Request for Proposal (RFP)canarabank.com/Upload/English/Tenders/HRMSRFP.pdfAbbreviation Expansion RFP Request for Proposal PKGB Pragathi Krishna Gramin Bank KGB Kerala Gramin Bank

RFP No. PKGB/PMO/RFP/02/2014-15 Page 1 of 250

(A Scheduled Bank owned by Government :Sponsored by: Canara Bank)

Head Office: Ballari

Request for Proposal (RFP) For

Supply, Customization, Deployment, Maintenance and Support

Of An Integrated

Human Resource Management System For

Two RRBs Sponsored by Canara Bank Viz.

Pragathi Krishna Gramin Bank - HO Ballari, Karnataka Kerala Gramin Bank - HO Malappuram, Kerala

RFP NO: PKGB/PMO/RFP/02/2014-15

Dated: 01/01/2015

Issued By

Pragathi Krishna Gramin Bank Head Office : I T Department

32 Sanganakal Road, Gandhinagar BALLARI – 583103

Karnataka


Table of Contents Table of Contents .......................................................................................... 2 Acronyms and Abbreviations ............................................................................... 5 Annexures and Appendices ................................................................................. 7 Schedule of activities and events .......................................................................... 8 1. RFP Introduction ..................................................................................... 9 1.1. Introduction and Disclaimer ................................................................... 9 1.2. Costs to be borne by Bidders ................................................................. 9 1.3. No Legal Relationship ........................................................................... 9 1.4. Disqualification .................................................................................... 9 1.5. Information Confidentiality .................................................................... 9 1.6. Acceptance of Terms .......................................................................... 10 2. Executive Summary of Requirements .......................................................... 11 2.1. Intent ............................................................................................... 11 2.2. Tenure .............................................................................................. 11 2.3. Applications ....................................................................................... 11 2.4. Hardware Infrastructure for DC and DRC ............................................... 12 2.5. Solution Design .................................................................................. 12 2.6. Data Center and Disaster Recovery Center design .................................. 13 2.7. Language .......................................................................................... 13 2.8. Data Migration ................................................................................... 13 2.9. Interfaces ......................................................................................... 13 2.10. Training ......................................................................................... 14 2.11. Facilities Management, AMC, ATS ...................................................... 14 2.12. Service desk ................................................................................... 14 2.13. Manuals/Documentation ................................................................... 15 3. About the Bank ..................................................................................... 16 3.1. Bank’s HRMS requirements .................................................................. 16 3.2. Bank’s Data Centre and Disaster Recovery Centre .................................. 18 3.3. Bank’s Personnel Department .............................................................. 18 3.4. Assessment of staff strength over the next five year period for HRMS

solution access ............................................................................................ 18 3.5. License Requirement .......................................................................... 19 4. Detailed Scope of Work .......................................................................... 20 4.1. Project Objective ................................................................................ 20 4.2. Project Scope .................................................................................... 20 4.3. Deployment of Integrated HRMS (“HRMS”) and related modules .............. 22 4.4. Interface & Integration Requirements ................................................... 23 4.5. Software Licenses .............................................................................. 24 4.6. Hardware .......................................................................................... 24 4.7. Database .......................................................................................... 25 4.8. Storage ............................................................................................. 25 4.9. Environments .................................................................................... 25 4.10. Hardware utilization ........................................................................ 26 4.11. Hardware delivery ........................................................................... 26 5. Implementation Methodology .................................................................... 27 5.1. Functional Requirements Specification Study ......................................... 27 5.2. Business Process Definition (BPD)/Parameterization ............................... 28 5.3. Customization .................................................................................... 28 5.4. Module Integration ............................................................................. 29 5.5. Gap Identification and Resolution ......................................................... 30 5.6. Testing ............................................................................................. 30 5.7. Data Migration ................................................................................... 31 5.8. Training ............................................................................................ 33 5.9. Phased Implementation ...................................................................... 34 5.10. Facilities Management...................................................................... 35


6. Service Level Agreement......................................................................... 47 6.1. System availability is defined as: ......................................................... 47 6.2. Level Classifications ............................................................................ 47 6.3. Service Levels .................................................................................... 48 6.4. Availability Measurements ................................................................... 49 6.5. Performance Measurements ................................................................. 49 6.6. Application Implementation ................................................................. 52 6.7. Liquidated Damages for SLA defaults .................................................... 53 7. Project Timeline .................................................................................... 54 7.1. Hardware Delivery and Implementation at the DC and DRC ..................... 54 7.2. Phased Implementation and rollout of the Integrated HRMS solution: ....... 54 7.3. UAT .................................................................................................. 55 7.4. Interface building ............................................................................... 55 7.5. Facilities Management ......................................................................... 55 7.6. Roll Out Plan ...................................................................................... 55 8. Instructions for Response to RFP ............................................................... 58 8.1. Rules for responding to the RFP ........................................................... 58 8.2. Cost of RFP ........................................................................................ 58 8.3. Currency ........................................................................................... 58 8.4. Price ................................................................................................. 58 8.5. Price Comparisons .............................................................................. 62 8.6. Bid Security and Performance Guarantee .............................................. 63 8.7. Others .............................................................................................. 64 8.8. Other RFP Requirements ..................................................................... 66 8.9. Additional Information ........................................................................ 70 8.10. Numbering of Pages ........................................................................ 70 8.11. Authorized Signatory ....................................................................... 70 8.12. Cost of Preparing the Bids ................................................................ 71 8.13. Clarification on RFP Document .......................................................... 71 8.14. Normalization of bids: ...................................................................... 71 8.15. Validity of Bids ................................................................................ 72 8.16. Bidders Quote/Offer ........................................................................ 72 8.17. Submission of Bids .......................................................................... 72 8.18. Overall Bid ..................................................................................... 75 8.19. Compliance Statement ..................................................................... 76 8.20. Opening of Bids .............................................................................. 76 8.21. Examination of Bids ......................................................................... 77 9. Evaluation Methodology .......................................................................... 79 9.1. Introduction ...................................................................................... 79 9.2. Phase 1 - Eligibility Criteria Evaluation .................................................. 79 9.3. Phase 2 – Technical Proposal Evaluation ................................................ 80 9.4. Phase 3 - Commercial Bid Evaluation .................................................... 84 10. Payment Terms .................................................................................... 86 11. Terms & Conditions ............................................................................... 90 11.1. General .......................................................................................... 90 11.2. Indemnity ...................................................................................... 90 11.3. Limitation of Liability ....................................................................... 91 11.4. Indemnification Procedures .............................................................. 92 11.5. Termination of Contract ................................................................... 93 11.6. Acceptance Testing .......................................................................... 97 11.7. Ownership, Grant and Delivery ......................................................... 98 11.8. Compliance with Laws ...................................................................... 99 11.9. Assignment ................................................................................... 100 11.10. Insurance ...................................................................................... 100 11.11. Inspection of Records ..................................................................... 101 11.12. Escrow Mechanism ......................................................................... 101 11.13. Publicity ........................................................................................ 101


11.14. Solicitation of Employees ................................................................ 101 11.15. Bidder’s Liability ............................................................................. 102 11.16. Negligence .................................................................................... 102 11.17. Monitoring and Audit ...................................................................... 102 11.18. Guarantees ................................................................................... 103 11.19. Force Majeure ................................................................................ 103 11.20. Resolution of Disputes .................................................................... 103 11.21. Corrupt and Fraudulent practice ....................................................... 104 11.22. Waiver .......................................................................................... 104 11.23. Violation of Terms .......................................................................... 105 11.24. Addition/Deletion of Qualified Offerings ............................................. 105 11.25. Service Level Agreement ................................................................. 105 11.26. Liquidated Damages ....................................................................... 105 11.27. Information Ownership ................................................................... 106 11.28. Sensitive Information ..................................................................... 106 11.29. Privacy and Security Safeguards ...................................................... 106 11.30. Consortium of Vendors ................................................................... 107 11.31. Confidentiality ............................................................................... 108 11.32. Disclosing Party ............................................................................. 108 11.33. Technological Advancements ........................................................... 110 11.34. Intellectual Property Rights ............................................................. 110 Annexure 01 – Eligibility criteria compliance...................................................... 112

Annexure 02 – Technical Specifications .......................................................... 1123

Annexure 03 – Credential strengths ............................................................... 1125

Annexure 04 – Rules of Reverse Auction ........................................................ 1126

Appendix 01 –Functional Specifications ...................................................... 11221

Appendix 02 – Bill of Materials .................................................................... 11224

Appendix 03 – Authorization letter format for Bid opening ................................ 11226

Appendix 04 –Bid undertaking .................................................................... 11227

Appendix 05 – Proforma for Bank Guarantee format in lieu of DD ....................... 11229

Appendix 06 – Comments on T & C .............................................................. 11230

Appendix 07 – Conformity Letter ................................................................. 11231

Appendix 08 – Conformity with hardcopy letter .............................................. 11232

Appendix 09 – Proposed partners ............................................................... 11233

Appendix 10 – Manufacturers authorization form ............................................ 11234

Appendix 11 – Pre Bid query format ............................................................. 11235

Appendix 12 – Experience format ................................................................ 11236

Appendix 13 – Project team profiles ............................................................. 11237

Appendix 14 – DC & DRC hosting requirements ............................................. 11239

Appendix 15 – Proforma for Performance Bank Guarantee Format ..................... 11240


Acronyms and Abbreviations Abbreviation Expansion

RFP Request for Proposal

PKGB Pragathi Krishna Gramin Bank

KGB Kerala Gramin Bank

RRB Regional Rural Bank

HO Head Office

RO Regional Office

HRMS Human Resource Management System

FRSM Functional Requirements Specification Manual

BPD Business Process Definition

SLA Service Level Agreement

SDLC Software Development Life Cycle

AMC Annual Maintenance Contract

ATS Annual Technical Support

MIS Management Information System

CVC Central Vigilance Commission

MTBF Mean Time Between Failure

RTO Recovery Time Objective

RPO Recovery Point objective

SI System Integrator

FM Facility Management

GUI Graphical User Interface

UAT User Acceptance Testing

DD Demand Draft

BG Bank Guarantee

T&C Terms and Conditions

EMD Earnest Money Deposit

IR Industry Relations


Abbreviation Expansion

DAC Disciplinary Action Committee

OEM Original Equipment Manufacturer

IT Information Technology

SMS Short Message Service

RDBMS Relational Database Management System

HTTP Hyper Text Transfer Protocol

CD Compact Disk

DVD Digital Versatile Disk

ATM Automated Teller Machine

LAN Local Area Network

WAN Wide Area Network

CPU Central Processing Unit

OS Operating System

UPS Uninterruptible Power Supply

RAM Random Access Memory

PO Purchase Order

VAT Value Added Tax

PSU Public Sector Undertaking

PSE Public Sector Enterprise

CMMi Capability Maturity Model Integration

TDS Tax Deducted at Source

PC Personal Computer


Annexures and Appendices

List of Annexures: Annexure 01 Eligibility criteria

Annexure 02 Technical specifications

Annexure 03 Credential strengths

Annexure 04 Rules for Reverse Auction

List of Appendices: Appendix 01 Functional Specifications Appendix 02 Bill of Materials Appendix 03 Authorization letter format for bid opening Appendix 04 Bid undertaking letter Appendix 05 Pro forma for Bank Guarantee format in lieu of DD Appendix 06 Comments on T&C Appendix 07 Conformity letter Appendix 08 Conformity with hardcopy letter Appendix 09 Proposed partners Appendix 10 Manufacturers authorization form Appendix 11 Pre Bid query format Appendix 12 Experience format Appendix 13 Project team profiles Appendix 14 DC & DRC hosting requirements Appendix 15 Pro forma for Performance Bank Guarantee Format


Schedule of activities and events 1. RFP No & Date PKGB/PMO/RFP/02/2014-15 Date :01/01/2015

2. Brief Description of the RFP

For Supply, Customization, Deployment, Maintenance & Support of Integrated Human Resource Management System

3. Bank‘s Address for Communication and submission of Tender

General Manager, Pragathi Krishna Gramin Bank, Canara Bank RRB Project Management Office, LIC ―Jeevan Soudha‖ Building, First Floor, 19/19, 24th Main Road, 1st Phase, J P Nagar, Bengaluru -560 078

Contact Details Tel -080-26087510/47 Fax -080-26649992

e-mail:[email protected] 4. Date of issue 01.01.2015 from 12:00 hrs IST

5. Last Date for sale of RFP 02.02.2015 till 15:00 hrs IST

6. Last date of submission of Queries for Pre- Bid Meeting

12.01.2015 by 16:00 hrs IST

7. Date of Pre-Bid Meeting 16.01.2015 at 15.00 hrs IST

Venue: Pragathi Krishna Gramin Bank, Canara Bank RRB Project Management Office, LIC ―Jeevan Soudha‖ Building, First Floor, 19/19, 24th Main Road, 1st Phase, J P Nagar, Bengaluru -560 078

8. Last date & time for submission of Bids

02.02.2015 by 15:30 hrs IST

9. Date and time of Opening of Part- A – Eligibility Criteria

02.02.2015 at 16:30 hrs IST

10. Date and time of Opening of Technical Bid/ indicative price/Commercial bid/reverse Auction

Will be intimated at a later date

11. Bid document cost (non-refundable)

Rs. 15,000/--

12. Bid Security (EMD) Rs 25,00,000/-

13. Contact Person for any clarification

Mr. Shridhara Hegde, Senior Manager, Pragathi Krishna Gramin Bank, Canara Bank RRB Project Management Office, LIC ―Jeevan Soudha‖ Building,First Floor, 19/19, 24th Main Road, 1st Phase, J P Nagar, Bengaluru -560 078.

Tel :08026087510


1. RFP Introduction 1.1. Introduction and Disclaimer

This Request for Proposal document encompassing Annexure & Appendices and subsequent Addenda & Corrigenda (hereinafter referred to as ―RFP‖ or ―Tender‖) has been prepared solely for the purpose of enabling Pragathi Krishna Gramin Bank (hereinafter referred to as “Bank”), on behalf of two (2) RRBs i.e., (1) Pragathi Krishna Gramin Bank (PKGB) and (2) Kerala Gramin Bank (KGB) sponsored by Canara Bank, to select a Vendor for supplying, designing, procuring, installation and commissioning, testing, implementing, integration and maintaining an end to end integrated HRMS solution along with relevant applications including interfaces, optimally sized Hardware, Software, Applications, Tools, Utilities and Facilities Management as per specifications, terms and conditions and scope defined in this RFP (hereinafter referred as ―Solution‖).

KGB has authorized PKGB to act on its behalf in the evaluation of responses to the RFP and in selection process. PKGB will coordinate for smooth implementation of the Project and shall liaise with the Supplier, on behalf of PKGB and KGB and the supplier is jointly and severally responsible and liable to PKGB and KGB respectively.

The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or other arrangement in respect of the services.

1.2. Costs to be borne by Bidders

All costs and expenses incurred by Bidders in any way associated with the development, preparation, and submission of their responses to the RFP, including but not limited to attendance at meetings, discussions, presentations, demonstrations, etc. and providing any additional information required by the Bank, will be borne entirely and exclusively by the Bidder.

1.3. No Legal Relationship

No binding legal relationship will exist between any of the Bidders and the Bank until execution of a contractual agreement.

1.4. Disqualification

Any form of canvassing/lobbying/influence/cartelization, etc. by the Bidder may result in disqualification of such Bidder.

1.5. Information Confidentiality

The information contained in the RFP Document is strictly confidential. The Bidder shall not share this information with any other person/party not connected with responding to the RFP or even with other potential Bidders. The information contained in the RFP or subsequently provided to Bidder(s), whether verbally or in writing by or on behalf of Bank shall be subject to the terms and conditions set out in the RFP and any other terms and conditions subject to which such information is provided.

The purpose of the RFP is to provide necessary information to the potential Bidders, who qualify and intend to submit their response to the RFP. Though


the RFP has been prepared with sufficient care and diligence with an endeavor to provide all required information to the potential Bidders, Bank acknowledges the fact that the potential Bidders may require more information than what has been provided in the RFP. Accordingly, in such cases, the potential Bidder(s) may seek additional information/clarification required from Bank. Bank reserves the right to provide such additional information/ clarification at its sole discretion. In order to respond to the RFP, if required, and with the prior permission of Bank, each Bidder may conduct their own study and analysis, as may be necessary, at their own cost and expense ensuring they adhere to the timelines mentioned in the RFP. No additional time will be provided to Bidders to undertake any analysis or study.

Bank makes no representation or warranty and shall incur no liability, whatsoever, under any law, statute, rules or regulations on any claim the potential Bidder may make in case of failure to understand the requirement and respond to the RFP.

Bank may, in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information given in the RFP and specify additional user requirements or cancel the RFP at any time without assigning any reason thereof and without any notice.

While due care has been taken in the preparation of this document, Bank will not be held responsible for any inaccuracy in the information provided herein. The recipient of the RFP must apply its judgment, care and conduct its own investigation and analysis regarding any information contained in the RFP document including but not limited to the scope of work, Deliverables and timelines etc.

It is the Bidder‘s responsibility to:

Properly understand and examine the RFP;

Examine all other information available on reasonable inquiry relevant to the risks, contingencies and circumstances affecting its response;

Satisfy itself as to the completeness, correctness and sufficiency of its response;

1.6. Acceptance of Terms

A recipient will, by responding to the Bank‘s RFP document, be deemed to have accepted the terms as stated in this RFP document.


2. Executive Summary of Requirements 2.1. Intent

The Bank intends to implement a comprehensive integrated HRMS solution which has the ability to manage the complete lifecycle from hire to retire of the Bank‘s employees. In this endeavor the Bank invites proposals from capable and experienced System Integrators for undertaking the implementation and maintenance of the Solution as per the requirements specified in this RFP. The System Integrator will be required to be innovative, capable and would need to extend all their resources and services in order to meet the expectation of the Bank towards the implementation of the HRMS.

2.2. Tenure

The tenure of the contract would be five years from the date of the issue of purchase order by the Bank. Bank can further extend this by another three years at its discretion. Bidder is required to provide a TCO for 5 years (contract period). This can be unilaterally extended by the Bank for an additional 3 years. The rates for the 3 years extension cannot be more than 20% of the rate quoted by the bidder in TCO.

2.3. Applications

The scope of work in the Request for Proposal (RFP) for the integrated HRMS solution under this RFP would include but not be limited to supply, install, implement, maintenance and support for the tenure of the Contract at the DC and DRC. The Bidders responsibility will also include designing, sizing, procuring development, testing, implementation, training and maintenance of the integrated HRMS solution required as part of this RFP that includes all Software Development Life Cycle activities (SDLC) including customization, parameterization and implementation of application software, training, etc. covering at minimum the below listed areas of the Bank‘s functions and requirements.

- Manpower Planning - Recruitment - Employee Record Management - Performance Appraisal - Training and Development - Transfers and Promotions - Payroll - Leave Management - Staff reimbursements and welfare - Terminal benefits and separations - IR and DAC - General Requirements - Personnel Administration - MIS

Additionally, the Bidder will be completely responsible for

The end to end software development life cycle of the integrated HRMS solution

Customization, parameterization and implementation of application software and solutions


Migration of the data from the existing physical and electronic data as part of the Bidder‘s scope.

Facilities management services at the DC and DRC Hand-over successfully at the end of the agreed upon contract period.

2.4. Hardware Infrastructure for DC and DRC

The Bidders must design, size, supply and commission suitable hardware infrastructure for all applications/solutions proposed in the RFP response. The Bidder should size hardware based on the volumes mentioned in Section 3 – About the Bank of this RFP at the relevant locations DC and DRC.

For hardware infrastructure 1. The hardware technology proposed for the Integrated HRMS Solution

should be the latest technology platform, enterprise class, best of the breed, latest, tested and stable release of OEM vendor.

2. The hardware proposed for the DC has to be redundant (Active-Passive) such that if a failover occurs then the standby server should be able to take full load of the failed server.

3. The hardware proposed for the DRC has to be sized at 50% capacity as that of DC. The make and model of the hardware proposed for the DRC has to be similar to that of DC. However, the DRC infrastructure design may not be in High Availability.

4. The hardware sized for the HRMS applications should be redundant, both horizontally and vertically scalable and fault tolerant.

5. The vertical headroom for future scalability available in the hardware proposed for the Solution should be at least minimum 20% within the server box to accommodate additional CPUs, Memory over and above the terminal year sizing requirements.

6. The Bidder has to provide necessary hardware infrastructure at the Bank‘s DC and DRC

7. The Bidder has to provide physically separate environment for the Test & Development activities during the implementation

Note: The Bidder has to provide the same class (similar processor and OS platform) of servers for Test & Development as that of the proposed production server.

The Bidder shall ensure that the solution provided and sized by the Bidders is capable of meeting Bank‘s current and terminal year transaction and business volumes.

2.5. Solution Design

The Bank prefers the architecture to at least have the following capabilities/features; the Bidders proposed business solutions would be mapped to these requirements as part of the detailed evaluation process

a. Modular and multi-tier architecture The Solution architecture should be open and multi-tiered (Ex. presentation layer, business logic layer and data layer as independent tiers with well-defined interfaces between the layers to enable loose coupling) with a modular object oriented component based design using the latest cutting edge technology and Service Oriented Architecture best practices.

b. End to end IT Architecture The Solution should have a compatible end to end IT architecture covering


End to end Solution architecture End to end integration architecture End to end implementation architecture

2.6. Data Center and Disaster Recovery Center design

The Bidder needs to design the DC and DRC to meet the SLA of the Solution design as specified in this RFP. The DRC has to be sized at 50% capacity (Compute) of the DC.

2.7. Language

The integrated HRMS solution should support only one language i.e. English. Information in database, portal, reports etc. would be stored / displayed in English only.

2.8. Data Migration

The Bidder will be responsible for successful data migration from existing physical and electronic data available in the Bank.

The Bidder will be responsible for developing extraction scripts, upload scripts, testing, rectification and carrying out the electronic data available in the Bank‘s various systems. The Bidder will be required to study the existing systems of the Bank for the purpose of this activity. The details of the various systems of the Bank are provided in Section 3 – About the Bank.

While majority of the data is in electronic format, some data is in physical files which would be converted to electronic data by data entry operators. Data entry operators would be provided by Bank and bidder need not arrange for the same. However, Bidder would need to provide user interface to the bank which would be utilized by data entry operators to key in data available in physical file.

2.9. Interfaces

The interfaces required for the Solution need to be sized, installed, developed, tested, implemented and maintained by the Bidder fully meeting the functional, technical and interfacing requirements. The Solution should enable all currently specified interfaces as well as allow for introduction of new interfaces/channels as the case may be.

The Bidder shall develop the required interface to integrate HRMS software with the Core Banking solution deployed in the Bank. Integration may involve automated interaction, accessing Finacle database, services, and seamless automated two way data exchange with Finacle etc. The bidder shall coordinate with Bank‘s system integrator for the successful integration with Core Banking Solution (existing or higher versions).

The Bidder is expected to interface the Solution to the Bank‘s applications which are mentioned below

a. Core Banking Solution

b. Email solution (IBM Lotus Notes)

c. Bank intranet


d. Bank website

e. SMS Server

f. Biometric System

The HRMS solution should also be integrated with the internet such that retired employees of the Bank can login to the HRMS solution through a link available on the Bank‘s internet and access and transact using their login profile.

The Bidder will be responsible for identifying the detailed interface requirements for integrating the proposed packages to the HRMS system. The Bidder will be responsible for developing, testing and maintaining the interfaces during the contract period. The Bidder has to provide a one-time cost for development of each interface in Appendix 02 – Bill of Materials.

2.10. Training

The Bidder is required to provide training to the Bank‘s core team on the complete Solution and also provide a training schedule and furnish training details as per the RFP requirements. The various types of trainings required are covered in Section 5 – Implementation Methodology and Bidder would need to quote for the commercials in the Appendix 02 – Bill of Materials

2.11. Facilities Management, AMC, ATS

The Bidder will be the single point of contact and responsible for facilities management, AMC, ATS, guarantees & warrantees for all components, hardware, software, etc. provided as part of the RFP response. While bidding for providing facilities management services, the products and solutions proposed by the Bidder by way of this RFP should come with warranty as provided by the respective OEM vendors. Thereafter, the Bidder should provide AMC/ATS for these products and solutions as the case may be, for the remainder of the contract period through OEM. Bidder should list out the warranty period provided for each proposed product/solution in his RFP response. The Bidders have to note that

All hardware infrastructure need to be covered under three year warranty post which Bidders need to quote for applicable AMC

All software need to be covered under one year warranty post which the Bidders need to quote for applicable ATS

The Bidders need to have back to back arrangements with OEM for all AMC/ATS for the entire contract period. The copies of back to back arrangements may need to be provided if requested by the bank during the period of the contract.

2.12. Service desk

Bank would be maintaining a Service desk at its premises in Bengaluru to handle issues pertaining to HRMS solution. The bidder is expected to provide 2 technical personnel for fixing any software/hardware related issues in integrated HRMS solution. The personnel are required to be seated in Bank‘s Bengaluru Office and provide support 6 days a week for entire period of contract. The personnel would be required to work from 10 AM to 6 PM.

Note: The Bank at their discretion may increase or decrease the number of technical personnel depending on the number of issues. The Bank will bear


any increase or decrease in the personnel on a pro rata basis. The bidder is required to quote for only 2 technical personnel in Appendix 02 – Bill of Materials.

2.13. Manuals/Documentation

Soft copies of User and Technical manuals are to be provided for all the functionalities/modules/hardware/tools proposed for the solution separately. In addition, online contextual help with search option has to be made available for all users for all applications.

Bank will require the Bidder to follow worldwide practice and international standard for the documentation for the entire System Development Life cycle and provide same. All such documentation and manuals will be kept up to date with proper version control during the entire contract period. Bank may require the bidder to deliver the following documents both in hard and soft copy to Bank during development and implementation of HRMS.

1. Detailed SRS (System Requirement Specifications) Document 2. High Level Architecture Document 3. Techno – Functional Risks and Mitigation Document 4. Functionality Traceability matrix which would provide details on the

interdependence of the technical components for the realization of a functionality. This matrix should provide a projection of the efforts required for completion of a technical module.

5. High Level Design Document 6. Proof of Concept for the HRMS 7. Low Level Design Document 8. Test Plans 9. Comprehensive Test Cases Document (Unit, Integration and UAT Test

Cases tested) 10. Deployment Plan Document 11. Content Management Guide 12. Change Management Methodology Document 13. Security Guide 14. User Management Guide 15. Release Notes


3. About the Bank Canara Bank has sponsored two RRBs operating in two states, viz. 1) Karnataka and 2) Kerala. In Karnataka, Pragathi Krishna Gramin Bank with Head Office at Ballari operating in 11 District of Karnataka with 632 Branches, Kerala Gramin Bank with Head Office at Malappuram operating in entire state of Kerala, with 542 Branches. Both RRBs have common DC & DRC and Project Management office in Bengaluru. The RRBs management perceives the need to build upon the latest technology to drive its new business initiatives aggressively. To achieve this, RRBs have embarked upon a proactive IT initiative to procure & implement Human Resource Management System (HRMS) including Recruitment, Manpower Planning, Employee Record Management, Performance appraisal, Training and development, Transfer & Promotions, Payroll, Leave Management, Staff Reimbursement & Welfare, Terminal benefits and Separations, IR & DAC, Personnel Administration, MIS etc. through the RFP. The HRMS solution should be centralized, integrated, uniform and standardized. It should be secure to access across all Branches, Regional Offices and Head Office Wings/Sections through bank‘s intranet as well as through internet.

The function of Personnel Wing is generally administrative and common to all organizations. The function consists of tracking existing employee data which traditionally includes personal histories, designation, promotions, salary, loans, entitlements, leaves, emoluments, etc. To reduce the manual workload of these administrative activities, the bank wants to electronically automate these processes by introducing specialized HRMS. HRMS must cater to the needs of Vigilance Department as well.

3.1. Bank’s HRMS requirements

The Bank wishes to introduce the best-practiced processes and techniques in HR in managing its workforce across both RRBs. The bidder must provide one instances of HRMS Solution for each RRB. The HRMS requirements for PKGB and KGB may differ. Bidder would need to customize the solution accordingly. Also, the bidder would need to store data for each RRB in separate databases.

For improving its HR management and Payroll systems, the Bank wishes to use a Web enabled centralized solution with security features. The new technology and practices in the areas of Human Resources Process Management System should enable the Bank to achieve the objectives of operational efficiency, streamlined process and work flow automation in respect of HR functions.

The Bank proposes to award the contract to a selected vendor with necessary resources and expertise for delivering the software, hardware, RDBMS, storage, other suits if required and agreed services as broadly outlined below:-

a. The successful bidder will be required to supply, customize and implement an integrated HRMS solution along with requisite hardware, software, storage, middleware interface etc. to meet the required uptime and response time etc.

b. Bring in the best of systems/processes in HR management to enhance efficiency of the Bank's existing HR systems / practices /procedures.

c. Assist the Bank in Change Management. The offer should include the desired capability of Bank in Change management, process and methodology used & experience.


d. Assist the Bank in providing self-service facilities to the employees like browsing leave records, Printing of Pay Slips and electronic submission of various applications, etc. on on-line basis.

e. Offer a comprehensive and self-contained HRMS & Payroll solution conforming to the best standards with sophisticated tools and processes for HR management. The solution should have user-friendly and powerful querying mechanism and help effective data mining based on the Bank defined parameters, processing logic, rules and criteria.

f. The solution should have a strong Management Information / Decision Support System facility.

g. Branches/ Offices should be able to work on and/or upload data to / download data from HRMS Data Centre Servers, as per defined levels of access and permissions. All the offices should be operational in an on-line real-time mode i.e. the offices will be connected to the central server on an online real time basis.

h. The solution should also support upload of manually prepared data at Head Office / Regional Offices. Wherever, connectivity is an issue, branches should be able to send data files in structured, standardized format on floppy/CD, so that batch upload on to the Central Server is possible. In certain cases even manually prepared data sheets may be forwarded for data entry at Regional Offices.

i. The solution should provide a facility for processing Payroll, reimbursements, etc. at Head Office, Regional Office and Branch level.

j. The solution should have all reports generation facility for MIS as well as statutory requirements, Data Mining, Data Warehousing and reporting (statutory and other) purposes.

k. Provide end User IT support, impart the required training to the Bank's staff for operating the HR applications brought in /implemented by him.

l. The Solution should be based on pure internet architecture with no download required on any client machine whatsoever (That is to operate the solution any internet browser should be sufficient – preferred are Internet explorer 7 and above, or Google Chrome 30 and above.

m. HRMS solution should be accessible using any internet browser through all mobility devices like Mobile Phones, Tablets etc. Also, the technology should be capable of identifying the device from which user is login.

n. The proposed HRMS solution should be a centralized, integrated, and uniform to be accessible across all offices of the Bank through Bank‘s intranet. The proposed HRMS solution should also be accessible through internet using secure channel.

o. The solution should be scalable to provide facilities for login to the HRMS software using Biometric /Smart Card Devices. The link to such device would include recording time-in, time-out from such device in HRMS database

p. The system should be able to integrate with Bank‘s email messaging system and should allow forwarding/receiving of emails to/from the system. However, the complete responsibility of integration of HRMS solution with the email system of the bank shall be of the bidder.


q. The system should be capable of automatically generating and sending SMS from HRMS solution. Bank would utilize existing infrastructure for this purpose.

r. The system should show a notification window at the corner of screen as soon as the user logs on

s. Bidder to provide GUI with limited access to facilitate allocation and de-allocation of licenses.

3.2. Bank’s Data Centre and Disaster Recovery Centre

The Bank‘s Data Center (DC) is located in Bengaluru and Disaster Recovery Center at Mumbai. The DC is connected to the Branches, Regional Office and Head Office through Bank-wide Wide Area Network. The entire network uses Mix of Leased Lines, VSAT and Backup connectivity through CDMA lines etc. The ATMs, Mail Messaging System and other applications also use the WAN. The Disaster Recovery Center has similar setup as that of DC. Existing minimum Bandwidth is 64 kbps. Hence bidder is supposed to provide the solution which can operate in the existing network with easy & fast access to all users.

3.3. Bank’s Personnel Department

Presently both the banks are using a LAN version of Banc724 package developed by M/S Zenith on Oracle platform. Banc724 package provides functionalities related to personnel wing and other head office operations. The requisite electronic data of PKGB is stored centrally at Head Office in Ballari and KGB is stored centrally at Head Office in Malappuram.

3.4. Assessment of staff strength over the next five year period for HRMS solution access

PKGB: Sl No

Particulars 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19

1 No of Branches 602 647 712 783 861 947 2 Total Employees 3105 4094 4502 4952 5449 5993 3 Total Officers 1608 2164 2380 2618 2880 3168 4 Total Office

Assistants 1170 1217 1338 1472 1620 1781

5 Total Office Attendants

327 713 784 862 949 1044

6 Total Retired employees

65 164 315 476 596 757

KGB: Particulars 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 1. No. of Branches 535 565 600 635 675 725 2. Total Employees 2972 3770 4100 4491 4870 5288 3 Total Officers 1860 1980 2100 2279 2451 2666 4 Total Office

Assistants 796 1175 1350 1527 1694 1867

5 Total Office Attendants

316 615 650 685 725 755

6 Total Retired employees

547 702 886 1034 1196 1326

Note: The projections provided in the above table are only for reference


3.5. License Requirement

Bidder must propose licenses with Manager and Employees in 70: 30 Ratio across all five years. For ex., the bidder is required to propose user licenses for 2,300 employees of the Bank and Manager Licenses for 5,500 employees of the Bank for first year All the employees of the Bank for the period of the contract should be covered by the HRMS solution. Employees with Manager Licenses should have approving/recommending authority using the self-service portal of the HRMS solution. All the employees would submit their performance appraisal online in the system would perform activities like ticket booking, leave requests, payroll access, etc. The bidder must propose adequate number of licenses for ex officers (retired employees) of the Bank as well. The procurement of ex officers‘ licenses is optional and Bank will avail the same as per their requirement during the contract period. This cost would be included as part of the TCO for evaluation purposes, however, the Bank may place the procurement order for the licenses for ex-officers as per their sole discretion. All ex-employees would need to have view access to all terminal benefits & reimbursements active in Bank. They must have facility to upload docs such as but not limited to

Identity documents

Forms and Declarations

Photographs

Certificates

In addition, Bidder must propose license cost for 500 user licenses and 500 manager licenses. The Bank shall use the rates for the additional licenses when the additional employees are added in the Bank during the tenure of the Contract. The additional licenses will form part of the TCO and would be considered in year 1 itself for the purpose of evaluation. The price of additional licenses would be constant throughout the contract period. The Bank based on its employee expansion would procure incremental quantities from the Bidder but not limited to the quantity quoted by the bidder on a pro rata basis during the contract period.

The Bidder has to size the Solution accordingly and provide all the required licenses for the Bank. The Bidder has to factor the complete cost for the licenses in the Appendix 02 – Bill of Materials.


4. Detailed Scope of Work 4.1. Project Objective

4.1.1. The Bank has outlined its vision for an integrated HRMS solution and related transformation. This vision would involve a major transformation of the current HR systems and procedures involving a significant reengineering of the Bank‘s business processes. With this objective, the Bank is floating the Request for Proposal (‗RFP‘) to address issues with regards to the implementation of the Solution.

4.1.2. The Bank recognizes that this is an extensive undertaking and therefore, it would want the Bidder to understand its vision and understand that the solution is not just outsourcing but is a transformation of business enablement through technology. To this end, the response to the RFP needs to focus on the transformation of technology and processes and a commitment of people in the context of an outsourcing transaction for the entire period of the contract.

4.1.3. Canara Bank RRBs invites bids from the Bidders to implement an Integrated HRMS Solution along with identified applications for the employees of the Bank. The Bidder should be a well-qualified total solution provider to implement the initiative successfully. The Bidder should be capable of providing a total integrated HRMS solution, including but not limited to providing required hardware, middleware, facility management, third party utilities, testing, providing interfaces required for the Solution.

4.1.4. The Bank proposes to deploy the Solution in a phased manner covering the entire enterprise such as branches, extension counters, service units, head offices, regional offices, other back offices and any new branches opened during the contract period. If the Bank wants to implement the HRMS in new branches or offices opened during the tenure of the contract, the proposed solution should be scalable to accommodate fresh staff in additional branches and offices. The projections for the same are provided Section 3.4 – Assessment of Staff Strength of this RFP.

4.1.5. The Bidders have to note that while the integrated HRMS and other business solutions would be implemented as part of this project, the Bidders have to necessarily ensure that all existing products and services are available in the Solution. The Bidders have to envisage all applicable costs in order to configure the products and services in the Solution. The Bank will not accept any plea of the Bidder at a later date for omission of critical products and services on the pretext that the same was not explicitly mentioned in the RFP.

4.1.6. Bank during the period of the contract, based on its technical and functional requirements can add additional third party application and interfaces to the HRMS Solution. Bidder has to extend all necessary support and assistance for addition to the Solution with the required third party applications and interfaces desired by the Bank with no additional costs

4.1.7. The Bidder should ensure that all systemic changes or new requirements necessitated out of ministry/other regulatory guidelines or other Bank requirements between the dates of the RFP are made available from day one of the solution going live. Any new regulations that impact the existing solution to the bank need to be incorporated as a feature upgrade or an enhancement or a patch and should be provided to the Bank at no additional cost during the period of the contract.

4.2. Project Scope

4.2.1. Description of the envisaged scope is enumerated as under. However, the Bank at its discretion reserves the right to change the scope of the RFP


considering the size and variety of the requirements and the changing business conditions.

4.2.2. Based on the contents of the RFP, the Bidder shall be required to independently arrive at a solution, which is suitable for the Bank, after taking into consideration the effort estimated for implementation of the same and the resource and the equipment requirements. The Bank 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 such tasks, render requisite services and make available such resources as may be required for the successful completion of the entire project at no additional cost to the Bank.

4.2.3. Considering the extensive nature of the assignment and the envisaged relationship with the Bidder, any service, which forms a part of facilities management that is not explicitly mentioned in this RFP as excluded would form part of this RFP, and the Bidder is expected to provide the same at no additional costs to the Bank. The Bidder has to envisage all necessary services to be provided and ensure the same is delivered to the Bank. The Bank 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.

4.2.4. The Bidder is required to note the following points

The Bidder has to efficiently size the Solution with reference to hardware and software to ensure availability, scalability, redundancy and performance of the solution, and to meet technical and functional requirements as per the terms of the RFP within the timeframe prescribed by the Bank.

The Bidder is completely responsible for the proposed solution to meet the scope and objectives of the RFP and all addenda & corrigenda issued thereafter. The bank assumes no responsibility for the assumptions made by the Bidder. In the event the proposed solution fails to meet the SLA service levels and the scope and objectives of the RFP (and addendums), the Bidder will have to upgrade, modify or replace the solution at no additional cost to the bank.

The Bidder must give the details of suitable tools/software/hardware/utilities/solutions that he is proposing for the solution. None of the tools/software/hardware/utilities/solutions proposed should be unsupported. Any bid submitted with unsupported tools/software/hardware/utilities/solutions will be summarily rejected.

The Bidder will be the single point of contact/reference to the Bank. The Bank will enter into agreement with the selected Bidder only. However, the Bidder as well as other Partners/Associates/Consortium members/OEMs must confirm to the Bank that they are willing to enter into back to back arrangement with OEM for risk mitigation in meeting the deliverables, implementation and other service commitments as per the RFP the Bidder makes to the Bank under the contract to be entered into. If requested by the Bank, the Bidders must share a copy of the back to back arrangement with OEM with the Bank.


Unit prices quoted by the Bidders would be used for additions/deletions to the quantities at a future date during the tenure of the contract. The prices quoted for the line items would be valid and used throughout the period of the contract.

The Bidder has to ensure the arithmetical accuracy of the technical and commercial bid. The bank will not be responsible for any errors in the bid submitted by the Bidder.

Any assumptions, changes, deviations other than what is specified and accepted by the bank will not be considered for the purpose of this RFP.

4.3. Deployment of Integrated HRMS (“HRMS”) and related modules

4.3.1. The Bidder is required to design, procure, supply, install, train, customize, test, implement, rollout and maintain the HRMS application as per the requirements of this RFP for the period of the contract for at least the minimum areas specified below.

- Manpower Planning - Recruitment - Employee Record Management - Performance Appraisal - Training and Development - Transfers and Promotions - Payroll - Leave Management - Staff reimbursements and welfare - Terminal benefits and separations - IR and DAC - General Requirements - Personnel Administration - MIS

4.3.2. The integrated HRMS solution would need to have a published product

roadmap from the OEM for every module or component proposed 4.3.3. The bidder and OEM of proposed Integrated HRMS solution need to duly meet

the appropriate eligibility criteria as specified in Annexure 01 – Eligibility Criteria 4.3.4. The bidder has to implement the HRMS at DC and DRC. Bidder may also need

to implement part of proposed solution/application at branches, offices of the bank and other locations depending on the proposed solution. During implementation, the bidder needs to adhere to all the requirements provided by Bank as part of this RFP.

4.3.5. The application licenses should accommodate the growth of the bank and adhere to the segregation provided in the Section 3 - About the Bank, Clause 3.5 of the RFP without any commercial implication during the contract period

4.3.6. The HRMS application OEM would need to ensure that the bidder has necessary skills support available back to back for bidder‘s success in Bank‘s project during entire implementation phase. The Bidder can provision necessary cost in the Appendix 02 – Bill of Materials for meeting this requirement.


4.4. Interface & Integration Requirements

4.4.1. The Bidder has to supply, install, customize, implement, train, rollout and maintain the interfaces including supply of the necessary hardware infrastructure, tools necessary for the functioning of the Interface if required.

4.4.2. The Bidder is required to build interfaces between the proposed Solution with the applications and systems mentioned below.

Core Banking Solution Email solution (IBM Lotus Notes) Bank intranet Bank website SMS Server Biometric System

4.4.3. It is the expectation of the Bank that the integration/interface architecture is

based around industry best practices. 4.4.4. The Bidder will be responsible for identifying the detailed interface

requirements for integrating the proposed packages to the existing systems of the Bank and for all other functionalities as mentioned in this RFP.

4.4.5. The interface architecture should be clearly defined. The integration architecture should include the types of interfaces supported; the standards used and should comply with Bank architecture principles.

4.4.6. The Bidder will present to the Bank the interface requirements for review. 4.4.7. Any suggestions from the Bank will have to be included by the Bidder. 4.4.8. The Bidder will be responsible for developing, testing and maintaining the

interfaces. When developing the interfaces, the Bidder should ensure the requirements of data format, frequency of data transfer, quality checks and validations before data transfer and priorities for data transfer are identified and addressed.

4.4.9. The Bidder must ensure that all applicable interfaces are automated with no manual intervention.

4.4.10. The Bidder will ensure and incorporate all necessary security and control features within the application, operating system, database, etc. so as to maintain integrity and confidentiality of data at all times.

4.4.11. The Bidder will be responsible for setting up the test environment for interface testing.

4.4.11.1. The Bidder will help/assist the Bank in preparing the test cases for the testing. Bidder shall ensure that the test cases meet all the testing requirements of the Bank.

4.4.11.2. The Bidder must ensure that a sound methodology is implemented (e.g. SOA governance framework, integration competency centre) to manage the interfaces.

4.4.11.3. The Bidder is responsible to configure and deploy the interface and is expected to quote a separate amount for building each interface in the Appendix 02 – Bill of materials. The Bidder will be paid applicable amounts for each of the interfaces built during the quarter at the end of the quarter. The single amount has to be quoted as payable during the first year itself for TCO purposes. The Bank reserves the right to prioritize the interface building within the overall timelines of the Project.


4.5. Software Licenses

The Bidder has to ensure that all necessary licenses that are required for this RFP are procured and installed at the DC and DRC and other relevant locations of the Bank. The Bank will not be responsible or liable for any infringements or unauthorized use of the licensed products. In the event of any claims against the Bank for any license related issues, the Bidder will have to act upon the same and all liabilities and claims whatsoever will have to be settled by the Bidder.

Further if the Bidder has missed out providing any licenses to the Bank, then the Bank will not bear any additional amount for procurement of such licenses at a later date. Bidder is required to consider the ATS of the Solution and related application software for the period of contract from day one. The Bidder is required to provide perpetual license in nature for all modules of the Integrated HRMS solution.

4.6. Hardware

4.6.1. The Bidder is required to size for adequate hardware based on the volumes for the Solution covering the integrated HRMS solution

4.6.2. System should be sized to ensure that HRMS data relating to employees master information transfer and promotions will be retained forever. The other data will be retained on-line for a period of 10 years, beginning from the previous 9 years and ending with the current year. All the data previous to the 9 years will be indexed archived and will be retained offline. The Bidder is required to provide appropriate interface for quick retrieval of data from the archives as and when required without any intervention by the bidder once the system goes live. Data archival must be an automated process based on certain business rules which will be shared with the successful bidder and data retrieval system needs to be user friendly on demand system without the intervention of the Bidder once the system is online.

4.6.3. The hardware technology proposed for the Solution should be of enterprise class, best of the breed, latest, tested and stable release of OEM vendor and based on the latest platform enabling technology.

4.6.4. The vertical scalability available within the server hardware proposed for the Solution should be at least minimum 20% to accommodate additional CPUs, Memory (including cache) over and above the terminal year sizing requirements.

4.6.5. The Bidder needs to size, design, procure, commission and maintain the hardware and related software for all the applications for the period of contract required as per the RFP.

4.6.6. The hardware proposed has to be sized as per the below concurrency requirements # Area Factor Minimum sizing and support 1 Concurrency Average Concurrency 20% of total users at any

point of time Peak Concurrency 30% of total users at any

point of time 2 Report

generation Standard report generation 50 reports per hour Ad hoc report generation 10 reports per hour Salary slip generation and printing

500 reports per hour


Note: The Bidder has to size the solution for peak periods of concurrency and report generation

4.6.7. The design should be such that the minimum availability requirements as specified in the SLA section of the tender are met. The integrated HRMS Application should be designed for Active-Passive and the Database should be sized for Active-Passive cluster based on the proposed HRMS application design.

4.6.8. The hardware sized should be scalable and fault tolerant. All the components within the server should be hot swappable or pluggable and should incur no downtime due to component failure.

4.6.9. All core HRMS servers suggested should have dual power supplies. The power input to the power supplies will be from separate UPS. In case of failure of one power supply, the second power supply should be able to take the full load without causing any interruption in services.

4.7. Database

The bidders must factor licenses for all suitable databases proposed in the RFP response for the purpose of the HRMS solution. Bidders will be required to factor any RDBMS database licenses proposed and required for the functioning of the solution in the Appendix – 02 Bill of Material. The Bidder will have to provide complete support for installation, implementation, maintenance, facilities management etc. during the period of the contract. The sizing methodology and working will need to be done by the bidder and submit to the bank as part of technical bid.

4.8. Storage

The bidders have to propose appropriate storage and switch for the solution meeting the growth requirements as detailed in Section 03 – About the Bank for the entire period of contract. The Bidder should factor the necessary storage components as per the requirements in the Appendix 02 - Bill of Materials. The bidder would need to design and size, procure, install and maintain the storage solution throughout the tenure of the contract. The actual storage capacity sizing methodology and working will need to be done by the bidder and submit to the bank as part of Technical Bid. The storage should be sized such that it can sustain and hold all employee data for the period of contract.

4.9. Environments

Physically separate adequately sized hardware should be quoted for test & development servers. The same server would be used for training and migration purpose.

The Test & Development servers sizing should be minimum 20% of the size of the production database server as per the first year sizing with minimum 25% available space for vertical scalability within the test and development server.

This environment needs to be deployed only at the DC.


4.10. Hardware utilization

4.10.1. The Bidder is expected to size Hardware for the Solution based on the information provided in the section 3 – About the Bank of this RFP for implementing the solution for the employees. The sizing should be scalable to support the terminal year requirements of branches and employees over the tenure of the Contract. At any point in time during the contract period, for these locations, the utilization levels of following should not exceed beyond the limits mentioned below. Processor – 40% to 45% Memory/RAM – 50% to 60% Hard Disk/Storage - 60 % to 70 % In case the above requirement is not met, additional hardware and related software would have to be provided by the Bidder at no further cost, within two weeks of crossing the threshold(s).

4.10.2. The bank would like to stagger the deployment of the hardware resources over the years based on projected and actual utilization. Accordingly, the initial hardware deployed should be capable of handling at least the first four years load, volume and sizing as provided in this Section 3 – About the Bank of this RFP. Subsequently, the Bidder has to ensure that appropriate hardware and other resources are incrementally added based on the increase in the load and volumes to support the growth for the remaining contract period. The Bidder has to ensure that the configuration proposed is capable enough of handling the respective year‘s load and volume. The prices quoted by the Bidder for the incremental resources would stay valid for the entire contract period. The bank will only pay for these incremental resources as and when deployed by the Bidder as per the payment terms in this RFP. If the load and volumes don‘t increase, the configuration already deployed by the Bidder should continue till such time the load and volumes are breached.

4.10.3. The Bidder at all times has to ensure that the sizing done confirms to the service level requirements of the Bank. In the event, these requirements of the Bank are not met at any point during the contract period, the Bidder would need to deploy additional resources to meet the performance levels, failing which penalty would be levied as per this RFP Section 6 – SLA.

4.10.4. The Bidder also has to perform pro-active monitoring of the solution to ensure that before any breach happens they have sufficient time in procuring and installing the additional components. At no point in time should the bank be made to suffer on account of the vendors delay to procure the additional resources.

4.10.5. The proposed hardware should support at the concurrent users specified who would not be idle and would perform any kind of transaction in the HRMS application.

4.10.6. The Bidder is responsible to arrive at the sizing independently. The Bank is not responsible for any assumption made by the Bidder with respect to the sizing. In the event the sizing quoted by the Bidder does not meet the performance / service levels of the Bank the Bidder will at their cost carry out the necessary upgrades / replacements. The Bank will not pay any additional amount during the period of the contract.

4.11. Hardware delivery

The Bank expects the Bidder to undertake delivery of the hardware for the Solution within 6 weeks of placing the purchase order by the Bank. The Bidder also has to ensure completion of installation and commissioning within 8 weeks of placing the purchase order by the Bank.


5. Implementation Methodology The Bidder should follow a suitable methodology for delivering the requirements of the RFP for the entire contract period. Accordingly the Bidder should factor for necessary effort and team deployment. The methodology should clearly lay out the overall steps from initiation to closure of this engagement. The methodology should address all stages including development, customization, Facilities Management services, and hardware/software installation/configuration services. Each step should detail the input, process and output. The Bidder should further provide the deliverables and sign off process for each of the deliverables at various stages. The System Integrator would need to deploy team for implementation (including Project Manager) on the ground at Bank‘s location (Bengaluru/Ballari/Malappuram/Other) on full time basis.

The HRMS OEM‘s should be committed to the success of the project and have governance aligned by being part of the steering committee during the actual project implementation. The following are the expectations with respect to OEM involvement during the contract period:

• The OEM should provide qualified personnel to the bidder who will ensure that the HRMS Solution is designed and implemented according to the highest standards during the implementation phases.

• The OEM should ensure that it provides experienced, qualified staff to the bidder during the implementation, support, sustenance phases.

The System integrator and OEM will need to ensure that these resources are on the ground in the project on a full time onsite basis during the implementation phase and the bank will verify the same through a review of resumes and organizational photo id, timesheets and by taking an undertaking from the vendor and any other means necessary. The Bidder will be required to provision all the requisite cost of the OEM involvement in the project in the Appendix 02 – Bill of Materials.

5.1. Functional Requirements Specification Study

5.1.1. The Bidder will conduct a detailed systems requirements study and provide a HRMS Functional Requirements Specification Manual (―FRSM‖) relating to the functionalities as required to support the various products and services offered by the bank/to be offered by the bank in the near future as responded by the Bidder in Appendix 01 – Functional Specifications. The FRSM must also include all the areas where the Bidder is suggesting a work-around. If the work-around involves re-alignment of a business process the re-aligned process should be included in the FRSM. The FRSM should include the standard operating procedure proposed for the re-aligned process. The Bidder is expected to assist the Bank in aligning the business requirements with the application so as to enable centralization of desired business process, eliminate redundant and duplicate processes, increase operational efficiency and improve customer service. Bidder is expected to prepare detailed documentation, presentation, workflows for the business processes affected due to implementation of the HRMS Solution and other applications implementation.

5.1.2. The Bidder shall provide the FRSM to the Bank for review and comments, and any comments or suggestions of the Bank will be incorporated therein.

5.1.3. The Bank will identify functional heads for each process, which would be responsible for the review, comments and sign–off of the FRSM.

5.1.4. The FRSM will be deemed completed when signed–off from the Bank.


5.2. Business Process Definition (BPD)/Parameterization

5.2.1. The Bidder is also expected to carry out and document a detailed current assessment for all business activities, and services performed by the Bank‘s Personnel Department to gain understanding of the Bank‘s existing business and operations. The Bidder is expected to help the Bank to parameterize the product and provide valuable inputs at the time of system parameterization based on the current state assessment undertaken by the Bidder. Also, the HRMS core team training conducted by the Bidder should reflect the understanding of the Bank‘s current products and processes as a result of conducting the current assessment.

5.2.2. The Bidder would be responsible for ensuring that the BPD/Parameterization exercise is as per the plan. In case the Bidder fails to commission the hardware in order to provide access to the testing environment, then the Bidder would need to make alternative arrangements at no extra cost to the Bank.

5.2.3. Bidder would need to ensure that the Business Process Consultant is present at Bank‘s premises during the implementation phase. He should be made available on need basis at Bank‘s premises up to 3 months after Go-Live.

5.3. Customization

5.3.1. The Bidder should quote the customization efforts to carry out all the customization as per the Appendix 01 – Functional Specifications and quote the requisite customization effort in the Appendix 02 – Bill of Materials.

5.3.2. The Bidder is expected to undertake a detailed current system and procedures assessment for the Solution. The Bidder is expected to document the current state assessment and get the same reviewed and approved by the bank. The Bidder is also expected to identify the current state gaps between the procedures and practices followed by the Bank with the integrated HRMS solution being implemented and get the same reviewed and approved by the Bank.

5.3.3. The Bidder needs to provide all statutory and regulatory reports as required by the regulatory institutions. The Bank will not pay any additional customization costs either for gaps observed for Clause 5.3.2 above and/or gaps observed for statutory or regulatory reports as required by the Bank.

5.3.4. The Bidder is expected to provide a resolution to all gaps observed during Functional specifications evaluation, Product Demonstration, Current Systems Study, Training, User Acceptance Testing (UAT), Business Process Definition (BPD) and subsequent roll out for all the proposed solutions. The cost of customization should be included in the price bid.

5.3.5. Over and above the Bank HRMS MIS/report requirements (including regulatory reports) specified in the Appendix 01 – Functional Specifications, the Bidder must additionally provision for configuration/customization/development and delivery of a total of 250 simple or complex reports/MIS from the Solution. Bank at its discretion may avail the development of any reports/MIS from the Solution. The Bidder has to provide a onetime cost for development of the 250 simple or complex reports from the Solution in the Appendix 02 – Bill of Materials. The Bank will pay the proportionate amount to the Bidder based on the number of reports delivered on a pro-rata basis post the satisfactory acceptance of the reports by the Bank.

5.3.6. Additional Customization beyond the RFP requirements:


5.3.7. The Bank may require the Bidder to address additional requirements that are not either of the following: - Bug fixes - Gaps found during base version testing - Gaps against the functionalities specified in Appendix 01 – Functional

Specifications

5.3.8. The Bank will compensate the Bidder on the basis of a man day rate that will stay fixed through the contract period. This rate has to be provided by the Bidder in the Appendix 02 – Bill of Material. For TCO evaluation purposes, the man day rate will be multiplied by 180 for all bidders. The Bidders have to note that no additional ATS cost will be payable for the enhancements/customizations availed by the Bank during the contract period.

5.3.9. The Bidder will have to ensure that the software provided as part of the

Integrated HRMS Solution project meets all the requirements described in detail in the functional and technical requirements and to carry out all customizations or development work as maybe required by the Bank at no additional license charge/fees/expenses. The Bidder will have to provide all the MIS reports as per the requirements of the Bank. For meeting the MIS requirements of the Bank, the Bidder will also need to provide a report generation tool as part of the RFP. The precise scope of the customization and development work to be undertaken by the Bidder will have to be as per the requirements of the Bank as described in the RFP.

5.3.10. The Bidder will have to carry out all the customization related work at the premises of the Bank. The Bank will have to be a party to the Functional Requirements Specifications sign-off, UAT, UAT sign-off, Installation sign-off and Implementation sign-off. The Bidder will have to install and commission the software for customization and UAT as per Project Plan in Section 7 failing which the Bidder will be liable to pay the Bank the applicable penalty for delay as specified in Section 11 – Terms and Conditions (Liquidated damages). The Bidder will have to provide all tools, testing instruments, drivers, consumables, etc. required to install and customize and test the software free of any fees or charges or any expenses. The Bidder will have to document and submit to the Bank all the testing activities, procedures and results. The Bidder is required to ensure that the software provides interfaces to the other application systems at the Bank as specified in respective functional specifications as per Appendix 01 – Functional Specifications at no additional cost or fees or charges or expenses. The Bidder will have to provide the Bank weekly progress reports on the bugs/problems reported/points taken up with schedule of date of reporting, date of resolving, and status for all kind of bugs and problems whether reported by branch/HO/RO or Bidder staff. Customizations would be both with respect to the integrated HRMS solution and interfaces that the Bank proposes to implement through the selected Bidder.

5.4. Module Integration

5.4.1. The Bidder is expected to build integration between the modules under the scope.

5.4.2. For such activity, the Bidder would have to make a system study, identify gaps, resolve the same, test all such scenarios and then implement the same into production.

5.4.3. So as to ensure the total integration and functionalities of the system, the Bidder needs to integrate all the software modules. The Bidder will be


responsible for fault detection and rectification. The Bidder is responsible to ensure that the integrated systems are fully functional.

5.5. Gap Identification and Resolution

5.5.1. The Bidder has to provide all functionalities as mentioned in the Appendix 01 - Functional Specifications, meet the Technical Requirements and provide all functionalities as mentioned in the FRSM.

5.5.2. The Bidder will provide the Bank with the gap identification report along with the necessary solutions to overcome the gaps and the time frames.

5.5.3. The Bidder will ensure that all gaps identified at the time of system testing will be immediately resolved.

5.5.4. The Bidder will ensure that gaps pointed out by the audit and inspection teams, statutory and regulatory bodies, or any other third party agency engaged by the Bank will be immediately resolved.

5.5.5. The Bidder shall resolve gaps by proposing a suitable work around or customizing the proposed solution by way of modifications/enhancements, as necessary, to the proposed software solution.

5.5.6. The Bidder shall provide all statutory, regulatory and ad hoc MIS (Management Information System) reports as required by the Bank in the desired format during the initial phase of customization process.

5.5.7. The Bidder shall provide for all subsequent changes to reports as suggested by the statutory and regulatory bodies from time to time immediately to the Bank at no additional cost to the Bank during the contract period.

5.5.8. The Bidder shall provide for a flexible report writer utility and train the Bank personnel in using the same.

5.5.9. The Bidder will give adequate time to the Bank for reviewing the gap report 5.5.10. The Bidder will incorporate all the suggestions made by the Bank to the gap

report. 5.5.11. The Bidder will ensure that they have the necessary infrastructure and people

in place to resolve all the gaps within the time lines agreed, for the implementation and roll out.

5.5.12. The cost of all customizations as mentioned above is required to be included in the price bid and the Bank will not make any additional costs for such effort till all the branches are live. While costing the customization effort required, the Bidder should exclude the effort required from the Bank.

5.5.13. The Bidder is expected to document all gaps observed by the Bank at various stages of implementation including their solution and monitor and track the status of the same throughout the implementation

5.6. Testing

5.6.1. The Bank proposes to conduct ―User Acceptance Testing‖ (―UAT‖) for the Solution for the purpose of ensuring that all the functionalities requested for by the Bank are available and are functioning accurately. The UAT would be carried out for the Integrated HRMS Solution proposed by the Bidder.

5.6.2. The Bidder will convey to the Bank that all the customizations that are required to ―Go Live‖, as agreed upon and signed off by the Bank are completed and the solution is ready for testing.

5.6.3. The Bank expects the test environment to be available to the Bank at all times, for the purpose of testing. The Bidder is expected to provide for the requisite test and development infrastructure including hardware, software, operating system and database for all applications being offered by the Bidder. The Bank expects the Bidder to set up the required test & development server at DC at


the desired testing center of the Bank for the purpose of testing. The Bank plans to use the testing environment throughout the period of the contract.

5.6.4. The Bidder will be responsible for preparing detailed test cases including test data.

5.6.5. The Bidder will assist the Bank in conducting all the tests and analyzing/comparing the results. Bidder shall provide adequate full time resources conversant in all business areas, for trouble-shooting and resolving defects during the entire UAT process.

5.6.6. Any deviations/discrepancies/errors observed during the testing phase will be formally reported to the Bidder and the Bidder will have to resolve them immediately or within the UAT approach and guidelines formulated between the Bidder and the Bank. The resolution timelines will be completely aligned to the project timeline of this RFP.

5.6.7. The Bidder will be responsible for maintaining appropriate program change control and version control for all the modifications/enhancements carried out during the implementation/testing phase.

5.6.8. The Bidder will be responsible for providing and updating system & user documentation as per the modifications.

5.7. Data Migration

This section describes the scope for Data Migration from the existing physical and electronic formats to the new integrated HRMS solution. The Bidder may quote for a one-time cost in the Appendix 02 – Bill of Materials for this activity. The overview of the tasks pertaining to data available in electronic format is as follows for the Bidder:

5.7.1. Formulating the Data Migration strategy and process documentation 5.7.2. Performing data mapping exercise with the existing electronic data vs. new

HRMS application 5.7.3. Providing checkpoint reports to ensure thorough reconciliation of the data, while

ensuring data integrity 5.7.4. Developing a Data Extraction tool (to extract data from existing standalone

applications) 5.7.5. Furnish the data in a format that can be loaded into the proposed HRMS

application 5.7.6. Perform the Data Upload activity 5.7.7. Assist in performing checks to ensure data migration success (by way of

providing comparator tools, etc.)

5.7.8. Major Requirements 5.7.8.1. The Bank expects the Bidder to migrate the entire data pertaining to the

employee accounts (from hire to retire for the time the data is available) 5.7.8.2. The majority data is available in electronic format while there is some

information available in physical forms. Some of the raw data may be non-standardized and of improper quality with characters like *, /, etc. present in the content which needs to be cleaned and improved before upload to the HRMS solution.

5.7.8.3. The Bidder will be responsible for successful data migration from the existing applications to the new HRMS application. It is Bidder‘s responsibility to perform the data mapping and extraction in whatever format the HRMS solution wants the data. The Bank will not bear any additional cost for data migration, nor will be responsible for the same.

5.7.8.4. The Bidder has to provide the Data Extraction tool version of existing applications. If required the tool will be customized by Bidder to meet the Bank‘s specific needs.


5.7.8.5. Bidder will need to understand the file structure requirements of the existing applications. Bidder will have to provide facility in the tool to generate data files in the structure as required for upload to the new HRMS application.

5.7.8.6. Data will be extracted from existing systems & manually captured data files in the flat file/required file format. These flat files/required files will be validated and uploaded, the upload process will generate Exception, Error and Control reports to facilitate rectification of the data loaded.

5.7.8.7. Bidder will be responsible for formulating the ―Data Migration Strategy‖ and process documents.

5.7.8.8. Bidder will take not more than 21 working days from date of purchase order to prepare the ―Data Migration Strategy‖ and process documents.

5.7.8.9. Bidder will give the Bank adequate time to review and sign–off the Data Migration Strategy and process documents.

5.7.8.10. All comments and suggestions of the Bank must be incorporated in the Data Migration Strategy and process documents before obtaining sign–off.

5.7.8.11. Bidder may associate the Bank‘s personnel proficient in the legacy systems for assistance during the data migration exercise.

5.7.8.12. Identify areas of data mapping and suggest data requirements for the gaps identified.

5.7.8.13. In the event of any gaps in the field mapping reports, the same would be discussed with the Bank and the agreed solution would be documented by Bidder and signed off from the Bank at no additional cost to the Bank. Bidder would give the Bank adequate time for the review of the agreed solution and incorporate the modifications as suggested by the Bank, Bidder shall ensure that workarounds or default values moved to the production database (or final output files) as a result of gaps in the field mapping are duly taken care of after successful migration to new HRMS application and the Bank officials informed of the same in writing.

5.7.8.14. It is imperative that the data which is extracted from the source system be clean. This can be achieved by running exception/data integrity reports on the source system prior to data extraction. The branches should use these reports to rectify the invalid data.

5.7.8.15. It will be the responsibility of Bidder to ensure complete data cleaning and validation for all data being migrated from the existing systems to the new HRMS solution.

5.7.8.16. The data upload tool has standard reports for reconciliation of the migrated data. Similar reports will have to be developed on the source system to facilitate end-to-end reconciliation of the migrated data. The Bank will perform checks on migrated data and reconcile the control reports to ensure that the data migration is successful.

5.7.8.17. Bidder will be responsible to massage the data as per the software/upload format required by the solution.

5.7.8.18. It will be the responsibility of Bidder to convey to the Bank, at least 60 days in advance from the date of migration, all the mandatory fields required for the functioning of the proposed applications that are not available in the existing applications and those that need to be obtained by the Bank.

5.7.8.19. In the event the Bank is unable to obtain all the mandatory fields as conveyed by the Bidder, the Bidder shall suggest the most suitable workaround to the Bank. Bidder shall document the suggested workaround and sign-off should be obtained from the Bank for the suggested workaround.

5.7.8.20. Bidder will be responsible for development of data entry programs/applications with appropriate validations/checks that may be required for the purpose of data migration in order to capture data available with/obtained by the Bank in non–electronic format. These


programs/applications should be made available to the Bank at least 30 days in advance from the date of migration. Bidder will be responsible to install the data capture tool where required.

5.7.8.21. Bidder has to ensure that only experienced personnel who have past experience in data migration activities are deployed for data migration process. The personnel would need to be placed at Bank‘s location on full time basis. Bidder has to submit the data migration team profiles as per Appendix 13 – Project Team profiles.

5.7.8.22. Bidder will be responsible for uploading the data entered by the Bank through the manual data entry screens, programs/applications.

5.7.8.23. Bidder shall ensure that sufficient training is imparted to the data migration team of the Bank with regards to but not limited to data structure, field mapping requirements, field validations, default values and gaps in field mapping reports.

5.7.8.24. Bidder shall develop the data conversion programs to convert Bank‘s data to required upload format. Bidder shall perform mock data migration tests to validate the conversion programs.

5.7.8.25. Bidder will be responsible for assisting the Bank in conducting the acceptance testing and in verifying the completeness and accuracy of the data migrated from the legacy applications to the proposed HRMS system.

5.7.8.26. The Bank or its consultants may, at its will, verify the test results provided by Bidder.

5.7.8.27. The Bank reserves the right ―to audit‖/―appoint an external auditor to audit‖ the process of data migration and/or the completeness and accuracy of the data migrated during the entire exercise of data migrations. The Bidder has to facilitate audit at no additional cost to the Bank.

5.7.8.28. Any gaps/discrepancy observed will be reported in writing to Bidder, who will act upon them and resolve the same immediately or within 5 working days from the day of reporting the same.

5.7.8.29. Bidder will be responsible for obtaining the data from the head office for the purpose of migration.

5.7.8.30. Bidder will be responsible to develop control reports for verification of the data both before and after migration.

5.7.8.31. Bidder has to provide data comparator tools for the purpose of checking the source and target data for data migration success.

5.7.8.32. Any deviations/discrepancies/errors observed during the testing phase will be formally reported to the Bidder and the Bidder will have to resolve them immediately.

