REQUEST FOR PROPOSAL (RFP) For Engagement of IT Consultant For HEALTH INSURANCE TPA OF INDIA LTD.

Transcription

1 REQUEST FOR PROPOSAL (RFP) For Engagement of IT Consultant For HEALTH INSURANCE TPA OF INDIA LTD. Page 1 of 23

2 CONTENTS 1. Introduction 2. Duration of the Contract 3. Scope of Work 4. Eligibility Criteria 5. Evaluation and Selection - Process and Criteria 6. Guidelines for RFP Preparation and Submission 7. Confidentiality 8. Jurisdiction 9. Force Majeure Clause 10. Disclaimer Annexures A. Model Format for Technical Bid B. Model Format for Commercial Bid C. Model Format for the Forwarding Letter of the Complete RFP Documents Page 2 of 23

3 1. INTRODUCTION 1.1Health Insurance TPA of India Ltd (hereinafter referred to as HI-TPA) has been incorporated as a Third Party Administrator Company and is a joint venture of public sector general insurance companies National Insurance Co. Ltd, New India Assurance Co. Ltd, Oriental Insurance Company Ltd, United India Insurance Co. Ltd and General Insurance Corporation of India Ltd The Company is expected to have the capability to manage all aspects of claims arising out of HI policies underwritten by an insurer company, as per global industry practices. This would involve both technical and medical management of claims. 1.2Health Insurance (HI) has emerged as one of the largest segments in the general insurance industry in India. During , gross underwritten HI premium was about Rs.15,000 crores. This segment is expected to register very high growth during the current decade and beyond. 1.3 By way of illustration, technical management of claims would include: enrolment of policy holders, pre-authorization of cashless claims, techno-medical adjudication of claims (including fraud detection), payment processing, reimbursement of claims and customer servicing (including grievance management). Medical management would inter alia include all aspects of: building and managing an effective and efficient healthcare provider network, provider and pharma cost management, quality assurance of healthcare providers including on-site physical verifications wherever needed, management of case histories (for both individual and group clients), disease management (including accident cases), Wellness Programs,MIS/Analytics and sharing of claims experience and knowledge with the insurers to enable them to design and price their HI policies better. The above description is only illustrative. HI-TPA would, subject to applicable laws, discharge all other functions and responsibilities as are deemed to be incidental to effective discharge of its broad responsibilities as per global best practices. 1.4 HI-TPA realizes that to achieve the above it would need to have in place a highly advanced Information Technology (IT) system of global standards. The information technology (IT) platform on which the above organizational processes will be run would form the backbone of the Company and should incorporate the latest available technologies worldwide to ensure seamless customer service of the highest order to the millions of health insurance policy holders. 1.5 Proposals are hereby invited from reputed and eligible consulting firms who have operations in India to help set up the IT platform. Detailed terms and conditions to be complied with by the applicant Page 3 of 23

4 including the eligibility criteria, scope of work, evaluation and selection criteria are described hereinafter in this RFP (Request for Proposal) document. 1.6 It is made clear that participation in this RFP process by any applicant(s) does not create any rights or obligations between the HI-TPA and the applicant(s). Further, HI-TPA reserves the right to cancel the RFP process at any stage without assigning any reason. 2. DURATION OF THE CONTRACT 2.1 Duration of the contract with the selected consultant (hereinafter referred to as the Consultant ) shall be 12 (twelve months) during which time the Consultant is to deliver to the satisfaction of HI-TPA all outcomes as are required to be delivered as per the Scope of Work (Section 3) defined hereinafter. 2.2 HI-TPA shall retain the sole discretion and right to extend the services of the Consultant for another 6 months (beyond the originally stipulated 12-month period) on payment of a proportionate fee based on the structure of fee and other relevant conditions as are stipulated in the original contract to be signed with the Consultant. HI-TPA may seek, if required, the Consultant s service for a further period beyond 18 months on mutually agreed terms and conditions. 3. SCOPE OF WORK 3.1 Preamble The scope of work of the Consultant would involve end-to-end implementation of the IT project assignment which would inter alia cover the following areas (as broadly defined) and would include all matters, activities, and/or actions as may be incidental to and necessary for effective discharge of the end to-end project implementation responsibility of the Consultant. Whilst the scope is not limited to this, it is expected that the Bidder prepares a document which builds on the same and presents their competencies in these areas. The Consultant is required to provide the following services: Understand broad level business requirement of Health Insurance TPA of India Ltd. The Consultant shall assist HI-TPA in preparing a comprehensive and cohesive IT Roadmap with specific Milestones & Timelines. Preparation of requirement specifications for new initiatives including infrastructure. Develop budgetary cost estimation for each Application / Activity / Initiative Prepare detailed action plan / schedule, RFP including selection criteria / evaluation criteria Page 4 of 23

