Request for Proposal (RFP) for AUTOMATED CHEQUE PROCESSING CENTRE for Bank of Baroda

Transcription

1 Request for Proposal (RFP) for AUTOMATED CHEQUE PROCESSING CENTRE for Bank of Baroda RFP Ref No : BCC:PO:CBO:104/1 Bank of Baroda, Baroda Corporate Centre, C-26, G-Block, Bandra Kurla Complex Bandra (East), Mumbai Date : 21/01/2012 Page 1 of 43

2 [A] Important Dates : 1. Issuance of RFP by Bank 21/01/ Last Date of Submission of Response 06/02/2012 by P.M by the Bidder 3 Opening of Technical Bid PM in our office at Baroda Sun Tower, BKC, Mumbai [B] Important Clarifications : Following terms are used in the document interchangeably to mean: 1. Bank, BOB means Bank of Baroda. 2. BCC means Baroda Corporate Centre 3. Recipient, Respondent and Bidder means Respondent to the RFP document. 4. RFP means this RFP document 5. Tender means RFP response documents prepared by the bidder and submitted to Bank of Baroda 6. ACPC means Automated Cheque Processing Centre 7. OEM means Original Equipment Manufacturer 8. CTS means Cheque Truncation System Confidentiality This document is meant for the specific use by the Company / person/s interested to participate in the current tendering process. This document in its entirety is subject to Copyright laws. Bank expects the bidders or any person (s) acting on behalf of the bidders to strictly adhere to the instructions given in the document and maintain confidentiality of information. The bidders will be held responsible for any misuse of the information contained in the document and liable to be prosecuted by Bank in the event of such a circumstance being brought to the notice of the Bank. By downloading the document, the interested party is subject to confidentiality clauses. Page 2 of 43

3 TABLE OF CONTENTS Section I Introduction Bank of Baroda (The Bank) Project & Objective Scope of work & delivery of service Information Provided Eligible Products and services Language of Tender Confidentiality Disclaimer Costs Borne by Respondents Cost of RFP Document Earnest Money Deposit (EMD) Formats of Bids: Compliance to bank s all terms and conditions: No Legal Relationship Recipient Obligation to Inform Itself Bid Guidelines Contents of the Bids Contents of Technical Bid Contents of Commercial Bid Lodgment of RFP Response RFP Submission & Closing Date Registration of RFP Late RFP Policy RFP Validity Period Requests for Information Evaluation of Offers Technical Bid Evaluation Criteria Evaluation of Commercial quotes Demonstration Transportation and Insurance: Pre-shipment Inspections Delivery Liquidity Damages Documentation Training: Uptime Guarantee Warranty Payment Terms: Annual Maintenance Contract (AMC) after expiry of warranty period Maintenance Page 3 of 43

4 28. Performance Bank Guarantee: Validity of Rate Contract under the RFP: Errors and Omissions Notification Disqualification Place of Order Repeat Orders Assignment Single point of contact for Support Subcontracting Authorised signatory Bank s Rights Cancellation of contract and compensation Force Majeure Arbitration Indemnity Publicity Variation Applicable Law and Jurisdiction of Court Timeframe Section - II Technical and Functional Specifications RESPONSE TEMPLATE - A RESPONSE TEMPLATE B - Bidder Eligibility RESPONSE TEMPLATE C RESPONSE TEMPLATE D RESPONSE TEMPLATE E RESPONSE TEMPLATE F RESPONSE TEMPLATE G RESPONSE TEMPLATE H Page 4 of 43

5 Section I 1. Introduction This Request for Proposal document ( RFP ) has been prepared solely to enable Bank of Baroda ( Bank ) in the selection of a suitable vendor to provide an Automated Cheque Processing Centre at Bank s Service Branch in Surat, Ahmedabad & Kolkata. Bank of Baroda invites sealed Technical and Commercial Bids compliant to the Bank s tender-based purchase mechanism from reputed vendors to provide an AUTOMATED CHEQUE PROCESSING CENTRE at Bank s Service Branch in Surat, Ahmedabad & Kolkata. The objective of the solution is primarily to reduce process turnaround time at the Service Branch and improve operational efficiency to handle increased cheque volumes in future Bank of Baroda (The Bank) Bank of Baroda is one of the largest public sector banks in India with a branch network of over 3690+branches in India and 86 branches/offices overseas including branches of our subsidiaries, distributed in 26 countries 1.2. Project & Objective The Bank proposes to acquire suitable hardware and software to meet its objective of centralizing the inward and outward cheque clearing activities of its branches at Surat Ahmedabad and Kolkata by setting up Automated Cheque Processing Centre (ACPC). The vendors have to provide an integrated comprehensive, solution including both the hardware and software capable of handling 1,00,000 instruments per day (including outward(50,000), inward clearing(50,000) and their return) at each centre. Bank also proposes to acquire one more 300 dpm encoder for its ACPC already set up at Mumbai. 2. Scope of work & delivery of service A description of the envisaged scope is enumerated as under. However, the Bank reserves its right to change the scope of the RFP considering the size and variety of the requirements and the changing business conditions. The scope of work is detailed as below: Supply of MICR cheque processing machines (Reader-Sorters) of 300 DPM reading and imaging as well as 300 DPM encoding capability and related application software compatible for Service Branch work flow. Customization as per Bank requirements Installation & Operationalisation Page 5 of 43

