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

Transcription

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

39 29.2 The successful bidder, his employees and agents shall not, without the Bank s prior written consent, make use of any document or information pertaining to this contract except for purposes of performing the Contract The successful bidder has to enter into a Non Disclosure Agreement (NDA) with the Bank. The format of NDA will be provided by the Bank to the successful bidder This document contains information confidential and proprietary to the Bank. Additionally, the vendor will be exposed by virtue of the contracted activities to the internal business information of the Bank. Disclosures of receipt of this RFP or any part of the aforementioned information to parties not directly involved in providing the services requested could result in the disqualification of the vendor, premature termination of the contract, and / or legal action against the vendor for breach of trust In case of breach, the Bank shall take such legal action as it may be advised. 30. Advertisement 30.1 In case the name of the Bank is being referred by the vendor as a reference site or for publicity purposes, it should be done only with the written approval from the Bank. 31. Indemnification 31.1 Successful bidder shall indemnify, protect and save the Bank and hold the Bank harmless from and against all claims, losses, costs, damages, expenses, action suits and other proceedings, (including reasonable attorney fees), relating to or resulting directly or indirectly from : Page 39 of 87

40 An act or omission of the Successful bidder, its employees, its agents, or employees of the consortium in the performance of the services provided by this contract, Breach of any of the terms of this RFP or breach of any representation by the Successful bidder, Use of the deliverables and or services provided by the Successful bidder, Infringement of any patent, trademarks copyrights etc. or such other statutory infringements in respect of all components provided to fulfill the scope of this project. Successful bidder shall further indemnify the Bank against any loss or damage to the Bank's premises or property, Bank's data, direct financial loss, loss of life, etc., due to the acts of the Successful bidder's employees or representatives. The Successful bidder shall further indemnify the Bank against any loss or damage arising out of loss of data, non payment of taxes/duties/levies/octroi etc, claims of infringement of third party copyright, patents, or other intellectual property, and thirdparty claims on the Bank for malfunctioning of the equipment or software or deliverables at all points of time, provided however, a. the Bank notifies the successful bidder in writing in a reasonable time frame on being aware of such claim, b. the Successful bidder has sole control of defense and all related settlement negotiations, c. the Bank provides the Successful bidder with the assistance, information and authority reasonably necessary to perform the above, and d. The Bank does not make any statement or comments or representations about the claim without prior written consent of the Successful bidder, except under due process of law or order of the court It is clarified that the successful bidder shall in no event enter into a settlement, compromise or make any statement (including failure to take Page 40 of 87

41 appropriate steps) that may be detrimental to the Bank's (and/or its customers, users and service providers) rights, interest and reputation Successful bidder shall be responsible for any loss of data, loss of life, etc, due to acts of Successful bidder's representatives, and not just arising out of gross negligence or misconduct, etc, as such liabilities pose significant risk Successful bidder should take full responsibility for its and its employee s actions. Further, since the Bank's data could be integrated/ used under Successful bidder provided software, the Successful bidder should be responsible for loss/compromise or damage to Bank's data The successful bidder should indemnify the Bank (including its employees, directors or representatives) from and against claims, losses, and liabilities arising from: a. Non compliance of the successful bidder with Laws / Governmental Requirements b. IP infringement under any laws including Copyrights Act 1957 & IT Act 2000 and such other statutory acts and amendments thereto. c. Negligence and misconduct of the Successful bidder, its employees, and agents d. Breach of any terms of RFP. e. Act or omission in performance of service. f. Loss of data due to any of the reasons mentioned above Indemnity would be limited to the damages as awarded by arbitrator / court for direct claim and shall exclude indirect, consequential and incidental damages provided that the claims against users and service providers of the Bank and also claim by and against customers would be considered as "direct" claim. The successful bidder shall not indemnify the Bank for (i) Any loss of profits, revenue, or anticipated savings or (ii) Any consequential or indirect loss or damage caused In the event that the Bank is called as a defendant for IPR infringement of patent, trademark or industrial design rights arising from use of any of the Page 41 of 87

42 components of the supplied solution, the Successful bidder on its own expense will undertake to defend the Bank It will be the Successful bidder's responsibility to rapidly do away with such third party claims. The Successful bidder will also pay any compensation arising from the infringement claims and the Bank will in no manner be responsible for such payments. In addition, the Successful bidder will bear all the related expenses and legal fees On its part, the Bank will immediately relay to the Successful bidder any such claims and offer assistance within reasonable limits to rid the claim The Successful bidder must undertake to indemnify that all the components delivered are free of defects, are brand new and original. If at some stage it is discovered that the components do not meet these criteria, the Bank has the right to cancel the order and the Successful bidder will have to refund the total amount received from the Bank along with the interest and separate penalties. Similar conditions apply to software as well the system software must be licensed and original. 32. Confidentiality 32.1 The successful bidder either during the term or after the expiration of this contract shall not disclose any proprietary or confidential information relating to the project, the services, this contract, or the Client s business or operations without the prior written consent of the Bank Reporting obligations The successful bidder shall submit to the bank the reports and other accounts specified in deliverables within the time limit set forth. Page 42 of 87

