request for proposals (rfps) for user acceptance test and

Request for Proposals (RFPs) for User Acceptance Test and Data MigrationAudit for the proposed Comprehensive Human Resource System in the Bank

The Human Resource Management Department, Reserve Bank of India (theBank), Central Office, Shahid Bhagat Singh Road, Mumbai 400 001 is implementingthe Comprehensive Human Resource System (CHRS) to achieve a cross functionaland seamless integration of all its HR operations carried out in its various Departmentsand Offices across the country.

The Bank invites sealed tenders for appointment of vendor(s) for conducting(1) User Acceptance Test and (2) Data Migration Audit for the proposedComprehensive Human Resource System being implemented in the Bank. Thedetailed scope of work and eligibility criteria is laid out in two separate Requests ForProposals (RFPs).

The two RFP documents can be downloaded from the Tenders Section of theBank’s website (www.rbi.org.in). All proposals must conform to the guidelines set outin the RFP documents. Responses for the RFPs must be submitted independently incase the same bidder wishes to respond to both the proposals. The last date and timefor submission of the responses for the RFPs is Wednesday, September 24, 2014 upto 16:00 hrs

Chief General Manager-in-ChargeReserve Bank of India

Human Resource Management DepartmentSeptember 3, 2014 Mumbai – 400 001

"Don't get cheated by Emails/SMSs/calls promising you money"

http://www.rbi.org.in/

Reserve Bank of India

Request for Proposal for

User Acceptance Testing of

Comprehensive Human Resource

System(CHRS)

Human Resource Management

Department(HRMD)

September 2014 This document contains 54 pages

This document is the property of Reserve Bank of India (RBI). It may not be copied, distributed or recorded on any medium, electronic or otherwise,

without the RBI’s written permission therefor. The use of the contents of this document, even by the authorized personnel / agencies for any purpose

other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian

Law.

Reserve Bank of India Request for Proposal for User Acceptance Testing of Comprehensive Human Resource System

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Non-Disclosure Agreement

All bidders must sign the Non-Disclosure Agreement (NDA) and submit the same with the technical bid response of the Request for Proposal (RFP) for User Acceptance Testing of Comprehensive Human Resource System, failing which the bid will be rejected. The NDA must be executed on the bidder’s company letterhead.

The NDA must be signed by the authorized signatory, along with requisite Power of Attorney/ Board Resolution authenticating/ authorizing the signatories of the NDA. If the Power of Attorney/ Board Resolution is not present along with the NDA, the technical bid will be rejected. Draft of the NDA is as under.


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(Letterhead of the bidder)

[Date]

Strictly Private and Confidential

Chief General Manager-In-Charge Human Resource Management Department, Central Office, Reserve Bank of India 20thFloor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai – 400 001, Maharashtra, India

[Salutation]

Non Disclosure Agreement

We acknowledge that during the course of bidding and execution of the services mentioned in the Request for Proposal (RFP) floated for User Acceptance Testing of Comprehensive Human Resource System (CHRS) across Reserve Bank of India (RBI), we may have access to and be entrusted with Confidential Information. In this letter, the phrase "Confidential Information" shall mean information (whether of a commercial, technical, scientific, operational, administrative, financial, marketing, business, or intellectual property nature or otherwise), whether oral or written, relating to RBI and its business that is provided to us pursuant to this Agreement.

We agree to the terms set out below:

1. We shall treat all Confidential Information as strictly private and confidential and take all steps necessary (including but not limited to those required by this Agreement) to preserve such confidentiality.

2. We shall use the Confidential Information solely for the preparation of our response to the RFP and not for any other purpose.

3. We shall not disclose any Confidential Information to any other person or firm, other than as permitted by item 5 below.

4. We shall not disclose or divulge any of the Confidential Information to any other client of [user acceptance testing bidder]

5. This Agreement shall not prohibit disclosure of Confidential Information:

- To our partners/ directors and employees who have a bonafide need to know such Confidential Information to assist with the bidding for RFP floated for User Acceptance Testing of CHRS suite being implemented across RBI;

- With your prior written consent,

- To the extent that such disclosure is required by law;

- To the extent that such disclosure is required by any rule or requirement of any regulatory authority with which we are bound to comply; and provided that before


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any such disclosure the Bank is informed of the same sufficiently in advance to enable the Bank to take appropriate action.

- To our professional advisers who have a bonafide need to know for the purposes of providing advice to us. Such professional advisors will be informed of the need to keep the information confidential.

6. We shall deliver to you all Confidential Information, and copies thereof, that are in documentary or other tangible form, except:

- To the extent that we reasonably require to retain sufficient documentation that is necessary to support any advice, reports, or opinions that we may provide to you.

7. This Agreement shall not apply to Confidential Information that:

- Is in the public domain at the time it is acquired by us;

- Enters the public domain after that, otherwise than as a result of unauthorized disclosure by us;

- Is already in our possession prior to its disclosure to us; and

- Is independently developed by us, in which case, if so required we undertake to provide proof of the same.

8. This Agreement shall continue perpetually unless and to the extent that you may release it in writing.

9. We acknowledge that providing Confidential Information by the Bank will not form the basis of any contract between you and us.

10. We warrant that we are acting as principal in this matter and not as agent or broker for any person, company, or firm.

11. We acknowledge that neither failure or delay by you in exercising any right, power or privilege under this Agreement or any single or partial exercise thereof shall by itself operate as a waiver of such right, power or privilege nor the exercise of any other right, power, or privilege in lieu thereof..

12. This Agreement shall be governed by and construed in accordance with Indian law and any dispute arising from it shall be subject to the exclusive jurisdiction of the Mumbai courts.

We have read this Agreement fully and confirm our agreement with its terms

Yours sincerely

Signature and Stamp of Company

[Authorized Signatory (same as signing the proposal) – CHRS User Acceptance Testing

Bidder]

Name:

Position:

Date:


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Contents

1. Bid Schedule 6

2. Introduction 7

2.1 Background 7

2.2 Objective of the Comprehensive Human Resource System Project 8

3. Structure of RFP 12

3.1 The Master RFP 12

3.2 Annexure Seeking Response for Evaluation 12

4. Eligibility Criteria 14

5. Scope of Work 18

5.1 Definitions 18

5.2 Introduction 20

5.3 Objective of User Acceptance Testing 20

5.4 User Acceptance Test Process 21

5.5 Deliverables and Timelines 24

6. Terms and Conditions 27

6.1 Broad Terms and Conditions 27

6.2 Application 28

6.3 Standards 28

6.4 Governing Language 28

6.5 Applicable Law 28

6.6 Notices 29

6.7 Contract Amendments 29

6.8 Use of Contract Documents and Information 29

6.9 Indemnification 29

6.10 Cancellation of Contract and Compensation 30

6.11 Earnest Money Deposit 30

6.12 Performance Bank Guarantee 31

6.13 Resolution of Disputes 32

6.14 Delays in the Bidder’s Performance 32

6.15 Liquidated Damages 32

6.16 Force Majeure 33

6.17 Ancillary Services 33

6.18 Audits 33

6.19 Prices 33

6.20 Taxes and Duties 34

6.21 Non Negotiability on RFP 34


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6.22 Payment Terms 35

7. Evaluation Process 37

7.1 Objective of Evaluation Process 37

7.2 Technical Bid Evaluation Process 38

7.3 Scoring Methodology for Past Experience 38

7.4 Approach & Methodology (A&M) 40

7.5 Scoring Methodology for Presentation 40

7.6 Consolidated Score in Technical Bid Evaluation 41

7.7 Disqualification Parameters in Technical Bid Evaluation 41

7.8 Commercial Bid Evaluation 41

8. Two Stage Bidding Process 43

8.1 Instructions for Tender Submission 43

8.2 General Guidelines 43

8.3 Clarification on the Tender Document 44

8.4 Amendments to Tender Document 45

8.5 Language of Bids 45

8.6 Period of Bid Validity 45

8.7 Format and Signing of Bid 45

8.8 Correction of Errors 45

8.9 Acceptance or Rejection of Bid 46

8.10 Duration and Condition of Engagement 46

8.11 General Terms and Conditions 46

8.12 Other Terms and Conditions 47

8.13 Expenses incurred by successful bidder on the project 48

8.14 Evaluation and Comparison of Bids 48

8.15 Notification of Award 48

8.16 Authorized Signatory for signing the contract 48

8.17 Signing of Contract 49

8.18 Right to Reject Bids 49

8.19 Vicarious Liability 49

8.20 Non Payment of Professional Fees 49

8.21 Assignment 50

8.22 Non-Solicitation 50

8.23 No Employer-Employee Relationship 50

8.24 Subcontracting 50

9. Proposal Response 51


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1. Bid Schedule

The following is an indicative timeframe for the overall process. RBI reserves the right to vary this timeframe at its absolute and sole discretion and without providing any notice/intimation or reasons thereof. Changes to the timeframe will be relayed to the affected Respondents during the process.

Table 1-1: Time frame for the Overall Process

Activity Scheduled Dates

Issue of RFP (soft copy) September 3, 2014

Pre-bid Conference September 10, 2014

Venue for Pre-bid Conference

Human Resource Management Department, Central Office, Reserve Bank of India 20thFloor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai–400 001, Maharashtra, India

Last date of receipt of RFP responses 16.00 hrs., September 24, 2014

Opening of Technical Bid 16.30 hrs, September 24, 2014

Declaration of Technical Result TBD

Commercial Bid Opening TBD

Declaration of Final Result TBD


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2. Introduction

Reserve Bank of India (RBI) is in the process of appointing a System Integrator for implementation of a Comprehensive Human Resource System (CHRS) across the Bank. In this regard, the Bank intends to appoint an agency to conduct User Acceptance Testing of the above mentioned HR application. This RFP articulates the requirements of the Bank, the eligibility criteria and scoring mechanism for the successful selection of the agency.

2.1 Background

2.1.1.1 The Reserve Bank of India (RBI) was established on April 1, 1935 in accordance with the provision of the Reserve Bank of India Act, 1934.

2.1.1.2 The Reserve Bank of India, being the Central Bank and the Monetary Authority of the country, performs certain key fiduciary functions, amongst others, such as banker to the banks, banker to the Government (Central and State), management of Public Debt, holding the custody of statutory reserves including foreign exchange reserves, sole authority for issue and management of currency apart from performing regulatory and supervisory functions over the banking and non-banking financial systems in India.

2.1.1.3 RBI has currently 29 Regional Offices (ROs)/Branches/Sub‐Offices and 29 Central Office Departments and may open further offices/departments wherever needed.

2.1.1.4 There are at present 2 Training Colleges (one each in Chennai and Pune), 4 Zonal Training Centres (one each in Kolkata, Chennai, New Delhi, Belapur) and subsidiaries (DICGC, BRNBML, CAFRAL, RBI Museum, etc)

2.1.1.5 The Bank currently has staff strength of approximately 17,500 serving employees and 24,500 retiree beneficiaries. The staff in the Bank is categorised in Class I comprising those in the officers’ cadres and Classes III and IV comprising those in the workmen category.

2.1.1.6 There are six grades in Class I commencing from Grade A up to Grade F. Above Class I, the executive cadre comprises the Executive Director, Deputy Governor and Governor.

2.1.1.7 In Class III there are four groups, viz., Groups A to D. Assistants, Word Processor Assistants, Junior Engineers, etc., belong to this class of employees.

2.1.1.8 The Class IV, comprising the subordinate staff, has three levels, viz., Base, Senior and Head.

2.1.1.9 The Human Resource Management Department at Central Office (HRMD CO), formulates all HR policies for all Classes of employees of the Bank right from recruitment to post retirement including establishment related policies such as compensation policy, benefits and welfare and post-retirement benefits. HRMD, CO also centrally operates the policies related to recruitment, transfers, promotions, deputations and foreign training for officers. The operational work of HR policies in respect of staff in Class III and Class IV are done in HRMD at Regional Offices (mostly at State capitals) and Administration Divisions in Central Office Departments in Mumbai.

2.1.1.10 Department of Expenditure and Budgetary Control (DEBC) is located at Mumbai and is responsible for all HR related monetary disbursements for all Central Office Departments.


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2.1.1.11 DEBC is also responsible for consolidation of Bank’s Annual Budget, review of expenditure as against budgetary allocation of all Offices/Central Office Departments/ Training Establishments of the Bank, review of overtime paid to workmen staff, etc. It also looks after the administration of Bank’s Expenditure Rules and administration of all loans to employees. DEBC is in charge of maintenance of accounts of Provident Fund (for the employees of the Bank as well as some Associate Institutions), Gratuity and Superannuation Fund and Dr. Babasaheb Ambedkar Centenary Fund; maintenance of the individual Provident Fund accounts of all transferable employees and all Mumbai based non-transferable employees, attending to policy matters relating to Reserve Bank of India Employees’ Provident Fund Regulations and discharging various functions as per the authority conferred under the said Regulations. DEBC sets out the accounting policies, including maintenance of various books of accounts, and the rules governing the maintenance thereof. DEBC attends to salary and establishment work for the employees of Central Office Departments, which includes disbursement and maintenance of books of account for each category of loans and advances made to the staff. The employees’ housing loan frame work needs extensive documentation handling. It is the focal point of all Establishment related matters of Regional Offices (ROs) / Central Office Departments (CODs). DEBC is responsible for all centralized superannuation payments to the retired employees who opted for receiving Pension, Family Pension and Ex-gratia in Mumbai. It also processes all travel related bills payments – both domestic and international for certain departments in Mumbai. The Central Establishment Sections (CES) perform some of the functions that DEBC performs in Mumbai such as Salary payments, benefits management and other establishment related matters at the RO level.

2.1.1.12 The operations related to domestic training (internal and external) are carried out by the Bank’s training colleges at Chennai & Pune, the zonal training centres at the four metros and the ROs / CODs.

2.1.1.13 There are more than 15 different HR streams in the Bank, the major ones in Class I being General, Economics, Statistics, Technical (Electrical & Civil), Legal, Protocol & Security and Rajbhasha. Some of the HR policies and processes for these streams differ and separate seniority is maintained for personnel in each stream.

2.1.1.14 The administration and support work in each of the streams are carried out by the staff from the General stream.

2.2 Objective of the Comprehensive Human Resource System Project

2.2.1.1 The existing two HR applications viz., the IES and HRMS have two separate databases. The Bank has felt a need to replace the two applications with a comprehensive single HR application with a single database. It was decided that a Business Process Re-engineering (BPR) of all existing HR processes and applications be conducted to achieve operational excellence, rationalize existing processes and procedures and strengthen control mechanisms. The Bank had appointed a consultant to conduct the Business Process Re-engineering for all HR related processes. The Bank is in the process of appointing a System Integrator for the implementation of the CHRS project.

2.2.1.2 The envisaged CHRS application would be a ready-made / off-the-shelf HR application with minimum customizations.


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2.2.1.3 The envisaged CHRS application would have an automated workflow which would be configurable, enabling paperless office management. The workflows would be integrated with the Bank’s existing email application and with mobile based alerts / message wherever required.

2.2.1.4 For example the system would allow the Bank’s employees to electronically create an expense report, upload supporting documents and electronically approve the requests. This will reduce the response time for any request, apart from providing for alerts in a hierarchical manner for approval thereof.

2.2.1.5 The envisaged CHRS application would be seamlessly integrated with the Bank’s existing applications such as the Core Banking System (CBS), Enterprise wide Smart Card Based Access Management System (ESCAMS), Performance Management System (PMS), Enterprise Knowledge Portal (EKP) and other applications.

2.2.1.6 The envisaged CHRS application would have a Single point of data entry to maintain single version of truth and a single database for all Human Resource functions across the Bank.

2.2.2 Envisaged CHRS system

2.2.2.1 The Bank is in the process of appointing a System Integrator for implementation of CHRS across the Bank

2.2.2.2 The proposed CHRS will be based out of RBI’s Date Centres in Navi Mumbai and other Data Centre which is approximately 700 Kms from Mumbai

2.2.2.3 The indicative solution architecture is provided below:


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Figure 1 CHRS Solution Architecture

2.2.2.4 Mentioned below is the list of modules that cover the Comprehensive Human Resource System Solution requirements laid down by the Bank

1. Employee Relations, Compensation and Benefits 2. Organization Development, Policy, Planning and MIS 3. Training and Development 4. Talent Management 5. Statutory Requirement and Recruitment 6. Payroll and Funds 7. Travel Bills 8. Loans and Advances 9. Medical 10. Housing Loan and Other Benefits 11. Ask HR

2.2.2.5 The User Acceptance Testing shall be carried out from Mumbai location.


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2.2.2.6 The User Acceptance Testing shall be carried out in accordance with the roll out plan laid out by the system integrator in consultation with the Bank.

The following milestones have been laid down by the Bank (milestones subject to revision)

Phase 1 - Go- live for Payroll and associated modules is Oct 2014 including disbursement and interfaces with all existing applications of the Bank

Phase 2 - Go-live for remaining functionalities is March 2015


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3. Structure of RFP

3.1 The Master RFP

3.1.1.1 This document is the master RFP consisting of;

the overview of services to be provided by the selected Bidder;

the eligibility criteria

the technical and commercial evaluation methodology which shall be followed to select the successful Bidder and;

The terms and conditions to which this RFP and the Bidder responses shall be subject to. RBI shall enter into a separate contract after selecting the bidder, which shall detail the terms and conditions.

3.2 Annexure Seeking Response for Evaluation

3.2.1.1 A detailed set of annexure is provided to the bidder for formulation of responses for evaluation. The bidder is expected to complete and submit these as a part of their technical and commercial bids. The list of such annexure is provided below:

Table 3-1: List of Annexures Seeking response for Evaluation

Annexure Reference Number

Content Name of the File

ANX1 User Acceptance Test Plan ANX1_UserAcceptanceTestPlan.doc

ANX2 Conformity of Soft Copy ANX2_ConformityOfSoftCopy.doc

ANX3 Confirmation of Terms and Conditions

ANX3_ConfirmationOfTermsAndConditions.doc

ANX4 Confirmation to deliver ANX4_ConfirmationToDeliver.doc

ANX5 Confirmation of Eligibility ANX5_ConfirmationOfEligibility.doc

ANX6 Audited Financial Statements ANX6_AuditedFinancialStatements.doc

ANX7 Submission Checklist ANX7_SubmissionCheckList.doc

ANX8 Technical Bid Form ANX8_TechnicalBidForm.doc

ANX9 Commercial Bid Form ANX9_CommercialBidForm.doc

http://rbidocs.rbi.org.in/rdocs/content/pdfs/RUAT020914_A1.pdf











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ANX10 Pre-Bid Query Format ANX10_PreBidQueryFormat.doc

ANX11 Commercial BOM ANX11_Commercial BOM.xls

ANX12 Compliance Statement ANX12_ComplianceStatement

ANXA1 Bank Guarantee Proforma ANXA1_BankGuaranteeProforma.doc

3.2.1.2 As mentioned in the table above, the bidder is expected to provide, as a part of the technical bid, a detailed document that explains the User Acceptance Testing plan, test process standards, test methodology and approach, entry and exit criteria proposed by the bidder for the proposed user acceptance testing. Refer to ANX1_UserAcceptanceTestPlan.doc

3.2.1.3 The “Approach and Methodology” adopted for the user acceptance testing would be evaluated by RBI and should at the minimum include:

Testing tool and capabilities

Test methodology and approach

Project Plan

Sample Deliverable Format

Number of teams and man power planned to be deployed






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4. Eligibility Criteria

4.1.1.1 The bidder must fulfil the criteria mentioned in the table below in order to bid for the CHRS User Acceptance Testing tender.

Table 4-1Eligibility Criteria

Eligibility Criteria

Criteria # 1

Criteria Parameters Documentary Evidence

The Bidder must have performed User Acceptance Testing (UAT) for an HRMS implementation (completed assignments only) in the last 5 years in India as on 30th June 2014 in a Public Sector Undertaking / Indian Public Sector Bank/ Large Government Department in India with employee strength of at least 5000 employees as on 30th June 2014. The HRMS implementation referred to above should cover at least five of the following modules of which Payroll & Core HR (sr no 1 & 2 below) are mandatory (i.e. modules at sr no 1, 2 and any three of the remaining 10 modules listed below.) 1. Payroll(mandatory); 2. Core HR (mandatory)(Employee on-

boarding, Employee record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management; 4. Succession Planning; 5. Competency Management; 6. Automated Workflows; 7. Loans and Advances to Employees; 8. Leave Management; 9. Quarters Allotment; 10. Employee Expense Management; 11. Management of Medical Facilities and

Self-attested document stating the details of the company and the business line / practice executing testing activities/document containing details of UAT performed as part of implementation and acknowledgement letters of past credentials for the past 5 years from bidder’s clients

Acknowledgement Letter on the client’s letterhead indicating, but not limited to: the scope of work, region coverage, number of branches, name of the HRMS product and list and of modules implemented, number of employees etc for which the User Acceptance Testing was performed

OR

Similar documentation attested by the Bidder’s customer indicating the above required information

The letter should clearly indicate satisfactory completion of the above scope of work by the bidder.

Non-submission of acknowledgement letter(s) as specified above will result in non-evaluation of such experience by the Bank.


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Dispensaries 12. Compensation disbursement module/s

OR

The Bidder must have performed UAT for an HRMS implementation (completed assignments only) in at least 2 (two) Private Sector entities (India experience only) with a minimum employee strength of 3000 employees as on 30th June 2014. The HRMS implementation referred to above should cover at least five of the following modules of which Payroll & Core HR (sr no 1 & 2 below) are mandatory (i.e. modules at sr no 1, 2 and any three of the remaining 10 modules listed below.) 1. Payroll(mandatory); 2. Core HR (mandatory)(Employee on-

boarding, Employee record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management; 4. Succession Planning; 5. Competency Management; 6. Automated Workflows 7. Loans and Advances to Employees; 8. Leave Management; 9. Quarters Allotment; 10. Employee Expense Management; 11. Management of Medical Facilities and

Dispensaries 12. Compensation disbursement module/s

Criteria #2

Company Details

The Bidder company must have a permanent establishment with adequate technical staff attending to testing work in India/having worked in the UAT of an HRMS implementation.