6 Successful testing of the application Training & handholding during and after implementation till the solution is accepted. Acceptance of the Solution. Maintenance services during warranty period and subsequently under AMC The Bank expressly stipulates that the vendor s selection process under this RFP is on the understanding that this RFP contains only the principal provisions for the entire assignment and that delivery of the deliverables and the services in connection therewith are only a part of the assignment. The vendor shall be required to undertake to perform all such tasks, render requisite services and make available such resources as may be required for the successful completion of the entire assignment at no additional cost to the Bank. 3. Information Provided The RFP document contains statements derived from information that is believed to be reliable at the date obtained but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with Bank in relation to the provision of services. Neither Bank nor any of its employees, agents, contractors, or advisers gives any representation or warranty, express or implied as to the accuracy or completeness of any information or statement given or made in this RFP document. Neither Bank nor any of its employees, agents, contractors, or advisers has carried out or will carry out an independent audit or verification or due diligence exercise in relation to the contents of any part of the RFP document. The RFP document is intended solely for the information of the party to whom it is issued ( the Recipient or the Respondent ) and no other person or organisation. 4. Eligible Products and services All systems and related services to be supplied under the Contract shall have their origin in countries allowed as per the prevailing Import Trade Control Regulations in India. For purposes of this clause, origin means the place where the products are produced, or the place from which the related services are supplied. Products are produced when a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components. The origin of products and services is distinct from the nationality of the Bidder. 5. Language of Tender The Tender prepared by the Bidder, as well as all correspondence and documents relating to this RFP and the letters exchanged by the Bidder and the Bank and supporting documents and printed literature shall be in English language only. Page 6 of 43

7 6. Confidentiality The RFP document is confidential and is not to be reproduced, transmitted, or made available by the Recipient to any other party. The RFP document is provided to the Recipient on the basis of the undertaking of confidentiality given by the Recipient to Bank. Bank may update or revise the RFP document or any part of it. The Recipient acknowledges that any such revised or amended document is received subject to the same terms and conditions as this original and subject to the same confidentiality undertaking. The Recipient will not disclose or discuss the contents of the RFP document with any officer, employee, consultant, director, agent, or other person associated or affiliated in any way with Bank or any of its customers, suppliers, or agents without the prior written consent of Bank. 7. Disclaimer The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or any other arrangement in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between the Bank and any successful Bidder as identified by the Bank after completion of the selection process. Subject to any law to the contrary, and to the maximum extent permitted by law, Bank and its officers, employees, contractors, agents, and advisers disclaim all liability from any loss or damage (whether foreseeable or not) suffered by any person acting on or refraining from acting because of any information, including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or misrepresentation on the part of Bank or any of its officers, employees, contractors, agents, or advisers. 8. Costs Borne by Respondents All costs and expenses incurred by Recipients / Respondents in any way associated with the development, preparation, and submission of responses, including but not limited to attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by Bank, will be borne entirely and exclusively by the Recipient / Respondent Cost of RFP Document Vendor has to submit demand draft for Rs. 30,000/- (Rupees Thirty Thousand Only) issued in favour of the Bank by a scheduled commercial bank in India, payable at Mumbai towards cost of the RFP document. The same has to be submitted along with the Technical bid. This is non-refundable. The bid not accompanying with this amount is liable to be rejected Earnest Money Deposit (EMD) Page 7 of 43

8 Earnest Money Deposit of Rs. 15,00,000/- (Rupees Fifteen Lacs only) has to be submitted by way of Demand Draft / Banker's Cheque / Pay Order drawn in favour of "Bank Of Baroda" payable at Mumbai. Bank Guarantee in lieu of EMD is not acceptable. Earnest Money Deposit will not carry any interest. The Demand Draft / Banker's Cheque / Pay Order towards Earnest Money Deposit should be kept in a separate sealed envelope and delivered along with the Technical Bid. The bid not accompanying Earnest Money Deposit is liable to be rejected. The Earnest Money Deposit will be forfeited if: 1. The bidder withdraws his tender before processing of the same. 2. The bidder withdraws his tender after processing but before acceptance of Letter of appointment to be issued by the Bank. 3. The selected bidder withdraws his tender before furnishing Bank Guarantee/ Security Deposit as required under this RFP. 4. The bidder violates any of the provisions of the terms and conditions of this RFP specification. Earnest Money Deposit will be refunded for the unsuccessful bidders with in two weeks from the date of the finalization of purchase order and its issuance to the successful bidder. The EMD amount deposited by the successful bidder will be converted as security deposit. Excess amount of EMD, if any, (i.e. EMD - 5% of the contract value) of successful bidder will be refunded by the Bank within two weeks from the date of acceptance of contract, however if the EMD amount is less than the amount equivalent to 5 % of the contract value then the successful Bidder has to deposit the difference amount (i.e. 5% of the contract value EMD amount) by way of Demand Draft / Banker s Cheque / Pay order drawn in favour of Bank of Baroda payable at Mumbai, within one week from the date of awarding the contract. The security deposit will be refunded by the Bank after the expiry of warranty period. 9. Formats of Bids: The Bidders should use the formats prescribed by the Bank in the RFP for submitting both technical and commercial bids. The Bank reserves the right to ascertain information from other banks and institutions to which the bidders have rendered their services for execution of similar projects. 10. Compliance to Bank s all terms and conditions: A Recipient will, by responding to the Bank s RFP document, be deemed to have accepted the terms as stated in this RFP document. Bidder has to submit a letter of undertaking along with the Tender that they will abide by all the terms and conditions stated in RFP The Original Equipment Manufacturer(OEM) will also have the responsibility of the equipment s supplied through the partner and should take the responsibility in case of any sales / service support issue arises at any point of time for which separate undertaking is to be obtained from the OEM and enclosed with technical tender document. Page 8 of 43

