STATE BANK OF INDIA REQUEST FOR PROPOSAL (RFP)

Transcription

1 STATE BANK OF INDIA REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF SERVICES FOR PROJECT MANAGEMENT OFFICE (PMO) IN STATE BANK GLOBAL IT CENTRE CBD BELAPUR RFP No. SBI/GITC/PMD/ /260 Dated: Project Management Department State Bank of India Global IT Centre, CBD Belapur, Sector-11, Navi Mumbai Page 1 of 57

2 Table of Contents Sr. No. Subject Page Number Bid Details 4 1 Overview 5 2 Purpose 5 3 Invitation 6 4 RFP Terminology 6 5 Eligibility Criteria 7 6 Scope 7 7 Disclaimer 12 8 Earnest Money Deposit(EMD) 13 9 Performance Bank Guarantee (BG) Bidding Document Bidding Process Preparation and Submission of Bids Opening and evaluation of Bids Award & Signing of Contract Subcontracting Patent Rights Powers to Vary or Omit Work No Waiver of Bank Rights or Successful 23 Bidder s Liability 19 Inspection, Quality Control and Audit Conflict of Interest Fraud & Corrupt Practices Cancellation of Contract Delays in the Vendor s performance in 26 successful implementation of the project 24 Liquidated Damages Termination for Default Force Majeure Termination for Insolvency Governing Law and Disputes ( Applicable in 27 case of successful bidder only) 29 Governing Language Governing Law Notices Taxes and Duties Vendor s Obligation Training Technical Documentation Services Terms & Conditions Annexure A Bid Covering Letter Annexure B Eligibility Criteria Annexure C Technical Bid 35 Page 2 of 57

3 41 Annexure D Bidder Details Annexure E Non-Disclosure Agreement Annexure F Commercial Bid Annexure G Compliance Statement Annexure H Format of Performance Bank 45 Guarantee (BG) 46 Annexure I Format of Earnest Money 47 Deposit (EMD) 47 Annexure J Contract Agreement / SLA 50 Terms & Conditions 48 Annexure K- Checklist of documents 54 Page 3 of 57

4 BID DETAILS 1 Date of commencement of Date: Time: 11 AM IST Bidding Process (Posting of Tender Document on Web Site / Publication of Tender) 2 Last date and time for Date: Time: 3 PM IST receipt of written queries for clarification from bidders 3 Pre-Bid Meeting Date: Time: 3 PM IST 4 Last Date and Time for Bid Date: Time: 3 PM IST Submission 5 Date and Time of Technical Bid Opening Date: Time: 3:30 PM IST Representatives of Bidder may be present during opening of Technical Bid. However Technical Bids would be opened even in the absence of any or all of the bidders representatives 6 Place of opening of Bids State Bank Global IT Centre, CBD, Belapur, 7 Address for communication ( Bank ) Navi Mumbai Dy General Manager Project Management Department, State Bank Global IT Centre, CBD, Sector-11, Belapur, Navi Mumbai Contact Number: dgmpm.it@sbi.co.in 8 Earnest Money Deposit Rs.5,00, in the form of Demand Draft / Bank Guarantee in favour of State Bank of India payable at Mumbai. EMD should be enclosed with Technical Bid. 9 Bidder Contact Details Bidder to Provide following information: 1.Name of the Company 2.Contact Person 3.Mailing address with Pin Code 4.Telephone number and Fax Number 5. Mobile Number Date of Commercial Bid Date will be communicated to such bidders Opening or Date of Online who qualify in the Technical Bid. Reverse Auction Representatives of Bidder may be present during opening of Indicative Commercial Bid. However Bids would be opened even in the absence of any or all of the bidder s representatives. 11 Bid Fee Rs.10,000/- in the form of Demand Draft Page 4 of 57

5 1. Overview State Bank of India is India s largest Bank with a network of over branches and five associate Banks having over 5000 branches spread across India. Bank also has presence in 32 countries across the globe. The Bank offers wide range of products and services to both Corporate and Retails Customers. The Bank also has one of the largest networks of ATMs spread across geographical locations. Bank also provides services to its customers through alternate channels such as Internet Banking, Debit Cards, and Mobile Banking etc. To expand further reach, Bank is also forging ahead with cutting edge technologies and innovative new banking models. 2. Purpose The State Bank of India is requesting proposal to provide resources for operating the PMO in the Global IT Centre, Belapur on behalf of State Bank of India & its five Associate Banks viz. State Bank of Bikaner & Jaipur, State Bank of Hyderabad, State Bank of Mysore, State Bank of Patiala and State Bank of Travancore and non-banking Subsidiaries (SBI Capital Markets, SBICAP Securities, SBI DFHI, SBI Life, SBI cards etc.)hereinafter collectively referred State Bank of India (SBI). The purpose of the SBI behind this RFP is to seek a detailed technical and commercial proposal for resources who will help SBI Project Management Department (PMD) in operating the Project Management Office (PMO) in the Global IT Centre, Belapur to achieve the following objectives: Skilled resources who have the necessary knowledge in the area of project management and will work closely with the Bank s internal teams. The resources would be expected to propagate the benefits of robust Project Management practices necessary to boost IT efficiency to the benefit of both GITC as well as business units/ Corporate Centre entities. To assist the SBI Project Management Department to strengthen the Project Management Office (PMO) capability within SBI GITC for project portfolio planning and demand management interfacing with the business and corporate centre entities To facilitate sustainable change in the way business and IT interface with each other leading to robust delivery of IT changes, significantly higher business satisfaction and higher RoI for IT projects To help ensure the delivery of IT projects within the scope, budget and schedule. Should help the PMD to implement the Demand management, portfolio management and project management processes across business and all GITC departments Conduct trainings on demand and portfolio management and project management for project managers. Page 5 of 57