Note: All bidders must ensure that the name of the legal entity on the technical proposal must correspond to the name on the financial statements


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1. The Bidder company should have a presence in India for at least 5 years as on 30th June 2014

2. The Bidder company must be profit making entity for each of the last three years and its net worth should be positive for each year.

3. The Bidder company must have a dedicated testing team of minimum 50 personnel across India or implementation team for HRMS application of minimum 50personnel across India

4. The Bidder company or any of its subsidiaries / related legal entities should have never been blacklisted / barred (temporary or permanent) / disqualified by any regulator / statutory body in India or internationally

1. Attested copies of the Certificate of Incorporation or similar documents

2. The Bidder should submit an Auditor’s

certificate indicating the net profit and net worth for the last three financial years i.e. 2011-12, 2012-13 and 2013-14.

3. For staff strength, attested copies indicating the below mentioned details of employees involved in HRMS testing is required (First Name, Last Name, Date of Joining, Total Year of Experience, Other details (if any)).

4. Self-attested letter confirming that the Bidder company or any of its subsidiaries / related legal entities have never been blacklisted / barred (temporary or permanent) / disqualified by any regulator / statutory body in India or internationally should be submitted

Criteria # 3

The Bidder company should not have participated in the techno-commercial stage of the bidding process for the “Implementation of Comprehensive Human Resource System for RBI” RFP in respect of which was released on 19 March 2014.

The Bidder company should not be connected to any of the bidders who have participated in the techno-commercial stage of the bidding process in the above mentioned CHRS tender by way of majority / minority holding either ways.

All Human Resource Management System OEMs / Product Vendors are debarred from bidding for this tender. Any bidder having a minority or majority stake (directly or indirectly) in the OEM / Product Vendor or vice versa, it is also debarred from bidding.

Criteria # 4

Team Competence

The bidder must propose a detailed team composition for the defined scope in the document

4.1.1.2 There should be a Project Manager and a minimum of 4 Team Leaders proposed for testing the


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functionalities of the CHRS project. However, the bidder may choose to assign more than 4 Team Leaders for effective execution of the project.

The above project manager and team leaders proposed should have experience in the user acceptance testing of at least five module of the below functionalities, respectively:

1. Payroll; 2. Core HR (Employee on-boarding, Employee record maintenance, Promotion and Transfer,

Separation Management ,Training and Development); 3. Performance Management; 4. Succession Planning; 5. Competency Management; 6. Automated Workflows ; 7. Loans and Advances to Employees; 8. Leave Management; 9. Quarters Allotment; 10. Employee Expense Management; 11. Management of Medical Facilities and Dispensaries 12. Compensation disbursement module/s


1. RBI envisages a structure headed by a project manager supported by professional team leaders and/or subject matter experts qualified and experienced in the areas of User Acceptance Testing.

2. The Project Manager should have minimum 5 years of project management experience including a minimum 1 year experience in User Acceptance Testing experience in Human Resource Management System.

3. Each team leader should have minimum 3 years of experience in User Acceptance Testing of an HRMS system

4. Each team member should have minimum 2 years of experience in User Acceptance Testing experience in enterprise systems preferably in Human Resource Management System

CVs of the team proposed clearly outlining their respective areas of experience.

Self-Attested Letter indicating that the contents of the CVs are accurate and to the best of their knowledge.

The details of the personnel should be provided by the bidder in ANX8_TechnicalBidForm.doc.


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5. Scope of Work

5.1 Definitions

5.1.1.1 "HRMS Application Suite"/ “Comprehensive Human Resource System Solution (CHRS)” for RBI shall primarily include all HR related modules such as those mentioned in section 2.2.2.4

5.1.1.2 “Application Software” refers to the HRMS Application suite implemented by the CHRS Vendor at the Bank.

5.1.1.3 “CHRS RFP” refers to the RFP floated by Reserve Bank of India released on 19th March 2014 to select a CHRS Vendor to implement HRMS Application suite at RBI. The CHRS RFP would be provided by the Bank to the successful bidder.

5.1.1.4 "User Acceptance Testing" is defined as verifying that the Comprehensive Human Resource System Solution fulfils the requirements of RBI by performing, but not limited to, the below activities:

Understanding the business and functional requirements specified in the documentation provided by the Bank and preparing a comprehensive test plan.

Formulating the test cases for the test scenarios identified in the Test plan, in order to provide conformity to all the requirements mentioned in the documentation provided by the Bank.

Configuring and using an automated testing tool to carry out the testing.

Executing all the test cases and recording the outcomes.

Reporting all the defects encountered during the test and working with the CHRS vendor for their resolution and re-testing of test cases and scenarios where applicable

Submitting all the testing documentation to the Bank along with a Final Test Summary report with an assurance of meeting the Bank's acceptance criteria.

5.1.1.5 “Bidder” is defined as the vendor who performs all activities as mentioned in Point 5.1.1.4.

5.1.1.6 “CHRS Vendor” is defined as the System Integrator who would be appointed by the Bank to implement the Comprehensive Human Resource System Solution (CHRS).

5.1.1.7 “System Integrator” is defined as the vendor who would be appointed by the Bank for implementation of the CHRS solution across the Bank

5.1.1.8 CHRS shall refer to the minimum following modules:

1. Payroll and monetary compensation/perquisites;

2. Core HR (Employee on-boarding, Employee record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management;

4. Succession Planning;


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5. Competency Management;

6. Automated Workflows in HR systems;

7. Loans and Advances to Employees;

8. Leave Management;

9. Quarters Allotment;

10. Employee Expense Management;

11. Management of Medical Facilities and Dispensaries

12. Income/Expenditure and Receipts and Payments in the books of accounts on account of transactions arising out of HRMS


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5.2 Introduction

5.2.1.1 Description of the envisaged scope is enumerated in the subsequent sections.

5.2.1.2 Bank is in the process of appointing a system integrator for implementing the Comprehensive Human Resource System (CHRS) solution. Through this RFP, the Bank is seeking the services of a professional testing agency, to assist the Bank in carrying out the User Acceptance Testing of the CHRS Solution.

5.2.1.3 Based on the contents of the RFP, the Bidder shall be required to propose a User Acceptance Testing Test Plan, which is suitable for RBI, after taking into consideration the effort estimated for execution of the same and the resource and the equipment requirements. RBI expressly stipulates that the Bidder’s selection under this RFP is on the express understanding that this RFP contains only the principal provisions for the entire assignment and that delivery of the deliverables and the services in connection therewith are only a part of the assignment. The Bidder shall be required to undertake to perform all such tasks, render requisite services and make available all such resources as may be required for the successful completion of the entire assignment at no additional cost to RBI notwithstanding what is stated here and what is not stated but underlying intent.

5.2.1.4 The Bidder has to envisage all necessary services to be provided and ensure the same is delivered to RBI. Omission of details in the RFP of the services required to be provided by the bidder or mis-description of details generally acknowledged to be customary and/ or necessary to carry out such services or which the bidder knows or reasonably should have known will not relieve the bidder from performing such omitted details of the services and they must be performed as if fully and correctly set forth and described in this RFP.

5.2.1.5 RBI will not accept any plea of the bidder at a later date for omission of critical services on the pretext that the same was not explicitly mentioned in the RFP.

5.3 Objective of User Acceptance Testing

5.3.1.1 RBI is in the process of appointing a System Integrator for implementation of CHRS across the Bank. RBI intends to appoint a third party organisation specialising in software testing to conduct user acceptance testing of the CHRS application suite.

5.3.1.2 In order to provide the required assurance, the bidder is required to consider and achieve the below User Acceptance Testing objectives:

Provide an assurance for the CHRS application suite conforming to all the requirements mentioned in the CHRS RFP, Business Requirement document and Control Specification documents provided by the Bank.


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5.4 User Acceptance Test Process

5.4.1.1 The bidder will conduct User Acceptance Testing for the CHRS (including all necessary interfaces, customizations and other applications required for the successful rollout of the CHRS solution) across identified locations across the Bank

5.4.1.2 The bidder is expected to go through the Business Requirement document, Control Specification documents, System Requirement Specification and any other technical or functional documentation provided by the Bank to gain an understanding of the CHRS modules and applications being implemented by the system integrator.

5.4.1.3 The bidder is expected to go through the functional requirements specified in the CHRS RFP and the BPR Study report to be provided by the Bank, to ensure that the test scenarios identified by the bidder provide comprehensive coverage of all aspects of functionalities of the CHRS application suite.

5.4.1.4 The User Acceptance Testing process should incorporate the below indicative stages, but not limited to:

Test Planning & preparation of test scenarios and test cases

Testing

Reporting

Reviewing

Sign-off

5.4.1 Test Planning and preparation of test cases

The bidder is expected to understand the CHRS Solution that has been selected by the Bank

The bidder is expected to understand all the requirements mentioned in the documentation (RFP

document & functional requirements, control specifications documents etc.) provided by the

Bank and prepare a comprehensive and detailed test plan exhibiting test strategy to be used, the

test scenarios, details about the test environment, test scheduling and resourcing and the defect

tracking and reporting approach to be followed to log the defects and to get them resolved. The

plan should also incorporate the details about the tools proposed for carrying out/managing the

testing.

The bidder must submit the proposed test plan based on an indicative format specified in the

annexure ANX1_UserAcceptanceTestPlan.doc, which would be used by RBI, along with other

documents, to select a UAT vendor. The Test plan would however be finalized by RBI in

consultation with the successful bidder on commencement of the project.

The bidder is expected to prepare the test cases by understanding all the requirements

mentioned in the documentation provided by the Bank


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The bidder is expected to conduct various tests using automated testing tools available in the

market.

5.4.2 Testing

5.4.2.1 The bidder is expected to execute the test plan devised under the planning stage and formulate test cases for the test scenarios identified in the Test Plan, to validate the end to end business processes. The test cases should include both negative as well as affirmative cases.

5.4.2.2 The bidder is expected to train the Bank’s team in test script development and testing methodology.

5.4.2.3 The test cases should cover all the functional requirements in the functional requirements sheet to be provided by the Bank to the successful bidder.

5.4.2.4 The test cases formulated by the bidder would be finalized in consultation with the Bank.

5.4.2.5 The bidder must come up with the effort estimations by calculating the effort needed for testing each requirement.

5.4.2.6 The bidder is expected to use an automated tool to carry out the testing and develop test scripts. The tool must facilitate the testing by providing a user interface such as a web based interface. It should allow to specify test procedures and to modify the objects and controls of the CHRS application suite.

5.4.2.7 The tool should allow adding checkpoints to verify actual application behaviour against the expected application behaviour.

5.4.2.8 The tool should be able to handle unexpected application behaviours that may happen while running the tests and should be able to continue with the testing in case of any such event.

5.4.2.9 The tool must be able to fetch data from external data sources for the purpose of creating the test data.

5.4.2.10 The tool must have an inbuilt reporting functionality using which it should be able to report the results along with the support information (provided in different formats like screenshots, images) that may be used to identify the underlying cause of test failure.

5.4.2.11 The bidder is expected to procure all the required testing tools; however the Bank would provide the hardware and infrastructure required for carrying out the testing. The testing shall be conducted in Bank’s premises wherein appropriate technology environment would be provided for testing. The testing platform shall be completely different and isolated from the production platform. The bidder needs to indicate the hardware configuration required for the automated testing tool.

5.4.2.12 The Bidder needs to purchase the license of the automated tool post successful evaluation / demonstration of the tool by the bidder.

5.4.2.13 The bidder should formulate the test scripts to be run using the automated tool to ensure the conformity to the requirements mentioned in all the documentation provided by the Bank.


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5.4.2.14 The bidder must execute all the test cases and record the outcomes and if necessary re-test cases where failure has been identified. The bidder should document each test execution (along with screenshots) including the affirmative test cases.

5.4.2.15 The bidder must test the patches/version delivered by the CHRS vendor in order to fix the bugs pointed out as a part of user acceptance testing, to ensure that there is no regression in the software

5.4.2.16 Ongoing testing: The bidder may be required to test the patches/version for the defects resolution or additional functionalities delivered by the CHRS vendor post the CHRS implementation for a period of 1 year. The Bidder is required to quote on a man month basis for the 1 year User Acceptance Testing. This cost is over and above the professional fees quoted for the User Acceptance Testing of the CHRS application.

5.4.2.17 The testing executed by bidder will also include testing to ascertain whether the response time, the bandwidth usage & performance of the solution are as per the expectations of RBI and would involve an error free dry run of the customized solution for a period of 6 days, which includes one month end run simulation

5.4.3 Reporting

5.4.3.1 The bidder should use a test management tool for logging the defects.

5.4.3.2 The test management tool should be able to provide graphs and reports that may help Bank to judge CHRS application suite readiness at any point of testing.

5.4.3.3 The tool should also provide a dashboard on daily basis, that would assist Bank in gauging the progress of the testing, provide information about the test schedules, requirement coverage, and defect statistics at any point of the testing.

5.4.3.4 The bidder shall provide a separate test/defect report each on testing each CHRS module and a test/defect report on testing all the CHRS customizations.

5.4.3.5 The bidder must maintain a track of the defects identified and assist CHRS vendor in understanding those defects. Once the defects are rectified by the CHRS Vendor, the bidder shall re-test the application suite to ensure that the CHRS application suite is defect-free and meets the desired objectives of the Bank.

5.4.3.6 The bidder shall provide a consolidated test summary report at the end of the testing, providing any important information uncovered by the tests accomplished, and including assessments of the quality of the testing effort, the quality of the CHRS application suite under test, and statistics derived from the defect reports. The bidder should sign off the consolidated test summary report to indicate that the CHRS application suite fits the requirements of the Bank devoid of any show stoppers and meets the required acceptance criteria of 95%.

5.4.4 Review

5.4.4.1 The bidder should submit the aforementioned test reports to the Bank for review.


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5.4.4.2 The desired acceptance rate of the Bank for Knock Out and Business Critical functional requirements, as stated in the CHRS RFP, is 95%. The bidder should assess if the final test report exhibits the success rate of 95%. In an event of the testing not meeting the desired acceptance rate, the bidder should submit a report to the Bank outlining the areas where the pitfalls have occurred.

5.4.4.3 The CHRS Vendor would fix the bugs identified by the bidder and carry out the rectifications wherever necessary and deliver patches/version towards changes effected within the agreed time frame, depending on the severity of the bug and its impact on RBIs business. The bidder shall test patches/versions to ascertain the changes made, bugs fixed and to ensure that there is not regression in the software. Essentially, the bidder should comprehensively test all business processes encompassing all relevant application, third party applications, modules, customization &interfaces (including accounting entries).

5.4.5 Sign off

5.4.5.1 After all the required instances of the bidder identifying the defects and CHRS vendor providing necessary patches/versions incorporating the resolution of the defects identified by the bidder, the bidder must submit a consolidated test summary report that fulfils the desired acceptance criteria of the Bank, i.e. 95%.

5.4.5.2 The bidder must provide an assurance of meeting the 95% acceptance criteria by providing the sign off on the consolidated test summary report, which would then be signed off by the Bank.

5.5 Deliverables and Timelines

5.5.1 Timelines

5.5.1.1 The User Acceptance Testing shall be carried out in accordance with the roll out plan laid out by RBI in consultation with the system integrator.

5.5.1.2 As per the indicative roll out strategy, the roll out shall be phase wise

Phase 1 - Go-live for Payroll and associated modules including disbursement and Interfaces with all existing applications of the Bank – October 2014

Phase 2 – Go-live for remaining functionalities - March 2015

The above schedule is tentative and subject to revision; the final schedule would be made available to the successful bidder by the Bank.

5.5.1.3 The User Acceptance Testing shall be performed after the release of CHRS solution by system integrator post completion of the configuration, customization and all necessary interfaces

5.5.1.4 The bidder is expected to detail out the Test Plan submitted as a part of the bid, by incorporating all these milestones within 15 days of receipt of letter of intent from the Bank.


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5.5.1.5 The test cases, for all the milestones, should be submitted within 40 days of receipt of letter of intent from the Bank. Before commencement of testing, the test cases would be finalized in consultation with RBI.

The implementation/roll out milestones is as defined below:

Table 5-1Roll out milestone

Modules Date/Timeline

Payroll and associated modules October, 2014

All other modules March, 2015

The above schedule is tentative; the final schedule would be made available to the successful bidder by the Bank. The application will be rolled out simultaneously in all offices.

Apart from the detailed Test plan, the bidder is expected to submit the below list of deliverables, for each of the above mentioned milestones, to RBI:

1. Test Cases: The bidder shall submit the documented test cases used to carry out the user acceptance testing of CHRS Application suite. Test case documentation should incorporate the test case description, priority, detailed execution steps, the test data used, the expected result, the actual result and execution status (pass/fail) for each test.

2. Test Scripts: The bidder should submit the documented test scripts used to carry out the automated testing.

3. Test log: The bidder shall record the entire test execution in a test management tool, exhibiting which tests cases were run, who ran them, in what order, and whether each test passed or failed and submit the same to the Bank.

4. Defect log: The bidder should submit the defect log generated from the test management tool. The log should report all the tests that failed during the UAT in detail, including but not limited to, the detailed problem description, defect severity (High, Medium, Low), Defect Status (Open, Closed, Deferred), Date Reported, Date Fixed.

5. Consolidated Test Summary Report: The bidder shall provide a consolidated test summary report at the end of the testing, providing any important information uncovered by the tests accomplished, and including assessments of the quality of the testing effort, the quality of the CHRS application suite tested, and statistics derived from the defect reports. The report should also provide information about what testing was done and how long it took, in order to aid in improving any future test planning. The bidder should sign off this report to indicate that the CHRS application suite fits the requirements of the Bank and meets the required acceptance criteria of 95%.


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6. Weekly Status Report: The bidder is expected to submit a weekly status report to the Bank informing about the progress of the ongoing work-streams and new work-streams planned to kick-off in the coming week. The status report should also provide a summary of planned timelines vs. actual timelines and wherever possible provide detailed reasons for delays or realignment of timelines.

5.5.2 Service Levels

The service levels of the user acceptance testing vendor shall be defined as below:

5.5.2.1 A finalised user acceptance testing plan covering all the implementation milestones should be submitted by the successful bidder to the Bank within 15 days of receipt of letter of intent from the Bank

5.5.2.2 Finalised ‘Test Cases’ for the user acceptance testing of the CHRS implementation should be submitted to the Bank within 40 days of receipt of letter of intent from the Bank as the UAT vendor

5.5.2.3 The ‘Test Log’ for the given module and customisations of CHRS needs to be submitted within 1 week of the confirming that all the defects raised, mentioned in the “Defect Log” have been corrected and tested with 100% success rate

5.5.2.4 The ‘Defect Log’ for a given module and customisations of CHRS needs to be submitted for each round of testing.

5.5.2.5 ‘Consolidated Test Summary Report’ needs to be submitted within 3 weeks of the CHRS Vendor confirming that all the defects raised, mentioned in the ‘Defect Log’ have been corrected

5.5.2.6 For a defect raised in the ‘Defect Log’, the vendor is expected to test the functionality of affected module along with the end to end flow, wherever applicable

5.5.2.7 The timelines stated above would be finalised by the Bank at the later stage based on the detailed test plan submitted by the successful bidder


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6. Terms and Conditions

6.1 Broad Terms and Conditions

6.1.1.1 The Bidder, selected for conducting the User Acceptance Testing of CHRS project, will have to enter into a contract directly with RBI. The contract will contain various terms and conditions relating to payment, penalty due to delay in performance etc. All the deliverables provided by the bidder as a part of the CHRS User Acceptance Testing and agreed to by RBI, will also form a part of the agreement.

6.1.1.2 The following are the general terms and conditions proposed to be included in the Contract. RBI reserves the right to add, delete, modify or alter all or any of these terms and conditions in any manner, as deemed necessary before signing the final agreement.

6.1.1.3 The successful bidder should initiate work on the project within one week of signing of the contract.

6.1.1.4 The successful bidder at his own expense will execute the contract by paying the appropriate amount of stamp duty. The first page of the contract shall be on a stamp paper of appropriate value. The stamp duty and contract will be subject to Mumbai jurisdiction only.

6.1.1.5 The bill for the services rendered should be furnished along with the prices thereof, as per the terms and conditions contained in this document. The successful Bidder will undertake to ensure that the prices are reasonable and in the range of prices for similar / same services available in the market. If any irregularity is detected anytime in respect of the above, RBI will have the right to take appropriate action against the Bidder, as deemed fit by RBI.

6.1.1.6 Payment shall be made upon the delivery of services as mentioned in the payment terms (under section 6.22) and RBI would not be responsible for any delays in payment owing to delay in provision of services

6.1.1.7 The Bidder is expected to cover all test cases and all functionalities as required by the Bank. In case, if any scenarios are breached which were tested earlier and certified by the vendor during the roll out of the CHRS solution, the Bank will impose a penalty of INR 25,000 per incident for Showstopper / Business Critical Defects and INR 5000 for minor defects. In case, if the total penalty amount exceeds the Performance Bank Guarantee amount, the Bank will encash the entire Performance Bank Guarantee amount and the bidder must submit a fresh Performance Bank Guarantee to the Bank failing which Bank will terminate the contract. The Bank reserves the right to terminate the contract if scenarios are repeated during the rollout.

6.1.1.8 The inability of the Bidder to provide the requirements as per the scope or to meet the deadlines as specified would be treated as breach of contract and as such the Penalty Clause may be invoked by the Bank.

6.1.1.9 In case of rollout delays by the Bidder due to delay in UAT, a financial penalty will be imposed on the Bidder at the rate of 1% of the total project cost per month of delay, to the maximum of 20% of the total contract value.

6.1.1.10 The maximum limit on the penalties during the period of contract shall be 20 % of the total contract value.


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6.1.1.1 The Bank may decide to extend the services of the successful bidder across other departments in the Bank. The Bank shall apply the following formula in calculating the man-month rate for future services of the Bidder across other departments. The total price submitted for this RFP would be taken into account for the below calculation. The Bank shall discuss the effort estimation with the Bidder for each assignment separately. All taxes will be applicable as per the then existing rates defined by the Government of India.

e.g. if bidder quotes INR 100.00 (exclusive of taxes) for 10 months for this RFP, then man month rate would be INR 10.00 (divide total price (exclusive of taxes) / effort in months).

