REQUEST FOR PROPOSAL FOR PROVIDING DEDICATED WEB HOSTING SERVICES

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1 REQUEST FOR PROPOSAL FOR PROVIDING DEDICATED WEB HOSTING SERVICES UNION BANK OF INDIA Department of Information Technology 1/1A, Technology Center, Adi Sankaracharya Marg, Opp. Powai Lake, Powai, Andheri East, Mumbai REF. NO.: WEBHOST:August-2016

2 Contents CONTENTS INTRODUCTION OBJECTIVE OF THIS RFP BID SCHEDULE AND ADDRESS DUE DILIGENCE OWNERSHIP OF THIS RFP SCOPE OF WORK SINGLE POINT OF CONTACT ELIGIBILITY CRITERIA Terms and conditions DOCUMENTATION TWO-STAGE BIDDING PROCESS REVERSE AUCTION: BID SUBMISSION AMENDMENTS TO TENDER DOCUMENT LANGUAGE OF BIDS PERIOD OF BID VALIDITY ACCEPTANCE OR REJECTION OF BID PRICES P a g e

3 13. PRELIMINARY SCRUTINY CLARIFICATION OF OFFERS TECHNICAL INSPECTION AND PERFORMANCE EVALUATION VERIFICATION TIME SCHEDULE ERASURES OR ALTERATIONS MODIFICATION AND WITHDRAWAL OF OFFERS NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER SHORT-LISTING OF BIDDERS EVALUATION PROCESS AWARD CRITERIA SIGNING OF CONTRACT EARNEST MONEY DEPOSIT PAYMENT TERMS COMPLETENESS OF THE CONTRACT PENALTY FOR DOWNTIME LIQUIDATED DAMAGES FOR DELAYED SERVICES ORDER CANCELLATION INDEMNITY TO UNION BANK OF INDIA GUARANTEES P a g e

4 33. END OF SALE COMPATIBILITY OF EQUIPMENTS SUPPLIED AUTHORIZATION OF SIGNATURE FORCE MAJEURE RESOLUTION OF DISPUTES JURISDICTION ACCEPTANCE TEST AUDIT HELP DESK COMPLIANCE MATRIX ANNEXURE I PART-I: TECHNICAL BID ANNEXURE - II DOCUMENTS FOR ELEGIBILITY CRITRERIA ANNEXURE III COMPANY PROFILE ANNEXURE IV DETAILS OF LAST 3 PROJECTS FOR HOSTING FINANCIAL INSTITUTIONS WEBSITES ANNEXURE V FORMAT OF THE TECHNICAL PROPOSAL ANNEXURE VI DATACENTER QUESTIONNAIRE P a g e

5 ANNEXURE VII Deviations from Technical Specifications or Terms and Conditions of the Tender ANNEXURE VIII PART-II INDICATIVE COMMERCIAL BID ANNEXURE IX (REVERSE AUCTION RULES) BUSINESS RULES FOR REVERSE AUCTION COMPLIANCE STATEMENT Letter of Authority for participation in Reverse Auction ANNEXURE XI KYE ANNEXURE - XII EARNEST MONEY DEPOSIT BANK GUARANTEE P a g e

6 1. INTRODUCTION Sealed quotations are invited for providing Dedicated Web Hosting Services for Union Bank of India. The tender document is available on Union Bank of India website or The bidders intending to bid for the above tender may download the same for submitting their bids OBJECTIVE OF THIS RFP Union Bank of India requires Dedicated Web Hosting Services for the Bank s Corporate Website and its sub domains from the reputed service providers to supply, install, host, manage and maintain dedicated computer systems, system software and associated licenses at their Data Centers with necessary Disaster Recovery and Backup facilities with 24x7 availability and % uptime for a period of 5 years BID SCHEDULE AND ADDRESS S.No. Description Detailed Information 1. Name of Project RFP for providing Dedicated Web Hosting Services for the Union Bank s Website and its sub domains. 2. Tender Reference Number WEBHOST:August Commencement of Issue of RFP :00 AM 4. Fees for RFP document (nonrefundable) Rs.5000/- (Rupees Five Thousand only) 5. Earnest Money Deposit (EMD) Rs.2,50,000/- (Rupees Two Lac Fifty Thousand) 6. Last date and time of receiving :00 pm. bidder Pre-bid clarifications in writing through Date and Time of Pre-bid Meeting :00 am 8. Last date and time for Bid :00 pm Submission 9. Date and Time of Technical Bid :15 pm Opening 10. Name and Address for any communication, Pre-bid meeting, Bid Submission & Place for Technical Bid Opening: UNION BANK OF INDIA Department of Information Technology 1/1A, Technology Center, Adi Shankarcharya Marg, Opp. Powai Lake, Powai, 11. Bid Related Queries & Contact Person Details: Andheri East, Mumbai Mr.M Arputharaj Ms.Kiran Kumari Phone: / id:- 6 P a g e