6 3. Invitation The bidders desirous of taking up the project for providing resources for the PMO in GITC, Belapur for SBI are invited to submit their technical and commercial proposal in response to this RFP. The criteria and the actual process of evaluation of the responses to this RFP and subsequent selection of the successful bidder will be entirely at Bank s discretion. This RFP seeks proposal from Bidders who have the necessary experience, capability & expertise to provide resources for a PMO in SBI, GITC, Belapur adhering to Bank s requirement outlined in this RFP. Cost of Bid document (Bid Fee Non Refundable) is Rs. 10,000/- (Rupees Ten Thousand Only) and same shall be furnished in the form of Demand Draft in favour of State Bank of India payable at Mumbai. Bid Fee should be enclosed with Technical Bid. Bids without Bid Fee (i.e. Rs. 10,000/-) will not be considered. This RFP is not an offer by State Bank of India, but an invitation to receive responses from the Bidders. No contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by duly authorized official(s) of State Bank of India with a selected Bidder. 4. RFP Terminology Definitions Throughout this RFP, unless inconsistent with the subject matter or context: 4.1 Bidder/Service Provider/System Integrator An eligible entity/firm submitting a Proposal/Bid in response to this RFP 4.2 Supplier/Contractor/Vendor Bidder under this RFP. 4.3 Bank/Purchaser/SBI - Reference to the the Bank, Bank and Purchaser Shall be determined in context and may mean without limitation State Bank of India, its associate Banks and subsidiaries. 4.4 Proposal/Bid the Bidder s written reply or submission in response to this RFP 4.5 RFP the request for proposal (this document) in its entirety, inclusive of any addenda that may be issued by the Bank. 4.6 Solution/Services/Work/System Solution or Services or Work means all services, scope of work and deliverables to be provided by a Bidder as described in the RFP and include services ancillary to the services, training, certifications, auditing and other obligation of the Service Provider covered under the RFP. 4.7 ITB mean instructions to the Bidder. 4.8 Project Cost - Project cost would be initial cost/onetime cost/ fees / development Cost/installation cost/ commissioning cost/ integration cost with existing systems/customization cost/ training cost/technical assistance. Page 6 of 57

7 4.9 Annual Maintenance Contract (AMC) - It would be the annual cost of maintenance of Software solution / Service. 5. Eligibility Criteria Bid is open to all Bidders who fulfil the eligibility criteria. The bidder has to submit the details of eligibility criteria as per Annexure B. 6. Scope As mentioned earlier, the purpose of the RFP is to invite proposals from competent bidders to supply resources to support the SBI Project Management department for running the OPERATE phase of the PMO. The staffing of the resources will be for the following key roles as outlined below. Each role will constitute towards effectively and efficiently managing the operations of the PMO successfully. The roles are indicative in nature. The roles might change / separate / evolve and be consolidated. SBI reserves the right to interview the candidates any point during the evaluation. Post finalization of the contract and during the tenure of the agreement, SBI reserves the right to seek a replacement of any candidate with an equal of higher skilled resource with due notice. The SBI resource deployment plan in terms of man month efforts on a full time basis on issuance of the PO is as follows: Year of Resource Deployment Number of resources Complete Period of Deployment Effort (Person months) First Year 5 24 months 120 Second Year 7 12 months 84 Total man month effort for total cost of ownership (TCO) purposes 204 The bidder has to quote for a total effort of 204 person months across the 8 roles. Essential Qualifications - The proposed resources for the project should meet the following minimum criteria: 1. The proposed resource should hold a degree in Bachelor of Engineering (B.E)/Bachelor of Technology (B.Tech)/MBA/MCA from a recognized University 2. He / She should be PMP / Prince 2 certified Page 7 of 57