43 33. Prices 33.1 Prices payable to the Successful bidder as stated in the Contract shall be firm and not subject to any changes during performance of the Contract. 34. Obligations of the Successful bidder 34.1 The Successful bidder will abide by the job safety, insurance, customs and immigration measures prevalent and laws in force in the Country, and will indemnify the Bank from all demands or responsibilities arising from accidents or loss of life or property, the cause of which is the Successful bidder's negligence. The Successful bidder will pay all indemnities arising from such incidents and will not hold the Bank responsible or obligated The Successful bidder is responsible for, and obligated to conduct all contracted activities with due care and diligence, in accordance with the Contract, and using state of the art methods and economic principles, and exercising all reasonable means to achieve the performance specified in the Contract. 35. Delivery and Documents 35.1 Successful bidder to submit the following deliverables: Complete migration strategy, customization and implementation plan System Requirements Study (SRS) Document for implementation and customization Complete architecture of the solution Customization details Project Schedule on completion of SRS User Acceptance Test Plan and Test Cases User Manuals To be handed over on or before live run starts Training. Page 43 of 87

44 35.2 All plans, drawings, specifications, designs, reports and other documents submitted by the successful bidder shall become and remain the property of the Bank. The successful bidder may retain a copy of such documents. The successful bidder shall not use these documents for purposes unrelated to this contract without the prior written approval of the Bank During the time of implementation documents for all customization done should be delivered to the bank. 36. Payment Terms Project Milestones Preparation of SRS (Software Requirement Specification) and approval by Bank ETL, Customization, Historical Data Migration & UAT sign off and commencing of Parallel Run Oracle General Ledger 20% 30% After Successful Go Live 30% 12 months from the date of successful Go Live or on production of the performance Bank Guarantee 20% Total 100% 37. Liquidated Damages 37.1 If the Successful bidder fails to perform the Services within the period(s) specified in the RFP the Bank shall, without prejudice to its other remedies under the Contract, deduct penalty from the Contract Price, as Liquidated Damages (LD) The LD shall be a sum equivalent to 0.5% of the cost (migration, implementation and customization cost) for each week or part thereof of delay beyond the given timelines. Part of the week will be considered as full week. However, maximum amount of Liquidated Damages shall not exceed 10% of the contract amount. Page 44 of 87

45 37.3 Notwithstanding the fact that Bank may levy LD, the bank also reserves the right to terminate the contract. All the deliverables given to the Bank at the time of termination of contract will continue to be the property of the bank and the bank may use the same for any purpose which it may deem fit. 38. Termination for Default 38.1 The Bank, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Successful bidder, may terminate this Contract in whole or in part: If the Successful bidder fails to deliver any or all of the deliverables within the period(s) specified in the Contract, or within any extension thereof granted by the Bank; or; If the Successful bidder fails to perform any other obligation(s) under the Contract, If the Successful bidder, in the judgment of the Bank has engaged in corrupt or fraudulent practices in competing for or in executing the contract, When the value of the liquidated damages exceed 10% of the contract amount, In the event the Bank terminates the Contract in whole or in part, the Bank may procure, upon such terms and in such manner as it deems appropriate, Goods or Services similar to those undelivered, and the Successful bidder shall be liable to the Bank for any excess costs for such similar Goods or Services. However, the Successful bidder shall continue performance of the Contract to the extent not terminated. Page 45 of 87

46 39. Exit Option 39.1 The Bank reserves the right to cancel the contract in the event of happening one or more of the following conditions: Failure of the successful bidder to accept the contract and furnish the Performance Guarantee within 21 days from receipt of purchase contract as stated in the RFP; Delay in delivery beyond the specified period; Delay in completing implementation/customization and acceptance tests/ checks beyond the specified periods; Serious discrepancy in functionality to be provided or the performance levels which have an impact on the functioning of the solution In addition to the cancellation of contract, Bank reserves the right to appropriate the damages through encashment of Bid Security /Performance Guarantee given by the Bidder. 40. Limitation of liability 40.1 Vendor s aggregate liability for actual direct damages shall be limited to a maximum of the Contract Value, provided that this limit shall not apply to following: 1. The infringement indemnity; or 2. Bodily injury (including death) and damage to real property and tangible personal property caused by Vendor s negligence. For the purposes of this Section, Contract Value at any given point in time, means the aggregate value of purchase orders placed by Bank on the Vendor under this project. Page 46 of 87

47 41. Information System Service and Support 41.1 The Bidder is obliged to provide for maintenance and support services, as per the terms of this contract, during the period of AMC. The Maintenance period may be renewed on mutually agreeable terms for further period/s after completion of contracted support period In case the Bank wishes not to renew the maintenance contract, after the term of this Agreement, the Bank has the right to maintain the System through its own employees or through any entity other than the Bidder for providing the said maintenance services. 42. Customization Process 42.1 Any gaps between the required and functional availability of Oracle GL should be included by the Successful bidder as Implementation efforts. The Bank will not pay the Successful bidder any additional charges for all such customizations The Successful bidder shall document and submit to the Bank all the testing activities, procedures and results. The Successful bidder shall provide the Bank weekly progress report on the bugs/problems reported/ points taken up with schedule of date of reporting, date of resolving, and status for all kind of bugs and problems. 43. Force Majeure 43.1 Force Majeure is herein defined as any cause, which is beyond the control of the selected successful bidder or the Bank as the case may be which they could not foresee or with a reasonable amount of diligence could not have foreseen and which substantially affect the performance of the Contract There shall be no liability or responsibility, on the part of both bank and the Bidder for consequences arising out of interruption of the business due to acts of Page 47 of 87

48 God, riots, civil commotion, insurrections, wars or any other causes beyond their control or by any strikes or lock outs Any such interruption due to Force Majeure should be informed by the Bidder to bank in writing within two days of such event. 44. Arbitration 44.1 All disputes and differences of any kind whatsoever arising out of or in connection with the purchase order shall be referred to arbitration. The arbitrator may be appointed by both the parties or in case of disagreement each party may appoint an arbitrator and such arbitrators shall appoint an Umpire before entering on the reference. The decision of the Umpire shall be final. Such arbitration shall be governed by the provisions of Indian Arbitration and Conciliation Act All arbitration proceedings shall be at Mumbai, Maharashtra State, India only. 45. Jurisdiction 45.1 Notwithstanding anything contained herein above, in case of any dispute, claim and legal action arising out of this RFP, the parties shall be subject to the jurisdiction of courts at Mumbai, Maharashtra State, India only. Page 48 of 87