5 and bidding process in each case after thorough research. Assist HI-TPA in completing tendering process. Drafting and scrutiny of Contracts including SLAs for signing and execution of the same with the successful bidders. The consultant will be required to assist HI-TPA in selecting the System Integrator / implementing vendors through Request For Proposal (RFP) tendering process as per CVC guidelines followed by PSUs. The creation of the RFP will be preceded by an extensive requirements gathering exercise aimed at defining the scope of work of the System Integrator / implementing vendor resulting in the creation of the Functional Requirement Specification (FRS). After a System Integrator / implementing vendor is selected, the consultant will be required to support HI-TPA in monitoring the implementation of the project. The primary responsibility of the consultant will be to assist HI-TPA in planning and managing the implementation of the Systems in accordance with the envisaged framework in HI-TPA proposals approved by Competent Authority of HI-TPA. The consultant shall deploy such personnel, who have professional knowledge and experience of similar projects for different projects under the scope and should undertake to maintain the composition of the project team for the duration of the project. The following list is indicative of the services required and the Bidder will be expected to include these and other related and necessary activities in their final proposal. The role of the consultant should be advisory and recommendatory and final authority will be with HI-TPA only: Category I: 1. Software Application selection for Health Insurance TPA of India Limited 2. ERP including Finance & Accounts, Payroll and Human Resource Management system (HRMS) 3. Enterprise Content Management (Document Management System) 4. Web Portal 5. Mobile Applications 6. Management Reporting System 7. Customer Relationship Management System (CRM) 8. Grievance Management System Page 5 of 23

6 Category II: 9. Contact Center Management 10. Network Setup & maintenance 11. Setting up of IT Infrastructure at DC/DR for HI-TPA and Data center management. 12. Implementation of security standards ISO27001 in DC/DR and certification thereon Category III: 13. Formulation of Business Continuity Plan (BCP) for the Company Each Project as listed above will be implemented in the following 4 phases: Phase I - Finalization of requirement proposals Phase II - Request for Proposal (RFP) creation Phase III - Bid Process Management Phase IV Implementation support 3.2 Phase I - Finalization of requirement proposals The consultant will be required to: Finalize the requirement based on the HI-TPA-approved proposal. This will require discussions with the associated departments, which are responsible for using the system services Change Management - The consultant will also recommend the appropriate change management strategy and communication plan, including training needs of the departmental functionaries Prepare the Functional Requirement Specifications (FRS) for the applications. 3.3 Phase II - Request For Proposal (RFP) Creation In order to suitably address specific requirements of the project the consultant shall prepare the RFP, based on the basic requirement provided by HI-TPA. The RFP document for selection of System Integrator/Implementing Vendor will be approved by Page 6 of 23