8 3. The proposed resource should have minimum 3 years experience in managing IT projects and a total of at least 5 years experience in IT related projects (inclusive of 3 years IT projects experience cited above). 4. Since the PMO is in incipient stages the bank will need senior resources who can convince IT and Business personnel to adopt Project Management practices as per their respective roles, this will be the major success of each role The details and the key responsibilities for various roles are described in the table below: Role title Planning and Change Control Manager Demand & Portfolio Manager Key responsibilities Own the process for Project Planning and Change Control. Responsible for maintenance and continuous improvement of the process. Own the Change Control Board Terms of Reference (ToR). Responsible for maintaining the document and continuous improvement of Change Control procedures. Ensure all required members of IT and Business are aware of their roles and responsibilities in project planning and change control. Provide adhoc training to project managers in project planning techniques and standards and change control governance procedures and protocols as required. Provide coaching and mentoring to project managers in preparing project plans, work breakdown structures, effort estimation and required change control documentation. Run the change control board, ensuring logistics and supporting administration is taken care of. Issue minutes of the governance meeting as per the protocols defined in the Change Control Board ToR. Provide quality assurance of project plans during project set up for project managers and undertake adhoc quality audits of ongoing projects, providing corrective courses of action to project managers as required. Own the L1 and L2 project milestone baseline for each project and ensures updation through rigorous change control procedures Maintain and continually improve the demand and portfolio management framework and supporting processes, tools and templates. Ensure ongoing compliance with Demand and Portfolio Management processes by IT and Business e.g. all demand must be submitted through the demand request form. Undertakes adhoc quality audits across the portfolio to understand the effectiveness of compliance with Demand and Portfolio Management processes and put in place course corrective actions where required. Act as an initial point of escalation for Demand and Portfolio Page 8 of 57

9 Role title Project analyst and reporting Manager Key responsibilities Management to both IT and the business in the event of any issues. Follow up with business and IT to ensure the process runs smoothly and as per defined timeframes. Identify and mitigate any bottlenecks. Provide support, coaching and mentoring to the Business and IT in following the demand and portfolio management processes and in completing templates. Ensure Exception Demand Requests are evaluated and actioned in a timely manner with the appropriate level of sign off. Review all demand requests and ensure they are assigned to the appropriate IT department. Create demand scheduling options for IT Projects and IT Change Requests based on the priority provided by business and available capacity in IT. Socialise Demand Schedules with the respective Portfolio owners (IT and the Business), obtain feedback and manage any required changes in a timely manner. Run Demand and Portfolio governance meetings with appropriate stakeholders as defined. Own and maintain the portfolio dossier ensuring data quality and integrity. Undertakes analysis of the portfolio mix to ensure appropriate balance of the portfolio in line with strategic organisational goals. Own the process for project and portfolio reporting. Responsible for maintenance and continuous improvement of the process. Provide adhoc training to project managers in how to complete project reports and adhere with governance procedures. Provide support, coaching and mentoring to project managers in following the reporting cycle. Ensure all projects comply with the reporting cycle and provide appropriate escalation in the event of any issue. Ensure project reporting is undertaken to the required level of quality. Undertake analysis of project and portfolio performance on an ongoing basis providing proactive identification of trends across the portfolio, identifying issues, root cause analysis and course corrective action. Run project closure review meetings across projects, identifying lessons learned and carry-forward items for future projects. Review and make available lessons learned and project closure reports ensuring that learnings are shared across the project management community where applicable and that next steps for follow on actions are defined with ownership assigned. Page 9 of 57

10 Role title PMO Process & EPM Tool Manager Risk, Assumption, Issue and Dependency (RAID) and Quality Assurance (QA) Manager Stakeholder, Communication Key responsibilities Act as the Single point of contact for the EPM tool in GITC. Capture business requirements for improvements to the tool to ensure its continuous upkeep. Provide transparency of next steps related to tool enhancements and traceability of requirements to new functionality in the tool. Manage the relationship with the software vendor (whether internal or external) and the software OEM. Project Manage any new features to be delivered into the tool. Interface internally and externally as required to ensure all commercial arrangements are in place to maintain the operations of the tool and in the event of future enhancements. Ensure the tool is kept updated as per the latest releases from the software OEM. Oversee the performance of the tool, raising and managing issues as appropriate, ensuring corrective actions are taken and resolutions communicated to the business and GITC as necessary. Provide communications to users in case of any changes to availability of the tool or the release of new features and functionality. Manage new user requests. Provide adhoc training, support and coaching to project managers and business users in the usage of the EPM tool. Own the process for RAID management. Responsible for maintaining and continuous improvement of the process. Provide adhoc training to project managers in effective RAID management. Provide support, coaching and mentoring to project managers in following the RAID process to the required level of quality. Ensure all projects comply with the RAID processes and framework and provide appropriate escalation in the event of any issues. Responsible for portfolio level RAID management in conjunction with the PMO Manager and the senior governance board and the identification of mitigation plans. Own quality assurance on behalf of the PMO. Responsible for conducting and co-ordinating regular quality assurance audits across projects and the PMO focussed both on RAID management and other project management processes in conjunction with other PMO managers. Responsible for producing Quality reports for the Portfolio to demonstrate compliance with PMO procedures (focussed both on PMO services and project management processes) Responsible for identifying and continually updating stakeholder Page 10 of 57

