BANK OF INDIA · Rupali Pandey, Mobile no.-9458704037, email [email protected] . B) System...

Ref. No. HO:HR:RFP:299 Dated 21.11.2019

Confidential Appointment of Consultant for Employee Engagement Survey in the Bank Page 1 of 31

REQUEST FOR PROPOSAL (RFP)

(Reference No. HO:HR:RFP:299 Dated 21.11.2019)

(PART - A )

BANK OF INDIA

FOR APPOINTMENT OF CONSULTANT FOR EMPLOYEE ENGAGEMENT SURVEY IN THE BANK

Event No. BOI/BKC/4/19-20/ET/6 Bank of India, Head Office, Star House C-5, G-block, Bandra-Kurla Complex Mumbai, 400 051 Tel No: 022- 6668 4700



REQUEST FOR PROPOSAL (RFP) FOR APPOINTMENT OF CONSULTANT FOR EMPLOYEE ENGAGEMENT IN OUR BANK

Key Information on the RFP Response Submission

Particulars Timeline

Event No. BOI/BKC/4/19-20/ET/6 RFP Issuance Date 21.11.2019 RFP Coordinator

Name: Shri Iswar Chandra Mishra General Manager (HR) Address: Bank of India Head Office, Star House C-5, G-block, Bandra-Kurla Complex, Mumbai, 400 051 Tel No: 022-66684700

Telephone +91 22 66684700 Email id [email protected] Pre–bid Meeting(Online) 11:00 AM on 26.11.2019

Address: Bank of India Head Office, Star House C-5, G-block, Bandra-Kurla Complex, Mumbai, 400 051

Opening Date and Time for RFP Submission Last Date and Time of Receipt of RFP Response

10:00 AM on 27.11.2019 03:00 PM on 18.12.2019

Time and Date of Opening of Technical Bids 03:30 PM on 18.12.2019 Time and Date for Technical Presentations Will be communicated subsequently by the Bank Time and Date for Opening of Commercial Bids Will be communicated subsequently by the Bank Address for Response Submission Bank of India

Head Office, Star House C-5, G-block, Bandra-Kurla Complex, Mumbai, 400 051. India

Application Money INR 5,000/- (Rupees Five Thousand Only) Transaction Fee of MSTC 0.05% of Rs.67 lakhs (Estimated value of the

tender) Important instruction for Bidder : Bidders have to pay transaction fee using link ‘Transaction fee payment’ available in your login using NEFT/RTGS through challan or using credit card/ debit card / net banking etc.

mailto:[email protected]



Definitions of terms used in the RFP :

Following terms are used in the document interchangeably to mean: • ‘Assignment’ means the work to be performed by the selected Bidder pursuant to the

Contract.

• ‘Bank’ or ‘BOI’ means Bank of India (Overseas/ International operations, Indian subsidiaries, Associate Banks & Regional Rural Banks are excluded).

• ‘Day’ means calendar day.

• ‘Recipient’, ‘Respondent’, ‘Consultant’ and ‘Bidder’ mean interested and eligible applicants responding to this RFP document.

• ‘Branch’ and ‘Branches’ means any office/ branch of the Bank where employees of the Bank

are posted.

• ‘RFP’ means this Request For Proposal document.

• Words ‘Technical Consultant’ and ‘Consultant’ carry the same meaning.

• Selected Bidder and Bank shall be individually referred to as ‘Party’ and collectively as ‘Parties’.

• ‘Successful/ Selected Bidder’ means the Bidder selected as the successful Bidder by the

Bank in accordance with this RFP

• ‘Proposal’/ ‘Bid’/ ‘Tender’ means Response to this RFP document.

• ‘IHRF’ means Integrated Human Resources Framework.

CONFIDENTIALITY

This document is meant for the specific use by Organisations interested to participate in the current RFP process. This document in its entirety, is subject to Copyright Laws. Bank of India expects the Bidder or any person acting on behalf of the Bidder to strictly adhere to the instructions given in the document and maintain confidentiality of information. The Recipient will be held responsible for any misuse of information contained in the document, and will be liable to be prosecuted by the Bank in the event that such a circumstance is brought to the notice of the Bank. By virtue of issuance of this RFP document, the Recipient is subject to the confidentiality clauses.



