Expression of Interest (EOI) For Enterprise Content Management Solution (ECM) The last date for submission : August 8, 2014 by 03:00 PM. For details please visit Bank's website at www.idbi.com Page 1 of 16
Table of Contents Table of Contents... 2 Schedules and Contact Information... 3 Disclaimer... 4 About IDBI Bank... 5 Purpose... 6 1. Scope of the solution... 7 2. General Terms and Conditions... 8 3. Evaluation Methodology... 11 3.1. Eligibility Criteria... 11 3.2. Technical Response... 12 3.2.1. Annexure A- General Profile of the Applicant... 12 3.2.2. Annexure B: Project Details (for minimum last 3 years)... 13 3.2.3. Annexure C: Reference Details... 14 3.3. Documents to be submitted... 15 1.1 Short listing and selection of vendors... 16 Page 2 of 16
Schedules and Contact Information Name of the Company IDBI Bank Limited EOI Reference Number IDBI/PCell/EOI/14-15/06 Date of issue July 18, 2014 Last date for submission of pre-bid July 24, 2014 queries Pre bid meeting July26, 2014 at 11:00 AM Last Date and Time for submission of August 8, 2014 by 03:00 PM response to EOI Date and Time of Opening of Proposals August 8, 2014 at 03:30 PM Place of Pre-bid meeting /Opening of IDBI Intech Ltd., Proposals 5 th floor, Mafatlal centre, Vidhan Bhavan Marg, Nariman Point. Mumbai 400021. Ms. Tasnim Bano Contact Person details Tel. No. 022-61986912 e-mail Id : tasnim@idbiintech.com Mr. Nitin Kulkarni Tel. No. 022-39148080 e-mail Id : nitink@idbiintech.com Note: 1. This EOI document is the property of Bank & is not transferable. 2. This EOI document has 16 pages. 3. If a holiday is declared on the dates mentioned above, the responses shall be received / opened on the next working day at the same time specified above and at the same venue unless communicated otherwise. Page 3 of 16
Disclaimer The information contained in this EOI document or information provided subsequently to applicants whether verbally or in documentary form by or on behalf of IDBI Bank Limited (IDBI Bank), is provided to the applicant(s) on the terms and conditions set out in this EOI document and all other terms and conditions subject to which such information is provided. This EOI document is not an agreement and is not an offer or invitation by IDBI Bank to any parties other than the applicants who are qualified to submit the response. The purpose of this EOI is to provide the applicant(s) with information to assist the formulation of their proposals. This EOI does not claim to contain all the information each applicant may require. Each applicant should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this EOI and where necessary obtain independent advice. IDBI Bank makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this EOI. IDBI Bank may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this EOI. Page 4 of 16
About IDBI Bank IDBI Bank Limited ( IDBI Bank/Bank ) is a company incorporated and registered under Companies Act, 1956 (1 of 1956) and a banking company under section 5 (c) of the Banking Regulation Act, 1949 (10 of 1949). IDBI Bank is also a scheduled bank as notified by the Reserve Bank of India (RBI) under the Reserve Bank of India Act, 1934 which categorizes IDBI Bank under a new sub group of other public sector bank. IDBI Bank is engaged in conducting banking business and providing finance to industries and other category of customers. IDBI Bank with its Registered Office at "IDBI TOWER", WTC Complex, Cuffe Parade, Mumbai has a pan-india presence. As on 31 March, 2014 IDBI Bank has a network of 1388 branches and 2301 ATMs across the country. Page 5 of 16
Purpose IDBI Bank Ltd (hereinafter referred to as Bank ) invites response to EOI from reputed firms/agencies/vendors (hereinafter referred to as vendors ) who can provide a comprehensive Enterprise Content Management Solution to address Bank s requirement of Content Management. At present, business and transaction data, flows in through various sources like, fax, mobile, internet, file uploads, paper records, documents and transaction applications like core banking, treasury operations etc. Data is distributed to various stake holders like management, employees, customers, investors, regulators depending upon its usefulness and privileges of the users. Bank feels the need to ensure that the contents / data areprovided to different users by various routes, in a controlled and user-oriented manner. With increase in the volume of data inflow, the preservation, management, distribution and archiving of data has become a major function in the Bank. With this purpose, Bank proposes to acquire a solution which would cater to all the requirements related to data / document / digital asset management (DAM) management, web site and intranet management, search and collaboration, work-flow management, etc. The Bank may invite vendors for a Presentation of their proposed solution. Based on the presentation, Bank shall further identify the optimal requirements and accordingly a Request for Proposal (RFP) will be formulated for the procurement of ECM Solution. Eligible vendors, who propose the Enterprise Content Management (ECM) solution and successfully present the solution to the satisfaction of Bank, shall be eligible to receive the RFP for further participation in the selection process. The Bank at its discretion may issue the RFP to the short-listed vendors from EOI responses or go in for an open RFP at the time of procurement. Bank's decision in this regard is final. Page 6 of 16