This man month rate would be applicable to the Bidder.

(Estimated Man Months for the assignment * Rate per Month) plus Taxes = Commercial Bid

6.2 Application

6.2.1.1 These conditions shall apply to the user acceptance testing of CHRS to be implemented in RBI.

6.2.1.2 For the purpose of the Purchase Agreement as well as for the purpose of the Tender Document, the Purchaser is:

Chief General Manager-In-Charge Human Resource Management Department, Central Office Reserve Bank of India 20thFloor, Central Office Building Shahid Bhagat Singh Marg Mumbai – 400 001 Maharashtra, India.

6.3 Standards

6.3.1.1 The services and other materials including all deliverables and reports under the contract shall conform to the standards mentioned in the Technical Bid submitted by the bidder and/or agreed between RBI and the bidder, and when no applicable standard is mentioned, the services/deliverables shall be supplied under the authoritative and appropriate international standards of the such services/deliverables and such standards shall be the latest issued by the concerned institution/s.

6.4 Governing Language

6.4.1.1 All correspondences and other documents pertaining to the contract shall be in English.

6.5 Applicable Law

6.5.1.1 The Contract shall be governed and interpreted in accordance with the Indian Laws.


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6.6 Notices

6.6.1.1 Any notice given by one party to the other pursuant to the contract shall be sent to the other party (as per the address mentioned in the contract) in writing either by hand delivery or by registered post or by courier and shall be deemed to be complete only on obtaining acknowledgement thereof; or by telex or by facsimile or by other electronic media and in which case, the notice will be complete only on confirmation of receipt by the receiver.

6.6.1.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

6.7 Contract Amendments

6.7.1.1 Any change made in any clause of the contract which shall modify the purview of the contract within the validity and currency of the contract shall be deemed as an Amendment. Such an amendment can and will be made and be deemed legal only when the parties to the contract provide their written consent about the amendment, subsequent to which the amendment is duly signed by the parties and shall be construed as a part of the contract. The details of the procedure for amendment shall be as specified in the contract.

6.8 Use of Contract Documents and Information

6.8.1.1 The successful bidder shall not, without RBI’s prior written consent, disclose the Contract or any provision thereof, or any specification or information furnished by or on behalf of RBI 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 confidence against Non-disclosure agreements completed prior to disclosure and disclosure shall extend only so far, as may be necessary for the purposes of such performance.

6.8.1.2 Any document, other than the Contract itself, shall remain the property of RBI and all copies thereof shall be returned to RBI on termination of the Contract.

6.8.1.3 The bidder shall not, without RBI’s prior written consent, make use of any document or information above except for the purposes of performing the Contract.

6.9 Indemnification

6.9.1.1 The successful bidder shall, at its own cost and expenses, defend and indemnify RBI against all third-party claims including those of the infringement of Intellectual Property Rights, including patent, trademark, copyright, trade secret or industrial design rights, arising from use of the Products or any part thereof in India.

6.9.1.2 The successful bidder shall expeditiously meet any such claims and shall have full rights to defend itself there from. If RBI is required to pay compensation to a third party resulting from such infringement, the successful bidder shall be liable to reimburse such compensation paid by the Bank including all expenses and court and legal fees related to such third party claims incurred by the Bank.


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6.9.1.3 RBI will give notice to the successful bidder of any such claim and shall provide reasonable assistance to the successful Bidder in disposing of the claim.

6.9.1.4 The successful bidder shall also be liable to indemnify RBI, at its own cost and expenses, against all losses/ damages, which RBI may suffer on account of violation by the successful Bidder of any or all national/ international trade laws, norms, standards, procedures, etc.

6.10 Cancellation of Contract and Compensation

6.10.1.1 RBI reserves the right to cancel the contract of the selected bidder and recover expenditure incurred by RBI in the following circumstances:

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

The bidder goes into liquidation voluntarily or otherwise.

An attachment is levied or continues to be levied for a period of 7 days upon effects of the bid.

The progress regarding execution of the contract, made by the selected bidder is found to be unsatisfactory.

If deductions on account of liquidated Damages exceeds more than 20% of the total contract price.

The successful bidder is acquired by/merged with another company within the contract duration

6.10.1.2 After the award of the contract, if the selected bidder does not perform satisfactorily or delays execution of the contract, RBI reserves the right to get the balance contract executed by another party of its choice by giving one months notice for the same. In this event, the selected bidder is bound to make good the additional expenditure, which RBI may have to incur to carry out bidding process for the execution of the balance of the contract. This clause is applicable, if for any reason, the contract is cancelled.

6.10.1.3 RBI reserves the right to recover any dues payable by the selected bidder from any amount outstanding to the credit of the selected bidder, including the pending bills if any, under this contract or any other contract/order. Work, Study Reports, documents, etc. prepared under this contract will become the property of the Reserve Bank of India.

6.11 Earnest Money Deposit

6.11.1.1 Bidder will submit demand draft/banker’s cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10, 00,000/- (Rupees Ten Lakh only).

6.11.1.2 The EMD of unsuccessful bidders shall be returned within 30 days from the declaration of the disqualification of the respective bidder. The EMD of the successful Bidder shall be returned after the successful Bidder furnishes the Performance Bank Guarantee.


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6.11.1.3 Offers made without the Earnest money deposit will be rejected.

6.11.1.4 No interest will be paid on EMD to the bidder by the Bank

6.11.1.5 The amount of Earnest money deposit would be forfeited in the following scenarios:

In case the Bidder withdraws the bid prior to validity period of the bid for any reason whatsoever;

In case the successful Bidder fails to accept and sign the contract as specified in this document for any reason whatsoever; or

In case the successful Bidder fails to provide the performance guarantee within 30 working days from the date of placing the order by the Bank or signing of the contract, whichever is earlier, for any reason whatsoever.

6.12 Performance Bank Guarantee

6.12.1.1 The successful Bidder shall at his own expense deposit with the

Chief General Manager-In-Charge Human Resource Management Department, Central Office, Reserve Bank of India 20th Floor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai – 400 001, Maharashtra, India

within thirty (30) working days of the date of notice of award of the tender, a Performance Bank Guarantee from a scheduled commercial bank, payable on demand in terms of Annexure ANXA1_BankGuaranteeProforma.doc, for an amount equivalent to twenty percent (20%) of the contract price for the due performance and fulfilment of the contract by the Bidder.

6.12.1.2 Without prejudice to the other rights of the Purchaser under the Contract in the matter, the proceeds of the performance bank guarantee shall be payable to RBI as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract. RBI shall notify the Bidder in writing of the invocation of its right to receive such compensation, indicating the contractual obligation(s) for which the Bidder is in default.

6.12.1.3 The Performance Bank Guarantee may be discharged upon being satisfied that there has been due performance of the obligations of the Bidder under the contract. The Performance Bank Guarantee shall be valid till the end of the contract.

6.12.1.4 Failure of the successful Bidder to comply with the above requirement, or failure of the Bidder to enter into a contract within 15 working days from the formal intimation of issuing the letter of intent or within such extended period, as may be specified by the Chief General Manager-In-Charge, Human Resource Management Department, Reserve Bank of India, shall constitute sufficient grounds, among others, if any, for the annulment of the award of the tender.


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6.13 Resolution of Disputes

6.13.1.1 The bids and any contract resulting therefrom shall be governed by and construed according to the Indian Laws.

6.13.1.2 All dispute or differences whatsoever arising between the selected bidder and RBI out of or in relation to the construction, meaning and operation or effect of the Contract, with the selected bidder, or breach thereof shall be settled amicably. If, however, the parties are not able to resolve any dispute or difference aforementioned amicably, after issuance of 30 days notice in writing to the other, clearly mentioning the nature of the dispute / differences, the matter would be referred to single arbitrator, acceptable to both the parties, for initiation of arbitration proceedings and settlement of the dispute/s and difference/ strictly under the terms and conditions of the purchase contract, executed between RBI and the bidder. In case, the decision of the sole arbitrator is not acceptable to either party, the disputes / differences shall be referred to joint arbitrators, one arbitrator to be nominated by each party and the arbitrators shall also appoint a presiding arbitrator before the commencement of the arbitration proceedings. The arbitration shall be governed by the provisions of the Rules of Arbitration of the Indian Council of Arbitration under the exclusive jurisdiction of the courts at Mumbai, India.

6.13.1.3 The award shall be final and binding on both the parties and shall apply to the purchase contract.

6.13.1.4 Work under the Contract shall be continued by the selected bidder during the arbitration proceedings unless otherwise directed in writing by RBI unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator or of the umpire, as the case may be, is obtained and save as those which are otherwise explicitly provided in the Contract, no payment due or payable by RBI, to the bidder shall be withheld on account of the ongoing arbitration proceedings, if any, unless it is the subject matter or one of the subject matters thereof.

6.13.1.5 The venue of the arbitration shall be at Mumbai, India under the exclusive jurisdiction of the courts at Mumbai, India.

6.14 Delays in the Bidder’s Performance

6.14.1.1 The bidder shall strictly adhere to the project schedule, as specified in the purchase contract, executed between the Parties for performance of the obligations, arising out of the purchase contract and any delay in completion of the obligations by the Bidder will enable RBI to resort to any or both of the following actions:

Claiming Liquidated Damages

Termination of the purchase agreement fully or partly and claim liquidated damages.

6.15 Liquidated Damages

6.15.1.1 The liquidated damages is an estimate of the loss or damage that RBI may have suffered due to delay in performance or non-performance of any or all the obligations (under the terms and conditions of the purchase contract), of the solution by the Bidder and the bidder shall be liable to


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pay RBI a fixed amount for each day of delay / non-performance of the obligations by way of liquidated damages, details of which will be specified in the purchase contract. Without any prejudice to RBI’s other rights under the law, RBI shall recover the liquidated damages, if any, accruing to RBI, as above, from any amount payable to the bidder either as per the purchase contract, executed between the parties or under any other purchase agreement/ contract, RBI may have executed / shall be executing with the bidder.

6.15.1.2 Liquidated Damages is not applicable for reasons attributable to RBI and Force Majeure. However, it is the responsibility/ onus of the bidder to prove that the delay is attributed to RBI and Force Majeure. The bidder shall submit the proof authenticated by the bidder and Bank’s official that the delay is attributed to RBI and Force Majeure along with the bills requesting payment.

6.16 Force Majeure

6.16.1.1 The Bidder or RBI shall not be responsible for delays or non-performance of any or all contractual obligations, caused by war, revolution, insurrection, civil commotion, riots, mobilizations, strikes, blockade, acts of God, Plague or other epidemics, fire, flood, obstructions of navigation by ice of Port of dispatch, acts of government or public enemy or any other event beyond the control of either party, which directly, materially and adversely affect the performance of any or all such contractual obligations.

6.16.1.2 If a Force Majeure situation arises, the Bidder shall promptly notify RBI in writing of such conditions and any change thereof. Unless otherwise directed by the Purchaser in writing, the Bidder shall continue to perform his obligations under the contract as far as possible, and shall seek all means for performance of all other obligations, not prevented by the Force Majeure event.

6.17 Ancillary Services

6.17.1.1 The bidder shall provide any additional necessary services required for facilitating the satisfactory delivery of the promised deliverables.

6.18 Audits

6.18.1.1 RBI can conduct any third party inspection/ audit for any phase. The bidder must make all necessary changes as mentioned by the results of these audits.

6.18.1.2 RBI will incur the cost of appointment of a third party for audit.

6.19 Prices

6.19.1.1 The price charged by the bidder for the services performed for the User Acceptance Testing of CHRS Project shall not vary from the contracted prices.

6.19.1.2 No adjustment of the contract price shall be made on account of variation of costs of labour and materials or any other cost component affecting the total cost in fulfilling the obligations under the contract. The Contract price shall be the only payment, payable by the Purchaser to the


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bidder for completion of the contractual obligations by the bidder under the Contract, subject to the terms of payment specified in the Contract.

6.19.1.3 The prices, once offered, must remain firm and must not be subject to escalation for any reason within the period of validity. The entire benefits/advantages, arising out of fall in prices, taxes, duties or any other reason, must be passed on to the Bank. In case of increase in taxes, the Bank would reimburse the difference to the successful bidder.

6.20 Taxes and Duties

6.20.1.1 The bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed within and outside India.

6.20.1.2 The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure – ANX9_CommercialBidForm.doc. However the tax details should be provided separately in ANX11_Commercial BOM.xls.

6.20.1.3 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess (collectively referred to as “Taxes”) that may be levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (“TDS”), as applicable. The Bidder will need to provide the details for the tax rates as considered in the pricing. RBI shall pay each undisputed invoice raised in accordance with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement. The Bank will not pay for any new taxes introduced by the Government of India, post the finalization of the contract of this RFP.

6.21 Non Negotiability on RFP

6.21.1.1 RBI is not responsible for any assumptions or judgments made by the Bidders for arriving at any type of costing.RBI at all times will benchmark the performance of the Bidder to the RFP documents circulated to the Bidders and the expected service levels as mentioned in these documents. In the event of any deviations from the requirements of the Bank, the Bidder must make good the same at no extra costs to RBI, in order to achieve the desired outcome as well as meeting the requirements of these documents.

6.21.1.2 All terms and conditions, payments schedules, time frame for project execution, expected service levels as per this Tender will remain unchanged unless explicitly communicated by RBI in writing to the Bidder. The Bidder shall at no point be entitled to excuse themselves from any claims by RBI whatsoever for their deviations in conforming to the terms and conditions, payments schedules, expected service levels, time frame for project execution etc. as mentioned in this RFP.


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6.22 Payment Terms The bidder will provide the quote as per the Annexure-ANX9_CommercialBidForm.doc

The applicable payment terms are as mentioned below:

6.22.1 User Acceptance Testing Cost

6.22.1.1 No advance payment would be made to the bidder.

6.22.1.2 The bidder is required to perform the User Acceptance Testing and provide sign off on the test database before CHRS is rolled out for all offices of the Bank.

6.22.1.3 The payment would be disbursed on sign-off and submission of Defect log and Consolidated Test Summary report for each of the UAT Milestone. The milestone based payout percentages are defined in the table below:

Table 6-1Payment Milestones

UAT Milestone Number

Deliverables % payout

1 Phase 1-Test cases signed-off by Bank 15%

2 Phase 1-Test cases executed at 100% success rate (This may include multiple iterations of the testing)

15%

3 Consolidated Test Summary Report for Phase 1signed-off by Bank

15%

4 Phase 2 - Test cases signed-off by Bank 15%

5 Phase 2 - Test cases executed at 100% success rate (This may include multiple iterations of the testing)

15%


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6 Consolidated Test Summary Report for Phase 2 signed-off by Bank

15%

7 3 months after the last functionality rollout 10%

6.22.2 Other Payment Terms

6.22.2.1 The Bidder is expected to cover all test cases and all functionalities as required by the Bank. In case, if any scenario is breached (either major or minor) during the rollout which was either not covered in the test cases or cleared in earlier User Acceptance Testing, the Bank will impose a penalty of INR 10,000 per incident which will be deducted from the next invoice payment. The Bank reserves the right to terminate the contract if such incidents are repeated during the rollout phase.

6.22.2.2 Any objection/ dispute to the amounts invoiced in the bill shall be raised by RBI within reasonable time from the date of receipt of the invoice. Upon settlement of disputes with respect to any disputed invoice(s), RBI will make payment within thirty (30) Working Days of the settlement of such disputes. 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 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 etc.

6.22.2.3 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess, (collectively referred to as “Taxes”) that may be levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (“TDS”), as applicable. RBI shall pay each undisputed invoice raised in accordance with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement.

6.22.2.4 Terms of payment indicated in the Contract that will be executed between RBI and the selected Bidder will be final and binding on the Bidder and no interest will be payable by RBI on outstanding amounts under any circumstances. If there are any clauses in the Invoice contrary to the terms of the Contract, the Bidder shall give a declaration on the face of the Invoice or by a separate letter explicitly stating as follows “Clauses, if any contained in the Invoice which are contrary to the terms contained in the Contract will not hold good against RBI and that the Invoice would be governed by the terms contained in the Contract concluded between RBI and the Bidder”. Bidder shall ensure that the project does not suffer for this reason.

6.22.2.5 The Bidders should note that the contract entered with the successful Bidder will hold valid till the completion of full CHRS rollout. However, RBI will have the right, in its sole discretion to renegotiate the prices/ terms and conditions at the end of the contract period.


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7. Evaluation Process

7.1 Objective of Evaluation Process

The objective of the evaluation process is to evaluate the bids to select a capable and best fit vendor at a competitive price. The evaluation by RBI will be undertaken by a Committee which may also include external experts and Consultants. The decision of the committee shall be considered final.

For the purpose of the evaluation and selection of bidder for the User Acceptance Testing, a two-stage bidding process will be followed. The Bidder has to submit (1) Technical Bid and (2) Commercial Bids separately on the same day before the stipulated time (two separate sets of hard and soft copies each for Technical and Commercial bids).

The ‘Technical Bid’ will contain the exhaustive and comprehensive technical details, whereas the ‘Commercial Bid’ will contain the pricing information. The Technical Bid shall NOT contain any pricing or commercial information at all and if the Technical Bid contains any price related information, then that Technical Bid would be disqualified and would NOT be processed further.

If the bidder does not comply with the eligibility criteria as mentioned in Section 4 of this RFP, the Bank will not evaluate the technical bid and commercial bid.

In the first stage, only the ‘Technical Bids’ will be evaluated and technical score would be arrived at. The Bidder scoring the highest technical score will be ranked as T1. Bidders who do not achieve the cut‐off on any of the bidding parameters or the overall cut‐off score will be disqualified from the bidding process

In the second stage, the Commercial Bids of only those bidders shall be evaluated who have qualified in the technical evaluation. The remaining commercial bids, if any, shall not be opened.

While the technical score carries a weight of 60 percent, the commercial score carries a weight of 40 percent.

The Techno-Commercial scores (60:40) will be arrived at for each Bidder and the Bidder with the highest score will be declared as the successful Bidder. Post selection of the Bidder the Bank shall return the EMD to the unsuccessful Bidders within 30 days of formal declaration of results.

Bank may call for any clarifications/additional particulars required, if any, on the technical/ commercial bids submitted. The bidder has to submit the clarifications/ additional particulars in writing within the specified date and time. The bidder’s offer may be disqualified, if the clarifications/ additional particulars sought by the Bank are not submitted within the specified date and time.

Bank reserves the right to call for presentation/s etc., from the bidders based on the technical bids submitted by them. RBI also reserves the right to enquire with references provided by the


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bidders regarding previous engagements undertaken by the bidder. Based upon the final technical scoring, the eligible bidders shall be short listed for final commercial bidding.

7.2 Technical Bid Evaluation Process

The scoring methodology for technical bid components is explained in the following paragraphs of this section. The proposal submitted by the Bidders shall be evaluated on the following parameters:

Past Experience (PE)

Approach and Methodology (A&M)

Presentation (PT)

Scores for the above individual parameters shall be added to determine the technical scores of the bidders. The bidder with the highest technical score shall be ranked as T1 and shall be considered as Thigh for the techno-commercial score.

7.3 Scoring Methodology for Past Experience

7.3.1.1 The bidder’s past experience would be evaluated as below:

Table 7-1Past Experience


S. No. Parameter Marks

1

Bidder has performed User Acceptance Testing (UAT) for an HRMS implementation (completed assignments only) in the last 5 years in India as on 30th June 2014 in a Public Sector Undertaking / Indian Public Sector Bank / Large Government Department in India with employee strength of at least 5000 employees as on 30th June 2014. The HRMS implementation referred to above should cover at least five of the following modules of which Payroll & Core HR (sr no 1 & 2 below) are mandatory (i.e. modules at sr no 1, 2 and any three of the remaining 10 modules listed below.) 1. Payroll(mandatory); 2. Core HR (mandatory)(Employee on-boarding, Employee

record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management; 4. Succession Planning; 5. Competency Management; 6. Automated Workflows in HR systems;

1 organizations - 500 marks


3 and more organizations - 1000 marks


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7. Loans and Advances to Employees; 8. Leave Management; 9. Quarters Allotment; 10. Employee Expense Management; 11. Management of Medical Facilities and Dispensaries 12. Compensation disbursement module/s

2

Bidder has performed UAT for an HRMS implementation (completed assignments only) in at least 2 (two) Private Sector entities (India experience only) with a minimum employee strength of 3000 employees as on 30th June 2014. The HRMS implementation referred to above should cover at least five of the following modules of which Payroll & Core HR (sr no 1 & 2 below) are mandatory (i.e. modules at sr no 1, 2 and any three of the remaining 10 modules listed below.) 1. Payroll(mandatory); 2. Core HR (mandatory)(Employee on-boarding, Employee

record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management; 4. Succession Planning; 5. Competency Management; 6. Automated Workflows in HR systems; 7. Loans and Advances to Employees; 8. Leave Management; 9. Quarters Allotment; 10. Employee Expense Management; 11. Management of Medical Facilities and Dispensaries 12. Compensation disbursement module/s

2-3 organizations - 500 marks



Please note that a bidder can propose a combination of the above past experience parameters to obtain the score for PE.

7.3.1.2 The score obtained by the bidder for Past Experience shall be considered as PE as explained in Section 7.6.1.1

7.3.1.3 The Bidder should provide Acknowledgement Letter on the customer’s letterhead indicating the past experience details including but not limited to, the details of Scope of work, region coverage, number of branches, name of the HRMS Product and details of modules for which the user acceptance testing was conducted for the evaluation as given in the table above. The letter should clearly indicate satisfactory completion of the above scope of work by the bidder. Non-submission of acknowledgement letter(s) as specified above will result in non-evaluation of such experience by the Bank.


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7.3.1.4 If the bidder does not comply with the eligibility criteria mentioned in the RFP, the Bank will not evaluate the technical bid and commercial bid.

7.4 Approach & Methodology (A&M)

7.4.1 Overview

The Bidder is required to articulate methodology and approach proposed for the assignment. Evaluation would be based on the following but not limited to:

Test tool and capabilities

User Acceptance Testing Methodology

Project Management Methodology

Detailed Project Management Plan covering each of the activities and proposed timelines as per the rollout/implementation details provided in this document.

