Bank of Baroda Zonal Office, Jaipur

Bank of Baroda

Zonal Office, Jaipur

Confidential Page 1 of 36 Zonal Office, Jaipur

RFP Document for Onsite Scanning

Request for Proposal (RFP)

for

Selection of Vendor for carrying out

Onsite Scanning of Account Opening Application Forms (AOF)

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

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

provided by the Bank

Bank of Baroda Zonal Office,

4th Floor, Anand Bhawan, Sansar Chandra Road,

Jaipur

RFP Reference No. RZ/IT/2011/892 dated 15/03/2012

Bank of Baroda




[A] Important Dates :

1 Issuance of RFP Document by Bank from 16/03/2012

2 Last Date of Submission of Response by

Bidder

05/04/2012

3 Opening of Technical Bid 06/04/2012

[B] Important Clarifications:

Following terms are used in the document interchangeably to mean:

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

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

Document’.

3. RFP means the “Current RFP Document”

Confidentiality

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

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Section – I

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1. Introduction and Disclaimer

This Request for Proposal document (“RFP”) has been prepared solely to enable Bank of Baroda (“Bank”) in the selection of a suitable vendor for carrying out onsite scanning of Account Opening Forms and the supporting documents at Regional Back Office at Jaipur on their scanners (vendor’s) and using OmniScan, Application Software provided by the Bank. The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or other arrangement in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between Bank of Baroda and any successful bidder as identified after completion of the selection process as detailed under Section – III, Para 20. (page No.23)

2. Information Provided

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

3. For Respondent Only

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

4. Confidentiality

The RFP document is confidential and is not to be reproduced, transmitted, or made available by the Recipient to any other party. The RFP document is provided to the Recipient on the basis of the undertaking of confidentiality given by the Recipient to Bank of Baroda. Bank of Baroda may update or revise the

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RFP document or any part of it. The Recipient acknowledges that any such revised or amended document is received subject to the same terms and conditions as this original and subject to the same confidentiality undertaking. The Recipient will not disclose or discuss the contents of the RFP document with any officer, employee, consultant, director, agent, or other person associated or affiliated in any way with Bank of Baroda or any of its customers, suppliers, or agents without the prior written consent of Bank of Baroda.

5. Disclaimer

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

6. Costs Borne by Respondents

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

7. No Legal Relationship

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

8. Recipient Obligation to Inform Itself

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

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9. Evaluation of Offers

Each Recipient acknowledges and accepts that Bank of Baroda may, in its absolute discretion, apply whatever criteria it deems appropriate in the selection of organisations, not limited to those selection criteria set out in this RFP document. The RFP document will not be construed as any contract or arrangement, which may result from, the issue of this RFP document or any investigation or review carried out by a Recipient. The Recipient acknowledges by submitting its response to this RFP document that it has not relied on any information, representation, or warranty given in this RFP document.

10. Errors and Omissions

Each Recipient should notify Bank of Baroda of any error, omission, or discrepancy found in this RFP document but not later than two business days prior to the due date for lodgment of RFPs.

11. Acceptance of Terms

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

12. Lodgment of RFP Response

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

RFP Response may be received by the officials indicated below not later than 4:00 pm (Indian Time – GMT +5:30) on 5th April., 2012

Two (2) paper copies and one (1) electronic copy (Microsoft XP Word and Excel, on CD ROM) each of both Technical and Commercial proposals must be submitted to the following office : The General Manager Bank Of Baroda Zonal Office 4th Floor, Anand Bhawan Sansar Chandra Road Jaipur 302001

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Submission will be valid if: Copies of the RFP are submitted, on or before the aforementioned closing

date specified in clause 12.1.

Submission is not by Fax transmission.