7 HI-TPA. The operation and maintenance support from the System Integrator/Implementing Vendor for a minimum period of 5 years has to be factored in the RFP. The following is the broad structure of the RFP to be prepared by the consultant: Instructions to bidders The consultant shall formalize and document a set of instructions to the bidders Bid Evaluation Framework - In accordance with the above the consultant will formalize a bid evaluation framework consisting of technical and commercial evaluation criteria General Conditions of Contract Scope of services/work - Based on the high level FRS document the consultant shall prepare the Scope of Services/work/deliverables and the exclusions Bills of Material The consultant will be required to study, examine the requirements of HI-TPA and convert the requirements stated there in to detailed Bills of Material The Bill of Material for the Infrastructure along with the networking / connectivity including bandwidth requirement shall be prepared and finalized by the consultant Service Level Agreement - The consultant shall draft the final set of Service Level Agreements (SLA) defining the services/infrastructures to be provided by the System Integrators/Implementing Vendors and the associated penalty clauses Prepare Master Services Agreements for every project It is envisaged that the consultant may be required to visit various locations. 3.4 Phase III - Bid Process Management After preparing the RFP, the consultant shall be required to assist HI-TPA in managing the entire bid process of selecting the Bidder. An indicative list of various activities envisaged to be carried out by the consultant during the Bid Process phase is provided below: Assist HI-TPA in publishing the Open Tender Document Manage the pre-bid conference Manage the interaction with Bidders Issue response to queries received from Bidders during the pre-bid conference. Page 7 of 23

8 3.4.5 Issue of corrigendum or modifications to the tender document, based on the pre-bid conferences Evaluate Bids based on Technical evaluation criteria, in conformity with the RFP prepared in Phase II Assist HI-TPA in the techno-commercial evaluation exercise Prepare the final techno-commercial evaluation matrix, grading all the participating Bidders as per the technical and financial evaluation criteria, to enable final selection by HI-TPA Assist HI-TPA in execution of contract agreement with the successful Bidder (System Integrator/implementing Vendor). 3.5 Phase IV - Implementation Support The consultant is required to assist HI-TPA during the implementation of the project by the successful bidder (System Integrator/implementing Vendor). An indicative list of activities to be covered during implementation support phase is provided below: Assist HI-TPA in approving the detailed Software Requirement Specification (SRS) prepared by the System Integrator/implementing Vendor. This is a pre-requisite to commencement of implementation by System Integrator/implementing Vendor Supervision of overall project implementation (including change management for each project) The consultant shall liaise with the System Integrator/implementing Vendor to monitor the development, training and roll out of the projects The consultant shall coordinate with all stakeholders for successful implementation of the projects The consultant shall assist HI-TPA in certifying the supply/delivery of hardware/equipment, their installation and integration as required, for each project as per the requirements and bill of material indicated in respective RFP document. Page 8 of 23

9 3.5.6 The consultant shall assist HI-TPA in periodical review of the project plans and progress made The consultant shall monitor quality of deliverables. The consultant shall assist HI-TPA in getting the applications/solutions certified as per industry standards. The consultant shall assist HI-TPA in getting the applications/solutions complied with the regulatory requirements The consultant shall prepare periodic reports on monitoring and evaluation of the project objectives and enforcement of SLA with successful Bidder. The consultant shall track the project issues, risks and report to HI-TPA. Escalate any major issues/concerns delaying the project progress The consultant shall interact with HI-TPA on regular basis for any exception/changes or addition to the scope The consultant shall assist HI-TPA in conducting the final UAT of the solutions. The Consultant shall plan its activities in such a manner that HI-TPA is able to make pilot launches within 6-12 months from award of the contract and to start its regular commercial operations soon after. To summarise the Consultant would be required to develop a RFP (Request for Proposal) document for evaluation and selection of a System Integrator (SI) who will be responsible for establishment of the IT Platform. Development of RFP should be done through a process of detailed deliberations which would include articulation of an IT strategy to develop the IT platform needed to support major organizational processes. All major processes and intra- and inter- organizational linkages should be mapped to the various components of the IT Platform and these maps should be well-documented. A comprehensive architectural design of the IT Platform with all its components (hardware, DC/DR, software, ERP modules and other applications like those related to business analytics and MIS for Management Control System, fraud detection, knowledge management system, and multi-channel interfaces with customers, health care providers, insurers, and other stakeholders) should be prepared keeping in view the global best practices. Page 9 of 23