11 Role title & Governance Manager Financial & Benefit Manager Resource Manager Key responsibilities analysis including influence/impact assessment. Own the communication strategy and plan on behalf of GITC and execute communications against the plan. Update the strategy and plan in conjunction with GITC Manager-ship on a regular basis. Own the Governance Board Terms of Reference (ToR) ensuring the correct level of attendance and participation. Responsible for maintaining the document and continuous improvement of Governance procedures. Provides adhoc training and briefings to project managers and senior Manager-ship on their role in governance procedures. Provide support, coaching and mentoring to project managers in following governance procedures to the required level of quality. Ensure both business and IT stakeholders are aware of their roles and responsibilities in Governance. Run the Governance board(s), ensuring logistics and supporting administration is taken care of. Issue minutes of the governance meeting as per the protocols defined in the Governance Board ToR. Own the process for financial management and the Benefits Framework. Responsible for maintaining the process and framework and their continuous improvement. Provide adhoc training, coaching and mentoring to project managers in how to undertake financial management and plan and track benefits. Ensure all projects comply with the financial management processes and the benefits framework and provide appropriate escalation in the event of any issues. Create and share consolidated portfolio level reports on project finances (target vs actuals) and benefits. Review and monitor portfolio level cost plans and actuals, flagging issues and recommending course corrective actions where necessary Interface with the finance department as required on behalf of the PMO. Interface with the EPM tool Manager to develop MIS dashboards for stakeholders as required to ensure effective financial and benefits tracking and reporting. Validate the quality of cost / benefit forecasting and provide support to project managers where required.. Own the process for Resource management. Responsible for maintaining and continuous improvement of the process. Provide adhoc training and support to project managers in compliance with resource management processes. Ensure all project managers comply with the Resource Management Page 11 of 57

12 Role title Key responsibilities processes and provide appropriate escalation in the event of any issues. Interface with DGM HR regarding resource management for the PMO and GITC project managers. Maintain the SBI GITC project management skills repository. Create and track training plans for mandatory PM trainings to ensure skills are maintained within the team. Oversee resource utilization management to support capacity planning within GITC departments. Interface with the EPM tool Manager to ensure the tool effectively and efficiently supports resource utilisation management. Produce resource utilisation reports and analysis identifying potential issues, over utilisation or lack of appropriate skills. Report any resource conflicts or shortfalls to the Portfolio and Project Manager. Facilitate resolution of any conflicting resource demands for projects from business units. Project cost The Bidder shall work out indicative/estimated cost of providing resources for PMO. All the costs associated with the assignment are to be included in the indicative commercial bid. These shall normally cover remuneration for all the Personnel (in the field, office etc.), accommodation, air/transit fare, equipment, printing/typing of documents, surveys, technical investigations etc. The total amount indicated in the indicative commercial bid shall be without any condition attached or subject to any assumption, and shall be final and binding. No extra cost will be considered by the Bank for payment. In case any assumption or condition is indicated in the Indicative commercial bid, it shall be considered non-responsive and liable to be rejected. The Indicative commercial bid shall take into account all tax liabilities except Service Tax and VAT. Further, all payments shall be subject to deduction of taxes at source as per Applicable Laws. 7. Disclaimer The information contained in this Request for Proposal (RFP) document or information provided subsequently to Bidder(s) or applicants whether verbally or in documentary form/ by or on behalf of State Bank of India (Bank), is subject to the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP is neither an agreement nor an offer and is only an invitation by the Bank to the interested parties for submission of bids. The purpose of this RFP is to provide the Page 12 of 57

13 Bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each Bidder may require. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advices/clarifications. Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. No contractual obligation whatsoever shall arise from the RFP process until a formal contract is signed and executed by duly authorized officers of the Bank with the selected Bidder. The Bank, its employees and advisors make no representation or warranty and shall have no liability to any person, including any Applicant or Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way for participation in this Bid Stage. The Bank also accepts no liability of any nature whether resulting from negligence or otherwise, howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP. The issue of this RFP does not imply that the Bank is bound to select a Bidder or to appoint the Selected Bidder or Concessionaire, as the case may be, for the Project and the Bank reserves the right to reject all or any of the Bidders or Bids without assigning any reason whatsoever. The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Bank or any other costs incurred in connection with or relating to its Bid. All such costs and expenses will remain with the Bidder and the Bank shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the conduct or outcome of the Bidding Process. 8. Earnest Money Deposit (EMD) Bidder to submit the EMD of Rs.5,00,000/- (Rupees five lacs only) as Bid Security in the form of Demand Order in favour of State Bank of India, Project Management Department, payable at Mumbai. EMD may be forfeited in the event of withdrawal of bid during the period of bid validity or if successful bidder fails to sign the contract in accordance with the terms &conditions and other requirements specified in RFP or any act of bidder not in line with contract obligations. EMD (Demand Draft) should be kept in the envelope containing technical Bid. Any bid not accompanied with the requisite EMD shall be treated as non-responsive and is liable to be rejected. Page 13 of 57

