Request for Proposal Scanning of Policy and non policy documents at SBI Life HO

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1 Request for Proposal Scanning of Policy and non policy documents at SBI Life HO SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 1

2 1. INTRODUCTION AND BACKGROUND SBI Life is a joint venture between the State Bank of India and BNP Paribas Assurance of France. SBI Life is registered with an authorized capital of Rs cr and a paid up capital of Rs cr. State Bank of India owns 74% of the total capital and BNP Paribas Assurance the remaining 26%. State Bank of India Group is the largest banking group having the unrivalled strength of over 15, 000 branches across the country, arguably the largest in the world. BNP Paribas Assurance is the insurance arm of BNP Paribas - Euro Zone s leading Bank. BNP Paribas, part of the world s top 10 group of banks by market value and part of Europe top 3 banking companies, is one of the oldest foreign banks with a presence in India dating back to BNP Paribas Assurance is the fourth largest life insurance company in France, and a worldwide leader in Creditor insurance products offering protection to over 50 million clients. BNP Paribas Assurance operates in 41 countries mainly through the Bancassurance and partnership model. SBI Life s mission is to emerge as the leading company offering a comprehensive range of life insurance and pension products at competitive prices, ensuring high standards of customer satisfaction and world class operating efficiency, and become a model life insurance company in India in the post liberalization period. 2. OBJECTIVE SBI Life Insurance Company Limited hereinafter referred to as SBI Life invites proposals from interested industry participants for providing scanning services for policy and non policy documents at SBI Life HO (Corporate Office as well as Central Processing Centre). 3. SCOPE 3.1 SBI Life is expecting the service providers to provide the following services Providing scanners and required manpower for scanning of important documents of HO departments Carry out scanning of confidential documents onsite at regular intervals as per SBI Life requirement Scanning of non confidential policy and non policy documents off site i.e. at vendor premises. The safe and proper movement of such documents shall be the responsibility of the service provider Indexing of scanned images as per SBI Life Indexing Parameters using SBI Life application and conversion of documents into searchable PDF or any other format as required by SBI Life Uploading/transferring indexed images to SBI Life systems in defined format within stipulated TAT. 3.2 SBI Life expects the service providers to provide end to end solution for the activities covered in the scope. The solution proposed should conform to the best industry standards and practices. 3.3 There shall be no minimum business commitment for the proposed activity. The scanning and indexing shall be undertaken at regular intervals. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 2

3 3.4 It shall be responsibility of the service providers to ensure that they possess necessary licences, approvals in case of any third party patents, trademark, copyrights, and intellectual property rights for the proposed services and its software/hardware components. SBI Life shall not be party to any violation of such titles by short listed participants. 4. ELIGIBILITY The interested participants should have Prior experience and proven capability in providing scanning and allied services Have fully functional operational facility in Mumbai and Navi Mumbai Continuous profitability for last three completed financial years ( to be substantiated with summary of audited balance sheet) Adequate and trained manpower with technical capability to handle regular business volume and seasonal spikes as well Should be currently performing similar activities with at least 2 BFSI customers. 5. RESPONSE TO RFP 5.1 The short listed participants should submit technical and commercial proposal in response to this RFP in separate envelopes duly sealed. Both the envelops should be placed in another envelop and should be submitted duly sealed. 5.2 The technical proposal should provide the process being proposed to be carried our as mentioned in Clause 3.1 of this document. 5.3 The technical proposal should contain information necessary to establish the credentials of the interested participant. The information to be covered is indicated below Brief Company overview Management details including ownership pattern, share holding, whether a listed company etc Business performance during last three completed financial years along with brief summary of audited financial results Details of industry awards, recognitions, affiliations and certifications, if any Information on the industry exposure, projects executed List of existing clientele with information on working relationship/projects undertaken for them of similar nature Addresses of the facilities in Mumbai and Navi Mumbai Name, designation and details of the contact person Reference details with contact numbers of the existing customers 5.4 All pages of the proposal except un-amended printed literature shall be initialed by the person(s) signing the Proposal. 5.5 The proposal received through fax, or any other electronic media shall not be considered. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 3

