Earnest Money Deposit (EMD) of Rs. 25000 - SBI

Sl. No. RFP Page No. RFP Clause No. Existing Clause Query / Suggesions Our Response

1 9 9.1.1 Earnest Money Deposit (EMD) of Rs. 25000/- (Rupees Twenty

Five Thousand only) by way of Pay Order / Demand Draft, issued

by a Scheduled Commercial Bank in India, drawn in favour of

State Bank of India payable at Kolkata along with Bidders letter

for EMD as per Annexure- N

As per Govt. of India guidelines

MSME registered firms will be

exempted form submission of EMD

fees. Kindly clarify.

Please refer to our corrigendum dated

26.04.2021 published in our Corporate website

"bank.sbi" vide which MSME bidders have been

exempted from payment of EMD subject to

submission of relevant valid certificate for

claiming exemption.

2 9 9 - EMD i.e. Rs.25000/- We are registred from NSIC & WE

ARE MSME Unit .As per MSME act

should be Exeption from EMD

Amount to participation in

tender/EOI. In RFP SBI following the

rate @15% but here partialy

following the policies . Documents

cast is ok. Kindly Provide exemption

from EMD .






claiming exemption.

3 9 9 EMD Are MSME/NSIC registered

organisations exempted from

payment of EMD?






claiming exemption.

RESPONSE TO PRE-BID QUERY IN RESPECT OF OUR RFP NO. SBI/KOL/2021-22/1 Dated 09.04.2021 FOR SORTING,PHYSICAL SEGREGATION OF LOAN FILES/DOCUMENTS, SCANNING AND DIGITISATION AT

VARIOUS SBI CENTRES UNDER LHO KOLKATA

4 9 9. Earnest Money

Deposit (EMD):

Clause 9.1.1

The Bidder shall furnish, as part of its Bid, an EMD of Rs. 25000/-

(Rupees Twenty-Five

Thousand only) by way of Pay Order / Demand Draft, issued by a

Scheduled Commercial Bank in India, drawn in favour of State Bank of

India payable at Guwahati along with Bidders letter for EMD as per

Annexure N

Request you kindly allow the

exemption of EMD for ESME

organization asper MSME guide line

and OFFICE MEMORANDUM of Bid

Security/ Earnest Money Deposit,

512, Lok Nayak Bhawan, New Delhi,

Dated the 12th November 2O2O

No bid Security is implied for any

tender as per the directives of the

Ministry of Finance (Department of

Expenditure) Procurement and

Policy Division till 31/12/2021.

Please refer the attached document






claiming exemption.

5 10 10 Bid submission 1)Is courier service acceptable?

2)Request to enable online

submission during COVID situation?

Please refer to para 11(e), Page 13 of RFP which

reads as under: " If the Bid is send

by post/Courier, then bidder should ensure the

same is received by the bank ,before the closing

date and time of the bid. "

6 10 10. Bid Preparation

and submission:

Clause 10.1

Technical Proposal for physical segregation of Loan files

/records/documents into various pre-defined folders/sets/buckets,

Scanning and Digitization, storing of physical loan files into color

coded folders in response to RFP No. Ref: SBI/KOL/2021-22/1 Dated :

09.04.2021

According to this clause it seems that

bid physical will have to be

submitted. Sir, due to pandemic and

Covid-19 physical presence is very

risky and imposable now, so I request

you kindly arrange the

electronically/online pre-bid meeting

and acceptation of bid & other

documents

The pre bid meeting will be arranged

elecronically. However, process of bid

submission as per RFP to be followed.

7

10 9 Earnest Money Deposit (EMD) :-

Can we pay the EMD via RTGS Bank

Transfer? Kindly share RTGS details

The submission of Bid has to be done as per RFP

document.

8 11 10.1 (c) (vi) Bidders to submit DD of Rs 2000/- as cost of tender along with

technical bid. The amount is non-refundable

As per Govt. of India guidelines

MSME registered firms will be

exempted form submission of Tender

documents fees. Kindly clarify.




exempted from payment of cost of bid

documents subject to submission of relevant

valid certificate for claiming exemption.

9 14 10.3 All the envelopes shall be addressed to the Bank and delivered at the

address given in Part-II of this RFP and should have name and address

of the Bidder on the cover.

Considering the restrictions on

movement because of COVID-19

pandemic, we request you to accept

documents in connection with

technical eligibility online, instead of

physical submission. EMD & Tender

Fee may be transferred to the bank

account which you may specify in

connection with this RFP.

The process of submission of Bids as described in

RFP to be followed.

10 22 31/iv 31./iv. In the event of the product/infrastructure failing to pass the

acceptance test by the Bank, as per the specifications given, a period

not exceeding two weeks will be given to rectify the defects and clear

the acceptance test, failing which, the Bank reserves the right to

cancel the work Order.

Kindly clarify the clause on the

product / infra mentioned and its

specification.

The product/infra refers to scanning of

documents as per prescribed parameters in SOP.

11 22 33-

Subcontracting

As per scope of the RFP, subcontracting is prohibited. In view of

the confidential and sensitive nature of documents, the sub-

contracting will not be permitted under any circumstances. If the

vendor is found to be sub-contracting, at any stage, the Bank will

cancel the contract and forfeit the Performance Bank Guarantee

besides taking other steps, as deemed fit by the Bank.

We understand that scanning and

digitization projects are highly

manpower intensive activities and

we generally employ the

manpower of our empanelled/

associated partners to undertake

these activities and at the same

time, we are fully responsible for

the execution of the project. We

being a Govt. organisation follow

the proper procedure and due

deligence for appointmement of

empanelled/ associated partners,

We request you to kindly allow to

use the human sources/IT

infrastructure through our

empanelled/ associated partners.

The scope of RFP will remain unchanged.

12 23 36For breach of any obligation mentioned in this RFP, subject to

obligations mentioned in this clause, in no event Service Provider shall

be liable for damages to the Bank arising under or in connection with

this Agreement for an amount exceeding the total Cost of the service for

a period of one year subject to a maximum of Rs.20 Lacs, besides other

actions mentioned in the RFP like forfeiture of equipment, etc. Service

provider will ensure Bank’s data confidentiality and shall be responsible

for liability arising in case of breach of any kind of security and/or

leakage of confidential customer/Bank’s related information to the

extent of loss so caused.

ii. The limitations set forth herein shall not apply with respect to:

a) claims that are the subject of indemnification pursuant to IPR

infringement,

b) damage(s) occasioned by the gross negligence, fraud or willful

misconduct of Service Provider,

c) damage(s) occasioned by Service Provider for breach of

Confidentiality Obligations,

d) When a dispute is settled by the Court of Law in India.

e) Regulatory or statutory fines imposed by a Government or Regulatory

agency for non-compliance of statutory or regulatory guidelines

applicable to the Bank, provided such guidelines were brought to the

notice of Service Provider.