9 The Bank will have the right to decide on the configuration and the quantity thereof to be ordered. 11. No Legal Relationship No binding legal relationship will exist between any of the Recipients / Respondents and Bank until execution of a contractual agreement. 12. Recipient Obligation to Inform Itself The Recipient must conduct its own investigation and analysis regarding any information contained in the RFP document and the meaning and impact of that information. 13. Bid Guidelines Contents of the Bids The bids shall be in two parts viz. Technical Proposal and Commercial Proposal. Two set of paper copies of both Technical and Commercial Proposals shall be submitted in separate sealed envelopes super-scribing TECHNICAL PROPOSAL FOR IMPLEMENTION OF AUTOMATED CHEQUE PROCESSING CENTRE AT BANK S SERVICE BRANCHES on top of the envelope containing the technical bid and COMMERCIAL PROPOSAL FOR IMPLEMENTION OF AUTOMATED CHEQUE PROCESSING CENTRE AT BANK S SERVICE BRANCHES on top of the envelope containing commercial bid. The CD containing electronic copy (Microsoft XP Word and Excel) of the TECHNICAL BID shall be submitted in separate sealed envelope super-scribing ELECTRONIC COPY OF TECHNICAL PROPOSAL FOR IMPLEMENTION OF AUTOMATED CHEQUE PROCESSING CENTRE AT BANK S SERVICE BRANCHES. These three sealed envelopes should be put together in the sealed master envelope superscribing PROPOSAL FOR IMPLEMENTION OF AUTOMATED CHEQUE PROCESSING CENTRE AT BANK S SERVICE BRANCHES. The Technical Proposal of only eligible vendors will be evaluated first for technical suitability. Commercial Proposal shall be opened only for the short-listed Bidders who have qualified in the Technical Proposal evaluation. The Bidder shall submit the Proposals properly filed so that the papers are not loose. The Bidder shall submit the proposal in suitable capacity of the file such that the papers do not bulge out and tear during scrutiny. Please note that all the documents requested should be arranged in the same order as mentioned in the Checklist. The Technical as well as Commercial Bids are to be submitted as per response templates attached with this document Contents of Technical Bid Page 9 of 43

10 All the Bids for the implementation of Automated Cheque Processing Centre must contain the following information. Any other information in this regard may also be furnished in clear, precise and specific terms, which, in Bidder s opinion, is required. a) Documents to prove eligibility of the Bidder as mentioned in Section -III b) The technical details of hardware and software offered under the Total solution as per response templates. c) Complete summary of technical details for the solution offered must be furnished. d) All documentation, manuals and the required literature relating to the system hardware, system software and customized application software of the solution, data flow diagrams, process flow chart etc must be furnished. e) All the hardware, accessories, application software products, required for providing the system as envisaged in the RFP Document at the location/(s) shall be specified. f) The vendor shall furnish the list of consumables and sources of supply. g) List of all components of hardware and software and materials to be procured as bought out items. h) Description of the vendor s manufacturing facilities, testing facilities and quality control and support capabilities. i) Details of physical/ environmental/ electrical requirements for smooth/ satisfactory installation/ operationalisation of the solution must be furnished. The above details must also include the floor space requirements for the equipments, air-conditioning requirements, the ideal temperature together with the permissible range of fluctuation, level of humidity, power supply etc. j) The preventive maintenance schedule should be enclosed in the technical bid. k) The training schedule for IT Managers, system Administrators, Supervisors and Operators should be enclosed in the technical bid. l) Solution proposed i.e. both hardware and software, should comply with Cheque Truncation System CTS specification provided by RBI Contents of commercial Bid a) The prices offered to the Bank must be in Indian rupees, b) Rate quoted should be inclusive of all duties, taxes, insurance except Octroi, sales tax, entry tax & Service Tax which shall be reimbursed as per actual by Bank. c) No price increase on account of change in tax structure, duties, levies, charges etc shall be permitted. d) No price increase on account of exchange rate fluctuations. e) Rate quoted should be inclusive of 1 year s onsite comprehensive warranty, f) AMC rate for a period of FOUR years after expiry of warranty to be quoted separately. g) A Bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected. h) Commercial quote should be submitted as per format of response templates with sealed envelope. Arithmetical errors will be rectified on the following basis. Any discrepancy between words and figures, the amount in words will prevail. Page 10 of 43

