REQUEST FOR PROPOSAL

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Dec 8, 2013 (3 years and 8 months ago)

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REQUEST FOR PROPOSAL
FOR THE
PREPARATION OF SYSTEM REQUIREMENT STUDY (SRS)
TO IMPLEMENT

Workflow, Information Portal and Document &
Content Management System

FOR

DNBS, CENTRAL OFFICE, MUMBAI











RESERVE BANK OF INDIA
Department of Information Technology
MUMBAI 400-001, INDIA



This document is the property of Reserve Bank of India (RBI). It may not be copied,
distributed or recorded on any medium, electronic or otherwise, without the RBI’s
written permission therefor. The use of the contents of this document, even by the
authorised personnel / agencies for any purpose other than the purpose specified
herein, is strictly prohibited and shall amount to copyright violation and thus, shall be
punishable under the Indian Law.




















CHAPTER 1

INTRODUCTION

This document outlines the requirements for the preparation of SRS for Workflow,
Information Portal and Document & Content Management of Knowledge Management
System (KMS) at DNBS, Central Office.
Reserve Bank of India (RBI), being the Central Bank of the country, regulates and
supervises entire banking and financial sector of the country. Its objective is to regulate the
issue of Bank Notes and manage the Foreign Exchange Reserves with a view to secure
monetary stability.
RBI as an organization follows typical hierarchical structure to facilitate the workflow to go
smoothly. Overall distribution of work is achieved by formation of various function-oriented
departments, spread across 22 regional offices countrywide including three training colleges
at Mumbai, Pune and Chennai respectively. Every Regional Office (RO) has various
departmental units with specified functions. These departmental units at Regional Offices
are monitored by respective Central Office Departments (COD), which are mainly located in
Mumbai.
Though, the departments of the banks are to perform specific activity, however, some
activities of each department are somehow co-related with many other departments. The
departments are, therefore, required to work in coordination with other departments. The
source of information may be internal or external based on the requirement. The requirement
of structured data set or information is now being met by the Bank’s Centralised Data Base
Management System (CDBMS). The continuous demand for the unstructured information
like documents, emails etc. are still unattended. This leads to huge wastage of time, human
resources, as well as increase of rework at various stages.
With increased concern for managing organizational knowledge and to enrich the
users by giving access to the right information whenever and wherever required and
in whatever manner required also with an aim towards reducing the paper work. It has
been decided to set up and implement an Enterprise Knowledge Management System
(EKMS) at Reserve Bank of India at various departments / offices of the Bank and
eventually covering entire RBI. As part of this, it has been decided to implement a
pilot based Workflow, Information Portal and Document & Content Management
System implementation at DNBS, Central Office.




Background

Main functions of the Department of Non-Banking Supervision (DNBS) are regulation and
supervision of Non-Banking Financial Companies (NBFCs). The Regulation covers issuance
of the direction to NBFCs, their Registration and Classification. Under Supervision, On-
site/Off-site Supervision and Market Intelligence, are covered. DNBS relies heavily on its
COSMOS database based on Lotus Notes for its database requirements and mailing. At
each Regional Office Lotus Server is installed which is connected to Central Office Server.
Basically, COSMOS contains financial data of NBFCs collected from various regulatory
returns submitted by NBFCs and keyed-in by Regional Offices. The data so captured are
processed for assessing the level of compliance or otherwise of each reporting company
with regulatory norms prescribed by the Bank with special reference to deposit-taking
activities and prudential standards, generation of letters communicating the inconsistencies/
non-compliance for onward transmission to the concerned NBFCs, and transmission of
processed data from the Regional Offices to Central Information Repository for aggregation
and for data analysis from supervisory and policy perspectives. The data under COSMOS
are Annual Return on Deposits (NBS-1), Half-yearly statement on prudential norms (NBS-2),
Quarterly statement on liquid assets maintained (NBS-3), Monthly Return on Repayment of
Deposits to be submitted by Rejected Companies (NBS-4), Monetary and Supervisory
Return to be submitted by NBFCs holding Public Deposits of Rs. 20 crore and above (NBS-
5), and Monthly return on Exposure to Capital Market (NBS-6), Category ‘B’ NBFCs with
asset size of Rs.100 crore and above, etc.

The need now has been felt for KMS to improve the work efficiency of the employees of the
Bank by reducing document search time, easy access to documents, capturing and storing
tacit knowledge, designing, building and managing of knowledge assets. The system should
be so scalable that it can be extended seamlessly to all other Regional offices/
departments/locations of the Bank at the discretion of the Bank.