7.5 Scoring Methodology for Presentation

7.5.1 Overview

7.5.1.1 The Bidder is required to make a presentation relating to the services offered in response to RFP to the Committee formed by the Bank which would have Bank officials and Consultants. The committee may also include external experts.

7.5.1.2 The presentation should include, but not limited to:

1. Company overview 2. Value Addition for the Bank (if selected as the successful bidder) 3. Team Composition & Commitment of Bidder to the project (if selected) 4. Approach & Methodology, Project Management & any other point which Bidder wishes to

highlight during the presentation

During the presentation, RBI may seek explanations on various technical and other requirements and may also conduct a reference check for the experience credentials submitted by the bidder.

7.5.1.3 During the presentation, RBI may seek explanations on various technical and other requirements and may also conduct a reference check for the experience credentials submitted by the bidder.

7.5.1.4 RBI at its discretion may reject the proposal of the bidder without giving any reason whatsoever, if in RBI’s opinion, the bidder could not present or demonstrate the user acceptance testing capability as described in the proposal.

7.5.1.5 The presentation duration and timeline would be notified by the Bank at a later stage.


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7.6 Consolidated Score in Technical Bid Evaluation

7.6.1.1 The Consolidated Technical Bid Evaluation Score (T) would be a composite of the following scores:

Table 7-2: Consolidated Score in Technical Bid

Scoring Parameter Maximum Score Minimum Score for

Technical Qualification

Past Experience (PE) 1000 500

Approach and Methodology 700 525

Presentation (PT) 800 600

Total 2500 1625

PE and PT denote the percentage scores obtained by each bidder in the corresponding sections

7.6.1.2 The final Technical Evaluation Score shall be calculated as following:

T = PE + PT

7.6.1.3 The bidder with the highest technical score shall be declared as THigh. The technical scores of the qualifying bidders shall not be disclosed to all the bidders.

7.7 Disqualification Parameters in Technical Bid Evaluation

7.7.1.1 The bidders are required to obtain a minimum score in each of the sections listed above as specified in Table 7-2 above.

7.7.1.2 If only one bidder qualifies, RBI at its discretion may select bidders with the top two technical scores for commercial evaluation. RBI, at its discretion, may choose to open the commercial bid of the only bidder who qualifies.

7.8 Commercial Bid Evaluation

7.8.1.1 Commercial bids of only those bidders who qualify the technical evaluation shall be opened. Commercial bids of the other bidders shall not be opened and their Earnest Money Deposit shall be returned


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7.8.1.2 The bidders will have to submit the Commercial bid in the attached format - Annexure “ANX9_CommercialBidForm.doc”. The bidder is expected to submit the Commercial bid inclusive of the applicable taxes.

7.8.1.3 The technical scores of the bidders who qualify technical evaluation shall be disclosed to the qualified bidders.

7.8.1.4 The Technically Qualified bidder with the lowest Commercial Bid after scrutiny would be declared as CLOW.

7.8.1.5 The techno-commercial of each bidder score shall be calculated as follows:

Total Score = (CLOW / C)*0.4 + (T / THIGH)*0.6.

Here C and T are the commercial and technical scores of the respective bidders.

7.8.1.6 Commercial Bid will include the man-month rate for the services of UAT of patches/version release for the period of 1 year post the final phase rollout of the CHRS implementation.

7.8.1.7 In case of a tie of Total Score between two or more Bidders, the Bid with higher technical score would be chosen as the successful bidder.

7.8.1.8 RBI will notify the name of the Successful Bidder.

7.8.1.9 Commercial bid valuation shall be considered as below in case of any kind of discrepancy:

5. If there is a discrepancy between words and figures, the amount in words shall prevail 6. If there is a discrepancy between percentage and amount, the amount calculated as per the

stipulated percentage basis shall prevail 7. If there is discrepancy between unit price and total price, the unit price shall prevail 8. If there is a discrepancy in the total, the correct total shall be arrived at by Bank

7.8.1.10 In case the bidder does not accept the correction of the errors as stated above, the bid shall be rejected.


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8. Two Stage Bidding Process

8.1 Instructions for Tender Submission

8.1.1.1 Bidders are permitted to submit only one Technical Bid and relevant Commercial Bid. More than one Technical and Commercial Bid should not be submitted. The Technical and Commercial bids should be put in separate covers and all such covers shall be put in one single cover and delivered at the address mentioned above in Section 6.2.1.2.

8.1.1.2 The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure – ANX9_CommercialBidForm.doc

8.1.1.3 The cost of bidding and submission of the bids is entirely the responsibility of the bidders, regardless of the conduct or outcome of the tendering process.

8.1.1.4 Bids, in sealed covers, as per the instructions to bidders should be delivered as mentioned in the Bid schedule. Bids may be sent by registered post or by hand delivery, so as to be received at the address given above in the bid schedule.

8.1.1.5 Receipt of the bids shall be closed as mentioned in the bid schedule. Bids received after the scheduled closing time will not be accepted by RBI under any circumstances. Bank will not accept bids delivered late for any reason whatsoever including any delay in the postal service, courier service or delayed bids sent by any other means.

8.1.1.6 The technical bids will be opened as mentioned in bid schedule.

8.1.1.7 The bidders or their authorized representatives must be present at the time of the opening of the technical bid. Only two persons per bidder will be allowed to be present at the time of the opening the technical bids. No bid shall be rejected at bid opening stage, except for bids received late. The bid of the respective bidder shall not be opened if bidder’s representative(s) is/are not present for the same.

8.2 General Guidelines

8.2.1.1 The offers should be made strictly as per the formats specified.

8.2.1.2 A declaration may be given by the bidder stating that "No relative of the bidders is working in the Reserve Bank of India". If anyone working in the RBI is related to the bidders, the name, designation and the department where the person is posted may be given. Please provide the same in the annexure ANX5_ConfirmationofEligibility.doc

8.2.1.3 The bid should contain no interlineations, erasures or over-writings except as necessary to correct errors made by the bidder. In such cases, the person/s signing the bid should initial such corrections.

8.2.1.4 The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder’s risk and may result in rejection of the bid.


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8.2.1.5 No rows or columns of the tender should be left blank. Offers with insufficient information and Offers which do not strictly comply with the stipulations given above, are liable for rejection.

8.2.1.6 Bank may at its discretion abandon the process of the selection of Bidder anytime before notification of award.

8.2.1.7 All information (bid forms or any other information) to be submitted by the bidders may be submitted as a softcopy also in MS – Word format in a CD and should be kept in the respective sealed covers. The soft copy submission should be an exact replica of the hard copy submission and should include scanned copy of all the relevant documents including signatures/company seal wherever present on the hard copy. The bidders may note that no information is to be furnished to RBI through e-mail except when specifically requested and such queries are to be confirmed in writing.

8.2.1.8 RBI reserves the right to advance or post-pone the pre-bid conference date. However, bidders will be informed of the date of pre-bid conference in advance to submit their queries to RBI seeking clarification.

8.2.1.9 The bids will be opened in the presence of authorized representatives of the bidders. However, the representative of the bidder has to produce an authorization letter from the bidder to represent them at the time of opening of Technical/Commercial bids. Only two representatives will be allowed to represent any bidder.

8.3 Clarification on the Tender Document

8.3.1.1 For any clarification with respect to this RFP, the bidder may send an email to [email protected]. The format to be used for seeking clarification is mentioned in Annexure “ANX10_PreBidQueryFormat.doc”.It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, must be in writing only and should be to the designated email id as stated earlier.

8.3.1.2 Written requests for clarification may be submitted to RBI at least 2 days prior to Pre-bid meeting and clarifications for such queries shall be provided by RBI or its representative in the pre-bid meeting.

8.3.1.3 The Pre Bid Query Form should preferably be emailed to RBI or provided by softcopy – in either event hardcopy confirmations are to be submitted in the beginning of pre bid meeting.

8.3.1.4 Bidders should provide their email address in their queries without fail since replies from Bank will be by emails only.

8.3.1.5 Responses to queries and clarifications wherever necessary shall be placed in Bank’s website (www.rbi.org.in)

8.3.1.6 The Bank shall not answer any communication initiated by the Bidders within 2 business days prior to the date of Pre-bid meeting mentioned in Section 1 of this RFP. At the end of the Pre-bid meeting but not later than 2 business days from the close of Pre-bid meetings, the Bidders shall confirm to the Bank in writing to the effect that all their queries have been answered to enable them to make a complete and valid response to the RFP. However, the Bank may in its absolute

mailto:[email protected]



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discretion seek additional information or material from any Bidder after the RFP closes and all such information and material provided must be taken to form part of that Bidder’s response.

8.4 Amendments to Tender Document

8.4.1.1 Amendments to the Tender Document may be issued by RBI for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, prior to the deadline for the submission of bids, which will be placed on the RBI website.

8.4.1.2 The amendments so placed on RBI’s website will be binding on all the bidders. From the date of issue, amendments to Terms and Conditions shall be deemed to form an integral part of the RFP. Further, in order to provide, prospective bidders, reasonable time to take the amendment into account in preparing their bid, RBI may, at its discretion extend the deadline for submission of bids.

8.5 Language of Bids

8.5.1.1 All bids and supporting documentation shall be submitted in English.

8.6 Period of Bid Validity

8.6.1.1 The Bids will be treated as valid for a period of 180 days from the closing date for submission of the bid

8.7 Format and Signing of Bid

8.7.1.1 The bid should be signed by the bidder or any person duly authorized to bind the bidder to the contract. The signatory should give a declaration and through authenticated documentary evidence establish that he/she is empowered to sign the tender documents and bind the bidder. All pages of the tender documents except brochures if any are to be signed by the authorized signatory.

8.7.1.2 Forms with respective bids must be submitted and signed by the authorized signatory. Unsigned bids would entail rejection of the bid.

8.8 Correction of Errors

8.8.1.1 Arithmetic errors in bids will be treated as follows:

Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and

The amount stated in the tender form shall be considered as binding, unless it causes the overall tender price to rise, in which case the bid amount mentioned in the ANX9_CommercialBidForm.doc shall govern.


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8.9 Acceptance or Rejection of Bid

8.9.1.1 RBI reserves the right not to accept any bid, or to accept or reject a particular bid at its sole discretion without assigning any reason whatsoever.

8.10 Duration and Condition of Engagement

8.10.1.1 Reserve Bank of India shall engage and appoint the successful Bidder till the completion and stabilization of full CHRS implementation and for a period of 1 year post go live of the last functionality of the CHRS functionality / module in consideration of remuneration payable by Reserve Bank of India to the bidder

8.10.1.2 The Bidder is expected to provide services for the User Acceptance Testing of all the subsequent patches and new releases for the defects resolution and additional requirements.

8.10.1.3 All the changes/patches tested by the bidder will be released into the production post sign-off. Bidder shall co-ordinate with the system integrator’s production team in agreement with RBI for the successful production rollout.

8.10.1.4 RBI will reserve the right to terminate the services of the bidder at any point of the Project without assigning any reasons. In such case payment would be made commensurate with the last completed phase.

8.10.1.5 RBI will reserve the right to terminate the services of the bidder post completion of the User Acceptance Testing of the CHRS implementation. In such case, payment would be made for the completion of the UAT phase.

8.10.1.6 Information collected or provided to the bidder would be confidential and shall not be used by him for any other purpose. The work/study carried out by the bidder would be the sole property of RBI

8.10.1.7 At no point should bidder use the name of RBI without prior written permission to advertise itself.

8.11 General Terms and Conditions

8.11.1.1 The term of this Bidder assignment is till the completion and stabilization of full CHRS implementation and for a period of 1 year post go live of the last functionality of the CHRS functionality / module.

8.11.1.2 Adherence to terms and conditions: The bidders who wish to submit responses to this RFP should note that they should abide by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the respondents, such responses will be disqualified and will not be considered for the selection process.

8.11.1.3 DISCLAIMER : RBI and/or its officers, employees disclaim all liability from any loss or damage, whether foreseeable or not, suffered by any bidder/ person acting on or refraining from acting because of any information including statements, information, forecasts, estimates or projections contained in this document or conduct ancillary to it whether or not the loss or damage arises in connection with any omission, negligence, default, lack of care or misrepresentation on the part of Bank and/or any of its officers, employees.


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8.12 Other Terms and Conditions

Reserve Bank of India reserves the right to:

8.12.1.1 Reject any and all responses received in response to the RFP without assigning any reason whatsoever

8.12.1.2 Cancel the RFP/Tender at any stage, without assigning any reason whatsoever

8.12.1.3 Waive or Change any formalities, irregularities, or inconsistencies in this proposal (format and delivery). Such a change/waiver would be duly and publicly notified on RBI's website before the closure of the bid date

8.12.1.4 Extend the time for submission of all proposals and such an extension would be duly and publicly notified on RBI's website

8.12.1.5 Share the information/ clarifications provided in response to RFP by any bidder, with all other bidder(s) /others, in the same form as clarified to the bidder raising the query.

8.12.1.6 The key persons identified by the bidder for the project should carry out their activities from the premises of Reserve Bank of India, Mumbai.

8.12.1.7 The clarifications, if any, required by the bidder should be informed in writing, in advance to the address given above. Such clarifications can be asked up to the last date for submission of bids. If RBI in its absolute discretion deems that the originator of the clarification will gain any advantage by a response to a question, then Bank reserves the right to communicate such query and response to all respondents of the RFP. The bidder appointed under the RFP cannot participate/ bid for providing services/ products under the CHRS implementation post its appointment.

8.12.1.8 Substitution of Project Team Members: During the assignment, the substitution of key staff such as Project Manager, Team Leader etc identified for the assignment will not be allowed unless such substitution becomes unavoidable to overcome the undue delay or that such changes are critical to meet the obligation. In such circumstances, the bidder can do so only with the concurrence of RBI by providing other staff of same level of qualifications and expertise. However, RBI reserves the right to insist the bidder to replace any team member with another (with the qualifications and expertise as required by RBI) during the course of assignment.

8.12.1.9 Professionalism: The bidder should provide professional, objective and impartial services at all times and hold RBI’s interests paramount and should observe the highest standard of ethics while executing the assignment.

8.12.1.10 Adherence to Standards: The bidder should adhere to laws of land and ‘rules, regulations and guidelines’ prescribed by various regulatory, statutory and Government authorities.

8.12.1.11 No legal binding relationship: It may be noted that no binding legal relationship will exist between any of the Respondents of this RFP and RBI, until execution of a contractual agreement.

8.12.1.12 RBI reserves the right to conduct an audit/ongoing audit of the services provided by the bidder to RBI.

8.12.1.13 RBI reserves the right to ascertain information from the banks and other institutions to which the bidders have rendered their services for execution of similar projects.


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8.12.1.14 The bidders, who involve in any form of lobbying/ influencing/ canvassing etc., in selection process will be disqualified.

8.13 Expenses incurred by successful bidder on the project

8.13.1.1 Expenses: It may be noted that the project office from where the project shall be managed and implemented shall be established in Mumbai. RBI will not pay any amount /expenses /charges /fees /travelling expense /boarding expenses /lodging expenses /conveyance expenses /out of pocket expenses other than the “Agreed Professional Fee”.

8.13.1.2 However, travelling, boarding and lodging expenses, if any, for site visits outside Mumbai, for project related work will be discussed with RBI as to the need, duration, number of personnel involved, etc., and will have to be cleared by RBI in advance in writing. Settlement of bills in such cases will be at rates applicable to Grade B officers of RBI against production of tickets and bills. Mumbai will be considered as the base station for the purpose of travelling.

8.14 Evaluation and Comparison of Bids

8.14.1.1 Only bids from Bidders meeting the defined requirements and submitting complete and responsive bids will be processed to the stage of being fully evaluated and compared. The evaluation criteria shall be based on the requirements, stated elsewhere in this document.

8.15 Notification of Award

8.15.1.1 The acceptance of a tender, subject to contract, will be communicated in writing at the address supplied by the Bidder in the tender response. Any change of address of the Bidder, should therefore be promptly notified to

Chief General Manager-In-Charge Human Resource Management Department, Central Office, Reserve Bank of India 20thFloor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai – 400 001 Maharashtra, India

8.16 Authorized Signatory for signing the contract

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


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8.17 Signing of Contract

8.17.1.1 The Bidder shall be required to enter into a contract with Reserve Bank of India, within 15 days of the award of the tender or within such extended period as decided afterwards.

8.18 Right to Reject Bids

8.18.1.1 RBI reserves the absolute right to reject the response/proposal if it is not in accordance with its requirements and no correspondence will be entertained by RBI in the matter. The bid is liable to be rejected if,

It is not in conformity with the instructions mentioned in this tender document.

If it is not strictly as per prescribed form and format

It is not properly/duly signed.

It is received through Fax.

It is received after expiry of the due date and time

It is incomplete including non-furnishing the required documents.

It is evasive or contains incorrect information.

There is canvassing of any kind.

It is submitted anywhere other than the address provided in section 6.2.1.2.

8.19 Vicarious Liability

8.19.1.1 The bidder shall be the principal employer of the employees, agents, contractors, subcontractors etc., engaged by the bidder and shall be vicariously liable for all the acts, deeds or things, whether the same is within the scope of power or outside the scope of power, vested under the contract. No right of any employment shall accrue or arise, by virtue of engagement of employees, agents, contractors, subcontractors etc., by the bidder, for any assignment under the contract. All remuneration, claims, wages dues etc., of such employees, agents, contractors, subcontractors etc., of the bidder shall be paid by the bidder alone and RBI shall not have any direct or indirect liability or obligation, to pay any charges, claims or wages of any of the bidder’s employees, agents, contractors, subcontractors etc. The bidder shall agree to hold RBI, its successors, assigns and administrators fully indemnified, and harmless against loss or liability, claims, actions or proceedings, if any, that may arise from whatsoever nature caused to RBI through the action of bidder’s employees, agents, contractors, subcontractors etc.

8.20 Non Payment of Professional Fees

8.20.1.1 If any of the items/activities as mentioned in the price bid and as mentioned in ANX9_CommercialBidForm.doc are not taken up by RBI during the course of this assignment, RBI will not pay the professional fees quoted by the bidder in the Price Bid against such activity/item.


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8.21 Assignment

8.21.1.1 Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the bidder, and any such attempted sale, lease, assignment or otherwise transfer shall be void and of no effect without the advance written consent of RBI.

8.22 Non-Solicitation

8.22.1.1 The bidder, during the term of the contract and for a period of two years thereafter shall not without the express written consent of RBI, directly or indirectly:

Recruit, hire, appoint or engage or attempt to recruit, hire, appoint or engage or discuss employment with or otherwise utilize the services of any person who has been an employee or associate or engaged in any capacity, by RBI in rendering services under the contract; or

Induce any person who shall have been an employee or associate of RBI at any time to terminate his/ her relationship with RBI.

8.23 No Employer-Employee Relationship

8.23.1.1 The bidder or any of its holding/subsidiary/joint-venture/ affiliate / group / client companies or any of their employees / officers / staff / personnel / representatives/ agents shall not, under any circumstances, be deemed to have any employer-employee relationship with RBI or any of its employees/officers/ staff/representatives/ personnel/agents.

8.24 Subcontracting

8.24.1.1 The bidder shall not subcontract or permit anyone other than its personnel and the parties enlisted in the response to perform any of the work, service or other performance required of the bidder under the contract without the prior written consent of RBI.


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9. Proposal Response

9.1.1.1 The response is expected in two separate envelopes; one containing the Technical Bid and the other containing the Commercial Bid. The bidder should submit two copies of Technical and Commercial bids.

9.1.1.2 The Technical Bid envelope should be labelled as:

“TECHNICAL BID for Reserve Bank of India’s COMPREHENSIVE HUMAN RESOURCE SYSTEM USER ACCEPTANCE TESTING” SUBMITTED BY M/s….. ON…..AT MUMBAI, DUE DATE ________” on top of the sub-envelope containing the technical bid. The technical bid envelope must contain one original and one copy of the entire technical bid.

9.1.1.3 The Commercial Bid envelope should be labelled as:

“COMMERCIAL BID for Reserve Bank of India’s COMPREHENSIVE HUMAN RESOURCE SYSTEM USER ACCEPTANCE TESTING” SUBMITTED BY M/s….. ON…..AT MUMBAI, DUE DATE _______” on top of the sub-envelope containing commercial bid. The commercial bid envelope must contain one original and one copy of the entire commercial bid.

9.1.1.4 One of the two envelopes of the Technical as well as Commercial bids should be labelled as “Original Copy” while the other should be labelled “Duplicate Copy”.

9.1.1.5 The envelope labelled “Original Copy”, along with the technical proposal, shall also contain:

CD with the soft copy of the technical bid and annexure. The soft copies should be in MS Word documents format.

Demand Draft for Earnest Money Deposit.

9.1.1.6 These two separate sealed sub-envelopes should be put together in another sealed master envelope labelled “BID for RBI’s COMPREHENSIVE HUMAN RESOURCE SYSTEM USER ACCEPTANCE TESTING PROJECT” TENDER REFERENCE NO……. SUBMITTED BY ….. ON.….. AT MUMBAI, DUE DATE ________”.

9.1.1.7 The Technical Bid shall contain the technical proposal to the requirement of RBI as specified in Annexure ANX8_TechnicalBidForm.doc along with all the annexure documents mentioned below:


ANX1_UserAcceptanceTestPlan.doc

ANX2_ConformityOfSoftCopy.doc


ANX4_ConfirmationToDeliver.doc.

ANX5_ConfirmationofEligibility.doc

ANX6_AuditedFinancialStatements.doc

ANX7_SubmissionCheckList.doc


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ANX8_TechnicalBidForm.doc

ANX12_ComplianceStatement

Earnest Money Deposit

9.1.1.8 The Commercial Bid shall be submitted as per Annexure ANX9_CommercialBidForm.doc and should also include ANX11_Commercial BOM.xls.

9.1.1.9 The Commercial Bid in ANX9_CommercialBidForm.doc should indicate only professional services fees and applicable taxes for conducting User Acceptance Testing. The price for any automated tools and man month rate should not be included in this form which is optional for the Bank.

9.1.1.10 The pages of all hard copies of the technical and commercial proposals should be properly numbered, each page signed and stamped. The technical proposal should be bound in such a way that the sections of the proposal could be removed and separated easily.