11 Any discrepancy observed between the unit price and the total price that is obtained by multiplying the unit price and quantity then the unit price shall prevail, and the total price shall be corrected accordingly. If the Successful Bidder does not accept the correction of the errors, its Bid will be rejected, and its Bid security may be forfeited. 14. Lodgment of RFP Response RFP Submission & Closing Date RFP Response may be received by the officials indicated below not later than p.m. IST on 06/02/2012. Two (2) sets of both Technical and Commercial proposals and one (1) electronic copy (Microsoft Word and Excel, on CD ROM) of Technical Proposal must be supplied to Bank RFP Evaluation Team and addressed to Bank RFP Evaluation Team at : The General Manager (IT & Projects) Bank of Baroda Baroda Sun Tower C-34, G Block, Bandra Kurla Complex, Bandra (East) Mumbai Submission will be valid if: Copies of the RFP are submitted, subject to clause 14.3, before the aforementioned closing date specified in clause Submission is not by Fax transmission or . Response is submitted in two separate sealed envelopes with separate marking Technical Proposal & Commercial Proposal as more elaborately mentioned in 13.1 above. All separate copies of RFP and attachments must be provided in a sealed envelope or sachet. Submitted in ORGINAL Only One Submission Permitted Only one submission of response to RFP by each Vendor / OEM Service Provider will be permitted. In case of partnerships / consortium, only one submission is permitted through the lead vendor / service provider Registration of RFP Registration will be effected upon Bank receiving the RFP response in the above manner. The submission must contain all documents, information, and details required by this RFP. If the submission to this RFP does not include all the information required or is incomplete, or submission is through Fax/ mode, the RFP is liable to be summarily rejected. Page 11 of 43

12 All submissions, including any accompanying documents, will become the property of Bank. Recipients shall be deemed to license and grant all rights to Bank to reproduce the whole or any portion of their submission for the purpose of evaluation, to disclose the contents of the submission to other Recipients who have registered a submission and to disclose and/or use the contents of the submission as the basis for any resulting RFP process, notwithstanding any copyright or other intellectual property right that may subsist in the submission or accompanying documents Late RFP Policy RFPs lodged after the deadline for lodgment of RFPs may be registered by Bank and may be considered and evaluated by the evaluation team at the absolute discretion of Bank. Respondents are to provide evidence to substantiate the reasons for a late RFP submission. It should be clearly noted that Bank has no obligation to accept or act on any reason for a late submitted response to RFP. Bank has no liability to any person who lodges a late RFP for any reason whatsoever, including RFPs taken to be late only because of another condition of responding RFP Validity Period RFPs will remain valid and open for evaluation according to their terms for a period of at least six (6) months from the RFP closing date Requests for Information Recipients are required to direct all communications related to this RFP, including notification of late RFP submission, through the Nominated Point of Contact person i.e. General Manager (IT & Projects). All questions relating to the RFP, technical or otherwise, must be in writing only to the Nominated Point of Contact. Bank will not answer any communication initiated by Respondents later than five business days prior to the due date for lodgment of RFPs. However, Bank may in its absolute discretion seek, but under no obligation to seek, additional information or material from any Respondents after the RFP closes and all such information and material provided must be taken to form part of that Respondents response. Respondents should invariably provide details of their address(es) as responses to queries will only be provided to the Respondents via . If Bank in its absolute discretion deems that the originator of the question will gain an advantage by a response to a question, then Bank reserves the right to communicate such response to all Respondents. Page 12 of 43

13 Bank may, in order to improve or clarify any response, in its absolute discretion engage in discussion or negotiation with any Respondent (or simultaneously with more than one Respondent) after the RFP closes. 15. Evaluation of Offers Each Recipient acknowledges and accepts that Bank may, in its absolute discretion, apply whatever criteria it deems appropriate in the selection of organisations, not limited to those selection criteria set out in this RFP document. The RFP document will not be construed as any contract or arrangement as a result of the issue of this RFP document or any investigation or review carried out by a Recipient. The Recipient acknowledges by submitting its response to this RFP document that it has not relied on any information, representation, or warranty given in this RFP document Technical Bid Evaluation Criteria The technical evaluation will be based on a combination of the following factors: Evaluation Parameters Compliance to the requirements mentioned in Section - II Vendor has reference site (a site in a Bank with the same Hardware, 300 DPM encoders, and the application software which are proposed to our Bank) for leading PSU/ Private Banks/ MNC banks in India, with similar equipment and in operation for more than ONE year (300 dpm reader and encoder) Demonstration of in-depth understanding of the Bank s project requirements through the technical proposal and presentation Max Marks Scoring Methodology -One mark for each compliance mentioned (Max Marks 100). -Then 30 % of total Marks obtained. - 5 marks per reference site; maximum of 3 reference sites to be considered - Nil for no installation or installation with less than ONE year of operation 30 Subjective Evaluation Demonstration of machine 25 Subjective evaluation Total Marks 100 Only bidders with an aggregate technical score of 80% will be eligible for commercial price bid opening. Note: (i) The vendor is required to provide documentary evidence for each of the above criteria and the same would be required on the client s letter head in case of credentials. Page 13 of 43