1.2 DESCRIPTION OF THE REQUIREMENTS AT DNBS, CENTRAL OFFICE
Document and Content Management:
1.2.1 The Project envisages to set up a system to gather, systematically arrange and
manage the workflow, document and content Management in the department and further the
system which can facilitate digitising, storing, searching and retrieving all types of documents
in the department. As mentioned above, the Department relies heavily on its COSMOS
database based on Lotus Notes for its database requirements but it is inadequate to meet all

the requirements of the department. For example, there is no facility for creating ad–
hoc/dynamic queries in present system. The Department has, therefore, upgraded the
existing Lotus Notes Server from Version 5 to Version 7, which is bundled with DB2 as
RDBMS, and it is expected that it would be meeting the requirement of Ad-Hoc queries.
Besides, in the new version, it is understood that Lotus notes data would be maintained in
DB2 instead of Domino database as is being maintained presently and have some analytical
tools.

1.2.2 The new system should protect the Department's investment in the current set
up and should have tools to provide following facilities to the Department:
 Department should be able to supply data to other user departments in the format
required by them.
 Provision for Enabling Ad–hoc queries from end–users in a user–friendly manner
with the least possible user interventions.
 Provision for availability of information on tap.
 Software should have tools to enable users to manipulate the data in the required
manner without compromising the basic data.
 Provision for allowing data manipulation to cull out information in the desired manner.
 Provision for filtration of data with minimal manual intervention so as to ensure data
integrity.
 Provision for automatic report generation with minimal manual intervention.
 Have inbuilt data consistency checks, especially while importing or exporting data.
 Provision for enabling the time series data output for various analysis and enable
automatic preparation of charts, etc.
 In case of wide variations in data provided by NBFCs suitable trigger points should
be activated so that the user is alerted of the same.
 Provision for easy designing / Modifications of forms.
 To ensure that data is available in an uninterrupted manner and have sufficient
backup / redundancy provisions.
 The system takes into consideration the present and future requirements of the
Department.
 Provision for web-based reporting and updation of data on real – time basis.
 Provision for freezing of data at a particular point for generation of reports.
 Enable automatic replication of central database with the ROs and vice–versa on a
real–time basis.
 Take into consideration the Bank’s Disaster Management & Business Continuity Plan
and adhere to it.

Other Key Features required
 The system should facilitate capturing decisions from MS-Word files and
put in the database so as to avoid manual keying-in.
 Document management. Enabling “OCR” image, storing the text or
electronic document.
 Facilitate automatic creation and updation of company profiles once
returns are received.
 Build Knowledge Libraries, technology intelligence gained, decision
gained during work process. Effectively using this in subsequent work
processes.
 Document creations, persistent discussion threads, comprehensive user-
based and role based information. Extensive audit trail and change
history maintenance, approval routing and configurable workflow.
 Flexible anytime, anywhere, web-based access, multi-dimensional
document classification, maintenance of information consistency.
 Business connectivity by mitigating risk associated with loss of information
or with use of inconsistent information.
 Timesheet concept is to be used for project monitoring so that the time
taken on each case can be reviewed at intervals which would help in cost
savings, efficiencies and increased employee productivity via automated
time capture.
 Alternate site, backup data, etc.
 Development of Knowledge Management Cycle.
 Integration of databases with unique code number and enable culling out
of all information about a particular company by giving its unique code
number.
 Facility to update databases in a manner similar to “Append” in Dbase so
that data of companies submitting reports after a particular cut-off date
simply needs to be appended to the existing reports.
 Facility of sorting databases to cull the output in the desired manner
should be enabled.
 Pre-defined views should be generated so that information which are
required in a particular manner, time and again are made available at the
click of a button.

 In case of wide variations in data, the system should activate triggers so
that users/supervisors are alerted.
 Inspection reports being of a confidential nature should be kept out of the
system.

Collaboration tools and sharing of knowledge
1.2.3 As the Department has Central office at Mumbai and Regional offices at other cities, it
should be able to collaborate and share knowledge using tools and techniques of KMS with
ROs as well as outside organisations like other Regulatory authorities i.e. SEBI and Police
Department, etc. It should, therefore, help the Department to establish a knowledge sharing
culture within the Department with its Regional offices and other departments within
organisation. The solution should enable sharing of reading materials, power point
presentations, important decisions, reports/data and their updations, subject-
wise/programme-wise/author-wise/key word-based search facility, access to Central Office
circulars, procedures and instructions, relevant developments culled-out from news items,
case studies/exercises, Inspection reports, profiles and experiences of experts, profile of
non-financial companies and their Directors, automatic codification of materials in the
knowledge store, etc. The system should make the information available on tap. Reports
containing the company-wise as well as time series data should be made available and
should allow department to manipulate the data in the manner they want so as to offer
different permutations and combinations of the data for the purpose of analysis. All details
which are useful for the department have to be maintained and shared.

Work Flow Automation
1.2.4 All the processes in the department would be automated which would ultimately lead
the department to a paper-less office. The basic objective of the KMS would be to automate
all business process of the department. Automatic updation of data on intranet as well as
Public website of RBI is expected from the system. The workflow related to all activities in
the department such as relating to registration, cancellation of registration etc should be
automated. Provision for generation of both standard as well as adhoc reports would be
required. Automatic generation of various alerts/reminders/notifications/broadcast services,
etc., should be enabled.