Response is submitted in two separate sealed envelopes with separate marking “Technical Proposal” & “Commercial Proposal”

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

Only One Submission Permitted

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

RFP Document Vendor/Service Provider can download RFP Document from our bank’s website www.bankofbaroda.com/tenders.asp for free of charge. 12.2 Earnest Money Deposit(EMD) Earnest Money Deposit of Rs.15000/- (Fifteen thousand only) has to be submitted by way of Demand Draft/ Bankers Cheque / Pay Order drawn in favour of “Bank of Baroda” payable at Jaipur. Earnest Money Deposit will not carry any interest. The Earnest Money Deposit of unsuccessful bidder will be refunded while intimating the rejection of the bid. The earnest money deposit of successful bidder will be returned back on month after successful start of scanning work or one month after accepting the order whichever is later. Demand Draft/ Bankers Cheque / Pay Order for Earnest Money Deposit should be kept in a separate sealed envelope and to be delivered with tender response.

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The Earnest Money Deposit will be forfeited if: The bidder withdraws his tender before processing of the same. The bidder his tender after processing but before acceptance of “Letter of

appointment” to be issued by the Bank. The selected bidder withdraws his tender before furnishing Bank

Guarantee/Security Deposit as required under this tender. The bidder violates any of the provision of the terms and conditions of

this Tender specification. The earnest money deposit will be refunded for the unsuccessful bidder within -15- days from the date of issue letter to the successful bidder.

12.3 Registration of RFP

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

12.4 Late RFP Policy

RFPs lodged after the deadline for lodgment of RFPs may be registered by Bank of Baroda and may be considered and evaluated by the evaluation team at the absolute discretion of Bank of Baroda. Respondents are to provide evidence to substantiate the reasons for a late RFP submission. It should be clearly noted that Bank of Baroda has no obligation to accept or act on any reason for a late submitted response to RFP.

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

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12.5 RFP Validity Period

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

12.6. Requests for Information

All questions or queries relating to the RFP, technical or otherwise, must be in writing only and should be addressed by email to: Name : G S Nagar/ Sanjay Gupta Phone No : 0141-2337306 / 2378477 Email : [email protected] / [email protected] Bank of Baroda will not answer any communication initiated by Respondents later than five business days prior to the due date for lodgment of RFPs. However, Bank of Baroda may in its absolute discretion seek, but under no obligation to seek, additional information or material from any Respondents after the RFP closes and all such information and material provided must be taken to form part of that Respondent’s response. Respondents should invariably provide details of their email address (es) as responses to queries will only be provided to the Respondents via email. If Bank of Baroda in its absolute discretion deems that the originator of the question will gain an advantage by a response to a question, then Bank of Baroda reserves the right to communicate such response to all Respondents. Bank of Baroda may in its absolute discretion engage in discussion or negotiation with any Respondent (or simultaneously with more than one Respondent) after the RFP closes to improve or clarify any response.

13. Notification

Bank of Baroda will notify the Respondents in writing as soon as practicable, but not later than 15 days from 06.04.2012 the RFP Evaluation Complete date, about the outcome of the RFP evaluation process, including whether the Respondent’s RFP response has been accepted or rejected. Bank of Baroda is not obliged to provide any reasons for any such acceptance or rejection.

14. Disqualification

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

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15. Confidentiality : The bidder shall keep confidential any information obtained under the contract and shall not divulge the same to any other person without consent in writing by the Bank of Baroda. In case of non –compliance of the confidentiality agreement, the contract is liable to be cancelled by the Bank of Baroda. Further, Bank of Baroda shall have right to regulate Bidder staff.

16. Timeframe

The following is an indicative timeframe for the overall selection process. Bank of Baroda reserves the right to vary this timeframe at its absolute and sole discretion should the need arise. Changes to the timeframe will be relayed to the affected Respondents during the process. RFP Issuance Date March 16, 2012 RFP Response Due April 05, 2012 RFP Evaluation Complete April 21, 2012 Result Notification /Work Order release not later than April 25, 2012 Acceptance of Work Order Within two days of receipt SLA and NDA Agreement Signed Within 5 days of acceptance of Work order Contract to be signed in Jaipur 17. Requirement :

Bidder who is interested in participating in this RFP must fulfill the eligibility criteria mentioned under tender document and also in position to comply the technical specification as mentioned in Annexure – A,B,C,D,E & F. Signature: All pages of tender document and supporting documents must

be sent by the bidder.

part of above the bidder must also agree to all our terms and conditions mentioned under section I & II.