5.7.9. Data Migration Activity Timelines 5.7.9.1. Bidder shall provide Data Migration services until the data is migrated

successfully into the HRMS production environment and the Bank goes live on the integrated HRMS solutions.

5.7.9.2. Bidder shall provide dedicated on-site support during the data migration exercise in the mock/staging environment.

5.8. Training

5.8.1. The Bidder will be responsible for training the Bank‘s employees in the areas of parameterization, implementation, migration, operations, management, error handling, system administration, etc. The training should at least cover the following areas:

5.8.1.1. Functionality available in the solution 5.8.1.2. Customization development 5.8.1.3. Parameterization


5.8.1.4. Data Migration (data mapping, field validations, default values, gaps in data migration, manual data entry programs etc.)

5.8.1.5. Impact analysis 5.8.1.6. Advanced user training 5.8.1.7. Deployment of various products/packages as part of the solution 5.8.1.8. Techniques of generating various MIS reports from the solution provided 5.8.1.9. Using of all the auditing tools being provided 5.8.1.10. Developing new audit reports/tools using the proposed solution 5.8.1.11. Advanced training on the operating systems, database systems and

network systems to be used by the proposed solution 5.8.1.12. System and Application administration at branches 5.8.1.13. Log analysis and monitoring 5.8.1.14. Report Writing using report writer tools. 5.8.2. The key trainings as per the RFP are mentioned below as well as in Appendix

02 – Bill of Materials where the Bidders have to quote for the complete cost for conducting the training for the Bank users

Sl. No.

Training Type Min. No. of Days/ Weeks per Batch

Batches No. of Trainees per batch

Location

1 Executive Awareness

3 days 2 40 Bengaluru

2 Core Team/ Technical Users training

3 weeks 1 20 Bengaluru

3 Train the trainers 2 weeks 1 20 Bengaluru

5.8.3. The training batches may be continuous or in staggered fashion 5.8.4. All trainings are to be conducted at the SI/OEM premises. The costs for

lodging, boarding and travel for the bank employees would be borne by the Bank. All other costs to be borne by the bidder.

5.8.5. All training facilities, trainers and training infrastructure have to be provided by the bidder.

5.8.6. The Bidder will be responsible for providing the users with the requisite training material in both hard and soft copies for the core team/implementation training, technical training, end-user training and train the trainers. The onus of preparing the training material will be on the Bidder.

5.8.7. The Bidder will be expected to deliver to the Bank one (1) physical copy and one (1) electronic copy of documentation for each of the deliverables and online context-sensitive help module included in the software to enable the Bank‘s personnel to use and understand the operations of the deliverables. The Bank may make additional copies of the Bank specific documentation for their internal use.

5.8.8. The Bidder has to ensure that there is online help available for each functional area within the integrated HRMS post go live of the application for every user of the Bank.

5.9. Phased Implementation

5.9.1. The Bidder has to implement the integrated HRMS in a modular and phased manner.


5.9.2. The Bidder will be responsible for installing the applications with all the customizations.

5.9.3. The Bidder will set all the parameters in the application as accepted in the test environment. The Bidder shall be responsible for accuracy of the parameters set according to the business needs of the Bank.

5.9.4. The Bidder will be responsible to migrate the HRMS data as explained in ―Data migration‖ section

5.9.5. During the entire phased implementation the HRMS OEM should provide onsite resources on a full time basis including a full time onsite project manager as part of their implementation team for the phased implementation.

5.10. Facilities Management

5.10.1. Services to be Covered 5.10.2. This section describes, but does not limit, the services required by the Bank for

the Solution proposed as part of this RFP at the Data Centre, Disaster Recovery Site, Head Office, etc. The Bank intends that the contract which is contemplated herein with the Bidder shall cover all deliverables and services required to be procured or provided by the Bidder during such period of contract. The Bidder needs to consider and envisage all services that would be required in the maintenance of the facilities. FM for all purposes means all Annual Maintenance Contract (AMC), warranties, ATS (Annual Technical Support) for all applications and interfaces provided, quoted and developed by the Bidder and all other costs necessary and incidental for the maintenance and support of the infrastructure and equipment.

5.10.2.1. The Bidder is expected to develop a methodology for conducting the FM for Bank based on the requirements. The personnel being deployed by the Bidder for FM at the Bank should be having relevant experience.

5.10.2.2. The Facilities Management services would at least include:

Hardware Management (Servers, etc.)

System Administration

Software Distribution

Software License Management

Software maintenance

Updates/Upgrades/New releases/New versions

Database Administration activities for Database

Operations Management

Warranty

5.10.2.3. The Bidder shall provide a detailed bill of material and methodology for providing each of the above service at each of the locations, respectively.

5.10.2.4. The Bidder will be solely responsible for providing and maintaining all services as mentioned above for all third party support applications quoted by the Bidder as a part of their proposal.

5.10.3. Restore to Service: Provide standard maintenance services including 5.10.3.1. Diagnostics and troubleshooting


5.10.3.2. System & component maintenance 5.10.3.3. Configuration changes, tracking, and documentation 5.10.3.4. Upgrade / Enhancement 5.10.3.5. The maintenance for the services would be for the applications, databases,

and servers, and other infrastructure provided by the Bidder under this RFP. 5.10.4. Scope of Services 5.10.4.1. Hardware Management (Servers, etc.)

As a part of FM, the Bidder shall provide services relating to maintenance and support to server hardware and other infrastructure supplied for the entire contract period.

The Bidder shall provide the services to ensure appropriate platform hardware (e.g., processor, memory, etc. and system software (e.g., operating system, database, middleware, etc.) are available to the specified server type.

The Bidder shall provide services, which include requirement analysis, assisting the Bank in hardware and system software platform acquisition, testing, verification, and installation, problem identification, root cause analysis and problem resolution. The Bidder accepts that these services allow access to business critical software. The Bidder agrees that services provided include implementation and maintenance of the server and other infrastructure as well as installation of the licensed software and other software used by the solutions quoted by the Bidder.

5.10.4.2. The Bidder shall provide for maintenance of Hardware, including preventive Hardware support, as well as repair and / or replacement activity after a problem has occurred, Firmware upgrade, Warranty service management, including coordination and Vendor management.

5.10.4.3. If the Hardware supplied by the Bidder is to be replaced permanently the Bidder shall replace the equipment of same Make/ Model/configuration or of higher configuration. However, the Bank may accept different make/model/ configuration at its discretion if the original make/model/ configurations are not available in the market due to obsolescence or technological up gradation, stoppage of the production of the same make/model/ configuration by the MANUFACTURER or cessation / winding up of the Company. The price benefit if any gained in the process by the Bidder, is agreed by the Bidder to be passed on to the Bank.

5.10.4.4. Bidder shall provide Hardware maintenance services including preventive maintenance (e.g., running standard diagnostics, machine cleaning, checking cables and ports), corrective maintenance to remedy a problem, and scheduled maintenance required to maintain the Hardware in accordance with manufacturers' specifications and warranties.

5.10.4.5. Bidder shall co-ordinate warranty repair or replacement service for the Hardware and process warranty claims, as applicable.

5.10.4.6. Bidder shall provide support and assistance, as required, to isolate complex operational and software problems.

5.10.4.7. The Bidder shall provide all maintenance services in accordance with the Service Levels given in Section 6 – Service Level agreement.

5.10.4.8. The Bank will not be liable to pay any additional amounts in respect of any sort of maintenance required during the tenure of the contract.

5.10.4.9. System Administration: Provide for system administration services. Examples of these services are:


Client account maintenance - Creating users, groups, creating user accounts, deleting user accounts, modifying user accounts, etc. on the system;

File/system/application access management - Maintaining file and directory permissions on OS and application access management like creating user accounts at application level, assigning application access, setting application passwords, user lockout, etc.;

Performance optimization and reporting - Process and Memory Management, monitoring CPU performance, monitoring Memory performance, monitoring Input/output performance, monitoring Ethernet traffic, etc.;

Error detection and correction;

Troubleshooting and client support

5.10.4.10. Software Maintenance:

The Bidder should provide, through a set of standard software packages, software and software related services to hardware infrastructure.

Types of service include requirement analysis, assisting the Bank in software product acquisition for testing, verification, and installation of Bidder supported software, in accordance with bug fixes, emergency changes and program changes initiated by the users.

Prior to delivering any software to the Bank, the Bidder will be required to test the software and the media on which it is to be delivered with a current version of a leading anti-virus application in efforts to detect, and if so detected, to eliminate, any ―viruses‖ or ―worms‖ designed to damage, disrupt, disable, harm, or otherwise impede in any manner, the orderly operation of the software. The Bidder shall also ensure that the software does not and shall not contain any computer code or any other procedures, routines or mechanisms to: (i) disrupt, disable, harm or impair in any way the software (or other applications installed on the system the software is installed or interacts with) orderly operation based on the elapsing of a period of time, exceeding an authorized number of copies, advancement to a particular date or other numeral (sometimes referred to as ―time bombs‖, ―time locks‖, or ―drop dead‖ devices); (ii) cause the software to damage or corrupt any of the Banks‘ or its clients‘ data, storage media, programs, equipment or communications, or otherwise interfere with the Banks operations, or (iii) permit the Bidder and/or its personnel and/or its licensors and/or any other third party, to access the software (or any other software or Banks computer systems) to cause such disruption, disablement, harm, impairment, damage or corruption (sometimes referred to as ―traps‖, ―access codes‖ or ―trap door‖ devices).

Software Maintenance and Support Services during Warranty and AMC:

The Software Maintenance and Support Services contemplated herein shall be provided for all Licensed Software implemented by the Bidder.


The Bidder shall provide remote trouble shooting / customer support mechanism from any single location like Head office of the Bank or through Web based methodology.

The Maintenance and Support Services will cover:

All product upgrades, modifications, enhancements that have to be provided to the Bank free of charge.

Enhancements would include changes in the software due to Statutory and Regulatory changes and changes required due to changes in industry and other Banking practices in India. It will also include all the functionalities mentioned in Appendix 01 - Functional Specifications.

Modifications would include minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the application.

Upgrades would include product releases made by the Bidder to incorporate technological changes, consolidating all bug fixes, consolidating all enhancement requests made by the Bank.

No customization and subsequent implementation charges will be payable by the Bank for enhancements, modifications and upgrades.

The Bidder agrees that any future upgrades, modifications or enhancements shall not affect the current working of the licensed software and all current functionality shall be migrated to the new / enhanced version.

The Bidder shall implement the new/enhanced version and that the Bank will bear no cost for migrating the existing functionality to the new / enhanced version.

The Bidder shall have the responsibility to ensure that the designate OEM undertakes to perform all obligations with respect to the project and all other software contemplated in the Solution, upon the same terms and conditions as agreed to by the Bidder in the event that (i) OEM is unable to perform its obligations, (ii) OEM refuses to perform its obligations, (iii) expiry of the agreement and (iv) termination of agreement, with respect to the project for any reason whatsoever. The Bidder acknowledges that the rights mentioned herein are without prejudice to the rights and the remedies (under law or equity) that the Bank may have against the Bidder.

The Bidder shall apply regular patches to the licensed software including the operating system, databases and other applications as released by the Original Equipment Manufacturers (―OEM‘s‖), for which the Bank will bear no additional costs. The Bidder agrees that the functioning of the HRMS solution of the Bank will not be affected adversely as a result of any new releases, enhancements, patches, etc.

The Bidder agrees at all times to meet the service levels as specified in this tender document


The Bidder shall maintain the entire IT infrastructure for all the components implemented under this tender and subsequent agreement as well.

User support in case of technical difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental/ancillary to the above

Prompt receipt, analysis and reporting of reported deficiencies in the operation of the software and supply of information and advice on such deficiencies;

Installing/commissioning the software at the designated locations/changed designated location at no additional cost or fees or expenses to the Bank. Installing/commissioning the upgrades / new versions/ new releases of software at the designated locations/changed designated location at no additional cost or fees or expenses to the Bank. The requirements that are finalized with the Bank post the gap assessment phase and included in the business requirements document, will need to be provided by the Bank at no additional cost to the Bank.

Providing remedial support in case the software media is virus-inflicted at no additional cost or fees or expenses to the Bank;

Unscheduled, on call, corrective and remedial maintenance and support services;

Providing ―enhancements‖;

Providing changes to the licensed software, which are of software fine-tuning in nature

Program Errors Correction;

The Bidder shall use its best efforts in remedying any program error. All Program Errors shall be reported in accordance with the procedure prescribed in respect thereof and shall be accompanied by sufficient information including the input data that generated the program error so as to enable the Bidder to reproduce and verify the reported program error. On receipt of request together with all such information and data the Bidder shall use all-out efforts, consistent with the severity of the program error, to remedy such program error which is within the purview of the system logic, that it has been able to reproduce and verify. Such remedies may include providing instructions to the Bank to cure the program error or delivering updates at no additional cost. The Bidder warrants that any or all program errors that are reported will be remedied.

In the event, the Bidder determines that the error reported/ problem notified in the support request in not a Program Error, it shall advise the Bank whether it can correct or assist in resolving such error/problem on a best effort basis.

5.10.4.11. Updates/Upgrades/New releases/New versions:


The Bidder/OEM from time to time has to release Updates/Upgrades/New releases/New versions and notify the Bank about the same. The Bidder/OEM agrees that all such Updates/Upgrades/New releases/New versions, as and when released during the term of warranty or ATS/AMC shall be provided to the Bank at no additional cost or fees or expenses including implementation cost during the contract period.

5.10.4.12. Enhancements

All requests for Enhancements that may be required for any reason by the Bank shall be made in accordance with the procedures to be established by the Bank in this regard.

Any service provided by the Bidder, which is within the purview of the Software Maintenance and Support Services contemplated herein shall be at no additional cost or fees or expenses to the Bank.

The Bidder shall rectify any corruption in the application software or media at no extra cost to the Bank.

The Bidder shall ensure ‗nil‘ downtime of licensed software, prompt execution of customization and enhancement requirements, version control mechanism and also to develop smooth upgrades and version changes, ongoing training, user group meetings and feedback mechanism.

The Bidder agrees that licensed software support will include update, upgrade, technical guidance on usage of features and functionality, problem solving and troubleshooting including troubleshooting and operational errors/bug fixation, rectification of bugs, enabling features of the licensed software already provided exclusive of new software licenses, providing additional user controlled reports, enabling parameterized features, future product information, migration path details and consultancy. The Bidder agrees that the support will be rendered in person in the normal course and in emergencies, support will be extended through telephone, fax, and email and that such instances should be an exception

5.10.4.13. Software support

The Bidder shall provide complete technical support for software problems (all licensed software provided by the Bidder as a part of this tender or maintained by the Bidder as a part of this tender) and or questions, defect and non-defect related to Bank office automation products, systems and licensed applications.

The Bidder shall provide licensed software support including but not limited to problem tracking, problem source identification, problem impact (severity) determination, bypass and recovery support, problem resolution, management reporting and trend analysis and interfacing with other suppliers (as required) on behalf of the Bank.


Bidder shall respond to the initial service desk request from the Bank within agreed service levels.

Bidder shall log any reported incident, identify it as defect or non-defect related, and tracks it till resolution. For all incidents, the Bidder will ask the Bank to assign a severity rank and handle it according to Service Levels given in Section 6 - Service Level Agreement.

For a defect related problem, depending on the Software, Bidder shall either:

Issue defect correction information, a restriction, or a bypass (provided the problem can be reproduced in that Software's specified operating environment), or

During resolution of a reported problem, Bidder shall provide the Bank with periodic status updates and also provide the Bank with a (monthly/weekly) report detailing the disposition of each reported problem, and other contents as desired by the Bank

The Bidder shall provide reasonable effort using available resources to assist the End Users at the Bank with Non-Standard Software support for problem determination and resolution

In the event of any dispute and or the commencement of arbitration proceedings the Vendor shall continue all facilities management services.

5.10.4.14. Application Management

The Bidder should be able to provide Application Management services to manage software applications of the Bank.

The Bidder should be able to synchronize Application Management with IT infrastructure management. Deliverables for Application support should include:

Performance Monitoring & Management of application.

Installation & configuration of application

Availability installation & configuration

Application Patch management and version control.

Capacity Management.

Deployment of objects in Application server.

Up gradation & migration

Trouble shooting Application server product related issues

Troubleshooting Patch Management.


Start, stop, and manage Application Server services.

Configure and manage Application Web server.

Configure and manage HTTP.

Configure and use monitoring tools provided for Application Server.

Un-installation

SIP & performance management.

Vendor management ( Logging a call with product Vendor)

Version migration, testing and implementation

File Level Backup for Application Server

Backup & restoration management of application server.

Portal/content management.

User management

Support to known errors and problems

Monitor web / Application server availability

Monitor alert notifications, checking for impending problems, triggering appropriate actions.

Bidder is expected to provide relevant reports for the previous month in the 1st week of every month and same needs to be jointly reviewed by Bidder and Bank in next 3 working days. The reports should be benchmarked against the Service Levels defined in Service Level Agreement, and penalty should be calculated based on the level of deviation from Service levels defined. The Bidder is required to submit the list of reports to track performance on service levels for all managed services under scope of this tender.

5.10.4.15. Patch Management

Rollout planning.

Obtain Sign-off for Patch release implementation.

Communication, preparation and training to the team for Patch implementation.

Storage of controlled software in both centralized and distributed systems.

Patch Release, distribution and installation

Compliance & Adherence to Security Control Points as communicated by Bank.


Log history of patches applied is required to be maintained.

Firmware updates

5.10.4.16. Warranty:

The products & services offered must include comprehensive on-site warranty as provided by the OEM Vendor from the date of installation and acceptance of the solution by the Bank including all software, hardware, parts, media, patches, updates and licenses. The Warranty will commence from the date of acceptance. No parts, accessories of the systems like print heads etc. should be excluded from such warranty; and

Bidder shall be fully responsible for the manufacturer's warranty in respect of proper design, quality and workmanship of all hardware, equipment, accessories etc. covered by the tender. Bidder must warrant all hardware, equipment, accessories, spare parts etc. against any manufacturing defects during the warranty period.

During the warranty period Bidder shall maintain the systems and repair / replace at the installed site, at no charge to the Bank, all defective components that are brought to the Vendor's notice.

Warranty should not become void, if Bank buys, any other supplemental hardware from a third party and installs it within these machines under intimation to the Bidder. However, the warranty will not apply to such supplemental hardware items installed.

In the event of system breakdown or failures at any stage, protection available shall be specified which would include the following:

Diagnostic for identification

Protection of data entered

Recovery / restart facilities

Backup facilities

The Bidder shall carry out Preventive Maintenance (PM), including cleaning of interior and exterior, of all hardware and testing for virus, if any, once in a calendar quarter and should maintain proper records at each site for such PM. Failure to carry out such PM will be a breach of warranty and the warranty period will be extended by the period of delay in PM.

For implementing different versions of Application Software, if adjustments / change in the configuration are to be made in base memory the same should be carried out by the Vendor as a part of warranty.

If the Operating System or additional copies of Operating System are required to be installed / reinstalled / de-installed,


the same should be done at no additional cost during the period of contract. The Bidder shall provide or develop with the assistance of Bank

- Technical Standards;

- Security Requirements;

- Operating Procedures;

- Recovery Procedures;

- Perform an inventory of warranties and licenses in place as of the Start Date.

The Bidder shall ensure that the warranty complies with the agreed Technical Standards, Security Requirements, Operating Procedures, and Recovery Procedures

The Bidder shall develop and maintain an inventory database to include the registered hardware warranties and software licenses existing as of the Start Date, and the warranties and licenses for hardware and software:

Procured through the Bidder, or

Procured by the Bank with notification to the Bidder for inclusion in such data base

The Bidder shall perform warranty and license registration, if any, with the appropriate manufacturer, for hardware and software:

Procured through the Bidder, or

Procured by the Bank with notification to the Bidder for inclusion in such data base

Bidder shall monitor warranties to check adherence to preventive and repair maintenance terms and conditions

Bidder shall provide the Bank with access to asset control information

Bidder shall provide to the Bank, as reasonably requested, reports that aid the Bank in performing asset management and financial management functions of the Bank as these relate to hardware leases and warranties and software licenses

Bidder shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance; and

Bidder shall provide technical information as reasonably requested by the Bank for preparation and implementation of budgets and cost benefit analysis.

As far as possible, the equipment should be repaired at site. Where the equipment is taken for repairs outside the Bank, a


substitute should be provided and data, if any, should be transferred to the substitute machine besides creating back-up in one of the system‘s at the Bank‘s office and the data in the machine should be got deleted and hard disk should be degaussed.

5.10.4.17. Mean time between failures (MTBF)

If during warranty period, any equipment has a hardware failure on four or more occasions in a period of less than three months or six times in a period of less than twelve months, it shall be replaced by equivalent or higher-level new equipment by the Bidder at no cost to the Bank. However, if the new equipment supplied is priced lower than the price at which the original item was supplied, the differential cost should be refunded to the Bank.

For any delay in making available the replacement and repaired equipment‘s for inspection, delivery of equipment‘s or for commissioning of the systems or for acceptance tests / checks on per site basis, Bank reserves the right to charge a penalty and the Bidder agrees that the rate of penalty would be as per section 6 - SLA of this document.

5.10.4.18. Obligations of the Bidder:

In the course of rendering the aforesaid Software Maintenance & Support services, Bidder shall be responsible for the following:

The Bidder shall render both on-site and off-site maintenance and support services to the Bank. The Bidder shall provide troubleshooting / customer support mechanism. The Software Maintenance and Support Services shall be provided by the Bidder from the Bank‘s premises.

Bidder shall assign personnel of appropriate qualifications and experience to perform the services in order to fulfill its obligations.

Bidder shall designate one of its personnel as the Project Manager, to interact with the Designated Customer Support Contact from the Bank for the purposes of getting approvals, progress report, discussing and resolving issues, arranging meetings, etc.

Bidder shall exercise requisite control and supervision over its personnel in the course of rendering the services and make best efforts to ensure that the services are rendered in a continuous and uninterrupted manner.

Though Bidder has the right to withdraw its personnel, Bidder will replace the persons with other personnel having appropriate experience and skills at no extra cost to the Bank.

In the event that any person engaged/deputed/deployed for rendering services, is, either;

1. No longer available by reason of resignation or termination or the like; or,


2. Unable to render satisfactory services; or,

3. Not acceptable to the Bank by reason of any misconduct or non-performance on the part of such person, then

Bidder will use all reasonable endeavors to replace such individual(s) promptly by other sufficiently skilled, qualified, and experienced person(s) at no extra cost to the Bank. Bidder will in the discharge of its obligations use all reasonable endeavors to minimize changes in personnel.

Bidder will respect the confidentiality of all information given to it by the Bank and will not divulge such information to any third party or other units without the consent of the Bank.

Bidder shall impart to the authorized employees of the Bank, additional technical and/or user training in respect of any corrected licensed software provided, if required by the Bank.

The Bidder shall promptly install/implement the corrected licensed software and/or maintenance releases provided at the Designated Location(s) of the Bank at no additional cost or fees or expenses.

The Bidder shall undertake regular preventive maintenance of the licensed software.

All bug fixations / modifications / enhancements relating to the licensed software shall be done by the Bidder in a time bound manner as per the SLA. The Bidder shall adopt a common, smooth, timely and effective and satisfactory bug/enhancement handling mechanism. The Bidder agrees that the errors resulting from the licensed software shall not be attributed to alleged misuse, improper use, alteration or damage by users. The Bidder shall compensate the Bank such financial loss suffered by the Bank if the Bidder fails to fix bugs, provide the modifications / enhancements / customization as required by the Bank as per the terms and conditions of this tender and to meet the services level agreements as will be entered into by the Bidder with the Bank.


6. Service Level Agreement 6.1. System availability is defined as:

{(Scheduled operation time – system downtime) / (scheduled operation time)} * 100%

Where:

6.1.1. ―Scheduled operation time‖ means the scheduled operating hours of the System for the month. All planned downtime on the system would be deducted from the total operation time for the month to give the scheduled operation time.

6.1.2. ―System downtime‖ subject to the SLA, means accumulated time during which the System is not available to the Bank‘s users or customers due to in-scope system or infrastructure failure, and measured from the time the Bank and/or its customers log a call of the failure or the failure is known to the Bidder from the availability measurement tools to the time when the System is returned to proper operation. Any denial of service to the Bank users and Bank customers would also account as ―System downtime‖

6.1.3. The business hours are 10:00 AM to 5:30 PM on any calendar day the Bank‘s branch is operational. The Bidder however recognizes the fact that the branches & employees may access the solution beyond the business hours and holidays on need basis. Uptime will be computed based on availability of the applications to the Bank‘s users irrespective of availability of servers either individual servers / clusters.

6.1.4. Response may be telephonic or onsite. In case the issue cannot be resolved telephonically, the Bidder will need to provide onsite assistance within response resolution window.

6.1.5. Service Levels should be complied with irrespective of the customizations that the applications would undergo during the tenor of the Contract.

6.1.6. Typical Resolution time will be applicable if systems are not available to the Bank‘s users and customers and there is a denial of service.

6.2. Level Classifications

LEVEL Type of Infrastructure

Function / Technology Typical Resolution

Time

I. Critical Criteria

a. Any problem due to which 100 or more users cannot access the integrated HRMS systems

During business hours - Within 45 minutes

Non - business hours - Within 2 hours or earlier as per business hours if business hours begin

Business Infrastructure

a. Servers and underlying infrastructure/hardware at DC & DRC for applications such as:

o All modules of Integrated HRMS Solution


LEVEL Type of Infrastructure

Function / Technology Typical Resolution

Time

II. Key Criteria

a. Any problem due to which 10 to 99 users cannot access the integrated HRMS systems or;

b. Any incident which is classified as ―Critical‖ for which an acceptable (by Bank) workaround has been provided

During business hours - Within 90 minutes

Non business hours - Within 4 hours or earlier as per business hours if business hours begin


b. Servers and underlying infrastructure/hardware at DC & DRC for applications such as:

o All modules of Integrated HRMS Solution

III. Significant

Criteria

a. All other residuary business infrastructure not defined in ―Critical‖ and ―Key‖;

b. Any incident which is classified as ―Key‖ for which a acceptable (by Bank) workaround has been provided or;

c. Any problem due to which 1 to 9 users cannot access the integrated HRMS systems or

During business hours - Within 4 hours.

During Non-business hours the resolution should be within 6 hours of the next working day.


a. Any other infrastructure not covered in ―critical‖ and ―key‖

Note: The resolution time is not considered as uptime. The penalties during the maximum resolution time will be as applicable in the table above and for the time beyond the ―maximum resolution time‖ the penalty will be twice the applicable penalty.

6.3. Service Levels

6.3.1. Service Levels will include Availability measurements and Performance parameters.

6.3.2. The Bidder shall provide Availability Report on monthly basis and a review shall be conducted based on this report. A monthly report shall be provided to the Bank at the end of every month containing the summary of all incidents reported and associated Bidder performance measurement for that period.

6.3.3. Performance measurements would be accessed through audits or reports, as appropriate to be provided by the Bidder e.g. utilization reports, response time measurements reports, etc. The tools to perform the audit will need to be provided by the Bidder. Audits will normally be done on regular basis or as required by Bank and will be performed by Bank or Bank appointed third party agencies.


6.3.4. ‗Cost Reference‘ that is mentioned is cost for the referenced item for the complete tenor of the Contract.

6.4. Availability Measurements

Level Type of Infrastructure

Measurement

Minimum Service Level

Cost Reference

Critical Business Infrastructure & Systems

Availability of Critical Business Infrastructure Elements & Systems.

99.90% Software Applications,

Hardware, Database,

Facility Management

AMC, ATS, Service desk

Key Business Infrastructure & Systems

Availability of Key Business Infrastructure Elements & Systems

95% Software Applications,

Hardware, Database,

Facility Management


Significant Business Infrastructure & Systems

Percentage Availability of Significant Business Infrastructure Elements & Systems of incidents completed within defined resolution criteria

90% Software Applications,

Hardware, Database,

Facility Management


6.5. Performance Measurements

Type of Infrastructure

Measurement Minimum Service Level

Measurement Tools

Cost Reference

System Response Time

End to end response time should be < 3 second (end user to HRMS application and back)

99.9% Bank will measure this through periodic audits based on logs to be provided by Bidder

Software Applications,

Hardware, Database,

Facility Management

AMC/ATS

Normal System

Support 20% concurrent users in the HRMS solution

99% Bank will measure this

Software Application for




Measurement Tools

Cost Reference

Concurrency during normal working hours through periodic audits based on logs to be provided by Bidder

Internet,

Hardware costs for Internet,

AMC/ATS

Peak System Concurrency

Support 30% concurrent users in the HRMS solution during peak working hours especially during month ends when pay slips are generated, performance appraisal submission and access, etc.

99% Bank will measure this through periodic audits based on logs to be provided by Bidder

Software Application for Internet,


AMC/ATS

System Response

End to end system response would need to be <3 seconds

99% Bank will measure this through periodic audits on logs to be provided by the Bidder

Software Application for Internet,


AMC/ATS

Hardware Utilization

Hardware average daily utilization levels should be less than 70%. (CPU, Memory, Cache, Hard Disk, NIC cards)

99%

Bank will measure this through periodic audits based on logs to be provided by Bidder

Hardware Costs,

Facility Management

AMC/ATS

Reporting Support 50 standard reports generation per hour and 10 ad hoc reports generation per hour


Hardware Costs,

Facility Management

AMC/ATS

Disaster Recovery Site Availability

Business operations to resume from Disaster Recovery Site within 90 minutes of the Data Centre failing.

100% Bank will measure this through periodic audits based on logs to be

Hardware Costs,

Facility Management




Measurement Tools

Cost Reference

The RPO (Recovery Point Objective) required is 30 min and RTO (Recovery Time Objective) required is 90 min.

provided by Bidder

AMC/ATS

Down time for servicing

Each planned down - time for application, database and operating system servicing (up gradation, bug fixing, patch uploads, regular maintenance etc.) will not be more than 4 hours. This activity will not be carried out during business hours.

However, such activities which require more than 4 hours or required to be carried out during business hours will be scheduled in consultation with the Bank. In case the downtime exceeds the planned hours the additional time taken for servicing will be considered for infrastructure or system downtime as per availability measurements table.


Facility Management

Software Service Requests

Percentage of Software Service Requests concluded (patches, bug fixes, errors) within defined response-resolution window.


Facility Management

AMC/ATS


6.6. Application Implementation

The Bidder shall provide the following service levels:

Service Level Description


Measurement Tools

Cost Reference

Gap/Bugs/Defects resolution

All gaps/bugs/defects observed in the functional specifications, current system study, training, business process re-engineering, parameterization, testing and Launch implementation shall be resolved within defined and mutually agreed time frames.

99% Manually Tracked during the testing


Customization,

Implementation

Gap/Bugs/Defects reporting

The Bidder shall ensure that all bugs reported by the users / testing team will be duly logged and assigned a unique ID for reference purposes.


Implementation

Critical Gaps/Bus/Defects/Showstoppers

The Bidder shall ensure that all bugs reported by the users/ testing team will be resolved within 2 hour from reporting.


Implementation

Gap/Bugs/Defects resolution

The Bidder shall ensure that all bugs reported by the users / testing team will be duly resolved maximum within 3 calendar days or as per the UAT approach agreed between Bank and Bidder.


Implementation,


Customization,

Modification / Enhancements resolution

The Bidder shall ensure that all modifications, enhancements reported by the bank will be duly sized, agreed with the bank and resolved as per the agreed timeframes


Implementation,


Customization,

Interface identification and development

The Bidder will identify and develop interfaces to the existing / proposed systems so as to meet the functional requirements of the Bank as per the RFP.

100% Manually Tracked

Implementation,

Customization,

Software Applications


6.7. Liquidated Damages for SLA defaults

6.7.1. Availability Service Level Default

Availability Service Level will be measured on a monthly basis.

The Bidder‘s performance to Availability Service Levels will be assessed against Minimum Service Level requirements for each criteria mentioned in the Availability measurement table under section 6.4.

An Availability Service Level Default will occur when:

The Bidder fails to meet Minimum Service Levels, as measured on a monthly basis, for a particular Service Level.

6.7.2. Availability Service Credit Computation

In the event of an Availability Service Level Default, the Bidder shall pay the Bank an Availability Service Credit that will be computed in accordance with the following formula:

Monthly Service Level Default = Minimum Service Level – Monthly Actual Service Level

Availability Service Credit = Monthly Service level default X (Summation of Cost References)

In the event that an Availability Service Level Default has occurred for more than one service level requirement, the sum of the corresponding Availability Service Credits shall be credited to the Bank

The Bidder shall review with the Bank, on a monthly basis from the start of Contract Execution, any entitlement of the Bank to an Availability Service Credit.

The total amount of Availability Service Credit that the Bidder is obligated to pay the Bank shall be reflected on the invoice provided to the Bank in the quarter after the quarter in which the Service Levels were assessed. The Bank shall be entitled to deduct the Availability Service Credit amount from the amounts payable by the Bank to the Bidder as per the invoice.

Example 1

Assume for a particular service level requirement (e.g. Availability of Key Business Infrastructure Elements), the minimum service level is 99.5%

During a Service Assessment period; the service level of 96.5% is achieved:

Software Application ~ Rs. 5 crores

Hardware ~ Rs. 3 crores

Database ~ Rs. 2 crores

Facility Management ~ Rs. 15 crores

Total Cost of Product and Services ~ Rs. 25 crores


The Availability Service Credit due to the Bank would be computed as follows:

Q1 Minimum Service Level

Monthly Service Level Default = M1 = 99.95 - 96.5 = 3.45

Availability Service Credit for M1 = 3.45% * (5 crores+ 3 crores+ 2 crores+ 15 crores)

= Rs 86,25,000

7. Project Timeline 7.1. Hardware Delivery and Implementation at the DC and DRC

All IT infrastructures should be delivered within 6 weeks from issuance of the purchase order to the selected Bidder. All the commissioning must complete within 2 months from the date of issuance of Purchase Order.

7.2. Phased Implementation and rollout of the Integrated HRMS solution:

Phase 1:

During Phase 1, the Bidder would need to complete the implementation and go live of the integrated HRMS covering all functionalities of the Bank as per Appendix 01 – Functional Specifications for the respective modules:

The main modules envisaged are

i. Employee record management

ii. Training and Development

iii. Transfers & Promotions

iv. Payroll

v. Leave management

vi. Staff reimbursements and welfare

vii. General Requirements

viii. MIS

The Bidder would need to automate and make live these modules for the entire employees of the Bank within 7 Months from the date of issuance of PO to the selected bidder by the Bank.

Phase 2:

The Bidder would need to complete the implementation and go live of the integrated HRMS covering all functionalities of the Bank as per Appendix 01 – Functional Specifications for the respective modules:

The remaining modules envisaged are


i. Manpower planning

ii. Recruitment

iii. Performance Appraisal

iv. Terminal benefits and separations

v. IR and DAC

vi. Personnel Administration

The Bidder would need to automate and make live these modules for the entire employees of the Bank within 12 Months from the date of issuance of PO to the selected bidder by the Bank.

7.3. UAT

For the implementation phase to be complete all the testing, regression testing should be completed. It will be the Bidder‘s responsibility to create the testing environment for the Banks employees to do the testing and the Bidder will be required to assist the Bank in the entire testing phase.

7.4. Interface building

All interfaces as mentioned should be developed and successfully implemented as specified in this RFP section

7.5. Facilities Management

The Bank expects the Bidder to provide all the services mentioned in this document the day the first module of the HRMS solution is successfully implemented and made live.

7.6. Roll Out Plan

The Bank has planned to implement HRMS & Payroll Solution across all its Controlling Offices and some or all branches (as decided by the Bank) all at one time. The Bank intends to cover the entire functions of Personnel Wing at Head Office/Regional Offices level.

The detailed rollout plan is given below. All timelines are from the first month (M1) which is the date of PO issuance by Bank. The timelines specified for each month in the below table are from the start to the end of that month. If however, this date is later or earlier than what is assumed, then the timeframes will be adjusted accordingly. The Bidder is expected to factor in all effort required to adhere to these timelines. The Bank will not accept any plea by the Bidder at a later date for deviating from these timelines on the pretext that the same was not explicitly mentioned in the RFP.

# Key Activities M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12

1. 1 Supply and deliver the DC and DRC hardware & software for the integrated HRMS solution comprising of Production and Test & Development

To be completed by end of 6 weeks from date of PO issuance

2. 2 Complete the setup and installation of the applications on the residing hardware at the DC and DRC for the

within 2 months from date of PO issuance


# Key Activities M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12

integrated HRMS solution comprising of Production and Test and Development Complete the setup and commissioning of the hardware infrastructure at the Bank DC

3. 3 Complete the Core team training for all modules of HRMS


4. 4 PHASE 1: Finalize the BPD/Parameterization documentation with the Bank for the modules in Phase 1 as defined in Phase 1 of the Phased rollout plan


5. 5 PHASE 1: Complete customization and functional User Acceptance testing of the Phase 1 modules as defined in Phase 1 of the Phased rollout plan Such customization should be completed prior to start of UAT. (the Bidder will conduct the unit testing & SIT prior to UAT)


6. 5 PHASE 1: Data Migration readiness for all the requisite physical and electronic data for modules in Phase 1 as defined in Phase 1 of the Phased rollout plan


7. 6 PHASE 1: Rollout and Go live of the Phase 1 modules as defined in Phase 1 of the Phased rollout plan


8. 7 PHASE 2: Finalize the BPD/Parameterization documentation with the Bank for the modules in Phase 2 as defined in Phase 2 of the Phased rollout plan

Within 12 months from date of PO issuance

9. 8 PHASE 2: Complete customization and functional User Acceptance testing of the modules in Phase 2 as defined in Phase 2 of the plan Such customization should be completed prior to start of UAT. (the Bidder will conduct the unit testing & SIT prior to UAT)

Within 12 months from date of PO issuance

10. 9 PHASE 2: Data Migration readiness for all the requisite physical and electronic data for modules in Phase 2 as defined in Phase 2 of the Phased rollout plan

Within 12 months from the date of PO issuance

11. 10 PHASE 2: Rollout and Go live of the Phase 2 modules as defined in Phase 2 of the Phased rollout plan

Within 12 months from the date of PO issuance

12. 15 Commencement of Facilities Management & Service desk services

within 7 months from date of PO issuance for supporting the modules in Phase 1 as defined in Phase 1 of the Phased rollout plan

within 12 months from date of PO issuance for supporting the modules in Phase 2 as defined in Phase 2 of the Phased rollout plan

13. 16 Development of Interfaces The interface building should be in line with the functional requirements of

the Bank. Timelines based on requirements and otherwise agreed upon with the Bank.



8. Instructions for Response to RFP 8.1. Rules for responding to the RFP

All responses received after the due date/time would be considered late and would be rejected.

8.2. Cost of RFP

8.2.1. Bidder has to pay Rs.15,000/- (Rs. Fifteen thousand only) in the form of Demand Draft in favor of ―Pragathi Krishna Gramin Bank‖ payable at Ballari at the time of purchase of RFP documents. The Bidder downloading the RFP from Pragathi Krishna Gramin Bank‘s website has to ensure payment of application money by enclosing the Demand Draft as part of the Eligibility Bid envelope.

8.2.2. All Eligibility Bid responses not accompanied by the required application money document and EMD document would be rejected.

8.3. Currency

The Bidder is requested to quote in Indian Rupees (‗INR‘). Bids in currencies other than INR may not be considered.

8.4. Price

8.4.1. The Price quoted by the Bidder should be FLAT RATE [i.e. should include all costs]

8.4.2. The price should be uniform for the contract period. 8.4.3. The price should be inclusive of all taxes, duties, levies, charges,

transportation, insurance, octroi, service tax, etc. 8.4.4. The base price quoted by the Bidder shall be fixed during the Bidder‘s

performance of the contract extended if required by the Bank and shall not be subjected to variation on any account, including changes in duties, levies, fluctuations in foreign exchange, etc.

8.4.5. Bid submitted with adjustable price quotation will be treated as non-responsive and will be rejected.

8.4.6. All responses should be in English language. 8.4.7. All responses by the Bidders to this RFP document shall be binding on such

Bidders for a period of 180 days after the submission of the bids. Bank may seek further extensions of the bid validity, if required.

8.4.8. All responses including commercial and technical bids would be deemed to be irrevocable offers/proposals from the Bidders and May, if accepted by the Bank, form part of the final contract between the Bank and the selected Bidder. Bidders are requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses. Unsigned responses would be treated as incomplete and are liable to be rejected.

8.4.9. Any technical or commercial bid, submitted cannot be withdrawn/ modified after the last date for submission of the bids unless specifically permitted in writing by the Bank.

8.4.10. The Bidder may modify or withdraw its offer after submission, provided that, the Bank, prior to the closing date and time, and receives a written notice of the modification or withdrawal prescribed for submission of offers. No offer can be modified or withdrawn by the Bidder subsequent to the closing date and time for submission of the offers.

8.4.11. The Bidders are required to quote for all the components mentioned in the ―Project Scope‖ of this document. The Bidder can add additional line items in the Appendix 02 – Bill of materials for quoting for additional items/components


that the Bidder requires for fulfilling the services and deliverables as part of the RFP response. In case any Bidder does not quote for any of the components, the response would be deemed to include the quote for such unquoted components required for meeting the functional and technical requirements including the service levels specified in this RFP. It is mandatory to submit the technical details in the formats given along with this document duly filled in, along with the offer. The Bank reserves the right not to permit changes in the technical specifications and not to evaluate the offer in case of non-submission of the technical details in the required format or partial submission of technical details.

8.4.12. Based on Bank‘s functional and technical requirements as listed in this RFP, the Bidder should identify the best-suited Solution that would meet Bank‘s requirements and provide a complete quote for the same for the period of the contract. In case the Bidder quotes for more than one solution (for example one quote for software x and y and another quote for software x and z) then the response would be considered as improper and liable to be rejected. The Bidder should not give options to the Bank to select from his offer. The Bidder is expected to select the best option and quote for the same in his offer. (For example the Bidder should not quote for two database servers, one xyz and other abc, and leaves it to the Bank to choose any one of them.)

8.4.13. Each offer should specify only a single Solution, which is cost-effective and meeting the entire tender functional and technical specifications. It is the responsibility of the Bidder to decide the best suitable Solution for the Bank.

8.4.14. The Bidder must furnish requirements strictly as per the formats provided in the RFP document.

8.4.15. In the event the Bidder has quoted ―Nil‖ or ―0‖ for any mandatory or optional line item in the Bidder‘s commercial bid, with respect to any costs, the same will be deemed to be provided by the Bidder at no cost to the Bank, and the Bank will not pay any charges later for such items for the period of the contract.

8.4.16. In the event the Bidder has not quoted, i.e., has quoted ―Nil‖, for any mandatory or optional items as required by the Bidder and forming a part of the RFP document circulated to the Bidders and responded to by the Bidders, the same will be deemed to be provided by the Bidder at no cost to the Bank, and the Bank will not pay any charges later for such items for the period of the contract..

8.4.17. The Bank is not responsible for any assumptions or judgments made by the Bidder for arriving at any type of sizing or costing. The Bank will monitor the performance of bidder to 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 the Bank within two weeks of detection of the deviation, in order to achieve the desired service levels as well as meeting the requirements of these documents. The Bank shall not be responsible for any assumptions made by the Bidder.

8.4.18. The Bank ascertains and concludes that everything as mentioned in the RFP documents circulated to the Bidders and responded by the Bidders have been quoted for by the Bidders, and there will be no extra cost associated with the same other than the cost quoted by the Bidders.

8.4.19. In the event the Bank has not asked for any quotes for alternative prices, and the Bidder furnishes the alternative price in the Bidder‘s financial bid, the higher of the prices will be taken for calculating and arriving at the Total Cost of Ownership. However payment by the Bank will be made at the lower price.

8.4.20. In the event mandatory or optional prices are not quoted by the Bidder, for items where such prices are a must and required to be quoted for, the highest price quoted by any of the participating Bidders will be taken as the costs, for


such for arriving at the Total Cost of Ownership for the purpose of evaluation of the defaulting/deviating Bidder.

8.4.21. All out of pocket expenses, traveling, boarding and lodging expenses for the entire life of the contract should be a part of the Appendix 02 – Bill of materials submitted by the Bidder to the Bank. No extra costs on account of any items or services or by way of any out of pocket expenses, including travel, boarding and lodging etc. will be payable by the Bank. The Bidder cannot take the plea of omitting any charges or costs and later lodge a claim on the Bank for the same.

8.4.22. The Bidder at no point in time can excuse themselves from any claims by the Bank whatsoever for their deviations in conforming to the terms and conditions, payments schedules, time frame for implementation etc. as mentioned in the RFP documents circulated by the Bank. Bidder shall be fully responsible for deviations to the terms & conditions, project schedule etc. as proposed in the RFP.

8.4.23. The Appendix 02 - Bill of materials is used for the TCO evaluation of the Bidders only. The Bank will hold the complete discretion of procuring and implementing products and services that are quoted as part of the Appendix 02 – Bill of materials by the Bidders. The Bank will only pay for items procured and used by the Bank. The Bank will not pay or is not bound to pay for items not procured or used by the Bank. The Bidder cannot compel the Bank to procure or pay for items not desired by the Bank.

8.4.24. The Bank would like to expressly state that any assumptions, terms, conditions, deviations etc. which the Bidder includes in any part of the Bidders response to this RFP, will not be taken into account either for the purpose of evaluation or at a later stage, unless such assumptions, terms, conditions, deviations etc. have been accepted by the Bank and communicated to the Bidder in writing. The Bidder at a later date cannot make any plea of having specified any assumptions, terms, conditions, deviations etc. in the Bidder‘s response to this RFP.

8.4.25. The rates for additional items would only be applicable in the event the Bank is procuring additional quantities. The rates of all additional items would be valid for the period of the contract. The prices of all additional items would be added to the Year 1 cost for the purpose of computing the TCO.

8.4.26. The Bidder, from time to time during the period of the contract, should provide price benefits to Bank, in the event that the prices of any proposed items have reduced. Such price benefits would be discussed mutually by the Bank and the Bidder. In the event the Bidder does not offer the price benefit to the Bank, Bank will have the right to independently procure the same from the market and the Bidder will have no objection to the same.

8.4.27. All prices are quoted as unit rates as part of Appendix 02 - Bill of Materials. In case of any upward/downward movement in any units mentioned by the Bank in Appendix 02 - Bill of Materials in regards to actual business requirements, the same unit prices will be applicable for any additional/reduced unit availed. The Bidder needs to ensure that the sizing is done as per the scope articulated in the RFP and the responsibility of the entire sizing rests with the Bidder for the tenure of the contract.

8.4.28. The prices quoted by the Bidder shall include all costs such as, taxes, VAT, levies, cess, excise and custom duties, installation, insurance etc. that need to be incurred. The prices quoted will also include transportation to respective sites, and insurance till completion of the Project. The price payable to the Bidder shall be inclusive of carrying out any modifications/changes/upgrades to the application suite or other application software or equipment that is required to be made in order to comply with any statutory or regulatory requirements,


and the Bank shall not pay any additional cost for the same. Bidder needs to provide the details about all such items considered in the RFP.

8.4.29. In case of any variation (upward or down ward) in Service tax/VAT quoted separately which has been included as part of the price bid, such variation will be borne by or passed on to the Bank. Variation would also include the introduction of any new tax/cess.

All taxes should be quoted at the prevailing rates at the time of bid submission. Any variations in the taxes quoted by the Bidder which are not in line with the applicable rates prevailing for such equipment/services may entail rejection of the Bidders proposal. The tax rates should not be masked in the masked bill of materials submitted to the Bank as part of the Technical proposal. In the event of a difference between the rate quoted in the technical (masked) and commercial (unmasked) bill of materials, the applicable tax rates will prevail. If the Bidder makes any conditional or vague offers, without conforming to these guidelines, the Bank will treat the prices quoted as in conformity with these guidelines and proceed accordingly. Local entry taxes or octroi whichever is applicable, if any, will be paid by Bank at actual on production of receipts. If there is any delay in delivery of the hardware or software or services ordered on account of the Bidder, then any increase in tax rate has to be borne by the Bidder. However if any decrease in the tax rates, then the taxes at actual will be paid.

8.4.30. If any Tax authorities of any state, including, Local authorities like Corporation,

Municipality, Mandal Panchayat, etc. or any Central Government authority or Statutory or autonomous or such other authority imposes any tax, penalty or levy or any cess/ charge other than entry tax or octroi and if the Bank has to pay the same for any of the items or supplies made in terms hereof by the Bidder, for any reason including the delay or failure or inability of the Bidder to make payment for the same, Bank has to be reimbursed such amounts paid, on being intimated to the Bidder along with the documentary evidence. If the Bidder fails to reimburse the amount within a fortnight, the Bank shall adjust the amount out of the payments due to the Bidder from the Bank along with the interest calculated at 18% (eighteen per cent) per annum.

8.4.31. The excise duty will have to be mentioned separately in the invoice raised by the Bidder and the Bank may set-off the applicable Excise Duty against the Duty Free Scrip for which the Bank is eligible under Chapter 3 of Foreign Trade Policy. In respect of Customs Duty, the Bank will hand over the scrip‘s for debiting Customs Duty as per para 3.12.6 of Foreign Trade Policy. In case of imports, the Bank will execute High seas sale agreement for the above purpose.

8.4.32. Terms of payment indicated in the Contract that will be issued by the Bank to the selected Bidder will be final and binding on the Bidder and no interest will be payable by the Bank on outstanding amounts under any circumstances. If there are any clauses in the Invoice contrary to the terms of the Contract, the Bidder should 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 the Bank and that the Invoice would be governed by the terms contained in the Contract concluded between Bank and the Bidder‖. Bidder should ensure that the project timeline should not suffer for this reason.

8.4.33. The Bidders should note that the contract entered with the successful Bidder will be extendable at Bank‘s discretion for an additional three years. However,


Bank will have the right, in its sole discretion to renegotiate the prices/terms and conditions at the end of the contract period.

8.4.34. In case of any deviation between the unit price and the total, the unit price would be considered for commercial evaluation as the price quoted and product of the unit price and quantity would be taken for arriving at the line item cost.

8.5. Price Comparisons

8.5.1. Bank will consider the Total Cost of Ownership (TCO) post reverse auction process across a 5 year period based on the present value (PV) discounted at rate mentioned in Section 9 – Evaluation methodology.

8.5.2. Comprehensive facilities management charges must be quoted, on yearly basis, after taking due consideration for the warranty period and providing the appropriate and adequate benefit to Bank.

8.5.3. While Bank will at its discretion summarily reject the equipment‘s of a lower configuration than those mentioned in the Annexure 02 – Technical Specifications for HRMS, Bank would accept equipment‘s of higher configuration after a price evaluation of such higher configuration to ensure that there is no adverse price impact and any advantage of a lower price in such cases is passed on to the Bank.

8.5.4. The insurance shall be for an amount equal to 110% of the total value of equipment‘s on "all risks" basis, including war risks, fire and theft and robbery clauses, valid for the entire period of the contract;

8.5.5. The Price offer shall be on a fixed price basis. Bid submitted with an adjustable price quotation will be treated as non-responsive and will be liable to be rejected. The rate quoted by the Bidder should necessarily include the following:

i. Cost of the equipment;

ii. Minimum of three years comprehensive Product warranty for Hardware covering all parts, service visits to the concerned Branches/Offices etc. and three years on-site service warranty and there after the annual maintenance charge (AMC) for remaining contract period.

iii. Minimum of one year of comprehensive Product warranty for Software covering all services and there after the annual technical support (ATS) for remaining contract period.

iv. The Facilities Management should include all costs that the original manufacturer would charge the Bidder; The warranty on hardware would begin post successful acceptance and software post successful installation

v. Transportation, forwarding and freight charges of all equipment to the site should be factored as part of the service cost.

vi. The Bidder is expected to provide for services which are required to be extended by the Bidder in accordance with the terms and conditions of the contract;

vii. The Bidder must provide and quote for all products and services as desired by the Bank as mentioned in this RFP. Any products / services not proposed to be provided by the Bidder will result in the proposal being incomplete, which may lead to disqualification of the Bidder;


viii. End of Life/End of Sales/End of support: The Bidder has to ensure that any equipment or its components supplied as part of this RFP should not have either reached or announced end of sales on the date of submitting response or end of support for at least five years from the date of issue of purchase order. In the event if any equipment supplied by the Bidder reaches end of support/end of sale/End of Life, within the period of contract, the Bidder has to replace the equipment at no additional cost to the Bank.

8.6. Bid Security and Performance Guarantee

8.6.1. Bid Security

i. The bidder shall furnish non interest earning Earnest Money Deposit (EMD) of Rs.25,00,000/- (Rupees twenty five lakhs only ) by way of Demand Draft drawn on any scheduled Commercial bank in favour of ―Pragathi Krishna Gramin Bank,‖ payable at Ballari and should be kept along with Eligibility Bid only

ii. In Case the EMD is submitted in the form of Bank Guarantee the same should be valid for minimum period of 6 months from the last date for submission of offer. The format for submission of EMD in the form of Bank Guarantee is as per Appendix 05 – BG Format.

iii. Offers made without the Earnest Money Deposit will be rejected.

iv. 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 of 15% of contract value within 21 days from the date of issuance of Purchase Order by Bank or signing of the contract, whichever is earlier, for any reason whatsoever.

v. The bid security (EMD) will be returned to the unsuccessful Bidders only after receiving acceptance of the ―Letter of Appointment‖ by the successful Bidder.

8.6.2. Performance Guarantee

i. The successful Bidder shall provide an unconditional and irrevocable performance bank guarantee for the period of the contract in the form and manner provided by Bank equivalent to 15% of the total contract value of the contract awarded to the selected Bidder.

ii. The performance bank guarantee should be provided as per format specified in Appendix 17 - Pro forma for Performance Bank Guarantee Format. The guarantee should be of a Scheduled Commercial Bank only.


iii. In the event of non-performance of obligation or failure to meet terms of this RFP Bank shall be entitled to invoke the performance guarantee without notice or right of demur to the Bidder.

iv. The project will be deemed complete only when all the solutions and items contracted for by Bank are delivered in good condition, installed, commissioned, implemented, tested and accepted along with the associated certification, documentation and training provided to Bank‘s employees in compliance with the terms of this RFP and as per the requirements of the contract executed between Bank and the Bidder and the acceptance criteria defined in this document is met.

v. If the performance guarantee is not submitted, Bank reserves the right to cancel the contract.

vi. The bid security (EMD) would be returned to the successful Bidder after the submission of the performance guarantee

vii. The Performance Guarantee should be submitted within 21 days of acceptance of Purchase Order. In case of delay in submission of the performance guarantee then the Bank will charge 0.5% penalty of the contract amount per week or part thereof subject to a maximum of 10% value of the contract.

8.7. Others

8.7.1. Responses to this RFP by the Bidders shall not constitute an obligation on the part of the Bank to award a contract for any services or combination of services. Failure of the Bank to select a Bidder shall not result in any claim whatsoever against the Bank and the Bank reserves the right to reject any or all bids in part or in full, without assigning any reason whatsoever.

8.7.2. By submitting a proposal, the Bidder agrees to promptly contract with Bank for any work awarded to the Bidder, if any. Failure on the part of the selected Bidder to execute a valid contract with Bank within 21 days herein will relieve Bank of any obligation to the Bidder, and a different Bidder may be selected based on the selection process of Bank.

8.7.3. The terms and conditions as specified in the RFP, addenda and corrigenda issued by the Bank thereafter are final and binding on the Bidders. In the event the Bidder is not willing to accept the terms and conditions of Bank, the Bidder may, in sole discretion of Bank, be disqualified.

8.7.4. The Bidder must strictly adhere to the delivery dates or lead times identified in their proposal including the project timeline. Failure to meet these delivery dates, unless it is due to reasons entirely attributable to the Bank, may constitute a material breach of the selected Bidder‘s performance. In the event that the Bank is forced to cancel an awarded contract (relative to this RFP) due to the Bidder‘s inability to meet the established delivery dates, that Bidder will be responsible for any re-procurement costs suffered by the Bank. The liability of re-procurement costs in such an event could be limited to the amount actually spent by Bank for procuring similar deliverables and services. The re-procurement cost would be established post a reasonable due – diligence of the re-procurement cost to be incurred.

8.7.5. By submitting the bid, the Bidder represents and acknowledges to the Bank that it possesses necessary experience, expertise and ability to undertake and fulfill its obligations, under all phases involved in the performance of the provisions of this RFP. The Bidder represents that all software and hardware to be supplied in response to this RFP shall meet the proposed Solution requirements of the


Bank. The Bidder shall be required to independently arrive at a Solution, which is suitable for the Bank, after taking into consideration the effort estimated for implementation of the same. If any services, functions or responsibilities not specifically described in this RFP are an inherent, necessary or customary part of the deliverables or services and are required for proper performance or provision of the deliverables or services in accordance with this RFP, they shall be deemed to be included within the scope of the deliverables or services, as if such services, functions or responsibilities were specifically required and described in this RFP and shall be provided by the Bidder at no additional cost to Bank. The Bidder also acknowledges that Bank relies on this statement of fact, therefore neither accepting responsibility for, nor relieving the Bidder of responsibility for the performance of all provisions and terms and conditions of this RFP, Bank expects the Bidder to fulfill all the terms and conditions of this RFP. The modifications, which are accepted by the Bank in writing, shall form a part of the final contract.

8.7.6. The Bidder shall represent that the proposed software solution and its documentation and/or use of the same by Bank shall not violate or infringe the rights of any third party or the laws or regulations under any governmental or judicial authority. The Bidder further represents that the documentation to be provided to Bank shall contain a complete and accurate description of the software, hardware and other materials and services (as applicable), and shall be prepared and maintained in accordance with the highest Industry standards. The Bidder represents and agrees to obtain and maintain validity throughout the Project, of all appropriate registrations permissions and approvals, which are statutorily required to be obtained by the Bidder for performance of the obligations of the Bidder. The Bidder further agrees to inform and assist the Bank for procuring any registrations, permissions or approvals, which may at any time during the contract period be statutorily required to be obtained by the Bank for availing services from the Bidder.

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

8.7.8. The Bidder covenants and represents to Bank, the following:

i. It is duly incorporated, validly existing and in good standing under as per the laws of the jurisdiction of its incorporation.

ii. It has the corporate power and authority to perform its obligations hereunder and to execute appropriate contracts in terms of this RFP. The performance of terms and conditions under the RFP by it and the performance of its obligations hereunder are duly authorized and approved by all necessary action.

iii. The execution, delivery and performance under an Agreement by such Party:

Will not violate or contravene any provision of its documents of incorporation.

Will not violate or contravene any law, statute, rule, regulation, licensing requirement, order, writ, injunction or decree of any court, governmental instrumentality or other regulatory, governmental or


public body, agency or authority by which it is bound or by which any of its properties or assets are bound.

iv. Except to the extent that the same have been duly and properly completed or obtained, will not require any filing with, or permit, consent or approval of or license from, or the giving of any notice to, any court, governmental instrumentality or other regulatory, governmental or public body, agency or authority, joint venture party, or any other entity or person whatsoever.

v. To the best of its knowledge, after reasonable investigation, no representation or warranty by such party in this tender and subsequent agreement, and no document furnished or to be furnished to the other party to this tender and subsequent agreement, or in connection herewith or with the transactions contemplated hereby, contains or will contain any untrue or misleading statement or omits or will omit any fact necessary to make the statements contained herein or therein, in light of the circumstances under which made, not misleading. There have been no events or transactions, or facts or information which has come to, or upon reasonable diligence, should have come to the attention of such party and which have not been disclosed herein or in a schedule hereto, having a direct impact on the transactions contemplated hereunder.

vi. The Bidder shall undertake to provide appropriate human as well as other resources required, to execute the various tasks assigned as part of the project, from time to time. The Bank has the right to interview any and all of the resources deputed by the Bidder and only upon satisfaction will allow the resource to work on the project.

vii. All RFP response documents would become the property of the Bank and the Bank also would not return the bid documents to the Bidders.

viii. Bank would not assume any expenses incurred by the Bidder in preparation of the response to this RFP

ix. Bank will not bear any costs incurred by the Bidder for any discussion, presentation, demonstrations etc. on proposals or proposed contract or for any work performed in connection therewith.

8.7.9. Bank reserves the right to reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

8.8. Other RFP Requirements

8.8.1. Bank reserves the right to change/add any terms and conditions of the RFP by issuing addenda/corrigenda and putting it on Bank‘s website.

8.8.2. Bank reserves the right to extend the dates for submission of any and all responses to this document.

8.8.3. Bidders shall have the opportunity to get their doubts clarified pertaining to the RFP in order to clarify any issues they may have, prior to finalizing their responses. All questions are to be submitted to the contact officer, not later than the query submission date noted in RFP and as indicated by Bank from time to time. Responses to inquiries and any other corrections and amendments will be distributed to all Bidders by fax or in electronic mail format.


8.8.4. Preliminary Scrutiny – Bank will scrutinize the offers to determine whether they are complete, whether any errors have been made in the offer, whether required technical documentation has been furnished, whether the documents have been properly signed, and whether items are quoted as per the schedule. Bank may, at its discretion, waive any minor non- conformity or any minor deficiency in an offer. This shall be binding on all Bidders and Bank reserves the right for such waivers and Bank‘s decision in the matter will be final.

8.8.5. Clarification of Offers – To assist in the scrutiny, evaluation and comparison of offers, Bank may, at its discretion, ask some or all Bidders for clarification of their offer. Bank has the right to disqualify the Bidder whose clarification is found not suitable to the project requirements.

8.8.6. No Commitment to Accept Lowest bid or Any Tender – Bank shall be under no obligation to accept the lowest price bid or any other offer received in response to this RFP. Bank will not be obliged to meet and have discussions with any Bidder, and / or to listen to any representations in respect of the rejection.

8.8.7. Erasures or Alterations – The offers containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the offer. Technical details must be completely filled up. Correct technical information of the product being offered must be filled in. Filling up of the information using terms such as ―OK‖, ―accepted‖, ―noted‖, ―as given in brochure / manual‖ is not acceptable. Bank may treat the offers not adhering to these guidelines as unacceptable. The proposals should be in the template that is recommended and provided in this RFP.

8.8.8. Right to Alter Quantities – Bank reserves the right to alter the requirements specified in the tender. Bank also reserves the right to delete one or more items from the list of items specified in the tender. Bank will inform all Bidders about changes, if any. The Bidder agrees that Bank has no limit on the additions or deletions on the items for the period of the contract. Further the Bidder agrees that the prices quoted by the Bidder would be proportionately adjusted with such additions or deletions in quantities. The Bank will have the right to increase or decrease any quantities in the bid and the unit/pro-rata rates would be applicable for such alterations in quantities till the period of the contract.

8.8.9. Since some of the payment terms warrant monthly payouts from Bank vis-à-vis quarterly SLA monitoring, it is to be noted that any such monthly payments will be released and penalties if any, as defined by SLAs, shall be adjusted in the payment for the last month of the quarter. Balance penalties, if any shall be levied in the payment for the subsequent months.

8.8.10. The Bidder shall perform its obligations under this tender as an independent contractor, and may engage subcontractors to perform any of the deliverables or services. Neither this tender nor the Bidder‘s performance of obligations under this tender shall create an association, partnership, joint venture, or relationship of principal and agent, master and servant, or employer and employee, between Bank and the Bidder or its employees, subcontractor; and the Bidder shall not have the right, power or authority (whether expressed or implied) to enter into or assume any duty or obligation on behalf of Bank. Bank will only approve any change in subcontractors or partners in the consortium proposed by the Bidder during the contract period of the project.

8.8.11. Details of Sub-contracts, as applicable: If required by Bank, Bidders should provide complete details of any subcontractor/s used for the purpose of this engagement. It is clarified that notwithstanding the use of subcontractors by the Bidder, the Bidder shall be solely responsible for performance of all obligations under the RFP irrespective of the failure or inability of the subcontractor chosen by the Bidder to perform its obligations. The Bidder shall also have the


responsibility for payment of all dues and contributions, as applicable, towards statutory benefits for its employees and sub-contractors.

8.8.12. Bidder shall inform their readiness for the pre-delivery/post-delivery inspection at least 15 days in advance. Inspection of the centralized application and data base servers, etc. will be carried out at the Data Centre/DRC. All reasonable facilities, tools and assistance including access to drawings and production data should be provided to Bank‘s officials and the representatives during inspection. There shall not be any additional charges for such inspection. However, Bank will have the discretion to recover the costs related to travel and stay of its staff / representatives if the equipment offered for inspection is not as per Bank‘s requirement or the test conditions are not complied with

8.8.13. No site will be accepted as complete if any part of DC-DRC hardware and software is not delivered, and if delivered not installed, commissioned and operationalized. In such an event, the supply and installation will be termed incomplete and will not be accepted and warranty period will not commence besides Bank's right to invoke the penalties which will be prescribed in the contract. Every site will be accepted after complete commissioning of equipment, applications, services, etc.

8.8.14. There will be an acceptance test by Bank or its nominated representatives after installation of the systems. In case of discrepancy in hardware/software supplied, Bank reserves the right to cancel the entire contract and the Bidder should take back their equipment at its costs and risks. The test will be arranged by the Bidder at the sites in the presence of the officials of Bank and / or its representatives. The warranty for the equipment‘s (including software and hardware provided by the Bidder pursuant to this RFP and subsequent contract) will commence after acceptance testing. The tests will involve trouble-free operation of the complete system during UAT apart from physical verification and testing. There shall not be any additional charges for carrying out this acceptance test. Bank will take over the system on successful completion of the above acceptance test. The installation cum acceptance test & check certificates jointly signed by Bidder's representative and Bank's official or any consultant / auditor appointed by Bank should be submitted at Project Management Office of Bank, along with invoice etc. for scrutiny before taking up the request for consideration of payment.

8.8.15. The Bidder has to submit the escalation matrix along with necessary contact details

8.8.16. The Bidder would be entering into contract with Bank. However, the selected Bidder shall install and commission the equipment, in terms of this RFP, at locations designated by Bank or at such Centers as Bank may deem fit and the changes, if any, in the locations will be intimated to the Bidder.

8.8.17. The Bidder is responsible for managing the activities of its personnel or the personnel of its subcontractors/franchisees, if any, and will be accountable for both. The Bidder shall be vicariously liable for any acts, deeds or things done by their employees, agents, contractors, subcontractors, and their employees and agents, etc. which is outside the scope of power vested or instructions issued by Bank. Bidder shall be the principal employer of the employees, agents, contractors, subcontractors etc. engaged by 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 to be issued for this RFP. 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 to be issued for this RFP. All remuneration, claims, wages, dues etc. of such employees, agents, contractors, subcontractors etc. of the Bidder shall be paid by Bidder alone and Bank shall not have any direct or indirect liability or obligation, to pay any


charges, claims or wages of any of Bidder‘s employee, agents, contractors, and subcontractors, etc. The Bidder shall hold Bank, its successors, assignees and administrators and its directors and officials, fully indemnified and harmless against loss or liability, claims, actions or proceedings, if any, that may arise from whatsoever nature caused to Bank through the action of Bidders‘ employees, agents, contractors, subcontractors etc. However, the Bidder would be given an opportunity to be heard by Bank prior to making of a decision in respect of such loss or damage.

8.8.18. Bank shall inform the Bidder of all known breaches and claims of indemnification and the Bidders shall be required at the Bidder‘s expense to remedy the breaches, defend, manage, negotiate or settle such claims. The written demand by Bank as to the loss / damages mentioned above shall be final, conclusive and binding on the Bidder and Bidder shall be liable to pay on demand the actual amount of such loss / damages caused to Bank including but not limited and all costs and expenses, including, without limitation, reasonable attorneys‘ fees and court costs. In respect of demands levied by Bank on the Bidder towards breaches, claims, etc. Bank shall provide the Bidder with details of such demand levied by Bank. For the purposes of this section, the indemnity may be restricted to the areas mentioned, i.e., ―claims arising out of employment, non-payment of remuneration and non-provision of statutory benefits by the Bidder to its employees, its agents, contractors and sub-contractors.‖ However, there are other indemnities such as indemnity for IPR violation, confidentiality breach, etc., that the Bidder is expected to provide as per the RFP. Indemnity would be limited to court or arbitration awarded damages and all costs and expenses, including, without limitation, reasonable attorneys‘ fees and court costs pertaining thereto and shall exclude indirect, consequential and incidental damages.