1.2.5 Further, there would also be requirement to take care of work flow pertaining to other
activities like inward/outward, dead stock recording/reconciliation, computer
complaints/rectifications, calling of quotations/tenders for items such as stationery, software,
dead stock, etc., their approval/issue, receipt/payment of related bills, etc., access to

instructions/manuals pertaining to these activities, generation of standard and adhoc reports,
etc.

Scalability and Enterprise-wide integration
1.2.6 The solution should be scalable as well as robust and secure on a state-of-the-art
platform needing thin clients. It may be modular with scope for prioritisations. Data capture
should be possible through various modes like data entry using the solution, interfaces with
other applications, digitisation of documents by, say, scanning, transfer from other storage
media like CD/floppy/pen drive etc. Provision should be available for online/off-line backup,
restoration from both online and off-line media and checkpoint-based regeneration of
transactions, etc. Appropriate interfaces with other applications like Intelliview, Video
Conferencing and as considered necessary may have to be provided for. The current data
of the department should be migrated to new system without any loss of data. It
should be designed in a manner enabling seamless enterprise-wide integration so that it acts
both as a knowledge sharing and a decision support system.




CHAPTER 2


Deliverables


2.1 The vendor must deliver the SRS that will enable the Bank to meet the requirement of
the department as described by its indicative features mentioned in Para 1.2
Notwithstanding what has been mentioned in para 1.2 the SRS must contain detailed
features, analysis and recommendations so as to implement required system at DNBS,
Central Office and regional offices. The recommendations should contain formulation of
strategy and layout action points for affecting the required cultural change for the smooth
functioning of the EKMS. The recommendations should clearly propose metrics for
assessing usage and effectiveness of key system components like content management and
work flow automation. The Vendor should also give recommendations on the appropriate
governance and ownership structure for the contents and content management system,
appropriate content authoring scheme i.e. decentralized vs. centralized authoring, Propose
guidelines/criteria for identifying processes which can be automated and deciding on the
level of automation. Suggest suitable schemes for content identification, reorganization and
rewriting for the knowledge extraction, Research to propose the most suitable and flexible
Taxonomy structure, including the navigation structure for Content Classification for faster
and efficient retrieval, propose the content structure for intranets and with an eye on the
enterprise portal, Defining the Security Policy, procedures, various Security Services and
integration of PKI, required for the System in line with the present security policy of the Bank.

2.2 Drawing up the project time frame.

2.3 Estimation of the effort is required for the entire projects in man-months.

2.4 Sizing and Configuration of various computer and communication equipments.



Annexure - A

INSTRUCTIONS

A. VENDORS’ ELIGIBILITY CRITERIA

Vendors must meet the following eligibility requirements. Bids of non-compliant Vendors will
not be technically or financially evaluated.

A.1 The Vendor shall provide evidence that it is a current legal entity.

A.2 The Vendor must warrant that it is financially solvent, i.e. able to meet all its debts as
and when they fall due.
A.3 The last three financial years’ audited Balance Sheet and Profit and Loss Account
reports shall be provided.
A.4 The Vendor must warrant that there is no legal action being taken against it for any
cause in any legal jurisdiction. If such an action exists and the Vendor considers that
it does not affect its ability to deliver the RFP requirements, it shall provide details of
the action(s).
A.5 The Vendor must demonstrate that he has implemented or prepared SRS for at least
two similar projects in financial organisation/bank of repute like RBI either within or
outside the country during last 5 years. The application should be in use.
A.6 The Vendor shall provide references (including Referee names and contact details)
and a documented project management methodology in respect of major projects as
stated at A.5
A.7 The Vendor shall offer a minimum of two-site inspection opportunities where it has
completed major projects of similar type.
A.8 Vendor must warrant that key project personnel to be deployed in this project have
been sufficiently involved in similar projects in the past and have the requisite domain
experience as mentioned in para 1.2.
A.9 The Vendor must organise the bid in accordance with the format specified in the
tender document.
A. 10 Vendor must submit Earnest Money Deposit (EMD) along with the complete bid of
Rs.2 lakh in form of Bank Guarantee/Demand Draft in favour of Reserve Bank of
India, Mumbai. The non-submission of EMD will lead to rejection of the bid. The
irrevocable Bank Guarantee drawn on scheduled commercial bank only, shall be in
form acceptable to the Reserve Bank of India as per Annexure C. The EMD of
unsuccessful Vendors will be returned to them. The EMD will not carry any interest.
The EMD of successful Vendor shall be forfeited in case the Vendor fails to

commence the work awarded to him within the prescribed time limit. The successful
bid, if withdrawn, is also liable for forfeiture of the EMD.
A.11 Vendor should be ready to accept payment through Electronic Clearing System(ECS).
A.12 The time frame for preparation of SRS would be two months.