14 (ii) During evaluation of the Tenders, the Bank, at its discretion, may ask the Bidder for clarification in respect of its tender. The request for clarification and the response shall be in writing, and no change in the substance of the tender shall be sought, offered, or permitted. (iii) The Bank may, at its discretion, waive any minor infirmity, non-conformity, or irregularities in Bid, which does not constitute a material deviation. (iv) The Bank reserves the right to accept or reject any tender in whole or in parts without assigning any reason thereof. (v) The Bank may use the services of external consultants for bid evaluation. (vi) The Bank s decision will be final and the Bank will not entertain any correspondence in this regard Evaluation of Commercial quotes It may be noted that commercial bids will be subjected to following evaluation process. Based on the technical evaluation criteria, each Bidder will be given certain marks. Only those Bidders scoring 80% (80 marks out of 100) or above in the technical evaluation will be short-listed for commercial evaluation. If only one Bidder qualifies, then the Bank may, at its discretion, also consider the next highest technical score. In case none of the participant Bidders score 80% or more marks in the Technical Evaluation, the commercial bid of only top 2 Bidders on the basis of technical evaluation will be opened and the one having the least price will be invited for further negotiation of the contract. Cost mentioned against Part-I and Part-II under response template-f will be taken into consideration for calculation of nominal quote Nominal quote provided by the Bidder will be discounted as per the formula given below. A comprehensive Score (S) will be arrived at after considering the nominal commercial quote and the marks obtained in technical evaluation with relative weights of 40% for commercials and 60% for technical. The Bidder with the highest score will be declared successful: Computation Methodology for arriving at Least Price / Least Quote 1. Cut - Off score for technical bid will be 80 marks (or the top score in case none of the bidders reaches the cut-off) 2. In case there is only one Bidder having technical score of 80 or more, the next highest technical scorer will be considered. In case, no Bidder is having score of 80, Bank may, at its discretion, take up 2 top scoring bidders, on technical evaluation and compute the Score as per the table below Bank will give 60% weightage to technical score while comparing the commercial quote. The procedure is as under: Page 14 of 43

15 Score (S) will be calculated for all qualified bidders using the following formula: Where C stands for nominal price quoted, CLow stands for the price quote of the lowest nominal bid. T stands for technical evaluation score and THigh stands for the score of the technically highest Bidder. X is equal to Example: S No Bidder Technical Evaluation Marks (T) Nominal Bid Price (C) (CLow / C) * ABC * 0.40= XYZ * 0.40= UVW * 0.40= 0.40 (T / THigh) * * 0.60 = * 0.60 = * 0.60 = Score (S) In the above example, ABC, with the highest score becomes the successful Least Price Bidder. The price quoted by the Least Price Bidder will be called Least Price. Bank reserves the right to negotiate the price with the finally short listed Bidder before awarding the contract. It may be noted that Bank will not entertain any price negotiations with any other bidder, till the Least Price Bidder declines to accept the offer. 16. Demonstration The Bidders who are technically qualified may require demonstrating one such installation of AUTOMATED CHEQUE PROCESSING CENTRE made by them, preferably of a similar configuration of the model quoted at any of the location, with mutually convenient time and date, at the Bidder s cost. This will be the part of technical evaluation. 17. Transportation and Insurance: All the costs should include all duties, taxes, insurance, freight (c.i.f.) except sales tax, entry tax and octroi. However, the Bidder has the option to use transportation and insurance cover from any eligible source. Insurance cover should be provided by the Bidder till the successful installation of the System. The Bidders should also assure that the goods would be replaced with no cost to Bank in case insurance cover is not provided. 18. Pre-shipment Inspections Page 15 of 43

16 Bank of Baroda reserves the right, but shall not be under any obligation, to undertake a pre-shipment inspection of the complete central system in a factory test environment. For this purpose, Bank of Baroda's personnel may have to visit the factory site, which shall be provided at the Bidder's cost. 19. Delivery System should be delivered within 3 Months from the date of purchase order. 20. Liquidated Damages Bidder will have to pay penalty to Bank of 1% of the contract value inclusive of all taxes, duties, levies etc., per week or part thereof, for late delivery beyond due date of delivery, to a maximum of 5%. If delay exceeds two weeks from due date of delivery, Bank of Baroda reserves the right to cancel the entire order. If the selected Bidder fails to complete the due performance of the contract in accordance to the specifications and conditions agreed during the final contract negotiation, the Bank reserves the right either to cancel the contract or to accept performance already made by the Bidder. In such case the Bank reserves the right to recover for non-performance Liquidated 0.5% of the contract value or part thereof, subject to a maximum of 10 % of contract value in addition to the penalty. Both the above Liquidated Damages and Penalty are independent of each other and are applicable separately and concurrently If Liquidated Damages exceed the maximum of 10%, Bank may de-list the Bidder from participating any of our Banks tender in future for a period of three years. Bidder will be responsible for ensuring proper packing, delivery and receipt of all the components. Sealed packs will be opened in the presence of Bank of Baroda officials. The complete sets of manuals should be delivered together with the system. Any component if not delivered or if delivered is not operational, will be deemed/treated as non-delivery thereby excluding the Bank from all payment obligations under the terms of this contract. Partial delivery of products is not acceptable and payment would be released as per terms only after full delivery and installation. Liquidated Damages are not applicable for reasons attributable to the Bank and Force Majeure. However, it is the responsibility of the Bidder to prove that the delay is attributed to the Bank and Force Majeure. The Bidder shall submit the proof authenticated by the Bidder and Bank s official that the delay is attributed to the Bank and Force Majeure along with the bills requesting payment. 21. Documentation: Bidder will have to supply all necessary documentation for the training, use and operation of the system. This will include at least one set of original copies per installation of the user Page 16 of 43