8.8.19. The Bidder‘s representative will be the contact point for Bank. The delivery, installation, configuration status of the project should be reported on a weekly basis.

8.8.20. Bidder should ensure that the hardware delivered to Bank including all components and attachments are brand new. In case of software supplied with the system, the Bidder should ensure that the same is licensed and legally obtained with valid documentation made available to Bank.

8.8.21. The Bidder shall procure all user specific software licenses for Bank, its offices and its branches based on number of CPUs at the Data Centre and Disaster Recovery Centre and users at Bank branches and offices as the case may be. Bidder shall also provide other licenses for applications, operating system and database as required by the Bank to successfully utilize the solution. The Bidder shall provide the licenses for all software being a part of its proposed solution to Bank.

8.8.22. Bidder shall indemnify, protect and save Bank against all claims, losses, costs, damages, expenses, action, suits and other proceedings, resulting from infringement of any patent, trademarks, copyrights etc. or such other statutory infringements under any laws including the Copyright Act, 1957 or Information Technology Act 2000 in respect of all the software or other systems supplied by them to Bank from whatsoever source,. However, (i) the Bidder has sole control of the defense and all related settlement negotiations (ii) Bank provides the Bidder with the assistance, information and authority reasonably necessary to perform the above and (iii) Bank does not make any statements or comments or representations about the claim without the prior written consent of the Bidder, except where Bank is required by any authority/regulator to make a comment/ statement/ representation. Indemnity would be limited to court or arbitration awarded damages and shall exclude indirect, consequential and incidental damages. However indemnity would cover damages, loss or liabilities


suffered by Bank arising out of claims made by its customers and/or regulatory authorities due to the failure of the Bidder to perform its obligations.

8.8.23. Manufacturer‘s Authorization Form – The Bidder should furnish a letter from original equipment manufacturer authorizing the Bidder to quote for OEM‘s product in response to the RFP from Bank. The said letter should also offer to extend the required warranty from the OEM in respect of the items stipulated in the RFP. This is as per Appendix 10 – Manufacturers Authorization Form

8.8.24. Technical inspection and performance evaluation – Bank may choose to carry out a technical inspection/audit and performance evaluation of products offered by the Bidders. The Bidder would permit Bank or any person/persons appointed by Bank to observe the technical and performance evaluation / benchmarks carried out by the Bidder. Any expenses (travel, stay, etc.) incurred for the same would be borne by the Bank.

8.8.25. The Bidder shall ensure that the solution provided and sized by the Bidders is

capable of meeting Bank‘s current and terminal year transaction and business volumes.

8.9. Additional Information

8.9.1. Bidders and/or its authorized service providers should have their own employees for execution of projects. However, Bidder will be fully responsible for the service for the service providers. Bank will not make any reference to them. In case of any deficiency in service, penalties will be to Bidder‘s account.

8.9.2. The Bidder shall solely be responsible for all payments (including any statutory payments) to its employees and / or subcontractors and shall ensure that at no time shall its employees, personnel or agents hold themselves out as employees or agents of Bank, nor seek to be treated as employees of Bank for any purpose, including claims of entitlement to fringe benefits provided by Bank, or for any kind of income or benefits. The Bidder alone shall file all applicable tax returns for all of its personnel assigned hereunder in a manner consistent with its status as an independent contractor of services; and the Bidder will make all required payments and deposits of taxes in a timely manner.

8.10. Numbering of Pages

8.10.1. All pages of the bid including brochures are to be numbered as Page --- (current page) of --- (total pages) in a seriatim along with proper index. The numbering shall be done separately for Eligibility Bid, Technical Bid and Commercial Bid, and not section-wise.

8.10.2. The incomplete bid, conditional bid, bid not conforming to the terms and conditions, bid not submitted as per the terms of the RFP are liable for rejection by Bank.

8.11. Authorized Signatory

The Bidder shall submit the bid authenticated by an authorized person from any of their offices in India, preferably from Bengaluru office. The Bidder's authorized signatory shall authenticate by sign and seal, each page of the bid in original and photocopies including brochures/ pamphlets/ write–up etc. Bids with eraser/over writing/cutting are liable to be rejected.


8.12. Cost of Preparing the Bids

The cost of preparing the response to this RFP will be the responsibility of the Bidder and Bank will not be liable for any cost incurred by the Bidder.

8.13. Clarification on RFP Document

8.13.1. The Bidder shall carefully examine and understand the specifications /conditions of RFP, intent of the RFP and seek clarifications, if required, to ensure that they have understood all specifications/conditions/intent of RFP for implementing the integrated HRMS Solution in total.

8.13.2. The Bidder in all such cases must seek clarification in writing in the same serial order of that of RFP by mentioning relevant page number and clause number of RFP. Such clarifications should be sought, by submitting a list of queries as per Appendix 11 – Pre Bid Query Format in writing to Bank on or before the timeline prescribed in this RFP under ―Schedule of activities and events‖

8.13.3. All clarifications/queries on the bid are to be in writing and are to be addressed to:

General Manager, Pragathi Krishna Gramin Bank, Canara Bank RRB Project Management Office, LIC ―Jeevan Soudha‖ Building, First Floor, 19/19, 24th Main Road, 1st Phase, J P Nagar, Bengaluru -560 078 e-mail:[email protected]

8.14. Normalization of bids:

8.14.1. Bank may go through a process of technical evaluation and normalization of the bids to the extent possible and feasible to ensure that Bidders are more or less on the same technical ground. After the normalization process, if Bank feels that any of the bids needs to be normalized and that such normalization has a bearing on the price bids; Bank may at its discretion ask all the technically Shortlisted Bidders to resubmit the technical and commercial bids once again for scrutiny. The re-submissions can be requested by Bank in the following two manners

- Incremental bid submissions in part of the requested clarifications by Bank

OR

- Revised submissions of the entire bid in the whole

8.14.2. Bank can repeat this normalization process at every stage of bid submission till Bank is satisfied. The Bidders agree that they have no reservation or objection to the normalization process and all the Bidders will, by responding to this RFP, agree to participate in the normalization process and extend their co-operation to Bank during this process. The Bidders, by submitting the response to this RFP, agree to the process and conditions of the normalization process.


8.15. Validity of Bids

8.15.1. The bids shall remain valid for a period of 180 days from the last date of submission of bids.

8.15.2. All responses including commercial and technical bids would be deemed to be irrevocable offers/proposals from the shortlisted Bidders and shall, if accepted by Bank, form part of the final contract between Bank and the selected Bidder.

8.16. Bidders Quote/Offer

8.16.1. Bidders are requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses. Unsigned responses would be treated as incomplete and are liable to be rejected.

8.16.2. The Bidder must furnish requirements as per the formats provided in the RFP document.

8.16.3. While submitting the bid, the Bidder is required to comply with inter alia the following CVC guidelines detailed in Circular No. 03/01/12 (No. 12-02-6 CTE /SPI (I) 2 / 161730 dated 13.01.2012):

Commission has decided that in all cases of procurement, the following guidelines may be followed:

In a tender, either the Indian agent on behalf of the Principal/OEM or Principal/OEM itself can bid but both cannot bid simultaneously for the same item/product in the same tender.

If an agent submits bid on behalf of the Principal/OEM, the same agent shall not submit a bid on behalf of another Principal/OEM in the same tender for the same item/product.‘

The decision of the Bank shall be final and binding in this regard. Deviations will be grounds for disqualification.

8.17. Submission of Bids

8.17.1. All envelopes with RFP response should be put in tender box at the address given in ―Schedule of Activities and Events‖.

8.17.2. The response should be put in tender box on or before the last date & time of submission mentioned in ―Schedule of Activities and Events‖. If the last date of submission of RFP response is declared as a holiday under NI Act by the Government subsequent to issuance of RFP for any reason then the last date for submission of RFP response will fall on the next working day. The bids which are received after the scheduled date and time will be rejected by the bank.

8.17.3. The responses should not be submitted by post or by courier 8.17.4. In case bid documents are too bulky to be placed inside the tender box,

arrangements will be made by the above mentioned officials to receive the Bids. However Bidder should reach the venue before the date and time stipulated above.

8.17.5. All envelopes should be securely sealed and stamped. 8.17.6. The authorized signatories of the Bidder should initial on all pages of the

proposal. 8.17.7. For all eligibility, technical and commercial bid openings, the Bidders are

required to carry authorization letter from the authorized signatories as per format specified in Appendix 03 – Authorization letter format.


8.17.8. The bid should constitute three separate parts. The response should be organized and submitted in the following manner.

8.17.8.1. Part I - Eligibility Bid:

The Eligibility Bid containing the response to eligibility requirements for Integrated HRMS and other applications is to be sealed in a separate Envelope superscripted on the top of the cover as ―ELIGIBILITY BID FOR INTEGRATED HRMS SOLUTION”.

Covering letter certifying eligibility criteria compliance (eligibility criteria as defined in Annexure 01);

Application Money by way of DD payable at Ballari

Earnest money deposit (EMD) / BG as per Appendix 05- Bank Guarantee in lieu of DD.

Power of Attorney‘s / Authorization Letter signed by the Competent Authority with the seal of the Bidders Company / Firm in the name of the person signing the tender documents / who can represent the Bidder/s with regard to the obligations under the RFP or contract

Hardcopy of duly filled up Annexure 01 – Eligibility criteria compliance including supporting credential letters/testimonials from relevant organizations or copies of documentation from clients or purchase order copies certifying compliance and Bid security; and

CD/DVD containing the soft copy of eligibility proposal should be provided in the envelope carrying the hard copy.

8.17.8.2. Part II - Technical Proposal:

The Technical Bid containing the response to both technical and functional requirements for the Solution is to be sealed in a separate Envelope superscripted on the top of the cover as ―TECHNICAL BID FOR INTEGRATRED HRMS SOLUTION”.

The Bidder should also include the masked (without prices) commercial bid in the technical bid. The masked Bill of Materials which would be submitted as part of the Technical bid should contain "XX" instead of actual commercial value for ALL the corresponding commercial values. The Bidder must note that the masked commercial bid should be actual copy of the commercial bid submitted with prices masked and not the Pro-forma/format of the Appendix 02 – Bill of Materials in the RFP.

Soft copy of the response to the Technical Bids (in MS excel/MS word) should also be provided. The Bidder should certify that the contents of the soft copy are same as that provided in hardcopy as per Appendix 08 – Conformity with Hardcopy Letter. In case of any discrepancies between the hardcopy and softcopy the Bank will use the hardcopy submitted by the Bidder for the evaluation. THE SOFT COPY SHOULD NOT CONTAIN COMMERCIALS AND COMMERCIALS ARE TO BE ENCLOSED ONLY IN COMMERCIAL BID COVER.


Bidder needs to submit the technical proposal with pages properly numbered, each page signed and stamped. The hard copy of the technical proposal should be bound in such a way that the sections of the proposal can be removed and separated easily. Signed copy of the RFP, all annexure and appendices fully filled up need to be submitted.

Hard copy of the technical bid, hard copy of the masked commercial bid and CD/DVD containing the soft copy of technical bid should be provided in the same envelope. The CD in technical bid should not contain commercial bid or masked commercial bid.

The Bidders have to note that the Technical Proposal must contain the following

Executive summary of Bidder‘s response

Bidder‘s response to Functional requirements as per Appendix 01

Detailed technical write up covering the detailed scope of work

Duly signed covering letter by the authorized signatory as per Appendix 04 – Bid undertaking letter

Masked copy of the Bidder‘s final commercial bid (Appendix 02 – Bill of Materials) duly masking the price details

Conformity letter as per Appendix 07

Conformity with hardcopy letter as per Appendix 08

Consortium Details as per Appendix 09 – Proposed partners

Manufacturers Authorization Form from the Bidders proposed partners as per Appendix 10

Project team profiles as per Appendix 13

Data Center and Disaster Recovery requirements as per Appendix 14

Comments on the RFP terms and conditions as per Appendix 06 – Comments on T&C

Soft copy of the technical bid only. Soft copy of the commercial bid should not be enclosed with technical bid.

Any other information in general

8.17.8.3. Part III – Commercial Proposal as part of the Reverse Auction

The Indicative Commercial Bid to be sealed in a separate Envelope superscripted on the top of the cover as ―INDICATIVE COMMERCIAL BID FOR INTEGRATRED HRMS SOLUTION”.

Indicative Commercial Bid shall be submitted as per Bill of Material and other terms and conditions of RFP on prices. The Commercial Bid should give all relevant price information as per Appendix 02 - Bill of Materials. Any deviations from the Bill of Material / non submission of prices as per the format shall make the bid liable for rejection.


Under no circumstances the commercial bid should be kept in Technical Bid Covers. The placement of either soft copy or hard copy of commercial bid in eligibility bid or technical bid covers will make the bid liable for rejection. (However, commercial bid with duly masked prices need to be placed in technical bid. Soft Copy of masked commercial bid should not be placed in technical bid.)

Post the reverse auction process the L1 bidder would be required to submit their final commercial as per Appendix 02 - Bill of Materials and other terms and conditions of the RFP on prices. Along with the bill of materials, the bidder would also be required to submit Appendix 16 – Price bid confirmation post reverse auction

Response to the commercial bid shall include cost of supply, installation, implementation and all the items required for commissioning and functioning of the Solution. It is the responsibility of the Bidder to provide all the items which may or may not have been mentioned in the Bid to ensure commissioning and functioning of the Solution within the final agreed price between the selected Bidder and Bank.

The total cost to be specified by the Bidder must cover separately the following as detailed in Appendix 02 - Bill of Materials. This would include:

Software Cost of all the applications in the Solution

Hardware at the DC and DRC for the above applications

Test & Development, and other infrastructure cost at DC

Installation & Commissioning cost

Implementation and Customization Cost of the solution

Training cost

AMC, ATS & Others

Service desk and Facilities Management – Manpower

The Bidders have to note that the commercial proposal post reverse auction must contain the following

Covering letter duly signed by the authorized signatory

Table of contents

Bill of Material as per Appendix 02

Soft copy of Commercial Bid

8.18. Overall Bid

8.18.1. The separately sealed envelopes containing Eligibility Bid, Technical Bid and Commercial Bid for the Integrated HRMS Solution shall be submitted in another single sealed envelope super-scribed on the top of the envelope as: “Bid for Integrated HRMS Solution against RFP No. PKGB/PMO/RFP/02/2014-2015"

8.18.2. The envelope is to be put in Tender box.


8.18.3. The Bidder shall take care to submit the Bid properly filed so that the papers are intact. The Bidder shall submit the bid in suitable capacity of the file such that the papers do not bulge out and tear during scrutiny. The Bids, which are not sealed as indicated above, are also liable to be rejected.

8.18.4. The price schedule shall be submitted in commercial Bid only. In a nutshell, the commercial Bid details will need to be provided for all requirements of the Bank to arrive at TCO (Total Cost of ownership) of the solution.

8.18.5. The Bidder while furnishing the cost under the above heads must furnish the split up cost particulars of all major components/line items under each head.

8.18.6. The commercial bid is obtained for all the solutions and Bank will place a single order after finalizing the Bidder.

8.18.7. Further, while the Bidder has to quote for all the components of the solution, Bank may at its discretion wherever beneficial, procure licenses for some software separately, based on any existing agreements entered into for purchase of such software.

8.19. Compliance Statement

8.19.1. The Bidder shall certify the compliance or deviation of all clauses, terms conditions and specifications stipulated in RFP, as per Appendix 07 – Conformity Letter. The Data sheet as per Appendix 06 – Comments on Terms & Conditions shall also be submitted.

8.19.2. Non-submission of duly filled & signed conformity letter and Data Sheet will make the bid liable for rejection.

8.19.3. The Bidder shall not just indicate that details are enclosed and submit brochures, manuals, documents etc. Instead, they shall detail their reply for each clause in Appendix 06 – Comments on Terms and Conditions and they shall also indicate the Page number in the bid, at which additional information are enclosed in the brochures, manual, documents etc. The Bidder shall ensure correctness of referred page nos.

8.20. Opening of Bids

8.20.1. Opening of Eligibility Bids The Eligibility bid shall be opened in the presence of Bidders as

mentioned in ―Schedule of Activities and Events‖. The Bidder representative may be present during the bid opening at our office address mentioned above well in time along with the authorization letter from the Bidder Company.

The Bidders may note that no further notice will be given in this regard. Further, in case Bank does not function on the aforesaid date due to unforeseen circumstances or holiday then the bid will be accepted on the next working day and bids will be opened at the same venue on the same day.

Bank however reserves the right to change the date & time for opening of Eligibility Bid without assigning any reason whatsoever. In case there is a change in the schedule the same will be intimated to the Bidders by putting up on the Bank‘s website for enabling them to be present during the Bid opening.

During opening of the Eligibility bids, the Bidders authorized representative may attend the opening and those who are present shall sign a register evidencing their attendance.


After opening the Eligibility bids, the Bidders‘ names and the submission/non-submission of application money, EMD, and such other details relating to the Bid will be announced.

The bids that are not accompanied with application money document and EMD document in Eligibility Bid shall be rejected.

The rejection or acceptance of the bid will be done only after evaluation at the discretion of Bank.

During evaluation of the eligibility, Bank may seek from the Bidder clarifications on the bid submitted by the Bidder. The request for such clarification and the response from the Bidder shall be in writing.

After the evaluation of the eligibility bids Bank will announce the list of eligible bidders

Technical Bids of only those bidders who qualified in Eligibility Bids, will be opened with due communication by the Bank.

Technical bids of only those bidders who qualified in Eligibility Bids will be considered for the technical evaluation stage. The eligible bids will undergo a detailed technical evaluation as per the terms and conditions of this RFP.

Bank will announce the list of bidders who qualify technical evaluation and whose commercial bid will be considered for the commercial evaluation stage.

Commercial Bids of only those bidders who qualified in Technical Bids, will be opened with due communication by the Bank.

After opening, the TCO quoted by the Bidders will be read out. The evaluation of the Commercial Bids as per the RFP guidelines would be done subsequently.

Post the completion of the detailed commercial evaluation the final ranking of the bidders would be announced.

8.20.2. Reverse auction process

Online Reverse auction process would be conducted for the short-listed Bidders who have qualified in the Eligibility Bid and Technical Bid. The date of conducting the reverse auction will be intimated to the Bidders who have qualified in Technical Bid evaluation. Bidders are required to refer to Annexure 04 – Rules for reverse auction

8.21. Examination of Bids

8.21.1. Bank will do preliminary examination of bids to know whether they are complete in all respects, whether any computational errors have been made, whether the documents have been properly signed and whether the bids are generally in order. The Bidders have to note that

If there is any discrepancy between words and figures, the amounts in words will prevail.


If there is discrepancy between percentage and amount, the amount calculated on percentage basis will prevail.

If there is discrepancy between unit price and total price that is obtained by multiplying the unit price and quantity, the unit price will prevail and the total price shall be corrected by Bank.

If there is discrepancy in the total arrived at Bill of Materials, correct total will be arrived by Bank and the same will prevail over the total furnished in the Bill of Materials.

8.21.2. If the Bidder does not accept the correction of such errors as per the above criteria, their bid will be rejected and the EMD will be forfeited.

8.21.3. In the event the Bidder has omitted to quote for any line item in the commercial bid, Bank would take the highest price quoted by any of the participating Bidders as the cost, for such for arriving at the Total Cost of Ownership for the purpose of evaluation of the defaulting/deviating Bidders. However, the same shall be provided by the defaulting/deviating Bidder, in case selected at no cost to Bank for the period of the contract.

8.21.4. Bank ascertains and concludes that everything as mentioned in the RFP documents circulated to the Bidders and responded by the Bidders have been quoted for by the Bidders, and there will be no extra cost associated with the same other than the cost quoted by the Bidder. In the event Bank has not asked for any quotes for alternative prices, and the Bidder furnishes the alternative price in the Bidder‘s commercial bid, the higher of the prices will be taken for calculating and arriving at the Total Cost of Ownership. However, payment by Bank will be made at the lower price.

8.21.5. The Bidder at no point in time can excuse themselves from any claims by Bank whatsoever for their deviations in confirming to the terms and conditions, payments schedules, time frame for implementation etc. as mentioned in the RFP documents circulated by Bank. Bidders shall be fully responsible for deviations to the terms & conditions, project schedule etc. as proposed in the RFP.

8.21.6. Bank will only pay for items procured and used by Bank. Bank will not pay or is not bound to pay for items not procured or used by Bank. The Bidder cannot compel Bank to procure or pay for items not desired by Bank.

8.21.7. The Appendix 02 – Bill of Materials is an indicative list of items used for the purpose of Bidder evaluation through TCO. The procurement of the items quoted by the Bidders in the Appendix 02 – Bill of Materials will be decided by Bank based on the requirements from time to time during the period of the contract. The Bidder cannot compel Bank to procure any or all the items quoted by them in Appendix 02 – Bill of Materials. However for the purpose of calculating of TCO, bid will be considered as fixed priced bid.

8.21.8. Bank would like to expressly state that any assumptions, terms, conditions, deviations etc. which the Bidder includes in any part of the Bidder‘s response to this RFP, will not be taken into account either for the purpose of evaluation or at a later stage, unless such assumptions, terms, conditions, deviations etc. have been accepted by Bank and communicated to the Bidder in writing. The Bidder at a later date cannot make any plea of having specified any assumptions, terms, conditions, deviations etc. in the Bidder‘s response to this RFP.

8.21.9. During the preliminary examination, Bank will also verify whether the Bidder has responded in full to the RFP or whether it is partial or conditional. The bids that are incomplete or conditional are liable to be rejected.


9. Evaluation Methodology 9.1. Introduction

The objective of adopting this evaluation methodology is to facilitate the selection of the eligible Bidders who propose the best business-technology solution fitment which is also a cost-effective solution over a period of the contract. The commercial evaluation would be based on the Total Cost of Ownership/Tender (TCO) that appropriately meets the business requirements of the Bank. The bid would be first evaluated for the eligibility criteria, then for technical soundness and then for the financials through reverse auction. All bids shall be evaluated by an Evaluation Committee set up for this purpose by the Bank.

The evaluation will be a four-phase process:-

Phase 1 – Eligibility Criteria Evaluation

Phase 2 – Technical Proposal Evaluation

Phase 3 – Commercial Bid Evaluation & Reverse Auction

The Evaluation of the various options presented to the Bank to identify the best Technology/Application solution for their Integrated HRMS solution requirements is based on the following broad parameters:

Ability to meet detailed Functional Requirements

Ability to meet detailed Technical Solution Requirements

Implementation Capabilities

Facilities Management Capabilities

Business Case & Total Cost of Ownership

The Bank would use an internal scoring mechanism to score each of the RFP responses with appropriate apportionment of scores.

9.2. Phase 1 - Eligibility Criteria Evaluation

The Bidder needs to comply with all the eligibility criteria mentioned in Annexure 01 – Eligibility Criteria. Non-compliance to any of these criteria would result in outright rejection of the Bidder‘s proposal and/or OEM partner. The Bidder is expected to provide proof for each of the points for eligibility evaluation. The proof provided has to be in line with the details mentioned in Annexure 01 – Eligibility Criteria. Any credential detail mentioned in Annexure 01 - Eligibility Criteria that is not accompanied by relevant proof documents will not be considered for evaluation. All credential letters should be as per format specified in Appendix 12 – Experience Format and should be appropriately bound, labeled and segregated in the respective areas. There is no restriction on the number of credentials a Bidder can provide. There will be no scoring involved in the Eligibility Bid evaluation.


The eligibility requirements to be met by the Prime Bidder/System Integrator are as per Annexure 01 – Eligibility Criteria and also provide the documentary evidences required.

The Eligibility Criteria (Annexure -1) submitted by the bidder will be evaluated first. The Technical Proposal of only those bidders who qualified in the Eligibility Criteria, will be opened with due communication by the Bank. The Commercial Bid of only those bidders who qualified in Technical bid evaluation will be reckoned for Commercial evaluation purpose. The minimum cut of score during technical evaluation phase would be 85%.

The decision of the Bank would be final and binding on all the Bidders to this on the outcome of the eligibility bid evaluation. The Bank may accept or reject an offer without assigning any reason what so ever. The technical and commercial bid documents and bank guarantee of non-eligible/unqualified Bidder(s) at Phase 1 will be returned to such Bidders. The Bank will send a letter to such Bidders to collect these documents within the specified period.

9.3. Phase 2 – Technical Proposal Evaluation

The Bidders meeting the eligibility criteria as laid out in Annexure 01 – Eligibility criteria alone would be shortlisted for the Phase 2 – Technical Proposal Evaluation.

This evaluation will be carried out on a total score of 1,000 on the basis of the following evaluation parameters defined in this section.

The evaluation methodology is further broken down into sub areas as under:-

# Proposal Bid Evaluation Sub Scores

1 Credential strengths 100

2 Functional features evaluation 200

3 Product Demonstration 350

4 Technical features evaluation 100

5 Site Visit 100

6 Bidder presentations 150

Maximum Technical Proposal Bid Evaluation Score 1,000

The technical evaluation would involve the following major areas:

9.3.1. Credential strengths of Bidder/Consortium Partner

Each Bidder having credentials as stated in Annexure 03 – Credential strengths will get marks as given in the Annexure 03 – Credential strengths

9.3.2. Functional features evaluation

The Bidder needs to cover the entire functional requirement of Bank given in Appendix 01 – Functional Specifications. Reponses received in Appendix 01 would be used for evaluating the Bidder on the functionality being proposed


by them. The Functional Score for each area in Appendix 01 would be worked out as follows:

In Appendix 01 – Functional Specifications, in the ―Banks Ratings‖ column, the Bank has classified each of the requirements as follows:

Classification Value Description

Required 1 The requirement is necessary for efficient functioning

Most Critical 2 The requirement must be satisfied in its entirety

The Bidder is expected to provide a self-score in the ―Vendor Scores‖ column for each requirement requested for, as per the following table:

Bidder input (Vendor Score)

Description Max. Marks

S Standard feature .Required features readily available and to be provided

10

A Alternative available 7

C Customization required. Vendor will provide the customization with the stipulated date of the phased rollout

5

U Unavailable. Functionality is not available and will not be provided by the bidder.

0

For all requirements in the RFP a score would be worked out as under:

Total Bidder score = Bidder score for line item X no. of line items X Bank‘s Rating

In ideal scenario, the Bank would expect the Bidder to propose the integrated HRMS solution which would have all line items with Bidder score as ―S‖.

Hence accordingly aggregated Bidder score will be calculated proportionately.

The Bank would be using the below weightage to score the self-score of the Bidder responses as per Appendix 01 – Functional Specifications

# Functional Area Weightage

1 Manpower Planning 5

2 Recruitment 5

3 Employee Record Management 10

4 Performance Appraisal 10

5 Training and Development 5

6 Transfers and Promotions 10


7 Payroll 15

8 Leave Management 10

9 Staff reimbursements and welfare 5

10 Terminal benefits and separations 5

11 IR and DAC 5

12 General Requirements 5

13 Personnel Administration 5

14 MIS 5

Maximum weightage 100

9.3.3. Product demonstration

As part of the Product demonstration process

The Bidders would also be expected to provide a walk-through of the proposed solution highlighting the features and capabilities.

This will also enable the Bank to understand the solution‘s features and fit with the proposed architecture and identify the level of customization required. The Bidders will have to bear the expenses involved in such an exercise.

The location for conducting the Product Demonstration would be the respective Bidder and/or OEM premises however the Bank will have a final say in the location of conducting the Product Demonstrations.

The Bank will communicate a date, time and location to all eligible Bidders any time after the last date for submission of proposals.

The Bank may reject the proposal of the Bidder if in the Bank‘s opinion the Bidder could not present or demonstrate the proposed solution as described in the proposal.

During the Product Demonstration, Bank would be evaluating the Bidder on the functionality of the HRMS being proposed by the Bidder. Using the Appendix 01 - Functional Specifications as a base in part or as a whole, the Bank would formulate a detailed questionnaire for the product demonstrations. Bidder will be evaluated on each of the areas given below:

# Functional Area Maximum Score

1 Manpower Planning 5

2 Recruitment 5

3 Employee Record Management 10


4 Performance Appraisal 10

5 Training and Development 5

6 Transfers and Promotions 10

7 Payroll 15

8 Leave Management 10

9 Staff reimbursements and welfare 5

10 Terminal benefits and separations 5

11 IR and DAC 5

12 General Requirements 5

13 Personnel Administration 5

14 MIS 5

Maximum weightage 100

9.3.4. Technical Features Evaluation

The evaluation of the Technical Features will be done by the Bank on the basis of adherence to the Solution design and Minimum Technical Specifications vis-à-vis products offered analysis in relation to:

The compliance mentioned by the Bidder to the application architecture requirements as per Annexure 02 – Technical Specifications. It is the sole discretion of the Bank to disqualify a Bidder if that Bidder is unable to comply with the requirement set in this document.

9.3.5. Site Visits

The Bank requires the Bidders to provide at least ONE reference Scheduled Commercial Bank in India where the solution has been implemented. The reference site should be one where the Bidder has implemented the proposed Integrated HRMS as a System Integrator and is currently in use as of date of the RFP.

Bank may reject the proposal of the Bidder if in case the responses received from the site visited were unsatisfactory.

The Cost for travel and lodging for the team identified by the Bank will be borne by the Bank for site visits. However, the Bidder may be expected to facilitate these arrangements.

9.3.6. Bidder presentation

The Bank will require the Bidders to make presentations regarding the various aspects of the proposed solutions. This process will also enable the Bank to clarify issues that may be identified from the Bidders‘ responses to the RFP.


The Evaluation Committee decided by the Bank would be scoring the presentation made by the Bidders at Bank‘s premises based on a structured questionnaire broadly across the following.

# Evaluation of the Bidder Presentation

1 Project Execution Methodology

2 Solution Architecture and Design – Key Features and Functionalities

3 Data Migration tools/approach and methodology

4 Adherence to Project Timelines

5 Execution Competency (Solution Accelerators, Functional & Technical Competency)

6 Approach and Resource Commitment (for Managed Services and Service Desk Services and People profiles of all key personnel as part of this project)

9.4. Phase 3 - Commercial Bid Evaluation

9.4.1. Reverse Auction

Bank would conduct a reverse auction process on the commercials submitted by the Bidders. As such it is necessary that authorized personnel of the firm or organization sign the BID. The designated personnel should be authorized by the organization or by a senior official of the organization having authority to do so. The same person or a different person should be authorized, who should have digital certificate issued in his name and should have authority to quote bid amount in the commercial bid and also quote offer price during on-line reverse auction. The details of digital certificate like Name, Digital Key details, issuing authority and validity etc. to be provided.

The certified photocopy of necessary Original resolutions/authority/ Power of Attorney having authority to authorize the person to submit Bid documents/participate in on-line sealed bid and reverse auction, on behalf of the company shall be enclosed. The proposal must be accompanied with an undertaking letter duly signed by the designated personnel providing a Bid commitment.

Bidders are required to refer to Annexure 04 – Rules for reverse auction in detail. Bidder will be required to submit the following :-

Acceptance of Reverse Auction Business Rules and Terms & Conditions as per Annexure 4(1) and Process Compliance Form as per Annexure 4(3)

Annexure 4(2) – Price bid confirmation post reverse auction after completion of the reverse auction process.

The commercial bid has to be provided based on the format provided in the RFP. Future cash flows will be discounted at 12% p.a. to arrive at the present


value of the entire commercial bid. Based on the present value of the bid, the Total Cost of Ownership (TCO) will be calculated.

Bidders have to note that:

In case there is variation between numbers and words; the value mentioned in words would be considered.

The Bidder needs to provide unit costs for all components and services; unit rates would be considered for the TCO in case of any discrepancy in the totaling, modifications, addition, correction, etc.

In the event the Bidder has not quoted or has omitted any mandatory product or service required for the Solution it shall be deemed that the Bidder shall provide the product or service at no additional cost to the Bank.

Please note that in the event of the Bank conducting a normalization exercise, the bids submitted after normalization would be evaluated as per the evaluation methodology in Phase 3.


10. Payment Terms The Bidder must accept the payment terms proposed by the Bank. The commercial bid submitted by the Bidder must be in conformity with the payment terms proposed by the Bank. Any deviation from the proposed payment terms would not be accepted. The Bank shall have the right to withhold any payment due to the Bidder, in case of delays or defaults on the part of the Bidder. Such withholding of payment shall not amount to a default on the part of the Bank.

10.1. The scope of work is divided in different areas and the payment would be linked to delivery and acceptance of each area as explained below with reference to the Appendix 02 – Bill of Materials

10.2. The component wise payment will be as mentioned below

10.2.1. Application (license) Cost

The following payment terms would be applicable to the license costs for the following applications

1. HRMS

2. Any other software licenses required

The license cost for all of the above software to be provided by the Bidder as a part of the proposed solution shall be paid as follows;

10.2.1.1. 60% of the cost, of such software, will be payable on successful installation of the said software, and

10.2.1.2. 30% of the cost, of such software, will be payable on successful implementation with all the functionalities of the said software and acceptance sign off from the Bank, and

10.2.1.3. The balance 10% of the software cost, will be payable on completion of 3 months from the date of successful implementation and sign off of the said software.

10.2.2. Hardware Costs (DC and DRC) for all hardware as part of the Solution

It is to be noted that the Bidder needs to quote for fully loaded hardware for the Solution. Bidder has to provide all required support for accelerated rollout of the proposed solution as per the phases mentioned in the RFP.

The following payments terms would be applicable to the DC and DRC Hardware cost for the following applications

Business Solutions:

1. HRMS

2. Any other Hardware

10.2.2.1. 50% of the delivered hardware cost would be payable on successful installation, commissioning and acceptance of the hardware at DC and DRC respectively or on completion of three months from the date of issuance of Purchase Order whichever is later;

10.2.2.2. 30% of the delivered hardware cost would be payable on successful implementation of integrated HRMS or on completion of six months from the date of issuance of Purchase Order, whichever is later;


10.2.2.3. 10% of the delivered hardware cost would be payable on completion of eight months from the date of successful implementation of the integrated HRMS.

10.2.2.4. Balance 10% of the delivered hardware cost would be payable on completion of the warranty period, which may be released against the go live of the respective application

10.2.2.5. The payments for the additional hardware will be on delivery and the successful commission of such hardware.

10.2.3. Interface building costs 10.2.3.1. The Bidder will be paid applicable amounts for each of the interfaces built

during the quarter at the end of the quarter after satisfactory working for minimum 30 days in production.

10.2.4. Customization cost 10.2.4.1. The cost of customization for items marked as ―C‖ in Appendix 1 – HRMS

Functional Specifications, would be payable on successful implementation and Bank sign off of all the items marked as ―C‖.

10.2.4.2. The cost of customization of gaps identified during product demonstration, current state study, training, functional requirements specifications study, system testing, user acceptance testing, business process reengineering should be included by the Bidder as Implementation costs. The Bank will not pay the Bidder any additional charges at a later date for all such customizations.

10.2.4.3. The Bidder shall take up all such functionality as required by the Bank on a priority basis even though the Bidder is supposed to provide for the same at a later date as per its response in Appendix 01 – Functional Specifications and till such time the functionality is not provided for the Bidder will suggest a suitable workaround for the same. The Bank will not pay the Bidder any additional charges for such customization requests.

10.2.4.4. All additional customization over and above the RFP requirements as per the man day rates quoted in the tender would be paid to the Bidder on the completion of respective customization user acceptance and go live along with Bank signoff including 30 days of successful working of the customization delivered in the live environment.

10.2.4.5. The workaround provided by the Bidder may be acceptable to the Bank as a temporary solution but the Bank may still insist on a particular functionality to be made available as a regular feature of the software in which case the Bank shall decide the priority. It should be distinctly understood by the Bidder that providing workarounds should not be treated as customization completed.

10.2.5. Implementation cost for HRMS 10.2.5.1. 10% of the implementation cost for HRMS, for all the Phased

Implementation, would be payable on successful completion of current state assessment, gap analysis and systems specifications definition phase (respective phase) or on completion of 2 month from the date of issuance of Purchase Order, whichever is later;

10.2.5.2. 15% of the implementation cost for HRMS, for all the phased implementation, would be payable on successful completion of the customization and testing phase or on completion of 4 months from the date of issuance of Purchase Order, whichever is later;

10.2.5.3. 50% of the implementation cost for HRMS, for all the phased implementation, would be payable on successful implementation of the application of all the phases and go live; and

10.2.5.4. The balance 25% of the implementation cost for HRMS, for the phased implementation, would be payable on completion of 3 months from the date


of successful implementation of the HRMS application and go live all phases.

10.2.5.5. Implementation cost for other application will be paid after 2 months of go-live of such application, without any pending or unresolved deliverables/issues.

10.2.5.6. Implementation cost of any additional requirements would be paid upon successful completion of the implementation and successful operations along with Bank signoff in the live environment for at least 30 days.

10.2.6. Additional MIS/Reports cost

On completion of the required additional MIS/Reports in batches of 100, the Bank will release the 100% payment for each batch of 100 reports post the successful testing, acceptance and deployment into the production environment for the Solution.

10.2.7. Training Costs 10.2.7.1. Core Team Training 10.2.7.1.1. 50% of the training cost, would be payable on successful completion of

the training phase for the entire core team; 10.2.7.1.2. 50% of the training cost, would be payable on successful

implementation of the HRMS solution for all phases; 10.2.7.2. Other Trainings 10.2.7.2.1. Will be paid on successful completion of the mandated training. 10.2.7.2.2. Training cost for any additional ad hoc training requested by the Bank

would be payable on successful completion of the training. 10.2.8. Facilities Management

The annual amount to be paid towards facilities management would be divided into 4 equal installments, to be paid quarterly at the end of each quarter. The first quarter would begin from the 1st of the next month of the date of completion of successful implementation of the Phase 1 of HRMS for the facilities being managed by the Bidder. The quote needs to factor the infrastructure under warranty and which therefore would not warrant a facilities management charge.

10.2.8.1. Fees for deploying Service desk Personnel The fees for deploying Service Desk Personnel would be payable monthly, at the end of the month, on actual, as per the bill submitted by the Bidder and on verification of the Bank.

10.3. All AMC and ATS cost would be paid quarterly by the Bank 10.4. Also, the payments for that quarter will be made only after the acceptance of

the milestones and relevant activities/deliverables for that quarter. Any delay in achievement of the milestones or deliverables will result in further delay of the payment.

10.5. 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 shall automatically result in delay of such corresponding payment.

10.6. The fees payable by the Bank to Bidder shall be inclusive of all costs such as insurance, taxes (including service tax, as per the rates applicable), custom duties, levies, cess, transportation, installation, (collectively referred to as ―Taxes‖) that may be levied, imposed, charged or incurred and the Bank 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.

10.7. The Bidder has to submit the undisputed invoice along with necessary signoff and acceptance documents from the Bank, The Bank 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.

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

10.9. All out of pocket expenses, traveling, boarding and lodging expenses for the entire Term of this RFP and subsequent agreement is included in the amounts quoted in Appendix 02 – Bill of materials 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.

10.10. All the payments becoming due during each of the quarters of the contract period will be paid at the end of the respective quarter. The first quarter for this purpose will end after 3 months from date of signing of the contract or master agreement with the Bank.


11. Terms & Conditions 11.1. General

Bank expects the Bidders to adhere to the terms of this RFP and would not accept any deviations to the same. If the Bidders have absolutely genuine issues only then should they provide their nature of non–compliance to the same in the format provided as per Appendix 06 – Comments on T&C format. Bank shall consider the non-compliance and shall at its own discretion accept or reject the deviations. Bank reserves its right to not accept such deviations to the tender terms and in that case the Bidder shall be bound to comply with the terms. Any non-compliance would be treated as a breach and shall invoke Liquidated Damages.

Bank intends that the Bidder appointed under the RFP shall have the single point responsibility for fulfilling all obligations and providing all deliverables and services required for successful implementation of the project, notwithstanding the fact that the Bidder may in turn appoint/procure services of third party suppliers (including application Vendors) to perform part of the obligations contained under this RFP and that Bank may for convenience enter into arrangements, including tripartite agreements, with such third party vendor/OEM, at the discretion of the Bank, provided however, that Bank shall not be liable to such third party suppliers in any manner whatsoever. The application vendor (i.e., the vendor providing the software applications) would be required to provide its personnel for carrying out certain activities such as gap analysis/business requirement definition, application customization, conducting various trainings, assistance in conducting testing including User Acceptance Training and support during the implementation and go live phase.

Unless expressly overridden by the specific agreement to be entered into between the Bank and the Bidder, the RFP shall be the governing document for arrangement between the Bank and the Bidders. Any additional or different terms and conditions proposed by the Bidder would be rejected unless expressly assented to in writing by the Bank. Decision of the Bank shall be final and binding.

11.2. Indemnity

The Bidder hereby indemnifies the Bank, and shall always keep indemnified and hold the Bank, its employees, personnel, officers, directors, (hereinafter collectively referred to as ―Personnel‖) harmless from and against any and all losses, liabilities, claims, actions, costs and expenses (including attorneys' fees) relating to, resulting directly or indirectly from or in any way arising out of any claim, suit or proceeding brought against the Bank as a result of:

Bank‘s authorized/bona fide use of the Deliverables and/or the Services provided by the Bidder under this RFP; and/or

an act or omission of the Bidder, employees, agents, sub-contractors in the performance of the obligations of the Bidder under this RFP; and/or

claims made by employees or subcontractors or subcontractors‘ employees, who are deployed by the Bidder, against the Bank; and/or


breach of any of the terms of this RFP or breach of any representation or false representation or inaccurate statement or assurance or covenant or warranty of the Bidder under this RFP; and/or

any or all Deliverables or Services infringing any patent, trademarks, copyrights or such other Intellectual Property Rights; and/or

breach of confidentiality obligations of the Bidder contained in this RFP; and/or

Gross Negligence or willful misconduct attributable to the Bidder or its employees or sub-contractors.

The Bidder shall at its own cost and expenses defend or settle any claim against the Bank that the deliverables and services delivered or provided under this RFP infringe a patent, utility model, industrial design, copyright, trade secret, mask work or trade mark in the country where the Deliverables and Services are used, sold or received, provided the Bank:

Notifies the Bidder in writing; and

Cooperates with the Bidder in the defense and settlement of the claims.

The Bidder shall compensate the Bank for such financial loss, direct and remote, suffered by the Bank if the Bidder fails to fix bugs, provide the modifications/enhancements/customization as required by the Bank as per the terms and conditions of this tender and subsequent Agreement and to meet the service levels.

11.3. Limitation of Liability

The Parties acknowledge that circumstances may arise where on account of a breach by the Bidder of the terms of this RFP and subsequent Agreement, or other contractual or tortuous claim, the Bank may be entitled to damages from Bidder.

In each such instance, Bidder‘s aggregate liability shall be subject to an overall limit of the Total Cost of the Project for the contract period.

The limits specified in Sub-Clause (a) above shall not apply to claims made by the Bank for claims relating to the loss of or damage to real property and tangible personal property and for bodily injury or death which is caused by sole gross negligence or sole willful misconduct.

Notwithstanding any limits to be prescribed under an agreement to be entered into with the Bidder and subject to indemnification and procedures, the Bidder should indemnify the bank and its affiliates, officers, directors, employees, agents, successors and assignees at its expense by paying all cost, damages and attorney fees that a court awards or that are included in the settlement approved by the Bidder arising out of any claim based upon or in connection with any allegation of infringement by the Bidder or a sub-contractor of any third party intellectual right.

In circumstances where the Bidder indemnifies the bank against any claims of infringement of any IP rights, the Bidder must at its own expense promptly;

i. Procure the unrestricted right for the bank to continue using and receiving the same; or


ii. Make or procure on Bank‘s behalf such alterations, modifications, adjustments or substitutions to all or any parts of the same so that it becomes non-infringing without affecting the relevant part of deliverables or services or prejudice their compliance with their terms of the specifications or requirements of RFP; or

iii. Substitute a non-infringing version of the infringing item of at least functional equivalence conforming to applicable requirements under the RFP

a. If Bidder is unable to provide any of the forgoing alternatives, the bank may at its own option terminate forth with the agreement

b. The Parties hereby acknowledge that Bidder shall not be responsible for any special, incidental, indirect and consequential damages.

c. Subject to the obligations of the Bidder under Clause regarding indemnity hereof, the Bank acknowledges that the Bidder shall not incur any liability to any third party on account of the acts or omissions of the Bank in carrying on its banking business.

11.4. Indemnification Procedures

Notice

a. Promptly after receipt by Bank of notice of the commencement or threatened commencement of any relevant civil, criminal, administrative or investigative action or proceeding, the Bank will notify the Bidder of such claim in writing. No failure to so notify will relieve Bidder of its obligations under this Agreement except to the extent that it can demonstrate damages attributable to such failure.

b. Bidder shall promptly assume control of the defense or settlement of that claim. The Bank agrees to reasonably cooperate with Bidder in the defense or settlement of such claim.

c. Nothing contained herein shall restrict the Bank from electing to defend a claim under this Agreement at its own cost provided that such defense does not prejudice Bidder‘s defense of the relevant claim.

d. The Parties agree that they shall co-operate in the defense of any claim referred to above. Such co-operation shall, at the discretion of the Parties, include periodic exchange of information and the pooling of expertise and resources by the Parties.

e. The Parties hereby agree that the procedure for indemnifications including giving of notice set out herein shall be applicable to indemnities as agreed between the parties in more specifically set out in clause for Bidder Indemnity.

Subrogation

In the event that Bidder will be obligated to indemnify those indemnified pursuant to this RFP and subsequent Contract, Bidder will, upon payment or satisfaction of such indemnity in full, be subrogated to all rights of the Bank with respect to the claims to which such indemnification relates.

Extension of Contract Post Expiry

The Bank desires to appoint the Bidder for a total period of specified in the RFP, considering the effort and investments required in the arrangement. However, understanding the complexities of the entire arrangement, Bank would like to safe guard the interests of all the entities involved in the arrangement. Therefore, the Bank would like to have options to revisit the


arrangements and terms of contract as well as to re-price the same (rates similar or less than existing arrangement) after the contract expiry, if necessary.

The Bank expects the benefits from any unanticipated decrease in technology infrastructure costs, over the term of the contract due to reduction of prices, efficient use of IT infrastructure/reduction of statutory charges, etc. and operations management methods that yield more efficient operations, to be passed on through re-negotiation. No conflict between the Selected Bidder and the Bank will cause cessation of services.

11.5. Termination of Contract

i. The Bank reserves the right to terminate the contract placed on the Bidder in the following circumstances: a. The Bidder commits a breach of the terms and conditions of the

RFP/Contract and fails to remedy such breach for a period of 30 Business Days, following receipt of written notice from Bank specifying the breach or breaches set out below:

i. Failure to furnish the performance guarantee within 21 days after the execution of the Contract Agreement.

ii. Delay or deficiency in the completion or implementation of the Project or any activity contemplated under this RFP and subsequent Contract within the applicable time schedules.

iii. Non conformity of the Deliverables or Services with the terms and Specifications of the RFP as observed during post-delivery audit or otherwise.

iv. Serious discrepancy in the quality of service/hardware/software expected during the implementation, rollout and subsequent maintenance process.

v. An Insolvency Event occurs in relation to the Bidder or it ceases to carry on its business or substantially the whole of its business; or

vi. There is a change of control of the Bidder (and for these purposes change of control means there is a change in the legal, beneficial or equitable ownership of 50% or more of the aggregate of all voting equity interests in the Bidder) and the person or persons acquiring control of the Bidder are persons whom Bank reasonably considers to be competitors of Bank or organizations about which Bank has reasonable grounds for believing will not be able to meet the material obligations contained in the bid/contract.

b. The Bank also reserves the right to cancel the AMC or ATS and terminate the respective agreements for the same, if the Services provided by the Bidder are not satisfactory and recover any payment made by the Bank for the provision of AMC ATS, not rendered to the Bank. In the event of any deficiency, defect or inadequacy of the Deliverables or Services, provided by Bidder to the Bank, the Bank reserves the right to procure the same or similar Deliverables or Services, from alternative sources at the risk, cost and responsibility of the Bidder.

c. In the event that Bidder does not perform satisfactorily or there is a delay in the performance of its obligations under the bid, the RFP, the AMC or the ATS, the Bank reserves the right to source the remainder of the Deliverables


and Services from another entity of its choice by giving three months‘ notice of the same to Bidder. In the event of a termination of the contract by Bidder in accordance with the above terms, Bidder shall fully compensate the Bank for any expenditure incurred by the Bank in executing or obtaining the execution of the remainder of the Project.

d. In the event of a termination of the Contract by the Bank, the Bidder shall do all such acts or deeds as may be required to fully compensate the Bank for all expenditure incurred by the Bank in executing or obtaining the execution of the Project, till such time of termination and for any removal and/or relocation that may be required by the Bank following such termination. The Bank shall not bear any liability in this regard. If the agreement is cancelled during the term of the AMC or ATS, if contracted, the Bank shall deduct payment on pro-rata basis for the unexpired period of the Contract.

e. In the event of the Bank communicating its intention to terminate the Contract, Bidder shall continue to render such Services as it is required to under this RFP/bid and subsequent Contract, including but not limited to Facilities Management, support and maintenance for the Deliverables for a period up to 12 months following notice of intention to termination, until such time that the Bank indicates that it has been able to make alternative arrangements for the provision of such Services, in accordance with the terms, including those pertaining to payment, contained herein.

f. Any other reason.

ii. Other Rights or Remedies Termination of the contract in whole or part is without prejudice to any other rights or remedies that either Party may have under the contract including the invocation of the performance guarantee by the Bank, and does not affect any accrued rights or liabilities of either Party at the date of termination.

iii. Effects of Termination Notwithstanding termination of the contract in whole or in respect of any part of the Services for any reason, the contract continues in force to the extent necessary to give effect to those of its provisions which expressly or implicitly have effect after termination; and

Where Bank terminates any Part of the Project, the parties shall continue to perform their respective obligations under the contract in connection with that portion of the Project in respect of which there has been no termination.

iv. Consequence of Termination If Bank terminates the contract in whole or in respect of any part of the Project in accordance with its terms, it will incur no liability to the Bidder as a result of such termination, other than:

a. the charges or any other amounts due to Bidder up to the date of termination;

b. amounts payable for any Services already performed at the date of the termination;

c. amounts payable for Services yet to be performed but which the parties agree not to terminate; and


d. In the event of partial termination, amounts payable for other portions of the Project.

e. The Reverse Transition Fees payable as per reverse transition plan subject to Reverse Transition Services being provided to the satisfaction of the bank

The Bidder understands the largeness of this Project and that it would require tremendous commitment of financial and technical resources for the same from the Bidder for the tenure of this tender and subsequent Agreement/Contract. The parties therefore agree and undertake that an exit at any point in time resulting due to expiry or termination of this tender and subsequent Agreement/Contract for any reason whatsoever would be a slow process over a period of six (6) months, after the completion of the notice period of three (3) months, and only after completion of the Bidder‘s obligations under a reverse transition mechanism. During this period of Reverse Transition, the Bidder shall continue to provide the Deliverables and the Services in accordance with this tender and subsequent Agreement/Contract and shall maintain the agreed Service levels.

Upon Bank‘s request, with respect to (i) any agreements for maintenance, disaster recovery services or other third-party applications/solutions, and any Deliverables not owned by the Bidder, being used by the Bidder to provide the Services and (ii) the assignable agreements, Bidder shall, use its reasonable commercial endeavors to transfer or assign such agreements and Bidder‘s equipment to Bank and its designee(s) on commercially reasonable terms mutually acceptable to both parties.

Upon Bank‘s request in writing, Bidder shall be under an obligation to transfer to Bank or its designee(s) the Deliverables being used by the Bidder to perform the Services free and clear of all liens, security interests, or other encumbrances at a value calculated as stated.

As part of the reverse transition services, Bank shall have the right, and Bidder shall not object to or interfere with such right, to contract directly with any Bidder‘s subcontractor.

Procedure for transition and migrating to the new appointed Bidder is as follows:

Time frame for parallel run

Skill transfer mechanism and in specific cases, the human resources requirement

Reverse Transition Plan

Reverse Transition Services are the services provided by Bidder to Bank during the reverse transition period which will start after completion of the three (3) months‘ notice period to facilitate an orderly transfer of the Services to Bank or to an alternative third partly service provider nominated by Bank. Where Bank elects to transfer responsibility for service delivery to multiple Bidders, Bank will nominate a services provider who will be responsible for all dealings with such Bidders regarding the delivery of Reverse Transition Services.


The Reverse Transition Services, to be provided by the Bidder to the Bank shall include the following:

Software

The Bidder shall ensure that all application vendors shall enter into separate annual maintenance agreements for maintenance of their respective software provided under this RFP and subsequent contract, upon commercially reasonable term and terms and conditions as available currently to the Bidder or better than the same.

The Bidder shall provide appropriate training to the Bank‘s personnel or its designee(s) to enable them to maintain the Software provided under this RFP and subsequent contract. The same shall be scoped and charged additionally. Bidder shall ensure that if any data migration is required, the same shall be carried by the Bidder and a handover to be provided for the smooth transition of the operations.

Hardware

The Bidder shall provide a list of sub-contractors used by the Bidder for maintaining the hardware (including inter alia, servers, PC‘s etc.) under this RFP and subsequent contract and shall ensure that all such sub-contractors shall enter into separate annual maintenance agreements for maintenance of the hardware maintained under this RFP and subsequent contract, upon commercially reasonable terms and conditions as available currently to the Bidder or better than the same.

Knowledge Transfer

The Bidder shall provide such necessary information, documentation to the Bank or its assignee, for the effective management and maintenance of the deliverables under this RFP. Bidder shall provide documentation (in English) in electronic form of all existing procedures, policies and programs required to support the services. Such documentation will be subject to the limitations imposed by Bidder‘s Intellectual Property Rights of this RFP and shall include:

Operational work instructions

Listing of all events being monitored and the monitoring frequency

Listing of all third (3rd) party vendors that have been directly relevant to the provision of the Services and that may be the subject of a request by Bank or the replacement service provider for assignment, cancellation or renovation

All trainings that the Bank feels are necessary to be imparted to the Bank or its designees‘ personnel, the same shall be scoped and charged additionally.

Parallel Run

The Bidder agrees that the parallel-run shall continue for a period of six months, post the notice period of six months, during which the Bidder shall adequately supervise the hand-over the various components of the Bidder‘s functions under this RFP.


Bidder must consult with Bank on any third party contracts between Bidder and third Parties that are necessary or useful for Bank or a third party to perform the Services and arrange for transfer or assignment of such third party contracts that Bank wishes to have transferred or assigned to Bank or a third party designated by Bank on commercially reasonable terms mutually acceptable to both parties.

Warranties

All the warranties held by or in the name of the Bidder shall be assigned or transferred ―As Is―in the name of the Bank. The Bidder shall execute any and all such documents as may be necessary in this regard.

The parties shall return confidential information and will sign-off and acknowledge the return of such confidential information.

Bidder shall provide all other services as may be agreed to by the parties in connection with the reverse transition services. However, in case any other services, in addition to the above are needed, the same shall be scoped and priced. Reverse transition services shall be charged based on Bidder‘s then current time and materials rates.

The Bidder recognizes that considering the enormity of the assignment, the transition services listed herein are only indicative in nature and the Bidder agrees to provide all assistance and services required for fully and effectively transitioning the services provided by the Bidder under this tender and subsequent agreement, upon termination or expiration thereof, for any reason whatsoever.

11.6. Acceptance Testing

Bank will carry out the acceptance tests for testing of software, computer hardware and peripherals, system software, other equipment and other IT infrastructure supplied by the Bidder as a part of the project. The Bidder shall assist the Bank in all acceptance tests to be carried out by the Bank.

Bidder shall inform their readiness for any pre/post-delivery inspection at least 15 days in advance. Inspection of the centralized application and data base servers will be carried out at the DC/DRC. All reasonable facilities, tools and assistance including access to drawings and production data should be provided to Bank officials and the consultants during inspection. There shall not be any additional charges for such inspection.

There will be an acceptance test by Bank or its nominated representatives after installation of the systems. In case of discrepancy in hardware / software supplied, Bank will invoke Liquidated Damages which will be equal to the total cost of the hardware; Bank also reserves the right to cancel the entire contract and the Bidder should take back their equipment at their costs and risks. The test will be arranged by the Bidder at the sites in the presence of the officials of Bank and / or its representatives. The warranty for the equipment‘s (including software and hardware provided by the Bidder pursuant to this Agreement) will commence after acceptance testing.

The Installation cum Acceptance Test and Check certificates jointly signed by representative of the bank and official or any consultant / auditor appointed by Bank will be received at the office of Bank along with Bidder invoice for scrutiny before taking up the request for consideration of payment.


11.7. Ownership, Grant and Delivery

The Bidder shall procure and provide a non-exclusive, non-transferable, perpetual license to the Bank for all the software to be provided as a part of this project as per the license requirements mentioned in the RFP. Bidder can use the software/application at any of its branches and office locations without restriction and use of software by service providers on behalf of the Bank would be considered as use thereof by the Bank and the software should be assignable/ transferable to any successor entity of the Bank.

The license shall specifically include right

A. To Use. (i) to use the executable code version of the Software and all Enhancements, Updates and New Versions made available from time to time solely for business operations of the Bank; (ii) to use the Program Documentation for purposes of installing or operating the Programs and supporting the use of the Software by the Bank; (iii) to use the technical Training Materials for purposes of supporting users.

B. To Copy. (i) to copy the Software that operates on server systems to support the maximum number of Users (ii) to make additional copies of the Program Material for archival, emergency back-up, testing, or disaster recovery purposes; and (iii) to copy the Program Documentation to support its Users.

C. To work as interface: (i) to work with other Application Software packages at the Bank as interface; (ii) to allow other application software packages at the Bank to work as interfaces to the Software. If such interfacing requires any modification or change to the Software, such modification or change has to be carried out by the Bidder free of any additional License charge or fees or expenses.

Delivery: The Bidder, at the time of installation shall deliver to the Bank required copies of the object code version of the Software and the associated Program Documentation including operation manual and training material. The Bidder is required to deliver the detailed technical design documents of the end state solution deployed at the Bank. The Bidder, after customization shall deliver to the Bank required copies of the object code version of the customized Software and the associated Program Documentation including operation manual and training material. The Bidder, after modifications, updates or new versions shall deliver to the Bank required copies of the revised object code version of the latest Software and the revised associated Program Documentation including operation manual and training material. The Bidder after developing workaround and customization codes outside the core software application package shall deliver to the Bank required copies of the source code and object code version of the work around components and the associated Program Documentation including operational manual and training manual. The Program Documentation shall consist of required number of User Manuals per branch/office, Data Centre and Disaster Recovery site. The program documentation shall be supplied by the Bidder to the Bank both in hard copy and soft copy forms (MS word format and HTML Browser format). The operational manual shall be provided by the Bidder under help menu in the software as dynamic online documentation/help files, wherever applicable. The object code version of the Software, executable and required run-time files shall be on Compact Disc or on any such media as desired by the Bank as may be applicable.


D. Rights: The Bidder shall ensure that the equipment (including hardware and software) does not infringe third party intellectual property rights. If a third party's claim endangers or disrupts the Bank‘s use of the software, the Bidder shall be required to, at no further expense, charge, fees or costs to the Bank, (i) obtain a license so that the Bank may continue use of the equipment in accordance with the terms of this RFP and the Agreement and the license agreement; or (ii) modify the equipment without affecting the functionality in any manner so as to avoid the infringement; or (iii) replace the equipment with a compatible, functionally equivalent and non-infringing product; or (iv) refund to the Bank the amount paid for the infringing software and bear the incremental costs of procuring a functionally equivalent equipment from a third party, provided the option under the sub clause (iv) shall be exercised by the Bank in the event of the failure of the Bidder to provide effective remedy under options (i) to (iii) within a reasonable period determined by the Bank at its sole discretion which would not affect the normal functioning of the Bank. The Bidder shall have no liability for any claim of infringement based on (i) a claim which continues because of the Bank‘s failure to use a modified or replaced software that is at least functionally equivalent to the software, or the Bank‘s failure to use corrections, fixes, or enhancements made available and implemented by the Bidder, despite notice of such failure by the Bidder in writing, (ii) any change, not made by or on behalf of the Bidder, to some or all of the software/deliverables supplied by the Bidder or modification thereof; or (iii) the Bank‘s continued misuse of some or all of the software/deliverables or any modification thereof despite notice from the Bidder of such misuse in writing.

Wherever the Company proposes to procure Enterprise wide licenses, such licenses should have no restriction or limitation on the number of branches, offices, locations, users, transactions, policies, claims, environments.

11.8. Compliance with Laws

Compliance with all applicable laws: The Bidder shall undertake to observe, adhere to, abide by, comply with and notify the Bank about all laws in force or as are or as made applicable in future, pertaining to or applicable to them, their business, their employees or their obligations towards them and all purposes of this tender and shall indemnify, keep indemnified, hold harmless, defend and protect the Bank and its employees/officers/staff/personnel/representatives/ agents/directors from any failure or omission on its part to do so and against all claims or demands of liability and all consequences that may occur or arise for any default or failure on its part to conform or comply with the above and all other statutory obligations arising there from.

Compliance in obtaining approvals/permissions/licenses: The Bidder shall promptly and timely obtain all such consents, permissions, approvals, licenses, etc., as may be necessary or required for any of the purposes of this project or for the conduct of their own business under any applicable Law, Government Regulation/Guidelines and shall keep the same valid and in force during the term of the project, and in the event of any failure or omission to do so, shall indemnify, keep indemnified, hold harmless, defend, protect and fully compensate the Bank and its employees/officers/staff/personnel/ representatives/agents from and against all claims or demands of liability and all consequences that may occur or arise for any default or failure on its part to conform or comply with the above and all other statutory obligations arising there from and the Bank will give notice of any such claim or demand of liability within reasonable time to the Bidder.


This indemnification is only a remedy for the Bank. The Bidder is not absolved from its responsibility of complying with the statutory obligations as specified above. Indemnity would be limited to court and arbitration awarded damages and shall exclude indirect, consequential and incidental damages. However, indemnity would cover damages, loss or liabilities suffered by the Bank arising out of claims made by its customers and/or regulatory authorities.

11.9. Assignment

The Bidder agrees that the Bidder shall not be entitled to assign any or all of its rights and/or obligations under this tender and subsequent agreement to any entity including Bidder‘s affiliate without the prior written consent of the Bank.

If the Bank undergoes a merger, amalgamation, takeover, consolidation, reconstruction, change of ownership, etc., this RFP/contract shall be considered to be assigned to the new entity and such an act shall not affect the rights of the Bank and the Bidder under this RFP.

11.10. Insurance

The Bidder shall procure insurance coverage to include comprehensive general liability insurance, third party accident insurance and all risk property insurance in respect of the deliverables and the services provided by the Bidder under this tender and subsequent Agreement/Contract to insure the deliverables and the Bank against losses arising out of this tender and subsequent Agreement/Contract and such insurance shall be valid until such time they are delivered, installed, commissioned and accepted by the Bank. Insurance coverage post the acceptance through to the period of the contract will be independently done by the Bank.

The Bidder shall cause its insurers to issue certificates of insurance evidencing that the coverage and policy endorsements required under this RFP are maintained in force and that not less than thirty (30) days‘ written notice shall be given to the Bank prior to any modification, cancellation, or non-renewal of the policies. The Bidder shall provide copies of the insurance to the Bank. The insurers selected by the Bidder shall be of good standing and authorized to conduct business in all jurisdictions in which this tender and subsequent Agreement/Contract is to be performed.

In the case of loss or damage or other event that requires notice or other action under the terms of any insurance coverage, the Bidder shall be solely responsible to take such action. The Bidder shall provide the Bank with contemporaneous notice and with any other information that the Bank may request regarding such event. The Bank shall provide to the Bidder reasonable assistance and cooperation, at the Bidder‘s expense, with respect to any insurance claim. The Bidder shall not hold the Bank responsible for rejection of the insurance claims of the Bidder by the insurer.

The Bidder‘s obligation to maintain insurance coverage hereunder shall be in addition to, and not in lieu of, the Bidder‘s other obligations hereunder, and the Bidder‘s liability to the Bank shall not be limited to the amount of coverage required hereunder.


11.11. Inspection of Records

All Bidder records with respect to any matters covered by this tender shall be made available to the Bank or its designees at any time during normal business hours, as often as the Bank deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Said records are subject to examination. Bank would execute confidentiality agreement with the Bidder, provided that the auditors would be permitted to submit their findings to the Bank, which would be used by the Bank. The cost of the audit will be borne by the Bank. The scope of such audit would be limited to Service Levels being covered under this RFP and subsequent contract, and financial information would be excluded from such inspection, which will be subject to the requirements of statutory and regulatory authorities. The Bidder‘s records and sites managed for the Bank shall also be subject to Regulator/Bank inspection.

11.12. Escrow Mechanism

The Bank would appoint an escrow agent in its entire discretion which shall be final and binding on the Bidder. The escrow agent would be appointed to provide escrow mechanism for the deposit of the source code for the integrated HRMS software supplied/procured by the Bidder to the Bank in order to protect its interests in an eventual situation. The Bank and the Bidder shall enter into a tripartite escrow agreement with the designated escrow agent, which will set out, inter alia, the events of the release of the source code and the obligations of the escrow agent. As a part of the escrow arrangement, the final selected Bidder is also expected to provide a detailed code documentation of the integrated HRMS application which has been duly reviewed by an external independent organization.

11.13. Publicity

The Bidder shall not make any press releases or statements of any kind including advertising using the name or any service marks or trademarks of the Bank regarding the contract or the transactions contemplated hereunder without the explicit written permission of the Bank. The Bidder shall not, use the Bank's name as a reference, without the express written permission of the Bank first being obtained, and then only strictly in accordance with any limitations imposed in connection with providing such consent. The Bank agrees not to use the Bidder‘s trade or service marks without the Bidder‘s prior written consent.

11.14. Solicitation of Employees

During the term of the Contract and for a period of two years after any expiration of the contract period/termination or cancellation of the Contract, both the parties agree not to hire, solicit, or accept solicitation (either directly, indirectly, or through a third party) for their employees directly involved in this contract during the period of the contract and two year thereafter, except as the parties may agree on a case-by-case basis. The parties agree that for the period of the contract and two year thereafter, neither party will cause or permit any of its directors or employees who have knowledge of the agreement to directly or indirectly solicit for employment the key personnel working on the project contemplated in this proposal except with the written consent of the other party. The above restriction would not apply to either party for hiring such key personnel who

(i) initiate discussions regarding such employment without any direct or indirect solicitation by the other party; or


(ii) respond to any public advertisement placed by either party or its affiliates in a publication of general circulation

11.15. Bidder’s Liability

The Bidder‘s aggregate liability in connection with obligations undertaken as a part of the project regardless of the form or nature of the action giving rise to such liability (whether in contract, tort or otherwise), shall be at actual and limited to the value of the contract. The Bidder‘s liability in case of claims against the Bank resulting from misconduct or gross negligence of the Bidder, its employees and subcontractors or from infringement of patents, trademarks, copyrights or such other Intellectual Property Rights or breach of confidentiality obligations shall be unlimited.

The Bank shall not be held liable for and is absolved of any responsibility or claim/litigation arising out of the use of any third party software or modules supplied by the Bidder as part of this RFP.

In no event shall the Bank be liable for any indirect, incidental or consequential damages or liability, under or in connection with or arising out of this tender and subsequent agreement or the hardware or the software delivered hereunder, howsoever such liability may arise, provided that the claims against customers, users and service providers of the Bank would be considered as a direct claim.

