UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) For. Implementation of Oracle General Ledger System

Transcription

1 UNION BANK OF INDIA REQUEST FOR PROPOSAL (RFP) For Implementation of Oracle General Ledger System NOTE: This document contains 87 pages including this cover page. Page 1 of 87

2 TENDER NOTICE Union Bank of India invites sealed offers in two parts from all eligible bidders for implementation of Oracle General Ledger in the Bank as per the Terms & Conditions contained in the Request for Proposal (RFP). Please visit our website or Government portal for details. RFP forms can be downloaded from the website. Date of commencement of issue of RFP : at 1100 hours Last date for receipt of queries : at 1500 hours Last date for receipt of Responses : at 1500 hours Opening of Technical Proposals : at 1505 hours Fees for RFP document (non refundable) : Rs.5, Earnest Money Deposit (Bid Security) : Rs.5, 00, Name(s) of the contact person : 1. Mr. Tata Venugopal (AGM) tata@unionbankofindia.com Phone: Mr. Rudra Pratap Singh (CM) rudrapratapsingh@unionbankofindia.com Phone: Page 2 of 87

3 TABLE OF CONTENTS 1. Introduction Existing Status of Accounting and Reporting in the Bank Scope of Work Hardware, OS and Data base Requirement Eligibility Criteria Migration, customization and implementation Plan Schedule Project Management: Licensing Contract with the Bidder Proposal Process Management Submission and Acceptance of Bidder Instructions to Bidder Amendment of Bidding Document Documents constituting the Bid Cost of the RFP and Bid Security Price Composition Reverse Auction Erasures or Alterations Period of Validity of Bids Format and signing of Bid Opening of Bids RFP Clarifications Evaluation Process Award of contract Other Terms and Conditions Notices Implementation Services Page 3 of 87

4 29. Use of Contract Documents and Information Advertisement Indemnification Confidentiality Prices Obligations of the Successful bidder Delivery and Documents Payment Terms Liquidated Damages Termination for Default Exit Option Limitation of liability Information System Service and Support Customization Process Force Majeure Arbitration Jurisdiction Annexure A (Acceptance of Terms and Conditions ) Annexure B (BID Form) Annexure C (Bidder profile & other information) Annexure D (Documents for Eligibility Criteria) Annexure E1 (Un priced Bill of Material) Annexure E2 (Bill of Material) Annexure F (Reverse Auction Process) Annexure G ( Compliance Statement : Exhibit A) Annexure H ( Letter of Authority for Reverse Auction : Exhibit B) Annexure I (Bidder s Response to Technical Evaluation Sheet ) Reports Page 4 of 87

5 1. Introduction Union Bank of India (hereinafter called as Bank or the Bank ) is having its Central Office at 239, Vidhan Bhavan Marg, Nariman Point, Mumbai, Pin and over 3600 branches and offices across the country. It is one of the pioneer public sector banks, committed to proactively address the dynamic needs of society and offer wide range of innovative products and services to fulfill the needs. This RFP is not an offer by Union Bank of India, but an invitation to receive response from eligible bidder. No contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by duly authorized officers of Union bank of India with the bidder. Page 5 of 87

6 2. Existing Status of Accounting and Reporting in the Bank The Bank has implemented Finacle as its Core Banking System from M/s. Infosys across all the domestic and overseas branches. Presently, Central Accounts Department of the Bank is using General Ledger and Consolidated Closing Package. Bank is already having license for Oracle General Ledger and wish to implement the same to replace the below mentioned packages. GL Package GL Package is used in Central Accounts Department for day to day operation and passing of back dated / value dated entries and generation of Trial Balance of Central Accounts Dept as the same is not maintained in Finacle CBS. Compatible flat files are generated from GL package for uploading in consolidated closing package and also used by MIS / RMD department for generation of reports for submission to RBI. Consolidated Closing Packages Consolidated Closing packages are used for generation of Bank s Balance Sheet, Profit and Loss Statement and other related regulatory statements. Data from source systems namely CBS/Treasury/GL/A1A4/ALMDEP packages etc is extracted and uploaded in these packages for consolidation and drawing of Balance sheet and Profit & Loss Account. INDICATIVE WORK The prospective bidders are required to visit the Central Accounts Department, Nariman Point and examine the functionalities of the above mentioned packages for ascertaining detailed scope. Every bidder has to seek time, one day in advance from Central Accounts Department. Page 6 of 87

7 The shortlisted bidder shall be required to give a detailed scope and Implementation Plan. It shall be the responsibility of the bidder to ensure smooth implementation and migration of all the data in new proposed platform including historical data. All customizations as per Bank s requirements need to be done by bidder. Addresses for Production and DR site Production Site Union Bank of India Central Accounts, 6 th floor, Central Office Union Bank Bhavan, 239, Vidhan Bhavan Marg Nariman Point, Mumbai DR Site Union Bank of India DRC, 49, Khanija Bhawan, Race course Road, Bangalore Page 7 of 87