49 46. Annexure A Acceptance of Terms and Conditions (Letter to the bank on the vendor s letterhead) (Letter of Authorization to Bid) To, Union Bank of India Technology Centre, 5 th floor, Adi Shankaracharya Marg, Near Registrar of Shipping, Powai, Andheri (East), Mumbai, Dear Sir, Subject: Your RFP for Implementation of Oracle General Ledger With reference to the above RFP, having examined and understood the instructions, terms and conditions forming part of the RFP, we hereby enclose our offer for the Implementation of Oracle GL as detailed in your above referred RFP. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFP and all required information as per Annexure B to H and also photocopy of un priced commercial bid is enclosed. We also confirm that the offer shall remain valid for 180 days from the date of the offer. We hereby undertake that supporting software supplied, if required will be licensed, legally obtained and with latest version. We understand that the Bank is not bound to accept the offer either in part or in full and that the Bank has right to reject the offer in full or in part without assigning any reasons whatsoever. Page 49 of 87

50 The deviation, if any, has been given in the Annexure G Declaration of Compliance attached. We understand that You are not bound to accept the lowest or any bid received by you, and you may reject all or any bid. If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the purchaser to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us. If our bid is accepted, we are to be responsible for the due performance of the contract. You may accept or entrust the entire work to one Bidder or divide the work to more than one Bidder without assigning any reason or giving any explanation whatsoever. Bidder means the bidder who is decided and declared so after examination of commercial bids. The names of shortlisted bidders after the completion of first stage (Technical Bid), and the same of successful bidder to whom the contract is finally awarded after the completion of second stage (Commercial Bid), shall be displayed on the Notice Board of the purchaser at Union Bank of India, Department of Information Technology, Adi Shankaracharya Marg, Opp Powai Lake, Powai, Mumbai. We enclose Demand Draft/Bank Guarantee for 5,00, (Rupees Five Lac only) favoring Union Bank of India and payable at Mumbai, towards bid security, details of the same is as under: No. : Date : Name of Issuing Bank : Dated at this day of 2013 Page 50 of 87

51 Yours faithfully, For Signature Name Authorized Signatories (Name & Designation, seal of the firm) Date: Page 51 of 87

52 47. Annexure B (BID Form) Ref No Place: Date: To, The General Manager Union Bank of India, Department of Information Technology, Adi Shankaracharya Marg, Jogeswari Vikhroli Link Road, Mumbai , INDIA Dear Sir, Having examined the Request for Proposal (RFP) Ref No. the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply, deliver, implement, customize and commission the various requirements in conformity with the said RFP for the sum mentioned in the Price Bid or such other sums as may be ascertained in accordance with the Schedule of Prices attached and made part of this Bid. We undertake, if our Bid is accepted, to deliver the goods/ provide the services in accordance with the Delivery Schedule / implementation schedule specified. We agree to abide by this bid for a period of 180 days from the last date of submission of Bid and shall remain binding upon us and may be accepted at any time before the expiration of that period. We hereby agree to participate and abide by all terms and conditions of Reverse Auction. We further confirm that, in case we offer system and/or other software manufactured by another company, such software operates effectively on the system offered by us and we are willing to accept responsibility for its successful operations. Page 52 of 87

53 Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your Notification of Award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act Commissions or gratuities, if any paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below: Name & address of agent Amount & currency Purpose of commission or gratuity *(If none, state none) We understand that you are not bound to accept the lowest or any bid you may receive. Dated this... Day of (Signature) (In the capacity of) Duly authorized to sign bid with seal for & on behalf of (Name & Address of the Bidder) Page 53 of 87

54 48. Annexure C (Bidder profile & other information) Serial No. Parameters Response 1 Name of the Firm/Company 2 Year of Incorporation in India 3 Names of the Partners/Directors 4 Name and Address of the Principal Banker 5 Addresses a) Head Office b) Local Office in Mumbai 6 Authorized Contact person a) Name and Designation b) Telephone number c) E mail ID. 7 Financial parameters Page 54 of 87

55 Business Results (last three years) Turn over (Only company figures need to be mentioned. Not to include group/subsidiary Company figures) (Mention the above amount in INR only) Authorized Signatories (Name & Designation, seal of the company) Date: Page 55 of 87

56 49. Annexure D (Documents for Eligibility Criteria) Sr. No Eligibility Criteria Documents Requested Details Ref Page No Remarks Supporting Document Provided by bidder 1. The Bidder must be a company/firm incorporated / registered in India and operating for the past 5 years. 2. Bidder must be in the area of Providing IT Services / Consulting / Advisory Services 3. Bidders should have the experience of providing advisory services on Oracle General Ledger or implementation of Oracle General Ledger. 4. The Bidder must have minimum annual turnover of Rs. 10 Cr for each of the last three (3) financial years from Indian operation. 5. The Bidder should have own support center / Office in Copy of the Letter of Incorporation/ registration Annual Report Copy or Memorandum / Articles of Association Letter from user organization mentioning successful completion of advisory assignments or Implementatio n of Oracle General Ledger Certified / Audited Balance Sheets and P&L statements for last 3 years Self declaration by authorized Page 56 of 87