******

Bank of Baroda




Section - II 1. Bank of Baroda – the Company Bank of Baroda is one of the largest Public Sector Banks in India with 28 million accounts with about 3 to 5 million transactions per day and a Branch network of over 3500 branches in India and other 21 overseas countries. In the state of Rajasthan we have a presence of over than -400- branches. The Bank has undertaken a massive project for modernisation of its banking processes to become a national bank of international standard. To initiate this modernisation process, the Bank has conducted a Business Driven IT strategy formulation exercise assisted by Gartners. The result is an IT Strategy that is encapsulated as follows: 2. Business & IT Strategy The aim of Bank of Baroda’s IT Strategy is to conduct a Technology Enabled Business Transformation of current business processes through three key endeavors: 1. The phased deployment of core applications and supporting IT infrastructure

to enable the implementation of best-practice in : – Banking and financial services

– Corporate operations

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

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

– Outsourcing of daily IT operations

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

It is projected that the implementation of the IT Strategy will occur over a three to five year period, however initially the current implementation is planned for about 700 branches at RBO, Baroda.

Bank of Baroda




3. Bank’s Vision for Business Transformation Bank’s vision in going for a technology-enabled transformation is:

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

To become a customer - centric organization providing financial products

and services based on customer needs in all markets it operates To provide products and services in an efficient, effective and responsive

manner and on-demand through multiple channels The transformation should be rapid and visible in order to enable the Bank to reap early benefits. The strategic goals of Bank of Baroda are : The development of a customer centric business, The delivery of product through multi-channel distribution, The set up of new Lines of Business through re-organization of existing

lines of business along customer requirements, The set up of global functions by way of establishment of a corporate

center An improvement of operational effectiveness.

********

Bank of Baroda




Section - III 1. RFP: The current RFP is for selection of a vendor for carrying out onsite scanning work of Account Opening Forms and the supporting documents at RBO, Jaipur. 2. Current RFP Objectives: 2.1 Project Objective The Bank wishes to appoint a suitable vendor for carrying out onsite scanning of Account Opening Forms and the supporting documents at Regional Back Office at Jaipur on their (vendor’s) scanners by using OmniScan, Application Software provided by the Bank. Presently -220- branches are linked with RBO Jaipur for the purpose of Account Opening and in future we are planning to add/link more branches.

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

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

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

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

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2.2.1. Indicative details of services:

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

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

Unstapling of the AOF and supporting documents. Carry out onsite scanning of Account Opening Forms and the supporting

documents on their (vendor’s) scanners and using OmniScan, Application Software provided by the Bank. The Vendor will scan the documents and associate them with the respective work items using Account numbers.

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

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

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

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

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

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

All documents received by 12.00 noon have to be scanned during the day. As the workload gets increased the vendor may have to work in 2/3 shifts to complete the work. In no case the work should spillover to next day.

It is expected that on an approx 3-4 accounts will be opened by each branch and each AOF that will be scanned at RBO shall consist of, on an average, 7-8 pages of A4 size.

2.3 Deliverables Images of the AOF and supporting documents. Signature images Index of the images. Upload of images / index into the OmniDocs/Omniflow (Bank’s

Application software)

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

2.4. Confidentiality of the Data Provided. AOF provided for scanning is very sensitive in nature and vendor is not supposed to share any related data to the third party. In case of non –compliance , the contract is liable to be cancelled by the Bank of Baroda.

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

The bids shall be in two parts viz. Technical Proposal and Commercial Proposal. Two paper copies of both Technical and Commercial Proposals shall be submitted in separate sealed envelopes superscribing “TECHNICAL PROPOSAL FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.” on top of the envelope containing the technical bid and “COMMERCIAL PROPOSAL FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.” on top of the envelope containing commercial bid. The CD containing electronic copy (Microsoft XP Word and Excel) of the bids shall be submitted in separate sealed envelope superscribing “ELECTRONIC COPY OF PROPOSAL FOR ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.”. These three sealed envelopes should be put together in the sealed master envelope superscribing “PROPOSAL for ONSITE SCANNING OF ACCOUNT OPENING FORMS ETC.” The Technical Proposal will be evaluated first for technical suitability. Commercial Proposal shall be opened only for the short-listed bidders who have qualified in the Technical Proposal evaluation. The Technical Proposal shall contain the technical proposal to the requirement of the Bank along with Annexure–A, C, D and E. A copy of the Commercial Proposal masking the prices is to be submitted along with the Technical Proposal. The Commercial Proposal shall be submitted as per Annexure B. The bidder shall submit the Proposals properly filed so that the papers are not loose. The Bidder shall submit the proposal in suitable capacity of the file such that the papers do not bulge out and tear during scrutiny.