8 3. Scope of Work Union bank of India plans to implement Oracle General Ledger to improve operational efficiency with respect to Finance & Accounts, MIS and other departments. Detailed scope of work for the proposed transformational engagement is listed below. The scope of assignment includes but not limited to: The Oracle GL implementation to replace the existing legacy applications i.e. GL and Consolidated Closing Package. The application should be implemented centrally incorporating required functionalities The application is to be integrated with various source systems like Finacle and Treasury etc. for both domestic and overseas The Application should be implemented on Rule based Consolidation and should be completely automated The Application should support Multi GAAP (Generally Accepted Accounting Standards). However, whenever the Indian legislation mandates IFRS compliance the same solution would be scalable to handle the same. Appropriate roadmap to adopt IFRS to be made available The Application should support multi currency accounting. In UBI, transactions are maintained in multi currency. The application should be configured to translate the balances into INR or any other desired currency To implement reports for end users like Financial Statements, Schedules to the Financial Statements, Ad hoc Reporting and Account inquiries The Application should be implemented with provision for back dating of transactions The following features should be configured under Oracle GL : Page 8 of 87

9 1 General 2 Historical Data Migration 3 ETL 4 Chart of Accounts 5 Calendar 6 Currency 7 Transaction Processing 8 Recurring Transaction 9 Sub Ledger Accounting 10 Approval 11 Inter Branch Accounting 12 Year End Closing 13 Consolidation 14 Inquiry 15 Reporting Compliance 16 Reporting General 17 Security 18 Audit Trails 19 GL 20 Consolidation closing The Details of the implementation requirement is as follows. The list is an indicative one and not an exhaustive one. Serial No. Points Definition Weightage for Evaluation Mandatory / Optional (M/O) 1 General 60 Multiple Multiple sets of same books of accounts to be 15 M accounting permitted as per different accounting principles principles Multiple legal Ability to define multiple legal entities 15 M entities Scalability Ability to define scalable Organization 15 M Scan document merger Structure Ability to attach scanned document 15 M 2 Historical Data Migration System should support historical data migration for the above mentioned packages. GL Package Migration from FY 1998 and Page 9 of M

10 Consolidated Closing Package Migration from FY 2000 are required to be done. 3 ETL To develop and establish ETL from various sources/legacy systems i.e. Finacle, Treasury Domestic and Overseas and other sources which are identified during Requirement study. 50 M 4 Chart of accounts Define the chart of accounts in such a manner 40 that account balances can be tracked by following dimensions. These dimensions can be further enhanced during the actual implementation phase. Entity 2 M Branch All India Branches / Overseas 2 M Branches Line of Business 2 M Product 2 M Department 2 M Inter Entity 2 M GL Account Code 2 M Source 2 M Provision for addition of future dimensions 2 M Mapping from the legacy system i.e. Central 2 M Accounts / Finacle/ Treasury/ Overseas Finacle/ MIS/ subsidiaries /others Account Number Numeric / Alpha Numeric ( 2 M Both) Multiple Account wise Grouping 2 M define control accounts 2 M The system should enable mapping of chart of 2 M account segments and respective segment values of Finacle systems with the chart of accounts and the respective segment values of Oracle system. The mapping should be possible one to one or many to one. This should be supported with well defined interfaces Setup different analysis codes one level below 2 M the GL account code combination without increasing the size of chart of accounts Define parent child relationship at multiple 1 M Page 10 of 87

11 levels. The system should not allow posting to the parent account. Group the accounts by different types (user 1 M defined) e.g. assets, current assets, etc. Centralized account maintenance capability 1 M Cost center wise analysis 1 M Define automatic and default account 1 M assignments that the bank always use to post to a particular accounting dimension Define statistical/memo accounts for 1 M collecting Non Financial Information Ability to create and modify segment roll ups 1 M (hierarchical relationships). A hierarchy builder to support the multi level changes with drag and drop facilities Parent level /child level group based reports 1 M Ability to upload chart of accounts to legacy 1 M systems for validating purposes global account level mapping 1 M 5 Calendar 20 Calendar year flexibility in defining accounting periods 3 M User defined flexibility for daily / monthly / quarterly ( user 3 M calendar year defined periods) Holiday Provision of holiday marking. 3 M marking / Unmarking Calendar open Multiple calendar period should be in open 3 M period status and available for posting Ledger / Sub Have separate period closing capability by sub 3 M ledger / closing ledgers and General Ledger Soft closing System should support soft closing / Hard 3 M closing both Reopen System should allow Reopening of closed 2 M Calendar period subject to valid authorization Period 6 Currency 20 System should support multiple currency 10 M System should have provision to set as default currency 10 M 7 Transaction 50 Page 11 of 87

12 Processing Transaction details Transaction Validation Upload Facility Copy Facility Back dated Facility Future Dated facility single / Batch Posting Real Time transaction posting Restricted Transaction posting Error handling Reporting Draft entries Cross Currency /Multiple currency Transaction Currency Conversion Reporting of non Home currency transaction System to support statistical transaction to capture Financial / non financial information 3 M Posting should be allowed only for balanced 3 M transactions. However, unbalanced transactions should be saved, if required Upload transactions from a spread sheet with 3 M active edit, control, checks and validations (as if its captured online) Copy existing transactions, edit and use them 3 M for new input Process transactions (with restricted access) 3 M related to prior periods Process transactions (with restricted access) 3 M related to Future periods Post transactions single or by batch 3 M Post transactions in real time and batch 3 M Restrict data entry to those accounts that are marked as control accounts such as payable control, receivable control, bank account, depreciation accounts etc. Provide immediate, on line pop up to the user of erroneous transactions. Advise reason for error and provide the ability to enter corrections on line. The system should support simultaneous accounting for multiple reporting requirements The system should support the creation of draft accounting entries in sub ledger Ability to define exchange rates with multiple currencies and also vis à vis base currency Ability to process transactions entered in foreign currency based on the exchange rates definition, in an on line mode Tracking and reporting of all foreign currency transactions in transaction currency and base currency Page 12 of 87 3 M 3 M 3 M 3 M 3 M 3 M 3 M