57 Mumbai. 6. The companies or firms, bidding for the above tender, should have not been black listed by any of Government Authority or Public Sector Undertaking (PSUs). In case, in the past, the name of their Company was black listed by any of the Govt. Authority or PSUs, the name of the company or organization must have been removed from the said list as on date of submission of the tender, otherwise the bid will not be considered signatory with addresses of support centers / offices on their letter head Undertaking by authorized signatory (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs Authorized Signatories (Name & Designation, seal of the company) Date: Page 57 of 87

58 50. Annexure E 1 (Un priced Bill of Material) Commercial bid format table (without the prices) should be submitted along with the technical bid as Un priced bill of Material. Any mention of prices in this would lead to disqualification of the bidder. Table A Serial Requirement / Quantity Basic Price (A) Taxes, Duties, Total Cost No. Levies, Charges C=(A+B) (B) 1 Implementation Cost (including migration, YES/NO YES/NO YES/NO customization, Reports, Parallel Run(6 Months),post go live support for One year ) 2 Cost of onsite support at Mumbai by providing onsite resident engineer per year/per engineer after completion of one year from go live. 3 Any other services / Additional tools (Please Specify) YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO Total Estimated fees for Table 1 XXX Please provide break up of Any other cost Notes: Page 58 of 87

59 1. For the purpose of TCO, one year post go live on site support is considered. However the rates for support will be valid for 5 years after completion of first year support. The on site support will start from the date of go live. 2. The Indicative Commercial Offer should be given in the above format only. 3. There should be no conditions mentioned in the Commercial Offer. 4. Commercial offers with conditions will be rejected. 5. All costs should be only in Indian Rupees and all payments will also be only in Indian Rupees. The rates below shall be valid for five years from date of application go live for any services required by the bank for application support and change management. As the exact scope of such services cannot be estimated now the bidder should quote as per the table below. This notional price shall be part of the total price for evaluation. The bank shall avail and pay for such services in actual basis. Table B Resource Level Number of Man Months A Rate per Person Month Year 1 B Total = (A x B) Level 1 Junior level resource 3 Level 2 Middle level resource 1 Total estimated fees for Table B XXX Final commercial bid value = Total of Table A + Total of Table B Notes: 1. Order for the Scope indicated in the Table B will be placed if required during the contract period. 2. The price quoted for the project should be inclusive of taxes and charges. Page 59 of 87

60 3. The base location for the project execution would be Mumbai. 4. The Service Provider has to work as per the timing of the Bank. All prices to be valid for entire period of contract. Authorized Signatories (Name & Designation, seal of the company) Date: Page 60 of 87

61 51. Annexure E 2 (Bill of Material) Table A Serial Requirement / Quantity Basic Price (A) Taxes, Duties, No. Levies, Charges (B) 1 Implementation Cost (including migration, customization, Reports, Parallel Run(6 Months),post go live support for One year ) Total Cost C=(A+B) 2 Cost of onsite support at Mumbai by providing onsite resident engineer per year/per engineer after completion of one year from go live. 3 Any other services / Additional tools (Please Specify) Total Estimated fees for Table 1 XXX Please provide break up of Any other cost Notes: 1. For the purpose of TCO, one year post go live on site support is considered. However the rates for support will be valid for 5 years after completion of first year support. The on site support will start from the date of go live. 2. The Indicative Commercial Offer should be given in the above format only. 3. There should be no conditions mentioned in the Commercial Offer. 4. Commercial offers with conditions will be rejected. 5. All costs should be only in Indian Rupees and all payments will also be only in Indian Rupees. Page 61 of 87

62 Table B: Optional Services for application support / change management The rates below shall be valid for five years from date of application go live for any services required by the bank for application support and change management. As the exact scope of such services cannot be ascertained now the bidder should quote as per the table below. The rate quoted for one year shall be a part of the total price for evaluation. However, the rates will be valid for 5 years from go live. The bank shall avail and pay for such services in actual basis. Resource Level Number of Man Months A Rate per Person Month Year 1 B Total = (A x B) Level 1 Junior level resource 3 Level 2 Middle level resource 1 Total estimated fees for Table B XXX Final commercial bid value = Total of Table A + Total of Table B Notes: 1. Order for the Scope indicated in the Table B will be placed if required during the contract period. 2. The price quoted for the project should be inclusive of taxes and charges. 3. The base location for the project execution would be Mumbai. 4. The Service Provider has to work as per the timing of the Bank. All prices to be valid for entire period of contract. Authorized Signatories (Name & Designation, seal of the company) Date: Page 62 of 87

63 52. Annexure F (Reverse Auction Process) RFP for Bank s Oracle General Ledger System Reverse Auction through E Procurement The detailed procedure for Reverse Auction to be followed in the RFP for Bank s Implementation of Oracle General Ledger System Project is given below: The response to the present tender will be submitted by way of submitting the Technical offer & Indicative Commercial offers in separate sealed covers. The technical details with the relevant information /documents/acceptance of all terms and conditions strictly as described in this tender document will have to be submitted by the Bidders. The Indicative commercial bids submitted by the Bidders who are short listed in the technical bid evaluation process will be opened and those Bidders will be invited to participate in the online Reverse Auction to be conducted by the company selected by the Bank. Bidders who are short listed from Technical evaluation will be trained by the Reverse Auction Company for this purpose, and they will have to abide by the E business rules framed by the Bank in consultation with Reverse Auction Service provider. The e business rules are furnished hereunder in this document. Further, please note that the Bidder(s) who do not qualify in the technical bid processes will not be considered for participation in Reverse Auction. For participating in reverse auction digital signature is a pre requisite. Page 63 of 87