Iron Mountain Standard clasue The clause will remain as per RFP.

13 24 34/ i & ii 34. Insurance:

i. All the infrastructure created by the vendor at the site shall have to

be insured by the vendor at his own cost to cover all the required

risks. Bank will obtain insurance

for records/documents etc and the building at its own cost.

&

iii. Vendor to take adequate insurance for compensating Bank, the loss

(sorting,physical segregation of documents / loan files,storing or in

scanning) suffered due to deficiencies in services either by the vendor

or it’s employees

Please clarify the point, and

applicability.

The point refers to insurance coverage of

infrastructure created by the Vendor at the work

site. Further, insurance has also to be obtained

for deficiencies in services by the vendor

resulting into loss for the Bank.

14 24 36 Limiation of Liability Please clarify on "besides other

actions mentioned in the RFP like

forfeiture of equipment, etc. " As

liablity is already limited to the total

Cost of the service for a period of

one year subject to a maximum of

Rs.20 Lacs. Kindly remove the

forfeiture clause

The limitation of liability clause will remain as

per RFP document.

15 24 36 For breach of any obligation mentioned in this RFP, subject to

obligations mentioned in this clause, in no event Service Provider shall

be liable for damages to the Bank arising under or in connection with

this Agreement for an amount exceeding the total Cost of the service

for a period of one year subject to a maximum of Rs.20 Lacs, besides

other actions mentioned in the RFP like forfeiture of equipment, etc.

Service provider will ensure Bank’s data confidentiality and shall be

responsible for liability arising in case of breach of any kind of security

and/or leakage of confidential customer/Bank’s related information to

the extent of loss so caused.

ii. The limitations set forth herein shall not apply with respect to:

a) claims that are the subject of indemnification pursuant to IPR

infringement,

b) damage(s) occasioned by the gross negligence, fraud or willful

misconduct of Service Provider,

c) damage(s) occasioned by Service Provider for breach of

Confidentiality Obligations,

d) When a dispute is settled by the Court of Law in India.

e) Regulatory or statutory fines imposed by a Government or

Regulatory agency for non-compliance of statutory or regulatory

guidelines applicable to the Bank, provided such guidelines were

brought to the notice of Service Provider.

Standard clause of Iron Mountain

Should be prseent Whichi I provided

uder:

VALUE OF THE DEPOSITS

(“Deposits”). Customer declares, for

the purposes of this Agreement, that

(a) with respect to hard-copy

records, microfilm and microfiche

stored pursuant to this Agreement,

the value of such stored items is Rs

45/- per carton, linear foot of open-

shelf files, container or other hard-

copy storage unit, and (b) with

respect to round reel tape, audio

tape, video tape, film, data cartridges

or data cassettes or other non-paper

media stored pursuant to this

Agreement, the value of such stored

items is limited to the cost of

replacing the physical media.. The

client acknowledges having not

declared a higher value for which

such client would have had to pay an

additional cost.

a. Liability for Loss or Damage to the

Deposits. IM shall not be liable for

any loss or destruction of, or damage

to, Deposits, however caused, unless

The clause as described in RFP will remain

unchanged.

16 25 39,vi Fidelity Insurance Request to give an estimate of the

insurance value as it will have impact

on the project cost.

The vendor needs to take a comprehensive

insurance policy which any company takes to

operate so that it can safeguard its interest.

17 25 39. Service

Provider’s

obligations:

vi. Service provider will take Fidelity Insurance to protect Bank

against any loss ( fraud

and or reputation loss) to Bank due to data misuse / pilferage or

any act of it’s employee

(s).

Kindly provide the total value of

sum insured for which we have to

take the fidelity insurance and

will have to pay the premium.

The point refers to insurance coverage of

infrastructure created by the Vendor at the work

site. Further, insurance has also to be obtained

for deficiencies in services by the

vendorresulting into loss for the Bank.

18 26 38 Delay in the Vendor’s Performance:

subclause iii

Please clarify on the point "take

appropriate steps as per this

document (includingforfeiture of

materials already installed in case of

premises provided by the Bank).

Kindly remove the forfeiture clause

The clause will remain as per RFP document.

19 26 39 / ii Vendor’s obligations:

subclause iii

Please clarify how service provider

indemnify SBI, in case of SBI's

negligence on safety and protection

for the people working there.


20 26 39 / vi Vendor’s obligations:

vi. Service provider will take Fidelity Insurance to protect Bank against

any loss (fraud and or reputation loss) to Bank due to data misuse /

pilferage or any act of it’s employee (s).

Kindly provide more inputs on the

same about Fidelity Insurance part.

A company needs to take a comprehensive

insurance policy which any company takes to

operate so that it can safeguard its interest.

21 32 55 55. Bidders registered as MSE (Micro & Small Enterprises) under

MSMED Act, 2006 will be given concessions as under:

a. MSE bidders who participate in bidding process and quote price

within price band of L1+15% shall be allotted Job equivalent to

maximum 20 % of total tender value, provided they match L1 price.

b. If more than one MSE bidders qualified under para (a) above the

tender job ( 20 % of total tender value) will be divided equally among

all such qualified bidders.

Please also consider exemption of

EMD and tender fee for MSME

companies. And kindly consider

some relaxation in terms of

experience mentioned in point table

at page no. 47 Annexure C (ii)




exempted from payment of EMD and cost of bid



22 33 4 Pre Bid Request to keep the pre bid meeting

online due to rising Covid scenarioThe pre Bid meeting will be undertaken

electronically.

23 34 Part - II - Point No. - 4Pre-Bid Meeting Considering the restrictions on

movement because of COVID-19

pandemic,we request you to conduct

a pre-bid meeting online.

The pre bid meeting will be arranged

elecronically.