9.1.1.11 Please note that if any envelope is found to contain technical and commercial offer in a single envelope or commercials are provided along with the technical response, then that offer will be rejected outright.

9.1.1.12 The Bidder should certify that the contents of the CD’s are the same as that provided by way of hard copy as per letter format given in Annexure “ANX2_ConformityOfSoftCopy.doc”. In case of any discrepancy, the hard copy shall supersede the soft copy.

9.1.1.13 The bidder should confirm that the bidder fulfils the eligibility criteria mentioned in the section 4 and should submit this confirmation as per the format given in Annexure “ANX5_ConfirmationofEligibility.doc”

9.1.1.14 The bidder should confirm that they accept all the terms and conditions mentioned in the RFP and provide the confirmation as per the format given in ANX3_ConfirmationOfTermsAndConditions.doc

9.1.1.15 All the pages of the proposal including annexure, appendices and documentary proofs should be numbered and be signed by the authorized signatory.

9.1.1.16 The bid responses should contain a duly signed copy of the annexure ANX4_ConfirmationToDeliver which indicates that the Bidder has noted the contents of the RFP and all the clarifications issued by RBI and testifies conformance to the terms and conditions set out therein. This document should also be attached in the Master envelope.

9.1.1.17 The proposal should be prepared in English in MS Word format. The email address and phone / fax numbers of the bidder shall also be indicated on sealed envelopes.

9.1.1.18 Bidder will submit demand draft/banker’s cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10,00,000/- (Rupees Ten Lakh only). The RFP responses without accompanying the demand draft / bankers’ cheque / pay order towards EMD will be rejected.

9.1.1.19 The EMD of unsuccessful bidders shall be returned within 30 days from the declaration of the disqualification of the respective bidder. The EMD of the successful bidder shall be returned after the successful bidder furnishes the Performance Bank Guarantee. The successful bidder shall at his own expense deposit with the Chief General Manager-In-Charge, Human Resource


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Management Department, Central Office, Reserve Bank of India, Mumbai, Maharashtra, India within fifteen (15) working days of the signing of the contract, a Performance Bank Guarantee from a scheduled commercial bank, payable on demand for an amount to twenty percent (20%) of the contract price, for the due performance and fulfilment of the contract by the Bidder.

9.1.1.20 Without prejudice to the other rights of the Purchaser under the Contract in the matter, the proceeds of the Performance Bank Guarantee shall be payable to RBI as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract. RBI shall notify the Bidder in writing of the invocation of its right to receive such compensation, indicating the contractual obligation(s) for which the Bidder is in default.

9.1.1.21 The Performance Bank Guarantee may be discharged upon being satisfied that there has been due performance of the obligations of the bidder under the contract. The Performance Bank Guarantee shall be valid till the end of the contract.

9.1.1.22 The Performance Security shall be denominated in the currency of the Contract.

The Performance Bank Guarantee will be valid till the end of the contract. Failure of the successful bidder to comply with the above requirement, or failure of the bidder to enter into a contract within 30 days or within such extended period, as may be specified by the Chief General Manager-In-Charge, Human Resource Management Department, Central Office, Reserve Bank of India, Mumbai, shall constitute sufficient grounds, among others, if any, for the annulment of the award of the tender. The format of the Performance Bank Guarantee is present in ANXA1_BankGuaranteeProforma.doc

9.1.1.23 The bid envelopes must be addressed to:

Chief General Manager-In-Charge Human Resource Management Department, Central Office Reserve Bank of India 20thFloor, Central Office Building Shahid Bhagat Singh Marg Mumbai – 400 001, Maharashtra, India

9.1.1.24 Only one Submission of response to RFP by each Bidder / respondent will be permitted.

9.1.1.25 All responses including commercial and technical bids would be deemed to be irrevocable offers/proposals from the Bidder and may, if accepted by RBI, form part of the final contract between RBI and the selected Bidder. Bidder is requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses annexure “ANX4_ConfirmationToDeliver.doc”. Unsigned responses would be treated as incomplete and are liable to be rejected.

9.1.1.26 All envelopes should be securely sealed and stamped. The authorized signatories of the Bidder should initial on all pages of the technical and commercial proposals. Annexure “ANX7_SubmissionCheckList.doc” can be used as a checklist. The bid response should be submitted in 2 envelopes as suggested above.

9.1.1.27 All envelopes must be super-scribed with the Name of Bidder with contact number and email ID.

END OF DOCUMENT

Reserve Bank of India

Request for Proposal for Data

Migration Audit of Comprehensive

Human Resource System(CHRS)

Human Resource Management

Department(HRMD)

September 2014 This document contains 51 pages

This document is the property of Reserve Bank of India (RBI). It may not be copied, distributed or recorded on any medium, electronic or otherwise,

without the RBI’s written permission therefor. The use of the contents of this document, even by the authorized personnel / agencies for any purpose

other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian

Law.

Reserve Bank of India Request for Proposal for Data Migration Audit of Comprehensive Human Resource System

i


All bidders must sign the Non-Disclosure Agreement (NDA) and submit the same with the technical bid response of the Request for Proposal (RFP) for Data Migration Audit of Comprehensive Human Resource System, failing which would result in rejection of the bid. The NDA must be executed on the bidder’s company letterhead.

The NDA must be signed by the authorized signatory, along with requisite Power of Attorney/ Board Resolution authenticating/ authorizing the signatories of the NDA. If the Power of Attorney/ Board Resolution is not present along with the NDA, the technical bid will be rejected. Draft of the NDA is as under.

.


ii

(Letterhead of the bidder)

Strictly Private and Confidential


[Date]

[Salutation]

Non Disclosure Agreement

We acknowledge that during the course of bidding and execution of the services mentioned in the Request for Proposal (RFP) floated for Data Migration Audit of Comprehensive Human Resource System (CHRS) across Reserve Bank of India (RBI), we may have access to and be entrusted with Confidential Information. In this letter, the phrase "Confidential Information" shall mean information (whether of a commercial, technical, scientific, operational, administrative, financial, marketing, business, or intellectual property nature or otherwise), whether oral or written, relating to RBI and its business that is provided to us pursuant to this Agreement.

We agree to the terms set out below:

1. We shall treat all Confidential Information as strictly private and confidential and take all steps necessary (including but not limited to those required by this Agreement) to preserve such confidentiality.

2. We shall use the Confidential Information solely for the preparation of our response to the RFP and not for any other purpose.

3. We shall not disclose any Confidential Information to any other person or firm, other than as permitted by item 5 below.

4. We shall not disclose or divulge any of the Confidential Information to any other client of [Data Migration Audit bidder]

5. This Agreement shall not prohibit disclosure of Confidential Information:

- To our partners/ directors and employees who have a bonafide need to know such Confidential Information to assist with the bidding for R FP floated for Data Migration Audit of CHRS being implemented across RBI;

- With your prior written consent,

- To the extent that such disclosure is required by law;


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- To the extent that such disclosure is required by any rule or requirement of any regulatory authority which we are bound to comply provided that before any such disclosure the Bank is informed of the same sufficiently in advance to enable the Bank to take appropriate action; and

- To our professional advisers who have a bonafide need to know such Confidential Information for the purposes of providing advice to us. Such professional advisors will be informed of the need to keep the information confidential.

6. We shall deliver to you all Confidential Information, and copies thereof, that are in documentary or other tangible form, except:

- To the extent that we reasonably require to retain sufficient documentation that is necessary to support any advice, reports, or opinions that we may provide to you.

7. This Agreement shall not apply to Confidential Information that:

- Is in the public domain at the time it is acquired by us;

- Enters the public domain after that, otherwise than as a result of unauthorized disclosure by us;

- Is already in our possession prior to its disclosure to us; and

- Is independently developed by us, in which case, if so required we undertake to provide proof of the same.

8. This Agreement shall continue perpetually unless and to the extent that you may release it in writing.

9. We acknowledge that providing Confidential Information by the Bank will not form the basis of any contract between you and us.

10. We warrant that we are acting as principal in this matter and not as agent or broker for any person, company, or firm.

11. We acknowledge that neither failure or delay by you in exercising any right, power or privilege under this Agreement or any single or partial exercise thereof shall by itself operate as a waiver of such right, power or privilege nor the exercise of any other right, power, or privilege in lieu thereof.

12. This Agreement shall be governed by and construed in accordance with Indian law and any dispute arising from it shall be subject to the exclusive jurisdiction of the Mumbai courts.

We have read this Agreement fully and confirm our agreement with its terms

Yours sincerely Signature and Stamp of Company [Authorized Signatory (same as signing the proposal) – CHRS Data Migration Audit Bidder] Name: Position: Date:


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Contents

1. Bid Schedule 7

2. Introduction 8

2.1 Background 8

2.2 Objective of the Comprehensive Human Resource System Project 9

2.2.2 Envisaged CHRS system 10

3. Structure of RFP 13

3.1 The Master RFP 13

3.2 Annexure Seeking Response for Evaluation 13

4. Eligibility Criteria 15

5. Scope of Work 18

5.1 Definitions 18

5.2 Introduction 19

5.3 Objectives of Data Migration Audit 19

5.4 Data Migration Audit Process 20

5.5 Deliverables and Timelines 21

5.5.1 Timelines 21

5.5.2 Service Levels 23

6. Terms and Conditions 25

6.1 Broad Terms and Conditions 25

6.2 Application 26

6.3 Standards 26

6.4 Governing Language 26

6.5 Applicable Law 26

6.6 Notices 26

6.7 Contract Amendments 26

6.8 Use of Contract Documents and Information 27

6.9 Indemnification 27

6.10 Cancellation of Contract and Compensation 27

6.11 Earnest Money Deposit 28

6.12 Performance Bank Guarantee 28

6.13 Resolution of Disputes 29

6.14 Delays in the Bidder’s Performance 30

6.15 Liquidated Damages 30

6.16 Force Majeure 30

6.17 Ancillary Services 31

6.18 Audits 31


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6.19 Prices 31

6.20 Taxes and Duties 31

6.21 Non Negotiability on RFP 32

6.22 Payment Terms 32

6.22.1 Data Migration Audit Cost 32

6.22.2 Other Payment Terms 33

7. Evaluation Process 35

7.1 Objective of Evaluation Process 35

7.2 Technical Bid Evaluation Process 36

7.3 Scoring Methodology for Past Experience and Team Competence 36

7.4 Scoring Methodology for Approach & Methodology 37

7.4.1 Overview 37

7.5 Scoring Methodology for Presentation 37

7.5.1 Overview 37

7.6 Consolidated Score in Technical Bid Evaluation 38

7.7 Disqualification Parameters in Technical Bid Evaluation 38

7.8 Commercial Bid Evaluation 38

8. Two Stage Bidding Process 40

8.1 Instructions for Tender Submission 40

8.2 General Guidelines 40

8.3 Clarification on the Tender Document 41

8.4 Amendments to Tender Document 41

8.5 Language of Bids 42

8.6 Period of Bid Validity 42

8.7 Format and Signing of Bid 42

8.8 Correction of Errors 42

8.9 Acceptance or Rejection of Bid 42

8.10 Duration and Condition of Engagement 42

8.11 General Terms and Conditions 43

8.12 Other Terms and Conditions 43

8.13 Expenses incurred by successful bidder on the project 44

8.14 Evaluation and Comparison of Bids 45

8.15 Notification of Award 45

8.16 Authorized Signatory for signing the contract 45

8.17 Signing of Contract 45

8.18 Right to Reject Bids 45

8.19 Vicarious Liability 46

8.20 Non Payment of Professional Fees 46

8.21 Assignment 46

8.22 Non-Solicitation 46

8.23 No Employer-Employee Relationship 47

8.24 Subcontracting 47


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9. Proposal Response 48


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1. Bid Schedule

The following is an indicative timeframe for the overall process. RBI reserves the right to vary this timeframe at its absolute and sole discretion and without providing any notice/intimation or reasons thereof. Changes to the timeframe will be relayed to the affected Respondents during the process.

Table 1-1: Time frame for the Overall Process

Activity Scheduled Dates

Issue of RFP (soft copy) September 3, 2014

Pre-bid Conference September 10, 2014

Venue for Pre-bid Conference

Human Resource Management Department, Central Office, Reserve Bank of India 20thFloor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai – 400 001, Maharashtra, India

Last date of receipt of RFP responses 16.00 hrs., September 24, 2014

Opening of Technical Bid 16.30 hrs, September 24, 2014

Declaration of Technical Result TBD

Commercial Bid Opening TBD

Declaration of Final Result TBD


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2. Introduction

Reserve Bank of India (RBI) is in the process of appointing a System Integrator for implementation of a Comprehensive Human Resource System (CHRS) across the Bank. The Bank intends to appoint an agency to conduct Data Migration Audit during the implementation of the above mentioned HR application. This RFP articulates the requirements of the Bank, the eligibility criteria and scoring mechanism for the successful selection of the agency.

2.1 Background

2.1.1.1 The Reserve Bank of India (RBI) was established on April 1, 1935 in accordance with the provision of the Reserve Bank of India Act, 1934.

2.1.1.2 The Reserve Bank of India, being the Central Bank and the Monetary Authority of the country, performs certain key fiduciary functions, amongst others, such as banker to the banks, banker to the Government (Central and State), management of Public Debt, holding the custody of statutory reserves including foreign exchange reserves, sole authority for issue and management of currency apart from performing regulatory and supervisory functions over the banking and non-banking financial systems in India.

2.1.1.3 RBI has currently 29 Regional Offices (ROs)/Branches/Sub‐Offices and 29 Central Office Departments and may open further offices/departments whenever and wherever needed.

2.1.1.4 There are at present 2 Training Colleges (one each in Chennai and Pune), 4 Zonal Training Centres (one each in Kolkata, Chennai, New Delhi, Belapur) and subsidiaries (DICGC, BRNBML, CAFRAL, RBI Museum, etc)

2.1.1.5 The Bank currently has staff strength of approximately 17,500 serving employees and 24,500 retiree beneficiaries. The staff in the Bank is categorized in Class I comprising those in the officers’ cadres and Classes III and IV comprising those in the workmen category.

2.1.1.6 There are six grades in Class I commencing from Grade A up to Grade F. Above Class I, the executive cadre comprises the Executive Director, Deputy Governor and Governor.

2.1.1.7 In Class III there are four groups, viz., Groups A to D. Assistants, Word Processor Assistants, Junior Engineers, etc., belong to this class of employees.

2.1.1.8 The Class IV, comprising the subordinate staff, has three levels, viz., Base, Senior and Head.

2.1.1.9 The Human Resource Management Department at Central Office (HRMD CO), formulates all HR policies for all Classes of employees of the Bank right from recruitment to post retirement including establishment related policies such as compensation policy, benefits and welfare and post-retirement benefits. HRMD CO also centrally operates the policies related to recruitment, transfers, promotions, deputations and foreign training for officers. The operational work of HR policies in respect of staff in Class III and Class IV are done in HRMD at Regional Offices (mostly at State capitals) and Administration Divisions in Central Office Departments in Mumbai.

2.1.1.10 Department of Expenditure and Budgetary Control (DEBC) is located at Mumbai and is responsible for all HR related monetary disbursements for all Central Office Departments.


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2.1.1.11 DEBC is also responsible for consolidation of Bank’s Annual Budget, review of expenditure as against budgetary allocation of all Offices/Central Office Departments/ Training Establishments of the Bank, review of overtime paid to workmen staff, etc. It also looks after the administration of Bank’s Expenditure Rules and administration of all loans to employees. DEBC is in charge of maintenance of accounts of Provident Fund (for the employees of the Bank as well as some Associate Institutions), Gratuity and Superannuation Fund and Dr. Babasaheb Ambedkar Centenary Fund; maintenance of the individual Provident Fund accounts of all transferable employees and all Mumbai based non-transferable employees, attending to policy matters relating to Reserve Bank of India Employees’ Provident Fund Regulations and discharging various functions as per the authority conferred under the said Regulations. DEBC sets out the accounting policies, including maintenance of various books of accounts, and the rules governing the maintenance thereof. DEBC attends to salary and establishment work for the employees of Central Office Departments, which includes disbursement and maintenance of books of account for each category of loans and advances made to the staff. The employees’ housing loan frame work needs extensive documentation handling. It is the focal point of all Establishment related matters of Regional Offices (ROs) / Central Office Departments (CODs). DEBC is responsible for all centralized superannuation payments to the retired employees who opted for receiving Pension, Family Pension and Ex-gratia in Mumbai. It also processes all travel related bills payments – both domestic and international for certain departments in Mumbai, apart from policy formulation in this area. The Central Establishment Sections (CES) located at Regional Offices perform some of the functions that DEBC performs in Mumbai such as Salary payments, benefits management and other establishment related matters at the RO level.

2.1.1.12 The operations related to domestic training (internal and external) are carried out by the Bank’s training colleges at Chennai & Pune, the zonal training centers at the four metros and the ROs / CODs.

2.1.1.13 There are more than 15 different HR streams in the Bank, the major ones in Class I being General, Economics, Statistics, Technical (Electrical & Civil), Legal, Protocol & Security and Rajbhasha. Some of the HR policies and processes for these streams differ and separate seniority is maintained for personnel in each stream.

2.1.1.14 The administration and support work in each of the streams are carried out by the staff from the General stream.

2.2 Objective of the Comprehensive Human Resource System Project

2.2.1.1 The existing two HR applications viz., the IES and HRMS have two separate databases. The Bank has felt a need to replace the two applications with a comprehensive single HR application with a single database. It was decided that a Business Process Re-engineering (BPR) of all existing HR processes and applications be conducted to achieve operational excellence, rationalize existing processes and procedures and strengthen control mechanisms. The Bank has appointed a consultant to conduct the Business Process Re-engineering for all HR related processes. The Bank is in the process of appointing a System Integrator (SI) for implementation of CHRS across the Bank.


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2.2.1.2 The envisaged CHRS application would be a ready-made / off-the-shelf HR application with minimum customizations.

2.2.1.3 The envisaged CHRS application would have an automated workflow which would be configurable, enabling paperless office management. The workflows would be integrated with the Bank’s existing email application and with mobile based alerts / message wherever required.

2.2.1.4 For example the system would allow the Bank’s employees to electronically create an expense report, upload supporting documents and electronically approve the requests. This will reduce the response time for any request, apart from providing for alerts in a hierarchical manner for approval thereof.

2.2.1.5 The envisaged CHRS application would be seamlessly integrated with the Bank’s existing applications such as the Core Banking System (CBS), Enterprise wide Smart Card Based Access Management System (ESCAMS), Performance Management System (PMS), Enterprise Knowledge Portal (EKP) and other applications.

2.2.1.6 The envisaged CHRS application would have a Single point of data entry to maintain single version of truth and a single database for all Human Resource functions across the Bank.

2.2.2 Envisaged CHRS system

2.2.2.1 The Bank is in the process of appointing a System Integrator for implementation of CHRS across the Bank.

2.2.2.2 The proposed CHRS will be based out of RBI’s Data Centres in Navi Mumbai and Data Centre which is approximately 700 Kms from Mumbai

2.2.2.3 The indicative solution architecture is provided below:


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Figure 1 CHRS Solution Architecture

2.2.2.4 Mentioned below is the list of modules that cover the Comprehensive Human Resource System Solution requirements laid down by the Bank

1. Employee Relations, Compensation and Benefits 2. Organization Development, Policy, Planning and MIS 3. Training and Development 4. Talent Management 5. Statutory Requirement and Recruitment 6. Payroll and Funds 7. Travel Bills 8. Loans and Advances 9. Medical 10. Housing Loan and Other Benefits 11. Ask HR


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2.2.2.5 The Data Migration Audit shall be carried out either from Mumbai Data Centre or from Data Centre situated 700 kms away from Mumbai. The Bidder is expected to calculate effort estimation accordingly.

2.2.2.6 The Data Migration Audit shall be carried out in accordance with the roll out plan laid out by the system integrator in consultation with the Bank.

The following milestones have been laid down by the Bank (timelines subject to revision)

Phase 1 - Go- live for Payroll and associated modules is Oct 2014 including disbursement and interfaces with all existing applications of the Bank

Phase 2 - Go-live for remaining functionalities is March 2015


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3. Structure of RFP

3.1 The Master RFP

3.1.1.1 This document is the master RFP consisting of;

the overview of services to be provided by the selected Bidder;

the eligibility criteria

the technical and commercial evaluation methodology which shall be followed to select the successful Bidder and;

The terms and conditions to which this RFP and the Bidder responses shall be subject to. (RBI shall enter into a separate contract after selecting the bidder, which shall detail the terms and conditions.)

3.2 Annexure Seeking Response for Evaluation

3.2.1.1 A detailed set of annexure is provided to the bidder for formulation of responses for evaluation. The bidder is expected to complete and submit these as a part of their technical and commercial bids. The list of such annexure is provided below:

Table 3-1: List of Annexures Seeking response for Evaluation



ANX1 Data Migration Audit Tools Methodology and Approach

ANX1_Audit_Tools_Methodology_and_Approach.doc

ANX2 Conformity of Soft Copy ANX2_ConformityOfSoftCopy.doc

ANX3 Confirmation of Terms and Conditions


ANX4 Confirmation to deliver ANX4_ConfirmationToDeliver.doc

ANX5 Confirmation of Eligibility ANX5_ConfirmationOfEligibility.doc

ANX6 Audited Financial Statements ANX6_AuditedFinancialStatements.doc

ANX7 Submission Checklist ANX7_SubmissionCheckList.doc

ANX8 Technical Bid Form ANX8_TechnicalBidForm.doc

ANX9 Commercial Bid Form ANX9_CommercialBidForm.doc

http://rbidocs.rbi.org.in/rdocs/content/pdfs/RDMA020914_A1.pdf












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ANX10 Pre-Bid Query Format ANX10_PreBidQueryFormat.d`oc

ANX11 Commercial BOM ANX11_Commercial BOM.xls

ANX12 Compliance Statement ANX12_ComplianceStatement.doc

ANXA1 Bank Guarantee Proforma ANXA1_BankGuaranteeProforma.doc

3.2.1.2 As mentioned in the table above, the bidder is expected to provide, as a part of the technical bid, a detailed document that explains the Audit Tools, Methodology and Approach proposed by the bidder for the proposed data migration audit. Refer to ANX1_Audit_Tools_Methodology_and_Approach.doc

3.2.1.3 The “Approach and Methodology” adopted for the Implementation would be evaluated by RBI and should at the minimum include:

1. Audit tool and capabilities 2. Data Migration Audit Methodology 3. Project Management Methodology and Project Plan 4. Sample Deliverable Format 5. Number of teams and manpower to be deployed






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4. Eligibility Criteria

4.1.1.1 The bidder must fulfill the criteria mentioned in the table below in order to bid for the CHRS Data Migration Audit tender.