B. TWO-STAGE BIDDING PROCESS

B.1. A two-stage bidding process will be followed. The response to the present tender will be
submitted in two parts, i.e. the Technical Bid and the Commercial Bid. The Vendors will have
to submit the ‘Technical Bid’ separately from the ‘Commercial Bid’. The ‘Technical Bid’ will
contain the exhaustive services details, whereas the ‘Commercial Bid’ will contain the pricing
information. The soft copy of technical and commercial bids can be provided in two separate
CDs, however, care should be taken that Technical Bid CD will NOT contain any pricing or
commercial information at all. In case of non compliance of the instruction by any vendor,
their bid will be rejected.

B.2. In the first stage, only the ‘Technical Bids’ will be opened and evaluated. Those Vendors
satisfying the technical requirements of the solution, as determined by the Reserve Bank of
India and as per the requirements/specifications and the terms and conditions of this
document, shall be short-listed.

B.3. Under the second stage, the Commercial Bids of Vendors which have been short-listed
earlier on the basis of evaluation of their Technical Bids, will be opened.
C. Bid Submission

C.1 Vendors are not permitted to submit more than one bid. The vendor has to offer the
best solution available with him. The cost of bidding and submission of the bids is entirely
the responsibility of the vendors, regardless of the conduct or outcome of the tendering
process. The response to the present tender will be submitted in two parts as mentioned
above.

C.2 Bids sealed in accordance with the Instructions to vendors should be delivered
before 3:00 p.m. on Wednesday, February 14, 2007. Bids may be sent by registered post
or hand delivery, so as to be received at the following address:
The CGM-in-Charge,
Reserve Bank of India,
Department of Non-Banking Supervision,
Central Office, 2
nd
floor, Centre I,
WTC, Cuffe Parade,
Mumbai 400 005, India.
Contact Telephone No. 2216 6128


C.3 Receipt of the bids shall be closed at 3:00 p.m. on Wednesday, February 14, 2007.
Bids received after 3:00 p.m. on Wednesday, February 14, 2007 will not be accepted by
the Bank under any circumstances. The technical bids will be opened the next day i.e., on
Thursday, February 15, 2007 at 2:30 p.m.. Reserve Bank of India will not be responsible
for any delay due to postal service or any other means.

C.4 All vendors, or their authorised representatives, shall be present at the time of the
opening of the technical bid. Only two persons per vendor will be allowed to be present at
the time of the opening the technical bids. No bid shall be rejected at bid opening, except for
late bids.
D. INSTRUCTIONS FOR SEALING AND MARKING OF TECHNICAL BIDS

D.1 Tender responses in one original and one more copy shall each clearly identify the
vendor submitting them and shall be labelled “Original TECHNICAL Tender” or “Copy
TECHNICAL Tender” as appropriate. They shall then be sealed in a separate envelope
labelled “Original Tender” or “Copy Tender” as appropriate. All envelopes shall then be
sealed in one envelope or parcel marked “Tender for the Supply and Implementation of a
KMS for Reserve Bank of India” in the top left hand corner. The envelope shall be dated
with the current date in the top right hand corner and addressed as in para C.2 above.

D.2 In the event of any discrepancies between the ‘Original’ and the ‘Copy’ of the
TECHNICAL tender, the Original shall govern.

D.3 The soft copy of the Technical Bid should be submitted in MS Word Document format on
the CD and enclosed in “Original Technical Tender”. No commercial details should be given
in this CD, containing Technical Bid information.

E. INSTRUCTIONS FOR SEALING AND MARKING OF COMMERCIAL BIDS

E.1 Tender responses in one original and one copy shall each clearly identify the vendor
submitting them and shall be labelled “Original COMMERCIAL Tender” or “Copy
COMMERCIAL Tender” as appropriate. They shall then be sealed in a separate envelope
labelled “Original Tender” or “Copy Tender” as appropriate. All envelopes shall then be
sealed in one envelope or parcel marked “Tender for the Supply and Implementation of a
KMS – Not to be opened before Technical bid opening and evaluation” in the top left hand
corner. The envelope shall be dated with the current date in the top right hand corner and
addressed as in para C.2 above.

E.2. In the event of any discrepancies between the ‘Original’ and the ‘Copy’ of the
COMMERCIAL tender, the Original shall govern.


E.3 The soft copy of the Commercial Bid should be submitted in Ms Word Document format
on the CD and enclosed in “Original Commercial Tender”.

F. BID EVALUATION

F.1 Evaluation methods: The tender will be evaluated on the basis of cost for preparation
of SRS.

F.2. AWARD OF CONTRACT: To arriving at the L1 vendor and subsequently the award of
contract shall be made to the vender whose bid has been determined to be the lowest taking
into consideration the cost for preparation of SRS.

G. CLARIFICATION ON THE TENDER DOCUMENTS

Any clarification regarding the tender document and any other item related to this project
should be raised in the pre-bid meeting. No clarification will be entertained after the pre-bid
meeting.