24 34 7 & 8 7 & 8 (Submission due date and Reverse Auction Date) Kindly clarify, how the Submission

due date and Reverse Auction Date

are same, whereas the due diligence

of the authority to verify technical

doc, and scoring of minimum marks

to qualify for reverse auction will

require minimum a week time.

Pls refer to your caluse on Invitation

to Bid (Page 4):

1.4. . Technical bid will be evaluated

first. Bidders selected in technical bid

will be allowed to participate in

commercial bid through e-reverse

auction. Bank may use Indicative

commercial bid provided by such

bidders (selected in commercial bid)

as reference in reverse auction.

Please refer to RFP document as Submission due

date and Reverse Auction date are not the same.

25 36 16 SCHEDULE OF EVENTS

16 Liquidated damages:

We request you to limit the LD upto

5% of the total project cost, and

weekly LD may be considered 0.5% of

the project cost.

Kindly consider the changes.


26 40 Annexure-B List of LHOs RACPCs/RASMECs/RACCs/ Please provide estimated total

volumes available at each

location/circle

The estimated total volume of images is 2.25

crores. The volume at each location will range

from approximately 6 lacs to 45 lacs .

27 40 Annex B Annex B-volumes The volume is not bifurcated

document type / page size wise which

will create a challenge in deploying

the scanners. Kindly share the page

type and its volume as well(approx.

volumes per location)

The paper size wise bifurcation is not readily

available.

28 40 Annexure-B List of LHOs RACPCs/RASMECs/RACCs/ As per annexure-b, there are total

10 locations ( 6 RACPC,4

RASMEC), but details of RACCs

and branches/offices under SBI

LHO Kolkata is not mentioned.

Kindly provide the details for the

same.

Presently, the work will be undertaken at the

identified 10 locations. Details of other locations

will be shared separately as per Bank's

requirement.

29 41 List of

RACPCs/RASMECs/

Location of work Bidder needs to start work

simultaneously in all locations

The work has to be simultaneously taken up at

all the locations.

30 41 List of

RACPCs/RASMECs/

RACCs

Location of work At how many locations, project to be

executed?

The work has to be taken up at all the locations

mentioned in RFP. However, It is an indicative

list, if any new RACPCs, RACCs,branch or office is

opened during the contract period, the same

would be considered as included in this list.

31 41 Annexure 8 List of LHOs RACPCs/RASMECs/RACCs/ Kindly provide a approx. number of

pages available at each location. It

will help us to quote as per the

availability of total documents

The estimated total volume of images at Kolkata

Circle is 2.25 crores. The volume at each location

will range from approximately 6 lacs to 45 lacs .

32 42 Bidders Eligibility

Crieteria at Sl. No.1

The Service provider should be a Government

Organisation/PSU/PSE/Private/Public Limited Indian

Company/Partnership firms under Indian Laws

Can PROPRIETORSHIP FIRM will

participate for this bid. Kindly note

we are service provider of Scanning

& Digitization services and have

already done many similar projects in

Govt. Departments since 2016 (i.e.

Ministry of Home Affairs, Railway

Ministry and many more). Looking to

our experience with Govt.

organization and in the field of

Scanning and Digitization Services,

Kindly allow us to participate in this

bid.

As per provisions of RFP, Proprietorship firms

are not eligible for participation.

33 42 Annexure-C (i)

Bidders Eligibility

Criteria point no 3

The Service Provider should have minimum 3 years of experience as

on 31.03.2021 in India in scanning and digitization at PSU /Scheduled

commercial Banks / Govt. Departments/ NBFCs/ MNCs. Copies of work

orders/Completion certificate to be attached.

We request you to kindly replace the

existing criteria with “The Bidder

should have minimum 3 years of

experience as on 31.03.2021 and

must scanned 5 cr. Pages in the

financial year 2019-20 for PSU

Bank/Government/ Central Govt.

department under a single contract.

A copy of work order along with

confirmation certificate issue from

the department needs to be

submitted along with the technical

bid.

The criteria as mentioned in RFP will remain

unchanged.

34 42 Annexure-C (i)

Bidders Eligibility

Criteria

Considering to the current scenario

we recommend to implement the

clause for health saft

management.“The Bidder must

possess OHSAS 18001:2007 or

equivalent certification for

occupational Health and Safety

Management system (considering to

COVID-19) and ISO 14001:2015 for

Environmental Management system.

These are necessitated to assess and

reassure the Bidders’ capability to

handle / dispose of the unusable

sensitive materials like computers,

peripherals, and also ensuring the

health of its employees.”

The Bidder's eligibility criteria will remain as per

RFP. However, COVID protocol has to be

maintained at the time of execution of the work.

35 43 Annexure C(i),4 ...pest control, fumigation norms… There is nothing mentioned in

Annexure I relating to this.Shall we

submit Annexure I as it is?

Annexure-I to be submitted in the prescribed

format.

36 43 Ann C(i),2 Turnover from EDMS Which is required- Turnover from

EDMS services OR Any Scanning &

Digitization services?

As described in RFP, turnover should be from

physical segregation of loan files/documents

,Scanning and Digitization Services

37 43 6 6 - Vendor to give compliance certificate adhering to all the provisions

viz. fire safety; pest, rodents, termite control; fumigation norms in the

facility in beginning and thereafter every 6 months’ interval.

As the work will be executed in SBI

premises, then the certificate should

be issued for which premises.

The bidder to submit the documents as per RFP.

38 44 BEC 8 SP should have ..NAS Boxes 1) Are NAS Boxes mandatory? Bidder

need to deploy NAS box at each

locations? Please confirm.

Yes, as described in RFP, sufficient no. of NAS

boxes are required .

39 45 Annexure-C (ii)

Technical Bid

Evaluation Criteria

Experience of scanning and digitization in SCB /PSU / Govt.

departments/NBFC/MNC

Considering to the impotency and

sensitivity of loan record, we

recommend that the bidder should

experience to handle the govt or PSU

records only instead of NBFC &

MNCs. Request you kindly remove

the NBFC and MNC clause.

The criteria as described in RFP will remain

unchanged.

40 46 1 1-2. The Bidder should have International

certification /affiliation/Membership professional

Records & Information Services Management (PRISM)

for record management -2

We request you consider removing

this clause from point system, as

scope of the bid has no relevance to

the Record Management, and hence

those service providers don't have

the certification etc. for Record

Management stand to loose 2 points.