7 12 Bid Type: Two Bid System with Reverse Auction Note: Bids will be opened in the presence of the bidders representative who chooses to attend DUE DILIGENCE The Bidders are expected to examine all instructions, terms and specifications stated in this RFP. The Bid shall be deemed to have been submitted after careful study and examination of this RFP document. Failure to furnish all information or submission of a bid not responsive to this RFP will be at the Bidders risk and may result in rejection of the bid OWNERSHIP OF THIS RFP This document is the property of Union Bank of India (here after referred as Bank or Union Bank or Union Bank of India). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without the Union Bank s written permission therefore. The use of the contents of this document, even by the authorized personnel / agencies for any purpose other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian Law. 2. SCOPE OF WORK The broad scope of work covers supply, installation, hosting Union Bank Website and managing and maintaining dedicated computer systems, System Software and associated licenses at their Data Centers with necessary Disaster Recovery and Backup facilities with 24X7X365 days availability and % uptime and RPO with zero loss and RTO of 2 hours for a period of 5 years for the Bank s Website and its sub domains. The Services also includes but not limited to the managing and maintaining Operating System, Data Base Management System, Servers, Network, Firewalls, Patch Management, Change Management, Disaster Recovery and Backup Management, etc. The Bank s Website Application Development and Maintenance is with the other Vendor and is out of the scope from this Tender. However, responsibility of the maintaining and managing the necessary environment for hosting the Bank s website is part of this Tender. The Maintenance and Management also includes following in details:- Ensuring timely application of update/upgrades of all the patches/versions/releases of all the software/system software released by the respective OEMs and the Bank s Website Developer vendor / Bank s in-house development team. 7 P a g e

8 Vendor to ensure to have sufficient storage space at any point of time. Vendor is expected to do purging/archival/re-indexing of servers at regular intervals and submit the report on monthly basis to the bank. Website analytics such as load balancing including usage and other statistics. Compliance to audit and security requirement like VAPT closures etc. related to any servers allotted for Bank at DC and DR site as and when requested by the Bank. Hardening of all servers and load balancers. Vendor to ensure implementations of latest and sturdy security features in order to protect banks website from ethical hacking, phishing etc as suggested by regulatory authorities from time to time without any extra cost to the Bank. Implementation WAF (Web Application Firewall) and prevention of DDOS attack is mandatory. The initial period of 5 years, may be increased/decreased depending on the performance of the Vendor. The bidder is expected to quote for the dedicated Server details and other Services as given at Annexure-I, Part I: Technical Bid. Existing Bank s Website is running on the dedicated Server will be migrated to the new environment by the Bank s website Application Developer Vendor. The Bidder will have to assist the Bank s Website Application Developer Vendor for going live with the Bank s Website in the new proposed environment. Bidder shall ensure that the installation and operationalization of the Bank s website is done smoothly in the new setup in co-ordination with the Bank website Application Developer vendor. Bidder will have to resolve any problem related to the environment provided, which may be encountered in the course of installation and operationalization of the Bank s website Synchronization of Application and Database of Bank s website with DR site is the responsibility of Successful bidder and DR drill activity has to be conducted by the successful bidder based on Bank s Notice as per banks BCP policy. Successful Bidder has to sign NDA Agreement with Bank and has to submit the audited Balance sheet every year for financial Review of the company. 3. SINGLE POINT OF CONTACT The short listed L1 Bidder shall appoint a single point of contact with whom UNION BANK will deal for any activity pertaining to the requirements of this RFP and discuss about other operational issues, if any, from time to time. 8 P a g e

9 4. ELIGIBILITY CRITERIA The Bidder should possess the requisite experience, resources and capabilities in providing the services necessary to meet the requirements, as described in the tender document. Bidders not meeting the Eligibility Criteria will not be considered for further evaluation Terms and conditions The bidder must be a registered company in India under the Companies Act 1956 having its registered office in India (Copy of the Letter of Incorporation/ registration should be submitted). The bidder should have reputed background and should be established in Hosting Services business at least for 3 years. The bidder should be a profit (profit after tax) making company in the last consecutive 3 financial years. The bidder should be a financially sound company. It should enclose a certificate from Statutory Auditors / Scheduled Commercial Bank of the Company about financial soundness of the company. The bidder should have executed at least 3 projects of hosing Web Sites including supplying Servers, System Software, firewalls, network bandwidth, etc., to at least three financial institutions in India. Documentary evidence for the same to be submitted. The Bidder should be ISO 9001, 27001, , Business Continuity Management System BS or similar certifications from similar institutions certified. Documentary evidence for the same to be submitted. The Data Centre should be Tier IV Standards as defined by Uptime Institute or similar certifications from similar institutions. Documentary evidence for the same to be submitted. Bidder should have 24*7*365 days helpdesk support system in place anywhere in India. The Bidder should not have been blacklisted / debarred by any Bank(s)/Financial Institutions in India in the last three years. The Bidder has to submit self certification on their letterhead DOCUMENTATION The bidder shall furnish, as part of its tender offer, documents establishing the bidder's eligibility to participate in the tender and its qualifications to perform the Contract. The documentary evidence of the bidder's qualifications to perform the Contract as per the criteria outlined in the Eligibility Criteria. 5. TWO-STAGE BIDDING PROCESS 5.1. There shall be a two stage bidding process. i.e. the Technical Bid and the Commercial Bid. The bidders will have to submit the Technical Bid separately from the Commercial Bid. The Technical Bid will contain the exhaustive and comprehensive technical details, whereas the Commercial Bid will contain the only indicative pricing information. 9 P a g e