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The technical proposal shall be organized and submitted as per the following sequence: a) Table of Contents (list of documents enclosed) b) Two paper copies of Technical proposal with detailed activities broken down, effort estimate, manpower estimated to be deployed along with annexure D and annexure E c) Compliance certificate for all the terms and conditions as per Annexure-C d) All copies of certificates, documentary proofs etc. e) A CD containing soft copy of the proposal. f) Annexure A g) Masked Annexure B All the relevant pages of the proposals (except literatures, datasheets and brochures) are to be numbered and be signed by authorized signatory on behalf of the Bidder. The number should be a unique running serial no. across the entire document. The bidder has to submit a soft copy of the entire proposal in a CD. It should be noted that in case of any discrepancy in information submitted by the bidder in hard-copy and soft-copy, the hard-copy will be given precedence. However, in case of non-submission of any hard copy document, if the same is found submitted in the soft-copy, Bank reserves right to accept the same at its discretion. The Bids shall be addressed and submitted to: The General Manager Bank Of Baroda Zonal Office 4th Floor, Anand Bhawan Sansar Chandra Road Jaipur 302001 The bids (arranged as mentioned above) are to be submitted to The General Manager, Zonal Office, Jaipur, marked with the appropriate label, at the above address before the due date and time as specified in clause 12.1 of Section I. The bid submitted anywhere else is liable to be rejected.

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It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, should be addressed by email only to : Name : G S Nagar/ Sanjay Gupta Phone No : 0141-2337306 / 2378477 Email : [email protected] / [email protected] Bidders should provide their E-mail address in their queries without fail. The bidder will submit an undertaking specifying that the bidder has obtained all necessary statutory and obligatory permission to carry out project works, if any. The proposal should be prepared in English in MS Word format. The e-mail address and phone/fax numbers of the bidder should also be indicated on the sealed cover. FORMATS OF BIDS: The bidders should use the formats prescribed by the Bank in the RFP for submitting both technical and commercial bids.

2.6 General Terms and Conditions (Please also refer to Section – I) 2.6.1 Adherence to Terms and Conditions: The bidders who wish to submit responses to this RFP should note that they should abide by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the respondents, such responses may be disqualified and may not be considered for the selection process. 2.6.2 Execution of SLA/NDA: The vendor company should execute (a) a Service Level Agreement, which would include all the services and terms and conditions of the services to be extended as detailed herein and as may be prescribed by the Bank and (b) Non-disclosure Agreement. The vendor should execute the SLA and NDA within 5 days from the date of acceptance of Letter of Appointment / Work Order, and should start the work immediately after that.

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2.6.3 Other terms and conditions: 1. Bank of Baroda reserves the right to :

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

proposal format delivery • Extend the time for submission of all proposals • Select the most responsive bidder (in case no bidder satisfies the eligibility

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

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

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

whatsoever. 2. Substitution of Team Members:

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

3. Professionalism:

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

4. Adherence to Standards: The vendor should adhere to laws of land and rules,

regulations and guidelines prescribed by various regulatory, statutory and Government authorities

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

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

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

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

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

8. The bidder can not change the Project Manager during entire period of

execution of the scope unless consented in writing by the Bank. 9. The bid should contain the resource planning proposed to be deployed for

the project which includes, inter-alia, the number of personnel, skill profile of each personnel, duration etc.

10. TERMS OF PAYMENT : The Vendor’s charges will be paid in first week of month for the services rendered in the previous month for each item/activity which is described in the Commercial Proposal (Annexure B). Bank of Baroda will keep the above time frame for payment only if the Vendor submit the bill to Regional Back Office, Jaipur at every month end. Payment will be made by the Regional Back Office, Jaipur based on the bill produced for the actual no of pages scanned by the vendor in a month.