64 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 vendors 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 vendor not willing to submit such an undertaking shall be disqualified for further participation respecting the procurement in question. 2. ELIGIBILITY: 2.1. Only vendors 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 VENDORS: 3.1. The vendors 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 vendor. (This format will be given by the service provider prior to announcement of Reverse Auction.) Letter of authority authorizing the name/s of official/s to take part in Reverse Auction as per format in Exhibit B. Page 64 of 87

65 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 vendors with Reverse Auction process Any vendor/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. 5. TOTAL COST OF OWNERSHIP (TCO): 5.1. TCO refers to the aggregate amount payable by the Bank for transfer of ownership TCO shall encompass but not be limited to the following: Cost of services All existing taxes (including sales tax/vat), duties and levies including service tax Installation and commissioning charges, if any The prices should include the comprehensive onsite warranty maintenance, services, and visits to the concerned offices as specified in the RFP Training costs for the product/service/equipment if and as defined in RFP TCO, however, shall not include variables of octroi and entry tax. These shall be paid as per actual and on production of receipts. However, no penalties respecting octroi or entry tax shall be paid by the Bank and the vendor 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. Page 65 of 87

66 6.2. The Bank shall Endeavour to fix such Date/Time at mutual convenience to the vendor/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 vendor. 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 vendors 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 vendor as per a format designed by him for this purpose. The Bank shall resolve any points/issues concerning such agreement of vendor and service provider. Page 66 of 87

67 9.3. 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 vendors 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: Service provider / auctioneer are responsible for conduct of adequate training to all technically qualified bidders representing the reverse auction and bidding process Each vendor / 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 Authorized representatives of the bidders named in the authorization letter given by the vendor (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 vendor / 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 vendor / 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. Page 67 of 87

68 10.8. Every successive bid by the bidder / vendor 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 vendors. In other words, there shall never be a Tie in bids. 11. PROXY BID: A proxy bid is one where vendor 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 vendor 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 vendors submitting identical proxy bid amount and succeeding in auction simultaneously does not arise During training, the issue of proxy bidding will be clarified in detail by the service provider. 12. TRANSPARENCY IN BIDS: All bidders will be able to view during the auction time the current lowest price in portal. Bidder shall be able to view not only the lowest bid but also the last bid made by him at any point of time during the auction time. 13. MASKING OF NAMES: Names of bidders/ vendors shall be anonymously masked in the Reverse Auction process and vendors will be given suitable dummy names After completion of Reverse Auction, the service provider / auctioneer shall submit a report to the Bank with all details of bid and the original names of the bidders as also the L1 bidder with his / their original names. Page 68 of 87

69 14. START PRICE: Bank shall determine the start price either on its own or through asking for information of price band on TCO from each vendor at appropriate time during or at the conclusion of technical evaluation. Based on the price band so informed by vendors, Bank would determine the start price for reverse auction. 15. DECREMENTAL BID VALUE The vendors shall be able to bid only at a specified decrement value and not at any other fractions. The Bid decrement value shall be Rs. 7500/ or 0.25% of the Start price of the Reverse Auction, whichever is higher The bid decrement value shall be rounded off to the nearest thousands of rupees For the sake of convenience of vendors, the web portal shall display the next possible decremental value of bid. It is not, however, obligatory on the part of vendors to bid at the next immediate lower level only. (That is, bids can be even at 2 or 3 lower levels than the immediate lower level.) 16. COPY OF BUSINESS RULES The Bank shall supply copy of the Business rules to any vendors / bidders, wishing to participate in the reverse auction. Such request shall be made in writing to the Bank by an authorized representative of the vendor The Bank shall also handover a copy of the Business Rules with a covering letter duly signed by an authorized signatory of the Bank For any dispute concerning the Business Rules, the hard copy of Business Rules supplied by the Bank for the reference of reverse auction process will alone be considered final and bidding. 17. SPLITTING OF ORDERS: If any RFP specifically authorizes splitting of orders for the sake of reducing dependency on single source of supply or provision of service, Bank is entitled to split the order in the order and as provided in RFP While splitting the order, Bank shall specify the maximum quantum for L1, L2 etc. in RFP. Page 69 of 87

70 17.3. In case L2 vendor is not willing to supply at L1 price, Bank shall call L3, L4 etc. in order to arrive at the split quantum to be awarded The Bank shall also be entitled to award the contract to L2, L3 or L4 etc. bidders in the event of L1 bidder backing out to honour the commitment, or for that matter not in a position to supply the offering as per RFP. 18. REVERSE AUCTION PROCESS: In order to reduce the time involved in the procurement process, Bank shall be entitled to complete the entire procurement process through a single Reverse Auction. For this purpose, Bank shall do all it can to award the contract to L1 bidder or in the circumstances where awarding of contract may have to be done to the L2, L3 bidder as provided for in the RFP The Bank shall however, be entitled to cancel the procurement of Reverse Auction process, if in its view procurement or reverse auction process cannot be conducted in a fair manner and / or in the interest of the Bank The successful vendor shall be obliged to provide a Bill of Material at the last bid price at the close of auction. 19. EXPENDITURE ON REVERSE AUCTION: All expenses of reverse auction shall be borne by the Bank Vendors, however, shall attend the training or mock auction at their own cost. 20. CHANGES IN BUSINESS RULES: Any change in Business Rules as may become emergent and based on the experience gained shall be made only by a Committee of senior / top executives of the Bank Any / all changes made in Business Rules shall be uploaded in the Website immediately If any reverse auction process has commenced and a change is made in Business Rules, it shall be informed immediately to each vendor/ bidder and his concurrence to / acceptance of the change shall be obtained in writing by the Bank. Page 70 of 87