10 5.2. The Technical Bid should NOT contain any pricing or commercial information at all. Technical bids submitted by the bidders shall be evaluated first. Commercial bids of those bidders who qualify in the technical evaluation process shall be taken up for consideration in the second stage. 6. REVERSE AUCTION: On completion of evaluation of commercial bids, Bank will determine the L1 bidder and contract will be awarded to lowest bidder after reverse auction process as per Annexure - X. 7. BID SUBMISSION 6.1. Bidders are not permitted to submit more than one bid. The bidder has to offer the best solution available with him. The response to the present tender will be submitted in two parts as mentioned in para Sealed bids should be delivered before 4:00 p.m. on Bids may be sent by registered post or hand delivery and clearly written in the envelope as RFP for Providing Dedicated Web Hosting Services, so as to be received at the following address: UNION BANK OF INDIA Dy. General Manager Department of Information Technology 1/1A, Technology Center, Adi Shankarcharya Marg, Opp. Powai Lake, Powai, Andheri East, Mumbai Receipt of the bids shall be closed at 4:00 p.m. on Bids received after 4:00 p.m. on will not be accepted by the Bank under any circumstances. The technical bids will be opened on at 04:15 p.m. Union Bank of India will not be responsible for any delay due to postal service or any other means All bidders, or their authorized representatives, shall be present at the time of the opening of the technical bid. Only two persons per bidder will be allowed to be present at the time of the opening the technical bids. No bid shall be rejected at bid opening, except for late bids The Bid prepared by the Bidder should comprise the following components: a. Technical Bid Part I: Separate sealed cover with superscriptions as Technical Bid for Providing Dedicated Web Hosting Services. Both hard copy and soft copy should be provided in single cover. b. Commercial Bid Part II: Separate sealed cover with superscriptions as Commercial Bid for Providing Dedicated Web Hosting Services. c. Any bid document not conforming to any one of the above terms will be rejected. d. Bidders, who have not paid the cost of the RFP, will not be permitted to participate in the bid. 10 P a g e

11 8. AMENDMENTS TO TENDER DOCUMENT 7.1. Amendments to the Tender Document may be issued by the UNION BANK at anytime, prior to the deadline for the submission of bids From the date of issue, amendments to Tender Document shall be deemed to form an integral part of the Tender Document. 9. LANGUAGE OF BIDS All bids and supporting documentation shall be submitted in English. 10. PERIOD OF BID VALIDITY The Bids shall be valid for a period of 180 days from the closing date for submission of the bid. 11. ACCEPTANCE OR REJECTION OF BID The Union Bank of India reserves the right not to accept any bid, or to accept or reject a particular bid at its sole discretion without assigning any reason whatsoever. 12. PRICES The prices quoted by the bidder shall be in Indian Rupees, firm and not subject to any price escalation, if the order is placed within the validity period The price quoted should be inclusive of all Central/State Government levies, taxes, sales tax, VAT, excise duty, custom duty, Service Taxes, insurance charges, etc. excluding Octroi/Entry Tax, which, if any, shall be paid as per the actual on production of relevant original documents Further, subsequent to the orders being placed/agreement executed, the Bidder shall pass on to Union Bank of India all fiscal benefits arising out of reductions in Government levies viz. sales tax, excise duty, custom duty, Service Tax, etc Bidders are required to quote price for 5 years covering all as defined in the Scope of the Work. This period will start from the date of successful operational and acceptance of all the systems and software by UNION BANK and going live the UNION BANK Website Insurance to cover of the all the systems and software of the Bank s Website should be done by the bidder with an IRDA approved insurance company. 13. PRELIMINARY SCRUTINY Bank will scrutinize the offers to determine whether they are complete, whether any errors have been made in the offer, whether required technical documentation has been furnished, whether the documents have been properly signed, and whether items are quoted as per the schedule. Bank may, at its discretion, waive any minor non-conformity 11 P a g e

12 or any minor irregularity in an offer. This shall be binding on all bidders and Bank reserves the right for such waivers. 14. CLARIFICATION OF OFFERS To assist in the scrutiny, evaluation and comparison of offers, UNION BANK may, at its discretion, ask some or all bidders for clarification of their offer. The request for such clarifications and the response will necessarily be in writing. If deemed necessary, the bidder is required to give presentation. 15. TECHNICAL INSPECTION AND PERFORMANCE EVALUATION Bank reserves its right to carry out a technical inspection and performance evaluation (bench-marking) of systems offered by short-listed bidders. 16. VERIFICATION Bank reserves the right to verify any or all statements made by the bidder in the tender document and to inspect the bidder s facilities, if necessary, to establish to its satisfaction about the bidder s capacity to perform the job. 17. TIME SCHEDULE The Bank would like to have the following time schedule for completion of the activities from the date of placement of orders. Delay in providing the Required Systems and Environment and going live of the Bank s Website and its sub domains may invite penalties for the bidders. 12 P a g e i. Providing the Required Systems and Environment : 5 weeks ii. Going live of the Hosting Bank s Website at DC and DR : 1 week after UAT However, the Bidder should specify minimum and maximum possible period for providing the Required Systems and Environment and going live of the Bank s Website required by them, if any. 18. ERASURES OR ALTERATIONS The offers containing unauthenticated erasures or alterations will not be considered. There should be no unauthenticated hand-written material, corrections or alterations in the offer. Technical details must be completely filled up. Correct technical information of the product being offered must be filled in. Bank may treat offers not adhering to these guidelines as unacceptable. 19. MODIFICATION AND WITHDRAWAL OF OFFERS The bidder may modify or withdraw its offer after its submission, provided that written notice of the modification or withdrawal is received by Union Bank prior to the closing date and time prescribed for submission of offers. No offer can be modified by the bidder, subsequent to the closing date and time for submission of offers. In the event of withdrawal of the offer by successful bidders, the EMD will not be refunded by Bank.