10 This design should be developed through a process of detailed deliberations wherein various alternative design choices should be presented and evaluated. The RFP document so prepared should clearly encompass the above. At post-rfp stage, the Consultant will be required to assist HI-TPA in all stages from bidder evaluation and selection of the SI up to and including drafting and signing of Service Level Agreement (Post-SLA, the Consultant will be responsible for ensuring performance of the selected SI as per the SLA signed. 4. Eligibility Criteria for Pre-Qualification of Bidders Sr. No. Pre-Qualification Criteria Reference Details / Documentary Evidence 1 The bidder should be a Company registered under the Indian Companies Act, 1956 and should have its registered offices in India. It should also be registered with the Service Tax Authorities, and should be registered with the appropriate authorities for all applicable statutory taxes/duties, and should have been in operation for the last five years. 2 The bidder should be an individual organization. Consortium shall not be allowed. 3 The bidder would undertake not to sub-contract / outsource any part of the work without HI-TPA permission. 4 The Bidder must be a reputed and experienced company operating in the field of IT Consultancy/ IT Advisory practice for at least 5 years as of 31st March The responding firm must have on its rolls consulting staff of at least 100 technically qualified personnel in the area of consulting services for IT related projects including IT infrastructure, IT security, IT procurement, e-business, Program / Project Management and who shall be relevant degree holders and shall possess prior experience in providing the above consultancy services. as on March 31, And The responding firm must have on its rolls at least 20 technically qualified IT consulting staff with proven experience of at least 5 years in the area of consulting services for IT related projects including IT infrastructure, IT security, IT procurement, e-business, Program / Project Management and who shall be relevant degree holders and Certificate of Incorporation / Any other relevant document Undertaking Memorandum & Articles of Association should be attached, and Work orders confirming year and Area of activity/supporting documents Certificate from Head (HR) or company secretary or designated official of the responding firm for number of technically qualified professionals employed by the company and appropriate supporting undertakings. Certificate from Head (HR) or company secretary or designated official of the responding firm with Names and brief Profile of 20 technically qualified Page 10 of 23

11 shall possess prior experience in providing the above consultancy services as on March 31, The responding Firm / Company should have been profitable in at least two (2) of the last three(3) financial Years (FY 12-13, FY 11-12, FY 10-11,) as revealed by Audited Accounts/ certified balance sheet. 7 The responding firm / Company should have a turnover of at least Rs 100 Crores from consulting operations in India. 8 The Bidder must have completed/undertaken atleast 2 consultancy assignments in IT Advisory and Consultancy involving design of Enterprise IT systems (application software and hardware), designing and architecting Enterprise wide IT solutions in the last 5 years, in large Indian Enterprise( annual turnover of Rs.500 crore)/indian PSU/ Indian Government environment. professionals employed by the company and appropriate supporting undertakings. Copy of the audited profit and loss account/ balance sheet/ annual report of the last three financial years or a Certificate from designated official of the responding firm stating the financial details. Copy of the audited profit and loss account/ certified balance sheet/ annual report of the last three financial years. Attach work orders/ certificates specifying completion OR satisfactory work in progress OR Reference Details on the Bidder s Letterhead with Contact Details for reference. 9 The Bidder must have completed/undertaken at least 1 consultancy assignment involving Program Management of a large Indian Enterprise(annual turnover of Rs.500 crore )/ PSU/Government IT implementation in the last 5 years. Attach work orders/ certificates specifying completion OR satisfactory work in progress OR Reference Details on the Bidder s Letterhead with Contact Details for reference. 10 The consulting firm or its subsidiaries if selected will not be eligible to participate in any tender in connection with the implementation of system integration or hardware or software solution, implementation services or providing facility management services as an outcome of scope of this RFP. 11 Power of Attorney Copy of Power of Attorney in the name of the Authorized signatory or submission demonstrating that the representative has been duly authorized to sign. 12 The Bidder must have completed/undertaken atleast 2 consultancy assignments in the last 5 years, in the Banking,Financial Services and Insurance Sector of which atleast one should be for an Insurance Company. Attach work orders/ certificates specifying completion OR satisfactory work in progress OR Reference Details on the Bidder s Letterhead with Contact Details for reference. Page 11 of 23