H. AMENDMENTS TO TENDER DOCUMENT

H.1 Amendments to the Tender Document may be issued by the Bank at anytime, prior to
the deadline for the submission of bids.
H.2. From the date of issue, amendments to Tender Document shall be deemed to form an
integral part of the Tender Document.

I. LANGUAGE OF BIDS

All bids and supporting documentation shall be submitted in English.

J. DOCUMENTS COMPRISING THE BID

All vendors shall submit a tender response, as outlined in Annexure ‘B’, duly completed.

K. PERIOD OF BID VALIDITY

The Bids shall be valid for a period of ONE YEAR from the closing date for submission of the
bid.

L. FORMAT AND SIGNING OF BID

L.1 The original and all copies of bids shall be typed or printed in a clear typeface.
Copies may be good quality photocopies of the original. An accompanying letter is required,

signed by an authorised signatory of the vendor, committing the vendor to the contents of
the original response. (See Annexure Form V1 Technical Bid and Form V2 Commercial Bid).

M. DOMESTIC PRESENCE OF THE VENDOR

The vendor will have to have a presence in India during the entire period of contract.

N. ACCEPTANCE OR REJECTION OF BID

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

O. CONDITION OF ENGAGEMENT
O.1 The vendor engagement with this project would be till its submission of final SRS. The
Bank reserves the right to terminate the services of the vendor at any point of the Project.

O.2 RBI engages and appoints vendor to provide services as detailed in the Scope of Work
in Para for the Objective and Description of the Project as detailed under Para 1.1 and 1.2 in
consideration of remuneration payable by the RBI to vendor in terms of Para ‘R’.

O.3 vendor and also the firm/company he is attached with shall NOT be entitled to bid for the
supply and installation of the solution and systems integration related activities.

P. REMUNERATION FEE AND TERMS OF PAYMENT
P.1 The quotation given by the vendor will be inclusive of all taxes, duties, charges and
levies of State or Central Governments, as applicable, at the date of signing the Agreement
and subject to deduction of all statutory deductions applicable, if any. The benefits realised
by vendor due to lower rates of taxes, duties, charges and levies shall be passed on by
vendor to the RBI;
P.2 The charges of the vendor such as travel within India, stay, conveyance etc. will not be
charged extra.
P.3 TERMS OF PAYMENT AND BILLING
The full Payment for various activities shall be released after final submission of the SRS.

Q. CONFIDENTIALITY
Q.1 Vendor agrees that all financial, statistical, marketing and personnel data relating to
RBI’s business and other information identified as confidential by the RBI are confidential
information of the RBI;


R. INDEMNIFICATION

R.1 The vendor shall, at its own cost and expenses, defend and indemnify the Bank against
all third-party claims including those of the infringement of Intellectual Property Rights,
including patent, trademark, copyright, trade secret or industrial design rights, arising from
use of the Products or any part thereof in India.

R.2 The vendor shall expeditiously meet any such claims and shall have full rights to defend
itself therefrom. If the Bank is required to pay compensation to a third party resulting from
such infringement, the vendor shall be fully responsible therefor, including all expenses and
court and legal fees.

R.3 The vendor shall also be liable to indemnify the Bank, at its own cost and expenses,
against all losses/damages, which the Bank may suffer on account of violation by the vendor
of any or all national/international trade laws, norms, standards, procedures etc.

S. SITE VISITS

Site visits may be sought at the discretion of the Bank. Vendor shall provide, in addition to
customer sites, an invitation to the Bank to visit vendor’ own site, if any.

T. NOTIFICATION OF AWARD

The acceptance of the offer from the selected candidate will be communicated in writing at
the address supplied by the Candidate in his letter of interest. Any change of address of the
Candidate should therefore be promptly notified to the CGM-in-Charge, DNBS, Reserve
Bank of India, WTC, Cuffe Parade, Mumbai, India.

U. SIGNING OF CONTRACT

The vendor shall be required to enter into a contract with Reserve Bank of India, on the
basis of the Scope of Work/deliverables mentioned herein.

V. PENALTY
Wherever delays occur because of reasons not attributable to vendor, payment shall be
made on completion in respect of the activity concerned under that particular milestone on a
pro-rata basis. However, if the delay is attributable to vendor and the vendor/service
provider/contractor fails to deliver contracted product(s) install/activate, and
operationalise all of the equipment/application or fails to complete the work or does
not perform the service(s) within the time schedule stipulated in the Contract, the
Bank without prejudice to its other remedies under the Contract, deduct from the

Contract price, as liquidated damages, a sum equivalent to 0.5 per cent of the total
consideration amount for each and every calendar day of delay, subject to a
maximum limit of 10 per cent of the total contract price.
The Bank may also consider termination of the Contract as per provisions of termination
clause mentioned in the contract. , liquidated damages shall be payable by vendor to the
extent of 1 percent every month of the consideration payable for the milestone concerned
and shall not in any case exceed 5 percent of the amount payable to vendor for concerned
milestone.