11.16. Negligence

In connection with the work or contravenes the provisions of general terms, if the selected bidder neglects the work with due diligence or expedition or refuses or neglects to comply with any reasonable order given to him in writing by the bank, in such eventuality the bank may after giving notice in writing to the selected bidder, calling upon him to make good the failure, neglect or contravention complained of , within such timelines as may be deemed reasonable and in default of the said notice, the bank shall have the right to cancel the contract holding the selected bidder liable for the damages that the bank may sustain in this behalf. Thereafter, the Bank is to be compensated for good the failure at the risk and cost of the selected bidder.

11.17. Monitoring and Audit

Compliance with security best practices may be monitored by periodic computer security audits performed by or on behalf of the Bank. The periodicity of these audits will be decided at the discretion of the Bank. These audits may include, but are not limited to, a review of: access and authorization procedures, physical security controls, backup and recovery procedures, security controls and program change controls. To the extent that the Bank deems it necessary to carry out a program of inspection and audit to safeguard against threats and hazards to the confidentiality, integrity, and availability of data, the Bidder shall afford the Bank's representatives access to the Bidder‘s facilities, installations, technical resources, operations, documentation, records, databases and personnel. The Bidder must provide the Bank access to various monitoring and performance measurement systems (both manual and automated). The Bank has the right to get the monitoring and performance measurement systems (both manual and automated) audited without prior approval/notice to the Bidder.


11.18. Guarantees

Bidder shall guarantee that the software and allied components used to service the Bank are licensed and legal. All hardware and software must be supplied with their original and complete printed documentation.

The Bidder also undertakes to keep all the licenses in force till the expiry of the contract period by renewing them as and when necessary.

11.19. Force Majeure

The Bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if any to the extent that its delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

For purposes of this Clause, "Force Majeure" means an event explicitly beyond the reasonable control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include Acts of God or of public enemy, acts of Government of India in their sovereign capacity and acts of war, revolution, civil commotion, riots, natural calamities, etc.

If a Force Majeure situation arises, the Bidder shall promptly notify the Bank in writing of such conditions and the cause thereof within fifteen calendar days. Unless otherwise directed by the Bank in writing, the Bidder shall continue to perform Bidder‘s obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

In such a case the time for performance shall be extended by a period(s) not less than duration of such delay. If the duration of delay continues beyond a period of three months, the Bank and the Bidder shall hold consultations in an endeavor to find a solution to the problem.

11.20. Resolution of Disputes

The Bank and the Bidder shall make every effort to resolve amicably, by direct informal negotiation between the respective project managers of the Bank and the Bidder, any disagreement or dispute arising between them under or in connection with the contract.

If the Bank project manager and Bidder project manager are unable to resolve the dispute after thirty days from the commencement of such informal negotiations, they shall immediately escalate the dispute to the senior authorized personnel designated by the Bidder and Bank respectively.

If after thirty days from the commencement of such negotiations between the senior authorized personnel designated by the Bidder and Bank, the Bank and the Bidder have been unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution through formal arbitration.

All questions, claims, disputes or differences arising under and out of, or in connection with the contract or carrying out of the work whether during the progress of the work or after the completion and whether before or after the determination, abandonment or breach of the contract shall be referred to arbitration by a sole Arbitrator acceptable to both parties failing which the number of arbitrators shall be three, with each side to the dispute being entitled to appoint


one arbitrator. The two arbitrators appointed by the parties shall appoint a third arbitrator who shall act as the presiding arbitrator. The award of the Arbitral Tribunal shall be final and binding on the parties. The Arbitration and Reconciliation Act 1996 or any statutory modification thereof shall apply to the arbitration proceedings and the venue of the arbitration shall be Bengaluru.

If a notice has to be sent to either of the parties following the signing of the contract, it has to be in writing and shall be first transmitted by facsimile transmission by postage prepaid registered post with acknowledgement due or by a reputed courier service, in the manner as elected by the Party giving such notice. All notices shall be deemed to have been validly given on (i) the business date immediately after the date of transmission with confirmed answer back, if transmitted by facsimile transmission, or (ii) the expiry of five days after posting if sent by registered post with A.D., or (iii) the business date of receipt, if sent by courier.

This RFP document shall be governed and construed in accordance with the laws of India. The courts of Bengaluru alone and no other courts shall be entitled to entertain and try any dispute or matter relating to or arising out of this RFP document.

11.21. Corrupt and Fraudulent practice

As per Central Vigilance Commission (CVC) directives, it is required that Bidders/Suppliers/Contractors observe the highest standard of ethics during the procurement and execution of such contracts in pursuance of this policy:

―Corrupt Practice‖ means the offering, giving, receiving or soliciting of anything of value to influence the action of an official in the procurement process or in contract execution.

―Fraudulent Practice‖ means a misrepresentation of facts in order to influence a procurement process or the execution of contract to the detriment of the Bank and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Bank of the benefits of free and open competition.

The Bank reserves the right to reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

The Bank reserves the right to declare a Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time it determines that the firm has engaged in corrupt or fraudulent practices in competing for or in executing the contract.

11.22. Waiver

No failure or delay on the part of either party relating to the exercise of any right, power, privilege or remedy provided under this RFP or subsequent agreement/contract with the other party shall operate as a waiver of such right, power, privilege or remedy or as a waiver of any preceding or succeeding breach by the other party nor shall any single or partial exercise of any right, power, privilege or remedy preclude any other or further exercise of such or any other right, power, privilege or remedy provided in this RFP all of which are several and


cumulative and are not exclusive of each other or of any other rights or remedies otherwise available to either party at law or in equity.

11.23. Violation of Terms

The Bank clarifies that the Bank shall be entitled to an injunction, restraining order, right for recovery, specific performance or such other equitable relief as a court of competent jurisdiction may deem necessary or appropriate to restrain the Bidder from committing any violation or enforce the performance of the covenants, obligations and representations contained in this RFP. These injunctive remedies are cumulative and are in addition to any other rights and remedies the Bank may have at law or in equity, including without limitation a right for recovery of any amounts and related costs and a right for damages.

11.24. Addition/Deletion of Qualified Offerings

Both parties agree that the intent of this tender is to establish an initial set of service offerings. The Bank recognizes that, as the use of these services expands, it is possible that additional services and/or service categories will be needed. In addition, the Bank recognizes that from time to time, hardware and software products that are provided as part of Bidder services will be upgraded or replaced as technology evolve. Replacement and/or supplemental hardware and software products that meet or exceed the minimum proposal requirements may be added with the prior approval of the Bank. For this purpose, a Change Order Procedure will be followed. Bank may request a change order in the event of actual or anticipated change(s) to the agreed scope of work, services, deliverables and schedules. The Bidder shall prepare a change order reflecting the actual or anticipated change(s) including the impact on deliverables schedule. The Bidder shall carry out such services as required by the Bank. The terms of the contract would apply to such incremental deliverables and services.

The Bidder shall agree that the price for incremental offering cannot exceed the original proposed cost and the Bank reserves the right to re-negotiate the price. At the unit rates provided for TCO calculations, the Bank has the right to order as much as it wants at those rates. However, this excludes the hardware to be provided by the Bidder at their cost due to under sizing.

The Bank is under no obligation to honor such requests to add service categories or amend this contract.

As a method for reviewing Bidder services and Bank requirements, the Bank will sponsor regular reviews to allow an exchange of requirements and opportunities.

All quantities mentioned in this RFP are indicative. The quantities of components to be procured as part of this tender can be varied by the Bank. This also includes the right to modify the number of source systems, targets, reports & statements, dash boards, score cards, concurrent users etc.

11.25. Service Level Agreement

Selected Bidder shall be required to sign Service Level Agreement (SLA) covering all terms and conditions of this tender.

11.26. Liquidated Damages

Bank expects that the Bidder complete the scope of the project as mentioned in section 7 – Project timeline of this document within the timeframe specified.


Inability of the Bidder to either provide the requirements as per the scope or to meet the timelines as specified would be treated as breach of contract and would invoke the Liquidated Damages clause. The proposed rate of Liquidated Damages would be 0.5% of the entire project cost/TCO per week of delay or non-compliance. Bank at its discretion may apply this rule to any major non-delivery, non-adherence, non-conformity, non-submission of agreed or mandatory documents as part of the Project.

Thereafter, at the discretion of the Bank, the contract may be cancelled. Bank also has the right to invoke the Performance Guarantee. Liquidated Damages on delay will be applicable when the delay is not attributable to Bank and is attributable to the Bidder.

Inability of the Bidder to provide services at the service levels defined would result in breach of contract and would invoke the Liquidated Damages clause.

Notwithstanding anything contained above, no such Liquidated Damages will be chargeable on the Bidder for the inability occasioned, if such inability is due to reasons entirely attributable to Bank.

The maximum amount that may be levied by way of Liquidated Damages pursuant to clause above shall not exceed 10% of the Total Contract value.

The Bidder agrees, confirms and acknowledges that, the aforesaid amount represents a reasonable assessment made by the Bidder and Bank of the damages likely to be caused to Bank owing to such breach on the part of the Bidder, and therefore, represents the size of the liquidated damages payable by the Bidder to Bank. The Bidder agrees, confirms and acknowledges that the aforesaid amount is not in the nature of ―penalty‖.

11.27. Information Ownership

All information processed, stored, or transmitted by Bidder equipment belongs to the Bank. By having the responsibility to maintain the equipment, the Bidder does not acquire implicit access rights to the information or rights to redistribute the information. The Bidder understands that civil, criminal, or administrative penalties may apply for failure to protect information appropriately.

11.28. Sensitive Information

Any information considered sensitive must be protected by the Bidder from unauthorized disclosure, modification or access.

Types of sensitive information that will be found on Bank system‘s the Bidder may support or have access to include, but are not limited to: Information subject to special statutory protection, legal actions, disciplinary actions, complaints, IT security, pending cases, civil and criminal investigations, etc.

11.29. Privacy and Security Safeguards

The Bidder shall not publish or disclose in any manner, without the Bank's prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder under this contract or existing at any Bank location. The Bidder shall develop procedures and implementation plans to ensure that IT resources leaving the control of the assigned user (such as being reassigned, removed for repair, replaced, or upgraded) are cleared of all Bank data and sensitive application software. The Bidder shall also ensure that all sub-


contractors who are involved in providing such security safeguards or part of it shall not publish or disclose in any manner, without the Bank's prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder under this contract or existing at any Bank location.

11.30. Consortium of Vendors

Bidders may form a consortium and bid for the RFP, as it is Bidder‘s expectation to implement the most appropriate hardware and software products and maintain policies and procedures to serve the Bank. However, in this case, Bank will deal with only the prime Bidder as a single point of contact who shall have the sole responsibility for the entire assignment irrespective of the fact that it is only the part of the consortium. Each Bidder consortium shall name the Bidder who shall have the single point responsibility for the consortium in their bid responses. The bid would be a consortium bid if:

- The Bidder is proposing (as part of the solution) some products, which are not owned by the Bidder;

- The Bidder is proposing (as part of the solution) some services which are provided on behalf of another vendor; or

- The Bidder is proposing a product on behalf of another vendor.

In the case of a consortium of vendors responding to this RFP, the following rules will be applicable:

The Bidder is required to provide proof that the Bidder is authorized to bid with the products that it does not own. This would be in the form of a (copy of) letter authorizing the Bidder from a duly constituted attorney as per Appendix 10 – Manufacturers Authorization Form and/or a (copy of) back-to-back agreement between the concerned parties.

The responsibility for the details presented in the responses will be with the Bidder, which will form part of the final legal contract. The Bidder will be totally responsible for delivering contractual services end-to-end and will be a single point of contact; and

The responsibility for the commercial bid lies with the Bidder. Bank would only deal with one party (the Bidder) on all commercial and legal matters.

The vendors who are a part of the consortium cannot be changed, without the written permission of the Bank once the Technical and Commercial bids have been submitted in response to the RFP by the Bidder.

It is expressly clarified that even in the case of a consortium; the selected Bidder shall have the single-point responsibility/liability to ensure the fulfillment of all obligations of the consortium vendors under the contract.

The inter-se arrangement amongst the members of the consortium shall not affect the liability of Bidder in terms hereof.

The Bidder should provide a responsibility matrix for all sub-contracted arrangements for the execution of this project.

The Bidder is expected to provide a status on responsibility matrix on a year on year basis or if there is a change, whichever is earlier.


11.31. Confidentiality

―Confidential Information‖ means any and all information that is or has been received by the Bidder (―Receiving Party‖) from the Bank (―Disclosing Party‖) and that relates to the Disclosing Party; and is designated by the Disclosing Party as being confidential or is disclosed in circumstances where the Receiving Party would reasonably understand that the disclosed information would be confidential or is prepared or performed by or on behalf of the Disclosing Party by its employees, officers, directors, agents, representatives or consultants.

Without limiting the generality of the foregoing, Confidential Information shall mean and include any information, data, analysis, compilations, notes, extracts, materials, reports, drawings, designs, specifications, graphs, layouts, plans, charts, studies, memoranda or other documents, or materials relating to the licensed software, the modules, the program documentation, the source codes, the object codes and all enhancements and updates, services, systems processes, ideas, concepts, formulas, methods, know how, trade secrets, designs, research, inventions , techniques, processes, algorithms, schematics, testing procedures, software design and architecture, computer code, internal documentation, design and function specifications, product requirements, problem reports, analysis and performance information, business affairs, projects, technology, finances (including revenue projections, cost summaries, pricing formula), clientele, markets, marketing and sales programs, client and customer data, appraisal mechanisms, planning processes, etc. or any existing or future plans, forecasts or strategies in respect thereof.

―Confidential Materials‖ shall mean all tangible materials containing Confidential Information, including, without limitation, written or printed documents and computer disks or tapes, whether machine or user readable. Information disclosed pursuant to this clause will be subject to confidentiality forever.

Nothing contained in this clause shall limit the Bidder from providing similar services to any third parties or reusing the skills, know-how and experience gained by the employees in providing the services contemplated under this clause, provided further that the Bidder shall at no point use the Bank‘s confidential information or Intellectual property.

The Receiving Party shall, at all times regard, preserve, maintain and keep as secret and confidential all Confidential Information and Confidential Materials of the Disclosing Party howsoever obtained and agrees that it shall not use the Bank‘s confidential information or IPR, without obtaining the written consent of the Bank.

11.32. Disclosing Party

The Disclosing Party shall disclose, transmit, reproduce or make available any such Confidential Information and materials to any person, firm, company or any other entity other than its directors, partners, advisers, agents or employees, sub-contractors and contractors who need to know the same for the purposes of maintaining and supporting the Software provided as a part of the project. The Receiving Party shall be responsible for ensuring that the usage and confidentiality by its directors, partners, advisers, agents or employees, sub-contractors and contractors is in accordance with the terms and conditions and requirements of this tender; or

Unless otherwise agreed herein, use of any such Confidential Information and materials for its own benefit or the benefit of others or do anything prejudicial to the interests of the Disclosing Party or its customers or their projects.


In maintaining confidentiality hereunder, the Receiving Party on receiving the Confidential Information and materials agrees and warrants that it shall:

Take at least the same degree of care in safeguarding such Confidential Information and materials as it takes for its own confidential information of like importance and such degree of care shall be at least, that which is reasonably calculated to prevent such inadvertent disclosure

Keep the Confidential Information and Confidential Materials and any copies thereof secure and in such a way so as to prevent unauthorized access by any third party

Limit access to such Confidential Information and materials to those of its directors, partners, advisers, agents or employees, sub-contractors and contractors who are directly involved in the consideration/evaluation of the Confidential Information and bind each of its directors, partners, advisers, agents or employees, sub-contractors and contractors so involved to protect the Confidential Information and materials in the manner prescribed in this document

Upon discovery of any unauthorized disclosure or suspected unauthorized disclosure of Confidential Information, promptly inform the Disclosing Party of such disclosure in writing and immediately return to the Disclosing Party all such information and materials, in whatsoever form, including any and all copies thereof

The Receiving Party who receives the Confidential Information and Materials agrees that on receipt of a written demand from the Disclosing Party, immediately return all written Confidential Information, Confidential Materials and all copies thereof provided to, or produced by it or its advisers, as the case may be, which is in Receiving Party‘s possession or under its custody and control

To the extent practicable, immediately destroy all analyses, compilations, notes, studies, memoranda or other documents prepared by it or its advisers to the extent that the same contain, reflect or derive from Confidential Information relating to the Disclosing Party

So far as it is practicable to do so, immediately expunge any Confidential Information relating to the Disclosing Party or its projects from any computer, word processor or other device in its possession or under its custody and control

To the extent practicable, immediately furnish a certificate signed by its director or other responsible representative confirming that to the best of his/her knowledge, information and belief, having made all proper enquiries, the requirements of this paragraph have been fully complied with

The rights in and to the data/information residing at the Bank‘s premises, even in the event of disputes shall at all times solely vest with the Bank

The Bidder represents and agrees that during the term of this RFP and subsequent contract or until the Bank takes over the Deliverables from the Bidder, whichever is earlier, the Bank shall not be responsible for any loss/damage (including malfunctioning or non-functioning of Deliverables) caused to the Deliverables for any reason, unless such loss/damage (including malfunctioning or non-functioning of Deliverables) is caused due to the willful act or gross willful misconduct of the Bank or any of its personnel as certified jointly by the Bank and Bidder. In such an event, the Bidder shall promptly repair and/or replace the non-performing Deliverable with a suitable replacement, if required, without affecting the service level standards in this RFP.


The restrictions in the preceding clause shall not apply to:

Any information that is publicly available at the time of its disclosure or becomes publicly available following disclosure (other than as a result of disclosure by the Disclosing Party contrary to the terms of this document); or any information which is independently developed by the Receiving Party or acquired from a third party to the extent it is acquired with the valid right to disclose the same

Any disclosure required by law or by any court of competent jurisdiction, the rules and regulations of any recognized stock exchange or any enquiry or investigation by any governmental, statutory or regulatory body which is lawfully entitled to require any such disclosure provided that, so far as it is lawful and practical to do so prior to such disclosure, the Receiving Party shall promptly notify the Disclosing Party of such requirement with a view to providing the Disclosing Party an opportunity to obtain a protective order or to contest the disclosure or otherwise agree to the timing and content of such disclosure

The Confidential Information and Materials and all copies thereof, in whatsoever form shall at all times remain the property of the Disclosing Party and its disclosure hereunder shall not confer on the Receiving Party any rights whatsoever beyond those contained in this document or subsequent agreement

Confidential Information is any and all proprietary information disclosed by one party to the other. Confidential Information does not include information that is or becomes available to the recipient prior to the party providing such information or is public information in accordance with the applicable laws. Software in human-readable form (e.g. source code) and the Bank‘s data values stored in computers will be considered Confidential Information whether or not marked as such.

As the successful Bidder will have access to Bank specific information/acquire business related knowledge which are sensitive, confidential etc., the Bidder is required to sign confidentiality (Non – Disclosure) agreement not to disclose or part with any information relating to the Bank or its customers, vendors etc. to any person/s for any reason whatsoever. The successful Bidder shall also undertake to keep confidential all information (written or oral) concerning all facts of the business of the Bank, which has been obtained or understood during the course of the assignment.

The confidentiality obligations shall survive the expiry or termination of the agreement/contract between the Bidder and the Bank.

11.33. Technological Advancements

The Bidder shall take reasonable and suitable action, taking into account economic circumstances, at mutually agreed increase/decrease in charges, and the Service Levels, to provide the Services to the Bank at a technological level that will enable the Bank to take advantage of technological advancement in the industry from time to time.

11.34. Intellectual Property Rights

The Bidder claims and represents that it has obtained appropriate rights to provide the Deliverables upon the terms and conditions contained in this RFP. The Bank agrees and acknowledges that save as expressly provided in this RFP, all Intellectual Property Rights in relation to the Software and Documentation and any adaptations, translations and derivative works thereof whether protectable as a copyright, trade mark, patent, trade secret design or otherwise, provided by the Bidder during, in connection with or


in relation to fulfilling its obligations under this RFP belong to and shall remain a property of the Bidder or its licensor.

During the term of this project and, if applicable, during the Reverse Transition Period, Bank grants Bidder a right to use at no cost or charge the Software licensed to the Bank, solely for the purpose of providing the Services.

The Bidder shall be responsible for obtaining all necessary authorizations and consents from third party licensors of Software used by the Bidder in performing its obligations under this project. The Bidder shall also be responsible for renewal of all such licenses from time to time during the contract period. The Bidder shall quote for all such renewals in the commercial bid and in case the Bidder fails to quote for renewal of any licenses in the bid, the Bidder shall renew such licenses at his cost and the bank shall not pay for other than the commercials mentioned in the price bid. The Bidder shall under no circumstances, allow any license to expire and allow any software to be out of support during the contract period. If a third party's claim endangers or disrupts the Bank‘s use of the Software, the Bidder shall at no further expense, charge, fees or costs to the Bank, (i) obtain a license so that the Bank may continue use of the Software in accordance with the terms of this tender and subsequent Agreement and the license agreement; or (ii) modify the Software without affecting the functionality of the Software in any manner so as to avoid the infringement; or (iii) replace the Software with a compatible, functionally equivalent and non-infringing product.

GENERAL MANAGER


Annexure 01 – Eligibility criteria compliance

Note: a. Purchase orders without SCB‘s/PSU‘s confirmation through a credential letter will not be considered as credentials b. Proposed application implementation experience need not be in the current product version proposed c. Prime Bidder or OEM partner have to use the format as per Appendix 12 – Experience Format for submitting the credential

letters d. Only implementation experience in India will be considered for the eligibility

I Financial and other Requirement to be met by the Prime Bidder/System Integrator

Supporting required Supporting Document

1 Should be a Government Organization/ PSU/ PSE or a partnership/public/ private limited company

Certificate of Incorporation/ Certificate of commencement

2 The Company should have been in existence for a minimum period of 5 years in India.

Certificate of Incorporation/ Certificate of commencement

3 Should have a minimum turnover of Rs. 100 crores per annum during last three (3) financial years in India

1. Audited Financial statements for the financial years 2011-12, 2012-13 and 2013-14 AND

2. CA Certificate

4 Should be a profit making entity for the last three (3) financial years in India 1. Audited Financial statements for the financial years 2011-12, 2012-13 and 2013-14 AND

2. CA Certificate

5 Should have a positive net worth of Rs. 50 crores per annum for the last three (3) financial years in India

Net worth is to be calculated as follows: Capital Funds (Paid up equity capital + Paid up preference shares + Free reserves) – (Accumulated balance of loss + Balance of deferred revenue expenditure + Other intangible assets).

1. CA Certificate The CA certificate provided in this regard should be without any riders or qualification.

6 The bidder should be a reputed IT solution provider possessing at least a valid SEI CMMi Level 3 or above certification or a valid ISO standard certification for any of the following: Design / Development /implementation/ Maintenance / Testing for Software at the time of bid submission

Copy of relevant certifications

7 The Bidder should not have been blacklisted by any Government department/PSU/PSE/Banks in India during last 12 months

Self-declaration within Appendix 04

Business Solutions II HRMS Implementation experience to be met by the Prime

Bidder/System Integrator Supporting required Supporting

Submitted

1 Should have had system integration experience in having implemented the proposed end to end integrated HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in at least one Scheduled Commercial Bank or any Public Sector unit in India covering at least 10,000 employees and should be currently live and running as of date of the RFP.

1. Relevant Credential letters as per Appendix12 AND

2. Purchase Order with the Bank‘s confirmation on having executed the PO to satisfaction

III HRMS application criteria to be met by the OEM partner Supporting required Supporting Submitted

1 The proposed integrated HRMS solution should be live in at least one

Scheduled Commercial Bank in India covering at least 10,000 employees and should be currently live and running as of date of the RFP

1. Relevant credential letters as per Appendix 12


Annexure- 02 - Technical Specification

RFP No: PKGB/PMO/RFP/02/2014-15

The following points are to be considered by the vendor:

1. The requirements mentioned in the Technical RFP is mandatory. 2. The bank expects the vendor to provide all the requirements specified in this RFP and quote for the same. 3. The vendor has to provide the complete list of Bill of Material (BOM) with part numbers and quote for the same BOM in the financial bid.

Minimum Technical requirements for HRMS

Sr. No.

Technical Requirements Bidder's Compliance (Yes/No)

Bidder Remarks, if any

1 Application Requirements 1.1 Should support online real time & batch operations 1.2 Provide support for scheduling and defining of Jobs 1.3 The HRMS solution should have the ability to support third party Single Sign on

solutions

1.4 Should support 3-tier architecture model. 1.5 The HRMS application should have the ability to support thin clients 1.6 Ability to provide authorisation/verification mechanisms with the use of smart card

based digital signatures

1.7 HRMS solution should not allow any database level modification like creating, modifying, deleting, dropping database objects from application front-end

1.8 Ability to restrict user logins to one workstation, date & time wise from a central location (DC or DRC)

1.9 Capability to log out a user from a central location 1.10 Modular Structure - various modules can be deployed as and when the business

requirement arises.

1.11 Support defining organization hierarchies for transaction entry, consolidation, query and reporting at: Corporate office, Regional office, Operating office level

1.12 Based on Service Oriented Architecture that can inter- operate with other application using Web services or other messaging methods to communicate.

1.13 The proposed solution can be accessed easily by any browser on a PC, or Laptop or PDAs and Handhelds / mobile devices

1.14 Ad hoc Reporting Capabilities: Provides the flexibility to HR personnel to themselves Design & generate ad-hoc reports without the intervention of IT Personnel.

1.15 Facility to download reports in Excel/ Word/ PDF/Text format. 1.16 Supports upload of documents, Pictures or images for storage in the database,

links to records and retrieve on access.

1.17 Stores history data with ability to archive records if needed. 1.18 Security features secures system functions as well as data including audit trail. 1.19 Role based Access to data will be restricted based on the user‘s area of

responsibility and job function.

1.20 Availability of Self e-Learning Training Kit 1.21 Software should be accessible from a browser based interfaces over the network


2 Database Requirements 2.1 Support for database clustering and the number of clusters that can be configured

2.2 Support for central storage of data with multiple instances of Database 3 Hardware and Operating system 3.1 The Operating system should support IP V4 and IP V6 3.2 Should be able to support different protocols (TCP/IP, IPX, etc.) 3.3 The communication between server, database and other connected systems

should be encrypted.

3.4 The server should be horizontally & vertically scalable 3.5 The hardware components should be hot swappable 3.6 Hardware should have built-in redundancy features such as dual Power

supply etc

3.7 Hardware should have efficient hardware monitoring and diagnostic functions

4 Backup and Recovery 4.1 Should support online replication to backup site 4.2 The solution should be compatible with all types of backup devices. 4.3 The solution should support all backup application softwares 4.4 Should be capable of automating the backup process for all the

applications/ database in the Primary & Disaster Recovery sites.

4.5 System should support Online, Automated and manual backup modes 4.6 System should support following Type of backup facility

Hot backup Cold backup

4.7 System should Allow the backup of Whole system Application program Database

Minimum Technical Specifications for HRMS Portal

Sr. No. Technical Requirements Bidder's Compliance

(Yes/No) Bidder Remarks, if any

1 General requirements 1.1 System should not allow concurrent sessions for the same user. 1.2 The system should automatically log out a user in case of session breakdowns

(e.g., communication failure, high inactivity period - these should be parameterized)

2 Interfaces 2.1 The system should be able to interface with the Core Banking system online and

seamlessly through standard interfaces and supporting enterprise data model for data integration without keeping any transactions pending for processing.

2.2 All modules in the system should be fully integrated and provide online

processing, real time updates and batch processing

2.3 Provide messaging / interfacing ability to execute back end transactions 2.5 Provide support to ISO 8583, XML, GPRS, SMS, etc. standard messaging

protocols for interfacing.

2.7 Provide ability to define business rules for validation and translation of incoming

messages

2.8 Ability to interface with email server. 2.10 The system should support LDAP.


2.11 The application should have the ability to support Microsoft Internet Explorer, Google Chrome, Firefox and other such browsersup to latest versions.

3 Web Server 3.1 The application should have the ability to support Apache, Netscape enterprise,

Commerce server, Microsoft IIS, etc. as web servers

3.2 The web server should have the capability of writing to multiple logs 3.3 The web server should have the capability to support Virtual Servers 3.4 Should support network monitoring agents like SNMP agent, etc. 4 Application Server 4.1 The application should be able to support HTML, DHTML, etc. (Markup

language) 4.2 The application should be able to support Server side languages like ASP, JSP,

Personal home page, Cold Fusion Markup Language (CFML), Common Gateway Interface (CGI), etc.

4.3 Client side scripting/ programming languages like Java scripts, VB scripts, Java

Applets, ActiveX, etc should be supported

4.4 The application should support the application layer technologies like Java, C++, Netscape server application process interface, Internet server application process interface, etc. should be supported

4.5 Database Connectivity support should at a minimum be ODBC, JDBC, etc. 4.6 The search engine should be able to search for requests within the site and

associated sites

4.7 Should support digital certificates for signing & encryption 4.8 The search engine should provide support for Keyword searches, boolean

searches, category searches, etc.

4.9 Queuing system for prioritizing messages to external applications. The system should ensure the commit of the message.

4.10 Provide support for store-and-forward mechanism in case of a communication

breakdown 4.11 Support standard queuing engines (IBM MQ, MSMQ, etc.) 5 Audit Trails 5.1 The application should facilitate definition of user-defined log files for tracking

sessions 5.2 Support for comprehensive audit trail features such as: 5.2.1 Daily activities log are merged into the history log files 5.2.2 Date, time and user-stamped transaction checklist are on-line generated for

different transactions

5.2.3 All transaction screens should display system information including Function ID and Name, Processing Date, Current Time, Current User

5.2.4 Daily activity reports are provided to highlight all the transactions being

processed during the day

5.2.5 Unsuccessful attempts to log-in to the system should be recorded 5.2.6 All attempts to access/change system data should be system driven 6 Data Consistency Control 6.1 During transaction input, fields are automatically validated to ensure the validity

and consistency of data

6.2 Automatic linkage among the various products ensures the consistency of data between these products


7 Parameterization Requirements 7.1 The system should support parameterization, especially the following features: 7.1.1 Transaction details (data items) 7.1.3 Operation details 7.1.4 Input & output layouts 7.1.5 Calculations, validations and default values 7.1.6 Help screens and help levels 7.1.7 Batch functions 7.1.8 Output of reports 7.1.8 Frequency of document generation 7.1.9 Approval Authority levels 7.1.10 System should provide blank fields facility for the user to define other fields

which may be required

8 Reporting features 8.1 Availability of flexible and powerful report writer 8.2 Provide a full set of operational and audit trail reports for each of the modules. 8.3 Periodical reports to appropriate authorities can be generated. The frequency

and content of the reports can be determined by the Bank

8.4 Reports through generalized data selection utilizing logical and arithmetic relationships

8.5 Report generation linking several data files simultaneously 8.6 Automatic report generation capability 8.7 Pre-built query feature for non-programmers 8.8 Generate reports using sorting capability on variable number of descending or

ascending sort-keys

8.9 Generation of reports containing statistical information concerning files 8.10 User options such as - online viewing, hard copy generation, file creation etc.

Minimum Technical requirements for Database security

Sr.No. Technical Requirements Bidder's Compliance

(Yes/No) Bidder Remarks, if any

1 The solution should be Database agnostic and should support atleast the following databases:

1.1 Oracle 10g, 11g

1.2 SQL Server 2000, 2005, 2008

1.3 Sybase

1.3 MySQL

1.5 IBM DB2

2 The solution should support on the following OS platforms atleast:

2.1 IBM AIX

2.2 Windows NT / 2000, 2003, 2008, XP, 7

2.3 Red Hat Enterprise Linux

2.4 SUSE Linux Enterprise

2.5 HPUX

2.6 Solaris - SPARC

3 The solution should be capable of sending alerts and can be sent to external applications atleast thorugh:

3.1 via e-mail

3.2 via syslog

3.3 via snmp traps

3.4 Other (specify)


4 Solution should easily integrate with SIEM and other management products

5 Solution should be capable of monitoring of all database activities and protect against insiders with privileged access

6 Solution should offer granular monitoring of database transactions with real-time alerts and prevention of breaches

7

Solution should provide protection against newly discovered database vulnerabilities, providing immediate protection with no DBMS downtime and without having to update the patch itself.

8 Solution should provide multiple user roles that facilitate separation of duties

9

Solution should have the ability to enforce separation of duties on Database Administrators. Auditing should include monitoring of DBA activity and solutions should prevent DBA manipulation or tampering with logs or recorded activity.

10 Solution should have the ability to generate alert on policy violations and provide real time monitoring and rule based alerting.

11 Solution Should capture and report on SELECT statements made on Databases

12

Solution Should report on detailed SQL, including the source of the request, the actual SQL commands, the database user name, when the request was sent and what database objects the command was issued against.

13 Solution Should report on database access including logins, client IP, server IP and source program information.

14

Solution Should track execution of stored procedures, including who executed a procedure, name of the procedure and when, which tables were accessed as a result

15 Solution Should track and report all failed logins.

16 Solution Should support creation of specific rules on observed events, sending SMTP alerts when the rules are violated.

17 Solution Should support architecture where application has pooled connections, the original IP address and user name should be monitored.

18 Solution should be able to monitor activities done by administrator or any DB admin sitting directly on the database server console

19 Solution should be capable of detecting weak passwords

20 Solution Application comes with predefined reports, allows for customising and Ad-hoc reports


Annexure 03 – Credential Strengths

Part A

1 Implementation, Roll out and management experience of any integrated HRMS solution as a System Integrator in a scheduled commercial Bank in India

Each Bidder having credentials as stated in Part A will get marks as given below in the table:

# Number of relevant credentials Marks

1 1 relevant credential 25 marks

2 2 or more relevant credentials 50 marks

Part B

1 Integrated HRMS OEM deployment in a scheduled commercial Bank in India

Each OEM having credentials as stated in Part B will get marks as given below in the table:

# Number of relevant credentials Marks

1 1 relevant credential 25 marks

2 2 or more relevant credentials 50 marks

Note:

a. Bidder/OEM has to provide the experience certificate from the relevant Bank as per the format specified in Appendix 12 – Experience format

b. Proposed application implementation experience need not be in the current product version proposed c. Only implementation experience in India will be considered for the scoring as per this Annexure 03 – Credential

strengths


Annexure 04 – Rules for reverse auction

BUSINESS RULES AND TERMS & CONDITIONS OF REVERSE AUCTION Reverse Auction event will be carried out among the Technically Qualified Bidders, for providing opportunity to the Bidders to quote the price dynamically for the procurement for which RFP is floated A) Definitions : 1) ―Bank‖ means Pragathi Krishna Gramin Bank 2) ―Service Provider‖ means the third party agency / company identified by the Bank for conducting Reverse Auction.[ M/s e-Procurement Technologies Ltd ( abc procure),] 3) ―L1‖ means the Bidder who has quoted lowest price in the Reverse Auction process. 4) ―L2‖ means the Bidder who has quoted second lowest price in the Reverse Auction process. B) Eligibility of Bidders to participate in Reverse Auction : 1) Bidders who are technically qualified in terms of the relative Terms & Conditions of the RFP and accept the Business Rules, Terms & conditions of Reverse Auction and submit the undertakings as per Annexure 04(1), can only participate in Reverse Auction related to the procurement for which RFP is floated. Bidders not submitting the above undertaking or submitting with deviations / amendments there to, will be disqualified from further evaluation / participation in the process of relevant procurement. 2) Bidders should ensure that they have valid digital certificate well in advance to participate in the Reverse Auction. Bank and / or Service Provider will not be responsible in case Bidder could not participate in Reverse Auction due to non-availability of valid digital certificate. C) Training : 1) Selected vendors shall coordinate with our Bank/Our Service Provider M/s e-Procurement Technologies Ltd ( abcProcure) for getting necessary details and reverse auction demos before commencement of live reverse auction process. Else, bidder not getting the required clarification / demos will do so at his own risk. The service provider for Reverse Auction and their contact details shall be shared with the selected bidders. D) Reverse Auction Schedule: 1) The date & time of start of Reverse Auction and its duration of time will be informed to the eligible Bidders well in advance before the Reverse Auction date. 2) Bank reserves the right to postpone / change / cancel the Reverse Auction event even after its communication to Bidders without assigning any reasons therefor. E) Bidding Currency : Bidding will be conducted in Indian Rupees (INR). F) Start Price : Bank will determine the Start Price for Reverse Auction – 1) on its own and / or 2) evaluating the price band information called for separately from each eligible Bidder at appropriate time and / or 3) based on the price bids received and if opened, Bank may determine the start price on the basis of the lower quote received. G) Decremental Bid Value : 1) The bid decrement value will be specified by Bank before the start of Reverse Auction event. It can be a fixed amount or percentage of Start Price or both. 2) Bidder is required to quote his bid price only at a decremental value. 3) Bidder need not quote bid price at immediate next available lower level, but it can be even at 2/3/4 ….. level of next available lower level . H) Conduct of Reverse Auction event : 1) Reverse Auction will be conducted on a specific web portal meant for this purpose with the help of the Service Provider identified by the Bank.[M/s e-Procurement Technologies Ltd ( abcProcure)] 2) Service Provider will make all necessary arrangement for fair and transparent conduct of Reverse Auction like hosting the web portal, imparting training/demo to eligible Bidders etc., and finally conduct of Reverse Auction. 3) Bidders will be participating in Reverse Auction event from their own office / place of their choice. Internet connectivity and other paraphernalia requirements shall have to be ensured by Bidder themselves. 4) Bank and / or Service Provider will not have any liability to Bidders for any interruption or delay in access to site of Reverse Auction irrespective of the cause.


5) For making the process of Reverse Auction and its result legally binding on the participating Bidders, Service Provider will enter into an agreement with each eligible Bidder, before the start of Reverse Auction event. Without this Bidder will not be eligible to participate in the event. The format of the agreement is as per the ANNEXURE 4(3). 6) Bidders name will be masked in the Reverse Auction process and will be given random dummy names by the Service Provider. 7) Bidder / his authorized representatives will be given unique Login ID & Password by Service Provider. Bidder/his authorized representative will change the Password after the receipt of initial Password from Service Provider to ensure confidentiality. All bids made from the Login ID given to the Bidders will be deemed to have been made by the concerned Bidder/his company. 8) Reverse auction will be conducted as per English Reverse Auction with no tie where more than one Bidder cannot have identical bid price. 9) Any bid once made by the Bidder through registered Login ID & Password, the same can not be cancelled. The Bidder is bound to supplies as per the RFP at the bid price of Reverse Auction. 10) Reverse Auction will normally, be for a period of one hour. If a Bidder places a bid price in last 10 minutes of closing of the Reverse auction, the auction period shall get extended automatically for another 10 minutes. Maximum 3 extensions each of 10 minutes will be allowed after auction period of 1 hour i.e. entire process can last maximum for 1 ½ hour only. In case there is no bid price in the last 10 minutes of closing of Reverse Auction, the auction shall get closed automatically without any extension. (The time period of Reverse Auction & Maximum number of its extensions & time are subject to change and will be advised to eligible Bidders before the start of the Reverse Auction event.) 11) Bidder will be able to view the following on their screen along with the necessary fields in Reverse Auction: i) Opening Price ii) Leading / Lowest Bid Price in Auction ( only total price) iii) Last Bid Price placed by the respective Bidder. 12) During Reverse Auction, if no bid price is received within the specified time, Bank, at its discretion, may decide to revise Start Price / Decremental Value / scrap the reverse auction process / proceed with conventional mode of tendering. I) Reverse Auction Process: 1) At the end of Reverse Auction event Service Provider will provide the Bank all necessary details of the bid prices and reports of Reverse Auction. 2) Upon receipt of above information from Service Provider, Bank will evaluate the same and will decide upon the winner i.e. Successful Bidder. 3) Successful Bidder has to fax the duly signed filled-in prescribed format ANNEXURE-4(2) as provided on case-to-case basis to Bank within 4 hours of Reverse Auction without fail. The Original signed ANNEXURE–4(2) should be couriered so as to reach us within 48 hours of Reverse Auction without fail. 4) Any variation between the on-line Reverse Auction bid price and signed document will be considered as sabotaging the tender process and will invite disqualification of Bidder/vender to conduct business with Bank as per prevailing procedure. 5) Successful Bidder has to give break-up of his last/lowest bid price as per Bill of Material at the end of Reverse auction event within 3 working days without fail. 6) Successful Bidder is bound to supply at their final bid price of Reverse Auction. In case of back out or not supply as per the rates quoted, Bank will take appropriate action against such Bidder and / or forfeit the Bid Security amount, debar him from participating in future 7) In case Bank decides not to go for Reverse Auction related to the procurement for which RFP is floated and price bids if any already submitted and available with Bank shall be opened as per Bank‘s standard practice. J) Bidder’s Obligation: 1) Bidder will not involve himself or any of his representatives in Price manipulation of any kind directly or indirectly with other suppliers / Bidders 2) Bidder will not divulge either his Bid details or any other details of Bank to any other party without written permission from the Bank. K) Change in Business Rules, Terms & Conditions of Reverse Auction: 1) Bank reserves the right to modify / withdraw any of the Business rules, Terms & conditions of Reverse Auction at any point of time. 2) Modifications of Business rules, Terms & conditions of Reverse Auction will be made available on website immediately. 3) Modifications made during the running of Reverse Auction event will be advised to participating Bidders immediately.


ANNEXURE 4(1) ( To be submitted on company letter head by all Bidders participating in Reverse Auction) To, Pragathi Krishna Gramin Bank, IT Department, Head Office, Ballari Date:----------------- Acceptance of Reverse Auction Business Rules and Terms & conditions in respect of RFP Ref. No. _______________ Dated ______ for Supply, Customization, Deployment, Maintenance & Support of Integrated Human Resource Management System in Two RRBs Sponsored by Canara Bank ==================================================== We refer to the captioned subject and confirm that – 1) The undersigned is our authorized representative. 2) We have accepted and abide by all Terms of captioned Tender documents and Business Rules and Terms & conditions of Reverse Auction for the procurement for which RFP is floated. 3) Bank and Service Provider shall not be liable & responsible in any manner whatsoever for my / our failure to access & bid in Reverse Auction due to loss of internet connectivity, electricity failure, virus attack, problems with the PC, any other unforeseen circumstances etc. before or during the auction event. 4) We understand that in the event we are not able to access the auction site, we may authorize Service Provider to bid on our behalf by sending a fax containing our offer price before the auction close time and no claim can be made by us on either Bank or Service Provider regarding any loss etc. suffered by us due to acting upon our authenticated fax instructions. 5) I / We do understand that Service Provider may bid on behalf of other Bidders as well in case of above mentioned exigencies. 6) We also confirm that we have a valid digital certificate issued by a valid Certifying Authority. 7) We will participate in Reverse Auction conducted by ____________________________ (name of Service Provider) and agree to enter into an agreement with him (Service Provider) for making the process of Reverse Auction and its result legally binding on us. 8) We will fax duly signed filled-in prescribed format (ANNEXURE 4(2)) as provided on case-to-case basis, to Bank within 24 hours of end of Reverse Auction without fail. 9) We will give break-up of our last / lowest bid price as per Bill of Material at the end of Reverse Auction event within 48 hours without fail. 10) We undertake to supply at our final lowest bid price of Reverse Auction. In case of back out or not supply as per the rates quoted by us , Bank is free to take appropriate action against us and / or forfeit the Bid Security amount, debar us from participating in future tenders. 11) We nominate our official Shri _________________________________ Designation _____________ of our company to participate in Reverse Auction. We authorize Bank to issue USER ID & PASSWORD to him. His official e-mail & contact number are as under – Email : Mobile: ---------------------------------------------------------------------------------------------------------------- Name of the Authorised Signatory – Company / Organization – Designation within Company / Organization – Address of Company / Organization – Email : Mobile : Tel. No: Fax No.: Name of Authorised Representative: Mr. /Ms. ____________________ Designation of the Authorised Representative: ____________________ Signature of Authorised Representative: _________________________ Verified the above signature by Signature of the Authorised Signatory Company seal Date: _________________


ANNEXURE 4(2) ( To be submitted / faxed by Successful Bidder of Reverse Auction within 24 hours from the end of Reverse Auction event) To, Pragathi Krishna Gramin Bank, IT Department, Head Office, Ballari Date : ---------------------- Sir, Final / Lowest Bid Price quoted in Reverse held on _______________ in respect of Tender / RFP Ref. No. _______________ Dated ______ for Supply, Customization, Deployment, Maintenance & Support of Integrated Human Resource Management System in Two RRBs Sponsored by Canara Bank ======================================================= We confirm that the final total bid price quoted by us in the captioned Reverse Auction event for captioned tender is as under – Rs. ( in figure) : ___________________________ Rs. ( in words) : __________________________________________________________ ( We confirm that - 1) [ ] We enclose herewith the detailed break-up of above price as per Bill of Material OR [ ] We undertake to give detailed break-up of above bid price as per Bill of Material within 48 hours from the end-of Reverse Auction event. 2) Any variation between the on-line Reverse Auction bid price quoted by us and this document will be considered as sabotaging the tender process and will invite disqualification of Bidder/vender to conduct business with Bank as per prevailing procedure. In such case Bank is free to take appropriate action and / or forfeit the Bid Security amount and / or debar him from participating in future 3) We are bound to supply at the above final bid price of Reverse Auction. 4) We note that in case of back out or not supply as per the above rates quoted by us, Bank will take appropriate action against us and / or forfeit our Bid Security amount and / or debar him from participating in future Signature with company seal : Name of Authorized Representative : Designation : Email : Mobile : Tel. No : Fax No :


ANNEXURE 4(3) : Process Compliance Form (The Bidders are required to print this on their company‘s letter head and sign, stamp before faxing to Service Provider) To ( Name & Address of Service Provider) Sub: Agreement to the Process related Terms and Conditions for the Reverse Auction ---------------------------------------------------------------------------- Dear Sir, This has reference to the Terms & Conditions for the Reverse Auction mentioned in the RFP for Supply, Customization, Deployment, Maintenance & Support of Integrated Human Resource Management System in Two RRBs Sponsored by Canara Bank This letter is to confirm that: 1) The undersigned is authorized representative of the company. 2) We have studied the Commercial Terms and the Business rules governing the Reverse Auction and the RFP as mentioned in your letter and confirm our agreement to them. 3) We also confirm that we have taken the training on the auction tool and have understood the functionality of the same thoroughly. 4) We confirm that _____(Bank) and _____(Service Provider) shall not be liable & responsible in any manner whatsoever for my/our failure to access & bid on the e-auction platform due to loss of internet connectivity, electricity failure, virus attack, problems with the PC, any other unforeseen circumstances etc. before or during the auction event. 5) We understand that in the event we are not able to access the auction site, we may authorize _____(Service Provider) to bid on our behalf by sending a fax containing our offer price before the auction close time and no claim can be made by us on either _____(Bank) or _____(Service Provider) regarding any loss etc. suffered by us due to acting upon our authenticated fax instructions. 6) I/we do understand that _____(Service Provider) may bid on behalf of other Bidders as well in case of above mentioned exigencies. 7) We also confirm that we have a valid digital certificate issued by a valid Certifying Authority. 8) We also confirm that we will fax the price confirmation & break up of our quoted price as per ANNEXURE 4(2) as requested by _____(Bank) / _____(Service Provider) within the stipulated time. We, hereby confirm that we will honour the Bids placed by us during the auction process. With regards Signature with company seal Name – Company / Organization – Designation within Company / Organization – Address of Company / Organization –


Appendix 01 Functional Requirements - HRMS - Scoring Sheet

HRMS Functional Specifications - RFP No: PKGB/PMO/RFP/02/2014-15

Instructions for Filling up

1 "Sr. No." - Serial Number of the Requirement Provided by the bank. The vendor must not change

any information in this column

2 "Particulars" - The detailed Requirement. The vendor must not change any information in this

column.

3 "BR" - Banks Ratings – The bank has classified each of the requirements as follows:

Ratings Classification Description

1 Required The requirement is necessary for efficient functioning

2 Most Critical The requirement must be satisfied in its entirety

The vendor must not change any information in this column.

4 "VS" - Vendor Scores – The vendor would be required to provide an appropriate score to each

requirement requested for as per the following Table

VS Description Score

S Standard feature .Required features readily available and to be provided by the bidder

10

A Alternative available 7

C Customization required. Vendor will provide the customization with the stipulated date as informed by Bank

5

U Unavailable. Functionality is not available and will not be provided by the bidder.

0

3 "TL" - Team Leader - For all the requirements where the vendor provides a score of "C"

the vendor also needs to provide the expected number of days required for

customization required in terms of Man Days of Team Leader.

4 "TM" - Team Member - For all the requirements where the vendor provides a score of "C",

the vendor also needs to provide the expected number of days required for

customization required in terms of Man Days of Team Member.

5 "VC" - Vendor Comments - The vendor is free to provide any Comments he wishes.

Notes

1 The vendor is expected to include the customisation effort required to provide the above

functionality in the price quoted, therefore the cost should include all the requirements where the

score provided is "C"

2 For all the requirements where the vendor provides a score of 'C' the actual effort required to

provide the said requirement must be provided in man days (Team leader and Team Member) and

approximate date when the same would be made available

4 Where the vendor proposes to provide an interface to the existing software of the bank for a

"Requirement" requested for the vendor must provide a score of "C".


5

In case the vendor fails to provide a "Vendor Score" against any of the "Bank Ratings" the

response would be considered as incomplete and the Bank will assign a score of 0 to the line item.

6 The vendor is expected to provide the response by filling up the columns "Vendor Score" and "Vendor

Comments" only. The vendor is advised not to make any changes to any information on the RFP documents

for example insert a row or delete a row or modify any other information like change bank ratings, change

the functionality required, etc.

7 Every requirement where the bank has provided a "Bank Rating" needs to be treated as an

individual requirement and should not be clubbed with any other requirement and the vendor

needs to provide a "Vendor Score" for that individual requirement, in case the vendor clubs the

requirements the response would be treated as incorrect . For Example

7.1 Sr. No. Particulars BR VS TM TL Vendor Comments

1.2 Customer Information File (CIF)

1.2.1 Individual Customer

1.2.1.1 Title (Mr. / Ms) 2 S 5 25 We are in the processes of customizing the software for providing this requirement

1.2.1.2 First name 2 S 0 0 When 1.2.1.1 is provided this requirement would be made available

1.2.1.3 Middle Name 2 S 0 0 When 1.2.1.1 is provided this requirement would be made available

1.2.1.4 Surname 2 S 0 0 When 1.2.1.1 is provided this requirement would be made available

1.2.1.5 Other name 2 S 0 0 When 1.2.1.1 is provided this requirement would be made available

In case the vendor provides the above response it would be treated as incorrect.

In case of the above example the correct response is given below:

Sr. No. Particulars BR VS TM TL Vendor Comments



1.2.1.1 Title (Mr. / Ms) 2 C 1 5 We are in the processes of customizing the software for providing this requirement

1.2.1.2 First name 2 C 1 5 We are in the processes of customizing the software for providing this requirement

1.2.1.3 Middle Name 2 C 1 5 We are in the processes of customizing the software for providing this requirement

1.2.1.4 Surname 2 C 1 5 We are in the processes of customizing the software for providing this requirement

1.2.1.5 Other name 2 C 1 5 We are in the processes of customizing the software for providing this requirement

8 Some Other Examples of Incorrect Responses


1.2 Customer Information File (CIF) S 0 0


1.2.1.1 Title (Mr. / Ms) 2

1.2.1.2 First name 2


Appendix 01 - HRMS Specifications - Total requirements summary

The above response is incorrect, the currect response for the same is given below




1.2.1.1 Title (Mr. / Ms) 2 S 0 0

1.2.1.2 First name 2 S 0 0


1.2 The software should be able to support generation of swift message

2 S 0 0 We would build an interface to your existing software that generates swift messages

The above response is incorrect, the currect response for the same is given below


1.2 The software should be able to support generation of swift message

2 C 6 40 We would build an interface to your existing software that generates swift messages

Sr. No Index Content Functional Specs Count (Rows)

Home Overview

1 Manpower Planning HRMS Specs for Manpower Planning 36

2 Recruitment HRMS Specs for Recruitment 81

3 Employee Record Management HRMS Specs for Employee Record Management 203

4 Performance Appraisal HRMS Specs for Performance Appraisal System 85

5 Training & Development HRMS Specs for Training and Development 209

6 Transfer & Promotions HRMS Specs for Transfers and Promotions 156

7 Payroll HRMS Specs for Payroll Management 374

8 Leave Management HRMS Specs for Leave Management 197

9 Staff Re-imbursements and Welfare HRMS Specs for Staff Re-imbursements and Welfare 320

10 Terminal Benefits & Separations HRMS Specs for Terminal Benefits and Separations management 267

11 IR and DAC HRMS Specs for Industrial Relations and DAC 215

12 General Requirements General Requirements for HRMS 222

13 Personnel Administration HRMS Specs for Personnel Management 75 14 MIS MIS requirements 369

Total 2809


Manpower Planning

Sr. No. Particulars Bank's Rating

VS TL TM Vendor Comments(VC)

1 Manpower Planning

1.1 The Bank is interested in looking at capacity planning/optimization tools available with HRMS to ascertain its manpower requirements

2

1.2 The system should have function to define requirement plans (periodic) in terms of specific skills, job descriptions, Qualifications, experience, designation, etc.

2

1.3 The system should be able to assess the branch and RO into atleast 5 categories (parameterizable) as per business figures (deposit and advances)

2

1.4 Facility to support analysis of the cadre-wise (general, specialist) / branch or office-wise / department –wise proposed staff strength based on branch/RO categorization and defined parameters

2

1.5 Facility to support analysis of proposed (planned) manpower strength, existing working strength and the gap for which recruitment is required

2

1.6 The system should capture the data relating to resignations / retirements/VRS/CRS/dismissals/death etc.

2

1.7 The system should allow receipt of specific staff requirement from Regional Office/Circle and HO departments for consideration before finalization of manpower plan

2

1.8 Capability to prepare post based roster to arrive at recruitment backlog , if any, for the SC/ST/OBC categories

2

1.9 Provision to upload board approved manpower and recruitment plan 2 1.10 Provision for mainstream, specialist and part time employee recruitment 1 1.11 Facility to allow receipt of projected manpower from Regions and create a finally

approved manpower plan. 1

1.12 Facility to update the Business figures, Productivity of the Branch/ Extension Counters

2

1.13 Facility to capture online data based on bank defined parameters and develop rules pertaining to branch business for assessing the staff requirements. Provision to modify /add/delete/cancel the parameters. given by the Branch like average number of slips handled, number of loan/deposit accounts etc

2

1.14 Based on the information available, assessing the requirement of staff under various cadre based on the given parameters

2

1.15 Facility to prepare Note to competent authority for getting approval to sanction the assessed staff requirement and automatic generation of communication to the concerned Branch / Regional Office

2

1.16 Facility to update the staff strength sanctioned under various cadre to arrive at the vacancy position

2

1.17 Provision to arrive at the staff position of the Bank on a given particular date and generation of various reports viz, Cadre-wise, Area wise, with further classification as to Sex-wise, Scale-wise (in case of Officer cadre), Branch/Offices RO wise/State wise/ Dist wise

2

1.18 Preparation of post based roster to arrive at the backlog, if any under various reserved category and to prepare note to competent authority for getting approval

1

1.19 Facility to allow receipt of projected manpower from all Administrative Units and create a finally approved manpower plan. Capability to generate consolidated manpower plan ( Unit wise ) for Approval.

2

1.20 Capability to auto calculate vacancies based on rules e.g. upward movement/wastages/ position/upgrades/ downgrades/ available manpower in the particular grade (provision for user intervation should be available)

2

1.21 Capability to project vacancies for specific period and also populate probable candidates

2

1.22 Capability to re-calculate the vacancies and probable candidates with different options for promotion policy modelling

2

1.23 Capability to automate Manpower Requirement/ Planning based on competencies, skill, experience, qualification and other criteria, Budget.

2

1.24 Capability to make provisions for direct employment/promotion/ recruitment to specialist categories/ part time or contractual

2


1.25 Capability to analyze the unit-wise, cadre-wise, grade-wise resources available and required and do a gap analysis with specific time frame.

2

1.26 Capability to issue alerts before any position falling vacant due to retirement/ term of temporary or contractual employee getting over.

2

1.27 Capability to generate a consolidated Manpower Plan (Institutionwise/Unit-wise) for approval through work flow.

2

1.28 Capability to integrate with the recruitment/promotion module for filling up of vacancies.

2

1.29 Maintenance of Accounts 1.29.1 Preparation of budget on the basis of information received from ROs 2 1.29.2 Listing the cost incurred for each training programme (Giving a cost for every input) 2 1.29.3 Listing of payments made to visiting faculty – Bank/OUTSIDE 2 1.29.4 Keeping list of payments made for deputations made for outside institutions 2 1.29.5 Generating of report for making deputation and making payments 2 1.29.6 Maintenance of training budgets 2 1.29.7 Generation of utilization reports 1 Worksheet Total

Manpower Planning 66


Recruitment


VS TL TM Vendor Comments (VC)

2 Recruitment

2.1 The system should be capable to define the specifications of the vacancies in terms of 2.1.1 Ø Qualifications 1 2.1.2 Ø Work experience 1 2.1.3 Ø Location considerations 1 2.1.4 Ø Skills/competencies required 1 2.1.5 Ø Additional certifications / professional qualifications etc. 1 2.2 Recruitment process to be carried based on number of vacancies and ratio of Category (Example:

1:3) 1

2.3 The system should be able to capture the above details including current salary for all applicants 2 2.4 The system should facilitate the Bank to go for E - Recruitment of all category of staff through an

appropriate module to be provided by the vendor for the said purpose 2

2.5 The system should allow provision of special recruitment for SC/ST/OBC/Physically

challenged/Sport Quota etc including relaxations to the recruitment criteria 2

2.6 Provision to define eligibility criteria (including proficiency in local language) for recruitment 1 2.7 The system should create advertisement template covering recruitment plan, eligibility criteria,

examination centre information etc 2

2.8 Provision to release advertisement information to requisite channels (employment exchange, IBPS

and official website) 2

2.9 The system should have function of attaching documents / credentials in soft form as a part of the

application 2

2.10 Facility to create, authorise and release advertisements for various posts 1 2.11 The system should capture detailed information of applicant/candidate 2 2.12 The system should track the registrations received examination centre wise and track status of

admit cards sent to candidates 2

2.13 The system should log the list of schools available as examination centres as per the defined

schedule 2

2.14 The system should allow updation of employee profile for employees nominated for centre co-

ordination (Co-ordination bank officers, Venue bank officer) 2

2.15 The system should perform short-listing of applicants based on required user-definable selection

criteria – like different criteria for SC/ST/OBC and general candidates 2

2.16 The system should have function to define the evaluation criteria and generation of results of

evaluation 2

2.17 The system should generate merit list of candidates 2 2.18 The system should have the provision to map the interview schedule as per the identified panel

members, date and location of interview 2

2.19 The system should have the provision to record the level 1, 2...interview evaluations online from

the interview panel itself 2

2.20 The system should support for generation of call letters for written test/interview and offer letter for

finally selected applicants 2

2.21 The system should facilitate to send letters to previous employers/references etc., asking about

the conduct and character of the applicant 2

2.22 The system should have the provision to generate letters to receive medical reports, police

verification, verified and authenticated testimonials, NOC from previous banks, caste certificates and other relevant certificates as per the user defined check list

2

2.23 The system should have functionality to follow up with police authorities for verification of

antecedents of candidates and caste verification report from competent authorities 2

2.24 The system should record the acknowledgement/uploading of medical reports, police verification,

verified and authenticated testimonials, NOC from previous banks, caste certificates and other relevant certificates as per the user defined check list

2

2.25 Provision of generation of system driven letters such as offer letter, appointment letter, termination

letter etc. It should also be able to edit and print these documents/templates 2

2.26 The system should be able to automatically transfer applicant information into employee

information for candidates joining 2

2.27 Automated tracking for fulfillment of various requirements related to joining viz., medical reports,

testimonials, caste certificates, other relevant certificates, etc. 2


2.28 The system should handle conversion of officers from mainstream to specialist cadre and vice-versa – as per the Bank's criteria and adjustment of such officer‘s seniority accordingly

2

2.29 The system should handle recruitment through deputation and record acknowledgment of the requisite letters

2

2.30 Record appointment on compassionate ground due to death or permanent inability of employees - approval , generation of appointment letters

2

2.31 The system should support co-ordination of induction training of recruited officers/award staff including grouping, scheduling with training college etc

2

2.32 The system should track the completion of induction training of new joinees and also re-schedule for those who have not attented the assigned training session

2

2.33 The system should generate report for all the above functionalities with a provision for user definable queries

2

2.34 The system should be able to track manpower losses due to retirement, transfer, accident, death, dismissals and promotion. and other issues.

2

2.35 Facility to track probationers due for confirmation and send reminders for requiste progress report (CR)

2

2.36 Extension of probation on account absence or any other reason 1 2.37 Provision to define requirement plans (periodic) in terms of specific skills, Qualifications,

experience, designation, etc. in each cadre 2

2.38 Provision for mainstream, specialist and part time employee recruitment in each cadre. 2 2.39 Support to analyze the cadrewise / branch or officewise / department – wise staff strength –

sanctioned/working strength and the gap for which recruitment is required 2

2.40 Facility to capture the data relating to resignations / retirements/VRS/dismissals etc. 2 2.41 Facility to allow receipt of projected manpower from Regions and create a finally approved

manpower plan or create the same centrally. 2

2.42 Facility to carry out recruitment for different types of employees separately viz., Officers, Special

Officers, Office Assistants, subordinates 2

2.43 Provision for special recruitment for SC/ST/OBC/Physically challenged/ Ex servicemen/ Specialist

etc. including relaxations to the conditions for eligibility 2

2.44 Facility to release advertisements for various posts 2 2.45 Facility to create a standard recruitment template and host it on the Bank website for receipt of web

based applications 2

2.46 Facility to maintain various types of tests and maintain a question / answer database of each type

of test (medical, psychometric, analytical, etc.) to be administered as a part of the selection process

2

2.47 Facility to maintain references and carry out references checks on antecedents, character, etc 2 2.48 Capability of the system to automatically short list candidates based on the specifications at every

stage of the selection process viz., preliminary shortlisting, test, interview, etc 2

2.49 Ability to create / modify / delete /cancel etc. rules / basis / procedure for automatically short

listing candidates at every stage of the selection process viz., preliminary shortlisting, test, interview, etc. However, manual overriding facility shall also be available

1

2.50 Generation of system driven call letters (Interview/test), regret letters and offer / appointment

letters, etc through both manual as well as electronic modes 2

2.51 Generation of system driven letters for verification of his previous employer/ Police/ Referee/Caste

Verification etc through both manual as well as electronic modes 2

2.52 Ability to create / modify / delete / cancel templates and automatic / manual generation of letters for

verification of his previous employer/ Police/ Referee/Caste Verification etc 1

2.53 Generation of system driven letters for Training of new recruits, Monthly Progress report Reminder,

Confirmation letter etc through both manual as well as electronic modes 2

2.54 Ability to create / modify / delete / cancel templates and automatic / manual generation of letters for

Training of new recruits, Monthly Progress report Reminder, Confirmation letter etc 1

2.55 Facility to record interview / test evaluation results online in the system 2 2.56 Ability to create / modify /delete /cancel templates and capturing interview / test evaluation results

online in the system 2

2.57 Facility to maintain check list for authentication and acknowledgement of various aspects related to

joining viz., medical reports, testimonials, caste certificates, other relevant certificates, etc. 2

2.58 Facility for generating advertisement for recruitment for internal/ external candidates for publication

on HRMS portal, media and website. 2

2.59 Facility to receive online applications & response 2


2.60 Facility to define the specifications of the vacancy in terms of qualifications, work experience, location considerations, skills/ competencies required, additional certifications/ professional qualifications etc.

2

2.61 Ability to report generation for all the above functionalities with a provision for dynamic querying 2 2.62 Ability to capture details of the policy for recruitment to various cadre in the Institution 2 2.63 Ability to record payments made to the panel members / invigilators/ candidates etc. 2 2.64 Should allow for maintaining a checklist of details to be mentioned in each employees personnel

file 2

2.65 Provision to record comments of interviewers at Level 1, Level 2 & Level 3 Interviews 2 2.66

There must also be provision to archive the final assessment of candidates interviewed, so that rejected candidates of one location/ zone are not considered for selection in another location/ zone

2

2.67 Linkage to resumes received from the extranet (careers page on websites or homepages on

external jobsites). The resumes must be importable from these sites to the HRMS 2

2.68 Self Service Module for procuring on line applications from eligible candidates. 2 2.69 Capability to issue alerts before any position falling vacant due to retirement / resignations /

promotions / contract termination. Alert should be issued to OICs atleast three months (or user defined period) and again 20 days (or user defined period) before the position falling vacant.

2

2.70 Capture the details of compensatory deposit accepted at the time of joining, mode of payment and

mode of refund. 1

2.71 Others 2.71.1 Ability to support and capture Compassionate applications 2 2.71.2 Ability to maintain statewise roster for 2.71.2.1 Ø Promotions 2 2.71.2.2 Ø Transfers 2 2.71.2.3 Ø Recruitment 2 Worksheet Total Recruitment

143


Employee Record Management Sr. No. Particulars Bank

Rating

VS TL TM Vendor Comments (VC)

3.0 Employee Record Management

3.1 The system should record basic Master Data for an Employee in the Contacts

Management System/Database for following areas along with all related and incidental information which contains at least the following (data fields should be configurable to include drop down lists and logic to assist with rapid fill techniques):

2

3.2 PF/Staff Number (For new employees who are on probation should be provided with

a number which can be shifted later to a permanent PF Number) 2

3.3 The system should record details of spouse – name, name of the organization the

spouse is working with, type of organization (state government, central government, public sector, private sector, local body, own) and is the spouse liable for transfer or not.