11. LIQUIDATED DAMAGES (LD): If the selected Bidder fails to complete the due performance of the contract, in terms of quality and timelines, in accordance to the specifications and conditions agreed during the final contract negotiation, the Bank reserves the right either to cancel the contract or to accept performance already made by the bidder. The Bank reserves the right to recover Liquidated Damages (LD) for non-performance to the tune of an amount equal to the one month average bill amount (average of last three months). If such a situation is encountered before the completion of three months of the contract than LD to the tune of last month’s bill will be recovered.

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LD is not applicable for reasons attributable to the Bank and Force Majeure. However, it is the responsibility of the bidder to prove that the delay is attributed to the Bank and Force Majeure. The bidder shall submit the proof authenticated by the bidder and Bank’s official that the delay is attributed to the Bank and Force Majeure along with the bills requesting payment. 12.Indemnity: The bidder shall indemnify Bank and keep indemnified against any loss or damage by executing an instrument to this effect on a Non-Judicial stamp paper that Bank may sustain on account of violation of patent, trademarks etc. by the bidder. For this purpose the selected vendor may arrange to submit a Performance Guarantee of Rs.5,00,000.00 (Rupees 5 lacs) within 7 days of receiving the work order from the Bank. 13.Authorized Signatory: The selected bidder shall indicate the authorized signatories who can discuss and correspond with the bank, with regard to the obligations under the contract. The selected bidder shall submit at the time of signing the contract, a certified copy of the extract of the resolution of their Board, authenticated by Company Secretary, authorizing an official or officials of the company or a Power of Attorney to discuss, sign agreements/contracts with the Bank. The bidder shall furnish proof of signature identification for above purposes as required by the Bank. 14. Validity Period of Contract The contract will be valid for a period of two years from the date of its execution. Bank may extend the contract further for a period not exceeding one year at the same terms and conditions. 15. Applicable Law and Jurisdiction of court: The Contract with the selected bidder shall be governed in accordance with the Laws of India for the time being enforced through arbitration process or court of Law and will be subject to the exclusive jurisdiction of Courts at Jaipur (with the exclusion of all other Courts).

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16. CANCELLATION OF CONTRACT AND COMPENSATION: The Bank reserves the right to cancel the contract of the selected bidder and recover expenditure incurred by the Bank on the following circumstances:

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

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

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

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

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

in accordance with the agreed terms and conditions.

After the award of the contract, if the selected bidder does not perform satisfactorily or delays execution of the contract, the Bank reserves the right to get the balance contract executed by another party of its choice by giving one months notice for the same. In this event, the selected bidder is bound to make good the additional expenditure, if any, which the Bank may have to incur to carry out bidding process for the execution of the balance of the contract. This clause is applicable, if for any reason, the contract is cancelled. However, if Bank gets the same executed at a lesser price than the contracted amount, the bidder has no right to claim the difference. The Bank reserves the right to recover any dues payable by the selected bidder from any amount outstanding to the credit of the selected bidder, including the pending bills and/or invoking Bank Guarantee, if any, under this contract or any other contract/order. 17.NON PAYMENT OF VENDOR CHARGES: If any of the items/activities as mentioned in the price bid and as mentioned in annexure D are not taken up by the Bank during the course of this assignment, the Bank will not pay the charges quoted by the vendor in the Price Bid against such activity/item.

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18.ASSIGNMENT: Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the vendor, and any such attempted sale, lease, assignment or otherwise transfer shall be void and of no effect without the advance written consent of the Bank. 19. Subcontracting: The vendor shall not subcontract or permit anyone other than its personnel to perform any of the work, service or other performance required of the vendor under the contract without the prior written consent of the Bank.