14 The EMD of the unsuccessful bidders will be returned as early as possible. Successful Bidder s EMD will be returned upon the bidder signing the contract and submitting the required Performance Bank Guarantee. No interest is payable on the amount of EMD. The bank guarantee should be issued by any scheduled commercial bank, other than SBI. A format for BG is attached as per Annexure I. The bank guarantee will be valid for a period of two year and retained by bank. In case, SBI is the sole Banker for the Bidder, a Letter of Comfort from SBI may be accepted. If EMD is forfeited for any reason, the concerned bidder will be debarred from further participation in future RFPs floated by the Project Management Department as per sole discretion of the Bank. 9. Performance Bank Guarantee (BG) The selected bidder would be required to submit a performance Bank Guarantee to the Bank for an amount equivalent to 10% of order value within 15 days of purchase order issue date. The bank guarantee will be valid for a period of two year and such other extended period as the Bank may decide for due performance of the project obligations. The bank guarantee should be issued by any scheduled commercial bank, other than SBI. A format for BG is attached as per Annexure H. In case, SBI is the sole Banker for the Bidder, a Letter of Comfort from SBI may be accepted. The Performance Bank Guarantee is required to protect the interest of purchaser against the risk of non-performance of the successful bidder in respect of successful implementation of the project which may warrant the invoking of Bank Guarantee (BG), also if any act of the supplier results in imposition of Liquidated Damages then the purchaser reserves the right to invoke the submitted Performance Bank Guarantee. 10. Bidding Document 10.1 Cost of Bidding: The Bidder shall bear all costs associated with the preparation and submission of its bid including cost of presentation(s), etc. Bank will not be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process Content of Bidding Document The biding document provides overview of the requirements, bidding procedures and contract terms. It includes Introduction, Instructions to Bidder, Terms & Conditions of Contract, Functional Requirement Specifications (FRS), Eligibility Criteria, Technical Bid and Financial Bid. The bidder must conduct its own investigation and analysis Page 14 of 57

15 regarding any information contained in this RFP document, its meaning and impact of that information The Bidder is expected to examine all instructions, statements, terms and specifications in the bidding document. Failure to furnish all information required by the bidding documents or submission of bid not responsive to the bidding documents in every respect will be at the Bidder s risk and may result in rejection of its bid. While SBI has made considerable effort to ensure that accurate information is contained in this RFP and is supplied solely as guidelines for Bidders. Furthermore, during the RFP process, SBI has disclosed or will disclose in the RFP and corrigendum/addenda, available information relevant to the Scope of Work to the extent, detail, and accuracy allowed by prevailing circumstances. Nothing in this RFP or any addenda is intended to relieve Bidders from forming their own opinions and conclusions in respect of the matters addresses in this RFP or any addenda Clarifications& Amendments If deemed necessary the Bank may seek clarifications on any aspect from the bidder. However that would not entitle the bidder to change or cause any change in the substances of the bid already submitted or the price quoted. The bidder may be asked to give presentation for the purpose of clarification of the bid The Bidder requiring any clarification of the bidding documents should submit written queries on or before PM IST to the Dy General Manager, Project Management Department, State Bank Global IT Centre, CBD, Belapur, Navi Mumbai At any time prior to the deadline for submission of bids, SBI may modify the bidding document by amendment Any clarification issued by SBI will be in the form of an addendum/ corrigendum and will be available in SBI s website- amendment will be binding on all bidders. SBI, at its discretion may extend the deadline for submission of bids in order to allow prospective bidders a reasonable time to take the amendment into account. 11. Bidding Process 11.1 The bids shall be submitted in two separate sealed envelopes, one containing Technical Bid and other Indicative Commercial Bid, both to be submitted together in one envelope. All details with the relevant information / documents / acceptance of all terms and conditions strictly as described in this RFP will have to be submitted. In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders satisfying eligibility criteria and agree to comply with all terms and conditions specified in this document will be evaluated for technical specifications. Those bids that have complied to Technical bids shall be qualified for commercial bid opening and further RFP process The Bidder should be willing to participate in the online reverse auction to be conducted by Bank s authorized service provider on behalf of the Bank. Eligible Bidders Page 15 of 57