Eligibility Criteria

Criteria # 1

The Bidder company should have past experience in conducting similar data migration audits.

The bidder company should be in the business of data migration audit / review or have a dedicated practice / SBU conducting data migration audits / review.


Past Experience in conducting data migration audit (such as Enterprise Resource Planning or Core Banking Solution or HRMS) (completed assignments only) in a Public Sector Undertaking/ Public Sector Bank/ Large Government Department in India of at least 2000 employees as of 30th June 2014

or

Past Experience in conducting data migration audit (such as ERP, CBS, HRMS or enterprise application) (completed assignments only) in at least one Private Sector entity with a minimum turnover of Rs. 400 Crore as of 30th June 2014 (India or Global Experience) and a minimum employee strength of 2000 employees

Self-attested document stating the details of the company and the business line / practice executing data migration audit and acknowledgement letters of past credentials for the past 5 years from bidder’s clients

Client Acknowledgement Letter mentioning the past experience, scope of work, year of assignment, staff strength at client, name, version, type of applications (e.g. CBS, HRMS etc) involved in the data migration assignment, turnover of the client (in the case of experience in Private Sector entity), team size and name of team members of the bidder

OR

Signed Contract Document / Letter of Engagement / Purchase Order between the bidder and its clients mentioning the past experience, scope of work, year of assignment, staff strength at client, name, version, type of applications (e.g. CBS, HRMS etc) involved in the data migration assignment, turnover of the client (in the case of experience in Private Sector entity), team size and name of team members of the bidder

Non-submission of acknowledgement letter(s) as specified above will result in non-evaluation of


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such experience by the Bank.

Criteria # 2

Company Details

The Bidder company must have a permanent establishment with at least 25 technical staff attending to data migration audit work or technical audit in India.

The Bidder company should be a registered audit firm.

Note: All bidders must ensure that the name of the legal entity on the technical proposal must correspond to the name on the financial statements


1. The Bidder company should have a presence in India for at least 5 years as on 30th June 2014.

2. The Bidder company must be profit making entity for each of the last three years and its net worth should be positive for each year.

3. The Bidder company must have a dedicated data migration audit team of minimum 25 personnel across India

4. The Bidder company or any of its subsidiaries / related legal entities should have never been blacklisted / barred (temporary or permanent) / disqualified by any regulator / statutory body in India or internationally

Attested copies of the Certificate of Incorporation.

The Bidder should submit an Auditor’s certificate indicating the net profit and net worth for the last three financial years i.e. 2011-12, 2012-13 and 2013-14.

Criteria # 3

The Bidder company should not have participated in the techno-commercial stage of the bidding process for the “Implementation of Comprehensive Human Resource System for RBI” RFP in respect of which was released on 19 March 2014.

The Bidder company should not be connected to any of the bidders who have participated in the techno-commercial stage of the bidding process in the above mentioned CHRS tender by way of majority / minority holding either ways.

All Human Resource Management System OEMs / Product Vendors are debarred from bidding for this tender. If any bidder has a minority or majority stake in the OEM / Product Vendor or vice versa, it is also debarred from bidding.


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Criteria # 4

Team Competence

The bidder must propose a detailed team composition for the defined scope in the document.

4.1.1.2 There should be 1 Project Manager and minimum of 1 Team Leader proposed for data migration audit of the CHRS project. However, the bidder may choose to assign more than one Team Leaders for effective execution of the project.

The above Project Manager and team leader/s proposed should have experiences in the area of data migration audit in application mentioned above


1. RBI envisages a structure headed by a project manager supported by professionals and/or subject matter experts qualified and experienced in the areas of Data Migration Audit

2. The Project Manager should have minimum 5 years of project management experience including a minimum 3year’s experience in Data Migration Audit

3. Team leader/s should have minimum 3 years of experience in Data Migration Audit

4. Each team member should have minimum 2 years of experience in Data Migration Audit

CVs of the team proposed clearly outlining their respective areas of experience

Self-Attested Letter indicating that the contents of the CVs are accurate and to the best of their knowledge.

The details of the personnel should be provided by the bidder in ANX8_TechnicalBidForm.doc.


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5. Scope of Work

5.1 Definitions

5.1.1.1 “Source Systems” are defined as the disparate systems/IT applications deployed in various functional areas to handle the Human resource and Payroll processing services of RBI.

5.1.1.2 ‘“Target System” is defined as the Comprehensive Human Resource System (CHRS) being implemented at RBI including test environment / User Acceptance Testing environments.

5.1.1.3 “Systems in scope” are defined as the above mentioned “Source” and “Target” systems.

5.1.1.4 “Source data” is defined as the data to be migrated to the Target system from the Source Systems or provided otherwise by the Bank.

5.1.1.5 “Data Migration Audit” is defined as auditing the data migration from Source Systems to the Target System, including but not limited to

Understanding and validating the data mapping provided by the SI

Developing/Configuring automated data audit tool for auditing the migrated data

Obtaining the data from the Source Systems in the required format

Obtaining the migrated data from CHRS

Performing an audit of migrated data vis-à-vis source data to provide a ‘Data Migration Audit report’ highlighting errors in the data migrated to the Target System

Working with the System Integrator to correct data migration errors and providing an assurance for efficiency of the data migration process and stability of the data environment (data relationship maintenance)and, providing a ‘Final Compliance report’ and a certificate of confirmation of account balances for all accounts

5.1.1.6 “Bidder” is defined as the vendor who performs all activities as mentioned in Point 5.1.1.5.

5.1.1.7 “CHRS” shall refer to the minimum following modules:

1. Payroll;

2. Core HR (Employee on-boarding, Employee record maintenance, Promotion and Transfer, Separation Management ,Training and Development);

3. Performance Management;

4. Succession Planning;

5. Competency Management;

6. Automated Workflows in HR systems;

7. Loans and Advances to Employees;

8. Leave Management;

9. Quarters Allotment;

10. Employee Expense Management;

11. Management of Medical Facilities and Dispensaries


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5.1.1.8 “CHRS Vendor” is defined as the System Integrator who would be appointed by the Bank to implement the Comprehensive Human Resource System (CHRS) solution.

5.1.1.9 “System Integrator” is defined as the vendor who would be appointed by the Bank for implementation of the CHRS solution across the Bank

5.2 Introduction

5.2.1.1 Description of the envisaged scope is enumerated in the subsequent sections.

5.2.1.2 RBI is in the process of appointing a system integrator for implementation of CHRS across the Bank. The data migration from Source Systems to Target System is the responsibility of the CHRS Vendor. All necessary tools/ queries used for data migration will be procured by the System Integrator.

5.2.1.3 Based on the contents of the RFP, the Bidder shall be required to propose data migration audit methodology, tools and timelines, which is suitable for RBI, after taking into consideration the effort estimated for execution of the same and the resource and the equipment requirements. RBI expressly stipulates the Bidder’s selection under this RFP is on the express understanding that this RFP contains only the principal provisions for the entire assignment and that delivery of the deliverables and the services in connection therewith are only a part of the assignment. The Bidder shall be required to undertake to perform all such tasks, render requisite services and make available all such resources as may be required for the successful completion of the entire assignment at no additional cost to RBI notwithstanding what is stated here and what is not stated but underlying intent.

5.2.1.4 The Bidder has to envisage all necessary services to be provided and ensure the same is delivered to RBI. Omission of details in the RFP of the services required to be provided by the bidder or mis-description of details generally acknowledged to be customary and/ or necessary to carry out such services or which the bidder knows or reasonably should have known will not relieve the bidder from performing such omitted details of the services and they must be performed as if fully and correctly set forth and described in this RFP.

5.2.1.5 RBI will not accept any plea of the bidder at a later date for omission of critical services on the pretext that the same was not explicitly mentioned in the RFP.

5.3 Objectives of Data Migration Audit

RBI is in the process of appointing a System Integrator for implementation of CHRS across the Bank. RBI intends to appoint a third party auditor for auditing the data migration activity in order to achieve its objective of smooth transition from Source Systems to the Target System, and to obtain a reasonable assurance for the quality of data, efficiency of data migration process and stability of data environment.

In order to provide the required assurance, the bidder is required to consider and achieve the below data migration audit objectives:

To provide an assurance that data requirements for the new system have been appropriately identified and documented. In order to achieve this objective, the bidder


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must understand and validate the data migration related documentation such as approved data migration plan, master data requirements, transaction data requirements, historical data requirements (such as historical balances) etc.

To provide an assurance that sources for data have been appropriately identified and documented by understanding and validating information such as system source files, manual forms (if any used), new data collected for the Target System, data mapping document etc.

To provide an assurance that the collection and conversion method for each data element has been appropriately identified and documented by understanding and validating information such as details of data conversion, data translation method etc.

To provide an assurance, that the timing and sequencing for converting data elements has been appropriately identified and documented by understanding and validating information such as master data conversion methodology, transactional data conversion methodology, historical data (such as historical balances) conversion methodology etc.

To provide an assurance, that the existing source data is accurately and completely migrated by understanding and validating migration controls such as record counts / check sums etc used for the process and performing automated tool based audit of the migrated data vis-à-vis source data.

5.4 Data Migration Audit Process

5.4.1.1 RBI is in the process of appointing a System Integrator for implementation of CHRS across the Bank. The bidder is expected to go through the control specification documents, prepared by the System Integrator to gain an understanding of the CHRS modules being implemented by the System Integrator and their data structure.

5.4.1.2 The System Integrator will migrate the source data to the Target System. The bidder is expected to study all the necessary documentation pertaining to data migration carried out by the System Integrator. The legacy data resides in the legacy applications and physical records. Some of the physical records are maintained at various regional offices of the Bank.

5.4.1.3 The Bidder is expected to conduct Data Migration Audit separately for two phases of migration of data. The data migration audit should be conducted when migrating data from legacy to UAT environment. Subsequently a second data migration audit should be conducted when migrating data from UAT / legacy systems to Production environment. The Bidder is expected to submit two separate reports for the above.

5.4.1.4 The bidder should formulate and share a data migration audit plan with the Bank, incorporating activities to be covered as a part of data migration audit. The plan should incorporate, but not be limited to, the below indicative stages:

5.4.1.5 Validate data migration planning: The bidder should understand and validate the data migration planning done by the SI, for migrating the data from Source Systems to the Target System, including but not limited to,

Data migration strategy and methodology

Data migration scope

Data migration work plan

Data testing approach


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The bidder should also analyze and validate the tools/queries/scripts used by the System Integrator for extraction, transformation and migration of data.

5.4.1.6 Configure/develop data migration audit tool: It is the bidders responsibility to deploy an automated data migration audit tool configured to suit the data audit requirements of RBI. The Bank will not incur any cost related to purchasing of the automated tool.

5.4.1.7 Understand and Validate Data mapping: The bidder is expected to understand and validate the mapping of source data fields to destination data fields defined by the System Integrator. The bidder should also validate the method used to create any fresh data fed into the Target System.

5.4.1.8 Validate data extraction and cleaning: The bidder is expected to understand and verify the integrity of data extracted from the Source Systems and the data cleansing rules/methodologies adopted by the System Integrator.

5.4.1.9 Validate migrated data: The bidder is expected to verify the integrity and correctness of the source data reconciled and uploaded into the Target System, identify the gaps in the data migration and provide a ‘Migration audit report’ stating the gaps identified in the data migration audit. The bidder should use an automated tool for verification of data uploaded to the Target System. The details of the proposed tool should be provided in ANX1_Audit_Tools_Methodology_and_Approach.

5.4.1.10 Perform recurring gap analysis: The bidder is expected to work with the System Integrator to perform a recurring gap analysis and ensure that all the gaps/discrepancies identified in the ‘Migration Audit Report’ are rectified by the System Integrator. The gap analysis may require to be repeated until all errors identified are closed. The bidder is expected to provide a ‘Final Compliance Report’ to certify the quality of data, efficiency of data migration process, and stability of the data environment.

5.4.1.11 Validation of Existing Data archival: The bidder is expected to provide reasonable assurance for the efficiency of archival of the existing data, related to the migrated data, at the Data Centre of the Bank.

5.4.1.12 The bidder is expected to audit the data migration carried out by the System Integrator and provide an assurance for the accuracy, integrity, conformity and completeness of the data migrated from Source Systems to the Target System.

5.4.1.13 The ‘Final Compliance Report’ submitted by the bidder should also provide assurance on the completeness and accuracy of critical data elements such as those related to the transactions and items in suspense, pending clearing entries, store and forward transactions, electronic regional offices advices, the balances at each data migration instance etc.

5.5 Deliverables and Timelines

5.5.1 Timelines

5.5.1.1 The Data Migration Audit for RBI shall be carried out in accordance with the roll out plan laid out by the System Integrator in consultation with RBI.

5.5.1.2 Data migration audit shall be performed whenever necessary during the course of the assignment.


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5.5.1.3 The Data Migration Audit shall be carried out either from Mumbai Data Centre or from Data Centre which is situated 700 kms away from Mumbai.

5.5.1.4 Based on the tentative rollout schedule mentioned below, the bidder is expected to submit a detailed ‘Data Migration Audit Plan’ to the Bank.

5.5.1.5 The roll-out milestones are as defined in the Milestones below:

Table 5-1: Implementation Rollout Milestones

Milestone Processes Date/Timeline

Milestone 1 Payroll and associated modules

October 2014

Milestone 2 All the remaining modules March 2015

The above schedule is tentative and subject to revision; the final schedule would be made available to the successful bidder by the Bank. The bidder needs to conduct data migration audit between multiple sources of data and target application across ROs. .

Apart from the detailed data migration audit plan, the bidder is expected to submit the below list of deliverables, for each of the above mentioned milestones, to RBI:

1. Migration Audit Report: The bidder is expected to verify the accuracy, integrity, conformity and completeness of data reconciled and uploaded into the Target System, identify the gaps of data migration and submit a Migration Audit report stating the gaps identified. The report should outline the discrepancies in the migrated data, auditor’s findings, business risks and suggested recommendations. In addition, the bidder is also required to submit incremental data migration reports (where applicable) during test / parallel run and go-live phase to the Bank. The Bidder is expected to submit separate Data Migration report for data migration audit held on User Acceptance Test environment and a separate report for data migration audit held when migrating data from legacy systems/ User Acceptance Test environment to Production environment.

Migration Audit Report needs to be submitted within 3 weeks of Data Migration Completion signed off by the System Integrator(for a given implementation milestone).

2. Final Compliance Report: The bidder is expected to work with the System Integrator to perform a gap analysis and assist the System Integrator (if necessary) to rectify the errors identified (and stated in a Migration Audit Report) in the data migration audit. The responsibility of rectification of any gaps identified would be of the System Integrator. The gap identification and analysis is required to be repeated until all the errors identified in the ‘Migration Audit Report’ are fixed by the System Integrator. Once all the errors/gaps identified are corrected, the bidder is expected to submit a final compliance report to the Bank to certify the quality of data and efficiency of data migration process.

The Final Compliance Report should include, but not be limited to, the following information:


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a. Review of Data Migration strategy/methodology followed by the System Integrator.

b. Review of data mapping performed by the System Integrator.

c. Review of data migration tools/scripts configured/developed by the System Integrator.

d. Review of data validation performed by the System Integrator.

e. Review of logs of data migration activity and the identified errors in accuracy, integrity, conformity and completeness of data reconciled and uploaded into the Target System and whether they have been rectified by the System Integrator.

f. Review of post data migration activities such as decommissioning of legacy data and business sign off on the same, setting up of database security parameters in the new database, performance of new database vis-à-vis migration objectives etc.

Final Compliance Report for a given implementation milestone needs to be submitted within 2 weeks of the System Integrator confirming that gaps mentioned in the ‘Migration Audit Report’ have been corrected.

3. Weekly Status Report: The bidder is expected to submit a weekly status report to the Bank informing about the progress of the ongoing work streams and new work streams planned to kick-off in the coming week. The status report should also provide a summary of planned timelines vs. actual timelines and wherever possible provide detailed reasons for delays or realignment of timelines.

4. Certificate of confirmation of account balances: The bidder is required to submit a Certificate of confirmation of account balances on the very day of the roll out by the System Integrator for each rollout. The format of the same would be decided by the Bank in consultation with the selected bidder.

5.5.2 Service Levels

The service levels of the data migration audit vendor shall be defined as below:

5.5.2.1 A finalized data migration master audit plan covering all the implementation milestones should be submitted by the successful bidder to the Bank within 4 weeks of appointment as the data migration auditor for CHRS at RBI.

5.5.2.2 The ‘Migration audit report’ for a given implementation milestone needs to be submitted within 3 weeks of the System Integrator confirming completion of data migration process.

5.5.2.3 ‘Final Compliance Report’ for a given implementation milestone needs to be submitted within 2 weeks of the System Integrator confirming that gaps mentioned in the ‘Migration Audit Report’ have been corrected.

5.5.2.4 The bidder is required to submit a Certificate of confirmation of account balances on the very day of the roll out by the System Integrator for each rollout. The format of the same would be decided by the Bank in consultation with the selected bidder.

5.5.2.5 The bidder is required to submit, on the very day of each rollout, a certificate regarding confirmation of entries for

a. Employee Information Database and all related information on the employee


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b. All loan accounts

c. All payroll components

d. All allowances

e. Leave data

f. Advances

g. All transitory accounts including suspense accounts

h. All budget related information (Bank level, RO level, Dept level, Central Office Dept level). Includes envisaged budget for the year, its utilization through the year etc.

5.5.2.6 The timelines mentioned above would be finalized by the Bank at a later stage, based on the detailed plan submitted by the successful bidder.


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6. Terms and Conditions

6.1 Broad Terms and Conditions

6.1.1.1 The following are the general terms and conditions proposed to be included in the Contract. RBI reserves the right to add, delete, modify or alter all or any of these terms and conditions in any manner, as deemed necessary before signing the final agreement.

6.1.1.2 The Bidder, selected for auditing data migration of CHRS, will have to enter into a contract directly with RBI. The contract will contain various terms and conditions relating to payment, penalty due to delay in performance etc. All the deliverables provided by the bidder as part of the CHRS data migration audit and agreed to by RBI, will also form a part of the contract.

6.1.1.3 The successful bidder should initiate work on the project within 7 days of receipt of letter of intent for data migration audit from the Bank.

6.1.1.4 The successful bidder at his own expense will register the contract by paying the appropriate amount of stamp duty. The first page of the contract shall be on a stamp paper of appropriate value.

6.1.1.5 The bill for the services rendered must be furnished along with the prices thereof, as per the terms and conditions contained in this document. The Bidder will undertake to ensure that the prices are reasonable and in the range of prices for similar / same services available in the market. If any irregularity is detected anytime in respect of the above, RBI will have the right to take appropriate action against the Consultant/Bidder, as deemed fit by RBI.

6.1.1.6 Payment shall be made upon the delivery of services as mentioned in the payment terms (under section 6.222).

6.1.1.7 The inability of the Bidder to provide the requirements as per the scope or to meet the deadlines as specified would be treated as breach of contract and the Penalty Clause will be invoked.

6.1.1.8 The maximum limit on the penalties during the period of contract shall be 20% of the total contract value.

6.1.1.9 The Bank may decide to extend the services of the successful bidder across other departments in the Bank. The Bank shall apply the following formula in calculating the man-month rate for future services of the Bidder across other departments. The total price submitted for this RFP would be taken into account for the below calculation. The Bank shall discuss the effort estimation with the Bidder for each assignment separately. All taxes will be applicable as per the then existing rates defined by the Government of India.

e.g. if bidder quotes INR 100.00 (exclusive of taxes) for 10 months for this RFP, then man month rate would be INR 10.00 (divide total price (exclusive of taxes) / effort in months).

This man month rate would be applicable for all future services of the Bidder.

(Estimated Man Months for the assignment * Rate per Month) plus Taxes = Commercial Bid


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6.2 Application

6.2.1.1 These conditions shall apply to the data migration audit of CHRS to be implemented in RBI.

6.2.1.2 For the purpose of the Purchase Agreement as well as for the purpose of the Tender Document, the Purchaser is:


6.3 Standards

6.3.1.1 The services and other materials including all deliverables and reports under the contract shall conform to the standards mentioned in the Technical Bid submitted by the bidder and/or agreed between RBI and the bidder, and when no applicable standard is mentioned, the services/deliverables shall be supplied under the authoritative and appropriate international standards of such services/deliverables and such standards shall be the latest issued by the concerned institution/s.

6.4 Governing Language

6.4.1.1 All correspondences and other documents pertaining to the contract shall be in English.

6.5 Applicable Law

6.5.1.1 The Contract shall be governed and interpreted in accordance with the Indian Laws.

6.6 Notices

6.6.1.1 Any notice given by one party to the other pursuant to the contract shall be sent to the other party (as per the address mentioned in the contract) in writing either by hand delivery or by registered post or by courier and shall be deemed to be complete only on obtaining acknowledgement thereof; or by telex or by facsimile or by other electronic media and in which case, the notice will be complete only on confirmation of receipt by the receiver.

6.6.1.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

6.7 Contract Amendments

6.7.1.1 Any change made in any clause of the contract which shall modify the purview of the contract within the validity and currency of the contract shall be deemed as an Amendment. Such an amendment can and will be made and be deemed legal only when the parties to the contract provide their written consent about the amendment, subsequent to which the amendment is


27

duly signed by the parties and shall be construed as a part of the contract. The details of the procedure for amendment shall be as specified in the contract.

6.8 Use of Contract Documents and Information

6.8.1.1 The successful Bidder shall not, without RBI’s prior written consent, disclose the Contract or any provision thereof, or any specification or information furnished by or on behalf of RBI in connection therewith, to any person other than a person employed by the Successful Bidder in the performance of the Contract. Disclosure to any such employed person shall be made in confidence against Non-disclosure agreements completed prior to disclosure and disclosure shall extend only so far, as may be necessary for the purposes of such performance.

