Reserve Bank of India Department of Administration and ... · HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS) Department of Administration and Personnel Management, Central Office, Reserve

Reserve Bank of IndiaDepartment of Administration and Personnel Management

Central Office, Mumbai – 400 001Request for EXPRESSION OF INTEREST (EOI)

HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS)

Department of Administration and Personnel Management, Central Office,

Reserve Bank of India invites EOI from potential solution providers for Supply,

Installation and Operationalisation of a Human Resource Management

System solution. The details are available on the Bank's website

http://www.rbi.org.in at the link ‘Tenders’.

Note:

1. The Bank reserves the right to reject without assigning any reason, any or

all EOI, if the conditions set out in the request for EOI document are not

fulfilled.

2. The Bank will not be responsible for any delay on the part of the Bidder in

obtaining the terms and conditions of tender notice or submission of EOI.

The EOI received after the prescribed scheduled date will not be accepted.

3. The last date for submission of EOI is May 7, 2005 upto 12:00 noon

(IST).

V.S.Das

Chief General Manager-in-Charge

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India ii

Request for

Expression of Interest (EOI)

Human Resource ManagementSystem

Last Date for Submissionof Completed EOI: May 7,

2005upto 12:00 noon (IST)

RESERVE BANK OF INDIADepartment of Administration and Personnel Management

Central OfficeMUMBAI - 400 001, IND IA

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India iii

DisclaimerTHIS REQUEST FOR EOI IS NOT AN OFFER BY THE BANK, BUT ANINVITATION TO RECEIVE RESPONSE FROM ELIGIBLE INTERESTEDBIDDERS FOR PROPOSING A HUMAN RESOURCE MANAGEMENT(HRM) SOLUTION FOR THE BANK. NO CONTRACTUAL OBLIGATIONWHATSOEVER SHALL ARISE FROM THE EOI PROCESS UNLESS AND

This document is the property of Reserve Bank of India (RBI).

The use of the contents of this document, even by the

authorised personnel / agencies for any other purpose other

than the purpose specified herein, is strictly prohibited as it

shall amount to copyright violation and thus shall be

punishable under the Indian law.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India iv

UNTIL A FORMAL CONTRACT IS SIGNED AND EXECUTED BY THE BANKWITH THE BIDDERS. THIS DOCUMENT SHOULD BE READ IN ITSENTIRETY.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India v

TABLE OF CONTENTS

1. Introduction............................................................................................................ ii

1.1 Background..............................................................................................................................................ii1.2 Purpose of the EOI .................................................................................................................................ii1.3 Core Requirements and Scope of Work .............................................................................................ii

2. Technology Architecture & Implementation Requirements................................... iii

2.1 Current Status .......................................................................................................................................iii2.2 Proposed Application Architecture.....................................................................................................iii2.3 Current Requirements .......................................................................................................................... iv2.4 Roll-Out Plan ........................................................................................................................................ vii2.5 Comprehensive Training..................................................................................................................... vii2.8 Hardware Requirements ................................................................................................................... viii2.9 One Time Data Population Requirements ...................................................................................... viii2.10 Backup and Archiving........................................................................................................................... ix2.11 Support Requirements ......................................................................................................................... ix2.12 Disaster Recovery & Business Continuity Plan................................................................................ ix2.13 Throughput, Capacity and Performance............................................................................................ x2.14 Problem Reporting ................................................................................................................................. x2.15 System Control Facilities ...................................................................................................................... x2.16 Documents .............................................................................................................................................. x2.17 Warranty and Annual Maintenance Contract (AMC) Periods .......................................................... x

3. Pre-Qualification (PQ) Criteria.............................................................................xii

4. Instructions to Interested Bidders fulfilling PQ Criteria ...................................... xiv

4.1 Format of EOI ........................................................................................................................................ xiv4.3 Submission and Acceptance of EOI.................................................................................................... xv4.5 Evaluation of EOI .................................................................................................................................. xvi4.6 Governing Law and Disputes .............................................................................................................. xvi4.7 Indemnification..................................................................................................................................... xvii

Appendix-A Bidder Profile....................................................................................... xviii

Appendix-B Declaration in respect of fulfillment of PQ Criteria................................ xxii

Appendix-C General Product Information................................................................ xxvi

Appendix-D Reference Site Details........................................................................ xxviii

Appendix-E Indemnity Certificate ............................................................................ xxxi

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India ii

Human Resources Management System (HRMS)

1. Introduction

1.1 Background

Reserve Bank of India (hereinafter referred to as the RBI or the Bank) desiresto procure a Human Resource Management System (HRMS) for the Bankfrom potential solution providers. The HRMS will be a uniform and standardpackage in bilingual form (English and Hindi) across all offices/ departmentsof the Bank. The system should provide all related HR services and interfaceswith the Integrated Establishment System (IES) and other systems(Integrated Accounting System [IAS], Structured Financial Messaging System[SFMS], Bank’s E-Mail system etc) of the Bank with which HRMS wouldinteract/communicate.