71 21. DON TS APPLICABLE TO THE BIDDER/VENDOR: No vendor shall involve himself / itself or any of his / its representatives in any price manipulation directly or indirectly with other bidders. If any such practice comes to the notice, Bank shall disqualify the vendor / bidders concerned from the reverse auction process Bidder shall not disclose details of his bids or any other details concerning Reverse Auction process of the Bank to any other third party without specific permission in writing from the Bank Neither Bank nor service provider / auctioneer can be held responsible for consequential damages such as no power supply, system problem, inability to use the system, loss of electronic information, power interruptions, UPS failure, etc. (Bank shall, however, entertain any such issues of interruptions, problems with open mind and fair degree of transparency in the process before deciding to stop or extend the auction.) 22. GRIEVANCES REDRESSAL: Any aggrieved vendor / bidder through Reverse Auction process can make complaint in writing within 48 hours of the Reverse Auction to the Chief Compliance Officer of the Bank The Chief Compliance Officer along with the Chief Law Officer of the bank and Chief of Audit Dept. shall give personal hearing to the aggrieved bidder / vendor and decide upon the complaint / grievance Decision of the Grievance Redressal Committee shall be binding on the Bank as well as on all vendors participating in the Reverse Auction. 23. ERRORS AND OMISSIONS: On any issue or area of material concern respecting Reverse Auction not specifically dealt with in these Business Rules, the decision of the bank shall be final and binding on all concerned. Page 71 of 87

72 53. Annexure G COMPLIANCE STATEMENT (To be submitted by all the vendors participating in Reverse Auction) Exhibit A To, Union Bank of India Department of Information Technology Powai, Mumbai DECLARATION 1. We (name of the company) hereby confirm having submitted our bid for participating in Bank s RFP dated for procurement of. 2. We also confirm having read the terms of RFP as well as the Business Rules relating to the Reverse Auction for this RFP process. 3. We hereby undertake and agree to abide by all the terms and conditions stipulated by Union Bank of India in the RFP document including all annexure and the Business Rules for Reverse Auction. 4. We shall participate in the on line auction conducted by Ltd. (Auction Company) and submit our commercial bid. We shall also abide by the procedures prescribed for online auction by the auction company. 5. We, hereby confirm that we will honour the Bids placed by us during the auction process, failing which we shall forfeit the EMD. We also understand that the bank may debar us from participating in future tenders. 6. We confirm having nominated Mr, designated as of our company to participate in the Reverse Auction on behalf of the company. We undertake that the company shall be bound by the bids made by him I Reverse Auction. 7. We undertake to submit the confirmation of last bid price by us to the auction company/bank within 48 working hours of the completion of event. We also Page 72 of 87

73 undertake to submit the Bill of Materials for the TCO (Total Cost of Ownership) in terms of RFP. Signature with company seal Name: Company / Organization: Designation within Company / Organization: Address of Company / Organization: Date: Name of Authorised Representative: Signature of Authorized Representative: Verified above signature Competent Authority Signature: Date: Page 73 of 87

74 54. Annexure H Letter of Authority for participation in Reverse Auction Exhibit B To, Union Bank of India Department of Information Technology Powai, Mumbai 1. We (name of the company) have submitted our bid for participating in Bank s RFP dated for procurement of. 2. We also confirm having read and understood the terms of RFP as well as the Business Rules relating to the Reverse Auction for this RFP process. 3. As per the terms of RFP and Business rules, we nominate Mr., designated as of our company to participate in the Reverse Auction. 4. We accordingly authorize Bank and / or the Auction Company to issue user ID and password to the above named official of the company. 5. Both Bank and the auction company shall contact the above named official for any and all matters relating to the Reverse Auction. Page 74 of 87

75 6. We, hereby confirm that we will honour the Bids placed by Mr. on behalf of the company in the auction process, failing which we will forfeit the EMD. We agree and understand that the bank may debar us from participating in future tenders for any such failure on our part. Signature with company seal Name Company/ Organisation Designation within Company / Organisation Address of Company / Organisation Date: Name of Authorized Representative: Signature of Authorized Representative: Verified above signature Signature of Competent Authority: Date: Page 75 of 87

76 55. Annexure I: Bidder s Response to Technical Evaluation Sheet The bidder should indicate whether the required functionality will be implemented or not in the third column of the above table (Yes/No). The Total Score obtained here will form part for Technical Evaluation. Serial No. Points Definition Bidder s Response Product P / customization C 1 General Multiple accounting principles Multiple legal entities Scalability Scan document merger 2 Historical Data Migration Multiple sets of same books of accounts to be permitted as per different accounting principles Ability to define multiple legal entities Ability to define scalable Organization Structure Ability to attach scanned document System should support historical data migration for the above mentioned packages. GL Package Migration from FY 1998 and Consolidated Closing Package Migration from FY 2000 are required to be done. 3 ETL To develop and establish ETL from various sources/legacy systems i.e. Finacle, Treasury Domestic and Overseas and other sources which are identified during Requirement study. 4 Chart of accounts Define the chart of accounts in such a manner that account balances can be tracked by following dimensions. These dimensions can be further enhanced during the actual implementation phase. Entity Branch All India Branches / Overseas Branches Line of Business Product Department Inter Entity GL Account Code Source Page 76 of 87