17 manuals, reference manuals, operations manuals, and system management manuals in English only. 22. Training: The Bidder shall provide training to officials (i.e. end-user) of Bank of Baroda to enable them to effectively operate the total system. The training should be conducted at the time of installation at each location up to a comfort level of user and at no cost to the Bank. 23. Uptime Guarantee: Bidder will have to guarantee a minimum uptime of 99% for Core configuration, calculated on a quarterly basis. Core configuration consists of one of the two units of 300 DPM encoders + 1 Server + 5 PCs & 1 Printer PER CENTRE. Uptime percentage will be calculated as (100% less Downtime Percentage). Downtime percentage will be calculated as Unavailable Time divided by Total Available Time, calculated on a quarterly basis. Total Available Time is two shifts a day for seven days a week. Unavailable Time is the time involved while any part of the core configuration of system component is inoperative or operates inconsistently or erratically. If Bidder fails to meet the uptime guarantee in any quarter then the Bidder will have to pay 1% of cost of the contract value as liquidated damages OR the warranty period will have to be extended by one month. The Bidder should immediately provide Bank of Baroda with an equivalent standby system in case of failures. 24. Warranty The entire unit of AUTOMATED CHEQUE PROCESSING CENTRE will remain under onsite comprehensive maintenance warranty for a period of one year from the date of successful installation and implementation. The service support during warranty period shall be for all components of AUTOMATED CHEQUE PROCESSING CENTRE. In case of significant failures of specific component, failed component has to be replaced with new ones in proactive manner. The proactive action has to be taken immediately without affecting the Bank s day to day functioning and in a mutually convenient time. The proactive action plan is required to be submitted well in advance. The Bidder is required to ensure that this kind of situation never arises. 25. Payment Terms: - Payment terms will be as follows: 50% of the total cost on delivery of hardware and application software, 100% of Octroi /entry tax as per actual on production of original receipt; 40% of the total cost on successful installation and implementation of Automated Cheque Processing Solution and acceptance; Page 17 of 43

18 Balance amount of 10% will be released after completion of warranty period or against a Performance Bank Guarantee of public sector bank (other than Bank of Baroda) for one year. The Bank will release the payments, on receipt of all the relevant documents, within a period of 15 days from the date of receipt of undisputed relevant documents. Any dispute regarding the relevant documents will be communicated to the selected Bidder within 15 days from the date of receipt of the relevant documents. After the dispute is resolved, Bank shall make payment within 15 days from the date the dispute stands resolved. 26. Annual Maintenance Contract (AMC) after expiry of warranty period The Bidder will enter in to an AMC agreement with the Bank at the discretion of the Bank, after the expiry of warranty period to support the Automated Cheque Processing Centre supplied for a minimum period of 4- (Four) years at the rate quoted in Commercial Proposal. 27. Maintenance Bidder shall carry out preventive maintenance at least once in quarter in consultation with the Bank s team during the warranty period as well as the subsequent AMC period. Preventive Maintenance will include replacement of worn-out parts, checking diagnostic etc. Bidder will have to maintain Automated Cheque Processing Centre after the warranty period, for a minimum period of 4 years. In case equipment is taken away for repairs, the Bidder shall provide a standby equipment (of equivalent configuration), so that the work of the Bank is not affected. The Bidder shall give an undertaking that sufficient quantity of spares will be kept as stock during the warranty/amc period at their support office. 28. Performance Bank Guarantee: The selected Bidder has to provide an unconditional and irrevocable Performance Bank Guarantee of 10% of the contract value from a Nationalised/ Scheduled Commercial Bank in India (other than Bank of Baroda) towards due performance of the contract in accordance with the specifications, terms and conditions of RFP document, within 15 days from the date of Purchase Order (PO). The Performance Bank Guarantee shall be kept valid three months, beyond the warranty period. 29. Validity of Rate Contract under the RFP: The Rate Contract will be valid up to a period of Six months from the date of receipt of Letter of Indent (LOI) as an approved Bidder for supply, Installation and commissioning of AUTOMATED CHEQUE PROCESSING CENTRE to the Bank. Page 18 of 43