13 Reconciliation Batch Numbering Allows automatic / manual matching of debit 3 M and credit transactions in certain GL accounts System should auto generate batch number. 2 M 8 Recurring Transaction Transaction Template Template: To have certain transaction templates so that the same is used during the transaction entry. Setup recurring transactions with amounts or formula Generate recurring transactions and modify the generated transaction if required Formula based template Modify features of recurring transactions Batch Reversal Setup automatic and manual reversing transactions. For example, create automatic reversal transactions upon opening a period of accrual transactions Back / Value dated features Transaction Reversal / cancellation Reversal transactions Bulk Reversal Posting to periods irrespective of transaction date (in the transaction entry there must be field to specify to which period the transaction will be posted) transactions should be in a position to be reversed or cancelled with appropriate authorization Reversal transactions: These transactions are provisional transactions and get updated in the books of accounts. It has to capture an additional date called Reversal Date. On the date of reversal it should automatically reverse those transactions Allow Mass Reversal of transactions based on user defined parameters 30 4 M 4 M 4 M 4 M 4 M 4 M 4 M 2 M 9 Sub Ledger Accounting Integration of Modules All transactions originating from sub ledgers in Oracle (Payables, Assets etc.) should create entries in the General ledger 30 8 M Page 13 of 87

14 GL Posting Upload Straight through Process level Transactions originating in other systems or sub ledgers may be required to be posted in the general ledger either in detail or in summary. This could be done for individual journal as well as auto posting Receive direct journal feeds from various systems, such as Finacle The system should allow posting transactions to General Ledger directly from the sub ledger. 8 M 7 M 7 M 10 Approval 20 Batch posting System should have the ability to approve the 5 M / work flow entries generated using Either batch upload or through work flow management Approval levels The system should enable definition of levels 5 M of hierarchy for approving entries and avoid posting without adequate approval Maker / It should check maker/ checker concept. 5 M checker concept approval based More than one level of authorization based on 5 M on Amount/ the amount / account level. Accounts type 11 Inter Branch Accounting Default accounting rules Process inter branch accounting 10 M Set up default accounting rules for interorganization 10 M transaction processing Reconciliation Ability to automatically generate interorganization entries and hold awaiting authorization. Auto reconciliation should be well defined Summary position Specific inter branch accounts Ability to provide inter organization transaction summary register by business area Ability to identify the inter organization balances M 10 M 10 M 12 Year End Closing 100 Page 14 of 87

15 Main Closing period Open Period Exceptional report Earning retention Validation checks Dashboard facility Entity based closing Back dated entry P&L Initialization Carry forward facility Close and open the year automatically based on user defined parameters 10 M Keep adjusting period for audit adjustments 10 M and other financial transactions after the year close Generate closing exception reports 10 M Ability to maintain an automatic update for retained earnings when closing the ledger at year end Ability to ensure at year end close that all entries are balanced and that all periods have been closed Dashboard to track the Sub ledger wise, period wise Closing Activities Ability to allow different organization to close independently Ability to re open prior periods and make adjusting financial entries, re run allocations using that period's allocation methodology and post allocation methodology changes. Ability to zero out P&L accounts for next year processing during year end close Ability to carry forward prior year end Balance Sheet account balances to new fiscal year as beginning balances during year end close 10 M 10 M 10 M 10 M 10 M 10 M 10 M 13 Consolidation 100 Consolidated Ability to prepare consolidated financial 20 M Statements statements annually taking subsidiaries and associates company s financial statements into consideration Elimination Ability to generate elimination entry for inter 20 M entry company transactions automatically Subsidiaries Ability to generate minority interest for 20 M subsidiaries and associates from the system Currency Flexibility in defining and generating report in 20 M Flexibility any currency. User Defined Consolidation based on various user defined 10 M Grouping grouping i.e. Branch/Region/ Zone/STC etc. Segment reporting Segment wise consolidation 10 M Page 15 of 87

16 14 Inquiry 50 Various Perform on line transaction inquiries for the 3 M Queries following: Range of accounts or segments 3 M Summarized at various levels of parents / 3 M summary accounts For a period or for a range of periods 3 M Actual or budget or both with variance 3 M Period to date, year to date or quarter to date 3 M Perform budget vs. actual with variance 3 M inquiry Inquire account balances for net change and 3 M period balances Cross Module drill down Perform cross module drill down. From account balance to summarized journal to detailed journal line and finally to the 3 M Transaction View User Defined Queries transaction window where it is input Print and view posted transaction entries 3 M (historical transaction entry listing) by different criteria such as: Transaction Number 3 M Amount 3 M Period 3 M Date of entry 3 M Transaction Source, Category and Type 3 M Apart from the above system should support various user defined Ad hoc Queries 5 M 15 Reporting Compliance Balance Sheet 1 M Profit and Loss Account 1 M Schedules forming part of Balance Sheet such 1 M as: Capital 1 M Reserves and Surplus 1 M Deposits 1 M Borrowings 1 M Other Liabilities and Provisions 1 M Cash and Balances with Reserve Bank of India 1 M Balances with Banks and Money at Call and 1 M Short Notice Investments 1 M Page 16 of 87 50