13 20. NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER Bank shall be under no obligation to accept the lowest or any other offer received in response to this tender notice and shall be entitled to reject any or all offers including those received late or incomplete offers without assigning any reason whatsoever. Bank reserves the right to make any changes in the terms and conditions of purchase. Union Bank will not be obliged to meet and have discussions with any bidder, and or to listen to any representations. 21. SHORT-LISTING OF BIDDERS Bank will create a short-list of technically qualifying bidders and the commercial offers of only these bidders will be opened. After opening Commercial Offers of the shortlisted bidders, if there is a discrepancy between words and figures, the amount indicated in words will prevail Format for Technical Offer/Technical Bid The Technical offer/technical bid must be made in an organized and structured manner as per Annexure V. 22. EVALUATION PROCESS Technical Evaluation will be based on details provided in Annexure V, Annexure VI and Annexure VII from eligible bidders as per eligibility criteria. However Bank, at its sole discretion, may not evaluate a Technical Offer in case of non-submission or partial submission of technical details. Any decision of Bank in this regard shall be final, conclusive and binding upon the bidder. The tender shall be evaluated the basis of Total Cost of Ownership after reverse auction process of the Dedicated Web Hosting Services for the Bank s corporate website and its sub domains with necessary Disaster Recovery and Backup facilities for a period of 5 years. For arriving at the Net Present Value, the following formula will be considered. Yearly Recurring Charges for the First Year Yearly Recurring Charges for the next 4 years. Discount Factor NIL 10% per annum The summation of calculated NPV (Net Present Value) of Total amount given in Annexure VIII for all 5 years will be considered as indicative TCO. 13 P a g e

14 23. AWARD CRITERIA The Contract, will be awarded to the bidder whose Commercial Offer has been determined to be the lowest evaluated offer on the basis of Total Cost of Ownership quoted in Reverse Auction. Bank has the right to negotiate with the Lowest Bidder. 24. SIGNING OF CONTRACT The successful bidder(s) shall be required to enter into a contract with Bank, within 15 days of the award of the tender or within such extended period as may be specified. 25. EARNEST MONEY DEPOSIT The bidder shall furnish Earnest Money Deposit of Rs.2,50,000/- in the form of Bank Guarantee issued by a Scheduled Bank other than Union Bank of India or Demand Draft from any Scheduled Banks, valid till 31st March PAYMENT TERMS All payments shall be released directly by the Bank to the Bidder except as otherwise provided in the tender. All payments by the Bank will be effected in Indian Rupees. Subject to any deductions from the Contract price as per Contract, the Bidder shall be entitled to receive the contract price as subscription charges quarterly as arrears against Original Physical invoice All the payments mentioned above shall be made by the Bank based on the certification by the Bank of the satisfactory services provided by the bidder All Bank Guarantees shall be by scheduled commercial Banks in India other than Union Bank of India and shall be irrevocable and enforceable in India The Bank will have the absolute right to encash Bank Guarantees if sufficiently convinced of negligence and lack of dedication to work on the part of the Bidder. 27. COMPLETENESS OF THE CONTRACT The contract will be deemed as incomplete if any component of the computer systems, software, network devices,firewall, etc., or any documentation / media relating thereto is not delivered, or is delivered but not installed and /or not operational or not acceptable to the Bank after acceptance testing / examination. In such an event, the supply and installation will be termed as incomplete and it will not be accepted. 28. PENALTY FOR DOWNTIME In case Bank s Website is down due to any failure of the systems and/or environment, the Bank Website should be live within 2 hours from the Bidder s Disaster Recovery Site for Bank s website with the zero loss RPO and RTO of 2 hours. In case bidder fails to meet the above standards of maintenance, there will be a penalty of Rs.10000/- per day and the same will be deducted from entitlement of the Quarterly contract price. Bank 14 P a g e

15 may also consider termination of the Contract as per provisions of termination clause mentioned in the contract. 29. LIQUIDATED DAMAGES FOR DELAYED SERVICES If the bidder fails to deliver contracted product(s), install/activate, and operationalise all of the equipments or fails to complete the work or does not perform the service(s) within the time schedule stipulated in the Contract, Bank, without prejudice to its other remedies under the Contract, deduct from the Contract price, as liquidated damages, a sum equivalent to 0.5 percent of the total consideration amount for each and every calendar day of delay, subject to a maximum limit of 5 percent of the total contract price. Such penalty will be deducted from the bills of the bidder OR from the Security Deposit. Bank may also consider termination of the Contract as per provisions of termination clause mentioned in the contract. 30. ORDER CANCELLATION Bank also reserves the right to cancel the order in the event of one or more of the following circumstances: Delay in delivery and installation beyond a period of 6 weeks from the date of purchase order. Breach by the tenders of any of the terms and conditions of the tender. If the Bidder goes into liquidation voluntarily or otherwise. In addition to the cancellation of purchase order, Bank reserves the right to forfeit the Security Deposit/ Performance guarantee submitted to Union Bank of India by the Bidder and delisting the bidder. 31. INDEMNITY TO UNION BANK OF INDIA The bidder shall indemnify Union Bank of India and keep indemnified against any loss or damage that the Bank may sustain on account of any violation of patents, trademark etc., by the bidder in respect of the products supplied. 32. GUARANTEES The computer systems must conform to the highest quality and standard. In case of system software / database / any other required utility software used for hosting services for Bank, the bidder should guarantee that the required software / applications / database supplied to the Bank is licensed and legally obtained. 33. END OF SALE The bidder is required to propose only those products which are not likely to go out of production within 2 years. However, in cases where the OEM decides to phase out any particular model, the bidder is required to substitute the product with another product (model with equivalent or better configuration at no extra cost to the Bank). In case of 15 P a g e