19 A bid valid for a shorter period will shall be rejected by the Bank as non-responsive. 30. Errors and Omissions Each Recipient should notify the Bank of any error, fault, omission, or discrepancy found in this RFP document but not later than five business days prior to the due date for lodgment of Response to RFP. 31. Notification Bank will notify the Respondents in writing as soon as practicable, but not later than 30 days from 15/03/2012, the RFP Evaluation Complete date, about the outcome of the RFP evaluation process, including whether the Respondent s RFP response has been accepted or rejected. Bank is not obliged to provide any reasons for any such acceptance or rejection. 32. Disqualification Any form of canvassing/lobbying/influence/query regarding short listing, status etc will lead to disqualification. 33. Place of Order Order will be placed by Bank s office. Payment will also be released by Bank s office on production of following documents. Original copy of Invoice Original copy of Delivery Challan Original copy of Installation report Original copy of Octroi Receipt Bidders shall make necessary arrangements for processing the purchase orders including the road permit. 34. Repeat Orders After a Purchase Contract is awarded to a Supplier, the Bank may, at its discretion, award further Purchase Contracts to the same Supplier for all / some of the goods originally quoted by him at the same / reduced prices up to a period of 6(six) months from the date of the first Purchase Contract without calling for fresh quotations provided such order will not exceed 25% of the original purchase order quantity. 35. Assignment Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the vendor without the advance written Page 19 of 43

20 consent of the Bank, and any such attempted sale, lease, assignment or otherwise transfer shall be void and of no effect. 36. Single point of contact for Support Bidder has to provide details of single point of contact viz. designation, address, address, telephone/mobile No. for AUTOMATED CHEQUE PROCESSING CENTRE supplied to the Bank. Escalation matrix for support should also be provided with full details as per Response Template H. The Bidder should have local service support office in Surat, Ahmedabad, Kolkata & Mumbai. The Bidders who are not having the service support centre at Surat, Ahmedabad, Kolkata and Mumbai will not be considered. 37. Subcontracting The vendor shall not subcontract or permit anyone other than its personnel to perform any of the work, service or other performance required of the vendor under the contract without the prior written consent of the Bank. In case sub-contracting is permitted by the Bank, copies of Memorandum of Understanding with those companies which are likely to be engaged as sub contractors for any one or major components of the Solutions, may be submitted. Bank reserves the right to negotiate the price with the finally short listed Bidder before awarding the contract. It may be noted that Bank will not entertain any price negotiations with any other Bidder, till the Least Price Bidder declines to accept the offer. 38. Authorised signatory The selected Bidder shall indicate the authorized signatories who can discuss and correspond with the Bank, with regard to the obligations under the contract. The selected Bidder shall submit at the time of signing the contract, a certified copy of the extract of the resolution of their Board, authenticated by company secretary, authorizing an official or officials of the company or a Power of Attorney copy to discuss, sign agreements/contracts with the Bank. The Bidder shall furnish proof of signature identification for above purposes as required by the Bank. 39. Bank s Rights To reject any and all responses received in response to the RFP To waive or change any formalities, irregularities, or inconsistencies in proposal format delivery To negotiate any aspect of proposal with any Bidder and negotiate with more than one Bidder at a time To extend the time for submission of the tender Page 20 of 43

21 To select the most responsive Bidder (in case no Bidder satisfies the eligibility criteria in totality) To select the next most responsive Bidder if negotiations with the Bidder of choice fail to result in an agreement within a specified time frame. To share the information/ clarifications provided by the Bank in response to tender submitted by any Bidder, with any other Bidder(s) /others, in any form. To cancel the selection process as per RFP at any stage, without assigning any reason whatsoever 40. Cancellation of contract and compensation The Bank reserves the right to cancel the contract of the selected Bidder and recover expenditure incurred by the Bank on the following circumstances: I. The selected Bidder commits a breach of any of the terms and conditions of the RFP/contract. II. The selected Bidder becomes insolvent or goes into liquidation voluntarily or otherwise. III. The progress regarding execution of the contract, made by the selected Bidder is found to be unsatisfactory. IV. The delivery is delayed by more than two weeks from the due date of delivery / If deductions on account of liquidated Damages exceeds more than 2% of the total contract value. V. The selected Bidder fails to complete the due performance of the contract in accordance with the agreed terms and conditions VI. An attachment is levied or continues to be levied for a period of 7 days upon effects of the tender. 41. Force Majeure The Bank would, however, provide 30 days notice to rectify any breach/ unsatisfactory progress Should either party be prevented from performing any of its obligations under this proposal by reason of any cause beyond its reasonable control, the time for performance shall be extended until the operation or such cause has ceased, provided the party affected gives prompt notice to the other of any such factors or inability to perform, resumes performance as soon as such factors disappear or are circumvented. If under this clause either party is excused performance of any obligation for a continuous period of ninety (90) days, then the other party may at any time hereafter while such performance continues to be excused, terminate this agreement without liability, by notice in writing to the other. 42. Arbitration Page 21 of 43