20. Vendor Selection/Evaluation Process:

The evaluation/selection process will be done with combination of technical competence and commercial aspects as detailed here below. A maximum of 100 marks will be allocated for the technical bid. The evaluation of functional and technical capabilities of the bidders of this RFP will be completed first as per the following guidelines. The technical proposals only will be subjected for evaluation at this stage. The bidders scoring less than 80 marks (cut-off score) out of 100 marks in the technical evaluation shall not be considered for selection process. Once the evaluation of technical proposals is completed, the bidders who score more than the prescribed cut-off score will only be short listed. In case, none of the participating bidders qualify on technical criteria and reach or exceed the cut-off score of 80, then the Bank, at its sole discretion, may qualify two bidders on the basis of the top 2 scores. The commercial proposals of technically short listed bidders will then be opened. The evaluation of technical proposals, among other things, will be based on the following:

1. Methodology/Approach proposed for accomplishing the proposed project.

2. Professional qualifications and experience of the key staff proposed/ identified for this assignment.

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

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Various stages of technical evaluation are presented below :

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

At the sole discretion and determination of the Bank, the Bank may add any other relevant criteria for evaluating the proposals received in response to this RFP. Bank may, at its sole discretion, decide to seek more information from the respondents in order to normalize the bids. However, respondents will be notified separately, if such normalization exercise as part of the technical evaluation is resorted to.

2.7 Commercial Bid Evaluation Criteria

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

Based on the technical evaluation criteria, each bidder will be given certain marks. Only those bidders scoring 80% (80 marks out of 100) or above in the technical evaluation will be short-listed for commercial evaluation. In case none of the participant bidders scores more than 80% marks in the Technical Evaluation, the commercial bid of only top 2 bidders on the basis of technical evaluation will be opened and the one having the “least price” will be invited for further negotiation of the contract. The range given in column no. 2 (of Commercial Bid Format) refers to the work load of scanning in terms of number of pages scanned per month. The price to be quoted for each range is to be given in Column 4 of the Commercial Bid Format. For example if in a month the total scanning volume is 175000 then the rate quoted for volume range “more than 150000” will be applicable. The Nominal Quote will be arrived at by calculating average of the four rates quoted for different range of scanning volumes per month. The weights assigned to the first three ranges are their mid-point values, viz., 25000, 75000 and 125000. For the fourth range, i.e., “more than 150000”, 200000 has been considered to be the weight. An example is given below for greater clarity:

Bank of Baroda




Vendor Major Activities

Quoted Price (In Rupees per page of scanning) (Volume per month)

Weight for average

Weight x quoted price

Nominal Quote (total of col. 5 / total of col. 4)

1 2 3 4 5 6

ABC

Scanning of AOF and supporting documents.

Less than 50000 50001 to 100000 100001 to 150000 More than 150000

Rs. 1.00 Rs. 0.95 Rs. 0.90 Rs. 0.85

25000 75000 125000 200000

25000 71250 112500 170000

Rs.0.89

(Price will be exclusive of taxes (if any) which are payable to Government Authorities) Nominal quote arrived as above will be discounted as per the formula given below. A comprehensive “Score (S)” will be arrived at after considering the nominal quote and the marks obtained in technical evaluation with relative weights of 40% for commercials and 60% for technicals. The bidder with the highest score will be declared successful: Computation Methodology for arriving at “Least Price / Least Quote”

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

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

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

60% weightage will be given to technical score while comparing the commercial quote. The procedure is as under: A ’Score (S)’ will be calculated for all qualified bidders using the following formula:

Bank of Baroda




Where C stands for nominal quote, Clow stands for the lowest nominal quote. T stands for technical evaluation score and Thigh stands for the score of the technically highest bidder. X is equal to 0.4. Example: S.No. Bidder Technical

Evaluation Marks (T)

Nominal Quote (C)

(CLow / C) * 0.40

(T / THigh) * 0.60

Score (S)

1 ABC 95 71 (60/71) * 0.40= 0.34

(95/95) * 0.60 = 0.60

0.94

2 XYZ 85 65 (60/65) * 0.40= 0.36

(85/95) * 0.60 = 0.53

0.89

3 UVW 80 60 (60/60) * 0.40= 0.40

(80/95) * 0.60 = 0.50

0.90

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

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

Criteria Evaluation Parameters Max Marks

Scoring Methodology

Credentials Should possess experience in handling large volumes of scanning work for at least 2

45 Full marks – If criteria is met fully

50% marks – If the

Bank of Baroda




public /private sector banks in the last 3 years

vendor has experience in one bank

Nil – Others Should have point of

presence (POP) in Jaipur.