41 46 Evaluation criteria “ bidder should have International

Certification for Membership of

Professional Record and Information

Service Management ( PRISM) for

Record Management” . Does it

require for digitization purpose as

there is no scope for the physical

record management in this tender.

Though ISO certification could be

require for this type of work and you

have already asked for that.

The requirement as per RFP to be followed.

42 47 Annexure C(ii),5 NAS Box 3)Nevaeh does not have NAS Boxes

as we never required to purchase it.

But Nevaeh has the financial capacity

and experience in implementing

similar SAN Storage Servers. Hence,

we request you to alternatively

consider the experience of

implementing such hardware along

with submission of a declaration that

we will procure 5 NAS Boxes on AOC.

4)Are the NAS Boxes returnable on

completion of project execution?

As per RFP, availability of minimum 5 no. of NAS

boxes is required. NAS boxes are

returnable on completion of project.

43 47 Annexure C(ii),4 Records Management Solutions Is SBI is looking for experience in

Document Management

Solution(DMS) and not Records

Management Solution(RMS) which

includes various other physical

features, not part of the scope of this

RFP?Hence, can we show our

experience in implementation of

DMS?

Experience is required for Comprehensive

Records Management Solutions. The Service

Provider should have dedicated in house IT team

and have the ability to customize the process

with access to the Source code of the software

being used by the Service Provider at any time

as per Bank requirement.

44 47 4 MIS What all fields are required for the

MIS that will be created for scanning?

Any specific field that the authority

wants to be added?

It is a part of technical evaluation of the bidder.

Further, requirement of MIS related to the scope

of work will be formulated and advised to the

vendor subsequently by the Bank.

45 47 Annexure-C (ii)-

Technical Bid

Evaluation

Criteria (Records

Management

Solutions and

Processes.)

1. The Service Provider should have implemented a

Comprehensive Records Management Solutions. The Service

Provider have dedicated in house IT team should and have the

ability to customize the process with access to the Source code of

the software being used by the Service Provider at any time as

per Bank requirement . – 10 Points

As this project deals with the

sorting/segregation/scanning of

documents and scope of work

does not cover physical storage of

documents, we therefore request

to kindly modify this clause as

under:-

"1. The Service Provider should

have implemented a

Comprehensive Document

Management Software. The

Service Provider have dedicated

in house IT team, should have the

ability to customize the process

with access to the Source code of

the software being used by the

Service Provider at any time as

per Bank requirement . – 10

Points"

The evaluation criteria will remain as per RFP.

46 48 5 -NAS BOX Clouse no 3 NAS box min. 5 and giving 5 marks .

There is other options avalble , so

kindly remove this close.

In terms of RFP, minimum 5 no. of NAS boxes are

required for getting 5 marks under Technical

evaluation criteria.

47 48 4 4-1. The Service Provider should have implemented a Comprehensive

Records Management Solutions. The Service Provider have dedicated

in house IT team should and have the ability to customize the process

with access to the Source code of the software being used by the

Service Provider at any time as per Bank requirement .- 10 Points

&

4-2. Service provider capable of providing on line

MIS facility – 5 points

We request you to consider

removing both clauses (4-1 & 4-2)

from point system as the tender is

related to Scanning and Digitization

only, and no Record Management

System (RMS) is associated with the

BID, and those service providers who

don't have the RMS stand loosing 15

Points.



48 48 5 5-Availability of NAS Boxes Minimum 5 -5 Points Need clarification about the NAS

boxes?

The bidder has to abide by the stipulations as

described in RFP.

49 48 Table point 1 The Bidder should have International

certification/affiliation/Membership professional Records &

Information Services Management (PRISM) for record management -2

Please consider ISO 15489-1:2016 as

alternative in this case


50 49 Table point 4 1. The Service Provider should have implemented a Comprehensive

Records Management Solutions. The Service Provider have dedicated

in house IT team should and have the ability to customize the process

with access to the Source code of the software being used by the

Service Provider at any time as per Bank requirement . – 10 Points

Does RMS is needed to be deployed

by vendor. As in scope of work its

not mentioned anywhere. And in

case if its not required please

reconsider this point

The criteria for technical evaluation of the

vendor will remain as per RFP doucment.

51 49 Table point 4 2. Service provider capable of providing on line MIS facility – 5 points Please explain what kind of MIS are

required

It is a part of technical evaluation of the bidder.

Further, requirement of MIS related to the scope

of work will be formulated and advised to the

vendor subsequently by the Bank.

52 49 Table point 5 1. Company own minimum 50 highspeed scanner, flatbed scanners, as

per the specifications mentioned scope of work ( Annexure –D) - 10

Points

2. The Highspeed scanner used automatically put tag on the pages

which are scanned correctly- 5 points

3. Availability of NAS Boxes Minimum 5 -5 Points

An undertaking for the availability of

scanners whenever it will be required

should be considered

The criteria for technical evaluation of the

vendor will remain as per RFP doucment.

53

49 Table point 5

2. The Highspeed scanner used automatically put tag on the pages

which are scanned correctly- 5 points

Please explain It is the specification of the Highspeed scanner.

54 50 DE Total Volume of records Please provide estimated total

volume and also the volume

available at each location. This is

required to plan the resources

require to complete the project

within the timeline given.

The estimated total volume of images is 2.25

crores. The volume at each location will range

from approximately 6 lacs to 45 lacs .

55 50 C Allocation of Work As per our understanding If L1 is MSE

company then total volume will be

alloted to L1. Please confirm

The allocation of work will be done as per scope

mentioned in RFP.

56 50 Scope of work

Clause ii

Vendor has to carry out the task of sorting, physical segregation of

Loan files/documents/associated enclosures into various pre-defined

folders/sets/buckets,

quality scanning, digitization, storing, uploading and indexing of Loan

files and storing the

physical documents in color coded folders supplied by bank as well as

imparting training

to staff within the given timelines.

Each Document How Many Fields

/Parameters we have to do the index

from where we have to capture the

Index contents. Data Type:

Alpha/Numaric, or Both

The scope of work has to be undertaken as per

Standard Operating Procedure (SOP) mentioned

in RFP document.

57 50 Annexure D-i - The Service provider has to provide services relating to

digitization of Loan documents, relevant enclosures and other records

pertaining to the Bank’s RACPCs/RASMECS/RACCs at different

locations in India and stored at CPCs, / DACs, /other

Temporary/permanent storage facilities/Branches on an ongoing basis

as per the work order letter issued by the concerned

RACPC/RASMEC/DAC/RACCs/Other offices,.