1. Scope of the solution Bank proposes to acquire a solution which would cater to the requirements related to document management, web content management, search, collaboration, records management, digital asset management (DAM), work-flow management, etc. The solution is expected to manage the lifecycle of information from initial publication or creation all the way through archival and eventual disposal. Bank is looking for Enterprise Content Management (ECM) solution which should have following broad features: Capture, manage, store, preserve, and deliver content and documents related to organizational processes like Bank s guidelines, manuals, circulars etc, with a built in Work flow for Document management. Built in workflow for retrieval of documents based on the approval. Manage information within the entire organization whether that information is in the form of a paper document, an electronic file, a database print stream, or even an email. Manage corporate information through storage, security, version control, process routing, and retention. Use and preserve the Bank's internal, often unstructured information, in all its forms. Solutions must provide for end to end management of intranet services and website services. Solution should streamline access to records through keyword and full-text search allowing employees to get to the information they need directly from their desktops Solution should support the security & control features of our existing technology architecture. Solution must be desktop-focused, process-focused involving a unified access layer for unstructured and structured data with capability to use Business Intelligence tools. The proposed content management solution, its hardware and software should have the following capabilities Page 7 of 16
Conversion of data between various digital and traditional forms, including paper and microfilm. Converting information from paper documents into an electronic format through scanning, collecting electronic files and information into a consistent structure for management, the creation of metadata (index values) for easy location through search technology. It should have the electronic record of all the physical documents covering the list of documents digitized, its storage, retrieval- temporary and permanent, movement, archival and final disposal. Solution should provide for information contained on a specific document to be masked using redaction features, so the rest of the document can be shared without compromising individual identity or key data. Unify data from different sources, forwarding them to storage and processing systems in a uniform structure and format. Connect the other components, which can be used in combination or separately like Document management, web content management, collaboration, workflow and business process management. Store information that isn't required, desired, or ready for long-term storage or preservation. Handle the long-term, safe storage and backup of static information, as well as the temporary storage of information that does not need to be archived. It should be capable of entering information into other systems (such as transferring information to portable media, or generating formatted output files); or for readying information, such as by converting its format or compressing it. Secure distribution, collaboration, and version control take the forefront. Every action taken within the system should be tracked and reportable for auditing purposes for a wide variety of regulations. The system should have the capability to track and monitor the life cycle of the electronic documents viz. storage, retrieval and disposal. 2. General Terms and Conditions Following terms are used in the document interchangeably to mean: Page 8 of 16
Applicant/Respondent signify those who submit response to the EOI Bid/Proposal signify the documents submitted in response to this EOI Clarification about the EOI: Vendors shall have the opportunity to clarify doubts pertaining to the EOI document in order to clarify any issues they may have, prior to finalizing their responses. All questions are to be submitted to the email address mentioned in this document, and should be received by no later than the time specified in this document. Responses to inquiries and any other corrections and amendments will be distributed to all the Vendors in the form of electronic mail or hardcopy. Submission of Proposals: The response to EOI is required to be in a sealed cover superscribing in the top left hand corner of the cover as "Application for Enterprise Content Management Solution" and submitted on or before the last date of submission. If the responseis sent through post / courier, the applicant should ensure that the cover is received at our office on time Timely Submission: Applicants are solely responsible for timely delivery of the responses to the location as mentioned above, set forth herein prior to the stated Proposals Submission due date and are solely responsible for delays in receipt, including but not limited to third party carriers. Proposals not received on or before the last date and time of submission will not be considered. Opening of Proposals: Proposals will be opened in front of vendor s representatives (if present). The Bank reserves the right at any time to postpone or cancel a scheduled proposal opening. The proposals will be opened at the address mentioned above. Use & Release of Applicant Submissions: The Bank is not liable for any cost incurred by the Applicant in the preparation and production of any Proposal, the preparation or execution of any benchmark demonstrations, simulation or laboratory service or for any work performed prior to the execution of a formal contract. All materials submitted become the property of the Bank and may be returned at its sole discretion. The content of each Applicant s Proposal will be held in Page 9 of 16
strict confidence during the evaluation process, and details of any Proposals will not be discussed outside the evaluation process. The Bank reserves its right to evaluate/shortlist/accept/reject/eliminate any vendor at any stage without assigning any reasons and it is at the sole discretion of the Bank to provide any reason thereof to the vendor. Validity Period of Proposals: The proposals submitted will be valid for a period of one year from the date of submission. Bank reserves the right to shorten or extend the validity period. Award of Work: Proposal submission does not guarantee any commitment by the Bank to award work. Page 10 of 16