12 5. EVALUATION AND SELECTION - PROCESS AND CRITERIA The consulting firm meeting the minimum eligibility criteria who intends to respond to the RFP (hereinafter called Applicant ) is required to submit its proposal in two separate parts, namely, a technical bid and a commercial bid in 2 (two) separate and properly marked sealed envelopes. The submission procedure is described in detail in Section Technical Bid For preparation of the Technical Bid and choosing the items on which adequate details are to be furnished therein, the Evaluation Criteria (hereinafter described in sub-section 5.4) may be used as broad guidelines. It should inter alia adequately cover the following items: a) All relevant details to establish the Applicant s credentials for undertaking the project. b) All relevant details about similar and/or closely related consultancy projects undertaken by the Applicant during the last 5 (five) years (as on 31/03/2013). c) The Applicant s overall approach to execute the tasks described under Scope of Work (Section 3) including clear articulation of the deliverables, milestones, and timelines for each specific area/item mentioned therein. d) Size, composition, and structure of the Project Team that the Applicant proposes to deploy for effective and timely execution of the project. Qualification, area of expertise, and consulting experience in relevant areas should be indicated for each team member. 5.2 Commercial Bid Commercial Bid should quote a consolidated amount (in Indian rupees) that the Applicant proposes to charge for execution of the project. This amount should cover all fees and costs related to execution of the entire project and its entire duration of 12(twelve) months. Taxes or levies and such other statutory charges, if any, to be paid by HI-TPA, should be indicated separately. 5.3 Evaluation Process for Eligible Applicants After opening of the Technical Bids, an Evaluation Committee (EC) will screen the proposals received. Incomplete proposals and applications which do not fulfill the eligibility criteria will not be considered further Only eligible Applicants would then be invited to present their proposals and provide necessary clarifications to the EC during the presentation. Presentation (to be made before the EC) shall be an integral part of the evaluation process. Page 12 of 23

13 5.3.3 After completion of the presentations, the EC will make their final evaluations of each Applicant, who had presented their case before it, by using the Evaluation Criteria mentioned in sub-section Applicants who fail to present their case before the EC will not be considered further. 5.4 Evaluation Criteria The broad parameters based on which the technical competence of a short listed Applicant will be evaluated and the relative weightage to be attached to each parameter are indicated in Table 1. Table - 1 Evaluation Parameters (see Explanatory Notes in sub-section 5.4.2) Weightage (%) A. Credentials of the Applicant As a Consultant A.1 Market Profile of the Applicant 10 A.2 Relevant Experience 15 Sub-Total: 25 B. Approach, Methodology, and Consulting Resources to be Deployed for Project Execution B.1 Understanding of the Scope of Work 10 B.2 Sharing of Experience of Project Execution in Insurance/TPA Services Sector 10 B.3 Project Execution Roadmap: Major Phases, Deliverables in Each Phase, and Timelines B.4 Quality, Size, and Composition of the Project Team to be Deployed (both on-site and off-site) B.5 Sharing of Experience of Implementation Phase of Projects Undertaken, with Special Emphases on Capacity Building, Technology Transfer, and Technology Documentation Clear Description of the Hand-Holding Role (to be played by the Applicant at all stages) 10 Page 13 of 23

14 B.6 Grand Total: Evaluation Criteria: Explanatory Notes Brief explanatory notes on the evaluation parameters (mentioned in Table 1) are provided in Table 2. Explanatory notes are only meant to provide broad guidance. The Applicant has to exercise its own judgement on how to present its case. Table - 2 Parameter Explanatory Note A.1 Provide brief description of the company operations, areas of strength, consulting resources available, geographical locations of important operational centres, annual revenue earned through relevant IT consulting during the last 3 years (as on 31/03/2013). A.2 Provide sufficient details on: major projects executed during the last 5 years (as on 31/03/2013) with indications of client profile, project value, nature of the project, project duration. Mention only the projects as are considered relevant/similar to the Scope of Work defined in this RFP. B.1, B.2 and B.3 No explanation is considered necessary. It should be apparent from the RFP document submitted and how the Applicant presents its case before the EC. B.4 Provide comprehensive details inter alia covering the following: Project Team structure, composition, reporting relationships between sub-teams, specialization to be covered and size of each sub-team; professional qualification, consulting experience (indicate national and international experience separately), area of expertise - in respect of every member; and any other relevant information. B.5 & B 6 Self Explanatory Page 14 of 23