16 will be trained by Bank s authorized service provider for this purpose. Bidders should also be willing to abide by the e-business rules for reverse auction framed by the Bank / Authorised service provider. The details of e-business rules, processes and procedures will be provided to the short-listed bidders. 12. Preparation and Submission of Bids 12.1 The bids prepared by the bidder and all correspondence and documents relating to bids exchanged by the bidder and purchaser must be written in English Vendor must provide individual and factual replies to specific questions asked in the RFP Technical bid should comprise of one hard copy and one soft copy (Word format). Hard copy of technical bid should be a complete document and placed in a sealed envelope super-scribed as TECHNICAL BID. The soft copy of the technical bid should be submitted on a CD sealed in an envelope marked as SOFT COPY OF TECHNICAL BID. These two sealed envelopes should be placed in a single sealed envelope super scribed as Technical bid for providing resources for PMO in SBI GITC, Belapur. The technical bid should consist of the following: i. Earnest Money Deposit as specified in this document ii. A letter on bidder s letterhead mentioning a) Details of EMD submitted, technical competence and experience of the bidder b) Certifying that the period of the validity of the bid is 180 days from the target date of submission of bid c) Confirming that the bidder has quoted for all the items/services mentioned in the bid in their commercial bid d) Supporting documents in respect of Eligibility Criteria as mentioned in Annexure B. iii. Bidders information as per Annexure D on bidder s letter head iv. Audited balance sheets and profit and loss account statement for last 3 years v. A copy of board resolution or power of attorney showing that the signatory has been duly authorized to sign the tender document. vi. Bidder should provide detail requirement for providing resources for the PMO in SBI, GITC, Belapur and vii. Response to all points of the Technical evaluation format as per Annexure C viii Bid Fee Rs. 10,000/- (Demand Draft) 12.4 Bidder should submit indicative commercial bid as per Annexure F of the bid document. Indicative Commercial bid should comprise of one hard copy and one soft copy (Word/Excel format). Hard copy of commercial bid should be a complete document and placed in a sealed envelope super-scribed as INDICATIVE COMMERCIAL BID. Page 16 of 57

17 12.5 The bids should be submitted in 2 separate envelopes one for Technical Bid (super scribed as Technical bid for Providing Resources for PMO in SBI, GITC, Belapur ) and other for Commercial Bid (super scribed as Indicative Commercial bid for Providing resources for PMO in SBI, GITC, Belapur Bid Prices The prices should be specified only in Indicative Commercial Bid and must not be specified at any other place in the bid document. The Indicative commercial bid shall take into account all tax liabilities except Service Tax and VAT Revealing of Prices The rates and/or prices in any form or for any reasons should not be disclosed in the technical or other parts of the bid except in the commercial bid, failure to do so make the bid liable to be rejected. Before opening of commercial bid, if price revision is envisaged by the bank, revised commercial bid may be required to be submitted in a separate sealed envelope Pre-Bid Meeting SBI may, at its sole discretion, organise a pre-bid meeting, to resolve any queries, bidder may have. Any further information will be provided to all bidders on SBI website as corrigendum. The exact date, time and location of the pre-bid meeting will be communicated to each bidder through SBI website Validity of Bids Bid shall remain valid for 365 days from date of submission mentioned at Bid Details. A bid valid for shorter period is liable to be rejected. The bidder may require to give consent for the extension of the period of validity of the bid beyond initial 365 days, if so desired by the Bank in writing or by fax. Refusal to grant such consent would result in rejection of bid without forfeiture of the EMD. However any extension of validity of bids will not entitle the bidder to revise/modify the bid document Bid Integrity Wilful misrepresentation of any fact within the Bid will lead to the cancellation of the contract without prejudice to other actions that Bank may take. All the submission, including any accompanying documents, will become property of SBI. The bidders shall be deemed to license, and grant all rights to SBI, to reproduce the whole or any portion of their solution for the purpose of evaluation, to disclose the contents of submission to other bidders and to disclose and/or use the contents of submission as the basis for RFP process. Page 17 of 57

18 12.11 Format and Signing of Bid The bidder should prepare submission as per minimum eligibility criteria, Technical Bid, Indicative Commercial Bid and other requested information All pages of the Bid document should be serially numbered and shall be signed by the authorized person(s) only. The person(s) signing the bid shall sign all pages of the bid and rubber stamp should be affixed on each page except for an un-amended printed literature. The bidder should submit a copy of board resolution or power of attorney showing that the signatory has been duly authorized to sign the tender document Any interlineations, erasures or overwriting shall be valid only if the person(s) signing the bid sign(s) them In case of any discrepancies between hard and soft copy, the hard copy will be consider as base document Bid should be typed and submitted on A4 size paper [font times new roman 12], spirally bound securely and in serial order. Bidders responding to this RFP shall submit covering letter included with the bid and compliance certification statement required for submission of a proposal Last date of receipt of bids The bid should be addressed to The Deputy General Manager, Project Management Department, State Bank Global IT Centre, CBD, Sector-11, Belapur, Navi Mumbai up to the time and date mentioned at bid details: In the event of the target date for the receipt of bids being declared as holiday for the Bank, the bids will be received till the target time on the next working day. The bank may at its discretion extend the bid submission date. The modified target date & time will be notified on the web site of the Bank Bid Currency Prices shall be expressed in Indian National Rupees only Late Submission of bids Any bid received by the Bank after target date and time prescribed at Bid details will be rejected and /or returned unopened to the bidder at his risk and responsibility Modification and Withdrawal of Bids Page 18 of 57