17 Advances 1 M Fixed Assets 1 M Other Assets 1 M Contingent Liabilities 1 M Schedules forming part of Profit and Loss 1 M Account such as: Interest Earned 1 M Other Income 1 M Interest Expended 1 M Operating Expenses 1 M Segment Reporting as per AS 17 1 M Cash Flow Statement 1 M Consolidated Financial Balance Sheet 1 M Consolidated Profit and Loss Account 1 M Schedules forming part of Consolidated 1 M Balance Sheet such as: Capital 1 M Reserves and Surplus 1 M Deposits 1 M Borrowings 1 M Other Liabilities and Provisions 1 M Cash and Balances with Reserve Bank of India 1 M Balances with Banks and Money at Call and 1 M Short Notice Investments 1 M Advances 1 M Fixed Assets 1 M Other Assets 1 M Contingent Liabilities 1 M Schedules forming part of Consolidated Profit 1 M and Loss Account such as: Interest Earned 1 M Other Income 1 M Interest Expended 1 M Operating Expenses 1 M Segment Reporting as per AS 17 for 1 M Consolidated Financials Consolidated Cash Flow Statement 1 M Abridged Balance Sheet 6 M 16 Reporting General 20 Page 17 of 87

18 Pre Initialization Report Trial Balance Generate trial balance summarized and GL Reports Variance Report Flexibility currency precision Financial Statement in System should support all the above reports 1 M for the present as well as previous periods for which Data is available in GL and Consolidated Closing Package. Generate transaction detail report for a single 1 M account or for a range of account by: Period to date 1 M Year to date 1 M Summarized 1 M Detailed 1 M System should have capability to generate the 1 M report even after initialization of data during year end closing. During year end closing All the Income and Expenditure heads balance get initialized so the balance in all the accounts when extracted will be zero in the new financial year so system should have the logic to Handle this scenario. 1 M detailed Generate trial balance summarized by account 1 M segment Print transaction vouchers from the system 1 M before and after posting with the status shown separately Produce general ledger reports for user 1 M selected accounts and periods (General Ledger Scrutiny) Reprint reports for prior periods 1 M Monthly variance analysis between actual 1 M versus budget Ability to include desired decimal digits for 1 M currencies on all financial reports with minimum 2 decimals. Financial Statements Print Financial 1 M Statements to Screen and as output Financial Statements Incorporate Information 0.5 M from Sub Modules Financial Statements Maintains Multiple Past 0.5 M Years Financial Data Financial Statements This Month Versus Last 0.5 M Month Financial Statements Year to Date Versus 0.5 M Last Year Page 18 of 87

19 User Defined Reports General Mailing of Reports to Branches/ROs/ ZOs Financial Statements Year to Date Versus current and other Budgets Financial Statements Variance Expressed as Percentage Financial Statements YTD Actual vs. Budget: Current + Last Years System should have the capability for generation of various user defined reports with setting rules for rounding off amount as desired. All the reports should be supported in excel/xml/ PDF / CSV formats. System should support scheduling of batch jobs for auto generation of reports and mailing to Branches /ROs/ZOs 0.5 M 0.5 M 0.5 M 0.5 M 0.5 M 0.5 M 17 Security 50 Account level Access should be provided on roles based. 10 M restriction maker, checker It should be based on Limits / nature of 10 M concepts entries etc user level Validation of various user ids and checking of 10 M restriction adequate Privilege Restricted Specific reports for transaction posted in 10 M posting view restricted accounts Data Freezing Once reporting period results are finalized and freezed, no alteration should be allowed through any user ID. 10 M 18 Audit Trails 30 Master Modification Audit trail to track changes like Addition, Deletion and Modification to master data e.g. 5 M Transaction Audit Chart of Accounts. Audit trail to track changes like Addition, Deletion and Modification to transaction data e.g. Transaction Entry posted Page 19 of 87 5 M Period Audit For re opening of fiscal year periods 5 M Event tracking Changes in the system should have audit trail. 5 M Transaction Ability to identify the who, the what, and the 5 M Audit details when of changes made to the transactions Look up facility Provide full on line help look up facility for all of the fields within journal data entry, 5 M

20 including account numbers and display descriptions for code verification etc. Aggregation should be at Branch / Region/Zone / Co level should be possible. 19 GL In house / Legacy packages 90 Support for Day to day Transaction of Central 30 M Accounts Department Back Dated Transaction support 30 M All the existing reports and generation of 30 M various files on periodical intervals as done in the legacy system should be supported. 20 Consolidation This package is used for preparation of 90 M closing package Consolidated Balance Sheet and Profit and Loss Statement of bank as whole. The whole functionality should be made available in the implementation. TOTAL 1000 The bidder should indicate whether the required functionality can be implemented as product or through customization in the third column of the Annexure I. The Total Score obtained here will form part for Technical Evaluation. Page 20 of 87