15 5.5 Qualification for Commercial Bidding The EC will make the final evaluation of the Technical Bids based on the RFP document submitted and the presentation made by an Applicant Only those Applicants who obtain a minimum score of 60% would qualify for the commercial bidding stage. They will be invited to participate in the commercial bidding process. Commercial Bids of Applicants who fail to qualify will be returned unopened. 5.6 Commercial Bids and Final Selection After opening of the Commercial Bids, techno-commercial rating of the Applicants would be done based on upon a Combined Score (CS), which will be arrived at using the following formula. Combined Score of the Applicant A = [{(Technical Bid Score of A divided by the Highest Technical Bid Score Registered) x 70} + {(Lowest Financial Bid Registered divided by the Financial Bid of A) x 30}] The Applicants will be ranked based upon their CSs. EC would recommend the Applicant obtaining the highest CS for award of the contract. 6. GUIDELINES FOR RFP PREPARATION AND SUBMISSION 6.1 Technical Bid The Technical Bid should be submitted as per the model format given in Annexure A. The following further guidelines should be complied with. a) Technical Bid should not contain any commercial terms. Inclusion of any such terms in the Technical Bid will make it liable for rejection. b) A soft copy (in a CD) of the Technical Bid should be provided along with the hard copy. Page 15 of 23

16 6.2 Commercial Bid The Commercial Bid should be submitted as per the model format given in Annexure B. The following further guidelines should be complied with. a) Commercial Bid should not contain any restrictive conditions. Inclusion of any such conditions in the Commercial Bid will make it liable for rejection. b) Price quoted should be a consolidated amount inclusive of all professional fees and costs (to be incurred by the Applicant for execution of the Project). c) In case of any discrepancy between the figure and the words, the price quoted in words would prevail. d) Any taxes, levies, and/or other statutory charges as may be required to be paid by HI-TPA should be indicated separately. e) Price quotation should be in Indian Rupees (INR). 6.3 General Conditions The following instructions should be followed strictly. a) The Applicant shall bear all costs for preparation and submission of the RFP documents. b) The proposals should be submitted in English. c) Submission of more than one proposal is not permitted. An Applicant cannot submit a proposal in another name or identity/disguise. Violation of this condition will lead to automatic rejection of all such proposals. d) The bidder should undertake to provide a project office in Delhi/NCR. An undertaking to this effect must be provided. e) The selected bidder of this RFP shall not be eligible to participate in any bidding process undertaken by HI-TPA that is connected with or incidental to the present RFP. This embargo will operate for the entire duration of the present project (i.e., 12 months from the date of award of the contract or as further extended as per Section 2) and twelve months thereafter. Page 16 of 23

17 f) All pages of the proposal document should be free from any corrections/ alterations. Presence of such corrections/alterations would make the bid liable to rejection at the sole discretion HI-TPA g) All pages of the proposal document should bear the sign and seal of the Authorized Signatory. A letter from the Chairman or Managing Director authorizing the official should be submitted also. h) The Technical Bid and the Commercial Bid has to be submitted in separate and sealed envelopes. Superscriptions on the two envelopes should be as follows: Envelope 1: Technical Bid: IT Consultancy Services for Health Insurance TPA of India - Technical Proposal Envelope 2: Commercial Bid: IT Consultancy Services for Health Insurance TPA of India - Commercial Proposal Envelope 3: Proposal Forwarding Letter and Earnest Money An Earnest Money Deposit of Rs 5,00,000/- (Rupees five lakhs) only has to be made by all applicants. It should be provided in the form of a Bank Demand Draft drawn in favour of Health Insurance TPA of India Ltd and payable in New Delhi. This Bank Demand Draft along with a proposal forwarding letter as per model format given in Annexure C should be put in a separate envelope (Envelope 3) with the following superscription: Proposal Forwarding Letter and Earnest Money Envelope 3 should contain only (i) the proposal forwarding letter (as per Annexure C) and (ii) the Bank Demand Draft and nothing else. i) All the three envelopes (Envelopes 1 to 3) should be put together inside another envelope (Envelope 4) which should be superscripted as follows: Envelope 4: Complete Proposal IT Consultancy Services for Health Insurance TPA of India Ltd - Technical and Commercial Proposals. Page 17 of 23