16 system software, the bidder shall supply the latest version available at the time of delivery at no extra cost to Bank. 34. COMPATIBILITY OF EQUIPMENTS SUPPLIED All the equipments proposed by the bidder shall be compatible with the latest version of Operating System and World Wide Web Consortium (WWWC) compliance. 35. AUTHORIZATION OF SIGNATURE The person who is signing the contract on behalf of the company should be Authorized signatory as per their Board Resolution. Copy of the board resolution should be attached. 36. FORCE MAJEURE The bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that it s delay in performance or other failure to perform its obligations under the contract is the result of an event of force Majeure. For purposes of this Clause, "Force Majeure" means an event beyond the control of the Bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include, but are not limited to, Acts of God or of public enemy, acts of Government of India in their sovereign capacity, acts of war, act of Bank in fires, floods and freight embargoes. If a Force Majeure situation arises, the bidder shall promptly notify Union Bank of India authorities in writing of such conditions and the cause thereof within twenty calendar days. Unless otherwise directed by Bank in writing, the Bidder shall continue to perform its obligations under the Contract as far as it is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. In such a case, the time for performance shall be extended by a period(s) not less than the duration of such delay. If the duration of delay continues beyond a period of three months, Union Bank and the bidder shall hold consultations with each other in an endeavor to find a solution to the problem. Notwithstanding above, the decision of Bank shall be final and binding on the bidder. 37. RESOLUTION OF DISPUTES Bank and the bidder shall make every effort to resolve amicably, by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the contract. If after thirty days from the commencement of such informal negotiations, Bank and the bidder have been unable to resolve amicably a contract dispute, 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. 16 P a g e

17 38. JURISDICTION The jurisdiction of the courts shall be Mumbai. 39. ACCEPTANCE TEST The selected bidder in presence of the Bank authorized officials will conduct acceptance test at the bidder s DC and DR site. The test will involve installation and commissioning and successful operation of the solution offered. No additional charges shall be payable by the Bank for carrying out these acceptance tests. 40. AUDIT The Bank may, at its discretion, audit the software, books and services of the Bidder by its external / internal / RBI / Ministry auditors. The Service Provider will facilitate the same without any demur. The Bidder shall, whenever required, furnish all relevant information, records, and data to inspecting officials of Bank and the external / internal / RBI / Ministry auditors. The Bank reserves the right to call for any relevant material information/report. Bank will provide the information in advance to the service provider for the same The Bidder should get the activities and or functions audited from time to time as per the requirements of the Bank, NPCI, Reserve Bank of India or any other statutory body, where ever applicable. Cost of such audit should be borne by the Bidder throughout the period of agreement. The audit will include VAPT for system, application, database, hardware, network etc. to be performed. Quarterly DR drill is to be conducted. Bidder should submit above audit report internal/ external/ third party on quarterly basis or as on demand by the bank The Successful Bidder should submit the audited Balance Sheet every year to Bank for annual review during the contract period. 41. HELP DESK Bidder should have help desk and provide single point of contact to Bank to resolve customer complaints/reconciliation/certification/testing / refund etc. issues. Help desk should be available 24*7*365 days to attend the problems. 42. COMPLIANCE MATRIX The Bidder shall give the information in respect of compliance as per format given in the Annexure - VII Deviations from Technical Specifications or Terms and Conditions of the Tender for the above proposal. 17 P a g e

18 PART-I: TECHNICAL BID ANNEXURE I SPECIFICATIONS FOR DEDICATED UNION BANK WEB SERVER AND SERVICES Sr. Items Required Specifications Offered No. 1. Web, App & DB Server 3 Separate Servers (Web/APP/DB) for DC and DR each Make and Model All Product Brochures, Manuals must be submitted Type Rack Mountable, Processor 2 X Intel Xeon Processor E v4 or Latest Memory 64 GB RAM Storage 1 TB of RAID 5 Total Hard Disk Space for use of the Website. RAID Controller RAID Controller providing 0 to 5 RAID protection Optical Drive DVD R/RW Power Supply and Fans N+1 Redundant Power Supply N+1 Redundant Fans Ethernet Card Dual Port Gigabit NIC, 2 IP Addresses 2. Operating System Operating System Microsoft Windows Server 2012 Enterprise Edition - 64 bits Edition, IIS Web Server 8.0 or above, Virtual Network Computing (VNC). 3. Database MS SQL 2016 Enterprise Edition 64 bits, 4. Shared Web Application Firewall Firewall (WAF) - Recommended IMPERVA shared services Shared Firewall with IPS, IDS monitoring, DDOS protection 5. Bandwidth Bandwidth 250 GB data transfer 100 MBPS uplink Latest patches and updates, OS hardening 6. Latest patches and updates, OS hardening. 7. Hosting Services Hosting Services 8. The 24X7*365 days The 24X7X365 days 18 P a g e

19 Monitoring and Managing Services Monitoring and Managing Services also includes but not limited to the Operating System Management, Data Base Management, Log Monitoring & Log Management, Server Management, Network Management, Firewall Management, Patch Management, Change Management, Disaster Recovery and Backup Management. 9. Any other services Any other Services 10. Disaster Recovery and Backup Server and Services for Dedicated Union Bank Servers and Services with Zero Loss RPO and RTO of 2 hours 11. Any other Item Disaster Recovery and Backup Server and Services for Dedicated UNION BANK Servers and Services with Zero Loss RPO and RTO of 2 hours 19 P a g e

