department of the Government of India or a
PSU or a Bank at a lower price, then that very price, with due allowance for elapsed
time, will be applicable to the present case and the difference in the cost would be
refunded by the BIDDER to the PRINCIPAL, if the contract has already been
concluded.
8. Independent External Monitors
8.1 ) The PRINCIPAL has appointed Independent External Monitors (hereinafter referred
to as Monitors or IEMs) for this Pact in consultation with the Central Vigilance
Commission.
8.2 )The task of the Monitors shall be to review independently and objectively, whether
and to what extent the parties comply with the obligations under this Pact.
8.3 )The Monitors shall not be subject to instructions by the representatives of the parties
and perform their functions neutrally and independently.
8.4 )Both the parties accept that the Monitors have the right to access all the documents
relating to the project/ procurement, including minutes of meetings.
8.5 )As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he
will so inform the Authority designated by the PRINCIPAL.
8.6 )The BIDDER(s) accepts that the Monitor has the right to access without restriction
to all Project documentation of the PRINCIPAL including that provided by the
BIDDER. The BIDDER will also grant the Monitor, upon his request and demonstration
of a valid interest, unrestricted and unconditional access to his project documentation.
The same is applicable to Sub-contractors. The Monitor shall be under contractual
obligation to treat the information and documents of the BIDDER/ Sub-contractor(s)
with confidentiality.
8.7 )The PRINCIPAL will provide to the Monitor sufficient information about all
meetings among the parties related to the Project provided such meetings could have an
impact on the contractual relations between the parties. The parties will offer to the
Monitor the option to participate in such meetings.
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8.8 )The Monitor will submit a written report to the designated authority of PRINCIPAL/
Secretary in the Department/ within 8 to 10 weeks from the date of reference or
intimation to him by the PRINCIPAL/ BIDDER and, should the occasion arise, submit
proposals for correcting problematic situations.
9. Facilitation of Investigation
In case of any allegation of violation of any provisions of this Pact or payment of
commission, the PRINCIPAL or its agencies shall be entitled to examine all the
documents including the Books of Accounts of the BIDDER and the BIDDER shall
provide necessary information and documents in English and shall extend all possible
help for the purpose of such examination.
10. Law and Place of Jurisdiction
This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat
of the PRINCIPAL.
11. Other Legal Actions
The actions stipulated in this Integrity Pact are without prejudice to any other legal
action that may follow in accordance with the provisions of the extant law in force
relating to any civil or criminal proceedings.
12. Validity
12.1 )The validity of this Integrity Pact shall be from date of its signing and extend upto
5 years or the complete execution of the contract to the satisfaction of the PRINCIPAL
and the BIDDER/ Seller, including warranty period, whichever is later. In case BIDDER
is unsuccessful, this Integrity Pact shall expire after six months from the date of the
signing of the contract, with the successful bidder by the PRINCIPAL.
12.2 )Should one or several provisions of this Pact turn out to be invalid; the remainder
of this Pact shall remain valid. In this case, the parties will strive to come to an
agreement to their original intentions.
13. The parties hereby sign this Integrity Pact at _______________ on___________.
IN WITNESS WHEREOF, the Parties have signed and executed this Integrity
Pact at the place and date first hereinabove mentioned in the presence of following
witness:
Signature Signature
(For & on behalf of the PRINCIPAL) (For & on behalf of the BIDDER/ Contractor)
Office Seal Office Seal
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Name Name
Designation Designation
Witness 1:
(Name & Address) __________________________
Witness 2:
(Name & Address) ____________________________
[Provisionsof the above clauseswouldneed to beamended/deleted in line with
thepolicyofthePRINCIPALinregardtoinvolvementofIndianagentsofforeignsuppliers].
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ANNEXURE XIV
COMMERCIAL BID
COMMERCIAL BID FORM
RFP for Custodial, Document Management (Physical and Digital) and
other related Services
The Total Indicative cost for the purpose of ORA will be based on the quotes received from
bidders with below mentioned cap of total cost. Accordingly bidders may quote as per
point (ii).
Sr. No. Activity Maximum
upper limit in
total cost
Rate (in
Rs.)
1 Maintenance of SRA
documents ( Files/ packet-
wise)
Cost of maintenance of closed
file/misc. documents should
not be more than 50% of the
live account file.
Per file per
month
35%
2 Scanning and Digitization,
hoisting on DMS
Per page (
Both side )
15%
3 Retrieval
and Re-
filing
3(a) Annual
Retrievals of Live
physical files from
Vendor on
Closures(Approx
3500 files)
3(b) Annual
Retrievals of Live
account physical
files from Vendor
for PDD
insertion(Approx
10000 files)
3© Annual
Retrievals of Live
account physical
files from Vendor
for different audit
purpose(Approx
1000)
Per
file/packets
per
occasion
18%
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4 4(a) Annual Re-filing of Live
account files approx 14000
accounts and 4(b) Annual Re-
filing closed Skelton files
approx 3500
Per file/packets
per occasion
2%
5 Scanning and digitization and
insertion of existing as well as
additional PDDs shall be
carried out at Bidder’s
premises/Bank Premises under
appropriate supervision and
CCTV surveillance.
Per packet per
occasion
30%
Total 100%
i. The bidder should furnish the information /quotation as per the following format :
Sl.
No
Location
Chennai
Approx. Volume Rate Value
1. Maintenance of
documents :
Total yearly
volume in first
year
Live Accounts Files-20,000
(Each files containing 200 pages
in average) which will contain
total 40,00,000 pages approx.
Additions – yearly Volume likely to increase by
15-20 % every year.
2. Scanning and
Digitizing annual
Scanning of 20000 files
containing average 200 pages
each
3. 3(a) Annual
Retrievals of Live
physical files
from Vendor on
Closures
3500 files
3(b) Annual
Retrievals of Live
account physical
files from Vendor
for PDD insertion
10000 Files /packets
3(c) Annual
Retrievals of Live
account physical
files from Vendor
for different audit
purpose
1000
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4 4(a) Annual Re-
filing of Live
account files
14000
4(b) Annual Re-
filing of closed
skeletal file
3500
5 Insertion of Post
Disbursement
Documents(PDD)
approx. 50000
packets
Scanning and digitization and
insertion of existing as well as
additional PDDs shall be carried
out at Bidder’s premises/Bank
Premises under appropriate
supervision and CCTV
surveillance.
Note:
Maintenance cost of closed files / skeletal files should not exceed more than
50% of the maintenance cost of live files/misc documents.
GST applicable on actual shall be reimbursed over & above these rates. Any other
taxes/cess/toll/duty etc will be borne by bidder.
Cost of other related services e.g. security, housekeeping, maintenance, power etc.
have been factored in above rates only.
The prices quoted should be valid for a period of 5 years (60 months) from the date
of contract and shall be extendable upto6 (six) months.
We declare all the terms & conditions as per the RFP are agreeable to us.
Signature of the authorized person _____________________
Name of the signatory (in block capital letters) ___________________
Seal of the Vendor________________________________________
Date: _______________
Place: