Indo Zambia Bank Zambia Bank was incorporated in October, ... Bank has now embarked on upgrading their Core Banking System to Oracle Flexcube ... User acceptance testing …

Confidential- Indo Zambia Bank “RFP for Selection of Implementation Partner for CBS Upgrade” Page 1 of 35 10/2014

Indo Zambia Bank

Request for Proposal

For

Selection of Implementation Partner

for Core Banking Upgrade Project

Release Date: 30th Oct 2014

Last Date for Receipt of bids: Thursday, 14th Nov 2014 at 3.00pm (GMT+2) Lusaka,

Zambia


DISCLAIMER

While the document has been prepared in good faith, no representation or warranty,

express or implied, is or will be made, and no responsibility or liability will be accepted

by Indo Zambia Bank (IZB) or any of its employees, in relation to the accuracy or

completeness of this document and any liability thereof expressly disclaimed. The RFP

is not an offer by IZB, but an invitation for service provider’s responses. No contractual

obligation on behalf of IZB, whatsoever, shall arise from the offer process unless and

until a formal contract is signed and executed by duly authorized officers of IZB and

the Bidder.

RFP for Selection of Implementation Partner for CBS Upgrade to Flexcube 12.x

1. Release Date: 30/10/2014.

2. Last date and time for receipt of queries

from bidder for Clarifications 06/11/2014, 01:00PM (GMT+2) Lusaka, Zambia

3. Last Date for Receipt of bids: 14 Nov 2014 at 3.00pm (GMT+2) Lusaka,

Zambia

4. Date and Time of Technical Bid Opening 14 Nov 2014 at 3.00pm (GMT+2)

5. Place of opening of Bids IZB, Information Technology Dept, Head

Office,Plot 6907, Cairo Road, Lusaka, Zambia

- 1

6. Address for communication Indo Zambia Bank, Plot -6907, Cairo Road,

Lusaka, Zambia Tel:(260) 211- 226527

Fax:(260) 211- 233621

7. Contact to Bidders Interested Bidders are requested to send the

e-mail to [email protected]

containing following information, so that in

case of any clarification same may be

conveyed to them. Name of company, contact person, mailing

address with Pin Code, Telephone No., Fax

No., e-mail address, Mobile No. etc.


Contents DISCLAIMER ........................................................................................................................................................ 2

1. SECTION 1 – REQUEST FOR PROPOSALS ............................................................................................. 5

1.1. Introduction ......................................................................................................................................... 5

1.1. Background ........................................................................................................................................ 5

2. BROAD SCOPE OF WORK ..................................................................................................................... 6

Indicative Streams involved: .........................................................................................................................10

3. PRELIMINARY EVALUATION CRITERIA ................................................................................................12

4. BIDDING PROCESS (TWO STAGES) .....................................................................................................12

4.1. TECHNICAL BID (Part I) ....................................................................................................................13

4.2. COMMERCIAL BID (Part II) ..............................................................................................................14

5. GENRAL TERMS AND CONDITIONS ....................................................................................................14

5.1. Purchaser’s Right to Accept or Reject Any or All Bids ..............................................................14

5.2. Liabilities of the Bank .......................................................................................................................14

5.3. Amendment of Bidding Document .............................................................................................14

5.4. Contents of Bidding Document ....................................................................................................14

5.5. Language of bids .............................................................................................................................15

5.6. Bid Prices ............................................................................................................................................15

5.7. Revealing of Prices ..........................................................................................................................15

5.8. Terms and Conditions of the bidder ............................................................................................15

5.9. Last date of receipt of bids ............................................................................................................15

5.10. Modification and Withdrawal .......................................................................................................15

5.11. Bid Currency .....................................................................................................................................16

5.12. Cost of bid .........................................................................................................................................16

5.13. Clarifications .....................................................................................................................................16

5.14. Clarification on RFP by bidders .....................................................................................................16

5.15. Submission of Bids ............................................................................................................................17

6. BID OPENING AND EVALUATION .......................................................................................................17

6.1. Technical Evaluation .......................................................................................................................18

7. Commercial Evaluation ......................................................................................................................18

8. PERFORMANCE BANK GUARANTEE...................................................................................................19

9. SIGNING OF CONTRACT .....................................................................................................................19

10. IMPLEMENTATION OF THE PROJECT ..................................................................................................19

11. SERVICE LEVEL AGREEMENT ...............................................................................................................19

12. PAYMENT ................................................................................................................................................19

13. LIQUIDATED DAMAGES .......................................................................................................................20

14. RESPONSIBILITY FOR COMPLETENESS.................................................................................................20

15. TERMINATION OF CONTRACT .............................................................................................................20

16. CONFIDENTIALITY / NON DISCLOSURE AGREEMENT (NDA) ..........................................................20

17. SUBCONTRACTING ...............................................................................................................................21

18. ASSIGNMENT..........................................................................................................................................21

19. PATENT RIGHTS ......................................................................................................................................21

20. INTELLECTUAL PROPERTY RIGHTS........................................................................................................21

21. INDEMNITY .............................................................................................................................................22

22. FORCE MAJEURE ..................................................................................................................................22

23. GOVERNING LAWS AND DISPUTES ....................................................................................................22


Important Clarifications:

Following terms are used in the document interchangeably to mean:

1. ‘Bank’ means ‘Indo-Zambia Bank’

2. ‘RFP’or ‘Tender’ means the Request For Proposal document

3. ‘DC’ means Data center, ‘DR’ / ‘DRC’/ ‘DRS’ means disaster recovery site,

4. ‘CBS’ means Core Banking Solution, includes Flexcube, interfaces & delivery channels

5. Vendor/Bidder/Partner, Bank shall be individually referred to as ‘Party’ and collectively as

‘Parties’

6. ‘OFSS’ means Oracle Financial Services Software Ltd.

7. ‘BOZ’ means Bank of Zambia, central bank/regulator of Zambia


1. SECTION 1 – REQUEST FOR PROPOSALS

1.1. Introduction

Indo Zambia Bank was incorporated in October, 1984 as a joint venture Bank between the

Government of the Republic of Zambia and the Government of India represented through its

three large Public Sector Banks: Bank of India, Bank of Baroda and Central Bank of India. The

Bank enjoys tremendous customer confidence and is considered one of the most secure and

customer friendly Banks in Zambia. The IZB network now stands at 25 branches, 02 agency

branches, 40+ ATMs and represented in all Zambian provinces having implemented various

channels viz. SWIFT fund transfer, Internet Banking, ATM/POS, SMS Banking, e-statements, VISA

Debit Cards, etc. IZB is currently using FCC version 7.3 and Flexbranch as their Core Banking

system, with a decentralized retail banking setup.

The Bank’s Technology initiatives are clearly focused on the customer. The Business

Transformation Programme encompassing technology is being implemented by the Bank with

a view to provide its customer, convenience banking on 24 X 7 basis through upgrade of Core

Banking Solution platform with integrated delivery channels ATM/POS, Internet, Phone, Mobile,

E-mail/SMS, Kiosk, Call Centre etc.

Bank has now embarked on upgrading their Core Banking System to Oracle Flexcube Universal

Banking System with related interfaces & enhancement of various processes including but not

limited to Flexcube, delivery channels. To accommodate Bank’s technology initiatives, suitable

hardware/middleware/database upgrade, solutions procurements/enhancements would also

be accomplished, which in turn would assure smooth running its business in the coming years.

The objective of this RFP for the Bank is selecting a partner who can associate with the vision of IZB and understand activities in end to end implementation of latest Flexcube version, reengineer business processes to make effective use of CBS. The partner has to ensure quality deliverables with effective check & controls on time with a seamless transition to the new upgraded system. Installation, commissioning, implementation, customisation of Flexcube application, internet banking application and related interfaces/3rd party applications. The project timelines of 05 to 06 Months has been envisaged for the entire upgrade project for end to end implementation including interfaces, integrations to all 3rd Party application/systems.

1.1. Background

The responsibilities of the Implementation Partner team with respect to this CBS implementation

project are as follows:

1. Partner shall be conducting the current state assessment phase for products,

services and processes on core banking project including hardware & infrastructure

2. Partner at own or in co-ordination with OFSS shall also be conducting core team

training and technical training for the Bank’s personnel on latest Flexcube Version

12+ and Internet Banking.

3. Partner working back with OFSS would be responsible for Business Process Definition

(parameterisation/configurations) document preparation and sign off

4. Customisation requirement and Content Definition document/ Gap Analysis

document preparation. Partner team has to work back with OFSS team for

customisations on Flexcube Version 12+ before the go-live. Partner is responsible for


taking /deploying the customizations from OFSS and assist the Bank in maintaining

the same.

5. User acceptance testing will be supported by Partner.

6. Data Migration and roll out of all branches for the following activities:

Data extraction

Data cleaning

Data quality checks

Data mapping and upload

Data verification & Reconciliation

Balance Reconciliation (Account Listing, GL Head, Internal GL Heads)

Partner will be responsible for data migration and roll out.

7. The Vendor is also expected to provide the necessary support to configure the

servers/setups.

8. Configuration and set up:

Partner will perform the configuration and set up of the production

environment and work back with OFSS/Hardware Vendors to resolve any set

up and configuration issues.

OFSS may perform a review of the configuration and set up of the

production environment as performed by the partner/any other agency as

chosen by the Bank.

9. Helpdesk Support

The chosen Vendor will be expected to provide for helpdesk support on Post

Go Live for at least 4 weeks, the same may be extended on discretion of the

Bank. During this phase, Vendor will provide the necessary documentation

on customisations, configurations and necessary knowledge transfer, to the

Bank’s IT Team for carrying out the necessary support activities.

Considering the enormity of the assignment and the envisaged relationship with the Vendor,

any service, which forms a part of implementation, migration, upgradation activities that is not

explicitly mentioned in this RFP as excluded would form part of this RFP but is relevant to the

scope of the project. The Vendor has to envisage all necessary services to be provided and

ensure the same is delivered to the Bank. The Bank will not accept any plea of the Vendor at a

later date for omission of critical services on the pretext that the same was not explicitly

mentioned in the RFP.

2. BROAD SCOPE OF WORK

1. Scope of the project is to improve the infrastructure availability and to implement Oracle Flexcube Universal Banking Solution to streamline business processes.

2. Implementation, modification, customisation and maintenance of interfaces between the core banking solution, internet Banking, third party applications and other external interfaces.


3. Assist in setting up/procedural support for applications, database, hardware and network, NOC set up, other support and monitoring activities detailed more in relevant sections of the document

4. Project planning & Management work-back with OFSS, OEM of the Flexcube

o A Comprehensive Project Management Methodology to manage the complete

CBS upgrade project for Bank including preparation of Project Charters, details

of processes, activities and process flows involved. Project Plans for 05 to 06

months, Project Review Report formats, Escalation procedures and establishing

mile stones, time lines, budgetary considerations, investment/expenditure

requirements, etc.

o Design and document the reengineering of business processes (BPR)& CBS

Upgrade Project architecture (Functional, Operational and Technical)

o Design and document the security architecture required for the BPR & CBS

Upgrade Project.

o Document on Business Processes Re-engineering for ensuring successful

implementation and to derive maximum benefits to Bank out of BPR & CBS

Upgrade. Partner will also submit related Operating manuals with detailed

description of standard operating procedures.

5. Close monitoring of the CBS implementation/upgradation project of Bank including hand holding at all stages of implementation.

6. Implementation Strategy & Implementation Plan documents. 7. Progress Report on CBS Upgrade at Weekly intervals. 8. Conducting Review Meetings with Bank officials, Committees formed by the Bank, Vendors,

Service Providers and other agencies as and when required by the Bank . 9. Providing consultancy/ Fair Cost estimation for any requirement during the project. 10. Product Walk-Through:

o Core Project team will be taken through the system by the Vendor (OFSS) or their

partner explaining the functionalities and limitations of the new system

11. GAP Analysis:

o The Partner Team in co-ordination with Bank team shall identify whether the

current practices can be accommodated in the new system, what will be the

new desired practices and whether any changes to the new system will be

required. Accordingly, enhancement requests will be prepared.

o Detailed Analysis on all modules , including separate document on Flexcube CL

module existing gaps,

12. Enhancements (Based on GAP analysis)

o To identify if there are any legal or business requirements that are not supported

by Flexcube off-the-shelf functionalities and to determine what specific

enhancements will have to be requested for.

o Ensuring available product with local/international regulatory requirements and

all changes/enhancements till date made available to the Bank as part of

upgrade


o Ensure stability of CL module in upgrade with requisite identified enhancements

13. During the course of this implementation, FCUBS will be evaluated and gaps will be identified, to assess whether any specific customisations/enhancements will be required.

14. Bank has finalised the hardware sizing in co-ordination with Bank’s external Consultants and OFSS, however the partner may review the sizing of hardware to host Flexcube/internet banking, etc.

15. System setup & parameter definitions

o In Flexcube implementation process, this is known as the “database design”

process. As per identified processes, partner Team will assist in design and

create products in Flexcube, to ensure that all business requirements are

adequately met.

o All “To be” processes derived from the BPR exercise will have to be suitably

incorporated into the system.

16. User Acceptance Test

o All the products and processes setup in Flexcube will be verified and results

checked for satisfactory performance.

o Testing will be done both by Core Team users as well as regular business users.

The monitoring & tracking need to be done by the partner.

o Test Cases need to be provided from the partner, in case required by the Bank.

o Sign-off shall be based on successful testing of all test cases and resolution of all

issues.

17. System integration testing with interfaces

o To identify all interfaces to the system like SWIFT, RTGS, EFT, DDACC, ATM/POS

including Visa interface, clearing/CTS, internet banking, SMS Alerts, SMS Banking,

Mobile Banking and other such requirements, integrate them to Flexcube and to

test and confirm results.

18. Train the trainers

o To identify the team of trainers who would train users at the branches and to

train such trainers by OFSS team and Core team members; to prepare Bank

specific training manuals containing all processes and procedures clearly

defined

19. Demo branch setup and testing by business users

o User Acceptance Tests would be conducted by Core team members with

specific reference to their respective departments. Once these tests are

completed, branch/business users may be invited to simulate a normal day’s

operations to check all functionalities are covered. This would provide a

different perspective to the testing and would also help in identifying if any

requirement is missed out.

20. Mock migrations


o To migrate data from old system to new system. Data migration strategy will

have to be finalised before this step, multiple iterations would be conducted to

ensure error-free live migration.

21. Strategies, approach and methodology for Interfaces and integration of different systems. 22. Data Analysis (Extract, Translate, Validate, Upload) 23. Data Cleanup& Enrichment 24. Reconciliation of migrated data/balances, etc, internal GL heads & Contracts Balances 25. Existing functionalities in version 7.3 and interfaces should be made available automatically

which the Bank has taken as part of customizations in existing version. Bank shall not consider any plea on the pretext of non-availability as part of standard feature of Flexcube 12+ version.

26. End user training and Change Management

o Trainers who were trained in the earlier stage would be sent to regions/branches

as required to train all the end users. Before this, all user manuals will be

prepared with Bank specific procedures and processes. All such manuals may

also be published on web based learning solution.

o To keep users and stakeholders sufficiently informed and to prepare all of them

for a transition to the new system.

27. Stress testing/Dress Rehearsals

o All branch users will be simultaneously involved to post transactions of a

complete working day, to ensure that the system is sufficiently stress tested. This

would also ensure that processes for all types of transactions are defined and

users trained in all such cases.

28. Live migration

o Live data migration from the legacy system to the new system will be performed

on the planned cut-over date, on satisfactory hardware and application setup,

UAT and mock migration sign-off.

29. Post Go-Live Support

o Hand-holding users into the new system and helping to resolve issues faced

during the predefined post-go-live period.

30. Redesigning Reports – daily reports, periodic reports, MIS reports, statutory reports 31. Ensure stability of CL module in upgrade including inconsistencies checks/verification reports 32. Revision on IT Security Policy including BCP/DRP 33. Assistance to Bank in implementing the IT Policies & IT Security Policy including BCP/DRP. 34. Ensuring current customization gets ported in the upgraded version without any additional

cost to the Bank. 35. Ensuring region, regulator specific customization available in latest release which might have

been delivered for another Banks in the region 36. Major Interfaces/3rd party application Integration Included:

Switch/ATM/POS/VISA interface/National Switch

Card Management,

Clearing/CTS operations

Internet Banking


SWIFT

Mobile Banking

Bill Aggregators

RTGS

DDACC/EFT

Credit Bureau

SMS Banking

SMS-Alerts

E-Statements & Email Alerts

Zambia Revenue Authority – Online Tax Payments/ Duty Payments – ASYCUDA

Any other interface/utilities that shall be identified during the Project Plan stage

37. Reconciliations Process set-up for

ATM (3- way : SWITCH/ATM/Flex cube)

NOSTRO

Inter-Branch Accounts

BOZ account as CASA to use NOSTRO Reconciliation

VISA Interface

Product Balance Summary – account balance sum matching to reporting GLs – for

CASA, TD, Loans, interest accruals (payable/receivable)

38. Dashboards in FCUBS 39. Web services for interfacing with FCUBS 40. EOD Controls

- Denominations, till/vault balances to match with respective GL balances

- Deferred accounts, suspense accounts – tracking, reporting, reversals

- Interbranch balances

- Currency positions and Revaluation Gain/Loss

Indicative Streams involved:

On the basis of the deliverables, certain major streams are indicated below:

Project Administration (HR, Documentation, Library, Sign-offs)

Change Management & Training, Process Documentation

Business Process Reengineering

Application Functionality & Product Fitment

Infrastructure - Servers, OS, middleware, network, DBA, User PCs

Testing Manager (Testlink, Mantis, Subversion)

Data Analyst (Extract, Translate, Validate, Upload)

Data Cleanup& Enrichment

Reconciliation of migrated data, internal audit

Redesigning Reports – daily reports, periodic reports, MIS reports, statutory reports

Interfaces & Third Party Software integration

Help Desk Setup

Daily reports/Monthly reports (MIS/BOZ reports)

New requirements that are not fulfilled in current environment


Major standard deliverables for the indicative scope as envisaged in upgrade project are outlined as:

Project Plan Product Walk Through Gap Analysis Infrastructure setup Training Business Process Definitions/Parameterisations Customization release User Acceptance Testing Migration Interfaces /delivery channels System Integration Testing Reports Standard IT Processes/procedure for handling routine operations by Bank’s team Checks/Controls testing Post Go-Live Support Handover

Bank at any stage at its discretion, may takeover or handover that stage to any other agency/vendor in case Bank is not satisfied with services of the partner.

Flexcube Module (Existing In Version 7.3 & New incorporation with latest release)

Core modules

Loans ( including Consumer Lending Module in version 7.3 as well)

Term Deposits

Money Market

Nostrol Reconciliation

Funds Transfer

Foreighn Exchange

Bills And Collections

Letters Of Credit&Guarantee

Standing Instructions

Current Accounts and Savings Accounts

Universal Banking Branch

Signature Verification

EMS

Intergration Gateway

ATM Interface

XML interace

Internet Banking modules

Oracle Flexcube Core Banking Retail Modules

Payements And Collections

POS Interface

Oracle Flexcube Universal Banking Workbench

Universal Developers Workbench

Direct Developers Workbench

Oracle Flexcube Direct Banking

Direct Banking Retail

Retail Loans

SMS Banking


Direct Banking Base Modules

Direct Banking Corporate Modules

Corporate Loans

3. PRELIMINARY EVALUATION CRITERIA

The qualification for selecting a bidder will primarily depend upon the level of expertise and

experience, capacity and capability of the Bidder to successfully execute the Core Banking

upgrade project for the Bank. Preliminary evaluation that will determine administrative

compliance on following parameters:

# Preliminary Evaluation Criteria

1 The bidder should be registered as a company. (The relevant Certificate of Incorporation is to be submitted)

2 Bidder should have executed similar Core Banking Solution implementation projects successfully in at least 2 Commercial Banks i.e. installation, integration, implementation of Flexcube 11 onwards.

(Bidder to Submit copy of purchase orders as documentary evidence )

3 The bidder shall be the certified or authorized agent / reseller / partner for the Flexcube of OFSS. (Bidder to Submit copy of documentary evidence )

4 Bidder should not have been black listed at any time by the Government / Government agency / Banks / Financial Institutions in the past. An undertaking to this effect must be submitted in their letter head. And no litigations with any other client(s) regarding this solution being provided (Bidder to Submit their undertaking that they are not blacklisted at any point of time)

5. Financial Parameters: Turnover & Profit as given Bidder’s Profile –Annexure C (Bidder to Submit copy of audited financial statements for last 2 years as documentary evidence )

The bidders must comply with all the above mentioned criteria and shall furnish all relevant documents in English in support of the claims made.

Those who fulfil the preliminary evaluation criteria no. 1 to 4 above are only eligible to take part

in this Bid exercise.

IZB reserves the right to verify/evaluate the claims made by the bidders independently. The decision of IZB taken in this regard shall be final, conclusive and binding upon the bidder.

4. BIDDING PROCESS (TWO STAGES)

Once the bids are opened, bid evaluation will commence. In the event that the bank may need to visit client(s) site, vendors will be notified in writing. The bank may also make surprise unannounced visits to the vendors offices to verify any information contained in the bid document. All visits are at the discretion of the bank.


Vendors may also be called upon to make brief and short presentations and /or web-demos on their approach & methodology before a panel constituted by the bank. For the purpose of the present job, a two-stage bidding process will be followed. The response to the present tender will be submitted in two parts:

Technical bid (Part-I)

Commercial bid (Part-II)

The bidders will have to submit the technical and commercial bids in physical form. Proposals from bidders should be submitted in two distinct parts, namely “Technical proposal” and “Commercial proposal” and these should be in two separate sealed envelopes, both of which should then be placed in a common sealed envelope marked:

IZB/IT/2014/Partner Do not open before 14th Nov 2014 at 3.00 PM (GMT + 2) Lusaka Zambia

The two separate inner envelopes should be clearly marked “Technical Proposal”, and

“Commercial Proposal”, respectively, and should bear the name of the Bidder.

4.1. TECHNICAL BID (Part I)

The bidder will have to submit the Technical Bid in sealed envelopes, duly super scribing “RFP for Selection of Implementation Partner for Core Banking Upgrade”. TECHNICAL BID will also contain all the documents mentioned as per Annexure –A to G. All the Annexure should be duly signed and sealed.

TECHNICAL BID will NOT contain any pricing or commercial information at all. Technical bid documents with any commercial information will be rejected.

In the first stage, only TECHNICAL BIDs will be opened and evaluated. Only those bidders having minimum score of 60 (SIXTY) as per Annexure-E scoring methodology and accepting the terms and conditions of this document shall be short-listed for next stage i.e. commercial evaluation.

The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be duly confirmed under signature/initials of the person(s) signing the bid.

The technical bid should consist of the following (Refer to checklist compliance – Annexure G):

i. Undertaking as per Annexure A on bidder’s letter head.

ii. Compliance Statement as per Annexure B on bidder’s letter head

iii. Bidders Profile as per Annexure C on bidder’s letter head.

iv. Proposed Team profile as per Annexure D along with supporting documents.


v. Letter of Authority on bidder’s letter head from Authorized signatory of the

company to sign and submit the bid, along with the Board Resolution.

vi. Technical and Functional Specifications scoring by vendor as per Annexure E

along with supporting documents.

vii. Estimated effort and elapsed time - Annexure F

4.2. COMMERCIAL BID (Part II)

Under the second stage, the COMMERCIAL BID of only those bidders, whose technical bids are responsive, will be opened. Only those bidders having minimum score of 60 (SIXTY) as per Annexure-E scoring methodology and accepting the terms and conditions of this document shall be short-listed for next stage i.e. commercial evaluation.

5. GENRAL TERMS AND CONDITIONS

5.1. Purchaser’s Right to Accept or Reject Any or All Bids

The Bank reserves the right to accept or reject any bid and annul the bidding process or even reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or without any obligation to inform the affected bidder or bidders about the ground for the Bank’s action. The bank reserves the right to accept or reject any technical proposal by the vendor.

5.2. Liabilities of the Bank

This RFP is not an offer by the Bank, but an invitation for Bidder responses. No contractual

obligation on behalf of the Bank, whatsoever, shall arise from the tender process unless and

until a formal contract is signed and executed by duly authorized officers of the Bank and the

Bidder. However, until a formal contract is prepared and executed, this offer together with

Bank’s written acceptance and notification of award shall constitute a binding contract with

the vendor.

5.3. Amendment of Bidding Document

At any time prior to the last date for receipt of the bid, Bank may, for any reason, whether at its own initiative or in response to a clarification requested by any of the prospective bidder, modify the tender document by an amendment.

The amendment will be notified by posting the same on our official website www.izb.co.zm In order to afford prospective bidders reasonable time to take the amendments into account in preparing their bids, IZB may, at its discretion, extend the target date for the submission of the bid and the same will be notified on the said website.

5.4. Contents of Bidding Document


The bidder is expected to go through all the instructions, terms, forms and specifications of the tender document. Failure to furnish all information required by the tender document or submission of bid not substantially responsive to the tender document in every respect will be at bidder’s risk and may result in the rejection of the bid.

5.5. Language of bids

The bids prepared by the bidder and all correspondence and documents relating to the bids exchanged by the bidder and IZB, must be written in English.

5.6. Bid Prices

Bidder should quote rates per item which will be valid for entire project tenure from the date of signing of contract. The quoted price shall be uniformly applicable for delivery/performance to any part of the country. Service Tax, Sales tax, VAT, other applicable local taxes shall be paid over and above on actual basis on production of documentary evidence. In case required, actual cost toward airfare, accommodation, local transport, expenses to visa shall be extra payable during implementation period. The accommodation shall be bachelor accommodation on sharing basis. Bank will not pay any other payment except those mentioned in the commercial bid. The bid has to remain valid for 180 days from the submission date otherwise the bid is liable to be rejected.

5.7. Revealing of Prices

The rates and/or prices in any form or for any reasons should not be disclosed in the technical or other parts of the bid except in the commercial bid. Failure to do so will make the bid liable to be rejected. Before opening of the commercial bids, if price revision is envisaged by the bank, revised commercial bid may be required to be submitted in a separate sealed envelope

5.8. Terms and Conditions of the bidder

The bidders are allowed not to impose their own terms and conditions to the bid and if submitted will not be considered as forming part of their bids.

5.9. Last date of receipt of bids

Bids must be received by IZB at the address specified under clause “submission of bids”

not later than the time and date specified. In the event of the target date for the receipt of

bids being declared a holiday for IZB, the bids will be received till the target time on the next

working day. IZB may at its discretion extend the bid submission date. The modified target date

& time will be notified on the website of IZB.

5.10. Modification and Withdrawal

Bids once submitted will be treated as final and no further correspondence will be entertained

on this. No bid will be modified after the target date & time for submission of bids. No bidder

shall be allowed to withdraw the bid. In case of the successful bidder, he will not be allowed to


withdraw/back out from the bid commitments.

5.11. Bid Currency

Prices shall be expressed in USD or Zambian Kwacha. If required for comparison purpose

ZMW/USD exchange rate shall be taken as per the rates of IZB on commercial bid opening

date.

5.12. Cost of bid

The bidder will bear all cost(s) associated with the preparation and submission of bid, including cost of presentation(s), reference site visit, etc. for the purposes of clarification of the bid. Bank will not be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

5.13. Clarifications

If deemed necessary IZB may seek clarifications on any aspect from the bidder. However that would not entitle the bidder to change or cause any change in the substance of the bid already submitted or the price quoted. The bidder may also be asked to give presentation for purpose of clarification of the bid. All expenses for this purpose, as also for the preparation of documents, meetings/presentation, will be borne by the bidders.

5.14. Clarification on RFP by bidders

Interested bidders can seek clarification on RFP from Bank by submitting their queries either in

official hard copies or e-mails. The queries can be submitted as per the contact details given in the Bid Details in the RFP. However the queries should be submitted on or before the last

date for submission of queries for clarifications as mentioned in bid details. Any query

submitted after the expiry of the time line for submission of queries will be rejected. The response to the queries shall be placed on the Bank’s website www.izb.co.zm.

The RFI Clarification Template is as follows:-

o Company Name: o Contact Person: (primary Bidder contact) o E-mail: o Phone: o Fax:

o Document Number/Bidder

# Date (*) Section/ Paragraph(**) Question

1

2

3


(*) Question (s) mailing Date.

(**) From the IZB Document.

The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.

5.15. Submission of Bids

The bid documents shall be addressed to the following address on or before the closing

date.

Kind Attn. : Mr. MbikoMoyo

Indo Zambia Bank, Head office-IT

Plot No. 6907, Cairo Road, Lusaka, Zambia

Please note that tenders received by facsimile or electronic mail will be rejected.

6. BID OPENING AND EVALUATION

The Bank will open the bids, in the presence of Bidders/their representatives who choose to attend,

at the time and date mentioned in Bid document at the address mentioned in Para-“Submission of

Bids”.

The Bank will determine to its satisfaction whether the Vendor that is selected as having submitted

the highest evaluated response is qualified to perform the contract satisfactorily. Vendor selection

will be made based on but not limited to the following verifications:

Professional, technical capability & experience required

Resource expertise and managerial ability (competence)

Conversant with Flexcube Modules/Interfaces including Consumer Lending Module

working in Flexcube

Methodology/ Approach

Professional Qualification/Domain Expertise of the proposed team

Soundness of the proposed Strategy for Implementation

Competitive Price – (Commercials “Annexure –H”)

Annexure-E Score

Note: The bidder needs to submit their Proposal & Presentations with documentary evidence as

asked in this RFP. The shortlisted bidders may be called for in-person presentation or Web demo

wherever feasible on their Approach.


The bidders/their representatives, who are present, shall sign the register evidencing their attendance. In the event of the specified date of bid opening being declared a holiday for Bank, the bids shall be opened at the specified time and place on next working day. The evaluation of bid will be done as under:-

6.1. Technical Evaluation

6.1.1 TECHNICAL BID will not contain any pricing or commercial information at all. The bid shall be signed by the Authorised representative of Bidder so as to bind the bidder to the contract.

6.1.2 The proposals will be evaluated in two stages. In the first stage, i.e. Technical Evaluation, the bidders will be shortlisted, based on the responses given by the bidders in response to RFP. In the second stage, the commercial bids would be evaluated.

6.1.3 The Bank will evaluate the technical response to the RFP of bidder.

6.1.4 During the period of evaluation, bidders may be asked to provide more details and explanations about information provided in the proposals. Bidders should respond to such requests within the time frame indicated in the letter/fax/e-mail seeking explanation.

6.1.5 Bank reserves the right to modify /amend the evaluation process at any time during the bid process, without assigning any reason, whatsoever and without any requirement of intimating the bidders of any such change

6.1.6 Technical bid evaluation methodology that Bank would adopt is given below:

a) The requirement is in the form of a table which is given as Annexure – E (Technical and Functional Specifications) containing the required criteria.

Bids of the bidders who do not accept terms and conditions of the Bank, or who quote in different format other than specified in the RFP or who report deviations or present their own terms and conditions will be rejected

7. Commercial Evaluation

In the second stage, the COMMERCIAL BID will be opened of only those bidders, who demonstrate high level of expertise and skill during technical evaluation.

The bidder should quote the price as per format specified in Annexure H of this bid document. The quoted price will be an all-inclusive price. The Govt. Taxes applicable such as Sales Tax/Service Tax/VAT etc will be paid by the Bank on actual basis. In case required, actual cost toward airfare, bachelor accommodation, local transport, expenses to visa for consultants shall be extra payable during implementation period.

If there is a discrepancy between words and figures, the amount in words will prevail.


8. PERFORMANCE BANK GUARANTEE

The Successful bidder shall submit a Performance Bank Guarantee to the Bank for an amount

equal to 10% of order value within 21 days of award of contract. The Bank guarantee will be

valid for 12 months from the date of contract and retained by Bank and may be extended for

further period as required by the Bank. The Performance Bank Guarantee may be invoked by the Bank if the successful bidder fails to comply with the requirements and other terms and conditions as specified in the RFP.

The Performance Bank Guarantee may be discharged by the bank upon being satisfied that there has been due performance of the obligations of the successful bidder under the contract.

Failure of the successful bidder to comply with the requirement as per the RFP terms and conditions shall constitute sufficient grounds for the annulment of the award, in which event the Bank may make the award to the next lowest evaluated bidder or call for new bids.

9. SIGNING OF CONTRACT

The successful bidder(s) shall be required to enter into a contract with the bank, within 30 days of the award of the tender or within such extended period as may be specified by Bank, (on the

basis of the Tender Document), the letter of acceptance and such other terms and conditions

as may be determined by the Bank to be necessary for the due performance of the work in accordance with the Bid and the acceptance thereof.

The Bank reserves the right to stipulate, at the time of finalization of the contract, any other document(s) to be enclosed as part of the final contract.

10. IMPLEMENTATION OF THE PROJECT

The successful bidder will be required to submit acceptance of order within the period of 7 days from the date of placing order. In case of delay on part of bidder in completion of project or initiating services will attract a penalty / termination of contract as defined in this RFP.

11. SERVICE LEVEL AGREEMENT

SLA during Implementation:

The successful bidder is expected to complete the responsibilities that have been assigned

on time.

As a deterrent for delays during implementation, Bank may levy penalties for delays

attributable to the bidder or the participating entities

.

One percent of the one-time integration/ implementation cost for the deliverables which

suffers a delay in implementation would be levied as a penalty, for every fortnight delay in

the implementation schedule, if attributable to the bidder.

A cap of 10% of the Implementation fees for the deliverable suffering the delay would be

applicable as penalties for delays in implementation.

12. PAYMENT


Actual payment shall be made as per time and material basis as per the rates mentioned in commercial bid on monthly basis. Service Tax, Sales tax, VAT, other applicable local taxes shall be paid over and above on actual basis on production of documentary evidence.

13. LIQUIDATED DAMAGES

Notwithstanding Bank’s right to cancel the order, liquidated damages at the rate of 1% of order value for delay in delivery / installation / implementation (including integrations with Bank’s various applications as per the requirement of the project) per week or part thereof beyond the time period given in RFP shall be charged subject to maximum 10% of order value.

14. RESPONSIBILITY FOR COMPLETENESS

Any services which might not have been specifically mentioned in this RFP but are necessary for the design, engineering, operationalising, performance or completeness of the Core Banking Solution, shall be provided/ rendered by the bidder as per the time schedule for efficient and smooth operations.

15. TERMINATION OF CONTRACT

The Bank shall have the right to terminate/cancel the contract with the selected bidder at any

time during the contract period, by giving a written notice of 15 days, for any valid reason,

including but not limited to the following reasons:

a) Non submission of acceptance of order within 7 days of order

b) Excessive delay in execution of order placed by the Bank

c) Discrepancies / deviations in the agreed processes and/or products

d) Violation of terms & conditions stipulated in this RFP e) Bank will have right to terminate the contract in case of failure of vendor to complete the

implementation (including integrations with Bank’s various applications as per the requirement of the project) within mutually agreed timelines at the start of the project.

16. CONFIDENTIALITY / NON DISCLOSURE AGREEMENT (NDA)

i) The bidder (and his employees) shall not, unless the bank gives permission in writing, disclose any part or whole of this RFP document, of the proposal and/or contract, or any

specification, plan, drawing, pattern, sample or information furnished by the bank, in connection therewith to any person other than a person employed by the bidder in the performance of the proposal and/or contract. The employees or the third party engaged by the bidder will maintain strict confidentiality.

ii) The bidder, his employees and agents shall not without prior written consent from the

bank make any use of any document or information given by the user, except for purposes of performing the contract award.

iii) In case of breach, the bank shall take such legal action as it may be advised.

Successful bidder will have to sign the Non disclosure Agreement with the Bank as per the approved format of Bank.


17. SUBCONTRACTING

Sub-contracting is prohibited. In case, sub-contracting is needed, Bidder has to obtain written

permission from the Bank before contracting any work to subcontractors. Bank at its own

discretion may permit or deny the same.

In case of subcontracting is permitted, the contracting vendor will be sole responsible for all the services provided to the Bank regardless of which entity is conducting the operations. The contracting bidder is also responsible for ensuring that the sub-contractor comply with all security requirements of the contract and Bank can obtain independent audit report for the same. In such case, the bidder should provide subcontracting details to the Bank and if require,

Bank may evaluate the same.

18. ASSIGNMENT

Bidder is not allowed to outsource their assignment to any third party without explicit written consent from Bank. In case the third party is involved in project execution, then the said party shall have to give undertakings to comply with all the terms and conditions including Non Disclosure agreement as specified in this RFP.

19. PATENT RIGHTS

The bidder shall indemnify the bank against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the Goods/services, or any part thereof in . The bidder shall grant to the bank a fully paid-up, irrevocable, non- exclusive license throughout the territory of or abroad to access, replicate and use software (and other software items) provided by the supplier, including-all inventions, designs and marks embodied therein in perpetuity. The bidder shall, at their own expense, defend and indemnify the bank against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in or abroad. The bidder shall expeditiously extinguish any such claims and shall have full rights to defend it-self there from. If the bank is required to pay compensation to a third party resulting from such infringement, the vendor shall be fully responsible therefore, including all expenses and court and legal fees. The bank will give notice to the vendor of any such claim without delay, provide reasonable assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express any intent to settle the claim.

20. INTELLECTUAL PROPERTY RIGHTS The Bidder warrant that in the course of providing services, they shall not infringe upon any third party Patent, Copyright, Design, Trademark, or any other Intellectual Property Rights for system software and application software. The Bidder shall indemnify and at all times keep the Bank fully indemnified and hold harmless against any and all loss, damages, costs and expenses including Attorney's fees, which may be incurred as a result of any claim or action associated with such infringement, PROVIDED HOWEVER, the Bank agrees to give prompt notice to the Bidder of any such claim or action, gives complete authority freedom to the and Bidder in defending and/or settling such claim and all reasonable gives assistance to the Bidder in doing so. The remedy available to the Bank under this clause will survive termination of the


Purchase Order such that in the event of violation of IPR claim by any third party after the expiry of the contract between IZB and the Bidder, the indemnity clause listed above will be valid and applicable beyond the contract period.

21. INDEMNITY

The bidder assumes responsibility for and shall indemnify and keep the Bank harmless from all

liabilities, claims, costs, expenses, taxes and assessments including penalties, punitive damages,

attorney's fees and court costs which are or may be required to be paid by reasons of any

breach of the bidder's obligation under these general conditions or for which the bidder has

assumed responsibilities under the purchase contract including those imposed under any

contract, local or national law or laws, or in respect to all salaries, wages or other compensation

to all persons employed by the bidder or bidders in connection with the performance of any

system covered by the purchase contract. The bidder shall execute, deliver such other further

instruments to comply with all the requirements of such laws and regulations as may be

necessary there under to conform and effectuate the purchase contract and to protect the

Bank during the tenure of purchase order.

Where any patent, trade mark, registered design, copyrights and/ or intellectual property rights vest in a third party, the bidder shall be liable for settling with such third party and paying any license fee, royalty and/ or compensation thereon.

In the event of any third party raising claim or bringing action against the Bank including but

not limited to action for injunction in connection with any rights affecting the machine supplied

by the bidder covered under the purchase contract or the use thereof, the bidder agrees and

undertakes to defend and / or to assist the Bank in defending at the bidder's cost against such

third party's claim and / or actions and against any law suits of any kind initiated against the

Bank.

22. FORCE MAJEURE

Any failure or delay by vendor or Bank in performance of its obligations, to the extent due to any failure or delay caused by fire, flood, earthquake or similar elements of nature, or acts of God, war, terrorism, riots, civil disorders, rebellions or revolutions, acts of governmental authorities or other events beyond the reasonable control of non-performing Party, is not a default or a

ground for termination. The affected Party shall notify the other party within reasonable time period of the occurrence of a Force Majeure Event.

23. GOVERNING LAWS AND DISPUTES

(This clause will be applicable in case of successful bidder only)

All disputes or differences whatsoever arising between the parties out of or in relation to the

construction, meaning and operation or effect of these Tender Documents or breach thereof

shall be settled amicably. If however the parties are not able to solve them amicably, the same

shall be settled by arbitration in accordance with the applicable Laws, and the award made in

pursuance thereof shall be binding on the parties. The Arbitrator (s) shall give a reasoned

award. Any appeal will be subject to the exclusive jurisdiction of the courts the Republic of

Zambia.

During the arbitration proceedings the Bidder shall continue to work under the Contract unless otherwise directed in writing by the bank or unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator is obtained. The venue of the arbitration shall be in Lusaka.


Annexure - A

Undertaking (on bidder’s letter head)

To,

The General Manager Indo Zambia Bank, Head Office, Plot 6907, Cairo Road,

Post Box 35411

Lusaka,

Zambia

Sir,

Reg.: Our Bid for Implementation Partner for the Bank for CBS Upgrade Project

We understand that

You are not bound to accept the lowest or any bid received by you, and you may reject all or any bid. If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the Bank to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us.

If our bid is accepted, we are to be jointly and severally responsible for the due performance of the contract. You may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever. Vendor means the bidder who is decided and declared so after examination of commercial bids.

Date: ______ Place: ______

Yours faithfully,

Signature of Authorised Signatory: Name of Signatory:

Designation: Seal of Company


Annexure B

COMPLIANCE STATEMENT (On Bidder’s Letter Head)

DECLARATION We certify that the period of the validity of the bids is 90 days from the target date of submission of bid, and confirming that we have quoted for all the items/services mentioned in the bid in the commercial bid.

We hereby undertake and agree to abide by all the terms & conditions and Scope of services stipulated by the Bank in the RFP including all annexure, addendum and corrigendum

Signature and Seal of Bidder


Annexure – C

Bidder’s Profile

No

Particulars

Details to be

furnished by the

bidder

1 Name of the bidder

2

Year of establishment and constitution. Certified copy of

“Partnership Deed” or “Certificate of

Incorporation/commencement of business”, Memorandum

of Association, Articles of Association should be submitted as

the case may be.

3

Location of Registered office /Corporate office and address

4

Mailing address of the bidder

5

Names and designations of the persons authorized to make

commitments to the Bank.

6

Telephone and fax numbers of contact persons

7

E-mail addresses of contact persons

8

Details of:

Description of business and business background

Service Profile & client profile

Domestic & Int’l presence

Alliance and joint ventures

9

Whether the bidder is in to IT consulting business, if yes then

mention the period (evidence to be enclosed).

Whether the consulting process conforms to ISO 9001(2000),

BS7799, ISO17799 standards and if so, furnish details of

compliance.

10 Details of experience/knowledge possessed in the areas of

Project Planning and management review, Resource

Planning,

Role and Responsibility definition, Co-ordination across

multiple teams, Project risk analysis and containment.

11

Gross annual revenue of the bidder (not of the group)

Year 2012-13

Year 2013-14

(Copy of audited financial statements for above years to be

submitted)

Total

From Audited

Financial

statements


No

Particulars

Details to be

furnished by the

bidder

12

Net Profit of the bidder (not of the group)

Year 2012-13

Year 2013-14

(Copy of audited financial statements for above years to

be submitted)

13 Experience of assignments executed successfully as

Technical/IT Consultant, for implementing end to end Core

Banking Solution Flexcube version 11 onwards:

(Name of the Bank, time taken for execution of the

assignment and documentary proofs for above from the

Bank are to be furnished)

14

Details of any other similar assignments executed by the

bidder.

(Name of the Bank, time taken for execution of the

assignment and documentary proofs for above from the

Bank are to be furnished)

15 Details of the similar assignments on hand as on date (Name

of the Bank, time projected for execution of the assignment

and documentary proofs from the Bank are to be furnished)

16

Name of the Project Manager & Overall person responsible

(team leader) identified for this assignment and their

professional qualifications and experience/expertise

Details of similar assignments handled by the said team

leader. Documentary proofs for all the assertions are to be

enclosed

As per annexure D

17

Names of the other team members identified for this

assignment and their professional qualifications and

experience/expertise

Details of similar assignments handled by the said team

members

Documentary proofs for all the assertions are to be enclosed

As per annexure D

18 Estimated work plan and time schedules for providing

services for this assignment

19

Effort estimate and elapsed time are to be furnished in

annexure F

As per annexure F

20 Details of inputs, infrastructure requirements required by the

bidder to execute this assignment.


No

Particulars

Details to be

furnished by the

bidder

21

Details of the bidder’s proposed methodology/approach for

providing services to the Bank with specific reference to the

scope of work.

22

Details of deliverables, other than the Deliverables specified

by the Bank, the bidder proposes with specific reference to

the scope of work.


Annexure - D

Proposed Team Profile for the Upgrade Project

Please Note : Attach complete CV, Certificates, Bank’s letter for assignment carried out

Sr.

No

Name of Proposed

Engagement

Manager

/Proposed Overall

person responsible/

Proposed Team

Member

Professional

Qualification

Certificatio

n/Accredit

ations

IT Expertise

In terms of

years and

areas of

expertise

Number of

similar

assignments

involved

In Commercial

Bank


Annexure E Technical and Functional Specifications

Criteria Evaluation Parameters Max

score

Vendor

score

Scoring Methodology

Credentials

Experience of assignments

executed successfully as

partner to OFSS, for

implementing end to end

Core Banking Solution

Flexcube version 11 onwards,

in at least two commercial

banks.

(Written evidence of

above requirements and

satisfactory completion of

Project along with synopsis

of at least one completed

project only to be

considered)

At least two references to

be given for experience,

including contact details.

50 30 marks, if minimum

criteria of implementation

in two banks for Flexcube

version 11 onwards.

05 marks extra, for every

additional bank with

maximum extra marks of

20.

Should have experience in

assisting UAT and monitoring

UAT for at least in 2

implementations of Core

Banking Solution in Flexcube

in the last 5 years.

(Written Evidence of


Project only will be

considered.)

15 10 marks for those who fulfill

criteria for 2

implementations.

1 mark extra, for every

additional implementation

with maximum extra marks

of 5

Nil – Others

Should have experience in

providing end to end

solution/assistance

including technical for

implementing alternate

delivery channel: Internet

Banking, ATM.

(Written Evidence of


Project only will be

considered.)

10 5 marks if implemented in

one Bank

2.5 marks extra, for every

additional bank with

maximum extra marks of 5.

Sub-Total 75

People Project Manager should

have handled similar

projects in the

4 Full marks – If the criteria is

met

Nil – Others


Criteria Evaluation Parameters Max

score

Vendor

score

Scoring Methodology

firm/company/organizatio

n for at least two years

(Evidence to be

produced).

Overall person responsible

should have handled such

projects in the firm

/company/organization

for at least 2 years

(Evidence to be

produced)


met

Nil – Others

Proposed team should

have experience in

executing similar projects

in bank(s).

(Evidence to be

produced)


met

Nil – Others

If any member of the

proposed team including

Project Manager & Overall

person responsible is

qualified

CISA/CSQA/CISSP/PMP.

3 1 mark per member, if

any member possesses

any one or multiple of the

prescribed qualifications,

with maximum 3 marks.

Sub-Total 15

Methodology/

Approach

Proposed for

carrying out

the Proposed

Project

Demonstration of in-depth

understanding of the

Bank’s project

requirements through the

technical proposal

supplemented by

Presentation &

interactions.

5 xxxx Subjective Evaluation

Technical Proposal with

detailed broken-down

activities to be performed.

5 xxxx Best detailing and a

schedule for involvement

through the life-cycle of

the project will earn

maximum credit

Sub-Total 10 xxxx

Total Marks 100 Total score out of hundred

will

Note :

1. The vendor may score at this annexure; however the score shall be validated against the

documentary evidence. Bank decision shall be final in awarding the score to the vendor.

2. 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.


The bidder scoring the maximum score in the above table shall be allocated T score of 100. T score of other bidders will be calculated as under:-

T score of current bidder = Total of current bidder x 100

Maximum Total

For Example

Bidder Table Score Maximum total T score

A 80 80 100

B 60 80 (60x100 / 80) = 75

C 70 80 (70x100 / 80) = 88

D 61 80 (61x100 / 80) = 76

Please note that decimal values will be rounded to the nearest number.


Annexure F

Estimated Effort and Elapsed Time

Sr.

No.

Major Activities

Elapsed

Time

Effort

in

Man

days

Number of

team

members

who will be

deployed

Remarks

1

Product Walk Through & Gap

Analysis

2 Infrastructure setup & Review

3 Training

4 Business Process

Definitions/Parameterisations

5 User Acceptance Testing

6 Migration

7 Integration : Interfaces /delivery

channels

8 Reports

9 Changeover/ Stress Testing

10 Process Setup, Post Go-Live

Support & handover


Annexure-G

Check List Compliance

Sr. Documents Submitted in

No. Bid ( Y/N)

1 Undertaking as per Annexure A on bidders letter head

2 Compliance Statement as per Annexure B on bidder’s letter

Head

3 Bidders Profile as per Annexure C on bidder’s letter head.

4

Annexure D along with supporting documents. Bidder shall appoint an

experienced Project Manager.

The bidder should provide CV of the Project Manager that demonstrates

proven experience in executing projects similar in scope and

complexity. CVs of all project staff to be included indicating roles and

responsibilities on the project.

5 Letter of Authority on bidder’s letter head from Authorized

Signatory of the company to sign and submit the bid, along with the Board

Resolution.

6 Technical and Functional Specifications as per Annexure E

along with supporting documents.

7 Check List Compliance as per Annexure G on bidder’s letter

Head

8

Note: Please also note to attach Documents related to Preliminary Evaluation

Criteria (Refer Clause no.3 of RFP)


Annexure – H

Commercial Bid

Name of the Bidder: Name & Address of the Company:

Upgrade Project Implementation Fee Detailed Quote: Sr. No. Consultant Grade

Estimated nos. of person days

Average Rate per person per working day (USD) Amount (USD)

1. Project Manager A X A*X

2. Consultants B X B*X

3. Sub Total (A+B) (A*X)+(B*X)

4. Taxes, if any T

5. Per Diem Allowance, if any

(A+B)*7/5 Y (A+B)*7/5*Y

Total Cost Total for

Sr.No. 3,4 & 5 Note: A,B,X,Y and T may be replaced with figures. In addition to the above, the Bank shall bear an expenditure on travel of consultants by economy class, Visa charges, self-catering shared accommodation and local transport. Service Tax, Sales tax, VAT, other applicable local taxes shall be paid over and above on actual basis on production of documentary evidence.

Bank shall make payments on actual time and material basis. Bank will not be making any other payment except those mentioned above; also Bank will not consider any plea to revise the commercial bid at any point of time.

Note: Fee should be quoted strictly in above format. Bids quoting in other than above formats will be summarily rejected.

Signature of the bidder Company Seal & Date


The bidder with lowest total cost will be allocated 100 L score. The L score for other bidders will be calculated on the following basis:-

L score of current bidder= Cost of lowest cost bidder x 100

Cost of current bidder

For Example:

Bidder Cost Minimum cost L score

A 80 60 (60x100 / 80)=75

B 60 60 100

C 70 60 (60x100 / 70) = 86

D 81 60 (60x100 / 81) = 74

Please note that decimal values will be rounded to the nearest number.

Final score will be calculated as under:-

Total score = (0.5xTscore) + (0.5xLscore)

Bidder with highest Total score will be adjudged successful bidder. The Bank reserves the right to conduct the commercial negotiation.