The Bank has a Central Office housing 22 Central Office Departments locatedat Mumbai and 20 Regional Offices spread across various state capitals. In-order to provide adequate training from time-to-time, Bank has established 3Training Colleges and 4 Zonal Training Centres at different parts of thecountry. The Bank has staff strength of about 23,000 with differentgrades/groups within each of the classes. There are about 12,500 pensionerswhose pensions are paid by the Bank.

1.2 Purpose of the EOI

Through EOI, the Bank seeks to short-list appropriate HRM solution providerswho are satisfying the Pre-Qualification (PQ) criteria and expressing interestto offer a suitable HRM solution.

1.3 Core Requirements and Scope of Work

This document constitutes a formal request for Expression of Interest (EOI)for the supply and implementation of an application software andenvironmental software, if any, for the HRMS, which includes the followingbroad functions of the Bank’s Department of Administration and PersonnelManagement (DAPM), Human Resources Development Department (HRDD),Reserve Bank Services Board (RBSB), Training Colleges, and Zonal TrainingCentres (ZTC):

• Human Resource functions from Recruitment to Post Retirement• Deputations, Scholarships, etc.• Training

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India iii

• Welfare Services, Medical Assistance and other items• Administrative Tasks• Executive Information System and tools for Planning and Decision-

makingDetails of the above functionalities are given later in this document.

2. Technology Architecture & ImplementationRequirements

Important:1. The sub-items appearing under this chapter-2 are only meant for

information to the interested bidders and to present a bird’s eye view ofthe scope, terms and conditions of the HRM project.

2. The Bank is not expecting the bidders to present any proposal orsolution in EOI.

2.1 Current Status

The current IT environment within the DAPM is focussed on automation ofdifferent sections independently. These are achieved using in-housedeveloped applications. Besides this, an RDBMS based IntegratedEstablishment System (IES) with application running on Windows 2003Server and database on Linux Server has been installed at Central Office. AtRegional Offices, IES is running its application as well as database onWindows 2003 server. This IES caters to payroll processing, Provident Fundand Terminal benefits, loans, Leave Fare Concession, benefit managementand leave processing. The Bank has its own WAN known as INdian FInancialNETwork (INFINET).The network topology of INFINET is as provided byIDRBT (http://www.idrbt.ac.in ).

2.2 Proposed Application Architecture

The application is expected to be on web-based centralised architecture. Allprocedures under HRMS should adopt workflow automation. The proposedarchitecture envisages having a central server at Mumbai for hosting ofHRMS application, databases and associated software. This will act as thenerve centre of the DAPM/ HRDD and will perform end-of-day operations andstart-of-day operations (if necessary, as decided by the Bank), back-ups, etc.

All the offices should be operational in an on-line real-time mode i.e. theoffices will be connected to the central server on an online real time basis.The data shall reside on central server for all transactions.

The proposed HRMS will have to be integrated with the IES system. HRMSshall have a centralized database.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India iv

The IES has a hybrid database, i.e., each RO has its own database which willbe replicated at the central database of IES at predefined time intervals. Thecentral database of IES would represent the position of the Bank with a timelag defined by the time interval fixed for replication of the data. There shouldbe synchronization between the central databases of IES and HRMS.

The proposed system should be capable of using the Public KeyInfrastructure (PKI) system put in place by the Bank to ensure data securityon the WAN. All information exchange with other systems (i.e., data exchangeusing the interfaces) should be done using the PKI.

2.3 Current Requirements

The HRM system should cover the following functionalities.

SR. NO. FUNCTIONALITY

1 General Features - Mandatory Requirements likeSupport for Bilingual (English and Hindi)Ease of Access using a Single Sign-onProvide support for Public Key Infrastructure

2 Human Resource Inventory Related3 Employee Access to System (Self Service)4 Manpower Planning

Recruitment5 SC / ST Cell and other categories

6 Competency Mapping7 Training Administration

Appraisal and Performance Management8 Increments

9 Promotions - Career PlanningPlacement & Succession Planning10Resources and Project Management

11 Seniority Lists12 Management of Transfer and Postings13 Deputations and Secondments

Discipline and Vigilance Matters14Property Declaration

15 Industrial Relations & Compensation Policy16 Part-Time Employees

Staff Welfare Benefitsa. Residential Accommodation

17

b. Holiday Homes / Visiting Officers Flats

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c. Payment of Scholarshipsd. Family Planning Incentivee. Uniform & Liveries