4 5.6 The participants are required to submit the charges for the solution proposed. In case of any query on the charges SBI Life shall contact the respective participant for any clarification. 5.7 SBI Life reserves the right to negotiate/re-negotiate the charges proposed by service providers to its satisfaction. No communication in this regard shall be entertained by SBI Life in any form whatsoever 5.8 The format for commercial proposal is provided as Annexure I to this RFP. 5.9 In case the technical or commercial proposal is incomplete in any respect, SBI Life reserves right to reject such proposals summarily and disqualify the service provider from the RFP process The commercial proposal should contain service charges for the entire scope of activities and it should also be submitted along with the technical proposal The cost should be quoted in Indian Rupees only. Relative cost, cost as a percentage to some other factor is not acceptable in the commercial format. Tax Deduction at Source (TDS) in India, wherever applicable, will be deducted by SBI Life The Commercial proposal is required to be submitted separately in a sealed envelope and No other document should be submitted with the Commercial proposal SBI Life shall not be responsible for non-receipt of proposals within the specified date and time due to any reason whatsoever. Proposals received after the stipulated time of the due date or incomplete in any respect are liable to be rejected SBI Life reserves the right to accept or reject any proposals without assigning any reason thereof and SBI Life s decision in this regard will be treated as final. SBI Life also reserves its right to withdraw the RFP process at any stage without assigning any reason thereof. No communication in any form shall be entertained in this regard The short listed participants must organise their response in accordance with the scope as specified in the RFP and under no circumstances extraneous information should be included in the proposals All proposals and supporting documentation shall be submitted in English The last date for submission of technical and commercial proposal is 20/08/2010 by 5.00 PM. The proposal should be submitted in sealed envelope addressing to Head New Business Processing & Vendor Management SBI Life Insurance Co Ltd 2 nd Floor, Kapas Bhavan,Plot No.3 A, Sector 10 CBD Belapur, Navi Mumbai SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 4

5 Tel : (Board) 6. OPENING THE PROPOSAL: 6.1 The technical proposals submitted shall be opened by SBI life for evaluation purpose. Based on evaluation, short listed participants shall be called to demonstrate the proposed solution to Scope under this RFP. The commercial proposals of only those who qualify in the technical proposals shall be opened in the presence of their authorized representatives. 6.2 The commercial proposals shall be opened in presence of authorised signatories/representatives of the service providers. In case, due to any reason, the authorised signatories are not available at the time of opening of commercial proposal, Participant Company may be represented by authorised representative. Under such circumstances, the company should submit the letter of authorisation duly signed by authorised signatory mentioning name, designation of such authorised representative. The representatives shall not be allowed to participate in commercial proposal opening process without such authorisation letter 7. EVALUATION CRITERIA 7.1 Any award to be made pursuant to this RFP will be based upon the proposal with appropriate consideration given to understanding of the process, methodologies, quality of resources employed, deliverables, factsheet of past performance and experience in handling projects of similar nature with similar clients, the charges proposed and SBI Life s requirements. 8. CLARIFICATIONS 8.1 To assist in the examination, evaluation and comparison of proposals SBI Life may, at its discretion, ask the short listed participants for clarification. The response/clarification shall be in writing and no change in the prices or substance of the proposal shall be sought, offered or permitted. 8.2 Queries, if any, may be communicated through an to before 18/08/2010. The subject of the mail should be Queries on RFP for centralized scanning. No other form of communication will be entertained. SBI Life shall make earnest effort to revert on the queries raised by short listed participants in one working day. 8.3 Queries/clarifications, if any, from SBI Life shall be sent by to authorised contact person/signatory as specified in the RFP document by service provider. 9. MODIFICATION AND/OR WITHDRAWAL OF PROPOSALS 9.1 Proposals once submitted will be treated as final and no further correspondence for modification shall be entertained. No proposal shall be modified after the deadline for submission of proposals. Generally, no proposal shall be allowed to be withdrawn after the last date of submission of the technical proposal. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 5

6 Withdrawal at any stage shall disqualify the participant from any outsourcing process of SBI Life. 10. MATERIAL ALTERATIONS & AMBIGUOUS INFORMATION 10.1 The participants should ensure that there are no cuttings, erasures or overwriting, illegible or undecipherable figures in the documents submitted. The proposals may be disqualified on this score alone. The decision of SBI Life is final and binding. 11. CONFIDENTIALITY & NON DISCLOSURE 11.1 The participants shall be required to submit a confidentiality-cum-non disclosure undertaking duly stamped and notarized as per extant statutory provisions of Maharashtra State to SBI Life along with the commercial proposal The format of the same is enclosed as Annexure II 12. EMPANELMENT OF SERVICE PROVIDER(S) 12.1 SBI Life shall empanel the participant(s) fulfilling the eligibility criteria and SBI Life requirements including the price quoted. The duration of empanelment shall be for a maximum period of three years Upon empanelment, service provider(s) shall be required to enter into service level agreement. The decision on the validity of such agreement shall be at the sole discretion of SBI Life SBI Life reserves its right to empanel one or more than one service provider for the activity/activities proposed to be outsourced and also distribute the work among all of them according to exigencies of business Empanelled service provider shall be required to put in place necessary security and all possible safeguards to maintain necessary confidentiality of data and/or information received in any form from SBI Life. The empanelled service provider shall be required to submit the details of all safeguards in place at its facility before commencement of the outsourced activity SBI Life reserves the right to reject the proposals of any or all participants either on the basis of their proposals or presentation, without assigning any reasons whatsoever. The decision of SBI Life in this regard shall be final and binding The detailed terms and conditions governing the premature termination of the service level agreement by either party shall be included in the service level agreement. 13. DURATION OF CONTRACT 13.1 Upon empanelment shortlisted service provider shall be required to enter in to a Service Level Agreement with SBI Life. Duration of such contract shall not exceed 3 years from date of entering into contract. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 6