77 Provision for addition of future dimensions Mapping from the legacy system i.e. Central Accounts / Finacle/ Treasury/ Overseas Finacle/ MIS/ subsidiaries /others Account Number Numeric / Alpha Numeric ( Both) Multiple Account wise Grouping define control accounts The system should enable mapping of chart of account segments and respective segment values of Finacle systems with the chart of accounts and the respective segment values of Oracle system. The mapping should be possible one to one or many toone. This should be supported with well defined interfaces Setup different analysis codes one level below the GL account code combination without increasing the size of chart of accounts Define parent child relationship at multiple levels. The system should not allow posting to the parent account. Group the accounts by different types (user defined) e.g. assets, current assets, etc. Centralized account maintenance capability Cost center wise analysis Define automatic and default account assignments that the bank always use to post to a particular accounting dimension Define statistical/memo accounts for collecting Non Financial Information Ability to create and modify segment roll ups (hierarchical relationships). A hierarchy builder to support the multi level changes with drag and drop facilities Parent level /child level group based reports Ability to upload chart of accounts to legacy systems for validating purposes global account level mapping 5 Calendar Calendar year User defined calendar year flexibility in defining accounting periods flexibility for daily / monthly / quarterly ( user defined periods) Page 77 of 87

78 Holiday marking / Unmarking Calendar open period Ledger / Sub ledger / closing Soft closing Reopen Calendar Period 6 Currency 7 Transaction Processing Transaction details Transaction Validation Upload Facility Copy Facility Back dated Facility Future Dated facility single / Batch Posting Real Time transaction posting Restricted Transaction posting Error handling Provision of holiday marking. Multiple calendar period should be in open status and available for posting Have separate period closing capability by sub ledgers and General Ledger System should support soft closing / Hard closing both System should allow Reopening of closed period subject to valid authorization System should support multiple currency System should have provision to set as default currency System to support statistical transaction to capture Financial / non financial information Posting should be allowed only for balanced transactions. However, unbalanced transactions should be saved, if required Upload transactions from a spread sheet with active edit, control, checks and validations (as if its captured online) Copy existing transactions, edit and use them for new input Process transactions (with restricted access) related to prior periods Process transactions (with restricted access) related to Future periods Post transactions single or by batch Post transactions in real time and batch Restrict data entry to those accounts that are marked as control accounts such as payable control, receivable control, bank account, depreciation accounts etc. Provide immediate, on line pop up to the user of erroneous transactions. Advise reason for error and Page 78 of 87

79 provide the ability to enter corrections on line. Reporting The system should support simultaneous accounting for multiple reporting requirements Draft entries The system should support the creation of draft accounting entries in sub ledger Cross Currency Ability to define exchange rates with multiple /Multiple currencies and also vis à vis base currency currency Transaction Currency Conversion Reporting of non Home currency transaction Reconciliation Batch Numbering Ability to process transactions entered in foreign currency based on the exchange rates definition, in an on line mode Tracking and reporting of all foreign currency transactions in transaction currency and base currency Allows automatic / manual matching of debit and credit transactions in certain GL accounts System should auto generate batch number. 8 Recurring Transaction Transaction Template Formula based template Modify features of recurring transactions Batch Reversal Back / Value dated features Transaction Reversal / cancellation Template: To have certain transaction templates so that the same is used during the transaction entry. Setup recurring transactions with amounts or formula Generate recurring transactions and modify the generated transaction if required Setup automatic and manual reversing transactions. For example, create automatic reversal transactions upon opening a period of accrual transactions Posting to periods irrespective of transaction date (in the transaction entry there must be field to specify to which period the transaction will be posted) transactions should be in a position to be reversed or cancelled with appropriate authorization Page 79 of 87

80 Reversal transactions Bulk Reversal 9 Sub Ledger Accounting Integration of Modules GL level Posting Upload Straight through Process 10 Approval Batch posting / work flow Approval levels Maker / checker concept approval based on Amount/ Accounts type 11 Inter Branch Accounting Default accounting rules Reconciliation Reversal transactions: These transactions are provisional transactions and get updated in the books of accounts. It has to capture an additional date called Reversal Date. On the date of reversal it should automatically reverse those transactions Allow Mass Reversal of transactions based on user defined parameters All transactions originating from sub ledgers in Oracle (Payables, Assets etc.) should create entries in the General ledger Transactions originating in other systems or sub ledgers may be required to be posted in the general ledger either in detail or in summary. This could be done for individual journal as well as auto posting Receive direct journal feeds from various systems, such as Finacle The system should allow posting transactions to General Ledger directly from the sub ledger. System should have the ability to approve the entries generated using Either batch upload or through work flow management The system should enable definition of levels of hierarchy for approving entries and avoid posting without adequate approval It should check maker/ checker concept. More than one level of authorization based on the amount / account level. Process inter branch accounting Set up default accounting rules for interorganization transaction processing Ability to automatically generate inter organization entries and hold awaiting authorization. Auto reconciliation should be well defined Page 80 of 87

81 Summary position Specific inter branch accounts 12 Year End Closing Main Closing period Open Period Exceptional report Earning retention Validation checks Dashboard facility Entity based closing Back dated entry P&L Initialization Carry facility forward 13 Consolidation Consolidated Statements Elimination entry Subsidiaries Currency Flexibility User Defined Grouping Ability to provide inter organization transaction summary register by business area Ability to identify the inter organization balances Close and open the year automatically based on user defined parameters Keep adjusting period for audit adjustments and other financial transactions after the year close Generate closing exception reports Ability to maintain an automatic update for retained earnings when closing the ledger at year end Ability to ensure at year end close that all entries are balanced and that all periods have been closed Dashboard to track the Sub ledger wise, period wise Closing Activities Ability to allow different organization to close independently Ability to re open prior periods and make adjusting financial entries, re run allocations using that period's allocation methodology and post allocation methodology changes. Ability to zero out P&L accounts for next year processing during year end close Ability to carry forward prior year end Balance Sheet account balances to new fiscal year as beginning balances during year end close Ability to prepare consolidated financial statements annually taking subsidiaries and associates company s financial statements into consideration Ability to generate elimination entry for intercompany transactions automatically Ability to generate minority interest for subsidiaries and associates from the system Flexibility in defining and generating report in any currency. Consolidation based on various user defined grouping i.e. Branch/Region/ Zone/STC etc. Page 81 of 87