18 ExitsPension Matters19 Work flow of the Pension CellOrganization Management20Personnel Cost Planning

21 Reports22 Time Management

OthersMedical AidIssue of No Objection Certificates (NOC)Staff Canteen and Officers Lounge & Dining Room(OLDR)Insurance SchemesSchool tie-up arrangementsIssue of Identity CardsComplaintsDetails of Sports personsPower of Attorney and Resolution Power (PA/RP)ManagementChange of name, surnameOD InterventionsSurveysStaff Suggestion SchemeSummer Placement

23

Allotment of cars and other vehicles to executivesOther miscellaneous administrative functions

24 Executive Information system and tools for planningand decision making

MIS RequirementsReport Distribution CapabilitiesAudit TrailsSpecific Reports for Promotion, Transfer,Performance Appraisal, etc.,

25

WEB enabling of the application26 Integration capabilities27 Document Management Aspects28 Inventory Related Aspects

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India vi


Technical Specifications1 System Design Philosophy/Concepts/Architecture2 PC Client -User Interface3 Customization4 Report Generation/Design5 Search Capability6 System Security7 Remote access8 Application Server and Web Server9 Hardware and Software Platforms

10 Database Platforms11 Interface/Integration12 Parameterization13 Help Section14 User Friendliness15 Data Consistency Control16 Deployment17 Maintenance18 Licensing Policy & IPR

The system should provide for• Centralised Database with access controls• Integration with IES and other systems• Cater to the needs of ROs• Appropriate interfaces with Integrated Accounting System (IAS)• Standard Security Audit Features• Interface with Bank’s E-Mail system• Use of Public Key Infrastructure (PKI) and Structure Financial

Messaging System (SFMS) adopted by the Bank§ Access to systems§ Data communication between systems

• Creation / establishments of new departments/offices or windingup of departments / offices

Note:1. The bidder should be in a position to provide for an effective interface

between the HRMS and IES, IAS, SFMS, Bank’s E-Mail system etc., so asto provide seamless flow of data between the two systems and areperfectly synchronized.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India vii

2. The HRMS solution proposed should be on a single integrated platformwith no third party products. It shall be the vendor’s responsibility for thirdparty software, if at all required (The option of having third party softwareis only if there is absolutely a need for third party software).

3. Vendors are expected toa. Provide data conversion utilities for implementation of the solutionb. Data migration from the existing systemsc. Integrate with the IES Applicationd. Interface with IAS, MS-Exchange and other Bank applications as

requirede. Suggest the re-engineering of work-processes for optimal utilization of

resourcesf. To put in place the "verified, validated and up to date" data and

integrate/develop interfaces as required by the Bank till the projectgoes live.

g. To ensure standardization of the processes across the Bank taking intoaccount the requirements/ tasks/ processes of each of the userdepartments.

h. Prepare users in all the user departments to take-on the jobimmediately without any issue

2.4 Roll-Out Plan

Time would be the essence of the contract. The Bank would like the vendor tocomplete the project and Go-Live within 50 weeks (approx) from the day the“Memorandum of Understanding” (MoU) is executed by the final selectedbidder or from the day the “Letter of Intent” is issued, whichever is earlier.

2.5 Comprehensive Training

The final selected bidder shall be asked to undertake to provide necessaryand adequate training to the personnel (the user and technical staff) of theBank as required in the Contract specifications to ensure that they are fullyconversant with, and capable of undertaking, the roles that they will berequired to fulfil. The training should be organized at the Bank’s offices inIndia. Apart from the users training, training of the system administrators formanaging the system will have to be organised by the vendor.

2.6 Expert Consultancy Support

The final selected bidder will be asked to provide expert consultancy supportservices for requisite Business Process Re-engineering (BPR) for HR relatedareas as and when required by the Bank and should be offered free-of-chargeat places of Bank’s Offices.

2.7 Project Development and Test Sites

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The customization/development and testing of the solution will be at thevendor’s site.

2.8 Hardware Requirements

2.8.1 The Bank expects that the short listed bidders to explore and proposethe most suitable option among the following three options:

•• Option 1: Whether the proposed configuration of central serverhosting IES application will be adequate for HRMS for desiredthroughput?

•• Option 2: Whether any enhancements are required in theserver configuration to ensure smooth functioning of thesystem? These enhancements could be in terms of broad sizingof server (CPU, main memory required, storage requirements,auto-backup devices, etc.), which takes into consideration thecurrent technology, and path for upgrade/ growth. Sufficientredundancies should be provided, while suggesting changes inthe proposed hardware to ensure the desired performanceneeds considering the load on the system in terms of transactionvolumes, estimated number of users, etc.

•• Option 3: If the bidder feels that a separate independent serveris required for HRMS then the configuration and price withrequired system software licenses (excluding that for oraclelicences) and other bundled software as required will have to bequoted by the bidder. Also, the bidder may specify the cost forsetting up the disaster recovery site separately maintaining thesame performance characteristics of the system.

Under options 1 and 2, the vendor will have to suggest thedisaster recovery procedure for HRMS system using thearchitecture available for disaster recovery procedure of theexisting applications.

2.8.2 The desired performance of the software should be the guideline forprescribing any hardware requirement and the short listed biddersshould specify the configuration and cost of the hardware to supportand sustain the desired performance characteristics of the system.

2.9 One Time Data Population Requirements

The final selected bidder will be required to populate the data in its entirety inall the modules either by way of conversion from the available systems orfresh manual data entry in each module. The final selected bidder will berequired to provide and implement the strategy for data entry and on-goingdata updation till the project goes live.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India ix

2.10 Backup and Archiving

The final selected bidder will be asked to provide facilities to maximise theautomation of backup and archiving processes. The final selected bidder willbe asked to propose a methodology for the backing up of data, bearing inmind that the primary and fallback sites will be kept synchronised with currentdata.

2.11 Support Requirements

2.11.1 Implementation support

The final selected bidder should define the degree of responsibility, level andcost of support in the following indicative areas.

• Modification/ Customisation• Installation• Training• Documentation• Testing (Acceptance & Performance)• Data Population• Initial Operations

2.11.2 On-going support

The short listed bidders will be asked to demonstrate a capability to provide asuperior standard of ongoing product support.

2.11.3 Onsite Support

The final selected bidder will be asked to provide a highly skilled professionalresident engineer/s onsite for full-time during two year warranty period andseven year AMC period.

2.12 Disaster Recovery & Business Continuity Plan

In the event of any disaster, operations must be able to be continued withintwo hours of the disaster, at the fallback site.

The final selected bidder will be asked to highlight provisions for backup anddisaster recovery. The primary site shall be at the ‘X’ Location in Mumbai. Thefallback site shall be at the ‘Y’ Location.

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2.13 Throughput, Capacity and Performance

The final selected bidder will be asked to provide solutions that are able tomeet the following requirements.

• Terminal devices (including microcomputers) attached to theHRMS system shall experience response times (from the point atwhich the key is depressed to indicate the completion of a transactionuntil the transaction response is displayed at the terminal device) nogreater than two seconds.

• Query response time should be less than three seconds forcomplex queries.

• The system must be able to process transactions during peakhours with same performance levels.

2.14 Problem Reporting

The solution must have auditable mechanisms for reporting failures in thevarious components of the system, e.g. communications, host applicationmodules, end user devices, database etc.

The short listed bidders will be asked to describe the mechanisms forreporting failures in the various system components.

2.15 System Control Facilities

System control facilities – for initialising the systems, start-of-day, end-of-day,housekeeping, closedown etc. – should be automated as far as possible. Theshort listed bidders will be asked to describe how the solution is operationallymanaged and what manual and automated processes are required.

2.16 Documents

2.16.1 The short listed bidders will be asked to identify the documentationthat it proposes to provide.

2.16.2 The final selected bidder will be asked to make available to the RBI(to be supplied to DIT, CO Mumbai) the source code and supportlibraries for each of the modules of the product along with theprocedures for compilation and building the solution.

2.17 Warranty and Annual Maintenance Contract (AMC) Periods

The contract with the final selected bidder will include a two year warrantyand also would involve an Annual Maintenance of the system for a period of

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xi

at least seven years on completion of warranty period providing for changes/updation that would be required for the system due to policy changes, etc.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xii

3. Pre-Qualification (PQ) Criteria

Only those interested bidders who satisfy the following eligibility criteriashould submit EOI:

i) Bidder must be having a registered office with legal presence inIndia and with a minimum annual turnover of Rs 4 Crore or above

ii) Bidder must warrant that it is financially solvent i.e. it is able to meetall its debts as and when they fall due, which is certified by aChartered Accountant (CA). Bidder’s company/firm/organisationshould be a profit-making company during the last three accountingyears. Audited Balance sheet and Profit and Loss account (amountin Rupees) for last three years should be submitted.

iii) Bidder must have proven project experience of supply, installation,customisation and implementation of at least three HRM projects. Ineach of the above mentioned three projects, the product/softwaresupplied and implemented should be from the same OriginalEquipment Manufacturer/ Principal License Provider and should besimilar to the solution being offered. The above mentioned threeprojects should cover the following areas in India (in the last threeyears):

§ Human Resource functions from Recruitment to PostRetirement

§ Deputations, Scholarships, etc.§ Training§ Welfare Services, Medical Assistance and other items§ Administrative Tasks§ Executive Information System and tools for Planning and

Decision-making etc.Each of the above HRM project should have cost at least Rs. 1.75Crore. Two of the above three HRM projects should have beenimplemented in public sector / banks / financial institutions andimplementation of one of these projects should have been in apublic sector / banks / financial institutions with a staff strength of atleast 5,000. The proposed HRM project application which has beenimplemented as specified above should be in use. The bidder shall

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xiii

provide references (including referee names and contact details)and a documented project management and methodology inrespect of the each of the HRM projects.

iv) Bidder should be ISO 9001 and SEI CMM Level 5 Certified.v) The Bidder should undertake to provide consultancy services for

requisite Business Process Re-engineering (BPR) for HR relatedareas as and when required by the Bank.

vi) Bidder must warrant that the key project personnel to be deployedin this project have been sufficiently involved in similar projects inthe past three years.

vii) Bidder must have the capability to ramp up the team size(resources) at any time during the Project Life Cycle to meet theproject objectives in a timely fashion and maintain the quality

viii) The Bidder should have localised development and support centrein India.

ix) The HRMS products offered by the Principal License Providershould have been in the market for a minimum period of 3 yearsand offered version should be compatible with the latest technology.

x) In case of consortium bids, the Bidder must be in a position toensure that the original license provider, who is the owner of thesoftware Intellectual Property Rights (IPR) will take up primeresponsibility of the project with direct involvement of seniorpersonnel of the original license provider to ensure success of theproject and a certificate issued by the original license providershould be submitted on the same regard.

xi) The Bidder should have implemented the latest version of theproduct available in the market in the recent three years.

Note: The period specified in the above clauses should be reckoned from the

last day of the month previous to the one in which the EOI is requested i.e.,backdated from Mar 31, 2005.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xiv

4. Instructions to Interested Bidders fulfilling PQ Criteria

4.1 Format of EOI

EOI should be organized STRICTLY in the following sequence.

Section.1 Bidder’s Profile (As given in Appendix-A)Section.2 The interested bidder fulfilling all PQ criteria should submit a

letter specifying that all the PQ criteria mentioned above aremet completely (As given in Appendix-B)

Section.3 The supporting documentary evidences and certificatesconforming each of the above pre-qualification criteria.

Section.4 General Product Information (As given in Appendix-C)Section.5 Reference Site Details (As given in Appendix-D)Section.6 Indemnity Certificate (As given in Appendix-E)

Note:1. The Bank is not expecting the bidder to furnish details of

proposals/solutions or prices in EOI.2. All correspondence and other documents pertaining to EOI shall be

written in English.3. The Bank expects the bidder to furnish ONLY in the formats specified

in EOI. Furnishing of irrelevant information in EOI is strictlydiscouraged.

4. The softcopies of the entire EOI shall be submitted in two CDs in MS-Word 2003 and PDF format.

5. The documents furnished should be• Preferably in A4 sheets• Indicating Page __ of __• Signed by the representative as indicated in the Bidder’s

Profile• Neatly filed

4.2 Sealing of EOI

Responses in one original and one copy shall each clearly identify the biddersubmitting the EOI. The envelope with EOI shall be labelled “Original EOI” or“Copy EOI” as appropriate and neatly sealed. The envelope shall also bedated with the current date in the top left hand corner, and addressed asmentioned in clause 4.3. Each envelope should contain a softcopy asspecified in clause 4.1(4) above.

In the event of any discrepancies between the “Original” and the “Copy” of theEOI, the Original shall govern.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xv

4.3 Submission and Acceptance of EOI

4.3.1 EOI shall be made strictly in accordance with the specifications laidout in this document. Any deviations from such specifications maydisqualify the vendor and the Bank reserves the right to disqualifyall such offers, which in their opinion do not conform to thespecifications mentioned, without having to assign any reason forsuch disqualification, to anyone. Offers/ response to the EOI madeby mail, telex, fax, telephone and/or any other mode except handdelivery shall immediately disqualify the bidder. No representationof any kind will be entertained as to the reasons and/or exigenciesunder which such offers were dispatched.

4.3.2 The submitted EOI shall be the property of the Bank. Bank shallnot entertain the bidders to re-submit the EOI.

4.3.3 EOI should be sealed and hand delivered at the following address

Address for submission of EOI

Chief General Manager - in - ChargeDepartment of Administration and Personnel ManagementReserve Bank of India,Central Office,19th Floor, Central Office Building,Shahid Bhagat Singh MargMumbai - 400 001, INDIA

4.3.4 The completed EOI can be submitted between 11:00 am to 12:30pm and between 2:30 pm to 4:00 pm at the address mentionedabove on all the working days and between 11:00 am to 12:00noon on Saturdays.

4.3.5 The following officers are available at the above address for anysupport that the bidders may require.

Shri. M. L. FernandesTelephone No: 91-22-22674233Email: [email protected] No.91-22-22661892 /22702524

Shri. K. Prakash ReddyTelephone No: 91-22-22632050Email: [email protected] No.91-22-22671415

4.4 Deadline for Submission of Completed EOI

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xvi

4.4.1 The EOI is to be submitted and delivered up to 12:00 noon on orbefore May 7, 2005. Any proposal received after the above statedtime will be disqualified and rejected.

4.4.2 The Bank is not responsible for non-receipt of EOI within thespecified date and time due to any reason including holidays ordelays or strikes.

4.4.3 EOI should be hand delivered at the address as mentioned atclause 4.3.3

Note:1. The bidders are requested to submit the visiting card with contact

person name, email, and phone number for future communications.

4.5 Evaluation of EOI

4.5.1 The Bank shall scrutinize the submitted EOI withcertificates/documents of the vendors (as specified in Annex-B)and short-list the eligible vendors.

4.5.2 The eligible vendors will be informed by the Bank suitably at theaddress mentioned in EOI. Any change in address of the Biddershould therefore be promptly notified to the Bank.

4.5.3 If any information provided in EOI is found to be incorrect ormisrepresented, at any stage of the evaluation process, theBank retains the right to summarily disqualify the Bidder fromthe evaluation process.

4.5.4 The Bank reserves the right to accept or reject any or all EOI,to take exception to these EOI specifications or to waive anyformalities. Bidders may be excluded from furtherconsideration for failure to fully comply with thespecifications. The Bank is under no obligation to explain whyany EOI is accepted or rejected. Bank’s decision shall be final.

4.5.5 During evaluation any clarification / rectifications by the Bank incase of deviations will be called for in writing. It is made clear thatthe failure to submit the same within the specified time-limit mayresult in rejection of the EOI.

4.6 Governing Law and Disputes

4.6.1 The EOI shall be governed by and construed according to the Indian Law.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xvii

4.6.2 All settlement of disputes or differences whatsoever arising between theparties out of or in relation to the construction, meaning and operation oreffect of these Tender Documents or breach thereof shall be settledamicably between the Bank (CGM-i-c, DAPM and CGM, HRDD) and thesupplier’s representative as specified in the EOI. If, however, the partiesare not able to resolve them amicably, the same shall be settled byarbitration in accordance with the applicable Indian Laws, and the awardmade in pursuance thereof shall be binding on the parties. Any appeal willbe subject to the exclusive jurisdiction of courts at Mumbai. The arbitratorshall be a retired judge of High Court / Supreme Court residing atMumbai.

4.6.3 The venue of the arbitration shall be Mumbai.

4.7 Indemnification

4.7.1 The short listed bidder shall, at its own expense, defend andindemnify the Bank against all third-party claims of infringement ofIntellectual Property Rights, including patent, trademark, copyright,trade secret or industrial design rights arising from use of theProducts or any part thereof in India.

4.7.2 All the software (including operating system/s software,Application software, etc.) to be supplied by the final selectedbidder shall be legal and the Bidder shall give indemnity to thateffect in the format specified in “Indemnity Certificate” as given inAppendix-E.

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Appendix-A Bidder Profile

(to be filled in by bidder)

BIDDERGeneralThe registered name ofthe bidding companyHolding Company orParent Company (if any)Please provide details ofownership: private/public;ultimate parent; majorshareholders. Anysignificant changes inownership in the last twoyears?Who are the primaryshareholders? (Alsoindicate majorshareholders withpercentage holding incase of limitedcompanies)Number of years inbusiness

Business address forcorrespondence

LocationStreetLocalityCityPin CodeCountryTelephoneFacsimileEmailOther

Contact name of THEBIDDERContact’s position withbidderContact addresses (inIndia) if different fromabove

LocationStreetLocalityCityPin CodeCountryTelephoneFacsimileEmailOther

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Business structureBid company’s registeredaddressDetails of companyregistrationNames of Directors Chairman

President/Managing DirectorDirectors

Include a structure chart reflecting the organisationChart

Financial standing of the bidder(Information designed to give client confidence in the financial competence of thebidder.)Audited financial accounts for past three years should be included in appendix.Total current employees

2001-02 2002-03 2003-04Sales TurnoverNet profit before tax

Company Profile(s)

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Reference Sites (Useseparate scheduleformats for this responseas indicated in Appendix-D)

[Details of at least three similar HRMSimplementations in the recent past (including contactdetails) which will demonstrate the Bidder’s ability tocarry out the functions which they are projected tosupply in this project in a timely and professionalmanner.]

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DesignatedStaff

Name Position Project Designation

(Detailedprofiles of keystaff shall beincluded inappendix)CertificationsPlease provide details of any quality processcertifications (e.g. SEI CMM etc.)Any other certifications, please specifyAny pending or past litigation (within 3 years)?If yes, please explain.Please also mention any claims/complaintsreceived in the last three years.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxii

Appendix-B Declaration in respect of fulfillment of PQCriteria

The Chief General Manager-in-Charge,Reserve Bank of India, Department of Administration and Personnel Management,

19th Floor, Central Office Building, Shahid Bhagat Singh Road, Fort,Mumbai - 400 001.

Dear Sir,

Subject: Declaration in respect of fulfilment of PQ Criteria – HRMS for Reserve

Bank of India

We hereby declare that we have read the request for EOI in entirety and have fulfilledall the PQ criteria as mentioned in chapter 3 without any deviation.

S.No. Supporting documents/ certificates/EVIDENCES

FulfilledCompletely(Yes / No)

Enclosed(Yes / No) Remarks

1a Proof for a registered office withlegal presence in India

1b Proof for a minimum annualturnover of Rs 4 Crore or above

2a Certificate from CharteredAccountant (CA) that the bidder isfinancially solvent i.e. it is able tomeet all its debts as and when theyfall due.

2b Audited Balance sheet and Profitand Loss account (amount inRupees) for last three years.

3a Proof that the bidder has a provenproject experience of supply,installation, customisation andimplementation of at least threeHRM projects. In each of theabove mentioned three projects,the product/software suppliedand implemented should befrom the same OriginalEquipment Manufacturer/Principal License Provider andshould be similar to the solutionbeing offered. The above

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxiii



Enclosed(Yes / No)

Remarks

mentioned three projects shouldcover the following areas in India(in the last three years):

• Human Resource functions fromRecruitment to Post Retirement

• Deputations, Scholarships, etc.• Training• Welfare Services, Medical

Assistance and other items• Administrative Tasks• Executive Information System

and tools for Planning andDecision-making etc.

3b Evidence that each of the aboveHRM project should have cost atleast Rs. 1.75 Crore.

3c Evidence that two of the abovethree HRM projects should havebeen implemented in public sector /banks / financial institutions andimplementation of one of theseprojects should have been in apublic sector / banks / financialinstitutions with a staff strength ofat least 5,000.

3d Evidence that the proposed HRMproject application specified aboveshould be in use.

3e The bidder shall provide references(including referee names andcontact details) and a documentedproject management andmethodology in respect of the eachof the HRM projects.

4a Certificate for ISO 90014b Certificate for SEI CMM Level 55 Undertaking to provide consultancy

services for requisite BusinessProcess Re-engineering (BPR) forHR related areas as and whenrequired by the Bank.

6 Warranty certificate that the keyproject personnel to be deployed inthis project have been sufficientlyinvolved in similar projects in thepast three years.

7 Declaration that the bidder has the

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxiv



Enclosed(Yes / No)

Remarks

capability to ramp up the team size(resources) at any time during theProject Life Cycle to meet theproject objectives in a timelyfashion and maintain the quality

8 Evidence that the bidder has alocalised development and supportcentre in India.

9 Evidence that the HRMS productsoffered by the Principal LicenseProvider should have been in themarket for a minimum period of 3years and offered version shouldbe compatible with the latesttechnology.

10 In case of consortium bids,1. A declaration that the bidder

would be in a position toensure that the original licenseprovider, who is the owner ofthe software IntellectualProperty Rights (IPR) will takeup prime responsibility of theproject with direct involvementof senior personnel of theoriginal license provider toensure success of the project

2. A certificate issued by theoriginal license provider shouldbe submitted on the sameregard.

11 Evidence that the bidder hasimplemented the latest version ofthe product available in the marketin the recent three years.

12 Issues not covered in the abovelist, if any.

2. If Bank needs additional information/ clarification, we shall furnish the same withinthe timeframe as specified by the Bank.

3. We express our interest to get a Request For Proposal (RFP) document from theBank.

4. In case, if the Bank finds any deviation, information furnished is incorrect ormisrepresented, the Bank may take decision as deemed fit, without giving anyexplanation or any reason.