18 j) Envelope 4 is to be submitted (by hand delivery or registered post/courier) to Ms Sunita Shanker, Health Insurance TPA of India Ltd, 3 rd Floor, IFCI Tower, 61, Nehru Place, New Delhi k) The last date and time of submission of the complete proposal (Envelope 4) is 5 pm 7 th March 2014 as notified in the RFP advertisement. No proposal would be accepted beyond the deadline notified. Incomplete and/or proposals not complying with the instructions given herein will not be accepted. Any proposal found incomplete after opening would be liable to be rejected. l) The Technical and Commercial Bids will be opened as notified. The bids will be opened in the presence of authorized representatives of the Applicants who have to produce an authorization letter from the firm they are representing. Only two representatives will be allowed to represent any Applicant. Bids will be opened on the date and time notified even if representatives of an Applicant or all Applicants are absent. m) All submitted proposals shall be deemed to be valid for a minimum period of 180 days from the date of opening of the Technical Bid. n) HI-TPA reserves the sole right to terminate the bidding process at any stage without assigning any reason and will not be liable for any consequences thereof. o) Earnest Money of all unsuccessful Applicants will be refunded within 30 days of close of the finalization of the selection process.. p) Any Applicant who is found to canvass, influence or attempt to influence the evaluation and selection process in any manner, including and without limitation, by offering bribes or other illegal gratification, shall stand automatically disqualified. q) The Consultant who is finally selected through the bidding process shall be required to enter into a formal contract with HI-TPA within a period of maximum15 days from the date of intimation about the selection. This period may be extended at the sole discretion of HI-TPA. The terms and conditions of the contract shall be drafted in a manner that is consistent, to the extent applicable, with the terms and conditions mentioned in this RFP document and will also contain necessary provisions to ensure performance of the Consultant as per the contract Page 18 of 23

19 including penal provisions for non-performance or any deficiencies in service provided by the Consultant. 6.4 Payment Terms & Schedule Sl. No Milestone Percentage * 1. Issuance of RFP for System Integrator 10% 2. Evaluation and selection of successful bidder 10% 3. On execution of agreement 10% For remainder of the project payment will be made on a pro rata basis every month for the balance amount. *Percentage of contract value 6.5 Currency of Payments Payment shall be made in Indian Rupees (INR) only. 6.6 Pre- Bid Meeting Potential bidders are invited to attend a pre bid meeting on 25 th February 2014 at the Corporate office of HI-TPA. Answers to queries will be published on the Company website the following day as far as possible. 7. CONFIDENTIALITY All information, documents, data and details pertaining to RFP, and correspondence and exchange of further information on that shall be kept strictly confidential by the Applicant. 8. JURISDICTION All and any disputes or differences arising out of or against this RFP document shall be decided only by the courts or tribunals situated in New Delhi, India. No suit or other legal proceedings shall be instituted elsewhere. Page 19 of 23