20 ANNEXURE - II DOCUMENTS FOR ELEGIBILITY CRITRERIA Sr. No. Eligibility Criteria 1 The bidder must be a registered company in India under the Companies Act 1956 having its registered office in India 2 The bidder should have reputed background and should be established in Hosting Services business at least for 3 years. Document Requested Copy of the Letter of Incorporation / registration Experience certificate/pur chase Order from the institution where services are offered. Details Reference Page No. Remarks Supporting Document Provided by bidder 3 The bidder should be a profit (profit after tax) making company in the last 3 Consecutive financial years. 4 The bidder should be a financially sound company. It should enclose a certificate from Statutory Auditors / Scheduled Commercial Bank of the Company about financial soundness of the company 5 The bidder should have executed at least 3 projects of hosing Web Sites including supplying Servers, System Software, firewalls, network bandwidth, etc., to at least three financial institutions in India. P&L Statement for the financial years Audited balance sheet for the financial years Documentary evidence for the same to be submitted. 20 P a g e

21 6 The Bidder should be ISO 9001, 27001, , Business Continuity Management System BS or similar certifications from similar institutions certified. 7 The Data Centre should be Tier IV Standards as defined by Uptime Institute or similar certifications from similar institutions. 8 Bidder should have 24*7*365 days helpdesk support system in place anywhere in India. 9 The Bidder should not have been blacklisted / debarred by any Bank(s)/Financial Institutions in India in the last three years. Documentary evidence for the same to be submitted. Documentary evidence for the same to be submitted Contact Details & locations. The Bidder has to submit self certification on their letterhead Authorized Signatories (Name & Designation, seal of the company) Date: 21 P a g e

22 ANNEXURE III COMPANY PROFILE Details filled in this form must be accompanied by sufficient documentary evidence, in order to verify the correctness of the information. Sr. Item No. 1. Name of Company 2. Date of registration of the Company 3. Date of commencement of Business 4. Postal Mailing Address 5. Name, designation, Tel, Mobile, of 2 officials authorized to make commitments to the Bank 1. Details Turnover of the company (not of group) Brief description of financial strength of the Company (Certificate from Statutory Auditor to be attached ) 8. Sales Tax Number 9. Income Tax Number 10. Whether direct manufacturer or authorized dealers 11. Brief Description of after sales service facilities available with the bidder 12. ISO 9001, 27001, , Business Continuity Management System BS or similar certifications from similar institutions for Bidder (enclose copies) 13. Tier IV Standard Certification as defined by Uptime Institute or similar certifications from similar institutions for the Data Centers. (enclose copies) 14. Market share of the Company in providing Hosting Services as per Standard Marketing Research Bureau for Hosting Services similar Government agencies. Signature: (Name & Designation) Date: 22 P a g e

23 ANNEXURE IV DETAILS OF LAST 3 PROJECTS FOR HOSTING FINANCIAL INSTITUTIONS WEBSITES (DOCUMENTARY EVIDENCE OF EACH OF THE PROJECT SHOULD ALSO BE ENCLOSED) Sr. No. Name of the Client, e- mail id, Tel. No., Address Servers Services 1. Qty Amt in Rs. Name Amt in Rs Signature (Name & Designation) Date: 23 P a g e

24 FORMAT OF THE TECHNICAL PROPOSAL ANNEXURE V To provide uniformity and to facilitate comparison of Quotations, all information submitted must clearly refer to the page number, section, or other identifying reference in this RFP. All information submitted must be noted in the same sequence as mentioned below. Based on requirement, service providers may include sections/appendices/annexure. Section Number Title of the Section Subsections Nil Cover Page Nil Nil Covering letter Nil Nil Table of contents Nil 1. Compliance Table & Reference Nil 2. Executive summary 2.1 Objective 2.2 Scope of work 2.3 Solution 2.4 About Company 2.5 Board Resolution for authorized signatory 2.6 Value Proposition 2.7 List of Certifications 3. About the company 3.1 About Company 3.2 Locations 3.3 Human Resource Strengths 3.4 Alliances 3.5 Certifications 3.6 Third Party Recognitions 3.7 List of BFSI and other Clients 3.8 Know Your Employee (KYE) as per Annexure XI 4. Key Qualifications to Perform 4.1 Qualifications to execute this project 4.2 Qualification and Experience in Providing Website Hosting 5. Differentiators 5.1 Key Differentiators with respect to competitors 6. Scope of work 6.1 Understanding of the scope 6.2 Activities out of Scope 7. Solution Architecture 7.1 Proposed Solution 7.2 Assumptions 24 P a g e

25 8. Support Framework 8.1 Support Frame work 8.2 Tools used 8.3 Incident management Process 8.4 Escalation Process 8.5 Help Desk Details 9. Case Studies 9.1 Case studies in Banking and Financial Sector 10. References 10.1 Three contactable reference to be provided based on details given in Annexure IV 11. Pricing terms & conditions (without commercials) 11.1Terms & conditions 11.2 RA Compliance as per Annexure X(A) & Annexure X(B). 25 P a g e