W. JURISDICTION

All disputes and differences of any kind, whatsoever, arising out of the contract shall be
referred by either party (the Bank or the vendor), after issuance of 30 days notice in writing
to the other, clearly mentioning the nature of the dispute / differences, to a single arbitrator,
acceptable to both the parties, for initiation of arbitration proceedings and settlement of the
dispute/s and difference/strictly under the terms and conditions of this contract, executed
between the Bank and the vendor. The arbitration shall be governed by the provisions of the
applicable Indian Laws. The award shall be final and binding on both the parties. The venue
for arbitration shall be at Mumbai, India.


Annexure – ‘B’

CONTENT

AND

FORM

OF

RESPONSES

This chapter contains the table of contents for the tender response. In order to facilitate
evaluation and comparison of tender responses, vendor shall submit their response in this
format. A failure to do so may result in the tender being eliminated at the examination stage
as unresponsive.

Should the vendor have additional information to submit that cannot be encompassed by the
current table of contents, additional sections may be added at the end. Should use be made
of this option that is unwarranted in the opinion of the Bank, it will be regarded unfavourably.


TENDER RESPONSE


TABLE OF CONTENTS


A. TECHNICAL BID


The Technical Bid should be in accordance with the following:

Items Description
Purpose
Objectives
Scope
Overview of the proposed
solution

Effort estimation, methodology
to be used e.g. Function Point
Analysis (release 4.1 as per
IFAUG)

No of working days/man month
Productivity Rate ( No. of
Function points/Man month)

Project Management
provisions

Overview of the vendor


OTHER INFORMATION:
Vendor :
The registered name of the
bidding company










Business address for
correspondence
Location
Street
Locality
City
Pin Code
Country
Telephone
Facsimile
Email
Other

C
ONTACT NAME OF
THE

VENDOR


C
ONTACT

S POSITION WITH
VENDOR











Contact addresses if
different from above
Location
Street
Locality
City
Pin Code
Country
Telephone
Facsimile
Email
Other

B
USINESS STRUCTURE


B
ID COMPANY

S REGISTERED
ADDRESS


Details of company
registration







Names of Directors Chairman
President/Managing
Director
Directors

Include a structure chart reflecting the organisation
Chart


Financial standing of
the vendor

(Information designed to give client confidence in the financial competence of the
vendor.)
Name and address of the banker/s :
Audited financial accounts for past three years should be included in appendix.
Total current employees
2004 2005 2006
Sales Turnover
Net profit before tax


Company Profile(s)

Reference Sites (Use
separate schedule formats
for this response)
[Details of at least two similar Projects in the last 5 years
(including contact details) which will demonstrate the
vendor’s ability to implement this project in a timely and
professional manner.]
Designated
Staff
Name Position Project Designation



(Detailed
profiles of key
staff shall be
included in
appendix)

Experience of KMS at other sites
(Give details about the following with respect to the methodology followed by you in KMS
projects of similar nature and complexity – a minimum of two projects.)
Project Name:


Project Location:



Client Name:


Client address:







Client contact/reference
person(s):
Name
Address – if different from
above
Telephone
Facsimile
Mobile Phone
Email address

Project started
(month/year):

Project elapsed time –
months:

Man-months effort:(Using
standard methodology)


Project Director
Project Manager
Name of senior project
staff:
Other


Nature of the Project:



Role of the company,
whether complete end-to-
end involvement or for a
particular module:

Project Detail




B. COMMERCIAL BID

The Commercial Bid should contain the following:

COSTS

Introduction
(Introduces the costing information)















All the prices have to be quoted item-wise. The prices should mention the cost as
well as the tax and duty components, if any. All taxes, duties, charges shall be borne
by the vendor. Once the prices have been tendered to the Bank, no change /
modification will be entertained for any cause whatsoever (including changes in
regulation, tax and duty structure etc.) The prices once provided by the vendor will be
valid for the entire period of validity of the bid as defined in the present document.
Any revision in the rates of taxes, duties, charges and levies at a later date and
during the tenure of the bid will be borne as under:

a) The benefits realised by the vendor due to lower rates of taxes, duties, charges
and levies shall be passed on by the vendor to the Bank
b) Any increase in rates of taxes, duties, charges and levies will be borne by the
vendor.


 FORMS

 Tender Form
(A copy of the TECHNICAL Tender Form, supplied as Appendix Form “V1”,
duly completed.)
(A copy of the COMMERCIAL Tender Form, supplied as Appendix Form “V2”,
duly completed.)

Sr
No.
Item Description
Total Cost
(Amount in
Rs.)
1 Study of the Requirements
2 Preparation of SRS
Total


Appendix

Form V1 – Technical Bid





TENDER

FORM
TO:


The CGM-in-Charge,
Reserve Bank of India,
DNBS, 2
nd
floor, Centre-I,
WTC,Cuffe Parade,
Mumbai-400005, INDIA.