82 Segment reporting 14 Inquiry Various Queries Cross Module drill down Transaction View User Defined Queries 15 Reporting Compliance Segment wise consolidation Perform on line transaction inquiries for the following: Range of accounts or segments Summarized at various levels of parents / summary accounts For a period or for a range of periods Actual or budget or both with variance Period to date, year to date or quarter to date Perform budget vs. actual with variance inquiry Inquire account balances for net change and period balances Perform cross module drill down. From account balance to summarized journal to detailed journal line and finally to the transaction window where it is input Print and view posted transaction entries (historical transaction entry listing) by different criteria such as: Transaction Number Amount Period Date of entry Transaction Source, Category and Type Apart from the above system should support various user defined Ad hoc Queries Balance Sheet Profit and Loss Account Schedules forming part of Balance Sheet such as: Capital Reserves and Surplus Deposits Borrowings Other Liabilities and Provisions Cash and Balances with Reserve Bank of India Balances with Banks and Money at Call and Short Notice Page 82 of 87

83 Investments Advances Fixed Assets Other Assets Contingent Liabilities Schedules forming part of Profit and Loss Account such as: Interest Earned Other Income Interest Expended Operating Expenses Segment Reporting as per AS 17 Cash Flow Statement Consolidated Financial Balance Sheet Consolidated Profit and Loss Account Schedules forming part of Consolidated Balance Sheet such as: Capital Reserves and Surplus Deposits Borrowings Other Liabilities and Provisions Cash and Balances with Reserve Bank of India Balances with Banks and Money at Call and Short Notice Investments Advances Fixed Assets Other Assets Contingent Liabilities Schedules forming part of Consolidated Profit and Loss Account such as: Interest Earned Other Income Interest Expended Operating Expenses Segment Reporting as per AS 17 for Consolidated Financials Consolidated Cash Flow Statement Abridged Balance Sheet Page 83 of 87

84 16 Reporting General Pre Initialization Report Trial Balance GL Reports Variance Report Flexibility currency precision Financial Statement in System should support all the above reports for the present as well as previous periods for which Data is available in GL and Consolidated Closing Package. Generate transaction detail report for a single account or for a range of account by: Period to date Year to date Summarized Detailed System should have capability to generate the report even after initialization of data during year end closing. During year end closing All the Income and Expenditure heads balance get initialized so the balance in all the accounts when extracted will be zero in the new financial year so system should have the logic to Handle this scenario. Generate trial balance summarized and detailed Generate trial balance summarized by account segment Print transaction vouchers from the system before and after posting with the status shown separately Produce general ledger reports for user selected accounts and periods (General Ledger Scrutiny) Reprint reports for prior periods Monthly variance analysis between actual versus budget Ability to include desired decimal digits for currencies on all financial reports with minimum 2 decimals. Financial Statements Print Financial Statements to Screen and as output Financial Statements Incorporate Information from Sub Modules Financial Statements Maintains Multiple Past Years Financial Data Financial Statements This Month Versus Last Month Financial Statements Year to Date Versus Last Year Financial Statements Year to Date Versus current and other Budgets Financial Statements Variance Expressed as Percentage Page 84 of 87

85 User Reports General Defined Mailing of Reports to Branches/ROs/Z Os 17 Security Account level restriction maker, checker concepts user level restriction Restricted posting view Data Freezing 18 Audit Trails Master Modification Transaction Audit Period Audit Event tracking Transaction Audit details Look up facility Financial Statements YTD Actual vs. Budget: Current + Last Years System should have the capability for generation of various user defined reports with setting rules for rounding off amount as desired. All the reports should be supported in excel/xml/ PDF / CSV formats. System should support scheduling of batch jobs for auto generation of reports and mailing to Branches /ROs/ZOs Access should be provided on roles based. It should be based on Limits / nature of entries etc Validation of various user ids and checking of adequate Privilege Specific reports for transaction posted in restricted accounts Once reporting period results are finalized and freezed, no alteration should be allowed through any user ID. Audit trail to track changes like Addition, Deletion and Modification to master data e.g. Chart of Accounts. Audit trail to track changes like Addition, Deletion and Modification to transaction data e.g. Transaction Entry posted For re opening of fiscal year periods Changes in the system should have audit trail. Ability to identify the who, the what, and the when of changes made to the transactions Provide full on line help look up facility for all of the fields within journal data entry, including account numbers and display descriptions for code verification etc. Aggregation should be at Branch / Region/Zone / Co level should be possible. Page 85 of 87

86 19 GL In house / Legacy packages 20 Consolidation closing package Support for Day to day Transaction of Central Accounts Department Back Dated Transaction support All the existing reports and generation of various files on periodical intervals as done in the legacy system should be supported. This package is used for preparation of Consolidated Balance Sheet and Profit and Loss Statement of bank as whole. The whole functionality should be made available in the implementation. Page 86 of 87

87 56. Reports Report under GL: The mandatory reports which are available in legacy system should be made available in Oracle GL as well as new reports if required as per need basis should also be developed. Reports under Consolidated Closing Package: The mandatory reports which are available in legacy system should be made available in Oracle GL as well as new reports if required as per need basis should also be developed. Page 87 of 87