19 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of period of bid validity. 13. Opening and Evaluation of Bids 13.1 Opening of Technical Bid All the Bids will be opened at the date, time & locations mentioned under the clause Bid Details. The technical bids will be open in the presence of representatives of the bidders who choose to attend Evaluation Process Preliminary examination The bids will be examined by the Bank to determine whether they are complete and whether required bid security has been furnished. A bid determined as not substantially responsive will be rejected. The Bank may, at its discretion waive any minor non conformity or irregularity in a bid which does not constitute a material deviation. After opening of the technical bids and preliminary examinations, some or all of the bidders may be asked to make presentation of the solution/services offered by them. Any effort on the part of bidder to influence bid evaluation process or award of contract may result in the rejection of the bid Technical Evaluation Detailed technical evaluation will include, scrutiny of minimum eligibility criteria (as mentioned in Annexure B) and technical information submitted as per technical bid format (Annexure C), and responsiveness to the RFP, proposed service solution, demonstration of proposed solution, reference calls and site visits including presentation to the Bank as specified. The bidder may highlight the noteworthy/superior features of their solution. The bidders satisfying eligibility criteria and agree to comply with all terms and conditions specified in this document may be invited for technical presentation to demonstrate/substantiate all claims made in the technical bid to the satisfaction of the Bank, the capability of the solution to support all the required functionalities at their cost in their office / in any other organization where solution has been implemented by them. Bids meeting the eligibility criteria &having complied with the points of Technical Bid and attain minimum technical score of 70% shall be qualified for commercial bid opening & evaluation / Reverse Auction. The evaluation of technical proposals, among other things, will be based on the following: Bidder s financial stability Prior experience of the bidder in undertaking projects of similar or related nature within the Financial Services and Information technology sectors. Page 19 of 57

20 Methodology/Approach proposed for accomplishing the proposed project Activities/ tasks, project planning, resource planning, effort estimate etc. Professional qualifications and experience of the key staff proposed/ identified for this assignment Commercial Evaluation The envelope containing the Commercial offers of only those Bidders, who are shortlisted after technical evaluation, would be opened. Commercial proposals of Bidders scoring a minimum of 70% on the Technical evaluation will be considered/ opened. The format for quoting commercial bid set out in Annexure F. The commercial offer should consist of comprehensive Cost for required solution. Bidder must provide detailed cost breakdown, for each and every categories mentioned in the commercial bid Final Evaluation The bank reserves the right to opt for manual negotiation or Reverse Auction. The online reverse auction will be conducted by the Bank or a company who have been authorized in this regard by the Bank. Reverse auction guidelines will be communicated to all shortlisted bidders. The contract will be awarded to the bidder who emerges as lowest bidder in the reverse auction. The selected bidder (L1 bidder) will have to submit the price confirmation to the Bank within 48 hours of his emerging as the L1 bidder in online reverse auction. 14. Award & Signing of contract SBI will notify successful bidder (L1) in writing by letter in duplicate or fax that its bid has been accepted. The Selected bidder has to return the duplicate copy to the Bank within 7 working days duly Accepted, Stamped and Signed by Authorized Signatory in token of acceptance. The successful bidder shall be required to enter into a contract/sla with the Bank, within 30 days of the award of the tender or within such extended period as may be decided by the Bank along with the letter of acceptance, NDA, BG and other terms and conditions as may be determined by the Bank to be necessary for the due performance of the work in accordance with the Bid and acceptance thereof. The successful bidder shall bear all expenses including stamp duty as applicable in Maharashtra for execution of contract/sla with the Bank. Copy of board resolution or power of attorney showing that the signatory has been duly authorized to sign the acceptance letter, contract and NDA should be submitted. The contract/agreement will be based on the RFP terms and such other terms and conditions accepted by the Bank from the bidder s offer document with all relevant enclosures, modifications accepted by the Bank out of negotiation /clarifications etc. and Page 20 of 57

21 will include SLA, project plan - phases & milestones and schedule, copies of all necessary documents, licenses, certifications etc. Subject to the modifications or amendments accepted by the Bank, this RFP itself shall also form part of the contract with the successful bidder. The Bank reserves the right to stipulate, at the time of finalization of the contract, any other document(s) to be enclosed as a part of the final contract. SBI and the selected bidder shall finalise the terms of contract to be executed through mutual discussions but as this is the scope of this RFP, SBI shall have the right not to enter into the contract with the Bidder if the Bidder is unable to abide by the terms & conditions considered to be essential by the Bank or provide the Professional staff assured in the Technical Proposal. In such an eventuality SBI reserves the right to reject the proposal and consider the next best respondent/bidder. SBI will not consider substitution of professional staff during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as long leave, death or medical incapacity or if the professional staff has left the organisation. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Consultant within the period of time specified by the Bank. The contract/agreement will be based on bidders offer document with all its enclosures, modifications arising out of negotiation /clarifications etc. and will include SLA, project plan - phases& milestones and schedule, copies of all necessary documents, licenses, certifications etc. The Bank reserve the right to stipulate, at the time of finalization of the contract, any other document(s) to be enclosed as a part of the final contract 15. Subcontracting As per scope of the RFP the subcontracting is explicitly prohibited. In case of any non-critical activity, Bank may permit subcontracting at its sole discretion, in this case Bidder has to obtain written permission from the Bank before contracting any work to subcontractors. Bank at its own discretion may permit or deny the same. In case of subcontracting permitted, the contracting vendor is responsible for all the services provided to the Bank regardless of which entity is conducting the operations. The contracting vendor is also responsible for ensuring that the sub-contractor comply with all security requirements of the contract and Bank can obtain independent audit report for the same. 16. Patent Rights Page 21 of 57