26 DATACENTER QUESTIONNAIRE ANNEXURE VI Sr. No. Question Requirement Bidder s Response Facility Details Location and Address of the proposed Datacenter Sign board outside the Datacenter Nearest Railway Station and Distance in Kms Nearest Bus station and and Distance in Kms No sign board should be present Nearest Hospital and Distance in Kms Nearest Airport and Distance in 6. Kms Since how long the DC is operational Standards according Uptime Institute or similar organization Any down time since the inception -- Tier IV or Similar or similar certifications % uptime 10. If yes, reason for down time Seismic Zone Building type 12. Standalone Is the building built exclusively for DC operations? Occupancy type Whether the DC is located in a major commercial area? -- Single Tenancy List of pollution No pollution 26 P a g e

27 making/chemical industries in the vicinity? /Chemical industries must be present 17. Raise floor height Total Area (Sq. ft.) Floor to floor height Raised Floor to Ceiling height Raised Floor Height Raised Floor Loading capacity Racking & Cabling standards Availability of Space with expansion capability Contiguous space availability 25. Readily available space in Sq.ft Seismic protection -- implemented 27. Roof space for mounting -- customer equipment such as microwave antenna 28. Height of the DC from sea level -- in fts 29. Height of the DC from ground -- level in fts 30 Announcement System Parking Space availability for -- Crane / other vehicles 32. Measures taken to Protect from floods Mandatory Air Conditioning 33. AC Type & Redundancy Min N Cooling Mechanism Temperature Nominal Set Point 22 ± 1 C 36. Humidity Nominal Set Point 50% +/- 5% Power Feed 37. Power Feed Dual 38. Sanctioned load Transformer Capacity Diesel Generator capacity Primary and Standby 41. UPS N+N redundancy 42. UPS type (static or Dynamic) 43. Battery Backup duration Minimum 15 min on full load with N+N redundancy 44. Fuel Storage Standard Power per Rack Running Datacenter on DG Min 96 hours 47. Power supply to racks N+N Redundancy 48. Standard power availability to the Rack P a g e

28 49. Thermal Power Mapping of Data -- Centre 50. Power Outage Protection -- Fire Protection 51. Fire suppression systems type HFC227ea 52. Suppression Mode (Auto or Manual) -- Access Control & Telecom 53. Type of access control to server hall Proximity access/bio metric 54. Type of access control to critical areas Proximity access/bio metric 55. Whether CCTV Cameras -- installed 56. Video recording storage -- duration 57. Availability 24*7 Guards Availability of Smoke Detection -- Alarms 59. Is the Datacenter is carrier Carrier Neutral neutral? Please list the telecom carriers/isps present at our Datacenter 60. Minimum two independent MUX rooms to be present -- Others 61. Rodent/Pest control measures Measures taken to Prevent from -- Rusting 63. Physical access (security) No of staging rooms Availability of Managed services Whether DC is located in a fire -- hazard area. If yes, please provide details. 67. Measure taken to protect from -- terrorism/riots 68. Back-to-Back tie-up with petrol -- pump to supply fuel as required 69. Cooking should not be allowed. Please provide details of pantry & kitchen in the Datacenter premises 70. Water Level Detection system P a g e

29 ANNEXURE VII Deviations from Technical Specifications or Terms and Conditions of the Tender Deviations from Technical Specifications or Terms and Conditions of the Tender Sr. No Tender Document Clause Technical Specifications or Terms and Conditions in Tender Document Deviation Offered Reasons and Whether Deviation adds to the operational efficiency in the case of the systems Note: i. Above information in detail should be furnished separately for each of the items offered. ii. The information should also be furnished in case of deviations from any of the terms and conditions of the tender document. iii. If any deviations from the technical specifications are warranted, reasons for such variations should be specified. iv. Whether such variations add to improvement of the overall performance of the systems, if any, should be specifically mentioned and supported by relevant technical documentation as required above. Signature (Name & Designation) Date: 29 P a g e

30 PART-II INDICATIVE COMMERCIAL BID ANNEXURE VIII Commercial proposal needs to be submitted as a separate document (In the Envelope) in the format below: Sr. Parameter No. 1. Web Server as per Part I: Technical Bid 2. Operating System, IIS Web Server, VNC, SFTP 3. Database 4. Shared Firewall -WAF 5. Shared Firewall With IDS, IPS Monitoring, DDOS Protection 6. Bandwidth 7. Latest patches and updates, OS hardening. 8. Hosting Services 9. The 24X7X365 days Monitoring and Managing Services 10. Any other Services 11. Disaster Recovery and Backup Server and Services for Dedicated Web Server and Services with Zero loss RPO and RTO of 2 hours 12. Any Other Item Total Yearly Charges Amount in Rs. Year - 1 Year - 2 Year - 3 Year - 4 Year P a g e

31 ANNEXURE IX BUSINESS RULES FOR REVERSE AUCTION 1. APPLICABILITY: 1.1. Reverse Auctions are carried out under the framework of rules that are called Business Rules All bidders participating in Reverse Auction shall understand/accept and give an undertaking for compliance with the same to the Bank in the prescribed format Exhibit-A Any bidder not willing to submit such an undertaking shall be disqualified for further participation respecting the procurement in question. 2. ELIGIBILITY: 2.1. Only bidders who are technically qualified and who submit the prescribed undertaking to the Bank alone can participate in Reverse Auction relevant to the procurement for which RFP is floated. 3. COMPLIANCE/CONFIRMATION FROM BIDDERS: 3.1. The bidders participating in Reverse Auction shall submit the following duly signed by the same Competent Authority who signs the offer documents in response to the RFP: Acceptance of Business Rules for Reverse Auction and undertaking as per format in Exhibit-A Agreement between service provider and bidder. (This format will be given by the service provider prior to announcement of Reverse Auction.) Letter of authority authorising the name/s of official/s to take part in Reverse Auction as per format in Exhibit-B. 4. TRAINING: 4.1. The Bank will facilitate training for participation in Reverse Auction either on its own or through the service provider for the Reverse Auction Where necessary, the Bank/service provider may also conduct a mock reverse auction to familiarize the bidders with Reverse Auction process Any bidder/bidder not participating in training and/or mock reverse auction shall do so at his own risk and it shall not be open for him to make any complaint/grievance later. 31 P a g e