2

3.4 The system should record details of the dependents including relationship, their date

of birth, studying in school/college, monthly income/pension amount 2

3.5 Details of dependents of Ex-Serviceman 1 3.6 The system should record details of the employee in the service of Bank such as 3.6.1 Ø Employee Name 2 3.6.2 Ø Employee Code 2 3.6.3 Ø Employee Short Name 2 3.6.4 Ø Employee maiden name 2 3.6.5 Ø Employee Unique Identification Number (UIN) 2 3.6.6 Ø Father‘s name 2 3.6.7 Ø Mother‘s name 2 3.6.8 Ø Spouse name 2 3.6.9 Ø Spouse Income 2 3.6.10 Ø Details of spouse religion 2 3.6.11 Ø Health data 2 3.6.12 Ø Blood group 2 3.6.13 Ø Identification marks 2 3.6.14 Ø Email-ID 2 3.6.15 Ø Govt Of India Issued UID No. 2 3.6.16 Ø Hometown 2 3.6.17 Ø Home state 2 3.6.18 Ø Dependent information 2 3.6.19 Ø Employee‘s photo, 2 3.6.20 Ø Emergency contact detail, 2 3.6.21 Ø Bank account information, 2 3.6.22 Ø Passport detail 2 3.6.23 Ø Visa detail, 2 3.6.24 Ø Power of Attorney category 2 3.6.25 Ø Specimen Signature Code 2 3.6.26 Ø Digital signature of the employee 2 3.6.27 Ø Branch/office where working 2 3.6.28 Ø Designation 2 3.6.29 Ø Relationship 2 3.6.30 Ø Permanent Address 2 3.6.31 Ø Address for Communication 2 3.6.32 Ø Phone Numbers / Contact Information 2 3.6.33 Ø Domicile city and state 2 3.6.34 Ø Date of birth 2


3.6.35 Ø Date of joining 2 3.6.36 Ø Probation period 2 3.6.37 Ø Date of confirmation 2 3.6.38 Ø Gender 2 3.6.39 Ø Marital Status 2 3.6.40 Ø Position regarding CAIIB 2 3.6.41 Ø Religion 2 3.6.42 Ø Category (SC/ST/OBC/GENERAL) 2 3.6.43 Ø Caste 2 3.6.44 Ø Sub caste 2 3.6.45 Ø Details of caste/police verification 2 3.6.46 Ø Reminders and status etc 2 3.6.47 Ø Cadre (General/special - IT, Law, Marketing etc) 2 3.6.48 Ø Scanning and storing of Employee photo, Signature with unique signature

id/Signing Power number 2

3.6.49 Ø Passport No. 2 3.6.50 Ø PAN Number 2 3.6.51 Ø Bank Account No. 2 3.6.52 Ø Bank Branch Name and code 2 3.6.53 Ø Blood group 2 3.6.54 Ø Educational Qualification should be bifurcated into two heads viz. 3.6.55 Ø Basic qualification 2 3.6.56 Ø Professional qualification 2 3.6.57 Ø Education Qualifications – should capture the details of name of the

examination passed, university/Institute, month & year of passing, percentage of marks obtained, grade/class obtained

2

3.6.58 Ø Qualification coding - academic, professional, banking etc based on the

examinations passed 2

3.6.59 Ø Previous employment details, Name of Organization, position held, Duration in

Years & months 2

3.6.60 Ø Source of recruitment - directly, sports quota, compassionate ground,

absorption into permanenet staff etc) 2

3.6.61 Ø Present place of posting, 2 3.6.62 Ø Present Job code/designation, grade/cadre 2 3.6.63 Ø Aditional responsibilities/special duties assigned in addition to job

responsibilities 2

3.6.64 Ø Deputation, temporary transfers 2 3.6.65 Ø Date of Increment 2 3.6.66 Ø Date of joining in the present place of posting 2 3.6.67 Ø Major health problems with provision to capture the details of sickness 2 3.6.68 Ø Physical handicap status (nil/deaf/dumb/ortho/visually impaired etc) 2 3.6.69 Ø Insurance details 2 3.6.70 Ø Club memberships 2 3.6.71 Ø Details of submission of Assets & Liabilities statement 2 3.6.72 Ø Details promotion (history) – Office Attendant to Office Assistant, Office

Assistant to officer and scale (cadre) wise thereafter including details on individual promotion /batch promotion

2

3.6.73 Ø Date of Retirement, whether ex-serviceman or not 2 3.6.74 Ø The system should record Union Information (if applicable) 2 3.6.75 Ø Pension Optee details - PF optee/Penion Optee/New Pension Optee 2 3.6.76 Ø Union Affiliation 2 3.6.77 Ø SPF/Pension Option 2 3.6.78 Ø Membership to various schemes 2 3.6.79 Ø Status of the employee weather In service , Retired in due course etc., 2 3.6.80 Ø Particulars of awards won 2


3.6.81 Ø Particulars of punishments if any, with the nature of punishment (major / minor) and a brief account of lapse

2

3.6.82 Ø Branch where initially joined with the state code, Initial Cadre, Initial Basic, Initial Designation etc.

2

3.6.83 Ø In case of Office Attendant promotee his/her Office Attendant employee code 2 3.6.84 Employee class such as 3.6.85 Ø Permanent employees 2 3.6.86 Ø Temporary employees 2 3.6.87 Ø Contract workers 2 3.6.88 Ø Project teams 2 3.6.89 Ø Management Trainee 2 3.6.90 Ø Probationer 2 3.7 Full transfer history of employee including 3.7.1 Ø Name of the branch/office with branch type (Rural, Semiurban, Urban, P.T,

Metro) 2

3.7.2 Ø Nature of transfer (policy/request transfer) 2 3.7.3 Ø Date of joining and date of relieving at different branches/offices 2 3.7.4 Ø Number of times transferred but cancelled / kept in abeyance 2 3.7.5 Ø Present place of posting including name of the Branch/office, Region, Present

designation, Scale, Department, etc. 2

3.8

The system should be capable of maintaining the date of changes in the nature of branch (rural to semi urban, semi urban to urban, etc) which impacts employee reimbursements and benefits

2

3.9 History of training attended by employee with rating on their performance 2 3.10 Club membership, deputation particulars, if any 2 3.11 Facility to maintain desired old employee, executives record viz, PF Code,etc 2 3.12 The system should record details of the employee's relative in the service of Bank

such as

3.12.1 Ø Name 2 3.12.2 Ø Employee Code 2 3.12.3 Ø Branch/office where working 2 3.12.4 Ø Designation 2 3.12.5 Ø Relationship 2 3.13 The system should record previous posting details in Bank 2 3.14 The system should record Date of termination/restoration 2 3.15 Languages known, with details of speak, read and write separately 2 3.16 Personal email addresses - the system should also be capable of intimating contact

via this email address 2

3.17 The system should be able to track all stages of disciplinary actions. The system

should record History of disciplinary actions against the employee including

3.17.1 Ø Date of charge, 2 3.17.2 Ø Nature of charge, 2 3.17.3 Ø Amount of financial loss to Bank, 2 3.17.4 Ø Date of punishment 2 3.17.5 Ø Nature of punishment. 2 3.18 The system should record History of trainings attended like name of the course,

name of the Institution, month & year of training, duration of the course in days/weeks

2

3.19 The system should record Awards received by the employee including the name of

the award, year of award, in which discipline/filed and date of receipt of award 2

3.20 The system should allow employees to change their own details on the system.

They should be able to view all captured data on their file (subject to legal requirements where they should attach the relavant supportings)

2

3.21 Any changes to employee data should automate intimation to the employees

manager and appropriate HR person advising of the change. 2

3.22 Maintain promotion details of part time staff (receiving 1/3, 1/2, 3/4 or full salary) 2


3.23 Calculation of service period of part time employees eg 1/2,1/3,3/4 etc. The system must capture data of joining, date of regularization etc

1

3.24 Support regularization of temporary Office Attendant / part time staff 2 3.25 Details of Security Guards on contract basis 2 3.26 Details Personal Car Drivers provided to Executives 2 3.27 Capability to parameterise maintenance of the personal information under various

types 2

3.28 Facility to maintain concurrent jobs for employees with additional responsibilities /

special duties in addition to regular responsibilities 2

3.29 Capability to maintain various salary plans, salary grades, and salary steps and link it

to the employees. 2

3.30 Capacity to handle performance based increments / incentives etc. including

payments 2

3.31 Recording of qualification awarded (Validation should be made for recognized

universities list of recognized universities and degrees) 2

3.32 Support maintenance of automatic release of time based increments, stagnation

increments, FPA, PA etc 2

3.33 Release of increments for qualifications acquired 2 3.34 Increments released should automatically be integrated with the payroll module and

other relevant modules. All the increments including stagnation increments/Graduation Increment/Automatic Switchover increment released and other components like FPP, PQA, GDA as the case may be, should be stored along with effective date.

2

3.35 Support generation of increments due for each month or for user defined period for

employees – cadre wise/scale wise/ other user defined combination 2

3.36 Support to obtain clearance from other departments like Vigilance/Audit etc., for

increment release 2

3.37 Generation of interseseniority and seniority list 2 3.38 Capacity to reduce the basic pay in case of any punishment and automatic

restoration of the same after completion of the punishment period and maintain such records

2

3.39 Capability to carry out automatic salary processing either in case of timebound

increments or merit linked increments and also to manually adjust the same based on predefined budgets / rating criteria

2

3.40 Capacity to provide data to Actuary to arrive The organization‘s future liability in

connection with Gratuity Payment, Leave Encashment payment, Pension payment for employees now in service with additional information with regard to projected salary/leave balance for encashment

2

3.41 Capacity to provide data to Actuary to arrive at the The organization‘s future liability

in connection with Pension to 2

3.42 Seniority lists – Scale wise, cadrewise, category wise for mainstream and specialists 2 3.43 Facility to generate reminder letter to branch / office for non-submission of

monthly/quarterly performance report of Probationers with due recommendation for confirmation

2

3.44 The report can be in an electronic uploadable format 2 3.45 Recording of job cards/ Desk handled with various duties during a period 2 3.46 Facility to generate reports of employees working in sensitive areas during a given

period/as on a particular date 2

3.47 Facility to arrive at the list of Officer employees for whom review has to be done as

per service regulations 2

3.48 Facility to store information regarding employees who got selected in the external

recruitment process and entered in to the services of the the organization 2

3.49 There should be provision to mention Power of Attorney category A, B,C,D Special

P/A for Debenture Trustee etc. with date of issue. 2

3.50 System to support storing of Specimen Signature Index No.of signatories 2 3.51 There should be a provision to generate statement of employees due for rotation

based on the cut off stipulated. 2

3.52 Flexibility of additionally capturing any information relating to employee at a later date 2 3.53 Service Details - Should Support all Service details indicated in 2


3.54 Capability to configure various types of actions along with the reasons including additional action / reasons

2

3.55 Capability to maintain job related and personal information with effective dates 2 3.56 Capability to parameterize maintenance of the personal information under various

types 2

3.57 Responsibilities / special duties in addition to regular responsibilities 2 3.58 Ability to categorize employees such as 3.58.1 Ø Normal cadre 2 3.58.2 Ø Specialist cadre (ex: FX Dealers , IT officers if required.) 2 3.59 Review of cases of officers after completion of 55 years of age /30 years of

service. 2

3.60 Daily Wager/Sweeper Master :Provision to capture the master details of daily wager

and sweepers, wages paid, details of PF deducted, Generation of text file in prescribed format to upload data to PF authorities. Provision to capture attendance. Reminders/alerts on completing continues service of specified number of days.

2

3.61 NND Agents/Jewel Appraiser : In warding of data required for assessment at branch

level, generation of queries, its replies and finalisation .Capture details of NND Agents and Jewel Appraiser (temporary and regular) with details like date of engagement, Security Deposit, Personal data, details of sureties, details of exit. Provision to change the details on a later date should be provided. Capture the details of Commission/fees paid , Amount of PF , Contributory PF, if any. Calculation of Gratuity Amount on the basis of Commission/fees paid.

1

3.62 Provision to enter the data related to employees investments/Insurance policies/

income tax etc., at the branch level 2

3.63 Data on allotment of Signing Power No to all Officers, with effect from date,

reference and provision to enter date of suspension & date of restoration of Signing power

2

3.64 Employee ID Generator with Suffix, Prefix and Number Generator 1 3.65 Maintenance of details of I.D. cards issued to employees, updation/deletion on

resignation, death, retirement, etc 2

3.66 Online application for issue of ID card/upgration on promotion/duplicate in case lost 2 3.67 Appreciation letter to be generated by Bank in case of additional qualification

achevied by employee 1

3.68 Aadhar number, Voter ID Number, Driving License Number 1 3.69 Conveyance details like vehicle number, type of vehicle etc 1 3.70 Rented House Details - House number, rentals etc 1 3.71 Height, weight etc 1 3.72 Provision to enter outstanding achievements- with date, Branch/Office, particulars,

performance, reference etc., 1

3.73 Provisions for entering payment of mileage allowance & maintaing all related data 1 3.74 Executive Information System 3.74.1 Support effective tools to access information with minimal complexity and should be

an excellent decision enabling system by enabling consolidation of corporate information.

2

3.74.2 Support information retrieval and information consolidation on user-defined criteria

across different modules/databases 2

3.74.3 Powerful drill down facilities to access information of the employees at various levels

- to go from organization level to sub levels like HoD level, Regional Office level and employee level

2

3.74.4 Provides for up-to-date employee information viewing at a given time 2 3.74.5 Views of information on user-defined criteria like 3.74.5.1 Ø date –wise 2 3.74.5.2 Ø category-wise 2 3.74.5.3 Ø qualification-wise 2 3.74.5.4 Ø experience-wise 2 3.74.5.5 Ø male-female 2 3.74.6 Provides user-friendly, multi-dimensional analysis and decision support tools like Data Explorer,

Data Analyze, to the executives covering functionalities across the Bank 2


3.74.7 Generation of information on user defined criteria and facility to export such information to other applications if required

2

3.74.8 Provides high flexibility in designing queries and accessing the key data by the executives

2

3.74.9 Provision to define important/key parameters in the HR database that may need close monitoring

2

3.74.10 Provision to specify a formula or rule for obtaining required information on key indicators

2

3.74.11 Provision to define maximum and minimum values for a key indicator and provision of an alert when the value goes beyond the defined values

2

3.74.12 Provision to display the data in tabular form or text form 2 3.74.13 Provision to display the data in graphical form 2 3.74.14 Provision to support 2D, 3D, pie, line and other types of graphs 2 3.74.15 Provision to export the graph as a file in the desired format 2 3.75 The system should allow uploading scanned copy of letters, documents etc related to

employee

3.76 The system should allow uploading files(documents, images etc) in various formats

like .docx, .xlsx, .pdf, .jpeg, .jpeg, .gif, .pptx etc.

Worksheet Total Employee Record Management

373


Performance Appraisal Sr. No. Particulars Bank

Rating VS TL TM Vendor

Comments (VC)

4 Performance Appraisal

4.1 The system should support performance management tools such as 4.1.1 Ø Balanced Score Card 2 4.1.2 Ø 360 degree feedback for future requirements 2 4.1.3 Ø Tracking & reporting. 2 4.2 The system should record competencies and proficiency required for each job

matching with the available competencies of employees. The system should make competency assessment on pre-designed metrics and should facilitate in all employee development initiatives like recruitment, training, succession planning, appraisals etc

2

4.3 The system should be able to map the KRAs of the employee based on the his

present job posting. Business Targets specific to Branch and Regional Managers should be acknowledged on the system

2

4.4 The system should allow inclusion of weightages for each key parameter and

points against each rating attained in the performance appraisal template 2

4.5 The system should be able to generate online performance appraisal for the

employee based on his cadre /job posting and agreed upon performance goals (at the beginning of the year) if any

2

4.6 The system should be able to map KPIs listed in the performance to the

business reports (e.g. sales, units sold, claims processed) for each staff in order to verify performance

2

4.7 The system should support online secure access to both staff as well as the

officers to complete performance self appraisals. System should also support offline performance management. It should be possible to upload documents where online connectivity is not possible.

2

4.8 The system should map appraiser and reviewing authority to each employee to

facilitate appraisal process. The system should allow editing of the same in case of special circumstances

2

4.9 Facility to review set goals and change them during the performance year -

particularly during transfer/promotion in the middle of the year 2

4.10 The system should support online secure access to appraiser and reviewing

authority to complete performance self appraisals. System should also support offline performance management. It should be possible to upload documents where online connectivity is not possible. The system should record and store any comments which should be viewable by the appraiser and their manager/s

2

4.11 Provision for Unilateral Performance Appraisal 2 4.12 The system should be able to calculate the total marks received based on the

point rating and individual parameter weightages 2

4.13 The system should have functionality to compare appraiser and reviewer

ratings online 2

4.14 Support generation of confirmation number for sign offs made by employee,

appraiser and reviewing authority, in printable form stating the time and date of submission

2

4.15 The system should be able to highlight appraisals to be placed before

moderation committee in scenarios of rating mismatch between appraiser and reviewer

2

4.16 The system should be able to map the appraisals to the moderation

committees specific to the cadre/grade of the employee 2

4.17 The system should support maintenance of history of performance appraisals

and promotions 2

4.18 The system should be able to identify list of employees whose promotion is

dropped on account of last 3 years (or user defined period) performance ratings and track the same on a year on year basis

2

4.19 The system should have direct integration to the training needs analysis which

can be used as input in training calendar design as well as employee nomination

2


4.20 The system should support for generation of reminder letters / mails / workflows to the employees/ appraising authorities in case of non-submission of self-appraisals, etc.

2

4.21 The system should support memo letters / mails / workflows to be issued to the

employee in case of unsatisfactory performance (below average) 2

4.22 Support to generate defaulter's list and also acknowledge submission of

performance appraisals 2

4.23 The system should have facility to release of increments for qualifications

acquired and also for stagnation increments, FPA, PQA etc and it should be integrated with the payroll module and other relevant modules

2

4.24 The system should have facility to support generation of increments due for

each month or for user defined period for employees – cadre wise/scale wise/ other user defined combination

2

4.25 Performance Appraisal 4.25.1 Capability to create online Performance documents for employees depending

on the cadre / grade in the organization 2

4.25.2 Facility to capture information of self appraisal through Self Service Modules. 2 4.25.3 Ability to map the reporting officer for a given appraisee officer 2 4.25.4 Support generation of system confirmation number for the appraisee, reporting

officer in printable form, stating the date and time etc. of submission 2

4.25.5 Facility to appraise the performance online by the appraising officer and

capture details as given by the appraising authority (reporting officer), reviewing authority

2

4.25.6 Facility to attach different rating model (5 point scale, 7 point scale) depending

upon the cadre / grade in the organization along with marks 2

4.25.7 Ability to define the period for which appraisal is being carried out

(Monthly/Quarterly/Half yearly/Yearly etc.) 2

4.25.8 Support parameter wise ratings, final ratings, strengths / weakness and

suggestions / recommendations for improvements by the appraising/reviewing authority / accepting authority.

2

4.25.9 Facility to consolidate the overall points and calculate an overall grade for the

appraisee 2

4.25.10 Support maintenance of history of performance appraisals 2 4.25.11 Support upload of a fixed format appraisal in case of non-connected

branches/offices 2

4.25.12 Support to generate reminder letters / mails / workflows to the employees/

appraising authorities in case of nonsubmission of self appraisals, etc 2

4.25.13 Support generation of printable list of outstanding appraisals for each reporting

and reviewing officer and dispatch to concerned officer through letter/mail / workflow etc.

2

4.25.14 Support to generate defaulters list 2 4.25.15 Support memo letters / mails / workflows to be issued to the employee in case

of unsatisfactory performance. 2

4.25.16 Provision for recording special appraisal during retirement review process. 2 4.25.17 Provision to provide feedback and accepting acknowledgement of feedback

from staff members on submission of PARs. 2

4.26 Personnel Cost Planning 4.26.1 System should provide for Cost Planning for various target specifications or

basic pay, including vacant or part-time positions 2

4.26.2 System should provide for Planning Simulations for best results 2 4.27 Competency Mapping 4.27.1 Facility to create various competencies and categorize them into various

competency types viz., Ability, Skill, Knowledge, etc. 2

4.27.2 Facility to create multiple rating models (evaluation scale) and attach the same

to the competencies 2

4.27.3 Ability to define standard proficiency examples and benchmarks for the

competency so selected and rating model attached 2

4.27.4 Ability to define roles in the organization (in terms of Position, Job Family, Job

code, Job task) 2


4.27.5 Ability to link specific competencies to these roles and define minimum required proficiency to fulfill the requirements of these roles

2

4.27.6 Ability to define competency clusters (combination of multiple competencies of similar nature and its minimum proficiency requirement) and attach the same to roles.

2

4.27.7 Ability to classify the requirement of the competencies as ―hiring related‖,

―tenure related‖ or ―promotion related‖ 2

4.27.8 Ability to assess the employee on the competencies required for his current job

and planned jobs and update the actual proficiency on the competencies 2

4.27.9 Ability to capture the employees‘ interest level as well as the experience in

usage of the acquired competencies 2

4.27.10 Ability to carry out a ―Role to Person‖ and ―Person to Role‖ match to identify

employees fitment to roles. 2

4.27.11 Ability to extend the above match search to applicants, contractors, consultants

in the database. 2

4.27.12 Map competency that employees gains from completing a course completed or

training program attended and provide for automatic updation of employee competency inventory (from training module)

2

4.28 Capability to create online Performance documents for employees depending

on the cadre / grade in the organization 1

4.29 Facility to capture information of self appraisal 1 4.30 Facility for self appraisal as well as superior‘s appraisal 1 4.31 Facility to have 360 degree appraisal 1 4.32 Ability to include the name of the employee in the training program in

respective area based on the training needs of the employee as envisaged from the appraisal

1

4.33 Capture the details of assets & liabilities as furnished by the officers at the end

of every year 1

4.34 Support maintenance of history of assets & liabilities details furnished by

officers 2

4.35 Support to generate list of officers defaulted from submitting the statement and

provision to generate reminder letters to the officers 2

4.36 Support generation of all related report and facility for dynamic query utilities 1 4.37 There should be provision to get acknowledgement to staff members on

submission of Performance Appraisal and Assets and Liabilities statement. 2

4.38 Performance Appraisal and Increments, asset and liabilities statement

Management (Part of Career & Succession Planning) 2

4.39 Capability to create online Performance documents for employeesdepending

on the cadre/grade in the organization 2

4.40 Ability to draw a Performance Matrix/ Job Matrix and map Key Responsibility

Areas for each employee (individual goal setting) position in the institution based on the Matrix.

2

4.41 Ability to design the Matrix based on behavioral and technical(functional)

competencies for each cadre / grade in the organization. 2

4.42 Facility to review the Goals set earlier and changes them during

theperformance period with adequate rights i.e. Bothemployee and reviewer should mutually agree for the change the preset goals which should get recorded in the system – to be linked with transfer/ change of role.

2

4.43 Ability to maintain past Annual Appraisal reports on scanned format orthrough

templates with feature to record quantitative score in separatefield for making calculations etc.

2

4.44 Display of full/partial APAR employees. Communication of APAR to employees. 2 4.45 System of appeal against the ratings/comments given in the APAR to the

employee and its grievance redressal mechanism. 2

4.46 Generation of note, presentation, to Appellate Authority and communication of

decision of competent authority. 2

4.47 Capacity to link with organizational chart for reporting and reviewing

relationship including dotted line relationship in case of institution adopting new model for performance management.

2


4.48 Facility for direct integration with module so that the training needs/ gaps identified during the appraisal process form an input to the training calendar. Facility to take action on those not attending the training.

2

4.49 System to support online submission of Performance Appraisal and Assets and

Liabilities statement and acknowledgement to staff membersfor the same 2

4.50 Capability for moderation of the marks by the Moderation Committee awarded

by Reporting/ Review Authorities 2

4.51 Performance appraisal for Office Assistant, Office Attendant – not self should

be filled by Branch Head) – Format for Office Assistant, Office Attendant as defined by the Bank

2

Work sheet Total

Performance Appraisal 155


Training & Development Sr. No. Particulars Bank


Comments (VC)

5 Training & Development

5.1 Provision to maintain and track the training budget under different training

heads (such as inhouse/external , within india/overseas training) 2

5.2 Capability of training needs analysis as per business needs 2 5.3 Training needs from performance appraisal, employee requests,

department requests received in predefined format to be considered during training demand planning

2

5.4 The system should be capable of capturing qualification/training completed

by the employee externally or prior to joining the organisation. This should include trainings attended internally as well This information should be inputable by the employee/Personnel Dept.

2

5.5 The system should have accept / reject / hold capability for the registration

received. System should also be capable of obtaining online approval from the respective line managers

2

5.6 Capability to record competency development needs basis competency

assessment done during appraisal process 2

5.7 Capability to publish training calendar for in house and other external

trainings 2

5.8 Capability to prepare an inventory of national and international training

institutes for different verticals (general banking, specialised training, behavioral training etc) linked to training needs assessed

2

5.9 The system should allow viewing of the calendar details /external trainings

available including details on course content, location , no. of days, target group etc

2

5.10 The system should be capable of capturing external training which has

been scheduled, in progress and finalised 2

5.11 The system should facilitate self nomination with due approvals from

reporting manager 2

5.12 The system should facilitate generation of note for nomination approval

from competent authority and track status of approved training nominations

2

5.13 The system should generate training letters to be issued to the Training

institute, participating employee and controlling office manager 2

5.14 Capability to of generating letters through print/browser/email/mobile with

features of on line confirmation, cancellations, explanation for non attendance as well as communication on re-scheduling of training courses

2

5.15 Maintenance of course fees paid to external training institutes 2 5.16 Linkage to overseas allowance disbursement as per policy to employee

attending overseas training 2

5.17 Track the training budget status under different training heads with

tracking of training expenses at employee level, institute level, Regional Office etc

2

5.18 The system should maintain minimum and maximum number of

candidates per course. 2

5.19 Provision to create wait list as per course class size and auto enrollment

features in case of cancellations 2

5.20 Provision to record reason for non attendance and permission granted

thereby and also recovery of notional cost for non attendance without valid reason.

2

5.21 Provision to maintain employee feedback on training attended and

consolidate participant's feedback for evaluation on the course and faculty effectiveness.

2

5.22 The system should capture details of courses held at different centers,

batch-size, faculty and participant details, participant attendance details, feedback and evaluation

2

5.23 The system should capture and maintain history data of external

instructors. External instructors also includes our own staff drawn from other departments/centres /branches and also their profiles

2

5.24 The system should capture and maintain number of personnel trained -

month wise, cadre wise, RO, inhouse-external training wise, training category wise etc and categories like Sex,SC/ST/BC/PH/Ex-serviceman and religion etc

2

5.25 The system should be capable of charging costs accociated with courses

to cost centre training codes - it should be possible to do this automatically and/manually.

2


5.26 The system should maintain a single history of all the training programs taken by the user whether they are class room training or self study through E - Learning

2

5.27 Capability to monitor post training utilization in the area trained through

reporting manager feedback taken online 2

5.28 There should be a facility to update the employees profile upon his/ her

successful completion of the training programme and in accordancwith the provisions of Recruitment, Induction, Training, Placement, Promotion, Transfer and Exit Policy provisions from time to time. (The system should automatically update the profile and no manual intervention needed)

2

5.29 The system should enable The Bank to improve and leverage the

knowledge, skills, and abilities of the employees. It should facilitate Managers to use competency data for recruiting, performance and development,training and succession planning activities.

2

5.30 The Software shall support a three level classification of training courses:

program, module and course level. 2

5.31 Course level details should include number of sessions, maximum /

minimum employees that can be enrolled, maximum wait listed employees, and based on mapping module and program should be automatically updated.

2

5.32 Enrolling an employee into a program could be on the basis of pre

requisites or by an organizational policy that details eligibility parameters. Eligibility parameters could be years in service, exposure in different business verticals, trainings undergone in recent past, cadre/grade in management, or such other employee profile determining parameters.

2

5.33 Facility for storing the reference material for a program, module or a

course with details such as author name, available at (venue), publications etc should be provided.

2

5.34 Training objectives for program, module, and course should be

definable. Session details for capturing the number of sessions to break up into training time should be captured.

2

5.35 Infrastructure booking details such as capturing the venue and

resources should be possible. Venue can be internal or external. 2

5.36 Faculty and resource persons captured in Faculty Master can be

internal or external. If faculty is external then, skills are captured separately. This is mandatory to shortlist faculty to impart a particular course.

2

5.37 Feedback on course and infrastructure availability should be available on

all relevant screens. Course request and training needs are available as a look up.

2

5.38 Capability Training need analysis and skill Gap identification by the

Business Vertical Heads at Corporate level and Regional Office/Circle Levels as per the strategic business plans.

2

5.39 Training Needs from Performance Appraisal Report, mentors and Self

are considered and linked to a suitable training program. 2

5.40 Capability to receive training Need Analysis forms from mentors,

regions/branches for creation of a training plan. 2

5.41 Capability to make competency assessment on pre designed metrics and

should facilitate in employee development initiatives 2

5.42 Recording of competency and proficiency required for each job matching

with the available competencies of employees. 2

5.43 This performance determination should result in an automatic upgrade of

employee upgrade profile. 2

5.44 Capacity to use training as a tool for development for the employee‘s

functional and behavioral competence. 2

5.45 Capability of hosting a virtual university for e learning which would include

e-learning content management, nomination by the management/self, programme search/content search/online testing and certification interaction with faculties, resource persons, interactive helpdesk, faculty/group evaluation on the basis of feedback etc.

2

5.46 Capability of undertaking training need analysis for various

cadres/management grades/business verticals for creating a training plan using multiple tools e.g. performance management, competency management, succession planning, self nomination etc.

2

5.47 Capability to prepare and publish training calendar and seek

nominations/recommendations online. 2

5.48 Capability of conducting in-house/external/customized training programme

based on the training need analysis. 2

5.49 Ability to assess faculty/resource person competencies for conducting

particular courses. 2

5.50 Capability of tracking the trainings to employees in institutions including

training abroad. 2


5.51 Cost benefits analysis-External/Internal training institute,for various types of courses enrollments viz., employee enrollment, management enrollment, training needs identification from performance Appraisal System, online.

2

5.52 Support the process of Induction training for new recruitees by integrating

with the recruitment module. Provision to generate letters for trainings 2

5.53 Provision to enroll at individual level as well as group level including

facility for self nomination with recommendation from appropriate authority i.e. management, mentors etc.

2

5.54 Capability to maintain training budget at employee level, unit

level,institution level and track the training costs and track various type of training expenses and income from training to employees from outside organizations.

2

5.55 Capability of generating the training letters through print/ESS/E-Mail

including features like on line confirmation, cancellations, explanation for non attendance and rescheduling of training courses.

2

5.56 Capability to record and review trainee feedback for various

parameters viz. training facility, faculty and course material and generate consolidated report for information of the management online.

2

5.57 Maintain feedback from employees, faculty, mentor as well as

controllers on training for assessment of training effectiveness and impact. 2

5.58 Provision to conduct entry level tests and exit tests. 2 5.59 Maintenance of history on number of personnel trained- monthly, quarterly,

half yearly, yearly and cumulative-region wise/state wise/training centre wise separately for all cadres/grades of employees.

2

5.60 Capability to run virtual class room training on remote link basis for faculty

led virtual class room and at the designated time permits the faculty to initiate the virtual class session by taking control of the desk tops/laptops of those who have joined the course and consent to transfer the control rights for the session available. Faculty shall also have the ability to transfer communication rights to any participant to raise a question or use white board facility to make a point for collaborative learning.

2

5.61 Facility to record the virtual classroom proceedings and upload for the

purpose of those who could not attend and for those taking self paced courses.

2

5.62 Capability to nominate Visiting Facultybased on the competence of the

faculty and skill gap/training requirement of the targeted employee cluster. 2

5.63 Generation of all types of related reports and dynamic querying facility

across the functionalities. 2

5.64 Provision to record the permission for non attendance and reasons

thereof. 2

5.65 Capability to monitor and evaluate post training utilization and retention in

the area trained of employees 2

5.66 Tracking training costs for each employee with provisions for total training

cost incurred cumulatively for all types of trainings. 2

5.67 Manpower Training 5.67.1 Facility to support preparation of yearly (or user defined) training calendar 2 5.67.2 Track and schedule courses for both in-house and external courses 2 5.67.3 Facility to receive ―Training Needs Analysis‖ forms from various regions /

branches for the purpose of creating a training plan 2

5.67.4 Support to identify training needs from the Performance Appraisal system

on the basis of the development areas identified 2

5.67.5 Plan and schedule course sessions either in own facilities or at a vendor‘s

premises 2

5.67.6 Bank‘s own training college/centres 1 5.67.7 Outside institute within country 1 5.67.8 Institute located abroad 1 5.67.9 Provision to enroll at individual level as well as at group level 2 5.67.10 Provision to maintain minimum and maximum number of trainees per

course and create waiting lists if enrollments exceed maximum number of trainees

2

5.67.11 Provision to auto enroll waitlisted trainees 1 5.67.12 Identify competencies that employees gain from completing a course and

provide for automatic updation of employee competency inventory 1

5.67.13 Generate and email training letters to trainees, including course

confirmation, cancellation, and rescheduling 1

5.67.14 Facility to record test results conducted as a part of the training

certification 1


5.67.15 Record and review trainee feedback for various parameters viz., training facility, instructor, and course materials

1

5.67.16 Support preparation of summary reports based on feedback and evaluation

1

5.67.17 Track training budgets for budget periods 1 5.67.18 Track various types of training expenses, including course expenses,

trainee Incurred expenses, and tuition reimbursements 1

5.67.19 Compare planned and real costs 1 5.67.20 Maintenance of history on number of personnel trained – monthly,

quarterly, half yearly, yearly and cumulative – Region wise / state wise / training center wise separately for officers / award staff / category wise / scale wise etc

1

5.67.21 Generation of all types of related reports and dynamic querying facility

across the functionalities 1

5.67.22 Provision to record the permission given by the division for nonattendance 2 5.67.23 Provision to evaluate post training utilization 2 5.67.24 Provision to monitor retention of employees in the area trained 1 5.67.25 Provision to generate letters calling for explanation from the absentees

after reckoning the permission given for non attendance 1

5.67.26 Provision to record reasons for non-attendance. 1 5.67.27 Ability to capture individual components of training expenditure such as

inhouse , external within India, training abroad etc. for maintaining training costs.

1

5.67.28 Ability to track training cost based on different levels and categories of

training. E.g. cost of training on joining the bank, training on promotion, specialized training based on skill sets.

1

5.67.29 Facility to access training details of a particular staff by only entering

employee number and / or name . 1

5.67.30 Facility to access name of employees who have gone for a particular

training. 1

5.67.31 List of staff along with their total number to be segregated based on

different criteria like :

5.67.31.1 Ø Sex: Male/Female 1 5.67.31.2 Ø Religion : Hindu,Muslim,Christian,Parsi,Sikh etc. 1 5.67.31.3 Ø Minority : SC,ST,OBC etc. 1 5.67.31.4 Ø Category : Ex-serviceman, Phy.handicapped etc. 1 5.67.31.5 Ø Working hours for PTSK : <3,3<6, etc. 1 5.67.31.6 Ø Age wise & scale wise & cadre wise list of staff. 1 5.67.31.7 Ø Retirement for next 05 years. 1 5.67.31.8 Ø List of VRS. 1 5.67.31.9 Ø List of death, termination , resignation , VR 2 5.67.31.10

Ø List of people on Deputation to/from various institutions 2

5.67.31.11

Ø Report of State wise , Cadre wise, scale wise staff 2

5.67.31.12

Ø Staff at Administrative offices & branches (all types). 2

5.68 Training Administration 5.68.1 Training including need analysis and feedback assessment 2 5.69 Training Need 5.69.1 Facility to capture inputs for ―Training Need Analysis‖ from employees

through Self Service Module for the purpose of creating a training plan. 2

5.69.2 Database of job profile and Training Cards 2 5.69.3 Identify training needs based on TNA and recommendations in

Performance Appraisal system 2

5.69.4 Facility to generate list of employees to be trained and the area of training

based on recommendations by competent authority (in TNA and PAR) 2

5.69.5 Support the process of recording the training requirements identified by

Trainees / Employee groups / Training establishments. 2

5.69.6 Provide a mechanism to identify training needs based on a comparison of

organization requirements and employees' skill profile and book employees into appropriate training courses.

2

5.69.7 Receipt of requests from officers for specific training programme 2


5.69.8 Training Calendar & Design of Course 2 5.69.9 Creation of annual training calendar from the TNA for approval by Syllabus

Committee (keep in view the holidays) 2

5.69.10 Track and schedule courses for both in-house and external courses. 2 5.69.11 Scope to add programmes outside TNA 2 5.69.12 Perspective planning / calendar for courses and their schedules 2 5.69.13 Details of calendar of programmes 2 5.69.14 Linking of the Competency mapping, TNA, Annual Training plan 2 5.70 Training Programmes 5.70.1 Facility to capture programmes available 2 5.70.2 Capturing the course contents of each training course 2 5.70.3 Capture details of channel-wise, program-wise courses 2 5.70.4 Capturing subject or area-wise programmes scheduled 2 5.70.5 Programmes conducted by the training establishments/HO/RO 2 5.70.6 In-house programmes conducted by training establishments 2 5.70.7 Programmes conducted for special categories 2 5.71 Training Infrastructure 5.71.1 Listing of organizations and maintainence of Institute profiles – 2 5.71.2 Provision to check training room and instructor availability. 2 5.71.3 Facility to conduct Entry/Exit tests online and consolidation 2 5.73 Nominations 5.73.1 Identification of the staff for programs on the basis of the

recommendations in various systems/processes on a set criteria 2

5.73.2 Participants / nominating authority to verify the pre requisites before

enrolling for a course through online module. 2

5.73.3 Generation of note for approval of nominations by competent authority.

Sending nomination advice to the employee, consulate 2

5.73.4 Obtaining the confirmation of the nomination from both the dept/RO/ officer

online. 2

5.73.5 On-line allotment of room – being able to choose a room. 2 5.73.6 Scope for nominating officers ineligible for programs to be nominated 2 5.73.7 Receipt of queries on related issues 2 5.73.8 Preparation of list of officers not attended training programme. Generating

of notes for nomination/cancellation 2

5.73.9 Receipt of feedback from officers 2 5.73.10 Reminder to officers for not submission of feedback/utility reports 2 5.73.11 Statement of officers deputed abroad for training - Name-wise/ Cadre-

wise/ RO-wise 2

5.74 Participation Details 5.74.1 Provision to capture details of courses held at different centers, batch-size,

faculty and participant details, participant attendance, feedback and evaluation

2

5.74.2 System should generate following reports : 2 5.74.3 Details of candidates who participated in training programs, department-

wise, centre-wise, cadre-wise, scale-wise – quarterly, half-yearly, yearly and cumulative, Institution-wise.

2

5.74.4 Maintenance of history on number of personnel trained – monthly,

quarterly, half-yearly, yearly and cumulative – department-wise / region-wise/ RO-wise/ channel-wise/training center-wise separately for officers / award staff / category-wise / group-wise etc.

2

5.74.5 Seat utilization by Regional Office / Department of Head Office at each of

the Bank's training establishments 2

5.74.6 Maintaining training history (training cards) of all employees with effective

dates including programs cancelled /not attended with reasons – automatic updates once attendance is marked.

2

5.74.7 Displaying cases of repeat participation trainee-wise during a specified

period 2

5.74.8 Facility to enter data/text in Hindi and generate programme-wise

participation certificates in Hindi or bilingually 2

5.74.9 In the database of programme attended introduce separate folders for (i)

workshops /seminars and (ii) Training programmes /Exposure visits 2

5.74.10 Include details of workshops conducted by HODs along with list of

participants and expenditure incurred. 2


5.76 Guest Faculty 5.76.1 Maintaining a panel of guest faculty with various specializations with their

biodata and address, tel no., email id. 2

5.76.2 Sending them mails 2 5.76.3 Details of the visitors to Bank and reasons of the same. Include

expenditure incurred for the visits 2

5.77 Other features 5.77.1 Details of visit of dignitaries from foreign/ Indian institutes. 2 5.77.2 Maintain and Track instructors, training facilities, contract vendors,

standard equipment required for courses and equipment available at training facilities.

2

5.77.3 Details of Books and other study material etc purchased and issued to

participants 2

5.77.4 Capture and analyze sessions handled by Members of Faculty and Guest

Faculty 2

5.77.5 Listing of organisations and maintenance of Institute profiles - programmes

offers/level of participation/contact information etc. 2

5.77.6 Scope for entering - date, venue, details of organisations, programme

module, target group etc in the scrutiny note. 2

5.77.7 Biodata of officers to include profile, qualification, appreciation, special

assignments 2

5.77.8 Design of customised programmes 2 5.77.9 Database of attachments/personal study visits abroad availed by officers. 2 5.77.10 Digitalising group photos of participants course-wise and retrieval. 2 5.77.11 Track the training courses and their schedule 2 5.77.12 Listing of payments made to visiting faculty - Bank/OUTSIDE 2 5.77.13 Booking of expenditure under R&D fund and other funds 2 5.77.14 Generating scrutiny note for permission for taking up higher studies -

biodata of the officers/Fees and other relevant details. 2

5.77.15 Monitoring the budget sanctioned and release of funds against sanctions 2 5.77.16 Approval note for inviting guest faculty 2 5.77.17 No. of copies of each session plan supplied to participants 2 5.77.18 Preparation of Reading Material 2 5.77.19 No. of new handouts prepared 2 5.77.20 No. of new case exercises prepared 2 5.77.21 No. of new case studies prepared 2 5.78 Sessions handled 5.78.1 Total number of sessions scheduled (including outstation programmes,

sessions handled jointly in computer lab / presentation skills & sessions handled in Bank)

2

5.78.2 Avg. no. of sessions handled per faculty per week No. of sessions handled

by outside guest speakers No. of sessions handled by resource persons from RO/HO

2

5.78.3 Percentage of sessions handled by Guest Speakers 2 5.78.4 No. of Guest Speakers who received highest rating from participants 2 5.78.5 Total Amount of honorarium paid (Rs.) 2 5.79 Studies Conducted 5.79.1 No. of on-site bank-specific programmes conducted No. of TNA studies

conducted 2

5.79.2 No. of Impact Evaluation Studies conducted No. of Special Studies

conducted 2

5.79.3 No. of ODIs / GOPP / PLI conducted 2 5.80 Expenditure (Rs.) 5.80.1 Total cost (both capital and revenue) incurred 2 5.80.2 Revenue expenditure incurred on account of training, consultancy,

research projects, etc. 2

5.80.3 Income earned from training, consultancy, research, etc. 2 5.80.4 Whether in case of controllable items, expenditure exceeded budget

allocation 2

5.81 Usage of Library 5.81.1 total stock of library books (number) 2 5.81.2 Total no. of journals subscribed 2


5.81.3 No. of participants/delegates visited library No. of staff members visited library

2

5.81.4 No. of books/CDs borrowed during the month by the participants and staff 2 5.82 No. of diff. types of programmes planned for the year 2 Worksheet Total

Training & Development 361


Transfers & Promotions Sr. No. Particulars Bank's


Comments (VC)

6 Transfer & Promotions 6.1

The system should have automation of transfer process and related workflow with facility to configure rules. Transfer details shall include Transfer Request entry,ackowledgement entry, Place of Request, Transferee Branch, proceedings, relieving Date, Reporting date, date of taking charge , to record details of discrepancies noted while taking over the charge and generation of various related reports. details of Temporary transfer etc.

2

6.2 The system should have facility for Transfer/redeployment of officers based on

requirement/sanction strength of different regions 2

6.3

The system should maintain full transfer history of employee including name of the branch/office with branch type (rural, urban, semi-urben, metro) , region wise (surplus/deficit) region wise (within region/ out of region transfer), date of joining, date of relieving etc

2

6.3.1

The system should be capable of maintaining the date of changes in the nature of branch (rural to semi urban, semi urban to urban, etc) which impacts employee service histrory and pormotions

2

6.4 Should maintain number of transfer requests rejected, number of transfer

requests/rejections upheld and reason for the same etc 2

6.5 The system should identify vacancy posts identfied as per Manpower Plan to be

filled through internal transfers 2

6.6

The system should generate proposed transfer list on employee seniority levels for transfer based on user defined criteria - such as completion of tenure in specific RO/2-3 years in deficit area/surplus area, transfer on promotion etc as per the Bank's policy

2

6.7 The system should prioritise transfer/redeployment of employees based on their

specialization and expertise in a particular area drawn from the performance appraisal reports

2

6.8 The system should facilitate generation of note for transfer approval from competent

authority 2

6.9 Maintain transfer posting information on employee promotion 2 6.10

The system should maintain temporary transfer/transfer abeyance on compassionate grounds/bank exigencies/spouse transfer and also generate report on over due cases

2

6.11 The system should facilitate logging of employee transfer request which should

follow the automated workflow for sanction if any, from the competent authority 2

6.12 The system should generate transfer orders to be issued to the present posting

controlling authority (Regional Manager/Dept. Head)to initiate relieving process 2

6.13 The system should support online updation of joining details from the new place of

posting 2

6.14 The system should track relieving /joining delays and generate reminder letters for

the controlling authorities to follow up on the transfer implementation 2

6.15 Recording handing over and taking over charge of branch/office with provision to

record remarks (if any) 2

6.16 Intra-RO transfers initiated by regional managers should be logged online to keep

track on intra-regional transfers made 2

6.17 Linkage of transfer type to transfer specific allowances for auto incorporation in the

payroll 2

6.18 The system should be able to track the details of employees on deputation

within/outside the bank (date of deputation, period of deputation etc) 2

6.19 The system should be able to identify candidates eligible for deputation 2 6.2 Should create standard career paths in the organization in terms of various possible

moves from the current level / grade in the organization 2

6.21

The system should support full promotion processes from Office Attendant to Office Assistant, Office Assistant to officer and from one scale to another amongst officer/executive cadres

2


6.22 The system should allow defining promotion eligibility criteria for each grade based on tenure, tenure in a specific posting (rural/semi urban), specific qualification completed, performance appraisal ratings for the past years etc. It should support relaxation for JAIIB/CAIIB once in the service

2

6.23 Should define additional rules specific to service in terms of suspensions,

disciplinary actions. 2

6.24 The system should support preparation of lists of eligible candidates based on user-

defined criteria 2

6.25 The system should support inviting applications from eligible candidates and

evaluate the details. It should include option for relaxation of eligibility criteria 2

6.26

The system should allow defining rules on % of vacancies to be filled through normaltrack, merit track and fast track. Based on the calculated positions, it should generate number of employees to be shortlisted as per policy norms

2

6.27 The system should support preparation of lists for Normal Track, merit track and

Fast Track and issue of call letters for interview/written test in specified formats 2

6.28 The system should support generation of note for sanction by the competent

authority which can be uploaded 2

6.29 The system should facilitate online capturing of shortlisted employee's (of specific

scales) willingess to participate in the promotion process 2

6.3 The system should allow workflow of wirtten test schedule involving communication

with external agency such as IBPS 2

6.31 The system should capture marks for written test and generate merit lists 2 6.32

The system should capture interview performance and generate list of candidates selected for promotion based on the user-defined criteria and category-wise (like general, SC/ST, OBC etc.)

2

6.33

The system should be able to calculate total score of the eligible employees based on predefined weightages to written test score, interview performance and appraisal ratings

2

6.34 The system should support obtaining clearance from departments like audit,

vigilance etc. 2

6.35 The system should support preparation of seniority list/ merit list / waiting list /

empanelled list etc. 2

6.36 The system should intimate employees of promotion / rejection through mail /

workflow / letters (call letter, promotion letter, rejection letter etc) 2

6.37 The system should support advising salary fitment on promotion. The fitment made

should automatically go to payroll module 2

6.38 The system should have functionality of issuance of posting orders on promotion

and updating promotion/posting details of employees 2

6.39

The system should store all the information related to promotion refusal/reversion and thereto issue necessary letters to candidates who refused promotion indicating the consequences like barring to participate in next process etc

2

6.4 The system should maintain and track retirements, resignations, other vacancy

positions 2

6.41 The system should update employee profiles on the promotion and new place of

posting/rejections/promotion refusal etc 2

6.42 The system should have the capability to handle backdated promotions with due

sanction workflows as per policy 2

6.43 The system should be able to generate reports on shortlisted employees, employees

attending written tests/interviews, Test/Interview scores, gradewise/category wise promotions made, out of turn promotions, promotion refusals with reason

2

6.44 The system should maintain resource profiles available with the Bank(like specialist

officers, Forex officers, faculty, IT Officers, ZCCs , Credit officers, Law officers, Marketing officers, Dealers in Forex/Treasury department employees.

2

6.45 The system should maintain details of the allocation of resources at various critical

departments 2

6.46 Provision to enter previous placement (transfer history) record, from , to ,date,

worked branch/office, request, general 1

6.47 Transfer / Deputation / Attachment Record maintenance 6.47.1 Maintenance of complete history of employee transfers since his recruitment 2


6.47.2 Identification of vacancies and preparation of transfer list based on the user defined criteria – eg. Officers who completed 3 years at one place/region etc

2

6.47.3 Transfer/redeployment / deputation / attachment of officers based on requirement/sanction strength of different regions including appeal against transfers

2

6.47.4 Transfer/redeployment of officers based on their specialization and expertise in any particular area.

2

6.47.5 Maintenance of request transfer register for officers and subordinate / Office Assistant staff separately and facility to generate list of eligible candidates for transfers based on criteria fixed.

2

6.47.6

Provision to generate employees who have requested for a given town with special weightage for user defined criterias. Cancellation of request of the employee as per the option of the employee

2

6.47.7 Updation of the request entry once the same is considered and order is issued 2 6.47.8 Posting / transfer of officers upon employee‘s promotions 2 6.47.9

Maintenance of records for officers transferred to hardship centres and also officers to be transferred back to preferred centres on completion of required tenure at hardship centres.

2

6.47.10

Maintenance of transfer records of specialist transfer, identification of vacancies and issue of transfer orders based on the recommendations received from the respective specialist departments

2

6.47.11 Maintenance of transfer diary for award staff as per the union agreement conditions

and also diary for request transfers 2

6.47.12

Provision to maintain transfer details on special circumstances like compassionate/health grounds and generation of compassionate/health grounds and generation of overdue case

2

6.47.13

Support online updation of relevant particulars (e.g. date of relieving etc.) of the employee by the relieving branch to the joining branch. The joining branch will provide a second online update for joining particulars / new Departments etc.

2

6.47.14 Provision to record the transfer orders cancelled/ deferred/ modified and follow up

with the respective Regional offices for implementation 2

6.47.15 Provision to record Reliving & reporting dates including extensions. 2 6.47.16 Provide transfer / promotion / confirmation history of employees 2 6.47.17 Generation of all related reports and also dynamic query facility 2 6.47.18 The system should be able to track the details of employees deputation 2 6.47.19 The System should be able to review employees qualifications and skills to identify

the best qualified candidate to send on deputation. 2

6.47.20 Provision to maintain the details of verbal communications between HR employees

and prospective transferee employees during transfer exercise. 2

6.47.21 Provision for recording inter-departmental transfer within the same branch. 2 6.47.22 Maintaining records of attachment of officers with outside agencies such as Name of

organisations, tenure of appointment, start date, end date, brief T&C, etc. 2

6.47.23 Maintaining similar records of officers on deputation 2 6.47.24 Alert one week before date of relieving / end of tenure. 2 6.47.25 Provision to track manpower / transfer details for reserved categories (SC/ST/OBC

etc.) 2

6.48 Transfers / Postings Management 6.48.1 Maintenance of records for officers transferred out of parent district/RO and also

officers to be transferred back to home state on completion of required tenure 2

6.48.2 Maintenance of exemptions given in transfers with a facility to record the reasons for

the same 2

6.48.3 Automatic trigger to CBS system for de-activating the User ID once the status is

updated by relieving branch on relief of the employee. 1

6.48.4 Based on the online updation by the joining branch, automatic trigger to CBS system

to re-activate the user ID of the joining employee. 1

6.48.5 Provision to record Transfer Grievances 1 6.49 Promotions – Career and Succession Planning and IRP Division


6.49.1 Support full promotion processes from Office Attendant to Office Assistant, Office Assistant to officer and from one scale to another amongst officer/executive cadres. Capturing the channel of promotion - Fast Track/Normal.

2

6.49.2 Eligible candidate list for promotion both under normal channel and fast track

channel. System should be able to capture required eligibility norms as per Govt. guidelines to identify employees for fast track and normal channel. For promotion eligibility module should consider CAIIB only once. Provision to get tabulated average of last specified number of years OPAS/Half yearly performance report marks. Origination of call letters with system generated roll numbers with the pattern followed by the Bank. To capture details like date, Grade/Scale, fixation of new pay etc.

2

6.49.3

System should support Online application for promotions ie a. Office Attendant to Office Assistant b. Office Assistants to JMGS-1 & all cadres

2

6.49.4 System should have ability to support employee deputation to other organizations

and there should be online forms available to capture and maintain such details 2

6.49.5 Ability to define grade advancements within a level on the basis of time based as

well as merit based criteria 2

6.49.6 Ability to define the rules for promotion eligibility in terms of tenure, consistent

achievement of high performance grades, etc 2

6.49.7 Ability to define additional rules specific to service in terms of suspensions,

disciplinary actions 1

6.49.8 Provision to give consent in electronic mode, which can be uploaded 2 6.49.9 Provision to enter the consent received in physical format 2 6.49.10 The entry module should have all validations such as length of service, relaxation for

certain category of employees, age factor, qualification, disqualification etc. 2

6.49.11 Link to IR module 2 6.49.12 Facility to store data related to conducting written tests, interviews, etc for the

employees identified as a part of the eligibility list 2

6.49.13 Ability to generate the roll number for the test based on certain pre-defined rules. 2 6.49.14 Ability to define out of turn promotions 2 6.49.15 Ability to capture the list of candidates attended the test 2 6.49.16 Ability to capture results of written test, interview evaluation and preparation of merit

list of employees for promotion 2

6.49.17 Ability to calculate the marks to be given to each eligible candidate under various

parameters like, service, qualification, previous tests qualified etc., with a cap on each such parameter

2

6.49.18 Facility to intimate employees of promotion / rejection through mail / letters/mobile

etc 2

6.49.19 Maintenance of employees who got through the test and could not come within the

ranking list 2

6.49.20 Arriving at the final select list taking in to consideration Government guideline with

regard to reserved category candidates who are falling within the region of consideration

2

6.49.21 Facility to create a waiting list of employees for promotions under different channels /

category 2

6.49.22 Facility to create offer letter on promotion 2 6.49.23 Ability to update promotion/Posting details 2 6.49.24 Facility for issuance of letters to unsuccessful candidates including the details of

marks obtained by them and their eligibility to participate in the next promotion process

2

6.49.25 Issuance of posting orders on promotion and updating promotion / posting details of

employees 2

6.49.26 Keeping track on promotion refusal / degradation 2 6.49.27 Support issue of letters to candidates who refused promotion indicating the

consequences like barring to participate in the next process etc. 2

6.49.28 Sending promotion intimation letter with fitment 2


6.49.29 Arriving at the final select list…who are falling within the Z.O.C. also including the benefits of Z.O.C. for SC/ST candidates.

2

6.49.30 Support issue letters to candidates who refused promotion/not attended interview etc.

2

6.49.31 Ability to update promotion/reporting position of promotees etc. 2 6.49.32 Provide transfer / promotion / confirmation history of employees. Provision to track

manpower / transfer details for reserved categories (SC/ST/OBC etc.) 2

6.49.33 Provide transfer/promotion/confirmation history of employees. Provision to track

manpower / transfer details for reserved categories (SC/ST/OBC etc.) 2

6.49.34 Ability to link Transfers with the Transfer Policy. 2 6.50 Promotions – Career and Succession Planning 6.50.1

Support full promotion processes from Office Attendant to Office Assistant, Office Assistant to officer and from one scale to another amongst officer/executive cadres

2

6.50.2 Facility to store data related to conducting written tests, interviews, etc for the

employees identified as a part of the eligibility list 2

6.50.3 Ability to do salary fitment on promotion. 2 6.50.4 Capability to handle Back Dated promotions with respective promotion policy. 1 6.50.5 Generate letters for appointment of interview committee. 2 6.50.6 Ability to link Promotions with Promotion Policy. 2 6.50.7 Ability to update promotion/reporting position of promotees etc. 2 6.50.8 Generate letters for appointment of interview committee. 2 6.51 Promotions – Career Planning 6.51.1 Facility to store data related to conducting interviews, etc for the employees

identified as a part of the eligibility list 2

6.51.2 posting details of employees 2 6.51.3 Keeping track on promotion refusal / degradation 2 6.51.4 Vacancy assessment for all types of services 1 6.51.5 Capturing the details of interview committee members 1 6.51.6 Capture details of Switchover / Promotion 1 6.51.7 Capture details of Personal Promotion 1 6.51.8 Capture details of Assured Personal Promotion 1 6.51.9 Competency Assessment and Potential Appraisal 2 6.51.10 Recording of competencies and proficiency required for each job matching with the

available competencies of employees. 2

6.51.11 he system should make competency assessment on pre- designed metrics and

should facilitate in employee development initiatives 2

6.51.12 The system should enables an organization to improve and leverage the

knowledge, skills, and abilities of the workforce. 2

6.51.13 The system should facilitate managers to use competency data for recruiting,

performance and development, training and succession planning activities . 2

6.51.14 To assess adequate Staff Officer, Award in an Office/ Department/ Branch in

accordance with approved policies and user defined parameters. 2

6.51.15 Generation of appraisal reports on confirmation 2 6.52 Seniority Lists 6.52.1 System should be able to give details on the seniority list of Group A, Group B and

Group C. Seniority meaning the employee who is working for a longer time than his colleagues in a particular grade.

2

6.52.2 Ability to maintain and generate seniority of employees of different grades and

cadres based on certain criteria like 2

6.52.2.1 Ø Promotion (Special / Reserved Category) 1 6.52.2.2 Ø Switch-over from category 1 6.52.3 Disciplinary Action (Fixation of seniority should be based on user defined criteria and

provision for manual intervention to fix seniority should be available) 2

6.52.4 Ability to generate combined seniority lists 2 6.52.5 Ability to generate seniority lists on the basis of different parameters viz., Interview

ratings, performance appraisal ratings, cadre entry date and date of birth. 2


6.52.6 Using the seniority lists for promotion exercises. Generation of main list and contingency lists. Again, this is a report program.

2

6.52.7 Ability to change seniority due to: 2 6.52.7.1 Ø Promotion (special/reserved class etc.) 1 6.52.7.2 Ø Switch-over from category 1 6.52.7.3 Ø Disciplinary action 1 6.52.7.4 Ø Retirement/resignation/dismissal from the service 1 6.52.7.5 Ø Fresh appointment 1 6.52.8 Preparation & Maintenance of Rosters for recruitment , for promotions - for Office

Assistants ,Office Attendant ,PTS separately 2

6.52.9 Roster for officers/Employees 2 Worksheet Total Transfers & Promotions

282


Payroll Sr. No. Particulars Bank's


Comments (VC)

7 Payroll

7 Comprehensive payroll management system which should include all

the functions mentioned below but not limited to:

7.1 Capability to maintain a single central payroll repository and be able to

run and access payroll from any location in a centralized or decentralized manner. System to generate salary of all the employees. The salary is determined by bipartite settlement and varies as and when revision is implemented.

2

7.2 The dearness allowance is a variable and is determined by the living

index declared by the govt, of India from time to time. HRA & CCA calculation as per the percentage and location/centre. All other allowances to be included.

2

7.3

Provision to deduct various deduction including income tax at source/loan/installments/other recoveries, salary deduction for absence without leaves/half pay leaves, provision of special allowances, increments for professional qualification, Graduation pay, stagnation increments etc. Details of membership in various trade union, deduction membership fees. Details on insurance and its deduction loans(No, amount, Installment Balance), Festival advance (sanction, deduction, balance), EPF,GSLI,Society loan etc. Increments and generation increment sanctions, increments automatic and manual, generation of salary statement branch wise, head wise and individual salary slips, accounting, etc.

2

7.4 Facility to upload data history from existing system for a number of

years/months as decided by the Bank and its updating 2

7.5 Support configuration and parameterization of different pay components

including facility to add / modify / delete pay components 2

7.6 Ability to make changes to rules, tax updates etc. without any code

programming 2

7.7 Capability to run multiple payrolls in a single instance 2 7.8 Support to define pay structure at various levels 2 7.9 Support calculation of different allowances based on user defined

criteria like Single Window allowance, Driver Allowance etc 2

7.10 Capability to arrive at outer limit of salary for a given employee and

check for variation beyond certain user defined percentage and generation of exception report on such occurrence

2

7.11 Ability to define various pay elements like earnings and deductions

using a rules based framework 2

7.12 Maintenance of slabwise details for Basic, DA, HRA, Income Tax,

Professional Tax etc 2

7.13 Capability to group individual earning and deductions and link them to

employees as per their eligibilities 2

7.14 Calculation of overtime and linking such payments with Income

Tax calculation 2

7.15 Ability to run separate payrolls for different categories of Staff such as

Officers, Office Assistants substaff etc. depending on the eligibilities and rules applicable for each category

2

7.16 Support final settlement of salary based on attendance marked, any

other due etc. for the employee who have resigned/retired/deceased 2

7.17 Facility to calculate casual laborer wages for a given period 2 7.18 Ability to support multiple reruns, if necessary, after resetting, before

final payroll generation 2

7.19 Support main, supplementary and partial payroll run 2 7.20 Support Bipartite Settlements/salary/allowances revision arrears

calculation 2


7.21 Ability to modify through front-end changes brought in by Bipartitie settlements. Alternately, support modifications in Software as and when required in view of bipartite settlements as part of Annual Technical Support (ATS) without any additional charges to the Bank, what soever.

2

7.22 Support location based payroll run Problem / error tracking of payroll

run, through error table, priority list for recovery and maintenance of unrecovered amount with facility to fix future installments of recovery

2

7.23 Audit trails to capture batch modifications to employee payroll

information 2

7.24 Support to view pay details of current month, pay history, net amount

paid, unpaid deductions – employee wise and monthwise, financial year wise

2

7.25 Capability to define various formulae and ability to link them to other

calculation formulae / elements such that when there is a rule change only the component which has undergone a change will be effected

2

7.26 Capability to enter formulae not as a code but as a rule using a GUI

based screen such that the code is system generated. System also to have a syntax checker and auto validate formulae options

2

7.27 Facility to indicate taxable earnings, deduction priority, carryover and

partial recovery 2

7.28 Monthly salary payment calculations and generation of related reports,

salary slips, deduction lists, vouchers, tax challans etc. (as per the user-defined criteria like for a branch/ Region etc.)

2

7.29 Pay fixation for all cadres on promotion 2 7.30 Facility to maintain tax rates, standard deduction, investment, rebate,

notional rent, perquisites, like furniture and accommodation etc 2

7.31 Professional tax deductions with exemptions, arrears and generation of

related reports and challans 2

7.32 Calculation of income tax as per rate slabs & standing instructions 2 7.33 Facility to provide investment declaration form in electronic format. The

employee will be required to fill and submit the form electronically so as to automatically updation of salary record and tax calculation by the system

2

7.34 Generation of all types of statutory reports of taxes like Form 16 and

Form 24 in the user defined format (16AA, 12BA AND 27A ) 2

7.35 Generation of employee‘s individual tax return 2 7.36 Generation of ETDS data 2 7.37 Tax rules should be configurable without any additional cost 2 7.38 Calculation of income tax forecast for each employee based on the

employee declaration of savings etc. 2

7.39 Facility to allow income tax exemption & deductions Support

calculations of loss of pay, half pay, strike cut etc. and consequent adjustment in income tax payment etc.

2

7.40 Provision to recover other charges as defined and configured by the

user 2

7.41 Support leave encashment on LFC and also on retirement with

consequent tax adjustments 2

7.42 Release of festival advance and other advances (user defined) against

salary. Employee wise recovery position, recovery list and outstanding balances list – month wise or as user defined

2

7.43 Support calculation and payment of arrear/bonus with consequent

tax adjustments and retrospective benefits. 2

7.44 Payment of medical allowances, recovery and taxation (if any) thereon 2 7.45 Support Recovery of union contributions (Union wise) 2 7.46 Housing loan recovery of bank and outside agencies and updation of it

rebate/deductions 2

7.47 Support payment of educational allowance, mid academic transfer

allowance and any other user defined allowances with automatic updation of it deductions

2

7.48 Processing and sanction of Mid Academic Allowance and Automatic

stopping of the same on expiry of period. 2


7.49 Support recovery of all other types of loans with reports like recoveries made, overdue list etc.

2

7.50 Support calculation and payment of incremental arrears with consequent tax adjustments

2

7.51 Support calculation and payment of salary arrears as per the industry level settlements with tax adjustments

2

7.52 Provide an impact analysis tool for analysis of impact of salary revision 2 7.53 Support payment of arrears calculated in user defined installments or in

lump sum 2

7.54 Support payment of salary to special appointees, temporary staff etc 2 7.55 Support payment of subsistence allowance in case of suspended

employees and facility for rephasing various staff loans when on loss of pay and suspension

2

7.56 Support DRF (death relief fund) and SBS (staff benevolent scheme) or

any other such schemes recovery from employee salary – yearly recovery statement to be given to staff

2

7.57 Support reimbursement with regard to conveyance, medical (normal &

hospitalization) Payment of deputation allowance 2

7.58 Support creation of PF enrolments, nominations and deduction of

Employee contributions to PF and Additional EPF 2

7.59 Support calculation of Employer contributions to PF including both EPF

and FPF part (if applicable) 2

7.60 Support passing of accounting entries for salary payments and

maintenance of related books of accounts, registers. Generation of month wise, quarter wise, half year and year wise statement of accounts

2

7.61 Support upload facility of salary through external diskettes viz. CD / DVD

/flash drives, floppy etc. to effect salary credit to staff current or saving account (All the cost must be quoted on the basis of three years comprehensive warranty)

2

7.62 Support creation of an export file in a pre-determined format for salary

and / or other payments to employees. 2

7.63 Monthly balance and half yearly balance position of various accounts

related to payroll 2

7.64 Facility to calculate Bonus payable projections for a given period 2 7.65 Facility to adjust following types of employee leave with the payroll 7.65.1 Ø Casual Leave 2 7.65.2 Ø Ordinary (earned) Leave/ Privilege Leave 2 7.65.3 Ø Sick Leave 2 7.65.4 Ø Maternity Leave 2 7.65.5 Ø Special Leave 2 7.65.6 Ø Special Casual Leave in lieu of joining time 2 7.65.7 Ø Absence without leave 2 7.65.8 Ø Sports related leave 2 7.65.9 Ø On duty leave 2 7.65.10 Ø Extra-ordinary 2 7.66 Facility for automatic Voucher generation for tax calculation. 2 7.67 Capability to run multiple payrolls in a single instance 2 7.68 Capability to arrive at outer limit of salary for a given employee and

check for variation beyond certain user defined percentage and generation of exception report on such occurrence

2

7.69 Audit trails to capture batch modifications to employee payroll

information 2

7.70 Online page to enable each employee to view/print his pay slip/Income

tax estimation. 2

7.71 Facility for online investment declaration. 2 7.72 Facility for employee to enroll for various HRA options like Normal HRA,

Capital Cost HRA and Rent reimbursement 2


7.73 Facility for employee to enroll for various PF and Pension options like Regular Pension, Contributory pension

2

7.74 Facility for various loan deductions through salary like Housing loan, Vehicle loan, personal loan, Festival advance

2

7.75 Facility for society subscription deduction, group insurance, LIC premiums, Union fee deduction through salary

2

7.76 Facility for calculation and payment of officiating allowance and temporary special pay as per no. of days that employee has officiated

2

7.77 Facility for Normal leave encashment and retirement leave encashment and its linkage directly to salary

2

7.78 Facility for direct CBS upload files for salary, loans and PF 2 7.79 The system should be able to define multiple pay structures 2 7.80 The system should be able to define earning, deduction, contribution

and provision heads for each pay structure 2

7.81 Should compute the dearness allowance (DA) using options such as

Fixed DA, linkage to consumer price index (CPI). 2

7.82

The system should perform tax computation and it should be handled as per Income Tax Act without any need for repeated manual calculations. The tax slabs, rates and surcharges should be maintained by the system and the tax should be computed automatically.

2

7.83

Should handle unlimited number of allowances , deductions. Should be able to configure characteristics for payment, taxability, computation and so on to suit Bank‘s requirements

2

7.84

Should compute various benefits provided to our employees such as Leave Travel Allowance, Medical Reimbursement, Medical Insurance, Furniture, House Rent Allowance, Company Cars, Company Housing and other long term reimbursements and general expenses. Eligibility, computation and taxability should be considered.

2

7.85 Employees should readily be able to see the above mentioned details

online along with their payroll details on their employee profile 2

7.86

The system should compute the Provident Fund, Contributions, Labour Welfare Fund and Professional Tax for all states where applicable at the correct frequency

2

7.87 The system should calculate Gratuity and superannuation for multiple

trusts and user definable contributions. 2

7.88

The system should facilitate investment declaration e-form. The employee will be required to fill and submit the form electronically so as to automate updation of salary record and tax calculation

2

7.89

The system should give Statutory reports relating to PF, Pension, Income Tax, Profession Tax whether they are monthly, half yearly or annual should be available.

2

7.90 The system should be able to generate Tax Challan 2 7.91 The system should capture/access all types of loan details of an

employee and the outstanding balance overdue if any through link with CBS system

2

7.92

The system should be able to file E -TDS returns through nominated agencies by enabling the Bank to compile the data at Branch/Office level and transmission of data to RO in prescribed format, consolidation of all records at RO and filing the same through nominated agencies to NSDL. Similar facility at HO also for HO TDS records.