Please confirm whether service

provider have to shift the team from

one office to other once job is

completed?

The work will be undertaken simultaneously at

all the identified locations.

58 50 Annx D Annexure D-iii please confirm the loan files will be

available at the scanning location or

not? If not then who will bring the

files from storage to scanning

location?

The loan files will be available at the identified

location.

59 50 Annx D Annexure D-iv Please confirm the average number

of pages per file?

The average no. of pages per file is

approximately 200.

60 50 Annx D Annexure D-iv Please confirm the total number of

files available per location?

Shall the service provider need to

start the work parallelly across all the

locations at a time?




The work has to be undertaken parallelly at all

the locations.

61 50 Annx D Annexure D-iv Please confirm where to upload the

images post scanning?

All the activity has to be undertaken as per SOP.

62 50 Annx D Annexure D-iv Please confirm the indexing

parameter for each file?

Please refer to SOP.

63 50 Annx D Annexure D-vi Please confirm in case of

Photocopies for torn and fragile

document, what would be the

tentative numbers, and will SBI

provide the Photocopier?

The photocopy of such documents will be

arranged by the Bank. The no. of pages under

such category will not be many.

64 50 Point no ( iv)After even compressing the file if it

requires more space over & above 15

MB say, 17 MB then would it be

allowed, keeping the overall limit of

the all the folders 15*7= 105 MB, as

some folders may require less space

than prescribed. this may be

required for better quality image

viewing experience as desired by the

Bank.

The parameters will remain as per RFP

document.

65 50 Annexure-D -Scope

of Work

i. The Service provider has to provide services relating to digitization

of Loan documents, relevant enclosures and other records pertaining

to the Bank’s RACPCs/RASMECS/RACCs at different locations in India

and stored at CPCs, / DACs, /other Temporary/permanent storage

facilities/Branches on an ongoing basis as per the work order letter

issued by the concerned RACPC/RASMEC/DAC/RACCs/Other offices,.

1.How many pages are there in each

file and types of documents each file

contains? 2.Please also provide total

volume file wise, page wise for each

location. 3.What is a

minimum feed of physical documents

per day per location?

4. Who will provide the stationary to

carry out scanning and digitization

work?

1.The average no. of pages per file is

approximately 200. The files contain loan

documents.

2.The estimated total volume of images at

Kolkata Circle is 2.25 crores. The volume at each

location will range from approximately 6 lacs to

45 lacs . The work has to be undertaken

parallelly at all the locations. 3.As per RFP,

daily target for scanning per RACPC/RASMECC is

40000 images per day.

66 50 Annexure-D -

Scope of Work

iii. Loan files and relevant documents/records may be in

A4/Legal size or any other size as may be directed by the Bank.

Please provide the exact number

of pages size wise (A0/ A1/ A2

/A3 /A4 /Legal and others) for

each location.

The paper size wise seggregation is not readily

available.

67 51 Ann D iii A4/Legal size or higher than A4 size i.e. A3/A2/A1/A0 What is the estimated volume of

different sizes, specially larger than

A3 size?

It will vary from file to file. However, the images

with larger sizes will be very less.

68 51 Ann D iii A4/Legal size or higher than A4 size i.e. A3/A2/A1/A0 Are there any bound volume?If yes,

what is the estimated volume?Is

unbinding/rebinding allowed?

There are generally no bound files. However, in

case any bound file is found at any centre, the

decision regarding unbinding/rebinding will be

taken up by the authorised officials of the

concerned CPC .

68 51 Ann. D vi Fragile documents What is the estimated volume of

such fragile documents?

There might be very few cases of fragile

documents.

69 51 Ann. D vii The vendor will provide all end-user support to the Bank What will be the period of end-user

support?

As per RFP, vendor will impart simultaneous

training to bank staff regarding various

digitization process including scanning, digitizing,

indexing, uploading and retrieval in the software

and related issues. The vendor will provide all

end-user support to the Bank. Such support is

required during end-to-end implementation of

the DMS project.

70 51 Scope of work

Clause ix

The document (Loan files and relevant documents/records ) should be

properly and

securely kept for digitization and returned to the authorized officer on

daily basis. A log

register should be properly maintained detailing all the movement of

document (Loan

files and relevant documents/records ) and should be returned with

all the pages intact and secured.

What is the size of volume need to

done on daily basis in each location?

Approx in counts…?

As per RFP, daily target for scanning per

RACPC/RASMEC/ RACC/Branches/DAC/other

Offices is 40000 images per day.

71 51 SOP Stape 1

Clouae (xi)

The vendor shall arrange good quality and in sufficient numbers of

scanners, computers

and servers, NAS boxes, LAN networking at his own apart from

deploying sufficient and

skilled manpower.

What facilities the SBI will provide?

e.g. Space for work, electrical supply,

table, chairs, filerack, LAN, drinking

water, washroom etc.

All such basic infrastructure will be provided by

the Bank.

72 51 Scope of work

Clause xv

Scanned images, should be compatible with EDMS software installed

in EDMS server at

GITC Rabale and end user (Branch) should be able to able to view and

download digitized

documents through remote login. Vendor to test check this

compatibility first before going

for full scale scanning and digitization. and repair the digitized files if

so required to make them compatible with the EDMS software

without any additional cost.

As per specification given in the RFP

we will follow and scanned the

documents. But before uploading the

document in EDMS Server we require

specifications of the document which

lying into the EDMS Sever. Please

specify on clause

The specification as described in SOP to be

followed.

73 51 Annx D Annexure D-xiii- Bank will have the right to add/amend/modify scope

of the work as per its discretion/requirement though with mutual

agreement/consent.

In case of change in Scope will attract

additional cost, then how it will get

reimbursed or considered for billing?

The same will be undertaken as per RFP.

74 51 xi The vendor shall arrange good quality and in sufficient numbers of

scanners, computers and servers, NAS boxes, LAN networking at his

own apart from deploying sufficient and skilled manpower.