21 4. Hardware, OS and Data base Requirement 4.1 Hardware, OS and database supplies are not in scope of this RFP. 4.2 Vendor should provide the minimum Hardware requirement specification for implementing the Oracle GL so that bank can arrange to provide the same during Oracle GL Implementation. 4.3 Bank has 50 user licenses of Oracle Financials. The modules are as below : 1. Oracle GL module 2. Assets Module 3. Payables Module 4. Receivables Module 5. Cash Management 4.4 Bank will provide Oracle Database license for implementation of Oracle GL. Based on the requirement given in the RFP, all participating vendors are required to provide hardware server configurations. For implementation of GL, if any other utility Software is required the same will be provided by the bidder and it forms the part of TCO. 5. Eligibility Criteria Only those bidders fulfilling the following criteria should respond to this RFP. 5.1 Bidder must be a company/firm incorporated / registered in India and operating for the past 5 years. (Copy of the Letter of Incorporation/ registration should be submitted.) Page 21 of 87

22 5.2 The Bidder must be in the area of providing IT Services & Consulting / Advisory Services. 5.3 Bidder should have the experience of providing advisory services on Oracle General Ledger or implementation of Oracle General Ledger. 5.4 Bidder must have minimum annual turnover of Rs. 10 Crore (Rupees Ten Crore) for each of the last three financial years from Indian operations. (Certified / Audited Balance Sheets and P&L statements for last 3 years should be submitted in support of the turnover.) 5.5 The Bidder should have own support center / Office in Mumbai. 5.6 The companies or firms, bidding for the above tender, should have not been black listed by any Government Authority or Public Sector Undertaking (PSUs). The bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs. In case, in the past, the name of their Company was black listed by any of the Govt. Authority or PSUs, the name of the company or organization must have been removed from the said list as on date of submission of the tender, otherwise the bid will not be considered. 6. Migration, Customization and Implementation Plan 6.1 Bank expects the bidder to submit a detailed plan for migration, customization and implementation of Oracle General Ledger application. Plan should include the full scope of the project as mentioned above. On acceptance of such plan by the Bank, the vendor is required to carry out the implementation which includes Installation, Setup, Migration, Establishing ETL with source systems, Customization, Testing of solution, Parallel Run, Live Run, Training and Support etc. Page 22 of 87

23 7. Schedule 7.1 Bidder has to provide implementation schedule for entire solution. 7.2 Bidder should complete the requirement study and submit detail system requirement specification document within one month from signing of contract. 7.3 The project should be implemented in 9 months period from date of signing of contract which includes 1 month time period for finalization of SRS. On completion of implementation, system will run parallel for 2 quarters before going live. Methodology for parallel run will be provided by the vendor. 7.4 After successful parallel run of 2 quarters, the system shall be moved to production. Training on functional as well as technical aspects should be provided by the bidder. 7.5 System will be deemed accepted only after successful parallel run for 2 quarters. 8. Project Management: 8.1 Project Management includes onsite support during implementation, support during six month parallel run and 12 months support post go live. At least one onsite support engineer should be placed during all the above phases and will be part of TCO. 9. Licensing 9.1 Bank is having 50 Oracle GL user licenses and required oracle database licenses for implementation. Therefore, no additional licenses of Oracle General Ledger are required. 9.2 Software ATS are currently paid to Oracle directly. Hence, ATS for Oracle GL is not in scope of this RFP. Page 23 of 87

24 10. Contract with the Bidder 10.1 Bank will enter into a contract with the selected Bidder who will be responsible for overall implementation/migration of the solution. Consortium bidding will not be accepted. The selected vendor will provide the Bank a complete solution but not limited to supply, installation, migration, customization of required software only. 11. Proposal Process Management 11.1 Bank reserves the right to accept or reject any or all proposals, to revise the RFP, to request one or more re submissions from all bidders or clarifications from one or more bidders, or to cancel the process in part or whole. All claims for functional/technical delivery made by the bidders in their responses to the RFP shall be assumed as deliverable within the stipulated time limit and within the quoted financials Bidders shall be entirely responsible for their own costs and expenses that are incurred while participating in the RFP and contract negotiation processes. 12. Submission and Acceptance of Bid 12.1 Bidders must ensure that the proposals are delivered in the prescribed formats as given in the earlier section(s) to the following address: The General Manager DIT Union Bank of India, Department of Information Technology Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Andheri East, Powai Mumbai INDIA Page 24 of 87

25 12.2 The tender responses should be dropped in Tender Box placed at above address or delivered by hand at the above address as per the schedule of events given on page no If any information provided in response to this RFP is found to be incorrect or misrepresented, at any stage of the evaluation process, the Bank reserves the right to summarily disqualify the Bidder from the evaluation process If the last date of submission happens to be a bank holiday the last day of submission shall be next working day. 13. Instructions to Bidder 13.1 This RFP document is not transferable Bidders are advised to study and examine the RFP carefully before submission The response to this RFP should be full and complete in all respects. Incomplete or partial bids will be rejected. The bidder must quote for all the items asked for in this tender The bidder shall bear all costs associated with the preparation and submission of the bid, including cost of presentation for the purposes of clarification of the bid, if so desired by the bank. The bank will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process The bank reserves the right to reject the bidder s assertion of compliance to a requirement, if the detailed response is found unsatisfactory or contradictory The cost of preparing the proposal including visit(s) to the Bank is not reimbursable The bank may extend the time for submission of the bids Joint bidding and consortium of any form is not allowed. Page 25 of 87