2

7.93 The system should facilitate perquisite tax calculations and the reports 2 7.94

The system should support passing of accounting entries for salary payments and maintenance of related books of accounts, registers. Generation of month wise, quarterly wise, half-yearly and yearly statements of accounts.

2

7.95 The system should provide an impact analysis tool for analysis of

impact of salary revision 2

7.96 The system should support payment of salary to special appointees,

temporary staff etc. 2


7.97 System should provide link with CBS system to effect the credit of salary, loan installments to their corresponding accounts directly

2

7.98 The system should support Main, supplementary and partial payroll run 2 7.99 The system should support location based payroll run 7.99.1 Ø Date wise statistics on Leave applications processed 2 7.99.2 Ø Month wise statistics on Leave application processed 2 7.99.3 Ø Details LTC more than 2 times during the TAX period 2 7.99.4 Ø PL / SL balance as on date 2 7.99.5 Ø LTC availed during a given period. 2 7.99.6 Ø Encashment of Privilege Leave 2 7.100 The system should be configuring various tax rules (e.g. Income tax,

Professional taxes etc.) announced by Govt. from time to time. 2

7.101 The system should calculate and deduct Income tax, Professional tax

etc., at the time of: Accrual and Payment 2

7.102 The system should support for all statutory reports/tax returns, based

on, but not limited to Classification of Taxes, Accounting entity, location/branch, state and nature of transaction (User modifiable format)

2

7.103 The system should support all types of report generation such as : 7.103.1 Ø Checklist summary of changes made in each payroll cycle 1 7.103.2 Ø Report on earnings and deductions employee wise/region wise 1 7.103.3 Ø Tracking report on challan submission, statutory returns

submissions 1

7.103.4 Ø Annual claims and closure 1 7.103.5 Ø Loans and recovery status etc 1 7.104 Establishment & Payroll 7.104.1 Provision to Manually adjust taxable earnings (in case of income

from other sources, investments etc.) 2

7.104.2 Generation of month wise, quarter wise, half year and year wise

statement of accounts 2

7.104.3 Facility to upload the overall salary heads of employees in case of non

connected branch (for which fixed format has to be generated by vendor)

2

7.104.4 Facility to provide the authorization for any type of posting in payroll. 2 7.104.5 Income tax & estimation reports should be generated on half yearly/user

defined periodicity basis along with confirmation reports. 2

7.104.6 Addition/subtraction clause to be included for pay elements i.e. special

allowance. 2

7.104.7 Bilingual pay slip generation is required to be created. 2 7.104.8 Festival advance reports for individuals and department wise is required

to be generated. 2

7.104.9 Increment processing & releasing of increment of employee to be made

automatically The system must allow manual intervention 2

7.104.10 Generation of perquisite calculation reports (PF loan, Car loan, OD) 2 7.104.11 Non-trust hospitalization availment reports should be generated for tax

calculations. 2

7.104.12 Establishment report to be generated half-yearly. 2 7.104.13 LFAR & Tax audit report to be generated on half yearly basis. 2 7.104.14 Facility for automatic Voucher generation for tax calculation. 2 7.104.15 Facility for generating Union/Welfare Associations/executives club

membership details/records alongwith monthly subscription. 2

7.104.16 Facility for Generation of tax estimation report as and when required 2 7.104.17 Facility for Generation of Memberwise festival advance report. 2 7.104.18 Facility for Generation of Leave Encashment report(Daily report and

memberwise report) 2

7.104.19 Facility for Incorporation of Addition / Subtraction facility for amount

payable and amount recoverable. 2

7.104.20 Facility for perquisite calculations. 2 7.104.21 Facility for the generation of tax report for hospitalization against

non trust hospitals. 2

7.104.22 Facility for Furniture perks & deductions basing on the value of furniture

provided. 2

7.104.23 Facility for the declaration and details of dependents. 2 7.104.24 Increments, EB increments, sanction / restoration Of increments/ 2


basic pay in punishment cases, shifting of the date of increment due to LOP etc., special increments for CAIIB /Graduation etc.

7.105 Salary attachment : 7.105.1 Maintaining General & Memberwise Registers. 2 7.105.2 Starting & stopping deduction. 2 7.105.3 Maintaining memberwise and order wise accounts. 2 7.105.4 Provision of Suspending and Restoring deduction of particular order on

receipt of another order. 2

7.106 Reports : 7.106.1 Memberwise orders received. 2 7.106.2 Memberwise & Orderwise ledger. 2 7.106.3 Monthly remittance letters. 2 7.106.4 Monthly deduction report Memberwise & Member cum 2 7.106.5 Beneficiary wise 2 7.106.6 Capability to map with New Pension Scheme (NPS) w.e.f.

01.04.2010. 2

7.106.7 Calculation of Tax on Terminal Benefits/ Leave encashment. 2 7.106.8 Capability to calculate salary as per different dispensation as may be

required till regulations are amended. 2

7.106.9 Processing of various staff loans based on user defined eligibilitycriteria.

System should have the flexibility to allow the user toconfigure different type of loan products

2

7.106.10 Maintenance of loan disbursement details 2 7.106.11 Facility to provide online application for the loan 2 7.106.12 Online approval/rejection of loan by the concerned official 2 7.106.13 Facility to communicate about the sanction/rejection of loanapplication

online or through email etc. 2

7.106.14 Capturing of all types of loan details of an employee 2 7.106.15 Facility to update the details of the loan of the employees online oras

and when such details are received from the branches/offices 2

7.106.16 Updation of rebate/deduction during recovery of loan andaffecting the

employee‘s tax accordingly 2

7.106.17 Maintenance of loan registers 2 7.106.18 Generation of all types of loan documents, related reports etc.,and

also dynamic query facilities 2

7.106.19 Facility to store physical documents associated with loans (e.g. legal

forms, deeds etc.) for reference 2

7.106.20 Loan EMI deduction must be directly linked with monthly salary

computation and with accounting books. 2

7.106.21 Details of indirect liabilities of employees and provision for updation 2 7.106.22 On line provision for application for NOC to avail loan under

general public category from The Bank and other Banks and provision for note for approval from Competent Authority, generation of sanction/rejection letter

2

7.106.23 Facility of various benefits after retirement should be possible through

package. 2

7.106.24 In case of staff loan there should be provision to check whether

loan already sanctioned by other banks. 2

7.106.25 Facility for checking NOC with others if there would be education

loan of more than one children. 2

7.106.26 Facility for co-borrower should be there in case of joint-application. 2 7.106.27 Staff Welfare Schemes (Part of Establishment & pay roll) 2 7.106.28 Maintenance of various staff welfare scheme details & preparation of

office notes (bilingual) for different applications 2

7.106.29 Facility to apply/withdraw online by the employee to join various

staff welfare scheme 2

7.106.30 Generation of relevant reports – Also downloadable in different formats

like pdf, excel, word. 2

7.106.31 Payment of conveyance, entertainment, Newspapers Telephone and

other expenses to staff 2

7.106.32 Maintenance of details of allowances paid to each employee month-wise

bases on the application received 2

7.106.33 Online settlement of accounts of concerned officials and passing of

necessary accounting entries to maintain related books of accounts 2

7.106.34 Details of Spouse : Name ,DOB, Employed or Not. 2


7.106.35 Details of Children: Names, DOB,Sch/Coll Fee/Reward 2 7.106.36 Availment : FY & Class. 2 7.106.37 Details of : 7.106.38 a) All availments of Health Check up Date wise. 2 7.106.39 b) Availment of various scales and meters for various ailments 2 7.106.40 c) FY availment of various health schemes. 2 7.106.41 Sanction / Payment of Normal / CAP Cost HRA. 2 7.106.42 Sanction of In Lieu of Accommodation. 2 7.106.43 Income Tax. : Automatic calculation of IT on School/College

Fee/Medical Reimbursement 2

7.106.44 Facility of generating all above reports in system format and converting

in Excel format. 2

7.106.45 Generating reports with some variable general columns like EMP

NO./PFM NO. Name, Design, Department etc.) 2

7.106.46 Facility of office notes for NOC for PP/ VISA / GOING

ABROAD/OUTSIDE EMPLOYMENT /studies/ VRS/ RESIGNATION /POA ISSUE/POA LOST

2

7.106.47 Provision for SWS taxable. 2 7.106.48 Facility of Staff welfare scheme taxable 2 7.106.49 Sanction and disbursement of all bills should be centralized or

decentralized as per the need of the bank. 2

7.106.50 Sanction amount passed with different checks , parameters, tax service

tax rules should be credit in staff account/party account. voucher should be generated for the same.

2

7.106.51 Modification of Canteen Subsidy (Part of Establishment & pay On line

payment of Canteen subsidy to employees after validating 2

7.106.52 Appointment and capturing the details of contractors for the Bill payment

and reconciliation 2

7.106.53 Details of various scholarship schemes of The Bank Acceptance and

processing of applications for grant of scholarships 2

7.106.54 Details of sanctioned scholarships and recording payments made

thereof 2

7.106.55 Generation of all relevant reports regarding scholarship in different

formats like pdf, excel, word etc. 2

7.106.56 Maintaining of data and payment of fees to the vendor for issue of ID

cards to Ex-employees 2

7.106.57 Allotment of cars and other vehicles to executives (Part of

Establishment & pay roll) 2

7.106.58 Capture the details of all the vehicles available to The Bank and the

details of allotments made to different executives. 2

7.106.59 Maintenance of related registers of allotment, cancellation, surrender

etc 2

7.106.60

Capturing the daily employee wise bill payment details in to the database and deducting the consolidated amount at the end of the month from employee‘s salary or Issue of Smart cards to the staff members so as to allow them to pay the bills through the card

2

7.106.61 Information regarding-Officers claiming conveyance reimbursement

on the basis of declaration, petrol/diesel/gas bills in respect of 4/2 wheelers owned by them

2

7.106.62 Reimbursement of expenses incurred for medical check up by

employees over 40 years of age. 2

7.106.63 Financial assistance to employees on LOP on account of major

ailment/operation. etc 2

7.107 Salary 7.107.1 Creation of user defined components of pay like Basic Pay, 2 7.107.2 Computation of the following items (based on the bi-partite settlements

and instructions issued by bank) like:

7.107.2.1 Ø Pay elements applicable to staff 2 7.107.2.2 Ø DA on the components of pay as indicated above, 2 7.107.2.3 Ø Family Allowance, Local Allowance / city compensatory allowance,

House Rent Allowance as % of Basic Pay; in case of Group C employees option for availing allowance on per child norm also

2

7.107.2.4 Ø Fixed split duty allowance and transport allowance for Group B

and C staff 2

7.107.2.5 Ø Fixed conveyance allowance (physically handicapped) and

functional allowance applicable to Group A, B & C staff 2

7.107.2.6 Ø Overtime allowance on hourly basis on pay + DA as applicable to

the concerned month 2


7.107.2.7 Ø Calculation of salary on the basis of pay components as indicated above giving effect to annual increments falling due in respective months, adjustment of salary on account of sick leave with half pay, extra ordinary leave without pay and allowances, revised pay on promotion, acquiring qualification of JAIIB/CAIIB/PhD.

2

7.108 Exceptions 7.108.1 In case of study leave, only Pay and DA to be paid as per policy of Bank 2 7.108.2 Incase of BMOs, Pay and allowances calculated on per hour basis. 2 7.108.3 Effecting various recoveries like : 7.108.3.1 Ø PF, APF 1 7.108.3.2 Ø House Rent, Lounge/Canteen subscription, medical premium,

Group Life Insurance 1

7.108.3.3 Ø Statutory deductions - IT and Education Cess, Professional Tax

etc 1

7.108.3.4 Ø Subscriptions for associations/ sports clubs 1 7.108.3.5 Ø Installments of loans and advances granted to employees (like

consumer, computer, festival, professional, flood relief, vehicle, housing including the interest on the loans, HPF RTA and other loans)

1

7.108.3.6 Ø Charges/court attachments 1 7.108.4 Updation of recoveries in respect of dues to State-wise Bank Employees

Cooperative Credit Societies, LIC, etc. 2

7.108.5 Ability to handle salary payments on different dates in different states 2 7.108.6 Facility to effect pay types based on user defined cycles of pay (hourly,

daily monthly) 2

7.108.7 Facility to restrict the administrative functions to a few select salary

users 2

7.108.8 Availability of data uploads facility to upload historical salary data 7.108.9 Maintenance of slab wise details for statutory elements like : 7.108.9.1 Ø Income Tax,, PF/APF, Professional Tax state wise as well as user

defined elements 2

7.108.9.2 Ø Calculation of pay elements for Leave encashment and report for

IT calculations of the concerned employee – Link to Leave Administration

2

7.108.10 Maintaining information pertaining to investments made by the

employee to avail of tax rebates based on statutory legislation-direct savings declaration

2

7.108.11 Generation of various reports/certificates (user defined format with

reference number) 2

7.108.12 Support for major statutory reports 2 7.108.13 Calculation of tax on perquisites given to the employee 2 7.108.14 Calculation/ Recording of employees‘ perquisites and other information

relevant in computing their tax liability as tax components 2

7.108.15 Defining the tax rules to determine employees‘ tax liability as per

changes by the Central Govt.,/ local statutory legislation for arriving at the actual tax liability of employee

2

7.108.16 Automatic calculation and deduction of tax 2 7.108.17 Capability to provide tax patches /Form 24 Q patches to automatically

take care of tax calculations on changes in tax laws 2

7.108.18 Projection of the tax liability of an employee for the period within a tax

calendar and providing tax planners to the employee 2

7.108.19 Provision to record other table earnings (in case of income from other

sources, investments) 2

7.108.20 Handling of exemptions and rebates as per the Income Tax Rules 2 7.108.21 Calculation of HRA rebate for income tax 2 7.108.22 Handling of exemptions and rebates LFC and medical exemptions as

per IT Rules 2

7.108.23 The system should provide for online and adhoc calculation of

employees pay slip amount 2

7.108.24 The system should carry out evaluation of different scenarios for change

in salary structures 2

7.108.25 The system should display the status of the salary calculations 2 7.108.26 Scope for multiple times test run of salary, before finalization to ensure

accurate pay computation 2

7.108.27 The system should have the ability to establish the limits for each

deduction based on employee, job classification, benefit plan, salary 2

7.108.28 The system should have the ability to take deductions in the current

period or any pay period or periods selected , in any user defined 2


frequency selected between user defined start and stop dates, until limit is reached

7.108.29 Maintaining the start and stop dates for deductions on the employee master file on user defined employee

2

7.108.30 Facility to effect mass changes on deduction amounts, example staff welfare fund deduction, Subscriptions to Association/ Sports clubs

2

7.108.31 Reversal of deduction, to be included in next salary if incorrectly withheld

2

7.108.32 Deduction of amounts is determined by amount of earnings, percent of earnings

2

7.108.33 Prioritization of deduction based on the separate priority numbers allotted to the deductions (statutory/non-statutory)

2

7.108.34 Ability to be prompted by system when employee status changes on account of grade change / transfer

2

7.108.35 For each employee system should use Employee Master Data of HRMS for :-

7.108.35.1 Ø Name of employee PF Account No 2 7.108.35.2 Ø Employee No for salary purpose 2 7.108.35.3 Ø Office Code UIN 2 7.108.35.4 Ø Name of Father/Husband Date of birth 2 7.108.35.5 Ø Basic Pay 2 7.108.35.6 Ø Designation 2 7.108.35.7 Ø Date of joining service Month of Increment Option for pension 2 7.108.35.8 Ø Nomination details 2 7.108.35.9 Ø Name & Address of nominee 2 7.108.35.10 Ø Age of Nominee 2 7.108.35.11 Ø Other user defined fields 2 7.108.35.12 Ø Availability of mandatory forms and reports like the following but

not limited to:

7.108.35.13 Ø IT declaration form/quarterly ETDS, salary certificate earnings

/other income outside salary 2

7.108.35.14 Ø PF Form 3A Form 6A 2 7.108.35.15 Ø Form F7 Form F8 2 7.108.35.16 Ø Salary Register 2 7.108.35.17 Ø Leave Register Pay Slip 2 7.108.35.18 Ø Form 16 Form 16 AA 2 7.108.35.19 Ø Form 24Q - Quarterly returns Form 7 B 2 7.108.36 The system should have an online Investment Declaration Form 2 7.108.37 The system should have the ability to provide an online pay slip through

ESS 2

7.108.38 The system should have the provision for generation of standard and

ad-hoc salary reports 2

7.108.39 The system should have the provision for generating user defined

reports 2

7.108.40 Automatic update of salary database for changes in employee record

without interfering with salary processing (eg promotions in the middle of month)

2

7.108.41 Automatic update of salary database when pay rate changes occur 2 7.108.42 The system should have the provision for back dated calculations and

should have the provision to suspend salary runs (cases of salary not drawn). Provision for deletion/ disable of salary for chronic leave takers from the main salary. Facility to be provided to enter the details of the salary calculated and paid by ROs in such cases

2

7.108.43 The system should have the ability to reflect salary adjustments in

correct pay period for over time as well as leave adjustments 2

7.108.44 The system should have the capability to deduct the loans and

advances in subsequent pay periods with a single transaction 2

7.108.45 The system should have the ability to maintain the salary information i.e.

Record of all pay of all activity for each employee for a user specified period

2

7.108.46 The system should have the ability to link with punishments i.e.

Suspension should result in subsistence allowance (user defined) 2

7.108.47 The system should have the provision for arrears calculation on account

of salary revision, refitment, reinstatement, retrospective release of increments/allowances

2


7.108.48 For retired employees: Provision for arrears calculation including gratuity, Calculation of Income Tax and Professional Tax during retirement

2

7.108.49 The facility to support provisions of IT as applicable to different financial

years 2

7.108.50 The facility to store the income tax computation of past 3 to 5 years data

along with the current year 2

7.108.51 Facility to generate the salary projections every quarter and provide

display and print the same for ROs information 2

7.108.52 Facility to generate the statutory reports or user need based reports as

and when required as per statute/as per user 2

7.108.53 Facility to fill the returns online directly from the package into the NSDL

application for filing 24Q quarterly returns 2

7.108.54 Facility to download Form 24Q quarterly return data and file the return

manually with TIN facilitators. Various reports related to this module as per the requirement.

2

7.108.55 Facility to load the data manually where the corrections are needed or

changes warranted 2

7.108.56 Facility to the individual returns online which may be provided through

facilities with the TIN providers during the days to come 2

7.108.57 Interface for credit/debit to employees/office accounts 2 7.108.58 Provision to generate the following Income Tax related reports 2 7.108.59 Tax deducted for employee for given month Tax deducted for an

employee (HO & RO wise) Income Tax declaration form 2

7.108.60 Rent paid details in Form 3 2 7.108.61 Other Income for Form 8(1) for deduction u/s 80DDB 2 7.108.62 Tax investment report year-wise TDS at source year-wise Annexure to

form 12 C 2

7.108.63 Salary paid for full year (IT Review - Projection) Annexure 2 form No. 8E 2 7.108.64 Anenxure 2 form No.8E Arrears or advance salary 2 7.108.65 Form for sending particulars of income u/s182 (2B) for year ending 31

March 2

7.108.66 Form 8 BA List of users 2 7.108.67 Tax deducted for the FY Yearly tax paid details 2 7.108.68 Form 24Q deduction details report Form 24Q salary details report Form

24Q section 8 report 2

7.108.69 Form 24Q section 16 report 2 7.108.70 Form 24Q perks report 2 7.108.71 Form 24Q section 80 report Form 24Q section 88 report Income Tax for

FY 2

7.108.72 Provision to generate the following reports related to E-TDS Details of

challans remitted 2

7.108.73 Particulars of deductees 2 7.108.74 Challan-wise reports (for particular challan with details of TDS remitted

through that challan) 2

7.108.75 Reports 27 A - Report for filing of TDS returns Details of employees with

PAN particulars 2

7.108.76 Details of salary particulars with investment / rebate details 2 7.108.77 Report on perquisite details paid to the employees 2 7.108.78 Provision to generate the following reports related to salary 2 7.108.79 Main salary report/ Pay-order for sanctions Component-wise details of

main salary 2

7.108.80 Salary reports (Grade-wise or pay-wise) to be sent to ROs 2 7.108.81 Details of reports (Grade-wise or pay-wise) sent to ROs with amount 2 7.108.82 Report (Grade-wise or pay-wise) to be raised on any RO having

earnings less than deduction 2

7.108.83 Summary report of earnings and deduction for the ROs Total summary

of account wise earnings and deductions 2

7.108.84 Staff no-wise various advances ledger Staff no-wise master earnings

report Salary crediting sheets to be sent to Branch/ROs 2

7.108.85 Salary calculation error/negative earnings/ subsistance/APF

unrecovered/no salary report RO-wise, slab-wise professional tax recovered report,

2

7.108.86 End of job statistics for the salary slips generated 2 7.108.87 Report on PF deductions recovered from the salary to be submitted to

PF section 2


7.108.88 Report on various other recoveries deducted from the salary to be submitted to various sections

2

7.108.89 RO-wise report on society deductions recovered from the employees 2 7.108.90 Annual report on salary paid/establishment expenses component wise

to be generated 2

7.108.91 Report of the members for all the unions/ societies 2 7.108.92 Report on quarters and HRR recovered from the salary 2 7.108.93 Administration of Group Saving Life Insurance 2 7.108.94 Enrolment of employee into the scheme - inclusion of new insurance

schemes 2

7.108.95 Recovery of monthly premium from salary - towards insurance schemes

availed by employees 2

7.108.96 The system must capture at least following insurance details: Policy

Number, Risk Covered, Name of the insurer, Period of insurance, Premium paid, Terminal value of settlement

2

7.108.97 Provision for remittance of insurance premium deducted from salary at

Branch Level/Head Office Level 2

7.108.98 Consolidation of premium and remittance to LIC on a specified period

(Monthly, annually, etc) 2

7.108.99 Reimbursement of premium to employees at specified interval (eg.

Quarterly) 2

7.108.100 Change in premium amount done based on change / revision in policy

availed 2

7.108.101 Change in category of members done at the time of annual renewal 2 7.108.102 Generation of Master list at the time of annual renewal 2 7.108.103 Receipt of claims from retired and expired employees 2 7.108.104 Passing of payment to employee on receipt of same from LIC 2 7.109 Salary attachment : 7.109.1 Maintaining General & Member wise Registers. 2 7.109.2 Starting & stopping deduction. 2 7.109.3 Maintaining member wise and order wise accounts. 2 7.109.4 Provision of Suspending and Restoring deduction of particular order on

receipt of another order. 2

7.111 The system should support creation and maintenance of the Bank's

Branch master which can be directly linked to the payroll 2

7.112 The system should support calculation of withheld salary of relevant

period and also recover the salary which was released earlier for that period basing on leaves sanctioned

2

7.113 The system should calculate salary for the employees who are on long

absence on actual attended days 2

7.114 Previous Months Unpaid salary pay in the current month as Arrears

Salary 1

7.115 With holding & Release of Salary 2 7.116 PF Loan : Recording of application Inward and forwarding date to PF

Office. 1

7.117 Provision to capture the application and sanction details of TA granted

to officials deputed from sponsor bank/other institutions. 1

7.118 Provision capture the details of salary reimbursed to sponsor bank

related to the officials deputed from sponsor bank along with the service tax.

1

Worksheet Total Payroll

699


Leave Management Sr. No. Particulars Bank


Comments (VC)

8 Leave Management

8.1 The system should maintain all types of leave like 8.1.1 Ø Privilege Leave (PL) 2 8.1.2 Ø Casual Leave (CL) 2 8.1.3 Ø Maternity Leave (ML)/Paternity Leave (PL) 2 8.1.4 Ø Sick Leave (SL) - Full Pay/Half Pay 2 8.1.5 Ø Extra-ordinary leave (medical and non medical) 2 8.1.6 Ø sabbatical leave 2 8.1.7 Ø special leave 2 8.1.8 Ø Special Casual Leave 2 8.1.9 Ø Unauthorized Absence 2 8.1.10 Ø Sports Related 2 8.1.11 Ø Unavailed Casual Leave (UCL) 2 8.1.12 Ø LOP 2 8.1.13 Ø Absence without Leave (AWL) 2 8.1.14 Ø On Duty Leave 2 8.2

The system should have provision to add new type of leave with leave rules 2

8.3

The system should be able to identify all public holidays and Bank holidays as well as log holidays declared as per NI Act in different states which are automatically identified and taken into account when leave is calculated.

2

8.4 The system should have the provision of leave approvals granted post facto

and highlight such cases 2

8.5

The system should have the provision to initiate SL of 30 days/year for 18 years post completion of 11 months and re-initiate SL for max 90 days/year post 24 years of service completion

2

8.6

In case of Sick leave, the system should have the provision of uploading the requisite medical certificate of the employee as per number of leavesbased on his cadre

2

8.7 The system should have facility to convert unavailed CL to Special Leave as

per the no. of year limits specific cadre wise 2

8.8

The system should credit PL annually based on number of days worked (1:11 days of working) with accrual limit of 240 days and send emailers to employees on the same

2

8.9

The system should maintain leave rules for availing leave, encashment of leave, accrual of leave, lapsing of leave, ceilings for accumulation of leave etc. for each categories of employees

2

8.10 The system should maintain leave rules on pre-fixing and suffixing with other

leaves/holidays and barred combination of leaves 2

8.11

The system should support exception workflows to support leave requests and sanction/rejection by competent authority keeping Personnel dept. informed

2

8.12

The system should record leaves availed and balance leave calculation at any point of time and support report generation employee wise, grade wise etc

2

8.13

The system should maintain rules on minimum and maximum no of days at a stretch in a specific type of leave and track any deviations in leave request cases

2

8.14 The system should link leave record to payroll and employee history 2 8.15 Capability of record keeping and maintenance of historical data 2 8.16 Capability to integrate the time management with leave management 2 8.17 Capability to mark attendance through on-line with authentication feature

(Manual Intervention to be allowed with Authentication fetures) 2


8.18 Capability to integrate with pay-roll module for calculation and recovery of loss of pay etc.

2

8.19 Capability to provide the Manager consolidated status of present/absent employees working under him/her.

2

8.20 Capability to intimate the controlling officer when an employee goes on unauthorized leave (unmarked attendance)/returns back from unauthorized leave/extends leave/reports in the middle of the sanctioned leave period (along with appropriate reduction in sanction)

2

8.21 Facility for Unavailed Casual Leave (UCL) as per Bi-partite settlements/

Officers' Service Regulations. 2

8.22 Provision of Extended PL after 240 leaves and should be taken within 3

months. 2

8.23 Provision of not counting LFC block and calculating the leaves of next year on

prorated basis if employee go for LFC on 25 dec to 15 jan . It will calculate current year leave & next year leave upto 15 jan.

2

8.24 Info system for maintaining record of sponsor bank, NABARD, RBI, ministry

letters received, action taken, reply sent (reference no) etc., 2

8.25 Info system for maintaining the details of clarifications concerning policy

matters sent to Regional Office/Circle on various service conditions 2

8.26

The system should have function of transfer people from one leave structure to another leave structure with balance of leave in previous structure (on promotion from Office Assistant to officer)

2

8.27 The system should be able to provide alerts on any deviation from the

approved leave and escalate to HR and Reporting manager 2

8.28 The system should support online approval , rejection, intimation of status of

application 2

8.29 The system should have the provision of uploading of manual application and

approval/rejection in case of non connectivity/special circumstances 2

8.30 The system should have leave cancellation, leave extension/ amendments

advancement and postponement of leave 2

8.31 The system should be capable of conducting analysis of Leaves taken by all

employees in order to decide leave calendar for next year 2

8.32

The system should allow users to view leave balances on any date (past, current or future) and prospective leave should be based on approved, leave pending approval.

2

8.33 The system should be able to have leave requests altered at any stage, even

after the the leave has been approved, or after the leave was taken. 2

8.34 The system should interface between attendance captured with that of leave

record 2

8.35 The system should have linkage between leave record to payroll module to

calculate leave liability (loss of pay) 2

8.36 The system should store record on the lapsed PL for any future consideration

if any 2

8.37 The system should allow online request and sanction/rejection for LFC by the

employees based on the block 2

8.38 Support for LFC cancellations/extentions/postponement etc 2 8.39 The system should process leave encashment as per policy defined

cadrewise limits 2

8.40 The system should allow maintainance rail/air fare ticket rates with respect to

distance limits to compare against actual claims 2

8.41 The system should allow online re-imbursement claim process with uploading

of requisite supportings by the user 2

8.42 The system should maintain master of dependents details to check eligbility

to LFC ticket supportings 2

8.43

The system should ensure the rules of LFC blocks relating to number of years, home town/anywhere in India and distance limits are pre-checked during approval as well as re-imbursement

2

8.44 The system should allow online user application of LFC advances and

approvals by competent authority 2


8.45 The system should facilitate generation of reminder letters to employees who have not submitted LFC re-imbursement claims within the prescribed time period from LFC availment

2

8.46

The system should support passing of all acounting entries, vouchers and maintenance of relevant registers (payments to employee, travel agencies etc) post adjustment of LFC advances taken if any

2

8.47 The system should support recovery of LFC advances in case of cancellation

of LFC 2

8.48 The system should maintain Leave encashment record 2 8.49

The system should enable alternate approvers for leave to be added or changed which can either be selected by the approver or the employee applying for leave - this may include situations where the maneger is already on leave or the person is on temporary secondment and therefor an additional approver is required.

2

8.50 Management of Leave Fare Concession 8.50.1 Management of LFC (Part of Leave & LFC). Details like Block period , sub

blocks, type, starting date, ending date, encashment of leave, sanction/rejection with reason- orders to be automatically generated, provision for LFC modification, change in destination and orders

2

8.50.2 Facility to apply online for LFC by the employees 2 8.50.3 Support online approval for LFC by concerned authority 2 8.50.4 Support LFC cancellation, extension, postponement etc. 2 8.50.5 Ability to facilitate actual LFC type within a given period of years 2 8.50.6 Ability to sanction Encashment of LFC based on pre-defined parameters

separately for different category of employees. 2

8.50.7

Ability to maintain air/railway/transport rates with respect to distance covered 2

8.50.8

Sanctioning the LFC TA based on the entitlement being arrived from the approved distance for different cadre by parameterising the eligible distance

2

8.50.9 Sanction of advance against the LFC application and generation of vouchers

and accounting entries 2

8.50.10 Processing the calculation of final LFC bill as per the eligibility and payment

/recovery of amount after adjusting advance paid, if any. 2

8.50.11 Auto trigger / reminder for non settlement of LFC bill within the prescribed

time 2

8.50.12

Payment of local conveyance charges to the award staff as per LFC eligibility 2

8.50.13 Follow up of outstanding suspense entries with staff members – reminder and

triggers, including e-mail / sms alerts. 2

8.50.14 Passing of all accounting entries, generation of vouchers and maintenance of

all relevant registers 2

8.50.15 Generation of all relevant reports and MIS reports 2 8.50.16 Advance payment for self and dependents should be accepted in LFC in

single block. LFC for different blocks but availed in same year should be accepted.

2

8.50.17 Bill payment in part amount should be possible. 2 8.50.18 Entry should be adjusted or be recovered if LFC Claimed in advance should

be cancelled due to any reason 2

8.50.19 Facility of extending the LFC block 2 8.50.20 Authorization from respective department is done online. 2 8.50.21 Modification of entries is possible through officer and above cadre. 2 8.50.22 Calculate perquisite value on eligible amount of LFC for visiting abroad /

applicable due to any other reason. 2

8.51 Leave Administration 8.51.1 Maintenance of leave register (service sheets) for all types of leave for all

employees 2


8.51.2 Leave (counting or not counting for Increment/Qualifying Service). Provision for adding any new leave type.

2

8.51.3 Provision to differentiate leave types which will be considered for active service and inactive service for the purpose of credit to ordinary leave balance

2

8.51.4

Ability to maintain rules for leave - rules for availing or grant of leave, rejection of leave, encashment of leave, accrual of leave, lapsing of leave, ceiling on accumulation of leave, ceiling on spells of leave during a year, rules for combination of various type of leave allowed, minimum and maximum number of days of leave per spell, etc.

2

8.51.5 Ability to link with attendance system and should be able to take into account

the absence due to official reasons. 2

8.51.6

Ability to generate alert to the supervisors if someone remains absent without approval for more than a particular no. of days and enable the supervisor to send notice to the employee, if necessary. Letter should be generated by the system itself and automatic mail should go.

2

8.51.7

Ability to maintain festival / holiday calendar (as per NIA) for different states. 2

8.51.8

Provision to receive leave application online through Self Service Module and recommendation by immediate supervisor also through Self Service Module.

2

8.51.9 Ability to automatically update the leave details, once leave application is

approved by the appropriate authority. 2

8.51.10 Ability to support the performance appraisal system 2 8.51.11 Ability to assess bad leave record as per rules and review of leave record for

sending warning to the employee. 2

8.51.12 Support online application, recommendation by appropriate authority,

processing by the Leave Section and approval by competent authority. 2

8.51.13

Provision for caution the forwarding authority in case more than a given percentage of employees of the cadre already sanctioned with leave during the period for which the current request is being processed.

2

8.51.14

Provision for automatic credit of different type of leave and also provision for manual credit / debit / modification / cancellation etc. with specified reasons.

2

8.51.15

Facility for cancellation/modification of leave wherever permitted as per the existing provisions - automatic credit to balance if accepted by competent authority

2

8.51.16

Link leave management to payroll for recoveries in case of regularisation of absense by post-facto sanction of leave without pay or with half-pay/quarter pay

2

8.51.17 Link leave management to pay roll for payment of encashment of leave 2 8.51.18 Facility to enquire on leave balances at any time 2 8.51.19 Record LTC incidental advance / Encashment alongwith Set period (which is

recorded in Service Sheet) and link to GAD-Bills module / Leave Section. 2

8.51.20 Support leave encashment / accumulation as per the rules laid down by the

Bank. 2

8.51.21

Provision to store LTC details of the employee like Block Start date, block end date and change of the block end date on expiry of the block automatically.

2

8.51.22 Provision to receive the LTC application online along with the leave

application and sanction and conveying the same online. 2

8.51.23 Provision for extending the LTC set of the employee. 2 8.51.24

Provision to block the LTC set of the employee in case the spouse is also working in Bank and availing LTC. However, Encashment of leave will be available, if the employee, is eligible for such facility, otherwise.

2

8.51.25 Provision to process Leave Encashment and deduction of Income Tax as per

rules, along with LTC. 2

8.51.26 Provision for reversion of leave encashment and block in case of subsequent

modification by employee. 2


8.51.27 Provision to sanction encashment of leave accrued at the time of retirement/resignation/death of an employee - i.e., on exit and sanction of permitted percentage of leave at the time of resignation.

2

8.51.28 Provision to generate intimation to employee about PL/SL at Credit with

reference to overflow of leave 2

8.51.29 Facility to store other types of absence from duty due to on-duty, joining time

etc. separately. 2

8.51.30 Provision to sanction all the back dated leave applications with a procedure

for re-calculation of PL due to resultant change in active working days. 2

8.51.31

Provision to have all the entries authorised by the supervisor without which the transaction will not be saved, with a maker - checker concept and an audit trail for all the transactions that take place.

2

8.51.32 Provision for generation of leave pass sheet of the employee at any given

date with all the requisite date. 2

8.51.33

Provision for generation of list of employees availing leave which affects the salary payment of the employee during a month and linkage to salary module.

2

8.51.34

Provision of generation of reports on various permutations and combinations as per the Bank's requirement as also the reports as available in the existing leave module.

2

8.51.35

Provision for entering the name, address, contact phone no of the panel Doctor so as to generate the letter referring the employees to the Panel Doctor wherever called for.

2

8.51.36 Provision to enter details of strike whenever occurs, and display of an alert

message wherever the strike coincides with the leave of the employee. 2

8.51.37 Provision to generate memo to all the employees who have participated in the

strike. Provision to generate a list of participants in the strike. 2

8.51.38

Provision to enter the staff no. of the office bearers of different unions/associations, no. of days of special leave they are eligible for and provision to sanction the same up to the limit entered.

2

8.51.39

Provision to enter the maximum limit of leave that can be availed under various categories and to sanction upto this maximum limit only for various kinds of leave

2

8.51.40 Provision to mark attendance on-line through HRMS or through a link to the

swipe card/contact less card system/biometric. 2

8.51.41 Provision to freeze the leave balance and LTC block of officers on study

Leave / on EOL to join spouse. 2

8.51.42 Provision to administer leave at the regional office level for all staff except for

officer in charge. 2

8.51.43 Facililty to generate reports of 'blood donation' made by the employees during

a particular period basing on the leave taken for that purpose. 2

8.51.44

Automatic generation of reports as on the beginning of each year in January, containing the details of employees not availing any category of leave during the preceding calendar year.

2

8.51.45

Automatic generation of reports as on the beginning of each year in January, containing the details of foreign visits made by employees on own account/ LTC during the preceding calendar year.

2

8.51.46 Provision of calculate the number of days of leave availed by any employee

for the purpose of confirmation and active service norms. 2

8.52 Provision to generate the following reports : 8.52.1 Ø Date wise statistics on Leave applications processed 1 8.52.2 Ø Month wise statistics on Leave application processed 1 8.52.3 Ø Details LTC more than 2 times during the TAX period 1 8.52.4 Ø Balance of all leaves (PL/SL etc) as on date 1 8.52.5 Ø PL encashed 1 8.52.6 Ø LTC availed during a given period. 1 8.52.7 Ø Encashment of Ordinary Leave 1 8.53 Online application through Self Service Module for payment 1 8.54 Calculating amount to be paid based on the user defined criteria 1


8.55 Calculating required TDS 1 8.56 Linking payment details with Payroll modules 1 8.56.1 Ø Checklist summary of changes made in each payroll cycle 1 8.56.2 Ø Report on earnings and deductions employee wise/RO wise 1 8.56.3 Ø Tracking report on challan submission, statutory returns submissions 1 8.56.4 Ø Annual claims and closure 1 8.56.5 Ø Loans and recovery status etc 1 8.57 Ability to Automatically calculate Overtime and pay in Payroll 1 8.58 Approval procedure for Overtime 1 8.59 Facility to compute Compensatory Off as an alternative to 1 8.60 Ability to input Time events (Clock-in , clock-out) on-line or off-line 1 8.61 Automatic Recalculation of Overtime , Attendance, Leave in case 1 8.62 Ability to calculate Attendance based Leave earnings like PL 1 8.63 Facility to have different methods of data capture 1 8.64 Integration with existing Access Control System 1 8.65 Leave and attendance maintenance 8.65.1 Leave and attendance administration (Part of Leave & LFC) 2 8.65.2 Maintenance of leave calendars for different types of leave depending upon

the type and scales of the employee 2

8.65.3 Leave register containing records of all types of leave, employee-wise 2 8.65.4 Sabbatical leave with a provision to add any new type of leave which may be

introduced on a future date with a provision to differentiate them as leave which will be considered as active service and inactive service for the purpose of calculation of P.L credit

2

8.65.5 Ability to store the days declared as HOLIDAY under N.I Act in different

states 2

8.65.6 Support online application and approval of leaves 2 8.65.7

Support a fixed uploadable format for the branches / offices when connectivity is down and facility for upload of same through e-mail / another branch.

2

8.65.8 Ability to maintain all types of leave including automatic credit of leave and

also provision for manual credit / debit / modification / cancellation etc. 2

8.65.9 Leave cancellation and leave extension/ amendments advancement,

postponement of leave 2

8.65.10 Ability to check leave balance availability at any time against current request 2 8.65.11 Ability to maintain muster roll of various departments with time in/out in

office, and should be linked to Biometric scan reader/Proximity card system at the places where such system exists/comes in operation.

2

8.65.12 Ability to link to Biometric scan reader/Proximity card system for attendance

at the places where such system exists/comes in operation. 2

8.65.13 Support extraordinary leave or loss of pay 2 8.65.14 Support leave encashment / availment / carryover processes administration

as per the statutes laid down by the government / bank 2

8.65.15 Support interfacing of attendance captured with that of leave record 2 8.65.16 Facility to generate report periodically where the leave sanction is required

post facto, but the employee has not applied for sanction 2

8.65.17 Facility to caution the forwarding authority in case more than a given

percentage of employees of the cadre already sanctioned with leave during the period for which the current request is being processed

2

8.65.18 Provision to store the lapsed portion of P.L and permit the employee to avail

the same up to a future date incase the same is permitted by the competent authority

2

8.65.19 Provision to block the LFC block of the employee in case the spouse is

working in our Bank and availing LFC However, Encashment of leave should be available, if the employee is eligible for such facility, otherwise

2

8.65.20 Provision to process LFC application separately against a leave already

sanctioned 2


8.65.21 Provision to process Encashment for a LFC already sanctioned 2 8.65.22 Provision to modify / cancel the number of day‘s encashed. 2 8.65.23 Provision to process one or more day encashment to contribute to

P.M.R.F/other with all validations (letter to be generated) 2

8.65.24 Provision to sanction Encashment of P.L accrued at the time of retirement /

death of an employee and sanction of permitted percentage of leave at the time of resignation

2

8.65.25 Provision to generate a letter to the employee informing him / her the annual

P.L credit given to their account 2

8.65.26 The period of unauthorized absence and extra ordinary leave under non

medical ground beyond the prescribed leave should be linked to terminal benefit like pension/gratuity, to arrive at the eligibility

2

8.65.27 Provision to store other types of absence from duty due to On duty, Joining

time etc., separately 2

8.65.28 Provision to generate the P.L balance of all employees as on a given date 2 8.65.29 Provision to get the list of employees sanctioned with leave to visit abroad 2 8.65.30 Facility to convert balance casual leave to unavailed casual leave (UCL) and

also for tracking Unavailed Casual Leave (UCL) and its lapse after pre-defined period.

2

8.65.31 Provision of additional sick leave as on date after completion of pre-defined

service period. 2

8.65.32 Provision for the cancellation of authorized leave / encashment of PL. 2 8.65.33 Provision of sanctioning / extending leave beyond specified limits for

individual employee, a group of employees or across the organisation. Provision for providing time cap / expiry period / expiry date for such additional provisions.

2

8.65.34 Provision of sanctioning leaves of employee who is on Contract Basis. 2 8.66 Facility to calculate (on Prorata basis if required) and credit leave during the

first year of joining 1

8.67 Provision to postpone the deduction of leave/loans etc., 1 8.68 LFC Surrender & encashments depending on number of passengers on the

eligible mode of transport and cadre 2

8.69 Leave Encashment Fund : Capture the details of remittance and withdrawals,

calculation of interest and generation of connected reports 1

Worksheet Total Leave Management

357


Staff Re-imbursements and Welfare Sr. No. Particulars Bank's


Comments (VC)

9 Staff Re-imbursements and Welfare

9.1 The system should Issue NOC for Passport, VISA, higher studies and any other purpose including NOC for re-employment of retired employees as well as existing employees.

2

9.2 The system should facilitate generation of No Objection letter for availing loan

from other Banks, financial institutions or other entities. 2

9.3 The system should maintain various staff welfare scheme like mediclaim,

subsidised canteen details and generation of relevant reports 2

9.4

The system should maintain details of allowances paid to each employee month-wise based on the applications received like college fee, school fee, with progress report to do concise reporting on a periodic basis

2

9.5 The system should maintain details of identity cards issued and cancelled 2 9.6 The system should capture the details, achievements of sports persons

employed in the Bank, their designations, scales etc., 2

9.7

The system should capture details of Power of Attorney issued/Cancelled to the employees along with the facility to scan and store and view the signatures of the officials issued with PA – separately for PA

2

9.8 The system should capture details of PA of employees kept under suspension 2 9.9 The system should Maintain signature of authorised officials and their

circulation 2

9.10 The system should Maintain signature of officer/staff under suspension/retired

and their circulation 2

9.11 The system should capture details of various scholarship schemes of the Bank 2 9.12

The system should maintain details of allowances paid to each employee month-wise based on the applications received like college fee, school fee, with progress report to do concise reporting on a periodic basis

2

9.13 The system should accept and process applications for grant of scholarships.

Accepted & rejected application details and related reports. 2

9.14 The system should maintain hospitalization /Domiciiary treatment rates ceilings

are defined as per regulatory guidelines 2

9.15

The system should maintain employee-wise medical aid details and giving automatic credit of medical aid at the beginning of the year as per the employee eligibility

2

9.16 The system should update the medical aid limit of the employee based on his

cadre 2

9.17 The system should accept the application for Medical aid and processing the

same 2

9.18 The system should maintain hospital reimbursement rates as per the Bank

rules (self and dependant eligibilities separately) 2

9.19 The system should maintain register of advances extended and adjust the

same durign final re-imbursement 2

9.2 The system should allow the user to apply for medical ex gratia from the

medical welfare fund and also facilitate sanction as per approved guidelines 2

9.21 The system should allow online requisition of tour advance as well approval of

the same from controllign authority as per defined guidelines 2

9.22 The system should allow uploading of claims information for re-imbursment of

tour expenses, transfer allowance etc 2

9.23 The system should allow sanction of competent authority to manage

exceptions to the defined limit of claim 2

9.24

The system should hilghlight transfer cases who are yet to claim transfer re-imbursment and send reminder letters to ensure claim within a defined period of transfer

2

9.25 The system should allow updation to re-imbursement limits based on internal

organization policy or other regulatory policies 2


9.26 Provision for entry of Reimbursement of conveyance allowance, telephone, canteen subsidiary, business development expenses, staff welfare, payment for meritorious student etc., Inward, sanction, Rejection with reasons.

2

9.27 Group Personal Accident Insurance Policy : Capture the details of Premium

payment - Cadre, No of employees and Total premium. In warding of accident claims, forwarding to insurance company, sanction and reimbursement of claim amount

2

9.28 Medical Facilities 9.28 General Requirements 9.29.1 Capturing Rules and Eligibility conditions 2 9.29.2 Maintenance of employee wise medical assistance details for both

serving/retired employees who are members of various Medical Assistance Schema of the Bank as well as those who are not members.

2

9.29.3 Maintaining the medial assistance eligibility for different category of employees,

such as schedule of rates for different category of staff in the Bank and Industry.

2

9.29.4 Capturing the details of rules and eligibility under Medical Assistance Fund,

Medical Facilities schemes etc 2

9.29.5 REMS, Annual Health Checkup Scheme, Scheme for Spectacles, etc. in the

Bank and similar Schemes in the industry. 2

9.29.6

Medical profile of employees with details of dependents (age, relationship, etc.) eligible for medical facility, membership of various schemes, expenditure incurred on medicals per employee and expenditure on employees per ailment.

2

9.29.7 Details of Centres / office premises/ colonies having Indoor treatment facility,

bank's medical officers, dispensaries, etc. 2

9.29.8 Maintenance of details of medical dispensaries of the bank including the details

of the Doctors, their remuneration payments. Information on BMOs and other dispensary staff.

2

9.29.9 Hospital reimbursement rates as per the Bank rules (self and dependant

eligibilities to be classified separately) 2

9.29.10

Details of Hospitals with whom tie-up arrangements for hospitalisation and/or health checkup facilities have been made, the details of tie-up and payment rates and terms. Details of medical diagnostic laboratories having tie-up arrangements and payment details. Database of other reputed hospitals and facilities provided by them, with whom tie-ups could be explored in future

2

9.29.11 Details of medical diagnostic laboratories having tie-up arrangements and

payment details 2

9.29.12 Generation of medical sheets 2 9.29.13 Calculation of tax liability 2 9.29.14 Receipt and disposal of representations/grievances 2 9.29.15 Receipt of application for issue of letter to Hospitals authorising them for direct

settlement for Hospitalisation or Health Check-up through Self Service Module. 2

9.29.16 Issue of credit slips for hospitalisation and annual health check up; Obtaining

BMO‘s permission for issue of credit slips 2

9.29.17 Issue of letters for executive health check-up 2 9.29.18 Sanction of Cash Advance in specific cases on estimates provided by BMO

after due certification/recommendation. Settlement of hospitalisation bill of employees (in service and retired) based on amount as per the eligibility for self and dependant separately.

2

9.29.19 System to generate priority in settlement of bills for different categories. 2 9.29.20 Issue of credit slips under Annual Health Checkup Scheme for serving as well

as retired employees 2

9.29.21 Posting of sanctioned amount with details in medical sheet of employee 2 9.29.22 Handling of TDS in case of direct settlement including preparation of form 16-A

for all entities and forwarding these to them annually Preparation of Outstanding medical advances list and follow up for refund of excess advance. If not complied within stipulated time, salary section to be advised to recover through salary. Deciding installments, if amount is big.

2

9.29.23 Handling of representations from employees 2


9.29.24 Preparation of Budget for Medical expenses and review of expenditure incurred under various schemes of the Bank such as Medical Assistance Fund, Medical Facilities Scheme, Dispensary facility, Annual Health, Checkup etc.,.

2

9.29.25 Monitoring of outstanding Sundry Advances at monthly / quarterly / annual

intervals 2

9.29.26

Employee-wise details for recovery of outstanding / excess advances, if any 2

9.29.27 Generation of Annual Closing statements 2 9.29.28 Generating Reports employee-wise as well as department-wise / regional office

wise 2

9.30 Staff Loan Detail Maintenance 9.30.1 Loan EMI deduction must be directly taken from CBS & linked with monthly

salary computation and with accounting books. 2

9.30.2 Effecting monthly regular and one-time (due to voluntary increase,

foreclosures, prepayments) recoveries; incorporating any changes in monthly installments – Linkage with Payroll module

2

9.30.3 Linkage with Superannuation desk for recovering outstanding balances at the

time of superannuation and settlement thereof. 2

9.30.4 Calculating perquisite values for Income Tax deductions from salary 2 9.30.5 Refund/Adjustment of excess recovery of Principal/interest effected, if any. 2 9.30.6 Generation of following Report: Statement of monthly recoveries to be effected

after incorporating any changes (due to voluntary increase, foreclosures, prepayments).

2

9.31 Tour Approval and Claim Processing 9.31.1 Facility for Online application seeking approval by the employee for official

work 2

9.31.2 Facility to provide online sanction by the authority. Generation of sanction

number for tracking subsequent activities 2

9.31.3 Facility to seek online permission from competent authority to travel by a mode

of travel other than permitted one 2

9.31.4 Online application facility to seek travel advance based on sanction number 1 9.31.5 Online sanction of travel advance by concerned official 1 9.31.6 Facility to credit the employee‘s account online by the advance sanctioned and

passing necessary entries in the CBS system 2

9.31.7 Provision to process the Claim with all validations and classifying the claim

under different category viz., on duty claim, cash remittance claim, LFC claim, Transfer claim etc., with further break up as to Transportation expenses, Lodging Expenses, Boarding Expenses and other expenses etc. T A Bill - in warding , date of journey, place of visit, purpose, head wise claim Amount, advance taken, balance amount and sanctioned amount, Full Rejection/partial Rejection with reasons, automatic generation of reports. Provision to tag TA proceedings to various groups like training, training centers etc.

2

9.31.8 Facility to adjust the advance (after filing the claim and sanctioning the same by

the concerned official) through the employee‘s account and passing necessary entries to the employee‘s account and passing necessary entries in the books of accounts

2

9.31.9 On full adjustment of advance, sanction number must be closed 2 9.31.10 Support for tour programme of Executive and automatic notification to

concerned officials / departments / offices /other entities in organization. 2

9.31.11 Facility to generate online reminder letter for the concerned employee in case

of non submission of tour expense claim within a fixed time period 2

9.31.12 Facility to generate separate sanction number when employee wish to avail

LFC facility for dependents separately and self separately 2

9.32 GENERAL ADMINISTRATION 9.32.1 Facility for News Paper Reimbursement. 2 9.32.2 Business Development Expenses 2 9.32.3 Facility for Briefcase Reimbursement. 2 9.32.4 Facility for Telephone/Mobile to executives. 2 9.32.5 Facility for issuing ID Cards to staff. 2


9.32.6 Facility for access control cards. 2 9.32.7 Facility for award after completion of certain yrs of service/ on retirement 2 9.33 Management of Medical Aid 9.33.1 Maintenance of employee wise medical aid details 2 9.33.2 Whenever an employee promoted to another cadre whereby the employee is

eligible for higher Medical Aid the same should be mapped automatically 2

9.33.3 The eligibility of employee has to be parameterized and the period up to which

an employee can accumulate has to be parameterized 2

9.33.4 Whenever the application is received, the eligibility has to be arrived afresh and

the application has to be validated and passed for payment 2

9.33.5 Maintaining the medical aid eligibility for different category of employees 2 9.33.6 Maintenance of list of hospitals having tie up facility with the Bank – with tieup

details, payments made etc. 2

9.33.7 Issuance of letters of admission to hospitals 2 9.33.8 Processing the final hospitalization /domiciliary treatment bill and calculation of

eligible amount as per the eligibility (for self and dependent separately) 2

9.33.9 Payment of sanctioned amount and passing of necessary accounting entries

and generation of vouchers 1

9.33.10 Maintaining suspense account register for advances given 1 9.33.11 Processing and payment of Ex-gratia in respect of Hospitalization expenses 1 9.33.12 Generation of clarification/decline letters in ineligible cases 1 9.33.13 Maintenance of detail of medical clinic of the Bank including the details of the

Doctors, their remuneration payments 1

9.33.14 Budgets for medicines. Payments of bills for medicines in respect of Medical

clinics 1

9.33.15 Details of medical diagnostic laboratories having the tieup arrangements with

budgets and payment details 1

9.33.16 Accepting applications from staff members and issue of permission letters to

undergo health checkup 1

9.33.17

Details of package charges for various ailment Details of A.I.I.M.S /CGHS rates 2

9.33.18 Maintenance of details of I.D. cards issued to employees, updation/deletion on

resignation, death, retirement 2

9.33.19 Online application for issue of ID card/upgration on promotion/duplicate in case

lost 2

9.33.20 Support submission of claim to Life insurance corporation of India/Other

insurance companies – claim under Savings Linked Insurance Scheme and remittance to concerned branches.

2

9.33.21 Provision for advanced payment of medical aid . 2 9.33.22 Facility to provide advance or difference payment in service regulations as well

as SWS Scheme 1

9.33.23 Provision for retired executives 1 9.33.24 Provision for retired employees (e.g. medical aid upto Rs. 5000/-) 1 9.33.25 Facility for generating Union membership details along with subscription. 1 9.33.26 Facility for Generation of tax estimation report 1 9.33.27 Facility for Generation of Member-wise festival advance report. 1 9.33.28 Facility for Generation of Leave Encashment report(Daily report and member-

wise report) 1

9.33.29 Facility for Incorporation of Addition / Subtraction facility for amount payable

and amount recoverable. 1

9.33.30 Facility for perquisite calculations. 1 9.33.31 Entry provisions for Perquisite Details at various levels, defining the master,

perquisites information 2

9.33.32 Facility for the generation of tax report for hospitalization against non trust

hospitals. 2

9.33.33 Facility for Furniture perks & deductions basing on the value of furniture

provided. 2

9.33.34 Facility for the declaration and details of dependents. 2


9.33.35 Increments, sanction / restoration of increments/ basic pay in punishment cases, shifting of the date of increment due to LOP etc., special increments for CAIIB / Graduation etc.

9.34 TA/DA BILL 2 9.34.1 If an employee avails TA DA for a sanctioned bill, system should not accept the

same bill / again. This should be same with advance payments. 2

9.34.2 Award staff gets diem allowance for training. There should be provision to do

this online 2

9.34.3 There should be separate menu for Bifurcation of staff as retired and existing

on TA/DA bills. 2

9.34.4 Facility of authorization by officers for entry done by employee. 2 9.34.5 Facility to allows the calculation of Multiple bills pertaining to particular staff

should be allowed on same day.

9.34.6 Support online submission of TA Bills, processing, sanction etc. as per User

Defined Parameters. Claim passing of TA bill without tour programme with a defined procedure and defined sanction authority.

2

9.34.7 Support keeping record history of all TA Bills passed employees wise

(individual and categorywise) periodicity wise. 2

9.35 Scholarships 9.35.1 Details of various scholarship schemes of the Bank 2 9.35.2 Acceptance and processing of applications for grant of scholarships 2 9.35.3 Details of sanctioned scholarships and recording payments made thereof 2 9.35.4 Generation of all relevant reports regarding scholarship 2 9.36 Staff Welfare Schemes 9.36.1 Maintenance of various staff welfare scheme details 2 9.36.2 Facility to apply/withdraw online by the employee to join various staff welfare

scheme 2

9.36.3 Generation of relevant reports 2 9.36.4 Payment of conveyance, entertainment, News paper, Telephone and other

expenses to staff 2

9.36.5 Maintenance of details of allowances paid to each employee month wise bases

on the application received 2

9.36.6 Online settlement of accounts of concerned officials and passing of necessary

accounting entries to maintain related books of accounts 2

9.36.7 Details of Spouse : Name ,DOB, Employed or Not. 2 9.36.8

Details of Children: Names ,DOB,Sch/Coll Fee/Reward Availment : FY & Class. 2

9.36.9 Details of : 2 9.36.9.1 Ø All availments of Health Check up Date wise. 1 9.36.10 Staff Welfare Fund : Capture data of employees enrolled, details of remittance

and withdrawals, calculation of interest, loans granted to members, its accounting and automated flow of deductions from salary module, closure of loan, Capture the refund made to staff member on exit/death.

2

9.36.11 Training : Maintaining member-wise records : Course-Period-Institute 2 9.36.12 Training : Report of Non Attendance – for specific period. 2 9.36.13 I.Tax. : Automatic calculation of IT on SCH/COLL FEE / Medical

reimbursement 2

9.36.14 Facility of generating all above reports in system format and converting in Excel

format. 2

9.36.15 Generating reports with some variable general columns. ( like EMP NO., Name

, Design , Department etc.) 2

9.36.16 Facility of Staff welfare scheme taxable 2 9.36.17 Facility of NOC for PP/ VISA / GOING ABROAD 2 9.36.18 Provision for SWS taxable. 2 9.37 Allotment of cars and other vehicles to executives 9.37.1 Capture the details of all the vehicles available to the Bank and the details of

allotments made to different executives. 2

9.37.2 Maintenance of related registers of allotment, cancellation, surrender etc 2


9.37.3 Generation of all relevant reports regarding allotment 2 9.37.4 Maintenance of usage log of cars, mapping of drivers to car 2 9.37.5 Payment of salary to private drivers, payment of adhoc payments to drivers 2 9.37.6 Car repair maintenance 2 9.37.7 Facility for updation of information through employee self service system and

its authorisation. 1

9.38 Executive wise reports of petrol reimbursement. 9.38.1 Capturing the daily employee wise bill payment details in to the database and

deducting the consolidated amount at the end of the month from employee‘s salary or Issue of Smart cards to the staff members so as to allow them to pay the bills through the card

2

9.38.2 Info system for maintaining record of IBA, ministry letters received, action

taken, reply sent (reference no) etc., 2

9.38.3 Info system regarding amendments to Service regulations stage wise 2 9.38.4 Info system for maintaining the details of clarifications concerning policy

matters sent to Regional offices on various service conditions 2

9.38.5 Information regarding 9.38.5.1 Ø Officers claiming conveyance reimbursement on the basis of declaration,

petrol/diesel/gas bills in respect of 4/2 wheelers owned by them 1

9.38.5.2 Ø Reimbursement of expenses incurred for medical check up by employees

over specified age. 1

9.38.5.3 Ø Financial assistance to employees on LOP on account of major

ailment/operation. etc 1

9.39 Information regarding quarters to officers: 9.39.1 Ø Officers enjoying leased quarters facility 1 9.39.2 Ø Officers enjoying bank quarters facility 1 9.39.3 Ø Officers staying in their own accommodation and claiming HRA on capital

cost basis 1

9.39.4 Ø Officers claiming HRA on rent receipt basis 1 9.39.5 Ø Officers claiming HRA on normal rates as applicable to the center. 1 9.40 Details of Sports persons 9.40.1 Ability to capture the details of sports persons employed in the Bank, their

designation, sex, scales etc. 1

9.40.2 Capture their achievements in various tournaments 1 9.40.3 Approval for participation in various tournaments 1 9.40.4 Special leave & expenses details granted to sports persons 1 9.40.5 Budget sanction & expenditure maintenance in various sports disciplines 1 9.40.6 Expenses sanctioned for promotion of cultural activities & their details 1 9.40.7 Granting permission to employees to join as Guarantor/Co-obligant to the

loans availed by their close relatives 1

9.40.8 Support to give early going memos to sports persons 1 9.41 Tour and Travel Bills 9.41 Inland Tour Bills 9.42.1 Capturing rules and eligibility conditions 2 9.42.2 Preparation of Tour program by the employee through Self Service Module 2 9.42.3 Approval of tour program by competent authority through Self Service Module 2 9.42.4 Application for tour advance by employee through Self Service Module 2 9.42.5 Scrutiny of application for advance and sanction of advance 2 9.42.6 Follow up of outstanding advances against bills submitted/settled 2 9.42.7 Submission of bill by employee – online – giving details of items of expenditure,

i.e. ticket cost, HA, Mazdoor hire, conveyance, hotel stay etc., 2

9.42.8 Capturing centre-wise data for distances between two local places in a city or

between two cities in a State. 2

9.42.9 Scrutiny and sanction of bills as per rules – limits for different category of

employees 2

9.43 Statement of employee wise data of sanctioned amount


9.43.1 Mapping of outstanding advances with sanctioned amount for accounting 2 9.43.2 Reconcilation of intermediary head of accounts i.e. 2 9.43.3 Sundry Advances a/c - Tour/TA Advance 2 9.43.4 Sundry Advances a/c - Training/TA Advance and 2 9.43.5 Sundry Creditors a/c- Refund of tour with the balances maintained and

maintenance of related records/files. 2

9.43.6 Separate accounts for Chairman/GM 2 9.43.7 Report of Department-wise details of travel bills Management of data for

appropriate reports that can be leveraged as analytical tools. Maintenance of records/files and related correspondence of settlement of tour /training bills.

2

9.40 Generation of Annual Closing statements 9.40.1 Generation of the outstanding position of tour/training advances employee-wise 2 9.40.2 Generation of statement of tour expenses department/centre-wise for

monitoring of budget 2

9.40.3 Settlement of payments made by one office on behalf of another in connection

with the visit undertaken by the latter's officials in respect of ticketing/hotel booking and taxi hire and sent to the latter for sanction. Originating advice from the latter to be responded by thr former.

2

9.40.4 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the

departments / centre 2

9.41 Provisioning and Annual closing of accounts 9.41.1 Settlement of payments made by one office on behalf of another in connection

with the visit undertaken by the latter's officials in respect of ticketing/hotel booking and taxi hire and sent to the latter for sanction.

2



9.42 Transfer Bills 9.42.1 Capturing rules and eligibility conditions 2 9.42.2 Application for transfer advance by employee through Self Service module 2 9.42.3 Scrutiny of application for advance and sanction of advance – System to

handle release of advance in instalments at old or new centre depending on certain conditions (i.e., whether all members of family are shifted, whether vehicle and/or household goods are shifted, etc.)

2

9.42.4 Monitoring of outstanding advances against bills submitted within time limits

prescribed 2

9.42.5 Submission of bill by employee – giving details of items of expenditure, i.e.,

travel cost, halting allowance on transfer, mazdoor hire, local conveyance, lodging and boarding charges, packing & forwarding charges, transport charges for household goods & vehicle, insurance, incidental expenses, etc., Capturing centre-wise data for distances between airport / railway station and the place of stay at new centre for calculation of local conveyance admissible at specified rates

2


employees and different pay-scales – linkage with other modules required, like with payroll module (for basic pay, dearness allowance, etc.) and quarters allotment module (for stoppage or payment of halting allowance on transfer)

2

9.42.7 Maintenance of Bills Register for statement on employee-wise data of bills due,

settled, pending for sanction, etc. and respective amounts 2

9.42.8 Generation advances of periodical reports for monitoring of outstanding

Reconciliation of intermediary head of accounts, i.e.

9.42.9 Ø Sundry Advances a/c – Transfer Advance 1 9.42.10 Ø Sundry Creditors a/c- Refund of Transfer Advance with the balances

maintained by respective authority and maintenance of related records/files.

1

9.42.11 Mapping of transfer expenses over time and across regions for future policy

purposes 2



9.43 Leave / Retirement Travel Concession Bills


9.43.1 Capturing rules and eligibility conditions - for various cadres and various types, set periods, distance limits, etc.

2

9.43.2 Facility to apply, cancel, extend, or postpone online by employee and approve or reject by concerned authority

2

9.43.3 Application for LRTC advance by employee – separate norms for Declaration Scheme and Reimbursement Scheme – maximum 2 separate applications for self and family members allowed in a set period; Advance payment for self and dependents should be accepted in LFC in single block.

2

9.43.4 Scrutiny of leave sanctioned from leave module and eligibility of set period etc.

from LTC binder (System to capture manual binders to electronic-documents) 2

9.43.5 Scrutiny of application for advance and sanction of advance – System to

handle release of advance separately depending on certain conditions (i.e., whether all members of family are travelling, and LTC for different blocks but availed in same year should be accepted.) - Making temporary entry of sanctioned amount in LTC Binder until final settlement .In case of Retirement Travel Concession, communicating to Superannuation desk for retaining an amount equal to RTC advance, if availed, from the retirement benefits (to be settled only when RTC bill is actually sanctioned)

2

9.43.6 Monitoring of outstanding advances and/or outstanding refunds, and bills

submitted within time limits prescribed 2

9.43.7 Submission of bill by employee – giving details of items of expenditure, i.e.,

travel cost, incidental amount, etc., for each member of family 2

9.43.8 Checking of dependancy of family members for LRTC purpose from employee

database. 2


employees and different pay-scales – linkage with payroll and leave modules required. Bill payment in part should be possible.