What would be the specification of the

PC/ NAS etc. required?The specification of NAS box has to be as under:-

1.Form factor : Desktop

2.Number of Bays : 2

3.Number of Hard drive installed: 01

4.Processor Speed : 1.70 GHz or better

5.Product type : NAS

6.Total hard drive capacity : 5 TB

75 51 Annexure-D -

Scope of Work

xi.The vendor shall arrange good quality and in sufficient

numbers of scanners, computers and servers, NAS boxes, LAN

networking at his own apart from deploying sufficient and

skilled manpower.

What facilities the SBI will

provide? e.g. Space for work,

electrical supply, table, chairs, file

rack ,LAN, drinking water, wash

room etc.

Such facilities will be arranged by the Bank.

76 52 SOP Stape 1

Clouae (I)

Segregate physical Loan files into 7 folders or as decided What types of documents are there

in the file which need to be

segregated in 7 folders. Kindly

provide details

The documents that require to be processed are

home loan documents.

77 52 SOP Stape 1

Clouae (j)

Scanning documents will have the following paper size (A0 / A1 / A2 /

A3 / A4 / Legal and

others).

Please provide the circle wise

numbers of pages of each paper size

(A0/A1/A2/A3/A4/Legal and

others).And also elaborate the others

size of paper




78 52 SOP Stape 1

Clouae (c)

Page number needs to be captured by vendor digitally at the bottom

of the page for

noting and corresponding side papers. Numbering has to be done for

all pages. Vendor

should ensure and cross check the numbers captured to verify the

numbers captured are

in sequence for all pages.

Bank should provider pre-page

numbered document or vender

should enter the page number

before scanning

Vendor has to arrange for numbering of

documents. This is required in order to keep a

track on documents being received for scanning

and being returned back to the Bank.

79 52 Annx D Annexure D-xv please confirm who will upload the

images in EDMS software? In case

service provider shall have to do this,

then how will Service Provider will

get connected with EDMS s/w? Also,

what EDMS is being used in SBI?

The image upload activity in EDMS software will

be undertaken by the Bank. However, scanning,

indexing etc. to be undertaken by the vendor

strictly in compliance with SOP so as to ensure

smooth uploading in EDMS software.

80 52 Annexure-D -

Scope of Work

(Standard

Operating

Procedure)-Step 1-

File Identification

i.Segregate physical Loan files into 7 folders or as decided What types of documents are

there in the file which need to be

segregated in 7 folders. Kindly

provide details.

As described in RFP, Images will be segregated

according to type of doc like Loan application

etc.and placed in 7 sub folders (maximum size of

each sub folder : 15 MB) under account no wise

folders.

81 52 Annexure-D -Scope

of Work (Standard

Operating

Procedure)-Step 2-

Receiving the files

c. Page number needs to be captured by vendor digitally at the

bottom of the page for noting and corresponding side papers.

Numbering has to be done for all pages. Vendor should ensure and

cross check the numbers captured to verify the numbers captured are

in sequence for all pages.

Page numbering should be done by

pen or pencil and also please clarify

regarding the digital numbering.

Do we need to carry out numbering

for blank pages? Please confirm.

Do we also need to carry out

numbering for blank pages? Please

confirm.

The numbering has to be undertaken by the

Vendor. Generally there won't be any blank

pages in the file.

82 53 Step 2: Receiving the files

j. Scanning documents will have the following paper size (A0 / A1 / A2

/ A3 / A4 / Legal and others)

Kindly share the tentative numbers

of different paper size to be scanned.

The data on paper size wise segregation is not

readily available.

83 53 xv Scanned images, should be compatible with EDMS software installed

in EDMS server at GITC Rabale and end user (Branch) should be able to

able to view and download digitized documents through remote login.

Vendor to test check this compatibility first before going for full scale

scanning and digitization. and repair the digitized files if so required to

make them compatible with the EDMS software without any

additional cost.

Who will provide EDMS? EDMS server will be arranged by the bank for

uploading of scanned images.

84 53 step1.e Unbinding instead of unbinding, We would

recommend to perform scanning

using Sceye Overhead scanners

/Digital Camera for binded documents

/ files

As per RFP, the vendor shall deploy ADF/ A3

scanners / Overhead scanners/ flatbed scanners,

as the case may be. The choice of scanners

depends completely on the condition of the

document

85 53 step 1.i Segregate physical Loan files into 7 folders or as decided . 7 Segregation categories/Buckets are

not listed / detailed. We need details

on those to arrive at the estimated

efforts for each of the segregation and

indeing activities





folders. 86 53 step 2.c Page number needs to be captured by vendor digitally at the bottom of

the page for noting and corresponding side papers. Numbering has to

be done for all pages. Vendor should ensure and cross check the

numbers captured to verify the numbers captured are in sequence for

all pages.

Digital numbering of pages would be

possible only during scan, therefore

Receiving a File (Inward process)

would not have digital labeling of the

files

The numbering has to be done by the Vendor.

87 53 Step 1. j Scanning documents will have the following paper size (A0 / A1 / A2 /

A3 / A4 / Legal and others).

Instead of Multiple scanners being

transported, the Scanner would be

default size to process A3/A4 & Legal.

Incase of any A0 size scan is

required, that scanner would be

deployed on select sites.

As per RFP, the vendor shall deploy ADF/ A3

scanners / Overhead scanners/ flatbed scanners,

as the case may be. The choice of scanners

depends completely on the condition of the

document

88 54 SoW, 4c licensed software for Quality Check Nevaeh uses its own in-house Quality

Check software for all Govt/PSU

projects and installs it on its own

hardware only. Is license required in

this case?

As per RFP, Vendor should ensure that latest

licensed software for Quality Check is installed.

89 54 Step 4.

Scanning/QC of

Images Clouse (b)

Vendor will attach the generated barcode as a Unique file ID for all the

files before

scanning. Bar code will be pasted on the file cover (including Front File

Cover, Back File

Cover and Internal Noting pages).

Barcode should past only cover page

or insight pages also

As per SOP, Bar code will be pasted on the file

cover (including Front File Cover, Back File Cover

and Internal Noting pages).

90 54 Step 2. c. Page number needs to be captured by vendor digitally at the bottom

of the page for noting and corresponding side papers. Numbering has

to be done for all pages. Vendor should ensure and cross check the

numbers captured to verify the numbers captured are in sequence for

all pages.

Who will do numbering on physical

file to match digital page number?

Vendor

91 54 step 3 point 7 Physical Loan files will be segregated into 7 buckets or sets or as

decided by the Bank. While segregating, care should be taken, so that

the physical files are segregated as per specification given by the Bank.

please share the 7 bucket details The details are as per SOP.