26 14. Amendment of Bidding Document 14.1 At any time prior to the deadline for submission of clarifications mentioned in the schedule of activities, the Bank, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the Bidding Documents by amendment/ corrigendum Amendments if any will be posted in our Bank s Website. 15. Documents constituting the Bid 15.1 The Bid prepared by the Bidder should comprise the following components: Technical Bid Part I: Separate sealed cover with superscriptions as Technical Bid for Implementation of Oracle General Ledger System. Both hard copy and soft copy should be provided in single cover. Indicative Commercial Bid Part II: Separate sealed cover with superscriptions as Indicative Commercial Bid for Implementation of Oracle General Ledger System. Any bid document not conforming to any one of the above terms will be rejected. Bidders, who have not paid the cost of the RFP, will not be permitted to participate in the bid Technical Bid The bidders are expected to examine all terms and instructions included in the documents. Failure to provide all requested information will be at bidder s own risk and may result in the rejection of the proposal. The following documents are to be submitted: Bid security (Earnest Money Deposit) Cost of RFP Annexure A : Letter of Authorization to Bid Page 26 of 87

27 Annexure B : Bid form (duly filled) Annexure C : Bidder Profile (duly filled) Annexure D : Documents for eligibility criteria (duly filled) Annexure E1: Un priced Bill of Material. Annexure I : Bidders response to technical evaluation The technical proposal must include un priced indicative commercial bid. This is to ensure that the price bid is in the format prescribed by the Bank. In case it is not in the prescribed format, it is liable to be rejected The bidder should submit all the specifications with their compliance level as applicable and remarks and other requirements given in the Bid Document. 16. Cost of the RFP and Bid Security 16.1 The cost of RFP for this project is Rs.5,000/ (Rs Five Thousand Only) and nonrefundable, which should be paid by way of Demand Draft / Pay Order drawn in favor of Union Bank of India payable at Mumbai. The above Demand Draft / PO should be handed over to the Bank authorities in a separate envelope along with Technical Bid document. The envelope should be duly super scribed as Cost of RFP Oracle General Ledger implementation Rs.5, 000/ The Earnest Money Deposit for this project is Rs 5 lac (Rs Five lac).the bidder should furnish, this amount i.e. Rs 5 lac (Rs Five lac) by way of Demand Draft / Pay Order or Bank Guarantee issued by any schedule commercial bank in India other than Union Bank of India, in favor of Union Bank of India payable at Mumbai. No interest will be payable on the EMD The EMD amount will be refunded to the unsuccessful bidders on completion of tender process. In case of successful bidder, the EMD amount shall be refunded on production of Performance Bank Guarantee equivalent as mentioned in this RFP The Bid Security may be forfeited in following cases: Page 27 of 87

28 a. If a bidder withdraws its bid during the validity period specified by the Bank. b. If the successful Bidder fails to sign the Contract within the specified time of 30 days. c. If the selected bidder refuses to accept assignment. d. If the selected bidder having accepted the assignment, fails to carry out his obligations mentioned therein. e. If the successful Bidder fails to implement the project 16.5 In case of Bank Guarantee, it should be valid for a minimum period of 180 days with an action period of 30 days. 17. Price Composition 17.1 The indicative commercial should be quoted in the indicative commercial bid form attached to this bid (Annexure E1) The prices should be firm and not dependent on any variable factors and expressed in Indian Rupees The prices should be inclusive of all costs including taxes, duties, levies etc to be charged. Any upward / downward change in Service Tax only will be to the account of Bank. During the offer validity and subsequent contract period, the Bidder will absorb any upward revision of prices, custom, taxes (excluding service tax), Govt. duties, new taxes if any and pass on the benefit to Bank in case of downward revision of Govt. taxes, levies, etc Octroi / Road tax, if any will be paid extra as per the actual on production of original receipt The price quoted should be inclusive of following: Cost of migration, implementation and customization of Oracle GL as per Banks Requirement. Page 28 of 87

29 Installation, Commissioning & Implementation charges if any Cost of customization of additional modules if any Onsite Support including cost of resident engineer for 6 months during parallel run and 1 Year from date of going live Cost of onsite application support engineer for one year. (The same can be extended up to 5 year at the same rate offered for the first year). For arriving at TCO, one year cost of onsite support engineer will be considered Cost of Application support and change management services for one junior level resource (3 Man months) and middle level resource (1 Man month) for one year will form part of TCO (The same can be extended up to 5 year at the same rate offered for the first year). 18. Reverse Auction 18.1 Bank will conduct a reverse auction with eligible Bidders for finalization of the L 1 Vendor. Only bidders who are eligible and who submit the prescribed undertaking to the Bank alone can participate in Reverse Auction relevant to the procurement for which RFP is floated. The Reverse Auction may be conducted by the Bank itself or through a service provider specifically identified/appointed/empanelled by the Bank. The procedures of the reverse auction are as per Annexure F. 19. Erasures or Alterations 19.1 There should be no hand written material, corrections or alterations in the offer. Technical details must be completely filled up containing correct technical information of the solution being offered. Filling up of the forms using terms such as OK, accepted, noted, as given in brochure/manual are not acceptable to the Bank. Offers not adhering to these guidelines may not be accepted by the Bank. Page 29 of 87