Gentlemen:

Re: Tender No. RBI/
TECHNICAL BID


SRS for KMS at Department of Non-Banking Supervision

Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we,
the undersigned, offer for the preparation of SRS to implement the total solution of KMS at
DNBS, Mumbai and its regional offices, Reserve Bank of India to meet such requirements and
provide such services as are set out in the Tender Document.
We attach hereto the Tender Response as required by the Tender document, which constitutes
my/our bid.
We undertake, if our Tender is accepted, to adhere to the implementation plan put forward in the
Tender Response or such adjusted plan as may subsequently be mutually agreed between us
and the Reserve Bank of India or its appointed representatives.
If our Tender Response is accepted, we will obtain a performance bank guarantee in the format
given in the Tender Document issued by a scheduled commercial bank in India for a sum
equivalent to 10% of the contract sum for the due performance of the contract.
We agree to abide by this Tender Response for a period of ONE YEAR from the date fixed for
Tender opening and it shall remain binding upon us with full force and virtue, until within this
period a formal contract is prepared and executed, this Tender Response, together with your
written acceptance thereof in your notification of award, shall constitute a binding contract
between us and will initiate the formation of a separate contract in respect of maintenance and
support services after the expiry of the warranty period.

We agree that you are not bound to accept the lowest or any Tender Response you may receive.
We also agree that you reserve the right in absolute sense to reject all or any of the items
specified in the Tender Response without assigning any reason whatsoever.
It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company
/firm/organization and empowered to sign this document as well as such other documents which
may be required in this connection.



Date
d
this
……………………
…….
Da
y of
…………………..2007

……………………………
……………….

…………………………………………….
(Signature) (In the
capacity of)

Duly authorised to sign the Tender Response for and on behalf of:


……………………………………………………………………………………………………….

……………………………………………………………………………………………………

(Name and address of
Bidding Company)



Seal/Stamp of Tender

Witness
name:

……………………………
…………………………

Witness
address:

……………………………
…………………………

……………………………
………………………...



Witness
signature:


……………………………
……………………

Attachment
s:
• Board resolution
delegating signing
powers to authorised
signatories
• Tender Technical
Response



CERTIFICATE AS TO AUTHORISED SIGNATORIES


I, certify that I am
........................................................
.
Secretary of
the


(Name of bidding company)

And that



……….…………………………………………..
………………………………………………………………..
(Name of above company signatory (s) )

Who signed the above Tender is authorised to bind the corporation by authority of its
governing body.




(Seal)


……………………………………………………..
(Secretary)











Appendix

Form V2 – Commercial Bid





TENDER

FORM
TO:

The CGM-in-Charge,
Reserve Bank of India, DNBS, 2
nd
floor,
Centre-I,
WTC,Cuffe Parade,
Mumbai-400005, INDIA.


Gentlemen:

Re: Tender No. RBI/ COMMERCIAL BID

SRS for KMS at Department of Non-Banking Supervision

Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we,
the undersigned, offer for the preparation of SRS for implementation of the KMS at DNBS,
Mumbai and its regional offices, Reserve Bank of India to meet such requirements and provide
such services as are set out in the Tender Document.

Indian Rupees in words and figures.
We attach hereto the Tender Commercial Response as required by the Tender document, which
constitutes my/our bid.
We undertake, if our Tender is accepted, to adhere to the implementation plan put forward in the
Tender Response or such adjusted plan as may subsequently be mutually agreed between us
and the Reserve Bank of India or its appointed representatives.
If our Tender Response is accepted, we will obtain a performance bank guarantee in the format
given in the Tender Document, issued by a scheduled commercial bank in India, for a sum
equivalent to 10% of the contract sum for the due performance of the contract.
We agree to abide by this Tender Response for a period of ONE YEAR from the date fixed for
Tender opening and it shall remain binding upon us, until within this period a formal contract is
prepared and executed, this Tender Response, together with your written acceptance thereof in
your notification of award, shall constitute a binding contract between us and will initiate the
formation of a separate contract in respect of maintenance and support services after expiry of
the warranty period.
We agree that you are not bound to accept the lowest or any Tender Response you may receive.
We also agree that you reserve the right in absolute sense to reject all or any of the
goods/products specified in the Tender Response without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company
/firm/organization and empowered to sign this document as well as such other documents which
may be required in this connection.

Dated this …………………………. Day of …………………..2007

…………………………………………….

…………………………………………….
(Signature) (In the capacity of)
Duly authorised to sign the Tender Response for and on behalf of:

………………………………………………………………………………………………………

………………………………………………………………………………………………………

(Name and address of Bidding Company)



Seal/Stamp of Tender


Witness name:
………………………………………………………

Witness address:
………………………………………………………

…………………………………………………


Witness signature:
…………………………………………………

Attachments:
• Board resolution delegating signing powers
to authorised signatures
• Tender Technical Response


CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, certify that I am
........................................................
.
Secretary of
the


(Name of bidding company)

And that



……….…………………………………………..