6.8.1.2 Any document, other than the Contract itself, shall remain the property of RBI and all copies thereof shall be returned to RBI on termination of the Contract.

6.8.1.3 The successful Bidder shall not, without RBI’s prior written consent, make use of any document or information as mentioned above except for the purposes of performing the Contract.

6.9 Indemnification

6.9.1.1 The successful bidder shall, at its own cost and expenses, defend and indemnify RBI against all third-party claims including those of the infringement of Intellectual Property Rights, including patent, trademark, copyright, trade secret or industrial design rights, arising from use of the Products or any part thereof in India.

6.9.1.2 The successful bidder shall expeditiously meet any such claims and shall have full rights to defend itself there from. If RBI is required to pay compensation to a third party resulting from such infringement, the successful bidder shall be fully responsible therefore, including all expenses and court and legal fees.

6.9.1.3 RBI will give notice to the successful Bidder of any such claim and shall provide reasonable assistance to the Successful Bidder in disposing of the claim.

6.9.1.4 The successful Bidder shall also be liable to indemnify RBI, at its own cost and expenses, against all losses/damages, which RBI may suffer on account of violation by the Successful Bidder of any or all national/international trade laws, norms, standards, procedures, etc.

6.10 Cancellation of Contract and Compensation

6.10.1.1 RBI reserves the right to cancel the contract of the selected bidder and recover expenditure incurred by RBI on the following circumstances:

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

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

The bidder goes into liquidation voluntarily or otherwise.

The progress regarding execution of the contract, made by the selected bidder is found to be unsatisfactory.


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If deductions on account of liquidated Damages exceeds more than 20% of the total contract price.

The selected bidder is acquired by/merged with another company within the contract duration

6.10.1.3 After the award of the contract, if the selected Bidder does not perform satisfactorily or delays execution of the contract, RBI reserves the right to get the balance contract executed by another party of its choice by giving one month’s notice for the same. In this event, the selected Bidder is bound to make good the additional expenditure, which RBI may have to incur to carry out bidding process for the execution of the balance of the contract. This clause is applicable, if for any reason, the contract is cancelled.

6.10.1.4 RBI reserves the right to recover any dues payable by the selected Bidder from any amount outstanding to the credit of the selected Bidder, including the pending bills and/or by invoking Bank Guarantee, if any, under this contract or any other contract/order. Work, Study Reports, documents, etc. prepared under this contract will become the property of the Reserve Bank of India.

6.11 Earnest Money Deposit

6.11.1.1 Bidder will submit demand draft/banker’s cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10, 00,000/- (Rupees Ten Lakh only).

6.11.1.2 The EMD of unsuccessful Bidders shall be returned within 30 days from the declaration of the disqualification of the respective Bidder. The EMD of the successful Bidder shall be returned after the successful Bidder furnishes the Performance Bank Guarantee.

6.11.1.3 Offers made without the EMD deposit will be rejected.

6.11.1.4 No interest will be paid on EMD to the bidder by the Bank

6.11.1.5 The amount of EMD would be forfeited in the following scenarios:

In case the Bidder withdraws the bid prior to validity period of the bid for any reason whatsoever;

In case the successful Bidder fails to accept and sign the contract as specified in this document for any reason whatsoever; or

In case the successful Bidder fails to provide the performance bank guarantee within 30 working days from the date of notice of award of the tender by the Bank or signing of the contract, whichever is earlier, for any reason whatsoever.

6.12 Performance Bank Guarantee

6.12.1.1 The successful Bidder shall at his own expense deposit with the

Chief General Manager-In-Charge Human Resource Management Department, Central Office, Reserve Bank of India


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20thFloor, Central Office Building, Shahid Bhagat Singh Marg, Mumbai – 400 001, Maharashtra, India

within thirty (30) working days from the date of notice of award of the tender or signing of the contract, whichever is earlier, a Performance Bank Guarantee from a scheduled commercial bank, payable on demand in terms of Annexure ANXA1_BankGuaranteeProforma.doc, for an amount equivalent to twenty percent (20%) of the contract price for the due performance and fulfillment of the contract by the Bidder.

6.12.1.2 Without prejudice to the other rights of the Purchaser under the Contract in the matter, the proceeds of the performance bank guarantee shall be payable to RBI as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract. RBI shall notify the Bidder in writing of the invocation of its right to receive such compensation, indicating the contractual obligation(s) for which the Bidder is in default.

6.12.1.3 The Performance Bank Guarantee may be discharged upon being satisfied that there has been due performance of the obligations of the Bidder under the contract. The Performance Bank Guarantee shall be valid till the end of the contract.

6.12.1.4 The performance security shall be denominated in the currency of the Contract and shall be by bank guarantee or another form acceptable to RBI.

The performance bank guarantee will be valid till the end of the contract. Failure of the successful Bidder to comply with the above requirement, or failure of the Bidder to enter into a contract within 15 working days from the formal intimation of issuing the letter of intent or within such extended period, as may be specified by the Chief General Manager-In-Charge, Human Resource Management Department, Reserve Bank of India, shall constitute sufficient grounds, among others, if any, for the annulment of the award of the tender.

6.13 Resolution of Disputes

6.13.1.1 The bids and any contract resulting there from shall be governed by and construed according to the Indian Laws.

6.13.1.2 All dispute or differences whatsoever arising between the selected Bidder and RBI out of or in relation to the construction, meaning and operation or effect of the Contract, with the selected Bidder, or breach thereof shall be settled amicably. If, however, the parties are not able to resolve any dispute or difference aforementioned amicably, after issuance of 30 days notice in writing to the other, clearly mentioning the nature of the dispute / differences, the matter would be referred to a single arbitrator, acceptable to both the parties, for initiation of arbitration proceedings and settlement of the dispute/s and difference/ strictly under the terms and conditions of the purchase contract, executed between RBI and the Bidder. In case, the decision of the sole arbitrator is not acceptable to either party, the disputes / differences shall be referred to joint arbitrators, one arbitrator to be nominated by each party and the arbitrators shall also appoint a presiding arbitrator before the commencement of the arbitration proceedings. The arbitration shall be governed by the provisions of the Rules of Arbitration of the Indian Council of Arbitration under the exclusive jurisdiction of the courts at Mumbai, India.


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6.13.1.3 The award shall be final and binding on both the parties and shall apply to the purchase contract.

6.13.1.4 Work under the Contract shall be continued by the selected bidder during the arbitration proceedings unless otherwise directed in writing by RBI unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator or of the umpire, as the case may be, is obtained and save as those which are otherwise explicitly provided in the Contract, no payment due or payable by RBI, to the bidder shall be withheld on account of the ongoing arbitration proceedings, if any, unless it is the subject matter or one of the subject matters thereof.

6.13.1.5 The venue of the arbitration shall be at Mumbai, India under the exclusive jurisdiction of the courts at Mumbai, India.

6.14 Delays in the Bidder’s Performance

6.14.1.1 The Bidder should strictly adhere to the implementation schedule, as specified in the purchase contract, executed between the Parties for performance of the obligations, arising out of the purchase contract and any delay in completion of the obligations by the Bidder will enable RBI to resort to any or both of the following actions:

Claiming Liquidated Damages

Termination of the purchase agreement fully or partly and claim liquidated damages.

6.15 Liquidated Damages

6.15.1.1 The liquidated damages is an estimate of the loss or damage that RBI may have suffered due to delay in performance or non-performance of any or all the obligations (under the terms and conditions of the purchase contract), by the Bidder and the bidder shall be liable to pay RBI a fixed amount for each day of delay / non-performance of the obligations by way of liquidated damages, details of which will be specified in the purchase contract. Without any prejudice to RBI’s other rights under the law, RBI shall recover the liquidated damages, if any, accruing to RBI, as above, from any amount payable to the bidder either as per the purchase contract, executed between the parties or under any other purchase agreement/ contract, RBI may have executed / shall be executing with the bidder.

6.15.1.2 Liquidated Damages is not applicable for reasons attributable to RBI and Force Majeure. However, it is the responsibility/ onus of the bidder to prove that the delay is attributed to RBI and Force Majeure. The bidder shall submit the proof authenticated by the bidder and Bank’s official that the delay is attributed to RBI and Force Majeure along with the bills requesting payment

6.16 Force Majeure

6.16.1.1 The Bidder or RBI shall not be responsible for delays or non-performance of any or all contractual obligations, caused by war, revolution, insurrection, civil commotion, riots, mobilizations, strikes, blockade, acts of God, Plague or other epidemics, fire, flood, obstructions of navigation by ice of Port of dispatch, acts of government or public enemy or


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any other event beyond the control of either party, which directly, materially and adversely affect the performance of any or all such contractual obligations.

6.16.1.2 If a Force Majeure situation arises, the Bidder shall promptly notify RBI in writing of such conditions and any change thereof. Unless otherwise directed by the Purchaser in writing, the Bidder shall continue to perform his obligations under the contract as far as possible, and shall seek all means for performance of all other obligations, not prevented by the Force Majeure event.

6.17 Ancillary Services

6.17.1.1 The bidder shall provide any additional necessary services required for facilitating the satisfactory delivery of the promised deliverables.

6.18 Audits

6.18.1.1 RBI can conduct any third party inspection/ audit for any phase. The bidder must make all necessary changes as mentioned by the results of these audits.

6.18.1.2 RBI will incur the cost of appointment of a third party for audit. Only after the successful completion of the third party audits, will the Bidder be allowed to proceed to the next phase.

6.19 Prices

6.19.1.1 The price charged by the bidder for the services performed for the data migration audit of CHRS Project shall not vary from the contracted prices.

6.19.1.2 No adjustment of the contract price shall be made on account of variation of costs of labour and materials or any other cost component affecting the total cost in fulfilling the obligations under the contract. The Contract price shall be the only payment, payable by the Purchaser to the bidder for completion of the contractual obligations by the bidder under the Contract, subject to the terms of payment specified in the Contract.

6.19.1.3 The price would be inclusive of all applicable taxes under the Indian law.

6.19.1.4 The prices, once offered, must remain firm and must not be subject to escalation for any reason within the period of validity. The entire benefits/advantages, arising out of fall in prices, taxes, duties or any other reason, must be passed on to RBI.

6.20 Taxes and Duties

6.20.1.1 The bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed within and outside India.

6.20.1.2 The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure ANX9_CommercialBidForm.doc. However the tax details should be provided separately in ANX11_Commercial BOM.xls.

6.20.1.3 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess (collectively referred to as “Taxes”) that may be


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levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (“TDS”), as applicable. The Bidder will need to provide the details for the tax rates as considered in the pricing. RBI shall pay each undisputed invoice raised in accordance with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement. The Bank will not pay for any new taxes introduced by the Government of India, post the finalization of the contract of this RFP.

6.21 Non Negotiability on RFP

6.21.1.1 RBI is not responsible for any assumptions or judgments made by the Bidders for arriving at any type of costing. RBI at all times will benchmark the performance of the Bidder to the RFP documents circulated to the Bidders and the expected service levels as mentioned in these documents. In the event of any deviations from the requirements of these documents, the Bidder must make good the same at no extra costs to RBI, in order to achieve the desired service levels as well as meeting the requirements of these documents.

6.21.1.2 All terms and conditions, payments schedules, time frame for project execution, expected service levels as per this Tender will remain unchanged unless explicitly communicated by RBI in writing to the Bidder. The Bidder shall at no point be entitled to excuse themselves from any claims by RBI whatsoever for their deviations in conforming to the terms and conditions, payments schedules, expected service levels, time frame for project execution etc. as mentioned in this RFP.

6.22 Payment Terms The bidder will have to provide the quote as per the Annexure-ANX9_CommercialBidForm.doc

The applicable payment terms are as mentioned below:

6.22.1 Data Migration Audit Cost

6.22.1.1 No advance payment would be made to the bidder.

6.22.1.2 The bidder is required to perform the Data Migration Audit and provide sign off for the test database before CHRS is rolled out for the Bank.

6.22.1.3 The bidder must perform Data Migration Audit for each module rolled out by the System Integrator. The payment milestones would be as under:

Table 6-1 Payment Milestones

DMA Milestone Number

Milestone % payout

1 Submission and Bank sign off of “Final Compliance Report” for the Data Migration Audit conducted

10%


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DMA Milestone Number

Milestone % payout

before the First Milestone (test database)

2

Submission and Bank sign off of “Final Compliance Report” for the Data Migration Audit conducted for the first Milestone i.e. Go-Live of Payroll and associated modules

35%

3 Submission and Bank sign off of “Final Compliance Report” for the Data Migration Audit conducted before the Second Milestone (test database)

10%

4 Submission and Bank sign off of the “Final Compliance Report” for the Data Migration Audit conducted for the second phase roll out

35%

5 3 months after the last functionality rollout 10%

6.22.2 Other Payment Terms

6.22.2.1 Any delay in achievement of the milestones or deliverables may result in corresponding delay of the payment.

6.22.2.2 The Bidder recognizes that all payments to the Bidder under this RFP and subsequent agreement are linked to and dependent on successful achievement and acceptance of milestones/ deliverables/ activities set out in the Project Plan and therefore any delay in achievement of such milestones/ deliverables/ activities may automatically result in delay of such corresponding payment.

6.22.2.3 Any objection/ dispute to the amounts invoiced in the bill shall be raised by RBI within reasonable time from the date of receipt of the invoice. Upon settlement of disputes with respect to any disputed invoice(s), RBI will make payment within thirty (30) Working Days of the settlement of such disputes. 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 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 etc.

6.22.2.4 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess, (collectively referred to as “Taxes”) that may be levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (“TDS”), as applicable. The Bidder will need to provide the details for the tax rates as considered in the pricing. This will be used for subsequent tax changes. RBI shall pay each undisputed invoice raised in accordance


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with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement.

6.22.2.5 Terms of payment indicated in the Contract that will be executed between RBI and the selected Bidder will be final and binding on the Bidder and no interest will be payable by RBI on outstanding amounts under any circumstances. If there are any clauses in the Invoice contrary to the terms of the Contract, the Bidder shall give a declaration on the face of the Invoice or by a separate letter explicitly stating as follows “Clauses, if any contained in the Invoice which are contrary to the terms contained in the Contract will not hold good against RBI and that the Invoice would be governed by the terms contained in the Contract concluded between RBI and the Bidder”. Bidder should ensure that the project should not suffer for this reason.

6.22.2.6 The Bidders should note that the contract entered with the successful Bidder will hold valid till the completion of full CHRS rollout. However, RBI will have the right, in its sole discretion to renegotiate the prices/ terms and conditions at the end of the contract period.


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7. Evaluation Process

7.1 Objective of Evaluation Process

The objective of the evaluation process is to evaluate the bids to select a capable and best fit vendor at a competitive price. The evaluation by RBI will be undertaken by a Committee formed by Bank which would have Bank officials (internal as well as external experts) and Consultants. The decision of the committee shall be considered final.

For the purpose of the evaluation and selection of bidder for the data migration audit, a two-stage bidding process will be followed. The Bidder has to submit (1) Technical Bid and (2) Commercial Bids separately on the same day before the stipulated time (two separate sets of hard and soft copies each for Technical and Commercial bids).

The ‘Technical Bid’ will contain the exhaustive and comprehensive technical details, whereas the ‘Commercial Bid’ will contain the pricing information. The Technical Bid shall NOT contain any pricing or commercial information at all and if the Technical Bid contains any price related information, then that Technical Bid would be disqualified and would NOT be processed further.

If the bidder does not comply with the eligibility criteria mentioned in the RFP as mentioned in Section 4 of this RFP, the Bank will not evaluate the technical bid and commercial bid.

In the first stage, only the ‘Technical Bids’ will be evaluated and technical score would be arrived at. The Bidder scoring the highest technical score will be ranked as T1. Bidders who do not achieve the cut‐off on any of the bidding parameters or the overall cut‐off score will be disqualified from the bidding process

In the second stage, the Commercial Bids of only those bidders shall be evaluated who have qualified in the technical evaluation. The remaining commercial bids, if any, shall not be opened.

While the technical score carries a weight of 60 percent, the commercial score carries a weight of 40 percent.

The Techno-Commercial scores (60:40) will be arrived at for each Bidder and the Bidder with the highest score will be declared as the successful Bidder. Post selection of the Bidder the Bank shall return the EMD to the unsuccessful Bidders within 30 days of formal declaration of results.

Bank may call for any clarifications/additional particulars required, if any, on the technical/ commercial bids submitted by the bidders. The bidder has to submit the clarifications/ additional particulars in writing within the specified date and time. The bidder’s offer may be disqualified, if the clarifications/ additional particulars sought by the Bank are not submitted within the specified date and time.

Bank reserves the right to call for presentations etc., from the bidders based on the technical bids submitted by them. RBI also reserves the right to enquire with references provided by the


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bidders regarding previous engagements undertaken by the bidder. Based upon the final technical scoring, the eligible bidders shall be short listed for final commercial bidding.

7.2 Technical Bid Evaluation Process

The scoring methodology for technical bid components is explained in the following paragraphs of this section. The proposal submitted by the Bidders shall be evaluated on the following parameters:


Approach and Methodology (A&M)

Presentation (PT)

Scores for the above individual parameters shall be added to determine the technical scores of the bidders. The bidder with the highest technical score shall be ranked as T1 and shall be considered as Thigh for the techno-commercial score.

7.3 Scoring Methodology for Past Experience and Team Competence

7.3.1.1 The bidder’s past experience and team competence would be evaluated as below:

Table 7-1 Past Experience and Team Competence


S.N. Parameter Marks

1

Past Experience in conducting data migration audit (such as Enterprise Resource Planning or Core Banking Solution or HRMS) (completed assignments only) in a Public Sector Undertaking/ Public Sector Bank/ Large Government Department in India of at least 2000 employees OR




2

Past Experience in conducting data migration audit (such as ERP, CBS, HRMS or enterprise application) (completed assignments only) in a Private Sector entity in India having a minimum turnover of Rs. 400 Crore as of 30th June 2014 (India or Global Experience) with a minimum employee strength of 2000 employees




Please note that a bidder can propose a combination of the above past experience parameters to obtain the score for PE.


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7.3.1.2 The score obtained by the bidder for Past Experience shall be considered as PE for evaluation as explained in Section 7.6.1.1

7.3.1.3 The Bidder should provide Acknowledgement Letter on the customer’s letterhead indicating the past experience details including details of Scope of work, region coverage, number of branches, name of the product and details of modules for which the data migration/data migration audit was conducted for the evaluation as given in the table above.

7.3.1.4 The bidder must propose a detailed team composition for the audit of the defined scope in ANX1_Audit_Tools_Methodology_and_Approach.doc.

7.3.1.5 If the bidder does not comply with the eligibility criteria mentioned in the RFP, the Bank will not evaluate the technical bid and commercial bid.

7.4 Scoring Methodology for Approach & Methodology

7.4.1 Overview

The Bidder is required to articulate methodology and approach proposed for the assignment. Evaluation would be based on the following but not limited to:

Audit tools to be deployed

Data Migration Audit methodology

Project Management Methodology

Detailed Project Management Plan covering each of the activities and proposed timelines as per the rollout/implementation details provided in this document.

7.5 Scoring Methodology for Presentation

7.5.1 Overview

7.5.1.1 The Bidder is required to make a presentation relating to the services offered in response to RFP to the Committee formed by the Bank which would have Bank officials (internal as well as external experts) and Consultants

7.5.1.2 The presentation should include, but not limited to:

1. Company overview 2. Value Addition for the Bank (if selected as the successful bidder) 3. Team Composition & Commitment of Bidder to the project (if selected) 4. Approach & Methodology, Project Management plan& any other point which Bidder

wishes to highlight during the presentation

7.5.1.3 During the presentation, RBI may seek explanations on various technical and other requirements and may also conduct a reference check for the experience credentials submitted by the bidder.

7.5.1.4 RBI at its discretion may reject the proposal of the bidder without giving any reason whatsoever, if in RBI’s opinion, the bidder could not present or demonstrate the data migration audit capability as described in the proposal.


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7.5.1.5 The presentation duration and timeline would be notified by the Bank at a later stage.

7.6 Consolidated Score in Technical Bid Evaluation

7.6.1.1 The Consolidated Technical Bid Evaluation Score (T) would be a composite of the following scores:

Table 7-2: Consolidated Score in Technical Bid

Scoring Parameter Maximum Score Minimum Score for

Technical Qualification

Past Experience (PE) 1000 500

Approach & Methodology (A&M) 700 525

Presentation (PT) 800 600

Total 2500 1625

PE and PT denote the percentage scores obtained by each bidder in the corresponding sections

7.6.1.2 The final Technical Evaluation Score shall be calculated as following:

T = PE + PT

The bidder with the highest technical score shall be declared as T1.

7.6.1.3 The technical scores of the qualifying bidders shall be disclosed to all the bidders.

7.7 Disqualification Parameters in Technical Bid Evaluation

7.7.1.1 The bidders are required to obtain a minimum score in each of the sections listed above as specified in Table 7-2 .

7.8 Commercial Bid Evaluation

7.8.1.1 Commercial bids of only those bidders who qualify the technical evaluation shall be opened. Commercial bids of the other bidders shall not be opened and their Earnest Money Deposit shall be returned

7.8.1.2 The bidders will have to submit the Commercial bid in the attached format - Annexure “ANX9_CommercialBidForm.doc”. The bidder is expected to submit the Commercial bid inclusive of the applicable taxes.


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7.8.1.3 The technical scores of the bidders who qualify technical evaluation shall be disclosed to the qualified bidders.

7.8.1.4 The Technically Qualified bidder with the lowest Commercial Bid after scrutiny would be declared as CLOW.

7.8.1.5 The techno-commercial score of each bidder shall be calculated as follows:

Total Score = (CLOW / C)*0.4 + (T / THIGH)*0.6

Here C and T are the commercial and technical scores of the respective bidders.

7.8.1.6 In case of a tie of Total Score between two or more Bidders, the Bid with higher technical score would be chosen as the successful bidder.