30 20. Period of Validity of Bids 20.1 Bids should remain valid for the period of 180 days from the date of bid submission as prescribed by the Bank. A bid valid for a shorter period shall be rejected by the Bank as non responsive. 21. Format and signing of Bid 21.1 All pages of the bid, except for un amended printed literature, shall be stamped and initialed by authorized person or persons signing the bid Any inter lineation, erasure or overwriting shall be valid only if they are initialed by the person or persons signing the Bid All such initials shall be supported by a rubber stamp impression of the bidder s firm. 22. Opening of Bids 22.1 Opening of Technical Bids The Bank will open the Part I of the bid (Technical bid) in the presence of bidders representatives who choose to attend as per schedule given in Activity Schedule of RFP at page 2. No separate intimation will be given In case the bid opening date falls on a holiday, the bids shall be opened at the same time on the next working day The Bank may, at its discretion, extend this deadline for submission of bids by amending the Bid Documents Opening of Indicative Commercial Bids The Bank will open Part II (Indicative Commercial Bid) only for those bidders who have qualified in Technical Bid (Part I). Page 30 of 87

31 23. RFP Clarifications 23.1 Queries / clarifications will not be entertained over the phone. All queries and clarifications must be sought in writing or sent to tata@unionbankofindia.com, rudrapratapsingh@unionbankofindia.com as per the date given in the Page No. 2 of this RFP document The Bidder is requested to collate and submit queries together to seek clarifications / responses from Bank. The Bidder should ensure that all the queries and clarifications are communicated in writing on or before the date and time mentioned on page no 2. Bidders are requested to visit our Banks website for clarifications and other communications. 24. Evaluation Process The Evaluation of the response to this RFP will be done on a Techno Commercial evaluation method. Technical Bid Evaluation Criteria Service provider Selection/Evaluation Process The evaluation of technical proposals, among other things, will be based on the following: a. Bidder s financial stability. b. Methodology/Approach proposed for accomplishing the proposed project. c. Professional qualifications and experience of the key staff proposed/ identified for this assignment. d. Activities / tasks, project planning, resource planning, effort estimate etc. Various stages of technical evaluation are presented below: a. Matching the clear eligibility criteria. b. Short listing of the bidders based on the fully matched criteria. c. Paper evaluation based on response. d. Arriving at the final score on technical proposal. Page 31 of 87

32 At the sole discretion and determination of the Bank, the Bank may add any other relevant criteria for evaluating the proposals received in response to this RFP. The evaluation of the response to this RFP will be done on a Techno Commercial Evaluation Method. 70% weightage is assigned for Technical Bid Evaluation Criteria (Refer Table) and 30% weightage assigned to Commercial Bid (Refer Table). The evaluation will be done on a total score of 100. An illustration of the techno commercial evaluation methodology is given below. Total score = 0.70 x T (s) x F(s) Where: T(s) = stands for the technical score of the bidder out of 100 F(s) = (LEC / EC) x 100: stands for percentage of a bidder s commercial price compared to the lowest quoted price quoted during the Reverse Auction Process. Acronyms: EC stands for Evaluated Cost of the Commercial offer quoted during the Reverse Auction for by the bidder. LEC stands for Lowest Evaluated Cost of the Commercial offer quoted during the Reverse Auction amongst the bidders. The bidder scoring the highest mark based on the criteria given above will be awarded the assignment. Bank may, at its sole discretion, decide to seek more information from the bidders in order to normalize the bids. However, bidders will be notified separately, if such normalization exercise as part of the technical evaluation is resorted to. Commercial Bid Evaluation Criteria It may be noted that commercial bids will be subjected to following evaluation process: Page 32 of 87

33 Only those bidders scoring 75% (75 marks out of 100) or above in the technical evaluation will be short listed for commercial evaluation. Table: Technical Bid Evaluation criteria. Serial No Particulars Maximum Marks Scoring Mechanism 1. Functional Implementation Scores Details as per Credentials in Oracle GL program management / implementation of Oracle GL system in Public Sector Banks / Financial services organizations in India. 50 Total Score of 1000 will be converted to or more public sector banks 30 marks 2 public sector banks 20 marks 1 public sector bank 10 marks In case bidder does not have experience with public sector banks then the following shall be considered. 3 or more financial services organizations other than public sector banks 15 marks 2 financial services organizations other than public sector banks 10 marks 1 financial services organization other than public sector bank 5 marks 3. Bidders implementation approach, methodology, etc 4. Number of resources bidder has on its rolls on the date of bid submission who have experience in implementing Oracle GL in financial services organizations in India. 10 Evaluation based on Presentation or more resources 10 marks 10 to 14 resources 7 marks 5 to 9 resources 4 marks TOTAL 100 Page 33 of 87