22 For any licensed material used by the Vendor for performing services or developing study for the Bank, the Vendor should have right as well right to license for the outsourced services or third party software development. Any license or IPR violation on the part of Vendor / Subcontractor should not put the Bank at risk. The bank should reserve the right to audit the license usage of the Vendor. The Vendor shall, at their own expenses, defend and indemnify the Bank against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in India or abroad. In case of violation/infringement of patent/trademark/copyright/ trade secrete or industrial design, the supplier shall after due inspection and testing get the solution redesigned for SBI at no extra cost. The solution provider shall expeditiously extinguish any such claims and shall have full rights to defend itself there from. If the Bank is required to pay compensation to a third party resulting from such infringement, the supplier shall be fully responsible therefore, including all expenses and court and legal fees. The Bank will give notice to the supplier of any such claim without delay, provide reasonable assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express any intent to settle the claim. The Bank shall have absolute unqualified right title and ownership over all the deliverables, solutions and other products/services delivered by the consultant consequent to the completion of the project or among work done in accordance with the contract. 17. Powers to Vary or Omit Work No alterations, amendments, omissions, additions, suspensions or variations of the work (hereinafter referred to as variation) under the contract shall be made by the successful bidder except as directed in writing by Bank. The Bank shall have full powers, subject to the provision herein after contained, from time to time during the execution of the contract, by notice in writing to instruct the successful bidder to make any variation without prejudice to the contract. The finally selected bidders shall carry out such variation and be bound by the same conditions as far as applicable as though the said variations occurred in the contract documents. If any suggested variations would, in the opinion of the finally selected bidders, if carried out, prevent him from fulfilling any of his obligations under the contract, he shall notify Bank thereof in writing with reasons for holding such opinion and Bank shall instruct the successful bidder to make such other modified variation without prejudice to the contract. The finally selected bidders shall carry out such variation and be bound by the same conditions as far as applicable as though the said variations occurred in the contract documents. If Bank confirms his instructions, the successful bidder s obligations shall be modified to such an extent as may be mutually agreed, if such variation is substantial and involves considerable extra cost. Any agreed difference in cost occasioned by such variation shall be added to or deducted from the contract price as the case may be. Page 22 of 57

23 In any case in which the successful bidder has received instructions from Bank as to the requirement of carrying out the altered or additional substituted work which either then or later on, will in the opinion of the finally selected bidders, involve a claim for additional payments, such additional payments shall be mutually agreed in line with the terms and conditions of the order. If any change in the work is likely to result in reduction in cost, the parties shall agree in writing so as to the extent of change in contract price, before the finally selected bidder(s) proceeds with the change. In all the above cases, in the event of a disagreement as to the reasonableness of the said sum, the decision of Bank shall prevail. 18. No Waiver of Bank Rights or Successful Bidder s Liability Neither any payment sign-off by Bank, nor any payment by Bank for acceptance of the whole or any part of the work, nor any extension of time, nor any possession taken by Bank shall affect or prejudice the rights of Bank against the finally selected bidders, or relieve the finally selected bidders of his obligations for the due performance of the contract, or be interpreted as approval of the work done, or create liability in Bank to pay for alterations/ amendments/ variations, or discharge the liability of the successful bidder for the payment of damages whether due, ascertained, or certified or not or any sum against the payment of which he is bound to indemnify Bank nor shall any such certificate nor the acceptance by him of any such paid on account or otherwise affect or prejudice the rights of the successful bidder against Bank. 19. Inspection, Quality Control and Audit 19.1 The Bank may, at its discretion, get the services and deliverables of the finally selected bidder inspected/ audited by its internal/ external inspectors/ auditors. The finally selected bidder shall facilitate the same The selected bidder shall, whenever required, furnish all relevant information, records, and data to such auditors and / or inspecting officials of the Bank / Reserve Bank of India and or any regulatory authority / Bank s consultant / Testing agency entrusted by the Bank to carry out this work The Bank may, at its discretion carry out a pre inspection by a team of Bank officials or demand a demonstration of the services proposed on a representative model in Bidder s office as per specification provided by the Bank The Bank s at its discretion may carry out periodic inspection/quality checks on continual basis and where necessary may reject the products/solution which does not meet the specifications provided by the Bank The Bank s at its discretion may carry out periodic inspection/quality checks on continual basis and where necessary may reject the products/solution which does not meet the specifications provided by the Bank. Nothing stated hereinabove shall in any way release the Vendor from any warranty or other obligations under this contract. Page 23 of 57