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxv

Yours faithfully,

(Signature/Designation)

Date:

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxvi

Appendix-C General Product Information

(to be filled in by bidder)

Note:1. The product information should be in respect of the same product as specified

for fulfilling PQ criteria.2. The Bidder is expected to offer ONLY ONE HRM solution similar to the

solutions implemented for fulfilling PQ criteria

System NameLicence Provider DetailsDate of LaunchDate when first client site went live with name ofclientCurrent version and release dateNumber of (for older version)Clients using this software in productionClients in India using this softwareInstallations in the last financial yearNumber of (for proposed version)Clients using this software in productionClients in India using this softwareInstallations in the last financial yearLargest customer for this productName of the customerNumber of employeesNumber of offices/branchesFor each of the above customer:i. Date of signing of the contract for supply ofthe softwareii. Date of commencement of theimplementationiii. Date of completion of the projectiv. Whether the project as envisaged in thecontract fully implemented or notv. If not – modules still to be implemented andreasons for delayHow can the software be acquired?(purchase/lease/other)In case of licensing, explain software licensingsystem fee structure. Is it restricted as tolocation of installation or global?Is the license agreement on per site, per CPU,per concurrent user, per named user, per serverlicence, per database or enterprise basis?

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxvii

Escrow availabilityIs the source code available?If there are any other features that will be usefulin evaluating the product(s) / solution, pleasestate themWhat major enhancements are planned?Describe any limitations on the use of theproposed products.What is the road map of your product for thenext 3 to 5 years? Please discuss in detail. Useadditional sheets if required.How many releases of your product have beenproduced during the last five years?What is the next scheduled major release ofyour software?How often are new versions released?

Indicate contractual agreements, which wouldbe applicable, if your proposal is ultimatelyaccepted. Sample copies should be attached.Software purchase ( )Software licence ( )Software maintenance /AMC * ( )* Indicate clearly if up gradation to new versionsis a part of AMC?Has there been a major rewrite of the proposedsystems since the original?

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxviii

Appendix-D Reference Site Details

(to be filled in by bidder & referred CLIENT)

(Give details about the following with respect to the methodology followed byyou in HRMS projects of similar nature and complexity – aminimum of three projects please.)

Note:1. The Bank, at its option, will contact these reference sites to obtain information on the

HRM solution and its implementation.2. Short-listed bidders have to co-ordinate with the reference sites for demonstrations and

arrange the visits on request by the Bank.

Project Name:

Project Location:

Client Name:

Client address:Client contact/referenceperson(s):

NameAddress – if different fromabove

TelephoneFacsimileMobile PhoneEmail address

Project started(month/year):

Project elapsed time –months:

Man-months effort:

Project DirectorProject ManagerProject Leader

Name of senior projectstaff:

OtherNature of the Project:

Role of the company,whether complete end-to-end involvement or for aparticular module:

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxix

Project Detail Hardware installed –make/model

(Broad details) Operating systemSystem SoftwareApplication softwareNetwork TopologyProgramming languagesDisaster recoverytechnologyMiddlewareSecurity featuresSupport/maintenanceobligations

Start Date when the agreement is signedState the duration of the implementationTest-Run dateGo Live date for the pilot officesGo Live date for all the officesWhich modules and version of the software arebeing currently used?Are there any other system used in conjunctionwith the application software like front endsystems etc.? Please provide details if any.State number of offices/branches using thesoftwareModules used at Head Office/ Central OfficeModules used at other offices/ branchesState the number of employees and usersusing the software.State the number of transactions processedper day at the reference installation.

State the maximum number of on-line users inany office/branch where your modules areinstalled and specify all the modules that are inconcurrent useState, if any, interfaces to external systems areimplemented at this site

(Signature of the Referred Client)(with Seal)

Name of the signatory:Designation:

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxx

Place:Date:

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxxi

Appendix-E Indemnity Certificate

The Chief General Manager-in-Charge,Reserve Bank of India, Department of Administration and Personnel Management,

19th Floor, Central Office Building, Shahid Bhagat Singh Road, Fort,Mumbai - 400 001.

Dear Sir,

Subject: HRMS Software for Reserve Bank of India, Department of Administration

and Personnel Management.

We shall supply you HRMS Software______________________________, meant

for Reserve Bank of India, Department of Administration and Personnel

Management, Mumbai. We certify that in respect of the said HRMS Software to be

supplied to you, we are the authors/ assignees/ licensees. We have produced for

your inspection, a copy of the letter of assignment/license given by the author of the

HRMS Software. We further certify that the sale of the HRMS Software to you by us

and your use thereof do not infringe any provision of the Copyright Act, 1957.

2. If any action is brought against you for infringement, of the copyright in respect of

the said HRMS Software supplied by us to you, we will defend the same at our cost

and consequences and will indemnify you all the costs and other expenses that you

may incur in this connection.

3. Any upgrades/updates and new releases / versions of the HRMS Software

supplied shall be immediately incorporated on your system at no extra cost.

Yours faithfully,

(Signature/Designation)

Date:

Confidential Request for Expression of Interest for Supply and Implementation ofHuman Resources Management System for Reserve Bank of India xxxii