2

9.43.10 Maintaining details of TDS due if any and alert for remittance of TDS by 7th of

next month, if not done through salary 2

9.43.11 Preparation of taxable amount and transmission of the same to payroll module

for recovery from salary, if not done directly. 2

9.43.12 Preparation of e-TDS statements on quarterly basis 2 9.43.13 Updation of LTC Sheet and Bills Register – System to generate e-registers for

audit 2

9.43.14 Posting of LTC incidental advance / encashment of leave in respective

sheets/binders (entry required also in respective application forms.) 2

9.43.15 Generation of report on pending bills, sanctioned cases, amount,etc. for a

month or quarter for monitoring purpose 2

9.43.16

Reconciliation of various heads of account for every month and its submission to AES – Establishment charges a/c-LRTC, Sundry creditors A/c - TDS on LRTC, Sundry Advances A/c - LRTC and Sundry creditors A/c-Refund of LRTC

2

9.43.17 Calculating quarterly and annual provision 1 9.43.18 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the


9.44 Bills for Local Conveyance expenses 9.44.1 Capturing rules and eligibility conditions 2 9.44.2 Application by employee through Self Service Module 2 9.45 Scrutiny of Local Conveyance bills 9.45.1 Sanctioning bill. 2 9.45.2 Maintaining employee-wise as well as department-wise data. 2 9.45.3 Submission of Quarterly Statement to all the departments for monitoring of

budget utilisation 2

9.45.4 Department wise statement of expenditure for bills of employees 2 9.45.5 Maintaining details of prevailing taxi/ Auto etc, rates at those centres. 2 9.45.6 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the


9.45.7 Bills for Out-of-pocket Expenses Capturing rules and eligibility conditions 2 9.45.8 Capturing centre-wise data relating to local conveyance rates for taxi, three

wheelers and other modes of local transport 2

9.45.9 Online application by employee – link with employee database 2


9.46 Scrutiny and Sanction of bill 9.46.1 Generating Reports employee-wise as well as department-wise /regional office

wise 2



9.46.3 Reconciliation with Accounts 2 9.46.4 Department wise details of payments made to Officers 2 9.46.5 Preparation of statement of payment, sanction note, provisioning and vouchers: 2

9.46.6 Payment on monthly basis for senior officers based on Grades/scales, (Grade

D-PP and above) 2

9.46.7 Payment on quarterly basis for all other officers in Grades A,B, C and D(Non-

PP) cadre 2

9.46.8 Handling queries, clarifications and correspondences from ROs 2 9.46.9 Statement for Reconciliation with Accounts 2 9.46.10 Preparing details of payments made to Officers entrusted with special

assignments where the cost is borne by other agencies and paid on reimbursement basis

2

9.47 Group 'B' and 'C' employees 9.47.1 Capturing norms of payment, eligibility criteria, etc. 2 9.47.2 Accepting on-line and manual claims from staff members 2 9.48 Verification of documents 9.48.1 Calculation of payment for each employee – (taking into account adjustment in

case of Extra Ordinary Leave / promotion) 2

9.48.2 Provision for checking by the authorised officer 2 9.48.3 Adjustment of less/excess amount paid to transferee employees from

subsequent payments (to be made at new centre) 2

9.48.4 Preparing statement of payment, sanction note, preparation of vouchers,

provisioning of amount to be paid 2

9.48.5 Handling queries, clarifications and correspondences from ROs 2 9.48.6 Statement for Reconciliation with Accounts 2 9.48.7 Preparing details of payments made to Officers entrusted with special


2

9.48.8 Furnishing of Residence of Officers 2 9.48.9 Capturing terms and conditions and eligibility (including periodicity, now once in

5 years) 2

9.48.10 Online application by employee - two stage - first advance and then actual bills 2

9.48.11 Online entitlement position, balance outstanding etc., balance can be availed

only in case of revision in limits 2

9.48.12 Online Scrutiny and Sanction of applications and bills. 2 9.48.13 Preparation of Statement/Voucher for Payment 2 9.48.14 Preparing details of payments made to Officers entrusted with special


2

9.48.15 Facility to generate statement for monetary perk calcalation during availment

year only (once in 5 years). 2

9.48.16 Generation of Statements for Reconciliation with Accounts and Budget Review 2 9.49 Reimbursement of Telephone charges 9.49.1 Capturing payment terms and conditions and eligibility for different types of

facilities (landline / mobile / datacards) and different category of employees (as per grade/cadre)

2

9.49.2 Online application by employee – link with employee database; capturing

additional information relating to telephone numbers, service provider, location of phone, and details of charges for the period

2

9.49.3 Split up of Telephone(Landline/Datacard/Broadband/Mobile etc) charges into

Rent, call charges and taxes - Period wise (Monthly etc.,) 2


9.49.4 Online Scrutiny and Sanction of claims/bills. 2 9.49.5 Preparation of Statement/Voucher for Payment 2 9.49.6 Preparing details of payments made to Officers entrusted with special


2

9.49.7 Recovery of excess payments beyond annual limits after half-yearly / annual

reviews 2

9.49.8 Statement for Reconciliation with Accounts 2 9.49.9 Three year comparative statements for budget purpose 2 9.49.10 Allotment of cars and other vehicles to executives 2 9.49.11 Capture the details of all the vehicles available to the Bank and the details of

allotments made to different executives 2

9.49.12 Maintenance of related registers of allotment, cancellation, surrender etc. 2 9.50 Payment of Scholarships 9.51.1 Scholarship schemes for officers and wards of officers 2 9.51.2 Details of various scholarship schemes of the Bank 2 9.51.3 Acceptance and processing of applications for grant of scholarships 2 9.51.4 Details of sanctioned scholarships and recording payments made thereof 2 9.51.5 Details of rejected applications with reasons 2 9.51.6 Maintenance of relevant registers and generation of periodical 2 9.52 Family Planning Incentive 9.52.1 Processing of applications received from the employees and release of

incentive as per the Bank‘s rules 2

9.53 Uniform & Liveries 9.53.1 Summer and Winter liveries, Monsoon equipment, shoes and socks etc. 2 9.53.2 Processing and sanction of uniforms, Summer and Winter liveries, Monsoon

equipment, shoes and socks etc. to the eligible candidates 2

9.53.3 Provision uniforms to record the bill particulars evidencing the purchase of 2 9.53.4 Issue of visiting Cards 2 9.53.5 Capturing eligibility norms relating to type of employee, periodicity of issue,

change of posting, change in position, etc. 2

9.53.6 The system should maintain details of staff members eligibility for uniforms,

shoes etc. track of past record when last issued also to be maintained 2

9.53.7 Maintaining list of employees with date of issue 2 9.53.8

Provision to maintain details of Schemes Like Employee Deposit Linked Insurance Scheme(EDLI), Group Gratuity Fund, Leave Encashment Fund, Group Savings Linked Insurance Schemes (GSLI), Swrna Ganga -I, II, Super Suraksha Scheme, Group Term Insurance Scheme (GTIS), On & OFF duty Insurance Coverage, Ex- Gratia payment etc.,

1

Worksheet Total Staff Re-imbursements & Welfare

535


Terminal Benefits + Separations


VS TL TM Vendor Comments(

VC)

10 Terminal Benefits + Separations

10.1 The system should allow financial accounting of PF, Gratuity, Welfare and leave encashment funds

2

10.2

Accounting module for PF, Pension and gratuity including daily, quarterly , yearly statement of accounts (Balance sheet, trial balance. P&L)

2

10.3

The system should map PF accounts with salary of respective employee for payroll calculations

2

10.4

The system should support pooling the monthly contribution of PF,VPF in to the PF management system

2

10.5

The system should support reconcilliation of monthly contribution of employee based on any deviations occuring on account of increments/promotions/Lop status etc

2

10.6

The system should faciliate accurate deductions from employee and employer based on the Pension scheme opted

2

10.7

The system should have multiple pension schemes so that Bank's Pension scheme & Industry Pension scheme available in Banking sector can be incorporated.

2

10.8

In case of a new joinee, the system should generate the new PF code to be allocated with due communication to PF department

2

10.9

The system should Support PF settlement process including generation of settlement sheets and relevant vouchers for accounting

2

10.10

The system should support calculation of periodic interest and crediting the amount to the accounts

2

10.11

The system should maintain rules and regulations regarding PF Loan and ensure tracking the same for any PF loan requistion

2

10.12

The system should perform PF application processing, loan sanctioning, loan disbursement, modification of loan installments, loan short closure, recovery through payroll, final settlement during closing/transfer for different type of loan

2

10.13

The system should have facility to Credit sanctioned PF loan / withdrawal amount directly to their respective accounts through CBS System

2

10.14

The system should maintain nominee details and payment to nominee in case of death of an employee

2

10.15

The system should generate PF returns mandated for submission as per statute

2

10.16

The system should Generate Form 15 AA for the terminal benefits like PF/Gratuity/Pension

2

10.17

The system should Generate all types of MIS reports as per request of Bank (like pf ledger etc.)

2


10.18 The system should have the facility to record voluntary PF contribution and link to payroll for deductions. The input for VPF to come from user with sanction note of competent authority

2

10.19

The system should be capable of handling separation process triggered by resignation letter / dismissal or termination letter / e-mail / intimation on behalf of employee or Line Manager

2

10.20

Should be able to capture the reason for separation such as Enter Reason for separation in system :resignation/VRA/compulsory retirement/accident/death/fraud/other issues involving disciplinary action etc

2

10.21

In case of a normal retirement process, the system should generate letters to all the branch offices, where the retiring employee has worked to notify employee liabilities, if any

2

10.22

The system should be able to track pending information from the posted locations and generate reminder letters for follow ups

2

10.23

The system should also facilitate checking of any disciplinary action in process against the employee

2

10.24

The system should facilitate online approval/comments from the controlling authority on the last 3 years scrutnity of employee's property returns

2

10.25

The system should facilitate online approval/comments of the CVC and Disciplinary action cell on employee check with respect to any irregularities/disciplinary issues - to decide the course of retirement

2

10.26

The system should generate retirement note with details on liabilities, disciplinary status, check on property returns to seek approval from competent authority

2

10.27

On confirmation, the system direct the details to PF department as well as the controlling authority of present place of posting

2

10.28

In case of VRS, the system based on the circular cut off date/otherwise , track online employee requests for VRS received

2

10.29

The system should facilitate online approval/rejection of VRS requested by the employee keeping the personnel department informed

2

10.30

The system should generate relieving letter to be issued to the employee through the Regional Office/department HOD at HO

2

10.31

The system should be able to alert all departments to prepare a list of receivables/dues in cash/kind from the separating employee. Notification should be sent to IT for cancellation of Login ID on the last day.Notification should be sent for surrendring Power of Attorney

2

10.32

In case of an employee under discilpinary action proceedings, the system should facilitate stoppage of F&F dues barring pension and employee's contribution to PF. It should track the case closure status, before disbursement of net full and final

2

10.33

The system should maintain rules regarding disbursement of PF, pension, gratuity and leave encashment based on type of separation, status of disciplinary action, employee specific requests etc

2

10.34

The system should intimate the employees three months before their retirement about their PF subscription, PF Loan, Gratuity and Pension claim forms etc.

2


10.35 The system should support pension processing for pensioners - to obtain pension slip/change of nominees/details of pension during financial year/Tax calculations/updation of personal detailes etc

2

10.36

The system should maintain nominee details to facilitate pension processing

2

10.37

The system should support pension disbursement and support multiple payment modes for pension

2

10.38 The system should calculate family pension and payment 2 10.39

The system should maintain rules regarding pension scheme and disbursement options that employees can avail and process the same baaed on the pension claim forms received (example, commuting option)

2

10.40

The system should support all related accounting procedures including generation of vouchers and related reports

2

10.41

The system should perform Income tax calculation and deduction for pension payment as per govt. guidelines and issuance of form 16

2

10.42

The system should perform gratuity calculation, provision & accounting employee wise

2

10.43

The system should perform forfeiture of Gratuity in case of dismissals etc.

2

10.44 The system should generate gratuity payment cheques 2 10.45

The system should generate all types of reports/registers related to Gratuity management

2

10.46

In case of death, the system should allow uploading of spouse request for ex-gratia along with relevant forms (liabilitiy, source of income etc) for consideration

2

10.47

Based on defined ex-gratia norms, the system should facilitate generation of note for approval/rejection by the competent authority

2

10.48

The system should allow logging on queries received by the PF department for online resolution if possible

2

10.49 Group Gratuity Fund : Capture the details of remittance and withdrawals,

calculation of interest and generation of connected reports 2

10.50 Pension

10.50.1 Receipt of application for pension, commutation of pension, etc. for both pension/family pension

2

10.50.2

Authentication from ROs that pension/family pension proposals are sent with required supporting documents, FORM-7, FORM-10 (filled in completely).

2

10.50.3 Preparation of sanction notes involving calculation of pension/family pension,

commutation amount, arrears of pension amount. 2

10.50.4 Preparation of Pension / Family Pension Pass Books; Issue of identity cards to

new pensioners 2

10.50.5 Preparation of Pension / Family Pension sanction letters. 2 10.50.6

Preparing revised sanction notes, sanction letters, updation of Pension Pass Books on account of grant of fresh Additional Qualifying Service

2

10.50.7 Handling of representations received regarding non consideration of Additional

Qualifying Service. 2

10.50.8

Entering details of Legal Opinion obtained from Law Department, if required. 2

10.50.9 Referring cases to appropriate department for policy decision 2


10.50.10 Maintaining details of sanctions of normal pension and family pension

2

10.50.11 Calculating revised pension and pension arrears payable on account of revision

in pay scales.

2

10.50.12

Obtain ECS mandate from Pensioner (A/c.No. & MICR code of the Bank) 2

10.50.13

Capture data of Pensioner from employee database of HRMS relating to Name, Grade, UIN, Date of birth, Date of Retirement, Date commutation, Basic Pension, mode of payment, a/c.no.and MICR code on the Payroll Module used for disbursement of pension.

2

10.50.14 Capture DA rates in pension module at half yearly intervals 2 10.50.15 Preparation of pension roll for payment of monthly pension using the software

package 2

10.50.16 Preparation of floppy/CD for ECS payment 2 10.50.17

Obtain details of Gratuity and Encashment of leave paid during the current financial year and IT & EC deducted thereon and capture the details in the software for assessing the taxable income for the year.

2

10.50.18

Obtain details of salary paid upto the date of retirement and capture the same in the software for assessing the taxable income for the year.

2

10.50.19 Obtain declaration of savings from the pensioners regarding savings to be

made by them during the current financial year for the purpose of IT deduction through Self Service Module.

2

10.50.20

Obtaining Life Certificate, Non-marriage, Non-Employment Certificate from Pensioners/ Family Pensioners. Scrutiny and Review of the certificates and stoppage of pension from January wherever certificate is not in order or not received.

2

10.50.21 Mantaining data base viz. Address, Telephone numbers and PAN of

Pensioners. 2

10.50.22 Verification of actual savings made by the Pensioners and capturing the same

in the software. 2

10.50.23

Effecting recoveries towards electricity/ telephone charges, monthly rent etc. in respect of pensioners wherever advised by the concerned Department.

2

10.50.24 Assessment of IT and effecting monthly recovery of IT and EC and remittance

of the same to IT Authorities. 2

10.50.25 Issue of Form 16, IT review sheets 2 10.50.26 Maintenance of Pension Fund Register and issue of Balance Confirmation of

pension fund A/c with AES on monthly basis. 2

10.50.27 Maintaining data in respect of all pensioners (of HO and all ROs,SO,TEs) and

capturing the data directly in the pension software, for disbursement of monthly pension.

2

10.50.28

Generating reports P1 to P5 in respect of all Pension optees, Pensioners and Family Pensioners for actuarial valuation of pension liability.

2

10.50.29 Provision for Pension Revision and calculation of arrears, if any. 2 10.50.30 Linking pension details with salary details of pensioners who are employed in

Bank. (Family Pension cases) 2

10.50.31

No. of pensioners, separately indicating the types of pensioners, the amount of pension, date of retirement, last drawn pay and other details, for all offices

2


10.50.32 No. of family pensioners, separately indicating the rates of pension, the amount of pension, name of employee in respect of whom the family pension is being paid and other details, for all offices

2

10.50.33 No. of ex-gratia recipients, separately indicating the date of retirement, last

drawn pay and other details, for all offices 2

10.50.34

No. of family ex-gratia recipients, separately indicating the name of employee in respect of whom the ex-gratia is being paid and other details, for all offices

2

10.50.35

No. of Pension Optees and Contributory Provident Fund Optees separately 2

10.50.36 Details of pensioners who have availed benefits of addition to qualifying service

:

10.50.36.1 Ø On Educational Qualification & Experience as considered essential by the

Bank at the time of recruitment 1

10.50.36.2 Ø On Military Service 1 10.50.36.3 Ø On Premature Retirement 1 10.50.37 Counting of Period of Deputation 2 10.50.38 Counting of service rendered in other organisations 2 10.50.39 Details of serving employees who have requested for benefits and request has

been acceded to

2

10.50.40 Details of serving / retired employees who have requested for benefits and

request has been rejected 2

10.50.41 Details of serving / retired employees who have requested for benefits and

request is under consideration / in correspondence 2

10.50.42

Details of Court cases, their status, outcome, linkages with other cases, tracking mechanism with facility to generate automatic system alerts for dealing staff, email alerts to dealing Regional Office and Legal Dept

2

10.50.43

Database of letters received, dispatched, with relevant tracking mechanism for ascertaining the position. To also include MIS reports automatic or manual generation regarding pending status

2

10.50.44 Database on the various forums/ associations of pensioners, their contact

details, demands, etc 2

10.50.45 Database on references from Govt. /VIPs and tracking mechanism 2 10.50.46 Analytical and Forecasting tools relating to Pension 2 10.50.47 Tools for extracting the above statistical information in full or in parts with a

user specified report generation 2

10.50.48

Tools for calculating pension, family pension, exgratia using user-provided data input along with instructions from instruction/ statistical database

2

10.50.49

Calculating number of persons retiring at a particular point of time in future and calculating from the same number of persons who are pension optees.

2

10.50.50

Projecting pension on basis of Pay expected at tune of retirement [up-to 5 years in advance] taking into consideration the existing pay and expected pay in the intervening period as per the rules of the Bank.

2

10.50.51

Calculating Total outgo on pension / ex-gratia on annual basis given the no of retired employees, future retirees and pay and Dearness relief and inputs from Section II above

2


10.50.52 Calculation of Total outgo as at (e) above and the expected rate of contribution to the Fund calculated on the basis of projected salary as at (d) above

2

10.51 Retirement Benefits

10.51.1 Provident Fund 10.51.1.1 Allot PF Index numbers to each employee 2 10.51.1.2 Capturing employee-wise data for exercising option for Subscription(ES), Emp.

Additional Subs.(EAS), Recovery 2

10.51.1.3

RO-wise/employee-wise calculation and reports of Provident Fund remittances, the Fund Manager, (with breakup of amounts for Bank's Contribution based on standard rate, Employees Subscription, Employees' Additional Subscription, Recovery Towards Advance in separate reports) in two sets – one for transferable employees and another for non-transferable employees

2

10.51.1.4 Provision for capturing of Supplementary Remittance for staff members on

deputation 2

10.51.1.5 Generation of reports for employees where monthly subscription is not remitted

during a month 2

10.51.1.6 Capture details of PF advances/withdrawals of Subscribers 2 10.51.1.7 Generation of PF schedules & automatically update individual balance and

output in e-form for onward submission to PF Authority for updation of their records

2

10.51.1.8 Provision for calculation of administrative expenditure payable to the Funds

Manager for maintenance of PF accounts based on set criteria, which requires capturing the criteria in the system.

2

10.51.1.9

Provision for online application by an employee for withdrawal or advance for eligible purposes and refund on retirement or exit from PF – rules for eligible purposes and maximum allowable limits to be captured in the system.

2

10.51.1.10

Scrutiny of the applications received for verification of correctness in filling of all the columns, signature verification, supporting documents.

1

10.51.1.11 Facility to check eligibility in accordance with PF regulations and Prepare

sanction memorandum. 2

10.51.1.12

Preparation of the sanction memorandum as per prescribed format in which employee details are to be captured from HRMS; forwarding the sanction memo with the employee‘s application to apropriate authority.

2

10.51.1.13

Maintaining details of receipt of amount from Fund Manager and release to employee in case of withdrawal or advance for eligible purposes (in instalments in case of housing purposes) from employee subscription portion. Release of both employee portion and bank's contribution to employee on retirement or exit, if employee opted for CPF, otherwise bank's contribution goes to Pension Fund(not to employee).

2

10.51.1.14

Facility to generate recovery advice for payroll desk in case of PF advance – Link with payroll and also monitor outstanding balances of advance.

2

10.51.1.15 Maintaining details of documentary evidence submitted for ensuring use of PF

withdrawal/ advance for intended purpose. 2

10.51.1.16 Facility for conversion of PF advance to PF withdrawal 2


10.51.1.17

On-line application from employee for addition or change in nomination, name (after marriage), correction in the name, surname, birth date etc.and forwarding it to Fund Manager alongwith supporting documents for necessary action at their end – scrutiny of the details

2

10.51.1.18 Updation of records after acceptance of nomination and correction by Fund

Manager 2

10.51.1.19 Provision to identify discrepancies in PF statements and effect

correction/changes in date of birth, nominee name, etc. 2

10.51.1.20 Generate monthly returns: 2 10.51.1.21

Consolidated Statement of Centre-wise contributions received during the month 2

10.51.1.22

Statement showing details of input data sent by Fund Manager in IP-1 to 5 2

10.51.1.23 Statement detailing the variations found during the current month on

comparison with previous month. 2

10.51.1.24

Statement detailing the Centre & Subscriber-wise opening balances, monthly transactions as well as closing balances for the month

2

10.51.1.25 Ability to every Employee to view his PF statement through Self Service

Module. 2

10.51.1.26 Statement showing details of staff transferred between centres after last payroll

processing 2

10.51.1.27

Subscriber-wise Statements for distribution to subscribers and for records 2

10.51.1.28 Details in respect of Subscribers having withdrawn at least 75% of their

balance gratuity employees and forwarding them to HRMD-Leave section for recording in service sheets.

2

10.51.1.29 Online receipt of applications for payment of Gratuity. 2 10.51.1.30 Listing the recovery dues. 2 10.51.1.31 Calculation of eligible amount of gratuity payment, preparation of scrutiny note

for sanction. 2

10.51.1.32 Maintaining details of payment after effecting recovery of dues and deduction of

income-tax on taxable portion over the exemption limit. Compilation of data for transmission to Gratuity

2

10.51.1.33 Trust for reimbursement to the Bank 2 10.51.1.34 Calculating Bank's Tax and Tax on Tax 2 10.51.1.35 Making IT payment before 7th of subsequent month. 2 10.51.1.36

Issue of Gratuity Certificates based on the request of the employees. 2

10.52.2 Terminal Benefit (Pension, Gratuity, Leave encashment, and PF)

Management

10.52.2.1 Support Pension Calculation – Regular/Family Pension and Payment of Double

Pension etc. 2

10.52.2.2 Support pension settlement and commutation calculation 2 10.52.2.3

Ability to intimate the employees three months before their retirement about PF, Gratuity and Pension claim forms etc. and ability to capture the required information online through employee self service.

2

10.52.2.4 Support pension processing for pensioners 2 10.52.2.5 Support processing and approval of pension applications 2


10.52.2.6 Support to generate pension advices (first time pension settlement and also monthly pension payment)

2

10.52.2.7 Facility to generate pension register / certificate 2 10.52.2.8

Provision to maintain nominee details to facilitate pension settlement 2

10.52.2.9 Facility to store the details of family pensioners such as nature of relationship

with the pensioner, family pensioner‘s date of birth etc. 2

10.52.2.10 Should be integrated with payroll system 2 10.52.2.11

Facility for accounting & recording/generating of instruments for payments 2

10.52.2.12 Facility to accommodate & calculate for revised pension as per Bipartite

settlement & Bank Officer Service Regulations 2

10.52.2.13 Support earmarking lien on PF and gratuity payable to an employee 2 10.52.2.14 Support PF settlement process including generation of settlement sheets and

relevant vouchers for accounting 2

10.52.2.15 Support VPF, percentage basis and amount basis 2 10.52.2.16 Support recording of the clearance from vigilance / audit / salary sections for

PF claims 2

10.52.2.17 Provision for retention of PF amount after settlement of PF claim (in case the

employee opt for the same) 2

10.52.2.18

Support payment of retention amount of PF as per user defined terms 2

10.52.2.19 Support generation of TT /cheques / indent for Pay order for settlement

amount 2

10.52.2.20

Support PF loans processing separately for refundable loans and non-refundable withdrawal with a facility to confine number of sanctions. These details should be reflected in the employee‘s PF slip

2

10.52.2.21

Support forfeiture of PF (Bank contribution) and gratuity to the extent of loss suffered by the Bank in case of dismissed employees.

2

10.52.2.22

Provision to be made in case PF is paying more interest than the govt. prescribed, so as to arrive at the taxable portion amount to be reckoned

2

10.52.2.23

Support to credit the amount of interest at prescribed rate to PF accounts (Half yearly, Quarterly or monthly) depending upon yield earned from investment in securities. The system should handle interest processing

2

10.52.2.24

Financial accounting of PF Trust: Reconciliation of bank account of the PF trust 2

10.52.2.25 Module for investment of funds of SPF, Pension, Gratuity 2 10.52.2.26

Generation of form M, L etc to various labour authorities in respect of Gratuity payable/paid ; Calculation ,Sanction & Disbursal of Gratuity

2

10.52.2.27 Provision to generate data to be given to Actuary 2 10.52.2.28

Should incorporate the existing systems & procedures, regulations of each trust viz., Provident Fund, Pension Fund & Gratuity Fund including investments

2

10.52.2.29 Periodical interest calculation of P.F Temporary withdrawals & generation of

interest notices, default notices etc. 2


10.52.2.30 Investment module should include pattern of investment as per Government Policy & MIS including yield on security wise, maturity wise, type of security wise etc.

2

10.52.2.31

Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.

2

10.52.2.32

Ex-Gratia payment to employees – Supporting Reports and Accounting 2

10.52.2.33 Facility to calculate revised pension for errors, if any. 2 10.52.2.34 Provision for restoration of commuted portion of pension 1 10.52.2.35 Generation of PPO 1 10.52.2.36

Generation of TT details in a floppy/direct credit to R.O. accounts through CBS. 1

10.52.2.37 Payment of Interest to Reinstated / Missing employees 1 10.52.2.38 Calculation and Payment of Gratuity, Forfeiture of Gratuity and Reimbursement

Details of Gratuity to controlling Offices 1

10.52.2.39

Final Monthly Tally program to Reconcile Statements, Withheld Amount, Transfer-in , Transfer-out etc, in respect of Own Contribution of Pf , Bank‘s contribution of Pf and VPF with actual amount in General Ledger

1

10.52.2.40 Segregation of Eligible Amount of VPF eligible for interest and amount ineligible

for payment of interest. 1

10.52.2.41

Facility to transfer part amount of VPF to main amount eligible for interest. 1

10.52.2.42 Auto Reduction of Non-Refundable Withdrawal(NRW) from the Member‘s PF

Contribution. 1

10.52.2.43

Provision to incorporate work allocation ( office order ) - officiating allowance 1

10.52.2.44

Aspects of PTS-off-rolls covered (PTS stands for Part Time Sweepers) 1

10.52.2.45

Supporting NPS (National Payment System) in respect of employees who have joined the Bank on or after 01.04.2010-Deduction of monthly contribution ,uploading of contribution to NSDL (CRA) infrastructure along with Bank contribution , generation of reports ,MIS etc.

1

10.52.2.46

Release of PF change on the property on closure of Housing Loan and non refundable withdrawal or after settlement of Pf dues on cessation of service.

1

10.52.2.47 Processing/sanctioning of claims under various staff welfare schemes (27

schemes) at Branch /RO/HO level , generation of vouchers & passing necessary accounting entries.

1

10.52.3 Pension Gratuity & PF

10.52.3.1

Support Terms & Conditions for Pension Payment and Calculation Process

2

10.52.3.2 Calculation of liabilities of employee. 2 10.52.3.3 Support pension calculation as per the rule of The Bank. 2 10.52.3.4 Pension payment of executives as per guidelines 2

10.52.3.5 Support pension settlement and commutation calculation Ability to intimate the employees three months before their retirement about PF, Gratuity and Pension claim forms etc.

2

10.52.3.6

Support for revision of DA and calculation of pension every Half Year – August & February.

2


10.52.3.7 Application of Family Pension. 2 10.52.3.8 Support calculation of Family Pension. 2 10.52.3.9

Support in linking / integrating pension with Income Tax Return - calculation of Tax

2

10.52.3.10 Support relating to returns relating to Pension payment 2 10.52.3.11

Welfare measures for pensioners - terms - application for facilities like mediclaim and others or user defined parameters

2

10.52.3.12 Eligibility and terms for payment and calculation of Ex-Gratia 2 10.52.3.13 Support for payment of Family Ex-Gratia 2 10.52.3.14 Details of provisional pension being paid 2 10.52.3.15

Pension Package interface with pensioners or Pensioners SelfService

2

10.52.3.16 Obtain Pension Slip,/PPO 2 10.52.3.17

Obtain details of Pension received financial year. Calculation of Tax by putting admissible deductions in Tax window

2

10.52.3.18 Update personal details i.e. address, Tel. No. etc. 2 10.52.3.19 Apply for admissible payment schemes. 2 10.52.3.20

Capability to allot PF Number to new employees and maintenance of PF accounts.

2

10.52.3.21

Mapping of PF accounts with Salary of respective staff members for credit of prescribed monthly contribution from salary

2

10.52.3.22

Support to credit the amount of interest at prescribed rate to PF accounts (Halfyearly, Quarterly or monthly) depending upon yield earned from investment in securities. The system should handle interest processing

2

10.52.3.23 Generation of PF Statement on Half Yearly/ user defined basis. 2 10.52.3.24 Reconciliation of PF Trust Account with Bank account 2 10.52.3.25

Maintenance of record of nomination/amendment in nominati for PF, Gratutity etc

2

10.52.3.26 Marking of lien on PF & Gratuity with reasons thereof. 2 10.52.3.27

Support PF settlement processincluding generation of settlement sheets and relevant vouchers for accounting

2

10.52.3.28 Support VPF, percentage basis and amount basis 2 10.52.3.29

Support online application for PF loans as per prescribed application forms (soft copy), processing of PF loan applications as per user defined parameters in respect of refundable loans/ non-refundable withdrawals.

2

10.52.3.30

Support online sanction of refundable loan/ non-refundable withdrawals by appropriate competent/ sanctioning authority.

2

10.52.3.31

Printing of cheque for the loan amount/Online credit of amount to Bank account of respective employee.

2

10.52.3.32

Maintenance of Loan ledgers. Trigger for due dates on maturity of securities.

2

10.52.3.33

Support recovery of loan in monthly instalments with applicable rate of interest as per user defined norms.

2

10.52.3.34

Support sending Default Notice to concerned employee / his branch – in respect of overdue Loan accounts.

2

10.52.3.35

Support recording of the clearance from vigilance / audit /salary sections for PF claims

2

10.52.3.36

Support generation of cheques / indent for Payorder for settlement amount

2


10.52.3.37

Support forfeiture of PF (Bank contribution) and gratuity to the extent of loss suffered by The Bank in case of dismissed employees.

2

10.52.3.38

Support giving effect of dismissal of employee to payment of PF amount.

2

10.52.3.39

Support calculation of Gratuity payable to employees on superannuation as per Rules & regulations of Gratuity Act as well as Service Regulations/ Bi-partite settlements.

2

10.52.3.40

Provision to be made in case if PF is paying more interest than the govt. prescribed, so as to arrive at the taxable portion amount to be reckoned

2

10.52.3.41

Financial accounting of PF Trust: Reconciliation of bank account of the PF trust

2

10.52.3.42

Generation of form M, L etc to various labour authorities in respect of Gratuity payable/paid

2

10.52.3.43 Provision to generate data to be given to Actuary . 2 10.52.3.44

Should incorporate the existing systems & procedures, regulations of each trust viz., Provident Fund, Pension Fund & Gratuity Fund including investments

2

10.52.3.45 Module for investment of funds of SPF, Pension, Gratuity 2 10.52.3.46

Investment module should include pattern of investment as per Government Policy & MIS including yield on security wise, maturity wise, type of security wise etc.

2

10.52.3.47

Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.

2

10.52.3.48

Capability to maintain records of Voluntary Retirement/ Resignation as follows as also on other user defined parameters - Rules/ Regulations/ Conditions applicable.

2

10.52.3.49

Format of the Note to be placed before the Competent Authority.

2

10.52.3.50 Letter to Regional Office/Circle after acceptance. 2 10.52.3.51 Capability to prepare – Retirement Letter. 2 10.52.3.52

List of Retired / VR opted Employees on Annual/Half Yrly/Quarterly/ Monthly Basis. Date of superannuation wise Seniority List .

2

10.52.3.53 Register of VR/ Resignations. 2 10.52.3.54 Claim Forms in respect of settlement of PF/BCPF/GF/ Pension 2 10.52.3.55 Guidelines for completion/ filling up of forms. 2 10.52.3.56

Capability to maintain / process deceased claims as follows as also on other user defined parameters –

2

10.52.3.57 Compassionate Appointments. 2

10.52.4 Ex-Gratia Payments 10.52.4.1 Capability to maintain - Rules & Guidelines 2 10.52.4.2 Relevant Forms. 2 10.52.4.3 Register 2 10.52.4.4

Provision for Gift in case of retirement as superannuation Maintenance of Group Savings Linked Insurance (GSLI) and other insurance schemes

2

10.52.4.5

Recording Rules & regulations of GSLI Membership and Claims under the Policy.

2


10.52.4.6 Support credit of monthly premium to LICI as per category of employee after deduction of the same from their salary.

2

10.52.4.7

Lodgement of claim with LICI for saving portion in respect of retirees.

2

10.52.4.8

Support generation of GSLI Statement on half yearly/ user defined periodicity.

2

10.52.4.9

Support generation of required papers / documents for lodgement of GSLI claim in case of death of employee/ spouse.

2

10.52.4.10 Reconciliation of GSLI Account with Bank account 2

10.52.5 NEW PENSION SCHEME (NPS) 10.52.5.1

Covering of employees who joined after 01.04.2010 in New Pension Scheme as per requirement.

2

10.52.5.2 Keeping track of PRAN Accounts opened with NSDL 2 10.52.5.3

Transferring of monthly contribution under NPS to NSDL for PRAN holders.

2

10.52.5.4

Reminder to non PRAN holders for submission of Subscriber Registration Form Calculation of arears, if any.

2

10.52.5.5

Notification should be generated by the system in case a PRAN holder employee resigns, and appropriate shifting of PRAN.

2

10.52.5.6 Provision for interest calculation of funds, not transferred to NSDL. 2

Worksheet

Total Terminal Benefits + Separations 500


Industrial Relations and DAC

Sr. No. Particulars Bank's

Rating

VS TL TM Vendor Comments(

VC)

11 Industrial Relations and DAC

11.1

The system should track strength of union memberships and members of each union on an periodic basis to facilitate selection of majority/recognized unions

2

11.2

The system should generate note on union membership details , Workmen, Officer representatives - panel nomination, selection of officer director/workmen director etc for communication to relevant authorities

2

11.3

The system should track Union meetings schedule, attendance details and highlight overdue meetings

2

11.4

The system should Issue memos to delinquent employees, show cause, charge sheets and capturing response from concerned employee

2

11.5

It should also be able to capture the status of each disciplinary action and procedures

2

11.6

The system should maintain Rules and Officer Service Regulations, bipartite settlements, contract copies for review and ease of access

2

11.7

The system should support for enquiry proceeding and findings of enquiry officer

2

11.8

The system should capture and communicate Decisions of Disciplinary Authority

2

11.9 Provisions for appeal to Appellate Authority 2 11.10 Provision to capture Appellate authority‘s decisions 2 11.11

The system should allow online referencing of cases having vigilance angle to Vigilance Department and seek online comments/confirmations from the CVC with facility to upload relevant supportings

2

11.12

The system based on the stage of the proceeding, highlight need for reference to CVC for first stage and second stages

2

11.13

The system should faciliate seeking online comments/confirmations from the CVC with facility to upload relevant supportings

2

11.14 The system should support for appointment of Enquiry Officer 2 11.15

The system should capture related enquiry proceeding, Findings of the EO

2

11.16

The system should capture reporting of frauds by Branches/ROs to CVO and their registration with Govt. authorities.

2

11.17

The system should capture details on closure of fraud cases after due processes

2

11.18

The system should maintain data in respect of disciplinary action cases of all officers/award staff –Region wise and total

2

11.19

The system should maintain records in respect of all cases under investigation, enquiry and noting the periodic progress made

2

11.20

The system should issue memos etc. to the staff members involved, follow-up letters to the Region

2


11.21 The system should capture proceeding details, punishment award, appeals preferred by the staff members and recording of the decisions given by competent authorities

2

11.22

The system should capture information about suspension cases including suspension revocation

2

11.23

The system should maintain registers and compilation of periodic statements about pending cases, suspension cases, cases dismissed, punishments awarded etc.

2

11.24

The system should maintain data of cases pending in Supreme Court, High Courts, Labour Courts, Asst. Labour Commissioners, criminal cases, CBI cases, Police cases in respect of employee category wise and generation of periodic reports

2

11.25

The system should maintain list of emplanelled lawyers/advocates as per elgibility criteria

2

11.26

The system should generate note with lawyer fees to seek approval from competent authority before payment

2

11.27 The system should be recording staff grievances and follow up made in this

regard 2

11.28

The system should maintain history of grievances reporting, action taken, resolution process, redressal date etc facilitating report generation on a periodic basis

2

11.29

Facility to generate statutory/management reports related to participation of strikes etc

2

11.30

The system should maintain rules on suggestion scheme as well as grievance cell

2

11.31

The system should maintain history of suggestion entered, action taken, implementation process, reward and recognition etc facilitating report generation on a periodic basis

2

11.32

The system should facilitate online logging of suggestions/grievances by employees

2

11.33

The system should facilitate online review of the suggestions by competent authority for sanction/rejection on suggestion implementation

2

11.34 Industrial Relations Division

11.34.1 Details of strikes in the Bank and the Industry (Data) 2 11.34.2 Details of various Agreements/ Awards on management issues pertaining to

the Bank (Data / Information) 2

11.34.3

Support capture of information related to Unions with their strength etc. both through input data from Regional Offices (subscription details)

2

11.34.4

Details of notices issued to unions regarding strikes/agitations.(Data) 2

11.34.5

Details of employees on strike / on work / on leave / on tour / on training on a particular date. Collating data from all offices, generating reports and forwarding the same to Govt. of India / Regional Labor Commissioner / Assistant Labor Commissioner etc.

2

11.34.6

Provision to maintain calendar of Industrial Relations meetings, agenda and minutes of the meetings, list of participants, issue of advices to offices for relieving representatives and entry into their respective service/leave records.

2

11.34.7 Provision to generate various statutory and management reports related to

participation in strikes etc. 2


11.34.8 Details of office-wise monthly labor situation reports to be stored as data.

2

11.34.9 Details of industrial dispute cases/court cases. 2

11.34.10 Maintenance of relevant registers, generation of reports, MIS reports.

2

11.34.11 Details of grievances initiated by employees/unions/associations. 2 11.34.12 Details of grievance resolution. 2 11.34.13 Compilation of Monthly Report on labor situation to be sent to Govt such as

ER-1,SV-1 etc. 2

11.34.14 Details of employees on strike on the particular date, employees on work and

employees on leave 2

11.34.15 Duration of the strike to be recorded 2 11.34.16 Branch/RO wise strike details 2 11.34.17 Details of the unions in existence 2 11.34.18 Details of employees affiliated to the unions 2 11.34.19

Capability to record the nominees from the union, the demands of the union 2

11.34.20 Capability to generate reports like

11.34.20.1 Ø Strike and other union related statistics 2 11.34.20.2 Ø Employee union and demands of the union 2 11.34.20.3 Ø Statement of number of man-hours lost due to a strike 2 11.34.20.4

Ø Details of Court cases / industrial disputes pending / settled compliants 2

11.34.21

Facility to capture the details of complaints received, disposed and pending 2

11.34.22 Details of the action initiated on complaints and follow-up with Regional Offices/

HO s 2

11.34.23 Facility to scan and upload the complaints in to the database 2 11.34.24 Maintenance of a complaint register and generation of reports to be submitted

to various authorities 2

11.34.25 Staff Suggestion Scheme 11.34.26 Maintenance of a database of all suggestions received and allotting of a unique

number to each suggestion 2

11.34.27

Generation of a list of pending suggestions and initiation of follow-up action 2

11.34.28 Querying the database to check whether similar suggestion was received in the

past and action taken thereon. 2

11.34.29 Scope for multiple times test run of salary, before finalisation to ensure

accurate pay computation 2

11.35 Discipline and Vigilance Matters

11.35.1

Details of disciplinary cases initiated & completed against the employees like Reference number, date and duration of disciplinary proceedings, Place of misconduct, Type of charges, Type of Punishment imposed, Punishment order number & date. Capture details of legal cases against an employee or filed by an employee against the Bank. Provision for generation of the relevant data in the form of statements. Should form part of the bio-data of the employees. Capture other details like date of charge sheet, date of suspension, revocation, explanation date, reply date.

2


11.35.2 Capture details of the dealing officer such as Discipilnary authority ,enquiring authority /Enquiry presenting officer /Management representative,Defence reprsentative etc.

2

11.35.3 Capability to define a presenting officer and an enquiry officer. 2 11.35.4 On going disciplinary actions (live disciplinary cases yet to be concluded

against the employee) 2

11.35.5

Maintenance of data in respect of all Vigilance/Non-vigilance disciplinary action cases of all Regions in respect of Officers / Award staff and part time employees at Head Office. Maintaining record of Vigilance/Non-Vigilance disciplinary action of all category of employees of Bank on whom penalty / punishment has been awarded by respective Disciplinary authority.

2

11.35.6

Maintenance of record on Vigilance/Non- Vigilance Suspension cases. 2

11.35.7 Capability to move data from one stage to another 2 11.35.8 Capability to define workflows for disciplinary proceedings. For e.g. both

workmen as well as officers the disciplinary proceedings are taken care at the regional office/ head office

2

11.35.9

Capability to define the appellate authority and competent authority 2

11.35.10 Maintenance of all Appeal cases and their connected reports 2 11.35.11

Maintenance of data in respect of disciplinary action cases of all officers/award staff – Regional Office and total Maintenance of records in respect of all cases under investigation/contemplation, enquiry and noting the periodic progress made

2

11.35.12 Capture of proceeding details, punishments awarded 2 11.35.13 Provision to link Punishments to Payroll 2 11.35.14 Capture of appeals preferred by the staff members and recording of the

decisions given by appellate authorities 2

11.35.15

Capture information about suspension cases including suspension revocation 2

11.35.16

Maintenance of registers and compilation of periodic statements about pending cases, suspension cases, cases dismissed, punishments awarded etc.

2

11.35.17

Maintaining data of cases pending in Supreme Court, High Courts, Labour Courts, Asst. Labour Commissioners, criminal cases, CBI cases, Police cases in respect of employee category wise and generation of periodic reports

2

11.36 Industrial Relations (Punishment and punitive actions)

11.36.1

History of Show Causes/ Disciplinary Action like date reported, nature of charge, action taken, action date, resolution process of all officers/award staff – RO/Office/Branch wise and also in consolidation

2

11.36.2

Facility to define workflows for Online Vigilance/ IR Clearance/DAC Clearance.

2

11.36.3 Apply for clearance by employee, forwarding to respective RO/HO 2 11.36.4 Review and approval by Vigilance department. 2 11.36.5

Generation of auto intimation through SMS Alerts / Email alerts at each level

2

11.36.6

Various Search options i.e. on date, for a period employee no, name, request id and status etc.

2

11.36.7 Reports at all level. 2


11.36.8 History of grievances reporting, action taken, resolution process, action taken, redressal date.

2

11.36.9

Maintenance of records in respect of all cases under enquiry and noting the periodic progress made including the punishment

2

11.36.10

Facility to generate various statutory and management reports related to participation in strikes etc.

2

11.36.11

Capture of appeals and reviews made by the staff members and recording of the decisions given by competent authorities

2

11.36.12

Recording of staff grievances and follow up made in this regard

2

11.36.13 Nomination of disciplinary Authority 2 11.36.14

Generation ofstandard/user defined - showcause notice/Chargesheet / Suspension Order/ Extension of Service under OSR 20 (3) (iii)/ Note & Order for appointment of Common Disciplinary Authority/ Competent Authority

2

11.36.15

Capture information about suspension cases including suspension/ revocation

2

11.36.16

Maintenance of registers and compilation of periodic statements about pending cases, suspension cases, cases dismissed, punishments awarded etc

2

11.36.17

Maintaining data of cases pending in Labour Courts, Asst., High courts, Supreme Court, criminal cases, CBI cases, Police cases in respect of employees category wise and grade/scale wise related to disciplinary cases / other than disciplinary cases in the above courts.

2

11.36.18

Check number of cases handled by particular defense representative / Enquiry Officer/ Presenting Officer.

2

11.36.19 Capture reviews orders of officers 1 11.36.20 Details of references to CVC/CBI/Sponsor Bank 2 11.36.21

Capture details of the stage of departmental/court cases & follow up actions

2

11.36.22

Capture statements showing disciplinary action taken against Bank staff for the lapses in sanction and disbursement of loans under government sponsored schemes

2

11.36.23

Capture statements showing disciplinary action taken against banks staff for lapse in sanction and disbursement

2

11.36.24

Capture information for submitting notes before departmental promotion committee for review of non vigilance disciplinary cases/CBI Cases, Civil Court Cases

2

11.36.25 Capture information about: 11.36.26

Disciplinary Authority Cases where fraud is involved and their reporting to regulatory authority

2

11.36.27

Employees for their involvement in fraud cases (Other than fraud cases for reporting to regulatory authority)

2

11.36.28

Disciplinary Authority Cases other than those where fraud is involved.

2

11.36.29

Pending disciplinary cases in respect of officers/ executives deputed elsewhere.

2

11.36.30 Capture data of Sanction for Prosecution Cases 2 11.36.31

Capture data of Employees on Agreed List and Employees of doubtful integrity

2


11.36.32

Data of pending non-vigilance Disciplinary action cases , RO wise,age-wise, scale wise , stage-wise, penalty-wise, date-wise and Cases of less than six months and more than six months need to be generated with reference to the date of the charge sheet.

2

11.36.33

Data in different time-frequencies / or cumulative or on quarterly basis.

2

11.36.34

History of disciplinary action like date reported, nature of charge, action taken, action date, resolution process of all officers/award staff – Region/Office/Branch wise and also in consolidation

2

11.36.35

History of grievances reporting, action taken, resolution process, action taken, redressal date. Above can be in the format of – Issue raised by Unions, Management comments / decision, action taken / follow up made on the comments of Management, final decision on the issue with date.

2

11.36.36 Maintenance of records in respect of all cases under enquiry and noting the

periodic progress made 2

11.36.37 Facility to generate various statutory and management reports related to

participation in strikes etc. 2

11.36.38 Capture of proceeding details, punishment awarded 2 11.36.39 Capture information for submitting notes before departmental promotion

committee for review of non vigilance disciplinary cases 2

11.36.40 Capture information about:

11.36.40.1 Ø Employees for their involvement in fraud cases 1 11.36.40.2 Ø Other than fraud cases for reporting to statutory authority 1 11.36.40.3 Ø Pending disciplinary cases for reporting to NABARD 1 11.36.41 Capture information on:

11.36.41.1 Ø Anti corruption measures to vigilance cell 1 11.36.41.2 Ø Vigilance/Non-Vigilance cases pending for more than six months (or user

defined period) 1

11.36.41.3 Ø Ghosh committee recommendation to antifraud section 1 11.36.41.4 Ø Review of suspension cases 1 11.36.41.5 Ø Action on CVC first stage advice and second stage advice to Vigilance

Cell/dept. 1

11.36.41.6 Ø Progress of pending disciplinary cases to Vigilance cell/dept 1 11.36.41.7

Ø False caste certificate submitted by employees in connection with their employment in the Bank to Ministry of Finance.

1

11.36.41.8 Ø Capture master data of legal opinion 1 11.36.41.9 Ø Capture data of closed file 1 11.36.41.1

0 Cases of less than six months and more than six months need to be generated with reference to the date of the charge sheet.

2

11.37 LEGAL Department

11.37.1 Court Cases filed by the staff/Ex-staff members against the Organisation

11.37.1.1 Ø Age wise data 2 11.37.1.2 Ø RO wise 2 11.37.1.3 Ø Region wise 2 11.37.1.4 Ø Case No. 2 11.37.1.5 Ø Name of the petitioner 2 11.37.1.6 Ø Court name 2


11.37.1.7 Ø Present position-Note Date of hearing Court wise 2 11.37.1.8 Ø Category wise 2 11.37.2

Option for more than one writ petition by same employee in same court or different court (for e.g. Against termination and gratuity or two diff. Prayers

2

11.37.3 Amount of loss and whether recovered. 2 11.37.4 Interim stay if any with date and directions Note 2 11.37.5 Date of order of S/J and directions Note 2 11.37.6 Date of order of DB and directions Note Date of order of SLP and directions

Note 2

11.37.7 Contempt petition if any field with details Note 2 11.37.8 Dept. Enquiry cases YES/NO 2 11.37.9 Date of suspension 2

11.37.10 Date of revocation 2 11.37.11 Date of c/s 2 11.37.12 Gist of charge Note 2 11.37.13 Prayer in the writ petition Note 2 11.37.14 Date of Disciplinary Authority order and punishment awarded 2 11.37.15 Date of Appellate Authority order and punishment awarded Note 2 11.37.16 Date of Reviewing Authority order and modification if any Note Additional

Information: 2

11.37.22

Ability to view and print details of Court Cases filed by the staff/Ex-staff members against the Bank as below

11.37.22.1 Ø Age wise data 1 11.37.22.2 Ø RO wise 1 11.37.22.3 Ø Region wise 1 11.37.22.4 Ø Case No. 1 11.37.22.5 Ø Year 1 11.37.22.6 Ø Name of the petitioner 1 11.37.22.7 Ø Court name 1 11.37.22.8 Ø Present position-Note 1 11.37.22.9 Ø Date of hearing 1 11.37.22.1

0 Ø Court wise ALC,CGIT,HC,SC 1

11.37.22.1

1 Ø Category wise TERM/PROM/DE/RET.DUES/PEN/MIS DE/COMP.APPT.

1

11.37.22.1

2 Ø Option for more than one writ petition by same employee in same court or different court (for e.g. Against termination and gratuity or two diff. Prayers

1

11.37.23

Against each case the system should have the ability to capture the following details

11.37.23.1 Ø Amount of loss and whether recovered. 1 11.37.23.2 Ø Award of CGIT and date 1 11.37.23.3 Ø Interim stay if any with date and directions 1 11.37.23.4 Ø Date of order of S/J and directions 1 11.37.23.5 Ø Date of order of DB and directions 1 11.37.23.6 Ø Date of order of SLP and directions 1 11.37.23.7 Ø Contempt petition if any field with details 1


11.37.24

System should capture the following details in case of Dept. Enquiry cases

11.37.24.1 Ø Date of suspension 1 11.37.24.2 Ø Date of revocation 1 11.37.24.3 Ø Date of c/s 1 11.37.24.4 Ø Gist of charge 1 11.37.24.5 Ø Prayer in the writ petition 1 11.37.24.6 Ø Date of Disciplinary Authority order and punishment awarded 1 11.37.24.7 Ø Date of Appellate Authority order and punishment awarded 1 11.37.24.8 Ø Date of Reviewing Authority order and modification if any 1 11.37.25 The System should also capture additional Information such as:

11.37.25.1 Ø Advocate of the petitioner & Tel. No 1 11.37.25.2 Ø Advocate of the Respondent & Tel. no 1 11.37.25.3 Ø Name of the Petitioner/s 1

11.37.25.4 Ø Name of the Respondent/s 1 11.37.25.5 Ø Advocate Bill Details and payment made so far: 1 11.37.25.6 Ø Financial impact on the Bank and legal charges 1 11.37.25.7 Ø Details of FIR/Criminal case if any filed by the Bank 1 11.37.25.8 Ø Final outcome and sentence awarded 1 11.37.26

Ability to capture data pertaining to RTI applications moved by employees such as

11.37.26.1 Ø Date of application 1 11.37.26.2 Ø Information sought 1 11.37.26.3 Ø No of applications 1 11.37.26.4 Ø 1 st appeal 1 11.37.26.5 Ø 2 nd appeal 1 11.37.26.6 Ø Final decision 1 11.37.26.7 Ø Writ filed by the bank 1 11.37.27

Ability to capture the details regarding court cases/consumer cases/suits handled by the Leagal department

2

11.37.28

Ability to capture details regarding Court Cases filed by the staff/Ex-staff members against the Bank WP(writ petition) ,WA(writ appeal),SLP (special leave petition)

2

11.37.29 Joint Conference : Capture the details of Notice from trade unions/other parties

, Type of party , Type of conference , Fixation of date , Gist of issues , Proceedings etc.,

1

Worksheet Total Industrial Relations and DAC

344


General Requirements


VS TL TM Vendor Comments(V

C) 12 General Requirements

12.1 The system should be able to deliver a comprehensive view of the workforce through out the Hire-to-retire lifecycle of an employee.

2

12.2 Using the workforce score card the system should be able to define organization goals and evaluate employees against those goals on ongoing basis.

2

12.3 Support defining organization hierarchies for transaction entry, consolidation,

query and reporting at:

12.3.1 Ø Head office level 1 12.3.2 Ø Regional office level 1 12.3.3 Ø Branch level 1 12.4

Support blocking of access to users in case of more than pre-defined unsuccessful attempts to log in. Support revocation of the same user by the administrator

2

12.5 Support storage and retrieval of photographs, signatures, other documents

when required 2

12.6 Support following batch activities through the interface with the core banking

solution for:

12.6.1 Ø Multiple credits, single debits 1 12.6.2 Ø Multiple debits, single credits 1 12.6.3 Ø Multiple debits and multiple credits 1 12.7

Support maker-checker functionality allowing entry, verification, committing, post commit verification and audit by different users based on

12.7.1 Ø Authorization levels based on designation 1 12.7.2 Ø Authorization levels based on scale/grade 1 12.8

Audit Trail which triggers the following activities:

12.8.1 Ø Types of change performed (Addition/deletion/updation) 1 12.8.2 Ø Date and time on which change was made 1 12.8.3 Ø User who authorized the change 1 12.8.4 Ø Date and time on which change authorized 1 12.8.5 Ø Old value of the field 1 12.8.6 Ø New value of the field 1 12.9 The system should capture the details of assets & liabilities and Annual

Property return as furnished by the officers at the end of every year 1

12.10 The system should support maintenance of history of assets & liabilities details

furnished by officers 2

12.11 The system should support to generate list of officers defaulted from submitting

the Assets and Liability Statement and provision to generate reminder letters to the officers

2

12.12 Reporting and Inquiries

12.12.1 Enable user to customize reports as per his requirements 2 12.12.2 Enable user to sort the reports generated by the system on any of fields in the

report 2

12.12.3 Enable user to define filters, selection criteria on any field for generation of

reports 2

12.12.4 Enable users to define grouping, totaling on any field in the user defined reports 2 12.12.5 Support user defined page and column headers, footers, paper size etc. for all

user defined reports 2

12.12.6 Support capture and retrieval of employee‘s photograph, signatures, other

necessary documents 2

12.12.7 System should be able to recognize duplication of data entry and caution the

user 2


12.13 Report generation flexibility 12.13.1

Enable generation of management, statistical, statutory, audit, performance monitoring and analysis reports at user defined intervals viz. daily, weekly, monthly, annual reports

2

12.13.2 Facilitate generation of report on screen, print, file, optical disk, tap etc. 2 12.13.3 Support generation of consolidated reports across organization hierarchy /

structure 2

12.13.4 Provide tools for generating reports across multiple financial periods for any

entity within the organization hierarchy 2

12.13.5 Enable publishing of reports to the web (intranet / extranet) 2 12.13.6 Ability to direct information / application forms to the relevant system 2 12.13.7 Ability to send any message and any other information to the employees by e-

mail, attachment or any other form as required by the user etc. 2

12.14 The system should have single sign-on access across application 2 12.15 The system should have user access level for data entry, authorisation and

viewing 2

12.16 The system should have a log of users viewing or editing any document 2 12.17 The system should be able restrict viewing and editing rights of all documents

to certain individuals or groups 2

12.18 The system should have Online Help at any point of time 2 12.19 The system should have the system to handle an unlimited number of reporting

levels. 2

12.20 The system should support Flexibility to change the hierarchy of departments

and branches 2

12.21 The system should provide for Quick data entry screens (user friendly) to

facilitate the data entry operator to add data quickly 2

12.22 System should allow for additionally attaching documents to the employee

record including word files, excel spreadsheets, pictures, etc 2

12.23 The system should store history data kept on employees without limitation 2 12.24 The system should support Multiple Location (Offices / Branches) 2 12.25 The system should support Multiple Modules like PF, Pension, Payroll etc.

detailed in functional requirements. 2

12.26

The system should have dual authorization and maker checker facility required for all transactions like Payroll, Leave etc., depending on : Nature of Operation (transaction entry, change, deletion, blocking, batch update, end-of-day processing, etc.)

2

12.27 The system should have blocking of access to users in case of more than pre-

defined unsuccessful attempts to log in 2

12.28 The system should defining rounding off rules for specific transactions (e.g.

Pension payment, interest etc.) 2

12.29 The system should allow generation of a unique reference number for each

transaction 2

12.3 The system should provide Log/Record of transactions 2 12.31

The system should have on-line validation of all fields such as employee codes, classification codes, transaction types, etc. in any transaction/master and the on-line display of description of code fields for visual verification

2

12.32 The system should maintain calendar definition for each location/branch within

Bank, capturing Weekly holidays, Public Holidays, Unscheduled Holidays 2

12.33

The system should have a inbuilt workflow which is capable of assigning tasks, create queue, view status of each activity. It should also be able to provide status report and TATs for each tasks

2

12.34 The system should support the publishing of HR Information. This should

include but not limited to HR policies, procedures, employee benefits. There should be an integration within the HR system which can automatically update the same on a intranet used by employees once they are published in the HR system.

2

12.35 The system should be capable of producing organisation charts based on

reporting hierarchies in the HR system and track any changes to this structure. 2

12.36 The system should be able to support an employee home page - where details

of the individual can be contained including their role, picture etc. It should function in a similar fashion to some user friendly internet sites such as facebook.

2


12.37 The system should support the functionality to be able to load CV's, and expressions of interest into the system on behalf of themselves, family members and friends. There should be an automatic link created between the CV and the relevant role, which will escallate the expression of interest and details directly to the appropriate individuals.

2

12.38

The system should store the position descriptions to each employee. There should be a audit trail of any changes that have been made and all previous position description should be captured with the individual.

2

12.39 The system should have in-build scanner, mail and fax interfaces 2 12.4 The system should store all the reports/data in XML, XLS, HTML and DBF

formats 2

12.41

The system should provide up-to-date employee information viewing at a given time. Views like date –wise, category-wise, qualification-wise, experience-wise, male-female etc. and export such information to other application if required.

2

12.42

The system should provide user-friendly, multi-dimensional analysis and decision support tools like Data Explorer, Data Analyze, to the executives covering functionalities across the Bank

2

12.43 The system should provide high flexibility in designing queries and accessing

the key data by the executives 2

12.44 The system should have function to define important/key parameters in the

base that may need close monitoring 2

12.45 The system should provide display and print the data in tabular form or text

form 2

12.46 The system should display and print the data in graphical form

(2D,3D,PIE,LINE graphs etc.) 2

12.47 Should download forms and information requirements through the Web 2 12.48 The system should enable online filling of application forms like leave

application 2

12.49 Should direct information/ application forms to the relevant department 2 12.5 Should enable workflow for application creation to approval. 2 12.51

Should generate acknowledgement receipt in case of transactions request. The system should allow the Bank to customize the acknowledgements based on the following requirements: Acknowledgement Number, Transaction type, date &time, Name, Employee ID, Purpose

2

12.52

The system should support generation of all types of MIS returns and other periodical statements/reports as required by the bank eg. Salart slips, monthly salary report(RO wise, grade wise, pay head wise) etc

2

12.53 Ease of Access using a Single Sign-on 2 12.54 Ease of reporting by providing for Standard reports, Statutoryreports, Adhoc

Reports, Cube reports based on userrequirements 2

12.55 System should provide for historical data of employees to bestored in the

system and ease of access to the same 2

12.56 System should provide for Retroactive calculations to be handledfor all types of

scenarios, employee joining, leaving, pay hike etc. 2

12.57 System should have actions configured dynamically to enableease of data

entry. The actions should enable users to jump fromone action to other 2

12.58

System should be able to handle all statutory regulations andmaintain the details directly in the screens provided for dataentry. All rules related to such Acts should be preconfigured inthe system

2

12.59 Vendor to provide for Legal change patch to take care of anystatutory changes 2 12.6 Provisions to access system using a portal for all employeesSystem should

prompt the user with possible values for dataentry ease 2

12.61 System should be able to maintain set up data in terms of rulesand procedures

without need to resort to code changes 2

12.62 System should be able to maintain the history of set up data andany changes in

the values, eligibilities or rules should notoverwrite the historical values 2

12.63 System should store and display default values 2 12.64 Support for Bilingual (English and Hindi) 2 12.65 Support for printing of reports in bilingual format 2 12.66 Support for bilingual screens and forms 2


12.67 Support to enable or disable bilingual screen facility as per user requirement 2 12.68 Support for the following 2 12.69 Multiple Location (Offices / Branches) 2 12.70 Multiple Modules 2 12.71 Support defining organization hierarchies for transaction entry, consolidation,

query and reporting at:

12.71.1 Ø Head Office level 1 12.71.2 Ø Regional Office level 1 12.71.3 Ø Department level 1 12.71.4 Ø Branch level 1 12.72 Allow defining and setting up of authorization based on the following, or a

combination of the following, but not limited to:

12.72.1 Ø Central/ Regional level 1 12.72.2 Ø User definable groups 1 12.72.3 Ø Locations 1 12.72.4 Ø Designation 1 12.72.5 Ø Scale/Grade 1 12.72.6 Ø Departments/ Sections 1 12.73 Dual authorization is required for certain transactions depending on :

12.73.1 Ø Nature of Transaction 1 12.73.2 Ø Nature of Operation (transaction entry, change, deletion, clearing,

blocking, printing, batch update, end-of-day processing, query, etc.) 1

12.73.3 Ø Nature of function (maker, checker, auditor, etc.) 1 12.73.4 Ø Support maker-checker functionality allowing entry, verification,

committing, post commit verification and audit by different users based on 1

12.73.5 Ø Transaction type 1 12.74 Provide for parameterization of maker checker to allow 2 12.75 Capability to apply the maker-checker wherever necessary (including batch

updates) 2

12.76 Multiple levels of makers (based on a predefined number) 2 12.77 Multiple levels of checkers (based on a predefined number) 2 12.78 Allow generation of a unique reference number for each transaction 2 12.79 Support tracking of transaction details, channel type, date, time, reference

numbers, etc on data impacted 2

12.80 Support capturing and reporting of the transaction history for input as well as

changes at field level for all transactions as well as master entries, reporting:

12.80.1 Ø User(s) who made the entry 1 12.80.2 Ø Date and time on which entry was made 1 12.80.3 Ø User(s) who authorized the entry 1 12.80.4 Ø Date and time on which authorized 1 12.80.5 Ø User(s) who made the change 1 12.80.6 Ø Date and time on which change was made 1 12.80.7 Ø User who authorized the change 1 12.80.8 Ø Date and time on which change authorized 1 12.80.9 Ø Old value of the field 1

12.80.10 Ø New value of the field 1 12.81

Support on-line validation of all ‗codes‘ (such as employee codes, classification codes, transaction types, department code, training code, etc.) in any transaction/master and their on-line display of description for visual verification capturing

12.81.1 Ø Weekly holidays 1 12.81.2 Ø Public holidays 1 12.81.3 Ø Unscheduled holidays 1 12.82 Support defining and processing of activities/tasks for the following but not

limited to

12.82.1 Ø Start of day 1 12.82.2 Ø Start of month 1 12.82.3 Ø Start of quarter 1 12.82.4 Ø Start of half-year 1


12.82.5 Ø Start of year 1 12.82.6 Ø End of day 1 12.82.7 Ø End of month 1 12.82.8 Ø End of quarter 1 12.82.9 Ø End of half-year 1

12.82.10 Ø End of year 1 12.83

Support definition and classification of modules under a multi-level hierarchy for the purpose of

12.83.1 Ø Business rules 1 12.83.2 Ø Authorization control 1 12.83.3 Ø Workflows 1 12.83.4 Ø Product channel mapping 1 12.83.5 Ø Performance reporting 1 12.83.6 Ø Support storage and retrieval of Photographs, signatures 1 12.84 Physical documents associated with the agreements/ contracts (e.g. legal

forms, deeds, etc) for reference 2

12.85 Support raising of a flag on the central server for off-line status of an office in

case of network failure 2

12.86 Support word-processing features for text fields, reports, notices, e.g. back

delete, forward delete, word wrap, split and join lines, format paragraph etc 2

12.87 Support to dynamically link with Power Point, Word, Excel and MS-Project 2 12.88 Support generation of unique Employee Unique Identification Number (UIN)

based on predefined criteria (The UIN is being used as the ID number for all purposes)

2

12.89 Organisation Management

12.89.1 System should provide for easy maintenance of the Organization structure using tree structure

2

12.89.2 System should provide for making changes in the structure with respect to Employee Position, Jobs and the same should get reflected in the Employee data. This should be applicable to making changes in Reporting to relationships also

2

12.89.3 System should provide for different modes of maintaining the Organization

Structure and provide for Query of Structure based on any entity 2

12.89.4 Should provide for Graphical display tools to show the structure 2 12.89.5 Organization change History Maintenance 2 12.89.6 Development of new Organizational Models 2 12.89.7 Organizational Model Comparison and "what-if" analysis 2 12.89.8 Creation of Multiple Concurrent Organizational Structures 2

12.9 Employee Self Service

12.90.1 Self Service should streamline Day to day business, workflow and policy automation and should comprise of Employee Self Service and Manager self Service. Following is an indicative list of major self service options required by the Bank. Bidder shall indicate other areas of self service options available in the system and offer as part of this RFP.

2

12.90.2

Ability for all employees to perform the following:

12.90.2.1

Ø Update personal details (e.g. address, dependents, etc.) 1

12.90.2.2 Ø Update bank account information for payroll processing 1 12.90.2.3

Ø Apply for leave 1

12.90.2.4 Ø Apply/modify for Union/Association membership for check off

facilities 1

12.90.2.5

Ø Submit travel requests 1

12.90.2.6 Ø Submit self appraisals online 1 12.90.2.7

Ø Enroll in training courses 1

12.90.2.8 Ø Update their skills and competencies 1 12.90.2.9 Ø Obtain pay slips 1 12.90.2.10

Ø Obtain Income Tax Computation Statement 1


12.90.2.11 Ø Obtain month-wise salary breakdown

1

12.90.2.12 Ø Check leave balances

1

12.90.2.13 Ø Check loan balances etc

1

12.90.2.14 Ø Submit annual property statements in the prescribed proforma.

1

12.90.3 Ability for Managers to perform the following:

12.90.3.1 Ø Approve training enrollments 2

12.90.3.2 Ø Approve leave applications 2

12.90.3.3 Ø Review and record employee appraisals Approve travel requests etc., 2

12.90.3.4 Ø Capability to remind the employee regarding modification or requirement of additional data.

2

12.90.4 Ability to create the following process capabilities based on set rules / procedures etc. for online submission of any specific information by employees and subsequent processing and action based on online approvals as and when required without resorting to any customization / coding.

12.90.4.1

Ø work flow, 2

12.90.4.2

Ø including creation of online forms, 2

12.90.4.3

Ø escalation mechanism, 2

12.90.4.4

Ø create triggers, 2

12.90.4.5

Ø alerts, 2

12.90.4.6 Ø deadlines,

2

12.90.5 Ability to create multiple tier authorization mechanism to perform the following: 12.90.5.1 Ø Approve employee generated changes 1

12.90.5.2 Ø Approve training enrollments 1

12.90.5.3 Ø Approve leave applications 1

12.90.5.4 Ø Approve travel requests etc., etc. 1

12.90.6 Approve any other requirement submitted by employee through self service

mode. 2

12.90.7 Capability to remind the employee regarding modification or requirement of

additional data in case it is needed for approving any one of the above online request.

2

12.90.8 Facility to allow delegation of sanctioning powers for the specified period, while

the sanctioning authority is on leave. 2

12.90.9 Ability to delegate the transaction or transactions for specified period or

permenently 2

12.90.10 Facility to capture the approval audit trail for the delegated managers. 2 12.90.11 Facility to allow reassignment of already submitted transaction 2

12.90.12 For transactions having multi-level approvals, facility to push back the request

to the previous approver, incase the claim has been wrongly approved. 2

12.90.13 Facility to capture transaction wise approvers for each location online 2

12.91 Upload/Export Facility 12.91.1

Bulk upload facility to be provided for uploading details like 1) Marks obtained in examination 2) Employees participated in Strike/Dharna 3) Railway/Bus revised fare 4) List of Hospitals 5) List of ailments and charges etc.