92 54 Annexure-D -

Scope of Work

(Standard

Operating

Procedure)-Step 4-

Scanning / QC of

images

a. Depending upon the nature and quality of documents the

vendor shall deploy ADF/ A3 scanners / Overhead scanners/

flatbed scanners, as the case may be. The choice of scanners

depends completely on the condition of the document………

Please provide percentage wise

documents for ADF scanner,

overhead scanner and flatbed

scanner. What is a procedure to

verify/QC the scanning and

digitization work form bank side.

Kindly provide the total number

of Fragile /delicate pages

(percentage wise)

Such data is not readily available.

93 54 Annexure-D -

Scope of Work

(Standard

Operating

Procedure)-Step 4-

Scanning / QC of

images

b. Vendor will attach the generated barcode as a Unique file ID

for all the files before scanning. Bar code will be pasted on the

file cover (including Front File Cover, Back File Cover and

Internal Noting pages).

Who will provide the Barcodes?

Also please confirm the number of

notings per physical file.

Vendor.

94 55 5.a After the scanning, re-bundle, restaple the Loan files and relevant

documents/records (after stapling) in lots, store into color coded folders

provided by the Bank and hand over to the authorized person of

RACPC/RASMEC/ RACC/DAC/Branches/Other Offices for re-storage.

Is there any Record storage scope

involved in future?The record storage is not the part of scope of

work.

95 55 4.c Vendor should ensure latest licensed software for Quality Check is

installed.

What is the sample size for QC?

Physical and Digital QC is to be

performed, however the sample size

is not defined.

Quality check has to be done for each and every

document as per SOP.

96 56 Step 7. Indexing Indexing to be carried out post completion of Quality check. Each file

doc will be indexed with a unique identification no. such as Loan

account no (for example 12345678900). No other character should be

used in naming the main folder

Please provide number of fields for

indexing other than loan account

number if any

Indexing has to be undertaken strictly as per

SOP.

97 56 Step 5 C-Vendor should ensure latest licensed software for Quality Check is

installed.

Please confirm the quality control

software SBI is referring in this

caluse?

The quality control software being used for

Record Management has to be used.

98 56 Step 5 D- The generated PDF/A should be optimized for viewing over the

internet i.e. pages should be viewable as soon as they are downloaded

without waiting for the complete file to be downloaded. i.e. A

multipage file is downloaded page-by-page and should be viewable as

soon as a page is downloaded rather than having wait for the entire

file to download

This is the property of the EDMS and

not of the scanned image. Please

confirm.

As per RFP, each paper page is to be scanned

and all the pages in the file is to be stored as one

of digital file searchable formats (PDF/A) (ISO

19005-1:2005) using appropriate scanners with

high quality document and image results.

99 56 Step 4 b. Vendor will attach the generated barcode as a Unique file ID for all the

files before scanning. Bar code will be pasted on the file cover

(including Front File Cover, Back File Cover and Internal Noting pages)

Who will provide barcode If scanning is done manually (page wise), vendor

has to provide bar code. In case, scanning of

entire file is being done in system, system

generated bar code is required.

100 56 Step 4 d. The generated PDF/A should be optimized for viewing over the

internet i.e. pages should be viewable as soon as they are downloaded

without waiting for the complete file to be downloaded. i.e. A

multipage file is downloaded page-by-page and should be viewable as

soon as a page is downloaded rather than having wait for the entire

file to download.

On which software this fuction is

needed? In Quality check or EDMS?

As per RFP, each paper page is to be scanned

and all the pages in the file is to be stored as one

of digital file searchable formats (PDF/A) (ISO

19005-1:2005) using appropriate scanners with

high quality document and image results.

101 56 step 7 Indexing fields How many fields are to be indexed by

the scanning team? What are those

fields

The indexing has to be undertaken as per SOP.

102 56 Step 5.f Vendor is required to take back up of incremental data at the end of the

day. The backup shall be taken on hard disk in a secured storage for

data retrieval in case of emergency. Vendor to ensure data security and

confidentiality while taking back up.

HDD Backup for images scanned for

the day is noted, however, how would

the data scanned be shared with SBI

local team? Is there multiple versions

of the scanned images to be

maintained? or handover of the image

locally would complete the process?

The data handover will take place through NAS.

103 56 Annexure-D -

Scope of Work

(Standard

Operating

Procedure)-Step 7-

Indexing

i.Indexing to be carried out post completion of Quality check.

Each file doc will be indexed with a unique identification no.

such as Loan account no (for example12345678900). No other

character should be used in naming the main folder:

Please provide number of fields

for indexing other than loan

account number if any.

The indexing has to be undertaken as per SOP.

104 56 Annexure-D -

Scope of Work

(Standard

Operating

Procedure)-Step 7-

Indexing

ii.Images will be segregated according to type of doc like Loan

application and placed in 7 sub folders (maximum size of each

sub folder: 15 MB) under account no wise folders

Please provide details of

documents to be segregated in to

7 folders and how many pages are

there ( on an average) each folder

will contain?





folders.

105 57 Clause 8

In the pilot run of the data Transfer

to Bank's NAS Box , whether hand on

demo world be given to design the

Configuration of our NAS Box with

Bank's NAS box .

The necessary input in case of need will be

provided by our ITS Department.

106 58 8 Data Transfer to Bank’s ADS enabled storage facility/NAS Box 2)Data to be transferred to Bank's

ADS enabled storage or NAS Box?

Asper RFP, vendor will arrange to transfer data

to Bank’s ADS enabled storage facility located at

RACPC/RASMEC/RACC/DAC/Branches/Other

offices on daily basis.

107 58 Step 7 Indexing to be carried out post completion of Quality check. Each file

doc will be indexed with a unique identification no. such as Loan

account no (for example12345678900). No other character should be

used in naming the main folder:

How many indexing fields will be

there along with Unique

identification no.

The indexing will have to be carried out as per

SOP available in RFP document.

108 63 Annexure-G-

Commercial Bid

format-Indicative

Bid

Note-2 The price quoted shall be quoted only in Indian Rupees

and should be inclusive of all taxes. There will be no additional

payment for taxes, duties, octroi etc.

Will rate quoted include GST or

not?. Kindly confirm.