34 Minimum Qualifying Score will be 75%. In case there is only one bidder above 75% then the top three bidders having highest score will be considered for further evaluation. 1. Banks refer to Scheduled Commercial Banks in India only. 2. Financial Services Organizations mean: Scheduled Commercial banks, Financial Services NBFC s, Insurance Companies, and Financial Regulatory bodies. 3. All references / experiences have to be from Scheduled Commercial banks in India only. 4. The bidder is required to provide documentary evidence for each of the above criteria. 5. Client references would be required on the client s letter head in case of credentials. 6. For resource related points self declaration by authorized signatory needs to be submitted and CV s of the resources need to be submitted. 7. The bidder is required to provide certificate for Oracle GL implementation from Oracle. Commercial Bid Evaluation Criteria 1. The technically qualified bidder will participate in the Commercial Evaluation process. 2. The Highest Technical bidder shall not automatically qualify for becoming selected bidder and for award of contract by the bank. 3. The Lowest Commercial Bidder shall not automatically qualify for becoming selected Bidder and for award of contract by the Bank. Commercial Bid Format: The bidder has to quote for the fees based on the scope of work outlined in Section Scope of Work. Page 34 of 87

35 Commercial Table 1: Solution Implementation Serial No Requirement / Quantity Basic Price (A) Taxes, Duties, Levies, Charges (B) Total Cost C=(A+B) 1 Implementation Cost (including migration, customization, Reports, Parallel Run (6 Months),post go live support for One year) 2 Cost of onsite support at Mumbai by providing onsite resident engineer per year/per engineer after completion of one year from go live. 3 Any other services / Additional tools (Please Specify) Total Estimated Fees for Table 1 XXX Table 2: Application support and change management services The rates below shall be valid for five years from date of application go live for any services required by the bank for application support and change management. As the exact scope of such services cannot be ascertained now the bidder should quote as per the table below. The rate quoted for one year shall be a part of the total price for evaluation. However, the rates will be valid for 5 years from go live. The bank may avail the services if required and pay on actual basis. Resource Level Number of Man Months (A) Level 1 Junior level resource 3 Level 2 Middle level resource 1 Total estimated fees for Table 2 Rate per Person Month Year 1 B Total = (A x B) XXX Page 35 of 87

36 Final Commercial Bid Value = Total of table 1 +Total of table 2 Note: 1. The price quoted for the project should be inclusive of taxes and charges. 2. The base location for the project execution would be Mumbai. 3. Any travel outside of Mumbai for field work would have to be agreed with the Bank. Such travel would be in line with the Bank s eligibility at the level of General Manager. 4. The SP will have to work as per the timing of the Bank. 25. Award of contract 25.1 After reverse Auction the selected Bidder will sign the contract with the Bank. Purchase order (PO) issued subsequently will be an annexure for such contract If L1 Vendor fails to execute the order, Bank will be free to award the contract to L2 Vendor provided L2 matches L1 price and if L2 does not agree, it will be awarded to L3 subject to L3 matching L1 price and in that order. 26. Other Terms and Conditions 26.1 "Applicable Law" means the laws and any other instruments having the force of law in India Bank means Union Bank of India Contract means the agreement entered into between the Bank and the successful bidder, as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein Contract Price means the price payable to the successful bidder under the Contract for the full and proper performance of its contractual obligations. Page 36 of 87

37 26.5 Goods means all of the deliverables or other materials which the bidder should deliver as per RFP "Party" means the Bank or the bidder, as the case may be and Parties means both of them "Personnel" means person s who are the employees of the successful bidder and assigned to the performance of the Services or any part thereof Project Site, where applicable, means the places that were mentioned in the Scope of Work Services means those services ancillary to the deliverables of the bidder covered under the Contract Contract Period The contract period will be from date of contract to 5 years from date of go live. Further, extension of contract will be decided mutually by Bank and vendor Law Governing the Contract: This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Applicable Law Language: English shall be the binding and controlling language for all matters relating to the meaning or interpretation of the contract Address: Address of the Bank for Communication Contract Amendment: No variation in or modification of the terms of the Contract shall be made except by written amendment to the Contract signed by the parties No other charges such as travel and Diem allowance etc. shall be paid for the selected Bidder team for carrying out implementation, training, development, customization etc. Page 37 of 87

38 26.16 Bank shall not provide nor make payment for Boarding & Lodging to the selected Bidder implementation team at the place of implementation Selected bidder shall allow third party audit of the system. 27. Notices 27.1 Any notice, request or consent made pursuant to this contract shall be in writing and shall be deemed to have been made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent by registered mail, courier or facsimile to such party at the address specified above. A notice shall be effective when delivered or on the notice s effective date. 28. Implementation Services 28.1 The Successful bidder shall provide all Services specified hereunder. If the Bank finds that any of the staff of the Successful bidder assigned to work at the Banks site is not responsive then the Successful bidder will be notified, the Successful bidder should resolve the issue to the satisfaction of the Bank. 29. Use of Contract Documents and Information 29.1 The successful bidder (and his employees) shall not, without the Bank s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Bank in connection therewith, to any person other than a person employed by the successful bidder in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance. The employees or the third party engaged by the bidder will maintain strict confidentiality. Page 38 of 87