1

12.91.2 Facility to export scanned Specimen Signatures files in bulk to upload in

separate Sponsor Bank Application. 1

12.92 Statutory Compliance

12.92.1 There are various statutory returns / notices/statements(these returns are text report based on either numerical strength of employees or payment of amount. Such details can easily be tracked from the HRMS Solution) which are required to be submitted under various labour laws like;

12.92.1.1 Ø Payment of Gratuity Act, 1972 2 12.92.1.2 Ø Payment of Bonus Act, 1965 2


12.92.1.3 Ø Payment of Wages Act, 1936 2 12.92.1.4 Ø Equal Remuneration Act, 1976 2 12.92.1.5 Ø Industrial Dispute Act, 1947 2 12.92.1.6 Ø Income Tax Act 2

Worksheet

Total eneral Requirements 321


Personnel Administration


VS TL TM Vendor Comment

s(VC) 13 General Requirements 13.1 Personnel Policy 13.1.1 Database of Instructions: 13.1.1.1 Ø Bank Pension Regulations 2 13.1.1.2 Ø CCS Pension Rules 2 13.1.1.3 Ø Bank Administrative Instructions on Pension 2 13.1.1.4 Ø Pension Regulations of other financial organisations 2 13.1.1.5 Ø Bank Discipline Rules 2 13.1.1.6 Ø Bank Staff Rules 2 13.1.1.7 Ø Bank PF Regulations 2 13.1.1.8 Ø Bank Housing Loan Rules 2 13.1.1.9 Ø Other Regulations and Administrative Instructions 2 13.1.1.10 Ø Compendium of case decisions with search facility subject wise 2 13.2 Policy – Pay and Allowances 13.2.1 Details of pay scales and allowances of all employees 2 13.2.2 Ability to maintain minutes of the meetings with the recognized trade unions 2 13.2.3 Database of past Settlements 2 13.2.4 Data on stage wise details of pay of Officers and workmen 2 13.2.5 Data on Quantum of Special pay/ Allowance at each stage of pay 2 13.2.6 Data on number of employees drawing special increment / Sp. 2 13.2.7 Data on number of blind and orthopaedically handicapped 2 13.2.8 Generation of consolidated Report of each item from numbers 2 13.2.9 Quantum of Dearness Allowance( data) after every fixation 2 13.2.10 Grant of Overtime Allowance to Group B and C - Class wise details of payment of

overtime Allowance to employees in Group B and C ( Data) 2

13.2.11 Data on grant of functional allowances other than Dearness Allowance, House

Rent Allowance, City Compensatory/Local 2

13.2.12 Allowance and Family Allowance (for performing additional duties/specific

functions etc. i.e. outside settlement). 2

13.2.13 Generation of Consolidated statement with respect to each of the various special

allowances granted to employees in Group B 2

13.2.14 Data on number of ex-servicemen employees in the employee list of the Bank 2 13.2.15 Group B And C cadre- details of their pay at the time of joining the Bank so as to

look into the fixation of their pay etc. matters. 2

13.2.16 Generation of Statement of number of houses/flats on lease for officers, lease rent

paid by the Bank and license fee recovered from the allottees. 2

13.2.17 Generation of statement of number of paying guest accommodation, single room

accommodation and number of employees staying in therein 2

13.3 Policy – Employee Benefits 13.3.1 Capturing rules and eligibility conditions for payment of gratuity - information on

provisions of banks gratuity rules / payment of gratuity act / DCRG rules of Central Govt.

2

13.3.2 Capturing rules and eligibility conditions for compassionate gratuity 2 13.3.3 Report on number of employees ceasing to be in Bank's service and total amount

of gratuity paid in a given period. 2

13.3.4 Report on number of employees dieing in harness and quantum of compassionate

gratuity paid to family members in a given period. 2

13.3.5 Provision to record participation details and incentives paid to employess for

participating in Bank's contest. It should also support performance based incentive.

1

13.4 Policy – Leave 13.4.1 Capturing rules and eligibility conditions for various kinds of leave available to

employees 2

13.4.2 Report of number of employees availing encashment of leave and expenditure

incurred in a given period. 2

13.5 Policy – Exit 13.5.1 Voluntary retirement, Resignation, normal superannuation death in harness. Ability

to create records as per applications received. Identify relevant regulations, record vigilance clearance and decisions. Issue of Office Orders.

2


13.5.2 Ability to generate retirement review data in respect of different class of employees on a quarterly basis:

13.5.2.1 Ø Officers - on attaining 50 years and then from 55 yrs onwards 2 13.5.2.2 Ø Group B - on attaining 50 years and 55 years 2 13.5.2.3 Ø Group C - on attaining 55 years and 57 years. 2 13.5.3 Ability to generate retirement notices in advance, irrespective of cadre, office along

with detailed disciplinary/vigilance history. 2

13.5.4 Follow-up of retirement reviews in terms of issuing of continuance letters or

otherwise. 2

13.5.5 Ability to analyze the data related to exits. 2 13.5.6 No Dues Certificate on resignation 2 13.5.7 Retirement Benefits - Amount admissible, with tax deductions 2 13.5.8 Conducting Exit Interview - Online 2 13.5.9 Report on No. of employees ceasing to be in Bank's service during each calendar

year (Class-wise and Grade-wise details)

13.5.9.1 Ø Retired 1 13.5.9.2 Ø Deceased 1 13.5.9.3 Ø Resigned 1 13.5.9.4 Ø Dismissal/Removal/Termination of service 1 13.6 Policy – Forecasting 13.6.1 Facility for calculation of future load on Bank in case of changing of any variables

related to staff Payroll, Pension, Benefit Administration, Welfare schemes, etc. 2

13.6.2 Maintenance of relevant registers, generation of reports, MIS reports etc. 2 13.6.3 Generate advice for granting permissions to Officers for acquiring/selling

immovable property. 2

13.7 Property Declaration 13.7.1 Support to capture the details of submission of Statement of immovable property

and statement of shares, debentures, etc. every year 2

13.7.2 Support maintenance of history of statement of immovable property and statement

of shares and debentures furnished by officers 2

13.7.3 Support to generate list of officers defaulted from submitting the statements and

provision to generate reminder letters to the officers 2

13.7.4 Support generation of all related reports and facility for dynamic query utilities 2 13.7.5 Statement on employment of family members in Banks/financial institutions (To

have limited access only) 2

13.7.6 Statement on private visits abroad by all employees (To have limited access only) 2 13.7.7 Provision to acknowledge staff members on submission of various statements 2 13.8 Power of Attorney and Resolution Power (PA/RP) Management 13.8.1 Details of PA/RP issued to the employees along with the facility to scan and store

the signatures of the officials issued with PA/RP – separately for PA and RP 2

13.8.2 Details of PA/RPs cancelled on account of employee retirement, resignation etc. 2 13.8.3 Details of PA/RPs of employees kept under suspension 2 13.8.4 Maintenance of relevant registers and generation of reports Facility for the users to

access and view the PA/RP signatures of different officials based on the PA/RP number

2

13.8.5 Issue of No Objection Certificates (NOC) 2 13.8.6 Issue of NOC for passport and any other purpose(Parameterisable) 2

Workshee

t Total Personnel Administration 123


MIS


VS TL TM Vendor Comment

s(VC)

14 MIS

14.1 Human Resource MIS 14.1.1

Two statements i.e. Establishment Expenses (details of all manpower expenses-head wise incurred in a region) and Stage wise data (details of expenses at different stage of time scale in a cadre) are to submitted by Regional Offices/Head Office on half yearly basis. The said functionality should also help in generating these reports. Apart from these reports, there can be ad-hoc query based reports required for various types of decision making.

2

14.2 HRM Audit

14.2.1 HRM AUDIT as a system control tool for making HR adminstration effecitve has to be implemented in all branches and administrative offices.

2

14.2.2 A comprehensive report format concentrating on various areas of HR administration as payroll, claim settlement, leave, attendance, discipline management, adherence to statutory requirements etc.

2

14.2.3

The software should also support generation of all types of MIS returns and other periodical statements/reports as required by the Bank.

2

14.2.4 The system should have Intelligence tools to facilitate an online audit of all HR

activities wherein the users can set up their KPI‘s (Key Performance Index) to measure the performance of their internal systems and the system will pop up warning messages to alert incase the performance is not within the defined threshold targets.

2

14.2.5 To assess adequate staff - Officers in a office/department/branch in accordance

with approved policies and user defined parameters. 2

14.3 MIS REQUIREMENTS

14.3.1 Conveyance Claim Report 2 14.3.2 Festival Advance Report 2 14.3.3 BPS/OSR Payment Report 2 14.3.4 Medical advance report 2 14.3.5 Medical Aid Payment Report 2 14.3.6 Medical Aid Balalce Report 2 14.3.7 Newspaper Claim Report 2 14.3.8 SWS Medical Register 2 14.3.9 SWS Medical Payment Report 2

14.3.10 AGM/GM Leave Report 2 14.3.11 Asset Declaration Report 2 14.3.12 Conveyance Payment Report 2 14.3.13 Leave application Pending Rpt 2 14.3.14 Department Wise staff report 2 14.3.15 Employee completing 25 years 2 14.3.16 Birthdate Report 2 14.3.17 Employee Service Record 2 14.3.18 Employee Joining Report 2 14.3.19 Employee Leave Data 2 14.3.20 Srch Employees in RO/Branch 2 14.3.21 Retirement Date Report 2 14.3.22 Festive Advance Report 2 14.3.23 Unsettled Hospitalization Adv 2 14.3.24 BPS/OSR Payment Report 2 14.3.25 Leave Encashement Report 2 14.3.26 LTC Advance Payment Report 2


14.3.27 LTC Claims Payment Report 2 14.3.28 Medical Advance report 2 14.3.29 Medical Aid Balance 2 14.3.30 Medical Aid Payment Report 2 14.3.31 Newspaper Payment Report 2 14.3.32 SWS Payment Register 2 14.3.33 SWS Report 2 14.3.34 Tour Claims Summary Report 2 14.3.35 Tour Advance Payment Report 2 14.3.36 Tour Claims Payment Report 2 14.3.37 Earnings Summary Report 2 14.3.38 Deduction Summary Report 2 14.3.39 Net Payment Report 2 14.3.40 Loan deduction report 2 14.3.41 Loan Installment Recovery 2 14.3.42 Group Insurance Overall Report 2 14.3.43 LIC & Other deduction Report 2 14.3.44 PF Summary Report 2 14.3.45 Professional Tax report 2 14.3.46 Income Tax Estimation 2 14.3.47 Leave Encashment Report 2 14.3.48 LIC Monthly Remittance Report 2 14.3.49 Group LIC Remittance Report 2 14.3.50 Master Transfer in/Transfer out 2 14.3.51 Coinage Analysis 2 14.3.52 Increment Processing Report 2 14.3.53 Fixation Processing Report 2 14.3.54 Investment Confirmation Report 2 14.3.55 Form 12C Report 2 14.3.56 Establishment Expense Report 2 14.3.57 Union Wise Male/Female Report 2 14.3.58 Monthly Report on Updation 2 14.3.59 Form 16 2 14.3.60 Form 12BA 2 14.3.61 Employee Salary File upload 2 14.3.62 Employee Loan upload file 2 14.3.63 Employee PF upload file 2 14.3.64 Income Tax e-TDS file 2 14.3.65 Mass Upload Applicant 2 14.3.66 Canteen Payment Report 2 14.3.67 Health Checkup Retiree Payment 2 14.3.68 Child Reward Payment Report 2 14.3.69 Harness Payment Report 2 14.3.70 Health Check up Payment report 2 14.3.71 Hosptilization Payment Report 2 14.3.72 Interview Evaluation 2 14.3.73 Mass upload interview schedule 2 14.3.74 School/College Fees Payment Rp 2 14.3.75 Sport & Culture/Doc & Medicine 2 14.3.76 Gratuity Paid report 2 14.3.77 Gratuity forfeiture report 2 14.3.78 Gratuity clerance report 2 14.3.79 Balance sheet report 2 14.3.80 Ledger Balance report 2 14.3.81 Region wise Union Strength 2 14.3.82 RO wise Union Strength 2 14.3.83 Minutes of Meeting Report 2 14.3.84 Offer Letter report 2 14.3.85 Active Position History 2


14.3.86 Active/Inactive Positions 2 14.3.87 Adverse Impact 2 14.3.88 Applicant Listing 2 14.3.89 Applicant Sum. by Source 2 14.3.90 Job Group Movement Analysis 2 14.3.91 Job Opening Cost Analysis 2 14.3.92 Job Opening Status 2 14.3.93 Job Postings 2 14.3.94 Load Salary Rate Tables 2 14.3.95 Mass Change Exception Report 2 14.3.96 Mass Update Report 2 14.3.97 New Hires Extract 2 14.3.98 Personnel Actions History 2 14.3.99 Position Status Report 2

14.3.100 Pre-Screening Activity Report 2 14.3.101 Recruitment Letters Data Extra 2 14.3.102 Reinstatement Report 2 14.3.103 Salary Package Model 2 14.3.104 Vacant Position Report 2 14.3.105 Performance Management View Rating Summary 2 14.3.106 Performance Management View Status Summary 2 14.3.107 Performance Management Missing document report 2 14.3.108 Performance Management late document report 2 14.3.109 Training Plan summary report 2 14.3.110 Create Training Letters 2 14.3.111 Review Training Summary 2 14.3.112 Employee Session cost summary report 2 14.3.113 Training program report 2 14.3.114 Training schedule report 2 14.3.115 Employee Birthday report 2 14.3.116 Emergency contact report 2 14.3.117 Employee Home address listing report 2 14.3.118 Employee Passport Visa expiration report 2 14.3.119 Union affiliation –shall be capable of acceptigh affiliation to multiple unions 2 14.3.120 Facilitiate multiple parameters in branch like – Population Code, Special Area,

Hill Area, North EASt etc --- with option to group for mutual exclusion 2

14.3.121 Support maintencance of autiomatic relaease of time based increments,

stagnation increments, FPP, PQP etc—shall Support stages of ― Efficiency Bar‖ that required an approval for the release of increments instead of automated –with multiple levels

2

14.3.122 Generation of interse seniority and seniority list – shall automate inter-se

senioiirty on promotion in the new cadre based on the date of effect of promtionm and the inter-se seniority in the previous cadre

2

14.3.123 System should have the ability for viewing the data in the form of dashboards 2

14.4 Surveys 14.4.1 On-line Organizational Climate Surveys 2 14.4.2 Surveys on various policy issues 2 14.5 Managerial Information System

14.5.1 Provide for a report generation facility that would generate reports specific to user requirements. System should also generate all statutory and regulatory reports. The data for these reports are captured at various Regional Offices and HoDs.

2

14.5.2 Enable generation of following reports at user defined intervals viz. daily, weekly,

monthly, annual, etc.

14.5.2.1 Ø management, 2 14.5.2.2 Ø statistical, 2 14.5.2.3 Ø statutory, 2 14.5.2.4 Ø audit, 2 14.5.2.5 Ø performance monitoring and analysis 2


14.5.3 Provide for a flexible and powerful Report Writer capable of producing ad-hoc and periodical reports

2

14.5.4 Support uploading of data in user defined format from stand alone offices/branches

2

14.5.5 Support consolidation of data and its analysis inclusive of the information of stand alone offices/branches

2

14.5.6 Facilitate generation of report on screen, print, file, optical disk, tape etc. 2 14.5.7 Provide user friendly interface for viewing, extraction, printing of all reports 2 14.5.8 Support generation of consolidated (allowing drill-down) reports across

organization hierarchy/structure 2

14.5.9 Provide for generating reports across multiple financial periods for any entity

within the organization hierarchy 2

14.5.10 Provide for flexible designing of reports including formats for totals, sub-totals,

running totals, etc. 2

14.5.11 Enable user to insert comments in the structure of all user-defined reports 2 14.5.12 Enable users to prepare new reports by using existing reports as models 2 14.5.13 Enable report writer to link up to (‗call up‘) other reports 2 14.5.14 Provide for rule based rounding of values and/ or totals Quarterly Half-yearly,

yearly 2

14.5.15 Enable all report generated through / background processing to be viewed on-

line 2

14.5.16 Report Distribution Capabilities

14.5.16.1 Provide for the option to direct specific reports to certain terminals 2 14.5.16.2 Support automatic distribution of reports by interfacing with mailing/work-flow

systems 2

14.5.16.3 Enable printing of output reports in distribution sequence so that 2 14.5.16.4 Enable publishing of reports to the web (intranet/extranet) 2 14.5.17 Audit Trails

14.5.17.1 Full scale Audit trails should support captures of all activity 2 14.5.17.2 Log-in report – This report lists the unauthorized log-in attempt 2 14.5.18 Specific Reports

14.5.18.1 The software should support generation of all types of MIS 2 14.5.18.2 As examples – some of the reports required in various module 2 14.5.19 Promotion Policy:

14.5.19.1 Average duration of stay in a grade before promotion to next 2 14.5.19.2 Grade-wise/ office-wise/ department-wise trend of successes 2 14.5.19.3 Analysis of successful/ unsuccessful candidates 2 14.5.20 Transfer:

14.5.20.1 Generation of reports giving grade-wise number of officers 2 14.5.20.2 Generation of report giving list of officers who put in more than a 2 14.5.20.3 Performance Appraisal System 2 14.5.20.4 Generation of trend of PAR ratings over the past 5 years 2

14.6 Report on: 14.6.1 Training:

14.6.1.1 Maintenance of database of all trainings attended and generation 2 14.6.2 Planning Cell:

14.6.2.1 Generation of list of important telephone/Fax numbers, names, 2 14.6.2.2 Maintenance of details of receipt and disposal of complaints 2 14.6.2.3 The system should be able to generate branch/Office profile 2 14.6.2.4 WEB enabling of the application 2 14.6.2.5 Web enabled system should connect with the back-end systems 2 14.6.2.6 Ability to meet information requirements through the Web without downloads 2 14.6.2.7 Enable online filling of application forms like leave application 2 14.6.2.8 Ability to direct information/ application forms to the relevant system 2 14.6.2.9 Ability to send any message and any other information to the employees by e-

mail, attachment or any other form 2

14.6.2.10 Create a unique transaction reference number for each interaction of a

registered user. 2


14.6.2.11 Generate an audit trail for each transaction initiated by an employee. The audit trail to be retained as per bank specified time period/ volume. This trail to include:

14.6.2.12 Ø Transaction number 2 14.6.2.13 Ø Employee ID reference 2 14.6.2.14 Ø Time & Date Stamp 2 14.6.2.15 Ability to create an online loan application process for staff loans. This will allow

a employee to do a self-appraisal to determine eligibility for the loan. The input format should be user-defined.

2

14.6.2.16 Employee should be able to query regarding loan status 2 14.6.2.17 Facility to notify Employee by e-mail 2

14.7 Other Reports 14.7.1 Reports on Demographics 2 14.7.2 Reports on Vacancies 2 14.7.3 Report on Employees Salary Details 2 14.7.4 Report on Leave Availed 2 14.7.5 Report on Leave Entitlements 2 14.7.6 Employee Attendance List for a Business Event 2 14.7.7 Budget Comparisons 2 14.7.8 Headcount Report 2 14.7.9 Report on time spent in a grade 2

14.7.10 Transfer List 2 14.7.11 Facility to configure and use the system 2 14.7.12 Report on total staff strength - cadre/grade/Office/HoD-wise as also Bank as a

whole. Also reports on SC/ST/PH/Women employees for the Bank or Centre-wise.

2

14.7.13 Check List for all Master/data entry 2 14.7.14 General : All reports should be available Branch wise, staff wise, RO wise and in

total with all kinds of filter options 2

14.7.15 All Monthly Salary Statement-Branch wise/employee wise 2 14.7.16 Monthly Salary Statement- ALL/RO/Branch/Staff 2 14.7.17 Monthly Consolidated Statement 2 14.7.18 Salary :Monthwise comparison - Staff/Branch/RO wise with components of Pay

like BP, Spl. Pay, PQP,DA,HRA,CCA,other allowance and various deductions individually and totally with all kinds of filter provisions

2

14.7.19 Salary : .Percentage wise salary report - Gross salary & Net salary-

Branch/Staff/RO 2

14.7.20 Salary : Loan deductions at HO Level 2 14.7.21 Salary : Loan deductions at branch Level 2 14.7.22 Salary : Deductions like LIC, Union Subscription, PF,VPF,Income Tax,

Profession Tax, SWF, Employees Welfare Fund, Total deductions, Labour Welfare Fund- Staff/Branch/RO/All

2

14.7.23 Salary : Basic, DA,HRA,CCA,HFA,PQP, Officiating allowance, Closing

allowance, Handicap allowance, Daftary,Gross Pay, Net Pay, Encashment salary, Single Window Operator, Transport allowance etc.- ALL/RO/Branch/Staff

2

14.7.24 EDLI Statement 2 14.7.25 Gratuity Calculation Statement 2 14.7.26 Daily Wager/Sweepers PF Statement 1 14.7.27 Increment Certificate 1 14.7.28 Employment/salary Certificate 1 14.7.29 PF Balance / Subscription 2 14.7.30 Salary Adjustments Checklist 1 14.7.31 Gratuity Statements 2 14.7.32 Society Deduction Statement 2 14.7.33 Monthly Loan Deduction Statement 1 14.7.34 Yearly Consolidated Pay slip 1 14.7.35 Branch wise Salary Register 1 14.7.36 Salary Item List (Any salary item list Before and after Salary Finalisation) 1


14.7.37 Net Salary Register 1 14.7.38 Month wise Loans Comparison 1 14.7.39 Employee List (Branch wise, Designation, Sorted by Employee

ID/Name/Designation/Joining Date, date of birth wise, at a given date wise, category wise, qualification wise)

2

14.7.40 Staff Strength List 1 14.7.41 Seniority list of the employees basis on date on joining/probation/promotion -

Cadre wise/grade wise 2

14.7.42 Stage wise Basic List 1 14.7.43 Last Pay Certificate 1 14.7.44 Employee status wise List 1 14.7.45 Total Salary paid during period Report 1 14.7.46 Leave Without pay list 1 14.7.47 Retirement List 1 14.7.48 Memo List 1 14.7.49 Insurance List 1 14.7.50 Cadre wise Employee List 1 14.7.51 Employee I-Card Printing 2 14.7.52 Leave Salary Provision List 1 14.7.53 Exgratia Assistance Pay slip 1 14.7.54 Increments both automatic/Manual 2 14.7.55 Normal Yearly auto increments and due list 1 14.7.56 Provision for generating reports in excel formats for PF as per the requirements

of PF authorities 2

14.7.57 PF FORM 3A 2 14.7.58 PF FORM 6A 2 14.7.59 PF Excel 2 14.7.60 Branch wise - Annual Salary 1 14.7.61 Staff wise - Annual Salary 1 14.7.62 Annual - User Defined Statement 1 14.7.63 SL - Provident Fund Statement 1 14.7.64 Salary Item wise - Annual Reports 1 14.7.65 Month-wise Comparison Statement 1 14.7.66 Income Tax Related

14.7.66.1 IT - FORM No.24 2 14.7.66.2 IT - Projection Sheet 2 14.7.66.3 IT - Consolidated Projection 2 14.7.66.4 IT - Refund Details 2 14.7.66.5 IT - Perquisites Reports 2 14.7.66.6 IT- Deductions Reports 2 14.7.66.7 IT- Rebates and Reliefs 2 14.7.66.8 IT - Other Data - Reports 2 14.7.67 Pending Leave Application 1 14.7.68 Office Note for Leave Sanction 1 14.7.69 Leave Application status wise/ Letter Print 1 14.7.70 Leave Used Statement 1 14.7.71 Leave Balance Card 2 14.7.72 Leave Sanction Proceedings/ for all categories including loss of pay 1 14.7.73 Leave Cancellation Proceedings 1 14.7.74 Leave Credit Statement 1 14.7.75 Leave Balances- generating letters to individual staff 1 14.7.76 Leave Ledger 1 14.7.77 Leave Card 2 14.7.78 Leave Sanction Register 1 14.7.79 Special Note for Leave Sanction 1 14.7.80 PL -Special Surrender Reports 1 14.7.81 Leave Modification Reports 1 14.7.82 Leave Cancellation Reports 1 14.7.83 Leave Modified Proceedings 1


14.7.84 Leave Availment Reports 1 14.7.85 Leave -Reminders / Rejection Letters/proceedings 1 14.7.86 Office Note for LFC Sanction 2 14.7.87 LFC/encashment Sanction Proceedings 2 14.7.88 LFC Sanction Register 2 14.7.89 LFC Cancellation Proceedings 1 14.7.90 LFC Modification Proceedings 1 14.7.91 LFC Claim Sanction Details report 1 14.7.92 LFC- pending for sanction report 1 14.7.93 LFC- Inward Register 1 14.7.94 TA Bill Sanction Proceedings 2 14.7.95 Hospitalization Bills : Report on Application received, sanctioned, pending,

sanction Proceedings, Rejected etc., 2

14.7.96 Performance Appraisal Reports 2 14.7.97 Transfer History 2 14.7.98 Transfer Request received /acknowledged report 2 14.7.99 Transfer Orders 2

14.7.100 Relieving / Reporting List - along with Pending Relieving / Reporting list 2 14.7.101 Transfer Due Register 2 14.7.102 Transfer Register 2 14.7.103 Salary Arrears Reports 2 14.7.104 Salary Arrears Disbursement Report 2 14.7.105 Salary Arrears Other Reports 2 14.7.106 Disbursement Difference Report 1 14.7.107 Training : Proceedings/modification/cancellation with filter options 2 14.7.108 Training Orders Report 2 14.7.109 Training Register- for the given period for external /in-house/institution

wise/course wise/cadre wise purpose wise/subject wise 2

14.7.110 Training Courses List/ course wise/institution wise/purpose wise/subject wise 1 14.7.111 Employees list for not attended training/not given training for a given period-

cadre wise, designation wise, region wise 1

14.7.112 Training History 1 14.7.113 Training Attendance register- for attending and non attending resources 1 14.7.114 Personal Card printing with all details of the employees as per the bank defined

formats 2

14.7.115 OPAS report to generate reminders 1 14.7.116 Report to convey the rating on basis of the OPAS/half yearly 1 14.7.117 Annual reports for Total TA sanctioned-purpose wise, institution wise, course

wise, staff wise, employee wise 1

14.7.118 Annual reports for LFC as per banks requirements 1 14.7.119 Consolidated Income tax report 2 14.7.120 Report on employees completing 30 years of service/55 years of age 1 14.7.121 Hospitalization reports -claim sanctioned report for given period- purpose wise 1 14.7.122 Reports on other external/foreign trainings 1 14.7.123 Promotion reports depending on bank defined parameters 1 14.7.124 Business position and Staff position information 1 14.7.125 Taking Charge - charge taken, Pending 1 14.7.126 Annual property details submitted/pending 1 14.7.127 Generating letters to retiring employees during the 1/n number of years 1 14.7.128 Report on all data entered - details/pending 1 14.7.129 list for entry of all data - Photo, power of attorney, Annual property return,

Specimen Signature, Photo, etc., 1

14.7.130 Pending list for entry of all data - Photo, power of attorney, Annual property

return, Specimen Signature, Photo, etc., 1

14.7.131 Generating Office Notes on various matters basin on the data available. 1 14.7.132 Form N to ALC branch/section wise and bank as a whole 1 14.7.133 Format I - Staff participated in strike 1 14.7.134 Format II - Staff not participated in strike 1 14.7.135 Report on ID cards issued/reissued/surrender to/by employees, 1


14.7.136 Report to sponsor bank regarding the disciplinary cases 1 14.7.137 Report to sponsor bank regarding the court cases 1 14.7.138 Form 16, 24, Projection Sheet, refund details, Perquisites, Deduction reports,

Rebate & relief, provision to get any other data. 2

14.7.139 Office Note for deputation/temporary transfer, Deputation register, order of

deputation/TT, modification/extension/cancellation 1

14.7.140 List of Daily wagers engaged branch wise with number of days of engagement in

a calendar month/year/in a block of 100 days. 1

14.7.141 List of sweepers branch wise. 1 14.7.142 Group gratuity fund : Generation of connected reports. 1 14.7.143 Leave encashment fund: Generation of connected reports. 1 14.7.144 Fraud Cases :Generation Various reports on the data including reports to

external agencies. 1

14.7.145 Asset and liability statement: Generation Various reports on the data including

reports to external agencies. 1

14.7.146 Court/police cases: Generation of connected reports. 1 14.7.147 Disciplinary Cases : - Report staff wise on all cases 1 14.7.148 Fraud Cases : - Report staff wise on all cases 1 14.7.149 terminal benefits released and withheld 1

14.7.150

Salary slip printing

14.7.150.1

Ø Location-wise salary slips 1

14.7.150.2

Ø Division-wise salary slips 1

14.7.150.3

Ø RO-wise salary slips 1

14.7.150.4

Ø Provision to show repayment schedule/installment number for staff loans/Festival Advance on salary Slip

1

14.7.151

Grade/scale-wise salary slips 1

14.7.152

Pay head-wise reports 1

14.7.153

PF statement – branch-wise, region-wise etc 1

14.7.154

Tax-slab master report 1

14.7.155

Professional tax statement 1

14.7.156

Tax investment and exemption report 1

14.7.157

Employee investment and loan report 2

14.7.158

All other type of report required by the user 1

14.7.159

The above list of reports is only a sample listing however system should provide flexible report writing tool along with the interface for multi dimensional reporting using data warehouse tools and all reports should have the capability to be published on the the internet. These reports should have dynamic parameterization capabili

2

Worksheet Total MIS 602


Appendix 02 - Bill of Materials - RFP No: PKGB/PMO/RFP/02/2014-15 Important Instructions: All Bidders have to compulsorily adhere to the following: I Overall 1 The bidder is expected to quote the costs for all items required for fully complying with the requirements of the RFP and the addenda in

the respective sections of the price bid. The prices for the respective sections would be deemed to include all components required to successfully implement and maintain the solution for the contract period.

2 Bank is not responsible for any arithmetic errors in the commercial bid details sheet committed by the shortlisted bidders, however, if there are any computational errors the Bank will evaluate the Bid as per provisions contained under RFP document.

3 The bidder is expected to specify the type of licences along with the details with respect to quantity/rate/etc, wherever applicable

4 In case the bidder includes/combines any line item as part of any other line item in the commercial bid, then this has to be clearly mentioned in the description indicating the line item which contains the combination

5 The bidder has to quote for each line item. If any line item is part of the solution proposed in the RFP response, it has to be referenced. If it is not applicable, then the Bidder has to mention Not Applicable (NA).

6 Refer to the RFP for the tax details, thus certain Tax information is to be mentioned separately in this Bill of Material. The TAX TYPE and PERCENTAGE should be clearly mentioned in the masked and the unmasked versions of the Bill of Materials.

7 The Bidder may insert additional line items as applicable based on the solution offered in the respective tabs 8 The Bidders should quote as per the format of Bill of Materials ONLY and a masked replica of the Bill of Materials should be enclosed

in the technical bid.

9 Bidder is required to cover component by component licensing details for each of the hardware and software components proposed to the Bank.

10 The masked Bill of Materials which would be submitted as part of the Technical Bill of Material should contain "XX" for ALL the corresponding commercial values that will be present in the unmasked Bill of Material that will be part of the Commercial submission.

11 The Bidder should clearly specify and detail the Year Over Year augmentation of the IT Infrastructure components for the respective hardware and software components in the Bill of Materials as per the requirements of the RFP.

12 Quantities mentioned in Year 2 should be incremental over Year 1, Year 3 should be incremental over Year 2 and so on.

13 All amounts in the Bill of Material should be in INR II Software 1 The bidder has to quote for each line item. If any line item is part of the solution proposed in the RFP response, it has to be referenced.

If it is not applicable, then the Bidder has to mention Not Applicable (NA).

2 The Bidder can insert additional line items as applicable based on the solution offered in the various tabs 3 The license type has to be clearly described in the description column 4 All installation charges for application, database and OS have to be quoted separately, as applicable. III Hardware DC - DR 1 The description for all hardware should strictly contain the following items in the same order: a. Model / Make of the Hardware b. Latest Release (Make and model) in the series/product family including Hardware class (Ex: Entry level, Medium level, Enterprise

level)

c. No. of Nodes including No. of Cores/node and No. of RAM/node d. Processor quantity, frequency, Cache memory e. Memory quantity, total memory f. Operating system g. NIC quantity, make h. Other critical components 2 The description should also contain partitioning/virtualization licenses,etc. 3 The bidder has to quote for each line item. If any line item is part of the solution proposed in the RFP response, it has to be referenced.

If it is not applicable, then the Bidder has to mention NA.

4 All installation & commissioning charges for hardware have to be quoted separately


5 No separate license fee will be payable for porting application software at DRC. Only installation and commissioning charges will be applicable.

IV AMC, ATS and FM - Manpower

1 Bidder is expected to provide a detailed break up of all products and services that are under the scope of facilities management as part of the technical bid, in the technical bill of materials i.e. the above format is expected to be replicated for each item to be covered under the scope of facilities management.

2 The bidder has to note that the AMC cost for Hardware will begin post the warranty period of 3 years and the ATS cost for software will begin post the warranty period of 1 year

3 The AMC costs for the Production DC & DR, test & development have to be quoted separately

4 The AMC and ATS cost for individual hardware/applications/database/OS has to be quoted in separate line items in this section. The Bidder has to create additional line items in this section if required

5 The Tax details are to be mentioned separately as per the RFP guidelines.

6 The Bidder needs to provide the minimum number of agents per shift for Facilities Management and the minimum number of shifts as specified in the RFP. The Bidder is free to quote higher number of agents and increase the number of shifts. For service desk, bidder needs to provide cost for only 2 personnel who'll provide 24*7 technical support from Bengaluru.

7 Additional Customization Effort - For Additional Requirements/Change Requests beyond the requirements specified in the RFP should be quoted for 180 mandays months) in Year 1. This rate would be constant and fixed during the contract period. The Bank may procure additional customizations beyond 180 mandays if required on a pro rata basis.

8 Offsite L3 helpdesk support cost should be covered under ATS and no separate cost has to be included


COST SUMMARY The Bidder is expected to quote the costs for all items required for fully complying with the requirements of the RFP in the respective sections of the price bid. The prices for the respective sections would be deemed to include all components required to successfully implement and maintain the solution for the period of the contract.

SUMMARY OF COSTS

Items

Year 1

Year 2

Year 3

Year 4

Year 5 Total Amount

Total Tax

Total Amount Including Tax (INR)

a. Application Cost b. DC-DRC Hardware Cost c. DB Licensing d. OS Licensing e. Implementation cost f. AMC & ATS g. FM Manpower h. Training Cost i. Others j. Additional Implementation cost TOTAL COST OF OWNERSHIP (TCO)

All the prices of this document should flow correctly from the respective sheets


a. Application Cost

The bidder is expected to quote the costs for all items required for fully complying with the requirements of the RFP and the addendums in the respective sections of the price bid. The prices for the respective sections would be deemed to include all components required to successfully utilise the solution.

Software Applications/Solutions for all environments

Year 1 Year 2 Year 3 Year 4 Year 5

Inte

grat

ed

HR

MS

Solu

tion

Type

of L

icen

se

Des

crip

tion

alon

g w

ith th

e Ve

rsio

n nu

mbe

rs o

f the

lic

ense

s Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1

0 0 0 0 0 0 0

Module 2

0 0 0 0 0 0 0

Module 2

0 0 0 0 0 0 0

Module 4

0 0 0 0 0 0 0

Any Other, (Please specify)

0 0 0 0 0 0 0

Total Cost (A) 0 0 0 0 0 0 0 0 0

Total Application Cost (A+B) 0 0 0 0 0 0 0 0 0

The licenses to be factored for all the locations DC and DRC along with the respective environments.


b. DC-DRC Hardware Cost

Data Centre Hardware (DC)

Year 1 Year 2 Year 3 Year 4 Year 5 Production Environment

Cat

egor

y

Part

Num

ber

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Integrated HRMS Solution

Module 1 0 0 0 0 0 0 0 Module 2 0 0 0 0 0 0 0 Module 3 0 0 0 0 0 0 0 Module 4 0 0 0 0 0 0 0 Any other, please specify

0 0 0 0 0 0

0

Total DC Production Environment Cost (A1)

0 0 0 0 0 0 0 0

Year 1 Year 2 Year 3 Year 4 Year 5 Test & Development Environment

Cat

egor

y

Part

Num

ber

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


0 0 0 0 0 0

0

Any other, please specify

0 0 0 0 0 0

0

Total DC T&D Environment Cost (A2) 0 0 0 0 0 0 0 0

Total Hardware at DC (A) (A1+A2) 0 0 0 0 0 0 0 0

Disaster Recovery Site Hardware (DRC) Year 1 Year 2 Year 3 Year 4 Year 5

Cat

egor

y

Part

Num

ber

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


Module 1 0 0 0 0 0 0 0 Module 2 0 0 0 0 0 0 0 Module 3 0 0 0 0 0 0 0 Module 4 0 0 0 0 0 0 0 Any other, please specify

0 0 0 0 0 0

0

Total DRC Production Environment Cost (B1)

0 0 0 0 0 0 0 0

Total Hardware at DRC (B) 0 0 0 0 0 0 0 0

Total Hardware Cost (A+B) 0 0 0 0 0 0 0 0


d. Database (RDBMS) Cost

Data Centre (DC) Database Year 1 Year 2 Year 3 Year 4 Year 5 Production Environment

Dat

abas

e Li

cens

e Ty

pe

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Business Solution


0 0 0 0 0 0

0


0 0 0 0 0 0

0


0 0 0 0 0 0 0 0


Dat

abas

e Li

cens

e Ty

pe

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


0 0 0 0 0 0

0


0 0 0 0 0 0

0


Total DC Database Cost (A) (A1+A2) 0 0 0 0 0 0 0 0

Disaster Recovery Site (DRC) Database Year 1 Year 2 Year 3 Year 4 Year 5

Dat

abas

e Li

cens

e Ty

pe

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Business Solution


0 0 0 0 0 0

0


0 0 0 0 0 0

0

Total DRC Cost (B1) 0 0 0 0 0 0 0 0

Total DRC Database Cost (B) 0 0 0 0 0 0 0 0

Total Database Cost (A+B) 0 0 0 0 0 0 0 0


e. Operating System Licensing Cost

Data Centre (DC) Operating System Year 1 Year 2 Year 3 Year 4 Year 5 Production Environment

OS

Lice

nse

Type

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Business Solution Integrated HRMS Solution

0 0 0 0 0 0

0


0 0 0 0 0 0

0


0 0 0 0 0 0 0 0


OS

Lice

nse

Type

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


0 0 0 0 0 0

0


0 0 0 0 0 0

0


Total DC OS Licensing Cost (A) (A1+A2) 0 0 0 0 0 0 0 0

Disaster Recovery Site (DRC) Operating System Year 1 Year 2 Year 3 Year 4 Year 5

OS

Lice

nse

Type

incl

udin

g Ve

rsio

n

Des

crip

tion

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Qty

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Business Solution Integrated HRMS Solution

0 0 0 0 0 0

0


0 0 0 0 0 0

0

Total DRC OS Licensing Cost (B1)

0 0 0 0 0 0 0 0

Total DRC OS Licensing Cost (B) 0 0 0 0 0 0 0 0

Total OS Licensing Cost (A+B) 0 0 0 0 0 0 0 0


e. Implementation Cost

Implementation Cost at DC Year 1 Year 2 Year 3 Year 4 Year 5

Inte

grat

ed

HR

MS

Solu

tion

Des

crip

tion,

if

any Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1 0 0 0 0 0 0 0

Module 2 0 0 0 0 0 0 0

Module 3 0 0 0 0 0 0 0

Module 4 0 0 0 0 0 0 0 Any Other, (Please specify)

0 0 0 0 0 0

0

Total Integrated HRMS Solution Implementation Cost (A1)

0 0 0 0 0 0 0 0

Total Implementation Cost at the DC (A) 0 0 0 0 0 0 0 0

Implementation Cost at DRC


Inte

grat

ed

HR

MS

Solu

tion

Des

crip

tion,

if

any Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Effo

rt in

Man

da

ys

Rat

e (IN

R)

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1 0 0 0 0 0 0 0

Module 2 0 0 0 0 0 0 0

Module 3 0 0 0 0 0 0 0

Module 4 0 0 0 0 0 0 0 Any Other, (Please specify)

0 0 0 0 0 0 0

Total Integrated HRMS Solution Implementation Cost (B1)

0 0 0 0 0 0 0 0

Total Implementation Cost at the DRC (B) 0 0 0 0 0 0 0 0


Oth

er

Impl

emen

tatio

n C

osts

Des

crip

tion,

if

any B

ranc

hes

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Bra

nche

s

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Bra

nche

s

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Bra

nche

s

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Bra

nche

s

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

End to End Data migration cost

0 0 0 0 0 0 0

OEM involvement cost

0 0 0 0 0 0 0


0 0 0 0 0 0 0

Total Other Implementation Cost (C)

0 0 0 0 0 0 0 0

Total Implementation Cost (A+B+C)

0 0 0 0 0 0 0 0


f. AMC, ATS & Others

Software ATS Costs


Inte

grat

ed

HR

MS

Solu

tion

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1 0 0 0 0 0 0 Module 2 0 0 0 0 0 0 Module 3 0 0 0 0 0 0 Module 4 0 0 0 0 0 0 Any Other, (Please specify) 0 0 0 0 0 0 Total ATS Cost (A)

0 0 0 0 0 0 0

ATS for Database Year 1 Year 2 Year 3 Year 4 Year 5

Inte

grat

ed

HR

MS

Solu

tion

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1 0 0 0 0 0 0 Module 2 0 0 0 0 0 0 Module 3 0 0 0 0 0 0 Module 4 0 0 0 0 0 0 Any other (please specify)

0 0 0 0 0 0 Total Database Cost (B)

0 0 0 0 0 0 0

Operating System ATS Cost for all environments


Inte

grat

ed

HR

MS

Solu

tion

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Tota

l Am

ount

(5

yea

rs)

(INR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

Module 1 0 0 0 0 0 0 Module 2 0 0 0 0 0 0 Module 3 0 0 0 0 0 0 Module 4 0 0 0 0 0 0 Any Other, (Please specify)

0 0 0 0 0 0 Total Integrated HRMS Solution Cost (C)

0 0 0 0 0 0 0

Total ATS Cost (D) (A+B+C)

0 0 0 0 0 0 0


AMC for Hardware & Other IT infrastructure Year 1 Year 2 Year 3 Year 4 Year 5 AMC for Hardware & Other IT infrastructure

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Bas

e pr

oduc

t co

st

Perc

enta

ge ra

te

Tota

l Am

t (I

NR

)

Tota

l Am

ount

(5

yea

rs)

(INR

) Ta

x Ty

pe

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


0 0 0 0 Other Applications

0 0 0 0 Any other, please specify

0 0 0 0 Total AMC Cost (E)

0 0 0 0 0

Total AMC, ATS & Others Cost (D+E)

0 0 0 0 0 0 0

Note : The Bidder is expected to provide a detailed break up of all products and services that are under the scope of facilities management as part of the technical bid, in the technical bill of materials i.e. the above format is expected to be replicated for each item to be covered under the scope of facilities management.


g. Facilities Management - People

Across Locations for all environments Year 1 Year 2 Year 3 Year 4 Year 5

Faci

lity

Man

agem

ent

(Infr

astr

uctu

re)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

) N

o. o

f Age

nts

per s

hift

No.

of S

hifts

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

) Ta

x Ty

pe

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

System Administrators

0 0 0 0 0

0 0

Database Administrators

0 0 0 0 0

0 0

Technology Support Cost at DC, as part of Managed services

0

0

0

0

0

0

0

Technology Support Cost at DRC, as part of Managed services

0

0

0

0

0

0

0

Other Facility management personnel, pls specify

0 0 0 0 0

0 0

Total FM Infrastructure Cost (A)

0 0 0 0 0

0 0

0

Service Desk Support Year 1 Year 2 Year 3 Year 4 Year 5

Cor

e So

lutio

ns

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

)

No.

of A

gent

s pe

r shi

ft

No.

of S

hifts

Tota

l Am

t (IN

R)

Rat

e fo

r 8 h

our

Shift

s (p

er

annu

m in

INR

) N

o. o

f Age

nts

per s

hift

No.

of S

hifts

Tota

l Am

t (IN

R)

Tota

l Am

ount

(5

yea

rs)

(INR

) Ta

x Ty

pe

Tax

Perc

enta

ge

Tax

Valu

e (IN

R)

Tota

l Am

ount

in

clud

ing

Tax

(INR

)


0

0

0

0

0

0

0

Other Applications

0

0

0

0

0

0

0


0

0

0

0

0

0

0

Total Service Desk Cost (B)

0 0 0 0 0

0

0

0

Total FM Manpower Cost (A+B)

0 0 0 0 0

0 0

0


h. Training Cost

Sl. N

o.

Trai

ning

Typ

e

Min

. No.

of

Day

s /W

eeks

pe

r Bat

ch

Bat

ches

No.

of T

rain

ees

per b

atch

Rat

e pe

r bat

ch

(INR

)

Tota

l Am

t (I

NR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e

Tota

l Am

ount

in

clud

ing

Tax

(INR

)

1 Executive Awareness 3 days 2 0 2 Core Team/Technical Users

training 3 weeks 1 0

3 Train the trainers 2 weeks 1 0 5 Any other (Please specify)

Total Training Cost 0 0 0 These rates shall be applicable throughout the tenure of the Contract.


i. Building interfaces to applications listed in RFP

Des

crip

tion

Tota

l Cos

t

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e

Tota

l Am

t in

clud

ing

Tax

(INR

)

Interfaces build cost for

Core Banking Solution

Email Solution Mobility Solutions

for accessing HRMS through Mobile devices

Bank website Bank Intranet SMS Server Any other (please

specify)

Total Interface

Building cost 0 0

Effort for development of additional 250 MIS/reports

Des

crip

tion

Qua

ntity

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e

Tota

l Am

t in

clud

ing

Tax

(INR

)

Additional reports/MIS over and above the reports specified in the RFP 100

Total 0 0 0

Customisation ffort

Des

crip

tion

Day

s

Rat

e (IN

R)

Tota

l Am

t (I

NR

)

Tax

Type

Tax

Perc

enta

ge

Tax

Valu

e

Tota

l Am

t in

clud

ing

Tax

(INR

)

Items Marked as 'C' in Annexure

Total 0 0 0

Additional Customization Effort - The Bidders have to provide the man day rate applicable across the contract period. For the purposes of evaluation this rate is applied across 180 days.

Total Additional

Customization Cost

(180 days)

Tax Type

Tax Percenta

ge

Tax Valu

e

Total Amt

including Tax (INR)

Quantity

(man days)

Blended

man-day rate

Cost per man day - Blended rate

180

0

0 0 Total Additional Customization Effort Cost

0 0 Note: 1. The man day effort would be worked out by considering functionality required, the number of lines to be coded involved etc. The same rate will be used for additional customizations as and when required for the tenure of the contract 2. Additional Customization Effort - For TCO calculation purposes during evaluation the cost will be considered under Year 1. However, the rate should be applicable for the contract period.


j.Additional Implementation costs

Application Cost (License cost)

Unit rate

Qty (users)

Rate (INR) Total Amt (INR)

Tax Type Tax Percentage

Tax Value (INR)

Total Amount including Tax (INR)

Integrated HRMS Solution license cost (Additional for Bank employees)

0 0.00% 0 0

Integrated HRMS Solution license cost (All ex-officers/Retired employees)

0 0.00% 0 0

Other Applications Total Additional Application Cost (A)

0 0 0

Training Qty Rate (INR) Total Amt (INR)

Tax Type Tax Percentage

Tax Value (INR)

Total Amount including Tax (INR)

Core Team (Batch size 15)

1 0 0.00% 0 0

Train the trainers (Batch size 10)

1 0 0.00% 0 0

Total Additional Training Cost (D)

0 0 0

Total Additional Implementation Cost

0 0 0


APPENDIX 03 - Authorization Letter Format for Bid Opening

(To be brought at the time of opening of Bids) To General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, SUB: Authorization Letter for attending the Bid Opening REF: YOUR RFP NO: PKGB/PMO/RFP/02/2014-2015 dated 01.01.2015 This has reference to your above RFP for implementation of integrated HRMS in your Bank. Mr./Miss/Mrs. _______________________________________ is hereby authorized to attend the bid opening of the above RFP No.: PKGB/PMO/RFP/02/2014-2015 dated 01.01.2015 on _____________ on behalf of our organization. The specimen signature is attested below: Name: _________________________________ (Specimen Signature of Representative) __________________________________ Signature of Authorizing Authority Name of Authorizing Authority Designation: Company Seal:


Appendix 04 – Bid Undertaking Letter

To General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103

Dear Sir, REF: Your RFP No.: PKGB/PMO/RFP/02/2014-2015 dated 01.01.2015

********* Over and above all our earlier conformations and submissions as per your requirements of the RFP, we confirm that,

1. Having examined the tender documents including all annexures and appendices, the receipt of which

is hereby duly acknowledged, we, the undersigned offer to supply, deliver, implement and commission ALL the items mentioned in the ‗Request for Proposal‘ and the other schedules of requirements and services for your organization in conformity with the said tender documents in accordance with the Bill of Materials and made part of this Tender.

2. If our Bid is accepted, we undertake to comply with the delivery schedule as mentioned in the Tender

Document.

3. We agree to abide by the offer validity for 180 days from date of submission of our bid and our offer shall remain binding on us and may be accepted by the Bank any time before expiry of the offer.

4. This Bid, together with your written acceptance thereof and your notification of award, shall constitute

a binding Contract between us.

5. The number of HRMS licenses, self-service portal, database and OS offered covers all employees of Canara Bank RRBs as per the RFP requirements. The license allows the employees of Canara Bank RRBs to perform any operational role and can access all functionalities of the system. The right to allow restrict or limit the use of the any functionality would be at Canara Bank RRB‘s control and discretion.

6. We have also quoted the HRMS licenses for all the ex-officers (retired employees) of the Bank.

7. We have quoted for all items as requested by Canara Bank RRBs in the RFP and stand committed to

deliver to the highest standards and quality as required by Canara Bank RRBs to meet the timelines of the project. Our bid submission is in line with the requirements of Canara Bank RRBs as stated in the RFP.

8. We confirm that we have factored in all costs and expenses for meeting the complete scope and

deliverables of the RFP.

9. We are completely aware of the Service Level requirements and timelines specified by Canara Bank RRBs and are committed to adhering to the same. We have also clearly taken note of the service level requirements of Canara Bank RRBs and expectations from us and wish to confirm that we have taken care of every aspect to meet the same.

10. 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‖

11. We undertake that we have not been blacklisted by any Government department/PSU/PSE/Bank in

India

12. We have clearly understood Canara Bank RRB‘s requirements and wish to confirm that we abide by the terms and conditions of the RFP and addendums issued thereafter.

13. We confirm and understand that all arithmetical totaling errors will be corrected for the purpose of

evaluation only and the consideration of that error for payment would be completely according to


Canara Bank RRB‘s discretion. We also confirm and understand that for all other errors which we have made in the bid, Canara Bank RRBs for the purpose of evaluation will take the corrected amount based on the price quoted by us in the price sheets but the payment of such amounts would be completely according to Canara Bank RRB‘s discretion.

14. We confirm that we will provide the best of our resources and the people proposed by us will be

dedicated to Canara Bank RRBs for the sake of resource continuity. Further, we also confirm that Canara Bank RRBs may interview the key resources proposed by us and confirm their acceptability. In any event if a resource is found unfit by Canara Bank RRBs we agree to change the same and provide Canara Bank RRBs with a replacement within reasonable time so as to not affect the services/project timelines.

15. We confirm and understand that Canara Bank RRBs has an aggressive rollout schedule and we will

adhere to the rollout schedule at no additional cost/burden to Canara Bank RRBs.

16. We confirm that all the proposed solution components are compatible and interoperable with each other and the HRMS solution will meet the functional and technical requirements of the Bank.

17. We confirm that the prices and values quoted by us encompass the complete scope of the project and

we will ensure that the quality of deliverables for the project is not affected due to any pricing pressures.

18. We wish to confirm that we have back-to-back arrangements from all the OEMs for the sizing

(including CPUs, Memory, Cache, Hard Disk), prices and service level commitments. We would be responsible and committed to ensure that the sizing is adequate and service levels as required by Bank are met and adhered. In case the hardware sizing is found to be inadequate and does not meet the SLA then the hardware upgrades, if any, will be provided without any further additional cost or burden to Bank than what has been specified by us in our commercial bid documents.

19. We will be the single point of contact/reference to Canara Bank RRBs. Canara Bank RRBs will enter

into agreement with us only. Our consortium partners confirm that they are willing to enter into back-to-back agreement that is in conformity with the deliverables and other service/uptime commitments we make to Canara Bank RRBs as per the RFP. If requested we will share the copy of the back-to-back agreement with our consortium partner to Canara Bank RRBs.

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

21. We certify that we have provided all the information requested by Bank in the format requested for. We also understand that Bank has the exclusive right to reject this offer in case Bank is of the opinion that the required information is not provided or is provided in a different format.

Dated this…………………………………..by ……………………….2015 Authorised Signatory (Name: Contact Person, Phone No., Fax, E-mail) (This letter should be on the letterhead of the Vendor duly signed by an authorized signatory)


APPENDIX 05 – Pro forma for Bank Guarantee in lieu of DD

To, The General Manager, Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 WHEREAS ______________________________(Name of Tenderer) (hereinafter called "the Tenderer" has submitted its tender dated _______________________ (Date) for the execution of (Name of Contract)_____________ _______(hereinafter called "the Tender") in favour of ______________________hereinafter called the "Beneficiary"; KNOW ALL MEN by these presents that we, _________(name of the issuing Bank), a body corporate constituted under the _______________________having its Head Office at __________________amongst others a branch/office at ________________ (hereinafter called "the Bank" are bound unto the Beneficiary for the sum of Rs_______________(Rupees________________________________________only) for which payment well and truly to be made to the said Beneficiary, the Bank binds itself, its successors and assigns by these presents; THE CONDITIONS of this obligation are:

(a) If the Tenderer withdraws its Tender during the period of Tender validity specified in the Tender; or

(b) If the Tenderer having been notified of the acceptance of his Tender by the Beneficiary during the

period of Tender validity; (i) fails or refuses to execute the Agreement, if required; or (ii) fails or refuses to furnish the performance security, in accordance with clause ___________ of conditions of Contract. We undertake to pay to the Beneficiary up to the above amount upon receipt of his first written demand without the Beneficiary having to substantiate his demand, provided that in his demand the Beneficiary will note that the amount claimed by him is due to him owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. Notwithstanding anything contained herein i) Our liability under this Bank Guarantee shall not exceed Rs.__________ (Rupees ___________________only) ii) This Bank Guarantee is valid up to ________________ and iii) We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand on or before ______________________ (mention period of guarantee as found under clause (ii) above plus claim period) Dated _________________day of ________________________2015. SIGNATURE & SEAL OF THE BANK


Appendix 06 Comments on the Terms & Conditions, Services and Facilities provided:

To General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 REF: YOUR RFP No: PKGB/PMO/RFP/02/2014-2015 dated 01.01.2015 [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, Curriculum Vitae, Experience in related projects, 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 Signature of Authorizing Authority with Seal Place: Date: Note: If there are no deviations the bidder has to give his response by writing ‗NIL‘ in the statement. Bidders may also submit the Appendix 05 in MS Excel format if required.


Appendix 07 – Conformity Letter To, General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, Sub: HRMS Implementation Project at Canara Bank RRBs Further to our proposal dated ______, in response to the Request for Proposal (Bank‘s tender No. PKGB/PMO/RFP/02/2014-2015 hereinafter referred to as “RFP”) issued by Canara Bank RRBs (“Bank”), we hereby covenant, warrant and confirm as follows: We hereby agree to comply with all the terms and conditions/stipulations as contained in the RFP and the related addendums and other documents including the changes made to the original tender documents issued by the Bank, provided however that only the list of deviations furnished by us in Appendix 06 – Comments on T&C of the main RFP document which are expressly accepted by the Bank and communicated to us in writing, shall form a valid and binding part of the aforesaid RFP document. The Bank is not bound by any other extraneous matters or deviations, even if mentioned by us elsewhere either in our proposal or any subsequent deviations sought by us, whether orally or in writing, and Bank‘s decision not to accept any such extraneous conditions and deviations will be final and binding on us. We also hereby confirm that our prices as specified in the Appendix 02 – Bill of Materials and adhere to the Payment terms specified in the RFP. Yours faithfully, Authorized Signatory Designation Bidder‘s corporate name


Appendix 08 – Conformity with Hardcopy Letter To, General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, Sub: HRMS Implementation Project at Canara Bank RRBs Further to our proposal dated _______, in response to the Request for Proposal (Bank‘s tender No. PKGB/PMO/RFP/02/2014-2015 hereinafter referred to as “RFP”) issued by Canara Bank RRBs (“Bank”) we hereby covenant, warrant and confirm as follows: The soft-copies of the proposal submitted by us in response to the RFP and the related addendums and other documents including the changes made to the original tender documents issued by the Bank, conform to and are identical with the hard-copies of aforesaid proposal submitted by us, in all respects. Yours faithfully, Authorized Signatory Designation Bidder‘s corporate name


Appendix 09 – Proposed Partners To, General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, Sub: HRMS Implementation Project at Canara Bank RRBs (RFP No. PKGB/PMO/RFP/02/2014-2015) Sr. No.

Product/Service Name and Address of the Implementation

and product/service

partner

Details of Product/Service

Offered

Version no. And date of release

Period upto

which the

support is

available for the version

Existing customers

using product/ service

(Any two)

1.

2.

3.

4.

5.

6. Any other

7. etc.

We hereby confirm that we have the necessary authority from the other consortium members to bid for the RFP that includes Products offered by the consortium members as above. We shall be the single point of contact and solely responsible for the supply, installation, implementation, integration, support and maintenance for the entire project that includes the products/services offered by the other consortium members. Authorised Signatory Designation


Appendix 10 – Manufacturers Authorization Form To, General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, Sub: HRMS Implementation Project at Canara Bank RRBs We……………………………………………………………… (Name of the Manufacturer) who are established and reputable manufacturers of …………………………………… having factories at ………, …………, ………, …………… and …………… do hereby authorize and permit M/s.______________________________ to submit Bid to Canara Bank RRBs in response to their Request for Proposal towards the following products/services to be supplied by us as a member of consortium for bidding the above RFP. Sl No. Product/Service Details We also hereby authorize Prime Bidder to submit the Bid (including commercial bid), negotiate and finalize the commercial and technical aspects of the Bid with the Bank on behalf of us. However, as a proposed partner we have understood in full the intent of the RFP and agree to its terms and conditions for delivering and maintenance of the products/services offered by us to the Bank through the Prime Bidder under the Integrated HRMS Solution project. We hereby extend our guarantee and warranty as per terms and conditions of the RFP and the contract for the equipment and services offered for supply against this RFP by the above-mentioned Bidder, and hereby undertake to perform the obligations as set out in the RFP in respect of such equipments and services. Yours Faithfully Authorised Signatory Name: Designation Phone No. Fax E_mail (This letter has to be submitted by every member of the consortium as per the Bidders Appendix 09 – Proposed partners and should be on the letterhead of the Manufacturer duly signed by an authorized signatory)


Pragathi Krishna Gramin Bank - Integrated HRMS Project

Appendix 11: Pre bid query format

RFP No: PKGB/PMO/RFP/02/2014-15 Sr. No

Section & Clause Ref. No./Appendix no/Annexure

no Page No. RFP text Query Response to query

(to be left blank by the vendor)


Appendix 12: Experience format The implementation references proposed by the bidders/OEM partner must be accompanied by a customer letter on their letter head, in the following format: To, General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 Dear Sir, Sub: HRMS Implementation Project at Canara Bank RRBs REF NO.: PKGB/PMO/RFP/02/2014-2015 dated 01.01.2015 Subject: Certificate for bidder/OEM partner implementation reference This is to certify that the __________________________________ (Organization name) has implemented the Product/OEM name ___________________________ in our organization and it is currently running in our organization. The further details are as follows

Organization and Product Name:

Product series/version no.: Modules Implemented: Date of Go Live:

Yours Faithfully, Authorized Signatories (Name & Designation, Organization Name, Seal of the firm)


Appendix 13 – Project Team Profiles

1 Name a Brief Introduction (in bullets)

2 Date of Birth 3 Phone Number 4 Position in the firm 5 Total years of post qualification

work experience

6 Employment Record (Provide Company name, position held, duration, clients worked)

a

b

c

d

e

f

g

h

I etc.

7 Number of years with the firm 8 Details of relevant assignments

undertaken (include both past and current employment projects and highlight BFSI experience, if any) (Provide scope, duration, client name and status of assignment)

a Year

Location

Client Name

Main project title and features

Position held

Activities performed

b Year

Location

Client Name


Position held



c Year

Location

Client Name


Position held


d Year

Location

Client Name


Position held


e Year

Location

Client Name


Position held


f Year

Location

Client Name


Position held


g Year

Location

Client Name


Position held


9 Education Degree Obtained

Year of Degree obtained

Institution

10 Certifications (if any) a b c


Appendix 14 – DC and DRC hosting requirements

The bidder has to provide the following details so that Bank can assess its DC and DRC hosting space and other requirements. a. DC and DRC requirements

Sl Item Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 1 Data Center A Hosting Space B Power

requirements

C Seating Space D Cooling

requirements

E Storage space requirements (in GB)

F Any other (Please specify)

2 Disaster Recovery A Hosting Space B Power C Seating Space D Cooling

requirements

E Storage space requirements (in GB)

F Any other (Please specify)


Appendix 15- Pro forma for Performance Bank Guarantee Format

(To be submitted on Non-Judicial stamp paper of appropriate value Purchased in the name of the issuing Bank) To General Manager, Date DD-MM-YYYY Pragathi Krishna Gramin Bank, Head Office, 32, Sangankal Road, BALLARI -583103 WHEREAS ..........................................(Company Name) registered under the Indian Companies Act 1956 and having its Registered Office at .................................................................. India (hereinafter referred to as ―the VENDOR‖) has undertaken supply, customization, Deployment, Maintenance & Support of an Integrated Human Resource Management System in Two RRBs Sponsored by Canara Bank and items along with associated certification, documentation, warranty, annual maintenance and training as per the Purchase Order dated _______________placed by you with VENDOR (hereinafter referred to as ―the CONTRACT‖)

AND WHEREAS in terms of the Conditions as stipulated in the Purchase Order, the VENDOR is required to furnish a Bank Guarantee by way of Performance Guarantee, issued by a Scheduled Commercial Bank in India, in your favour, as per Clause ______ of the Purchase Order, to secure due and satisfactory compliance of the obligations by the VENDOR on their part, in accordance with the CONTRACT, (which guarantee is hereinafter called as ―THE PERFORMANCE GUARANTEE)‖ AND WHEREAS the VENDOR has approached us, (Name of the issuing Bank) for providing the PERFORMANCE GUARANTEE, AND WHEREAS in consideration of the fact that the VENDOR is our valued constituent and the fact that he has entered into the CONTRACT with you, WE (Name of the Bank) having our Registered Office at, ______________and local office at __________,India have agreed to issue the PERFORMANCE GUARANTEE, THEREFORE WE (Name of the issuing Bank) through our local office at _________ India furnishes you the PERFORMANCE GUARANTEE in manner hereinafter contained and agrees with you as follows: We (Name of the issuing Bank), undertake to indemnify you and keep you indemnified from time to time to the extent of Rs__________ (Rupees___________________) an amount equivalent to 15% of the Contract Price against any loss or damage caused to or suffered by or that may be caused to or suffered by you on account of any breach or breaches on the part of the VENDOR of any of the terms and conditions contained in the Contract and in the event of the VENDOR default or defaults in carrying out any of the work or discharging any obligation in relation thereto under the CONTRACT or otherwise in the observance and performance of any of the terms and conditions relating thereto in accordance with the true intent and meaning thereof, we shall forthwith on demand pay to you such sum or sums not exceeding the sum of Rs__________ (Rupees____________________) may be claimed by you on account of breach on the part of the VENDOR of their obligations in terms of the CONTRACT. Notwithstanding anything to the contrary we agree that your decision as to whether the VENDOR has made any such default or defaults and the amount or amounts to which you are entitled by reasons thereof will be binding on us and we shall not be entitled to ask you to establish your claim or claims under Performance Guarantee but will pay the same forthwith on your demand without any protest or demur. This Performance Guarantee shall continue and hold good until it is released by you on the application by the VENDOR after expiry of the relative guarantee period of the Contract and after the VENDOR had discharged all his obligations under the Contract and produced a certificate of due completion of the work under the Contract and submitted a ―No Demand Certificate‖ provided always that the guarantee shall in no event remain in force after the day of___________ without prejudice to your claim or claims arisen and demanded from or otherwise notified to us in writing before the expiry of three months from the said date which will be enforceable against us notwithstanding that the same is or are enforced after the said date. Should it be necessary to extend Performance Guarantee on account of any reason whatsoever, we undertake to extend the period of Performance Guarantee on your request under intimation to the VENDOR till such time as may be required by you. Your decision in this respect shall be final and binding on us. You will have the fullest liberty without affecting Performance Guarantee from time to time to vary any of the terms and conditions of the Contract or extend the time of performance of the Contract or to postpone


any time or from time to time any of your rights or powers against the VENDOR and either to enforce or forbear to enforce any of the terms and conditions of the Contract and we shall not be released from our liability under Performance Guarantee by the exercise of your liberty with reference to matters aforesaid or by reason of any time being given to the VENDOR or any other forbearance, act, or omission on your part of or any indulgence by you to the VENDOR or by any variation or modification of the Contract or any other act, matter or things whatsoever which under law relating to sureties, would but for the provisions hereof have the effect of so releasing us from our liability hereunder provided always that nothing herein contained will enlarge our liability hereunder beyond the limit of Rs_________ (Rupees______________) as aforesaid or extend the period of the guarantee beyond the said day of __________ unless expressly agreed to by us in writing. The Performance Guarantee shall not in any way be affected by your taking or giving up any securities from the VENDOR or any other person, firm or company on its behalf or by the winding up, dissolution, insolvency or death as the case may be of the VENDOR. In order to give full effect to the guarantee herein contained, you shall be entitled to act as if we were your principal debtors in respect of all your claims against the VENDOR hereby guaranteed by us as aforesaid and we hereby expressly waive all our rights of surety ship and other rights, if any, which are in any way inconsistent with any of the provisions of Performance Guarantee. Subject to the maximum limit of our liability as aforesaid, Performance Guarantee will cover all your claim or claims against the VENDOR from time to time arising out of or in relation to the Contract and in respect of which your claim in writing is lodged on us before expiry of three months from the date of expiry of Performance Guarantee. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax or registered post to our local address as aforesaid and if sent by post it shall be deemed to have been given when the same has been posted. The Performance Guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution for any other guarantee or guarantees heretofore given to you by us (whether jointly with others or alone) and now existing uncancelled and that Performance Guarantee is not intended to and shall not revoke or limit such guarantee or guarantees. The Performance Guarantee shall not be affected by any change in the constitution of the VENDOR or us nor shall it be affected by any change in your constitution or by any amalgamation or absorption thereof or therewith but will endure to the benefit of and be available to and be enforceable by the absorbing or amalgamated company or concern. The Performance Guarantee shall come into force from the date of its execution and shall not be revoked by us any time during its currency without your previous consent in writing. We further agree and undertake to pay you the amount demanded by you in writing irrespective of any dispute or controversy between you and the VENDOR. Notwithstanding anything contained herein

i. Our liability under this guarantee shall not exceed Rs.__(Rupees______________________only) ii. This guarantee shall be valid upto __________ and ; iii. We are liable to pay the guaranteed amount or any part thereof under this guarantee only and

only if you serve upon us a written claim or demand at Bengaluru on or before ________________ (mention period of the guarantee as found under clause ii. above plus claim period).

We have the power to issue Performance Guarantee in your favour by statute and the undersigned has full power to execute Performance Guarantee under the Power of Attorney to him by the Bank. Dated this ________________ day of ___________________ 2015 For and on behalf of ___________________ BRANCH MANAGER SEAL ADDRESS


PLACE

Documents

Request for Proposal (RFP)canarabank.com/Upload/English/Tenders/HRMSRFP.pdfAbbreviation Expansion RFP Request for Proposal PKGB Pragathi Krishna Gramin Bank KGB Kerala Gramin Bank