3. Evaluation Methodology Preliminary scrutiny of the response to EOI will be made to determine whether they are complete, the documents have been properly signed; the response is generally in order and in the prescribed format with details filled in. The documentation furnished by the applicantwill be examined prima facie to see if the submissions meet all the eligibility criteria as specified below: 3.1. Eligibility Criteria The applicant is required to meet all the conditions set forth under this section to be eligible for participation in the EOI response. i. The applicant may be an OEM or an Authorized partner. ii. The applicant should be based in India or have presence in India i.e., must have registered office in India. iii. The applicant should have positive Net Worth in the last three financial years i.e. 2010-11, 2011-12 and 2012-13. iv. The applicant should have at least 3 years experience in providing IT/ Banking Technology solutions to Banks/Financial Institutions in India. v. The applicant should have implemented at least two of the modules (document management /web content management/ search and collaboration / records management/ digital asset management/ work-flow management ) related to the ECM Solution in any scheduled commercial Bank or any institution in the BFSI sector, in the last 3 years. vi. The applicant, if an Authorized partner, should have support letters from the OEM. vii. The applicant should be both ISO 9001-2008 and minimum CMM level-3certified. viii. The applicant should not have been blacklisted by any Government body/ PSB/PSU during the last three years. Page 11 of 16
3.2. Technical Response 3.2.1. Annexure A- General Profile of the Applicant The applicant should ensure that all the responses are supported by relevant documents duly certified/ signed by authorized signatories. Sr. Particulars No. 1. Name and Address of the Company With Telephone Nos., Fax, E-mail and website 2. Date of Incorporation (with documentary evidence of certificate of incorporation) 3. Address of office/facilities in India 4. Address of Office in Mumbai 5. PAN NO ( Attach copy) Detailed answer by the applicant 6. Sales Tax / Service Tax Registration Number ( Attach copies of registration) 7. Turn over for last three financial years ( for information) 8. Net Profit for the last three financial years ( for information) 9. Net Worth of the last three financial years 10. Turnover from ECM Solution implementation in each of the last three financial years 11. Details of certification (ISO/ CMMI etc.) Applicant s Name (Authorised Signatory with Name, Seal, Date and Place) Page 12 of 16
3.2.2. Annexure B: Project Details (for minimum last 3 years) The applicant should provide details of projects executed in the arena of Enterprise Content Management in the past three years. Particulars Name of the Bank / Institution Date of Award of Contract Date of commencement of work Date of completion of the project. Brief details of the Project / modules implemented. (Separate sheets may be attached to elaborate the projects undertaken) Note: Please enclose Work orders along with Completion Certificates or Client's Testimonial given by concerned organizations. Page 13 of 16
3.2.3. Annexure C: Reference Details (Please provide at least two references of clients where similar projects have been undertaken) Particulars Name of the client Name of the person to be contacted Contact details ( Telephone No / Mobile No / Email Id) Applicants Name (Authorised Signatory with Name, Seal, Date and Place) Note: 1. Please ensure that your response clearly answers all the relevant sections. In case you use additional schedules or documentation to support your response, make sure that they are clearly cross-referenced to the relevant question. 2. Please note that all relevant copies of documents are to be certified/ signed by authorised signatories ( authorized by Board resolution) Page 14 of 16
3.3. Documents to be submitted Sr.No. Particulars Documentary proof Response 1. Profile of the company Annexure-A Yes / No 2. Technical proposal in detail covering the design, Yes / No modules involved, licenses required to be procured, hardware required etc. 3. Net Worth (Rs. in Crores) of the last three years. Annual Reports / accounts to be submitted 2010-11 2011-12 2012-13 4. The applicant should have at least 3 years experience in providing IT/ Banking Technology solutions to Banks/Financial Institutions in India. Annexure-B Yes / No 5. Implementation of at least two of the modules of ECM. (along with PO / Acceptance certification / Client references) 6. In case, applicant is not an OEM of the product(s) proposed for ECM solution. As per Annexure-B Authorization letter from OEM. Yes / No Yes / No 7. ISO 9001:2008 certification Copy of certification Yes / No 8. CMM level 3 certification Copy of certification Yes / No 9. Applicant s Sales Tax / Service Tax Registration Copy of Registration Yes / No certificates 10. Client references Annexure-C Yes / No 11. Copy of the EOI Signed and with seal Yes / No Page 15 of 16
3.4 SHORT LISTING AND SELECTION OF VENDORS The vendors are requested to submit the response to EOI, by submitting their Technical proposals along with all the required documents, and copy of the EOI document for having noted the contents and testifying conformance to the terms and conditions set out therein. All the pages should have seal and signature. The Bank may invite vendors for a detailed presentation of the proposed solution. Based on the presentation, Bank shall further identify the optimal requirements and accordingly a Request for Proposal (RFP) will be formulated for the procurement of ECM Solution. Eligible vendors, who propose the Enterprise Content Management Solution and presentation to the satisfaction of Bank, shall be eligible to receive the RFP for further participation in the selection process. Bank reserves the right to reject any or all the applications without assigning any reasons. END OF DOCUMENT Page 16 of 16