32 5. TOTAL COST OF OWNERSHIP (TCO): 5.1. TCO refers to the aggregate amounts payable by the Bank for transfer of ownership TCO shall encompass but not be limited to the following: Cost of the equipment/product or services License fee (Corporate or user specific as defined in RFP) including OS/Data Base/Application licenses) All existing taxes (including sales tax/vat, service tax etc.), duties and levies Installation and commissioning charges, if any The prices should include the comprehensive onsite warranty maintenance of the equipments covering all components, services, and visits to the concerned offices as specified in the RFP Annual Maintenance Charges for the period as specified in the RFP Transportation and Forwarding charges to respective sites Training costs for the product/service/equipment if and as defined in RFP Service Level Agreement (SLA) costs as defined in RFP for applicable period Facility Management/infrastructure support costs as defined in RFP Insurance to cover the equipment for and from transit period till installation and proper handover process is completed The TCO shall be arrived at after deducting buy back costs involved and if/as defined in the RFP TCO, however, shall not include variables of octroi and entry tax. These shall be paid as per actuals and on production of receipts. However, no penalties respecting octroi or entry tax shall be paid by the Bank and the bidder shall bear such expenses. 6. DATE/TIME FOR TRAINING: 6.1. The Venue, Date, Time etc. for training in Reverse Auction shall be advised at the appropriate time The Bank shall endeavour to fix such Date/Time at mutual convenience to the bidder/s, service provider and the Bank No request for postponement/fixing of Training Date/Time shall be entertained which in the sole view and discretion of the Bank might result in any avoidable delay to either the Reverse Auction or the whole process of selection of bidder. 32 P a g e

33 7. DATE/TIME OF REVERSE AUCTION: 7.1. The Date and Time of commencement of Reverse Auction as also Duration of Reverse Auction Time shall be communicated at least 7 working Days prior to such auction Date Any force majeure or other condition leading to postponement of auction shall entitle the Bank to postponement of auction even after communication, but, the Bank shall be obliged to communicate to all participating bidders the postponement prior to commencement of such Reverse Auction. 8. CONDUCT OF REVERSE AUCTION: 8.1. The Reverse Auction shall be conducted on a specific web portal meant for this purpose The Reverse Auction may be conducted by the Bank itself or through a service provider specifically identified/appointed/empanelled by the Bank. 9. SERVICE PROVIDER S ROLE & RESPONSIBILITIES: 9.1. In all Reverse Auctions conducted by the Bank through a Service Provider, the Bank shall enter into a separate agreement clearly detailing the role and responsibilities of the service provider hosting the web portal for the Reverse Auction For creating necessary obligations and rights, the service provider will also enter into an agreement with each bidder as per a format designed by him for this purpose. The Bank shall resolve any points/issues concerning such agreement of bidder and service provider While a Service Level Agreement (SLA) by the bank with the service provider is an arrangement for smooth and fair conduct of the Reverse Auction, the Bank shall be directly responsible to bidders for fair and transparent conduct of Reverse Auction The service provider at the end of each Reverse Auction shall provide the bank with all details of the bids and reports of reverse auction The service provider shall also archive the data pertaining to the Reverse Auction for a minimum period of 3 years. 10. TRAINING AND AUCTION: 33 P a g e

34 10.1. Service provider / auctioneer is responsible for conduct of adequate training to all technically qualified bidders representing the reverse auction and bidding process Each bidder / bidder shall participate in the training at his / their own cost Wherever it is considered necessary and asked by the bidders or as decided by the auctioneer or by Bank a mock auction may also be conducted for the benefit of all concerned Authorised representatives of the bidders named in the authorization letter given by the bidder (Exhibit-B) shall be given unique user name, password by the service provider / auctioneer Each bidder shall change the password and edit the information in the registration page after receipt of initial password All the bids made from the login ID given to bidder shall ipso-facto be considered bid made by the bidder / bidder to whom login ID and password were assigned by the service provider / auctioneer Any bid once made through registered login ID / password by the bidder / bidder cannot be cancelled. The bidder, in other words, is bound to sell the Offering as per the RFP at the bid price of TCO Every successive bid by the bidder / bidder being decremental bidding shall replace the earlier bid automatically and the final bid as per the time and log-in ID shall prevail over the earlier bids The Bank shall conduct the reverse auction as per the Standard English reverse auction, that is, no two bids can have identical price from two different bidders. In other words, there shall never be a Tie in bids. 11. PROXY BID: A proxy bid is one where bidder can submit the lowest bid amount by him in strict confidence to the system directly. This obviates the need for him participating in the bidding process until the proxy bid amount is decrementally reached by other bidders When proxy bid amount is reached, the bidder has an option to revise the proxy bid amount or he can prefer to start participating in bidding process Since it is an English auction with no ties, two bidders submitting identical proxy bid amount and succeeding in auction simultaneously does not arise. 34 P a g e

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