7.8.1.7 Bidder with highest Total Score mentioned at 7.8.1.5 would be the successful bidder and RBI will notify the name of the Successful Bidder.

7.8.1.8 Commercial bid valuation shall be considered as below in case of any kind of discrepancy:

1. If there is a discrepancy between words and figures, the amount in words shall prevail 2. If there is a discrepancy between percentage and amount, the amount calculated as per

the stipulated percentage basis shall prevail 3. If there is discrepancy between unit price and total price, the unit price shall prevail 4. If there is a discrepancy in the total, the correct total shall be arrived at by Bank

7.8.1.9 In case the bidder does not accept the correction of the errors as stated above, the bid shall be rejected.


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8. Two Stage Bidding Process

8.1 Instructions for Tender Submission

8.1.1.1 Bidders are permitted to submit only one Technical Bid and relevant Commercial Bid. More than one Technical and Commercial Bid should not be submitted. The Technical and Commercial bids should be put in separate covers and all such covers shall be put in one single cover and delivered at the address mentioned in Section 6.2.1.2. The bidder must submit 2 copies of their responses for each phase, i.e., technical and commercial phase

8.1.1.2 The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure –ANX9_CommercialBidForm.doc

8.1.1.3 The cost of bidding and submission of the bids is entirely the responsibility of the bidders, regardless of the conduct or outcome of the tendering process.

8.1.1.4 Bids, in sealed covers, as per the instructions to bidders should be delivered as mentioned in the Bid schedule. Bids may be sent by registered post or by hand delivery, so as to be received at the address given above in the Bid schedule.

8.1.1.5 Receipt of the bids shall be closed as mentioned in the bid schedule. Bids received after the scheduled closing time will not be accepted by RBI under any circumstances. Bank will not accept bids delivered late for any reason whatsoever including any delay in the postal service, courier service or delayed bids sent by any other means.

8.1.1.6 The technical bids will be opened as mentioned in bid schedule.

8.1.1.7 The bidders or their authorized representatives must be present at the time of the opening of the technical bid. Only two persons per bidder will be allowed to be present at the time of the opening the technical bids. No bid shall be rejected at bid opening stage, except for bids received late.

8.2 General Guidelines

8.2.1.1 The offers should be made strictly as per the formats specified.

8.2.1.2 A declaration may be given by the bidder stating that "No relative of the bidders is working in the Reserve Bank of India". If anyone working in the RBI is related to the bidders, the name, designation and the department where the person is posted may be given. Please provide the same in the annexure ANX5_ConfirmationOfEligibility.doc

8.2.1.3 The bid should contain no interlineations, erasures or over-writings except as necessary to correct errors made by the bidder. In such cases, the person/s signing the bid should initial such corrections.

8.2.1.4 The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder’s risk and may result in rejection of the bid.

8.2.1.5 No rows or columns of the tender should be left blank. Offers with insufficient information and Offers which do not strictly comply with the stipulations given above, are liable for rejection.


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8.2.1.6 Bank may at its discretion abandon the process of the selection of Bidder any time before notification of award.

8.2.1.7 All information (bid forms or any other information) to be submitted by the bidders may be submitted as a softcopy also in MS – Word format in a CD and should be kept in the respective sealed covers. The soft copy submission should be an exact replica of the hard copy submission and should include scanned copy of all the relevant documents including signatures/company seal wherever present on the hard copy. The bidders may note that no information is to be furnished to RBI through e-mail except when specifically requested and such queries are to be confirmed in writing.

8.2.1.8 RBI reserves the right to advance or post-pone the pre-bid conference date. However, bidders will be informed of the date of pre-bid conference in advance to submit their queries to RBI seeking clarification.

8.2.1.9 The bidders or their authorized representatives must be present at the time of the opening of the technical bid. Only two persons per bidder will be allowed to be present at the time of the opening the technical bids. No bid shall be rejected at bid opening stage, except for bids received late. The bid of the respective bidder shall not be opened if bidder’s representative(s) is/are not present for the same.

8.3 Clarification on the Tender Document

8.3.1.1 For any clarification with respect to this RFP, the bidder may send an email to [email protected] format to be used for seeking clarification is mentioned in Annexure “ANX10_PreBidQueryFormat.doc”.It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, must be in writing only and should be to the designated email id as stated earlier.

8.3.1.2 Written requests for clarification may be submitted to RBI at least 2 days prior to Pre-bid meeting and clarifications for such queries shall be provided by RBI or its representative in the pre-bid meeting.

8.3.1.3 The Pre Bid Query Form should preferably be emailed to RBI or provided by softcopy – in either event hardcopy confirmations are to be submitted in the beginning of pre bid meeting.

8.3.1.4 Bidders should provide their email address in their queries without fail since replies from Bank will be by emails only.

8.3.1.5 Responses to queries and clarifications shall be placed in Bank’s website (www.rbi.org.in).

8.4 Amendments to Tender Document

8.4.1.1 Amendments to the Tender Document may be issued by RBI for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, prior to the deadline for the submission of bids, which will be placed on the RBI website.

8.4.1.2 The amendments so placed on RBI’s website will be binding on all the Bidders. From the date of issue, amendments to Terms and Conditions shall be deemed to form an integral part of the RFP. Further, in order to provide prospective Bidders reasonable time to take the amendment

mailto:[email protected]



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into account in preparing their bid, RBI may at its discretion extend the deadline for submission of bids.

8.5 Language of Bids

8.5.1.1 All bids and supporting documentation shall be submitted in English.

8.6 Period of Bid Validity

8.6.1.1 The Bids will be treated as valid for a period of 180 days from the closing date for submission of the bid

8.7 Format and Signing of Bid

8.7.1.1 The bid should be signed by the bidder or any person duly authorized to bind the bidder to the contract. The signatory should give a declaration and through authenticated documentary evidence establish that he/she is empowered to sign the tender documents and bind the bidder. All pages of the tender documents except brochures if any are to be signed by the authorized signatory.

8.7.1.2 Forms with respective bids must be submitted and signed by the authorized signatory. Unsigned bids would entail rejection of the bid.

8.8 Correction of Errors

8.8.1.1 Arithmetic errors in bids will be treated as follows:

Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and

Where there is a discrepancy between the phase-wise quoted amounts and the total quoted amount, the phase-wise rate will govern.

The amount stated in the tender form shall be considered as binding, unless it causes the overall tender price to rise, in which case the bid amount mentioned in theANX9_CommercialBidForm.doc shall govern.

8.9 Acceptance or Rejection of Bid

8.9.1.1 RBI reserves the right not to accept any bid, or to accept or reject a particular bid at its sole discretion without assigning any reason whatsoever.

8.10 Duration and Condition of Engagement

8.10.1.1 Reserve Bank of India shall engage and appoint the successful Bidder till the completion of full CHRS rollout to provide services as detailed in Section 5of this document and in consideration of remuneration payable by Reserve Bank of India to the bidder


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8.10.1.2 RBI will reserve the right to terminate the services of the bidder at any point of the Project without assigning any reasons. In such case payment would be made commensurate with the last completed phase.

8.10.1.3 Information collected or provided to the bidder would be confidential and shall not be used by him for any other purpose. The work/study carried out by the bidder would be the sole property of RBI

8.10.1.4 At no point should bidder use the name of RBI without prior written permission to advertise itself.

8.10.1.5 It is the bidder’s responsibility to deploy an automated data migration audit tool configured to suit the data audit requirements of RBI. The Bank will not incur any cost related to purchasing of the automated tool.

8.10.1.6 It is the responsibility of the Bidder to identify the hardware requirement for deploying the data migration audit tool. RBI will provide the required hardware and physical space (for hardware).

8.11 General Terms and Conditions

8.11.1.1 The term of this Bidder assignment is till the completion of CHRS rollout by the System Integrator from the date of acceptance of appointment order.

8.11.1.2 Adherence to terms and conditions: The bidders who wish to submit responses to this RFP should note that they should abide by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the respondents, such responses will be disqualified and will not be considered for the selection process.

8.11.1.3 DISCLAIMER : RBI and/or its officers, employees disclaim all liability from any loss or damage, whether foreseeable or not, suffered by any bidder/person acting on or refraining from acting because of any information including statements, information, forecasts, estimates or projections contained in this document or conduct ancillary to it whether or not the loss or damage arises in connection with any omission, negligence, default, lack of care or misrepresentation on the part of Bank and/or any of its officers, employees.

8.12 Other Terms and Conditions

Reserve Bank of India reserves the right to:

8.12.1.1 Reject any and all responses received in response to the RFP without assigning any reason whatsoever

8.12.1.2 Cancel the RFP/Tender at any stage, without assigning any reason whatsoever

8.12.1.3 Waive or Change any formalities, irregularities, or inconsistencies in this proposal (format and delivery). Such a change/waiver would be duly and publicly notified on RBI's website before the closure of the bid date

8.12.1.4 Extend the time for submission of all proposals and such an extension would be duly and publicly notified on RBI's website


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8.12.1.5 Share the information/ clarifications provided in response to RFP by any bidder, with all other bidder(s) /others, in the same form as clarified to the bidder raising the query.

8.12.1.6 The key persons identified by the bidder for the project should carry out their activities from the premises of Reserve Bank of India, Mumbai

8.12.1.7 The clarifications, if any, required by the bidder should be informed in writing, in advance to the address given above. Such clarifications can be asked up to the last date for submission of bids. If RBI in its absolute discretion deems that the originator of the clarification will gain any advantage by a response to a question, then Bank reserves the right to communicate such query and response to all respondents of the RFP. The bidder appointed under the RFP cannot participate/ bid for providing services/ products under the CHRS implementation post its appointment.

8.12.1.8 Substitution of Project Team Members: During the assignment, the substitution of key staff such as Project Manager, Team Leader etc identified for the assignment will not be allowed unless such substitution becomes unavoidable to overcome the undue delay or that such changes are critical to meet the obligation. In such circumstances, the bidder can do so only with the concurrence of RBI by providing other staff of same level of qualifications and expertise. However, RBI reserves the right to insist the bidder to replace any team member with another (with the qualifications and expertise as required by RBI) during the course of assignment.

8.12.1.9 Professionalism: The bidder should provide professional, objective and impartial services at all times and hold RBI’s interests paramount and should observe the highest standard of ethics while executing the assignment.

8.12.1.10 Adherence to Standards: The bidder should adhere to laws of land and ‘rules, regulations and guidelines’ prescribed by various regulatory, statutory and Government authorities.

8.12.1.11 No legal binding relationship: It may be noted that no binding legal relationship will exist between any of the Respondents of this RFP and RBI, until execution of a contractual agreement.

8.12.1.12 RBI reserves the right to conduct an audit/ongoing audit of the services provided by the bidder.

8.12.1.13 RBI reserves the right to ascertain information from the banks and other institutions to which the bidders have rendered their services for execution of similar projects.

8.12.1.14 The bidders, who involve in any form of lobbying/ influencing/ canvassing etc., in selection process will be disqualified.

8.13 Expenses incurred by successful bidder on the project

8.13.1.1 Expenses: It may be noted that the project office from where the project shall be managed and implemented shall be established in Mumbai. RBI will not pay any amount /expenses /charges /fees /travelling expense /boarding expenses /lodging expenses /conveyance expenses /out of pocket expenses other than the “Agreed Professional Fee”.


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8.14 Evaluation and Comparison of Bids

8.14.1.1 Only bids from Bidders meeting the defined requirements and submitting complete and responsive bids will be processed to the stage of being fully evaluated and compared. The evaluation criteria shall be based on the requirements, stated elsewhere in this document.

8.15 Notification of Award

8.15.1.1 The acceptance of a tender, subject to contract, will be communicated in writing at the address supplied by the Bidder in the tender response. Any change of address of the Bidder, should therefore be promptly notified to


8.16 Authorized Signatory for signing the contract

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

8.17 Signing of Contract

8.17.1.1 The Bidder shall be required to enter into a contract with Reserve Bank of India, within 15 days of the award of the tender or within such extended period as decided by the Bank.

8.18 Right to Reject Bids

8.18.1.1 RBI reserves the absolute right to reject the response/proposal if it is not in accordance with its requirements and no correspondence will be entertained by RBI in the matter. The bid is liable to be rejected if,

It is not in conformity with the instructions mentioned in this tender document.

If it is not strictly as per prescribed form and format

It is not properly/duly signed.

It is received through Fax, Telex or Telegram.

It is received after expiry of the due date and time

It is incomplete including non-furnishing the required documents.


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It is evasive or contains incorrect information.

There is canvassing of any kind.

It is submitted anywhere other than the address provided in section 6.2.1.2.

8.19 Vicarious Liability

8.19.1.1 The Bidder shall be the principal employer of the employees, agents, contractors, subcontractors etc., engaged by the Bidder and shall be vicariously liable for all the acts, deeds or things, whether the same is within the scope of power or outside the scope of power, vested under the contract. No right of any employment shall accrue or arise, by virtue of engagement of employees, agents, contractors, subcontractors etc., by the Bidder, for any assignment under the contract. All remuneration, claims, wages dues etc., of such employees, agents, contractors, subcontractors etc., of the Bidder shall be paid by the Bidder alone and RBI shall not have any direct or indirect liability or obligation, to pay any charges, claims or wages of any of the Bidder’s employees, agents, contractors, subcontractors etc. The Bidder shall agree to hold RBI, its successors, assigns and administrators fully indemnified, and harmless against loss or liability, claims, actions or proceedings, if any, that may arise from whatsoever nature caused to RBI through the action of Bidder’s employees, agents, contractors, subcontractors etc.

8.20 Non Payment of Professional Fees

8.20.1.1 If any of the items/activities as mentioned in the price bid and as mentioned in ANX9_CommercialBidForm.doc are not taken up by RBI during the course of this assignment, RBI will not pay the professional fees quoted by the bidder in the Price Bid against such activity/item.

8.21 Assignment

8.21.1.1 Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the bidder, and any such attempted sale, lease, assignment or otherwise transfer shall be void and of no effect without the advance written consent of RBI.

8.22 Non-Solicitation

8.22.1.1 The bidder, during the term of the contract and for a period of two years thereafter shall not without the express written consent of RBI, directly or indirectly:

Recruit, hire, appoint or engage or attempt to recruit, hire, appoint or engage or discuss employment with or otherwise utilize the services of any person who has been an employee or associate or engaged in any capacity, by RBI in rendering services under the contract; or

Induce any person who is/was an employee or associate of RBI at any time to terminate his/ her relationship with RBI.


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8.23 No Employer-Employee Relationship

8.23.1.1 The bidder or any of its holding/subsidiary/joint-venture/ affiliate / group / client companies or any of their employees / officers / staff / personnel / representatives/ agents shall not, under any circumstances, be deemed to have any employer-employee relationship with RBI or any of its employees/officers/ staff/representatives/ personnel/agents.

8.24 Subcontracting

8.24.1.1 The bidder shall not subcontract or permit anyone other than its personnel and the parties enlisted in the response to perform any of the work, service or other performance required of the bidder under the contract without the prior written consent of RBI.


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9. Proposal Response

9.1.1.1 The response is expected in two separate envelopes; one containing the Technical Bid and the other containing the Commercial Bid. The bidder should submit two copies of Technical and Commercial bids.

9.1.1.2 The Technical Bid envelope should be labeled as:

“TECHNICAL BID for Reserve Bank of India’s COMPREHENSIVE HUMAN RESOURCE MANAGEMENT SYSTEM DATA MIGRATION AUDIT” SUBMITTED BY M/s….. ON…..AT MUMBAI, DUE DATE ________” on top of the sub-envelope containing the technical bid. The technical bid envelope must contain one original and one copy of the entire technical bid.

9.1.1.3 The Commercial Bid envelope should be labeled as:

“COMMERCIAL BID for Reserve Bank of India’s COMPREHENSIVE HUMAN RESOURCE MANAGEMENT SYSTEM DATA MIGRATION AUDIT” SUBMITTED BY M/s….. ON…..AT MUMBAI, DUE DATE _______” on top of the sub-envelope containing commercial bid. The commercial bid envelope must contain one original and one copy of the entire commercial bid.

9.1.1.4 One of the two envelopes of the Technical as well as Commercial bids should be labeled as “Original Copy” while the other should be labeled “Duplicate Copy”.

9.1.1.5 The envelope labeled “Original Copy”, along with the technical proposal, shall also contain:

CD with the soft copy of the technical bid and annexure. The soft copies should be MS Word documents in MS Word 2007 format.

Demand Draft for Earnest Money Deposit.

9.1.1.6 These two separate sealed sub-envelopes should be put together in another sealed master envelope labeled” BID for RBI’s COMPREHENSIVE HUMAN RESOURCE MANAGEMENT SYSTEM DATA MIGRATION AUDIT PROJECT” TENDER REFERENCE NO……. SUBMITTED BY ….. ON.….. AT MUMBAI, DUE DATE ________”.

9.1.1.7 The Technical Bid shall contain the technical proposal to the requirement of RBI as specified in Annexure ANX8_TechnicalBidForm.doc along with all the annexure documents mentioned below:


ANX1_Audit_Tools_Methodology_and_Approach.doc

ANX2_ConformityOfSoftCopy.doc


ANX4_ConfirmationToDeliver.doc.

ANX5_ConfirmationofEligibility.doc

ANX6_AuditedFinancialStatements.doc

ANX7_SubmissionCheckList.doc

ANX8_TechnicalBidForm.doc


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ANX12_ComplianceStatement.doc

Earnest Money Deposit

9.1.1.8 The Commercial Bid shall be submitted as per Annexure ANX9_CommercialBidForm.doc and should also include ANX11_Commercial BOM.xls.

9.1.1.9 The Commercial Bid in ANX9_CommercialBidForm.doc should include professional fees and applicable taxes only.

9.1.1.10 The pages of all hard copies of the technical and commercial proposals should be properly numbered, each page signed and stamped. The technical proposal should be bound in such a way that the sections of the proposal could be removed and separated easily.

9.1.1.11 Please note that if any envelope is found to contain technical and commercial offer in a single envelope or commercials are provided along with the technical response, then that offer will be rejected outright.

9.1.1.12 The Bidder should certify that the contents of the CD’s are the same as that provided by way of hard copy as per letter format given in Annexure “ANX2_ConformityOfSoftCopy.doc”. In case of any discrepancy, the hard copy shall supersede the soft copy.

9.1.1.13 The bidder should confirm that the bidder fulfils the eligibility criteria mentioned in the Section 4.1.1.1 and should submit this confirmation as per the format given in Annexure “ANX5_ConfirmationOfEligibility.doc”

9.1.1.14 The bidder should confirm that they accept all the terms and conditions mentioned in the RFP and provide the confirmation as per the format given in ANX3_ConfirmationOfTermsAndConditions.doc

9.1.1.15 All the pages of the proposal including annexure, appendices and documentary proofs should be numbered and be signed by the authorized signatory.

9.1.1.16 The proposal should be prepared in English in MS Word format. The email address and phone / fax numbers of the bidder shall also be indicated on sealed envelopes.

9.1.1.17 Bidder will submit demand draft/banker’s cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10,00,000/- (Rupees Ten Lakh only). The RFP responses without accompanying the demand draft / bankers’ cheque / pay order towards EMD will be rejected.

9.1.1.18 The EMD of unsuccessful bidders shall be returned within 30 days from the declaration of the disqualification of the respective bidder. The EMD of the successful bidder shall be returned after the successful bidder furnishes the Performance Bank Guarantee. The successful bidder shall at his own expense deposit with the Chief General Manager-In-Charge, Human Resource Management Department, Central Office, Reserve Bank of India, Mumbai, Maharashtra, India within thirty (30) working days from the date of notice of award of the tender by the Bank or signing of the contract, whichever is earlier, a Performance Bank Guarantee from a scheduled commercial bank, payable on demand for an amount to twenty percent (20%) of the contract price, for the due performance and fulfilment of the contract by the Bidder.

9.1.1.19 The successful bidder shall at his own expense deposit with the Chief General Manager-In-Charge, Human Resource Management Department, Central Office, Reserve Bank of India, Mumbai, Maharashtra, India within thirty (30) working days of the signing of the contract, a


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Performance Bank Guarantee from a scheduled commercial bank, payable on demand for an amount to twenty percent (20%) of the contract price, for the due performance and fulfilment of the contract by the Bidder.

9.1.1.20 Without prejudice to the other rights of the Purchaser under the Contract in the matter, the proceeds of the Performance Bank Guarantee shall be payable to RBI as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract. RBI shall notify the Bidder in writing of the invocation of its right to receive such compensation, indicating the contractual obligation(s) for which the Bidder is in default.

9.1.1.21 The Performance Bank Guarantee may be discharged upon being satisfied that there has been due performance of the obligations of the bidder under the contract. The Performance Bank Guarantee shall be valid till the end of the contract.

9.1.1.22 The Performance Bank Guarantee shall be denominated in the currency of the Contract.

9.1.1.23 The Performance Bank Guarantee will be valid till the end of the contract Failure of the successful bidder to comply with the above requirement, or failure of the bidder to enter into a contract within 30 days or within such extended period, as may be specified by the Chief General Manager-In-Charge, Human Resource Management Department, Central Office, Reserve Bank of India, Mumbai, Maharashtra, India, shall constitute sufficient grounds, among others, if any, for the annulment of the award of the tender. The format of the Performance Bank Guarantee is present in ANXA1_BankGuaranteeProforma.

9.1.1.24 The bid envelopes must be addressed to:


9.1.1.25 Only one Submission of response to RFP by each Bidder / respondent will be permitted.

9.1.1.26 All responses including commercial and technical bids would be deemed to be irrevocable offers/proposals from the Bidder and may, if accepted by RBI, form part of the final contract between RBI and the selected Bidder. Bidder is requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses annexure “ANX4_ConfirmationToDeliver.doc”. Unsigned responses would be treated as incomplete and are liable to be rejected.

9.1.1.27 All envelopes should be securely sealed and stamped. The authorized signatories of the Bidder should initial on all pages of the technical and commercial proposals. Annexure “ANX7_SubmissionCheckList.doc” can be used as a checklist. The bid response should be submitted in 2 envelopes as suggested above.

9.1.1.28 All envelopes must be super-scribed with the Name of Bidder with contact number and email ID.

END OF DOCUMENT