22 In the event of a dispute or difference of any nature whatsoever between Bank and the Bidder during the course of the assignment arising as a result of this proposal, the same will settled through the process of arbitration conducted by Sole Arbitrator appointed by Bank. Arbitration will be carried out at Bank's office that placed the order. The provisions of Indian Arbitration Act, 1996 shall apply to the Arbitration proceeding. 43. Indemnity The Bidder shall indemnify, protect and save the Bank against all claims, losses, damages, costs, expenses, action suits and other proceedings, resulting from infringement of any patent, trade marks, copyrights etc. by the Bidder. The Bidder shall always remain liable to the Bank for any losses suffered by the Bank due to any technical error and negligence or fault on the part of the Bidder and the Bidder shall also indemnify the Bank for the same in respect of the hardware supplied by him by executing an instrument to the effect on adequate Non-Judicial stamp paper. 44. Publicity The Bidder shall not without written consent of Bank of Baroda advertise or publicly announce that he is undertaking work for Bank of Baroda. In case of non-compliance of this clause the Bidder will be debarred for participating any future tender / contract for a period of three years. 45. Variation Bank of Baroda may at any time during the contract require the Bidder to revise the Equipment, Services or Supplies including Completion Date. In an event of such nature, Bank of Baroda will request the Bidder to state in writing the effect such variation will have on the work schedule. The Bidder shall furnish these details, in writing, in two weeks from the receipt of such request. 46. Applicable Law and Jurisdiction of Court The Contract with the selected Bidder shall be governed in accordance with the Laws of India for the time being enforced and will be subject to the exclusive jurisdiction of Courts at Mumbai (with the exclusion of all other Courts). 47. Timeframe The following is an indicative timeframe for the overall selection process. Bank reserves the right to vary this timeframe at its absolute and sole discretion should the need arise. Changes to the timeframe will be relayed to the affected Respondents during the process. RFP Issuance Date 21/01/2012 RFP Response Due 06/02/2012 Page 22 of 43

23 Section - II Technical and Functional Specifications a. General Solution Expectations 1) The solution should handle all the processing cycles such as Inward, Outward, Inward Return and Outward Returns 2) Capable of reading and capturing MICR data from the MICR code line during the process of image scanning in one go without necessitating a second step or process for the same. 3) The machines must be fully compliant with and ready for Cheque Truncation Systems (CTS) and should conform to the CTS standards as per the directives and guidelines issued by Reserve Bank of India during validity of contract and current as on the date of submission of the tender. 4) The machines should be robust, capable of sustained operations and have seamless integration of different modules each for scanning, MICR reading, power encoding and sorting. 5) The operating system of the machines must be compatible with the associated cheque processing software both in MICR clearing environment and CTS environment. 6) The machines should be capable of handling all MICR payment instruments in use in India such as cheques, demand drafts, dividend/interest warrants etc. 7) Should support inter-operable open image standards and be capable of being viewed by any standard browser. 8) Should facilitate necessary interfaces for transfer of data and images to any external data warehouse if needed. 9) Should be capable to provide a flat file for upload in the required format for the Core Banking System along with provision of auto-upload in core banking system. 10) The software should be Cheque Truncation System (CTS) ready and should be capable of readily providing all the functionalities and workflows and process flows necessary for pre- CTS environment. The equipment/application software should be CTS compliant. 11) The Signature Verification Software should capture, store, manage, retrieve and display customer s signature image along with the Cheque Image. The application should be interfaced in such a way to fetch the account details along with signatures from Core Banking System, for verification. 12) The Machines should be brand new and manufactured as per the latest technological standards. Page 23 of 43

24 13) Audit Trail features: System should maintain audit trail and modification logs and generate module-wise or user-wise reports. System should also provide for batch-wise detailed log of information about every record getting modified through the application. 14) Capable of reading the MICR E13B and OCR fonts through mid-range cheque scanning transports. 15) System should provide various flows catering to the needs of the processing requirements like outward and inward processing. 16) Outward processing should be capable of handling CDM cheque files, Outsourced Vendor Processed file, and CMS files flow in addition to normal direct cheques received from branches for processing. Inward processing should allow for both the normal cheque processing flow and the high value cheque processing flow. 17) System should be capable of handling the returns processing outward returns and inward returns. 18) Batch processing system: The system shall support batch oriented processing and the batch size shall be configurable. 19) System should be capable of performing duplicate cheques detection to identify any duplicate items being processed in the system. 20) System should have the optional capability to allow for automatic ICR based amount recognition 21) Bank requires two nos of machines with minimum efficiency of 300 dpm so that one serves as a backup in case of hardware failure at Surat, Ahmedabad and Kolkata and one machine at Mumbai. b. Outward Clearing Technical Specifications The solution offered by the vendor should meet the following objectives: Sr. No. The solution offered should have the following capabilities Single pass amount encoding by using encoding data file 1 created in CBS 2 Two pass amount encoding Capture of images and MICR line data of instruments and 3 MICR pay-in-slip for multiple batches with each batch containing multiple slips and accompanying instruments 4 Reject repair (fixing of data related to scan rejected cheques) 5 Image based amount key in for slip and instruments Slip level balancing by maker by allowing corrections in 6 amount field, insertion/deletion of records Compliant Y / N Page 24 of 43