20 9. FORCE MAJEURE CLAUSE There shall be no liability or responsibility either on the part of HI-TPA or the Applicant for the consequences arising out of any interruption of the business due to Acts of God, Riots, Civil Commotion, Insurrections, Wars or any other causes beyond their control. 10. DISCLAIMER 10.1 This information document is not an agreement or an offer by HI-TPA to the prospective Applicant(s) or any other person and is issued with no commitments. The purpose of this document is to provide interested parties with information that may be useful to them in making their offers in relation to providing consultancy services to HI-TPA The assumptions, assessments, statements and information contained in this document may not be complete, fully accurate, or adequate. Each Applicant should, therefore, conduct its due diligence and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this document and obtain independent advice from appropriate sources HI-TPA (upon incorporation) accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any Applicant upon the statements contained in this document. 10.4HI-TPA may in their absolute discretion update, amend or supplement the information, assessment or assumptions contained in this document The issue of this document does not imply that HI-TPA is bound to select an Applicant as the Consultant and HI-TPA reserves the right to reject all or any of the Applicants or RFPs without assigning any reason whatsoever. Page 20 of 23

21 Annexure A Model Format for Technical Bid (To be submitted with a simple forwarding letter in the Applicant s official letterhead) S. No. Content Remarks 1. Cover page 2. Table of Contents 3. Business Profile of the Applicant Give all details as are relevant to cover the eligibility criteria (Section 4), details as per Item A.1 in Tables 1 and 2, as well as the following information: name, address, dates of incorporation and starting Indian operations, name and designation of authorized signatory. Note: This part should give all details asked for as also other details as may be considered relevant to establish the credentials of the Applicant as a suitable IT consultant for the proposed project. 4. Relevant Consulting Experience 5. Approach, Methodology, and Consulting Resources to be Deployed for Project Execution Follow the guidelines provided under parameter A.2 in Tables 1 and 2. The Applicant is expected to provide supporting documentary evidences and submit Certificate of satisfactory Completion of the Assignment/Project from the clients to support its claims. Follow the guidelines provided under parameters B.1 to B.4 in Tables 1 and 2. 6 Annexures Number each annexure separately. The annexures may contain items like client satisfaction certificates and such other documents as also other documents that the Applicant considers relevant to support its case. Page 21 of 23

22 Annexure B Model Format for Commercial Bid (To be submitted in the Applicant s official letterhead) To, The Managing Director & CEO Health Insurance TPA of India Ltd 3 rd Floor,IFCI tower Nehru Place New Delhi Subject: RFP for appointment of IT consultant for HI-TPA-Commercial Bid Reference: (Add the reference notification/advertisement) Dear Sir, With reference to above, we undertake to execute the assignment as defined under Scope of Work in Section 3 of the RFP document for a consolidated amount of Rs... (Rupees...). The above amount includes professional fee and all expenses to be incurred by us for effective implementation of the project assignment defined in the RFP document over the entire duration of the project twelve months). It does not include taxes, levies, and such other statutory charges as may be payable separately. In consideration of above payment, we undertake to deliver all the deliverables as per the RFP document within the stipulated time frame. Yours faithfully, [Authorized Signatory(ies)] (Name, Designation of the Authorized Signatory(ies) and Seal of the Firm/Company) Page 22 of 23

23 Annexure C Model Format for Forwarding Letter of the Complete RFP Documents (To be submitted in the Applicant s official letterhead) To, The Managing Director & CEO Health Insurance TPA of India Ltd 3rd Floor, IFCI tower Nehru Place New Delhi Subject: RFP for appointment of IT Consultant for HI-TPA Reference: (Add the reference notification/advertisement) Dear Sir, With reference to the above RFP, having examined and understood the guidelines, terms and conditions mentioned in the RFP, we hereby enclose our offer for undertaking the Scope of Work as defined in the RFP. We confirm that we have not been disqualified by any Financial Institution from undertaking any /or all of the above activities. We also confirm that the offer shall remain valid for 180 days from the closing date of submission of the bid. We are enclosing the following: 1. Technical Bid Documents (along with a CD containing its soft copy) 2. Commercial Bid (along with a CD containing its soft copy) 3. A Bank Draft bearing No. dt. for Rs 5,00,000/- (Rupees five lakhs) only towards Earnest Money Deposit. Yours faithfully, [Authorized Signatory(ies)] (Name, Designation of the Authorized Signatory(ies) and Seal of the Firm/Company) Page 23 of 23