As described in RFP, the price quoted shall be

quoted only in Indian Rupees and should be

inclusive of all taxes. There will be no additional

payment for taxes, duties, octroi etc.

109 64 Commercial Bid Format Kindly suggest, do we need to give

the indicative Commercial, as this

being a reverse auction based

selection?

Also, please clarify, what all we need

to consider under Rate Per Image.

The commercial bid format has to be filled in

strictly as per RFP.

110 65 Ann G,Note 1 Commercial Bid As per the RFP bidder need to submit

separate commercial bid for each

circle/jurisdiction. Please confirm

The bid documents have to be submitted

separately for Kolkata Circle.

111

72 Annexure K(i),3 Minimum Wages

The engaged manpower will be

skilled or semi-skilled

manpower.Please specify.

The engagement of manpower will be as per the

requirement of vendor at each location.

112 73 General Indemnity:

a) Service provider agrees and hereby keeps the Bank indemnified

against all claims, action, loss, damages, reputation loss, costs,

expenses, charges, including legal expenses (Attorney, Advocate fees

included) which the Bank may suffer or incur on account of any

deficiency in Services rendered by the Service Provider or any acts

Commission/ omission on the part of employees, agents,

representatives of Service Provider. Service Provider agrees to make

good the loss suffered by the Bank on first demand made by the Bank in

this regard which shall be final conclusive and binding on Service

Provider.

Should be capped with Liability The clause will remain as per RFP.

113 74 1 Penalty How will the department ensure

proper supply of documents?

The supply of documents will be ensured by the

authorised officials at each CPC.

114 74 Annx K(i) Annexure –K(i) - Penalty Clause

Subcaluse ii

We request you to consider changing

Total Penalty to the maximum of 10%

of project cost. With 100% project

cost penalty, it's extemely risky, and

will not have management approval.



Subcaluse iii

We request you to remove the

penalty clause.



Subclause viii.

Please clarify the quantum of penalty

in case of non-adherence to the

timelines


117 74 4 General Indemnity

Subclause a.

Please clarify on "Bank may suffer or

incur on account of any deficiency in

Services rendered by the Service

Provider"


118 Suggestion and recommendation to selection of right vendor As the department is looking for

scanning of Loan Record and

department is also wanted to

segregation and categorization of

record from the vender. Department

must conduct a POC for 50 to 100

files end to end scanning before

opening of the financial bid. Those

venders who completed the POC as

per RFP condition and time line given

by the department the financial bid

of those vender will open. Request

you please consider our request

The selection criteria as described in RFP will

remain unchanged.

119 Suggestion and recommendation to selection of right vendor In this process vender need to

develop production work flow and

bidder should have ability to

customize the software on Bank

need basis. to check the ability of the

bidder software customization

capability. we recommended that:-

"The

Bidder should be CMMI Level 5

certified. A copy of the valid

certificate issued by the competent

authority should be attached with

the Technical Bid"

The selection criteria as described in RFP will

remain unchanged.

120 Nil EMD & Tender Fee in the form of DD Request you to consider mode of

payment from DD to NEFT (Due to

covid lockdown)


RFP to be followed.

121 Nil Hardcopy Submission of BID Request you to consider accepting

the BID in the form of softcopy

through ePortal due to lockdown


RFP to be followed.

122 As we are a MSME & NSIC

Registered Company, we hereby

request you to Exempt us from

Tender fee & EMD Clause




exempted from payment of EMD and cost of bid



123 Point 5

We, from Youth Infosolutions Pvt.

Ltd. having registered office at

94,Shibpur Road, Mandirtall, Howrah-

711102 requesting you for changing

the criteria of " applicable Labour

Law registration/ Licenses" as

mentioned in the REF document in

Annexure C(i) point 5 as follows:

5. The Service Provider should have

GST registration certificate, E.S.I.C.,

P.F. and applicable Labour Law

registration/ Licenses. Photo copies

of valid registration

certificates/licensees should be

furnished along with the technical

bid.

We have all the valid certificates and

have experience in similar types of

job under different PSU and different

State Government across INDIA with

currently executing ongoing projects

in Hand.


124 For damaged or old documents which are brittle in form, if shared by

making a xerox copy for scan, we would have that copy scanned along

with other original documents.

As described in RFP, In case of torn and fragile

documents which cannot be fed into the

scanner, matter will be referred to authorized

official for taking decision regarding obtaining

photocopies of such items for the purpose of

scanning. Further, in case, a document cannot be

scanned using any type of scanner, digital

camera can be used as image capturing device

after taking proper approval from Bank’s

authorised Official.

125 74 & 75 General Indemnity:

a) Service provider agrees and hereby keeps the Bank indemnified

against all claims, action, loss, damages, reputation loss, costs,

expenses, charges, including legal expenses (Attorney, Advocate fees

included) which the Bank may suffer or incur on account of any

deficiency in Services rendered by the Service Provider or any acts

Commission/ omission on the part of employees, agents,

representatives of Service Provider. Service Provider agrees to make

good the loss suffered by the Bank on first demand made by the Bank

in this regard which shall be final conclusive and binding on Service

Provider.

Indeminity should be subject to

Liability clause of Iron Mountain.

The clause as per RFP will remain unchanged.

126 General Pre-Bid Meeting Kindly conduct pre bid meeting

through Google meet, zoom or

any web meeting application

which you deem appropriate.

The pre-Bid meeting will be undertaken through

MS Teams.

127 General Extension of due date As you are aware that there is an

unprecedented surge in Corona

virus cases in India currently and

Maharashtra is leading this surge.

Therefore, there is 15 days (till

April 30, 2021) curfew like

lockdown barring essential

services in Maharashtra which has

impacted normal operations of

companies/organizations. In

view of the above, we request you

to kindly extend bid submission

due date by 2-3 weeks so that

requisite compliance documents

can be prepared in line with RFP

guidelines.

The Bid submission date will remain as per RFP.

128 General Online Bid There is second wave of

coronavirus (covid-19) across

India and covid-19 cases are rising

rapidly across all states of India

which has forced many states to

bring many stringent curbs in

terms of limiting traveling,

shutting down non-essential

establishments, restricting limited

number of employees in

private/Govt offices/companies

which, as a result, has hampered

normal functioning of

offices/companies/courier

services etc.. We therefore request

you to kindly allow the bidding

through online mode only.

The bid submission process will remain as per

SOP.