………………………………………………………………..
(Name of above company signatory (s) )

Who signed the above Tender is authorised to bind the corporation by authority of its
governing body.




(Seal)


……………………………………………………..
(Secretary)



Annexure 'C'

Earnest Money Deposit Bank Guarantee


To,
The CGM-in-Charge,
Reserve Bank of India,
DNBS, 2
nd
floor, Centre-I,
WTC, Cuffe Parade,
Mumbai-400005, INDIA.


Dear Sir,

EMD BANK GUARANTEE – for preparation of System Requirement Specification(SRS) to implement
the Knowledge Management System(KMS) at Department of Non-Banking Supervision( hereafter will
be called “ DNBS”) , a training institute of Reserve Bank of India to meet such requirements and
provide such services as are set out in the Tender Document.

WHEREAS

The DNBS, having its Central office at Mumbai, and Regional offices at other state capital cities in
India(hereinafter called the ‘Employer’) has invited tenders for preparation of the System Requirement
Specification to implement the KMS at the DNBS on the terms and conditions mentioned in the tender
documents.

1. It is one of the terms of invitation of tenders that the Vendor shall furnish a Bank Guarantee for a
sum of Rs. 1,00,000/- (Rupees One lakh only) as Earnest Money Deposit.

2. M/s_________________________________________, (hereinafter called as Vendor), who are
our constituents intend to submit their tender for the said work and have requested us to furnish
guarantee to the Employer in respect of the said sum of Rs ………… (Rupees only).

NOW THIS GUARANTEE WITNESSETH

1. We _____________ (Bank) do hereby agree with and undertake to the Reserve Bank of India,
their Successors, Assigns that in the event of the DNBS coming to the conclusion that the Vendor
has not performed their obligations under the said conditions of the tender or have committed a
breach thereof, which conclusion shall be binding on us as well as the said Vendor, we shall on
demand by the DNBS, pay without demur to the DNBS, a sum of Rs. 1,00,000/- (Rupees one
lakh only) or any lower amount that may be demanded by the DNBS. Our guarantee shall be
treated as equivalent to the Earnest Money Deposit for the due performance of the obligations of
the Vendor under the said Conditions, provided, however, that our liability against such sum shall
not exceed the sum of Rs. 1,00,000/- (Rupees one lakh only).

2. We also agree to undertake to and confirm that the sum not exceeding Rs. 1,00,000/- (Rupees
one lakh only) as aforesaid shall be paid by us without any demur or protest, merely on demand
from the DNBS on receipt of a notice in writing stating the amount is due to them and we shall not
ask for any further proof or evidence and the notice from the DNBS shall be conclusive and
binding on us and shall not be questioned by us in any respect or manner whatsoever. We
undertake to pay the amount claimed by the DNBS within a period of one week from the date of
receipt of the notice as aforesaid.

3. We confirm that our obligation to the DNBS under this guarantee shall be independent of the
agreement or agreements or other understandings between the DNBS and the Vendor.

This guarantee shall not be revoked by us without prior consent in writing of the DNBS.

We hereby further agree that -


a) Any forbearance or commission on the part of the DNBS in enforcing the conditions of the
said agreement or in compliance with any of the terms and conditions stipulated in the
said tender and/or hereunder or granting of any time or showing of any indulgence by the
DNBS to the Vendor or any other matters in connection therewith shall not discharge us
in any way our obligation under this guarantee. This guarantee shall be discharged only
by the performance by the Vendor of their obligations and in the event of their failure to
do so, by payment by us of the sum not exceeding Rs. 1,00,000/- (Rupees one lakh only)

b) Our liability under these presents shall not exceed the sum of Rs. 1,00,000/- (Rupees one
lakh only)

c) Our liability under this agreement shall not be affected by any infirmity or irregularity on
the part of our said constituents in tendering for the said work or their obligations
thereunder or by dissolution or change in the constitution of our said constituents.

d) This guarantee shall remain in force upto ……. 2007 provided that if so desired by the
DNBS, this guarantee shall be renewed for a further period as may be indicated by them
on the same terms and conditions as contained herein.

e) Our liability under this presents will terminate unless these presents are renewed as
provided hereinabove on the ………2007 or on the day when our said constituents
comply with their obligations, as to which a certificate in writing by the DNBS alone is the
conclusive proof whichever date is later. Unless a claim or suit or action is filed against us
within six months from that date or any extended period, all the rights of the DNBS
against us under this guarantee shall be forfeited and we shall be released and
discharged from all our obligations and liabilities hereunder.

Yours’ faithfully,

For and on behalf of
____________________________ Bank.
Authorised official.

(NB : This guarantee will require stamp duty as applicable in the state, where it is executed and shall
be signed by the official whose signature and authority shall be verified).