7 14. RIGHT OF VERIFICATION 14.1 SBI Life reserves the right to verify any or all statements made by the short listed participants in the proposal documents and to inspect its facility or any other client site, if necessary, to establish to its satisfaction about the short listed participant s capacity to perform all the components of the assignment. If required, SBI Life shall ask the short listed participant to furnish the contact details of other clients. 15. INDEMNITY 15.1 Further, the Service Provider shall indemnify SBI Life and keep indemnified against any loss or damage that SBI Life may sustain on account of any violation of intellectual property, confidentiality, privacy, patents, trademark etc., by the Service provider in respect of any Intellectual Property, practices, hardware, software, systems, process, technologies, etc in whatever manner described. 16. JURISDICTION 16.1 All disputes or differences whatsoever arising between the parties out of or in relation to the construction, meaning and operation or effect of these Proposal Documents or breach thereof shall be settled amicably. If, however, the parties are not able to resolve them amicably through mutual negotiations, the same shall be settled by arbitration in accordance with the applicable Indian Laws and the award made in pursuance thereof shall be binding on the parties. Any appeal will be subject to the exclusive jurisdiction of courts at Mumbai, India. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 7

8 Annexure I Commercial Charges Format Sr. No. Component Unit Charges 1. Scanning, Indexing and Per page conversion of images in searchable/non searchable PDF or any other format Note 1. Charges proposed should be per page in Indian Rupees (INR). Per Page is one side of the document. 2. Charges proposed should be exclusive of applicable taxes 3. SBI Life shall deduct the TDS as applicable 4. There shall be no minimum volume commitment for the outsourced activity SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 8

9 Annexure II CONFIDENTIALTY CUM NON DISCLOSURE UNDERTAKING This Non disclosure Undertaking is made and entered into on this day of in the year Two thousand Ten, by (Name of interested commercial entity) a company incorporated under Indian Companies Act, 1956 and having its registered office at (Place), hereinafter called as the First party, has been issued a request for proposal, hereinafter referred to as RFP, by SBI Life Insurance Co Ltd, a company incorporated under the laws of Indian Companies Act, 1956 and having its registered office at Mumbai, hereinafter referred to as the Second Party The second party has provided certain proprietary information, concerning regarding its products, service, organization, decision processes, strategic business initiatives, technical infrastructure, working processes, delegation of responsibilities, project management, planning methods, reports, plans and status including but not limited to technical manuals, specifications, product features, customer list, specialisations, documents, financial statements and business/development plans etc. to the first party to facilitate response to the RFP. NOW, THEREFORE, in consideration thereof, the First party agrees a. to hold all Confidential Information received from the Second party in confidence for a period of three (03) years from the receipt of the Information. The First party will use such Information only for the purpose of responding to the RFP b. to restrict disclosure of such Information to its employees and employees of its affiliated companies with a need to know and inform such employees of the obligations assumed herein. Recipient will not disclose such Information to any third party without the prior written approval of the Second Party. c. to protect Information received from the First Party with at least the same degree of care as it normally exercised to protect its own proprietary information of similar nature. d. to ensure that their employees will not disclose any information so received even after they cease to be employees of the recipient. The recipient party shall ensure this by own internal agreements. e. Further, the First Party shall indemnify Second Party and keep indemnified against any loss or damage that Second party may sustain on account of any violation of intellectual property, confidentiality, privacy, patents, trademark etc., by the First Party in respect of any Intellectual Property, practices, hardware, software, systems, process, technologies, etc in whatever manner described. f. The Second Party reserves the right to reject the proposal of any or all interested participants without assigning any reasons whatsoever. The decision of the Second Party in this regard shall be final and binding. IN WITNESS WHEREOF, the Second party has caused this Undertaking to be executed as of the date set forth above. SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 9

10 <Interested Participant > Company Seal : Authorised Signatory : Name of Auth Signatory : Designation : Date : Witness Name Designation Date : : : SBI Life Insurance Co Ltd RFP for Centralized Scanning Services Page 10

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