10 Full marks – If the criteria is met fully

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

Others – Nil Should have well defined

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

20 Subjective evaluation

Sub-Total 75 People Engagement Manager should

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

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

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


Proposed team should have experience in executing similar projects in banks


Sub-Total 15 Approach and Methodology

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

5 Subjective Evaluation

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

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

Sub-Total 10 Total Marks 100 Total score out of

hundred will

Bank of Baroda




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

2.9 Project Timelines:

Sl. No.

Major Activities

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

To be completed by

1

IT Infrastructure

Installation of Scanners, Autofeeders and related hardware Integration of above with the Bank scanning application

Within seven days of receipt work order

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

Within Ten days of receipt work order

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

Within Ten days of receipt work order

The above timelines are indicative and Bank, at its sole discretion, may revise them. The Bank will give one week’s time to the selected vendor for completion of installation of HW and other infrastructure at the RBO Jaipur as mentioned in the Sl No. 1 above.

Bank of Baroda




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

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

No

Particulars

Details to be furnished by the bidder

1 Name of the bidder

2

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

3 Location of Registered office /Corporate office and address

4

Mailing address of the bidder

5

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

6

Telephone and fax numbers of contact persons

7

E-mail addresses of contact persons

8

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

Bank of Baroda




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

11

Gross revenue of the bidder (not of the group) Year 2008-09 Year 2009-10 Year 2010-11

Total From Audit

12

Net Profit of the bidder (not of the group) Year 2008-09 Year 2009-10 Year 2010-11 Documentary proofs are to be enclosed

13

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

14

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

15

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

As per annexure E

Bank of Baroda




16

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

As per annexure E

17

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

18

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

As per annexure D

19

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

20

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

21

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

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

Seal & Signature of the bidder

Bank of Baroda




Declaration:

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

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

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

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

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

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

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

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

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

Place: Date :


Bank of Baroda




ANNEXURE -B

Format of Commercial Bid

(Note: The rate to be quoted is for scanning of one page. The range given in column no. 2 refers to the work load of scanning in terms of number of pages scanned per month)

Sr. No. Major Activities

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

1

Scanning of Account Opening forms and supporting documents.

Scanned images of AOF and supporting documents, signature/ index / upload into Omnidocs, unstapling and restapling of AOF Volume per month Less than 50000 50001 to 100000 100001 to 150000 More than 150000

Rs. Rs. Rs. Rs.

Place: Date :


Bank of Baroda




ANNEXURE -C

Compliance Certificate Date : The General Manager Bank Of Baroda Zonal Office 4th Floor, Anand Bhawan Sansar Chandra Road Jaipur 302001 Dear Sir Ref: - RFP for Onsite Scanning 1. Having examined the Request for Proposal (RFP) including all annexures, the receipt

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

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

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

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

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

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

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

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

Signed Dated

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

Bank of Baroda




ANNEXURE -D

Estimated Effort and Elapsed Time Sl No

Activities

Elapsed Time

Effort in Man days

Number of team members deployed

Remarks

1

IT Infrastructure

2 People

3 Testing

Place: Date: Seal and Signature of Bidder:

Bank of Baroda




ANNEXURE- E

Proposed Team Profile

Sl No

Name of Proposed Engagement Manager /Proposed Team Member

Qualifications

Work Experience Number of similar assignments involved in Banks

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

Bank of Baroda




ANNEXURE- F

Comments on the Terms & Conditions, Services and Facilities provided: Please provide your comments on the Terms & conditions in this section. You are requested to categorize your comments under appropriate headings such as those pertaining to the Scope of work, Approach, Work plan, Personnel schedule, Terms & Conditions etc. You are also requested to provide a reference of the page number, state the clarification point and the comment/ suggestion/ deviation that you propose as shown below.] Sr. No.

Page #

Point / Section #

Clarification point as stated in the tender document

Comment/ Suggestion/ Deviation

1 2 3 4 5 6 7 8 9 Place: Date :


Bank of Baroda Zonal Office, Jaipur Place : Jaipur Dated : 15 March, 2012

End of Document

Documents

Bank of Baroda Zonal Office, Jaipur