Important instructions for E-procurement

Bidders are requested to read the terms & conditions of this tender before submitting your online tender.

1. Process of E-tender:

Registration: The process involves vendor’s registration with MSTC e-procurement portal which is free of cost. Only after registration, the vendor(s) can submit his/their bids electronically. Electronic Bidding for submission of Technical Bid as well as Commercial Bid will be done over the internet. The Vendor should possess Class III or Class II signing type digital certificate. Vendors are to make their own arrangement for bidding from a P.C. connected with Internet. MSTC is not responsible for making such arrangement. (Bids will not be recorded without Digital Signature Certificate). SPECIAL NOTE: THE TECHNICAL BID AND THE COMMERCIAL BID HAS TO BE SUBMITTED ON-LINE AT https://www.mstcecommerce.com/eprochome/boi 1).Vendors are required to register themselves online at https://www.mstcecommerce.com→ e-Procurement →PSU/Govt Depts..→Select MSTC’s Logo- >Register as Vendor Filling up details and creating own user id and password→ Submit. 2). Vendors will receive a system generated mail confirming their registration in their email which has been provided during filling the registration form. In case of any clarification, please contact MSTC/MSTC, (before the scheduled time of the e- tender). Contact person (BOI): Name: Shri Iswar Chandra Mishra, General Manager (HR) Address: Bank of India, Head Office, Star House C-5, G-block, Bandra-Kurla Complex, Mumbai, 400 051 Tel No: 022-66684700 E-mail ID: [email protected] Contact person (MSTC Ltd): MSTC HELPDESK NUMBER FOR VENDORS:033-22901004 Contact person in case of technical difficulty with the website:

1. Archana Juneja, Mobile no.-9990673698, email [email protected] 2. Rupali Pandey, Mobile no.-9458704037, email [email protected]

B) System Requirements: i) Windows 7 or above Operating System ii) IE-7 and above Internet browser. iii) Signing type digital signature iv) Latest updated JRE 8 (x86 Offline) software to be downloaded and installed in the system. C) Important Note: To disable “Protected Mode” for DSC to appear in the signer box following settings may be applied.

https://www.mstcecommerce.com/eprochome/boi

http://www.mstcecommerce.com/






a) Tools => Internet Options =>Click on Security Tab => Disable protected Mode If enabled- i.e, Remove the tick from the tick box mentioning “Enable Protected Mode”.

b) Other Settings: Tools => Internet Options => General => Click On Settings under “browsing history/ Delete Browsing History” => Temporary Internet Files => Tick “Every time I visit the Webpage”.

Enable All “active X controls and Plug ins” and disable ‘use pop up blocker’ under Tools→ Internet Options→Custom level.

2

The Techno-commercial Bid and the Price Bid shall have to be submitted online at https://www.mstcecommerce.com/eprochome/boi and will be opened electronically on specified date and time as given in the Tender.

3

All entries in the tender should be entered in online Technical & Commercial Formats without any ambiguity.

4

Special Note towards Transaction fee: It is to be paid using link “Transaction fee Payment” available in your login which gets authorized automatically by the system. No manual intervention is available in case of authorization of the payment. Transaction fee is non-refundable. A vendor will not have the access to online e-tender without making the payment towards transaction fee. NOTE Bidders are advised to remit the transaction fee well in advance before the closing time of the event, so as to give themselves sufficient time to submit the bid.

5 Information about tenders /corrigendum uploaded shall be sent by automated emails only during the process till finalization of the tender. Hence the vendors are required to ensure that the email I.D. provided is valid and updated at the time of registration of vendor with MSTC. Vendors are also requested to ensure validity of their DSC (Digital Signature Certificate) as well.

6 E-tender cannot be accessed after the due date and time mentioned in NIT. 7 Bidding in e-tender :

a) Vendor(s) need to submit necessary EMD and Transaction fees (If ANY) to be eligible to bid online in the e-tender. Transaction fees are non refundable. No interest will be paid on EMD. EMD of the unsuccessful vendor(s) will be refunded by the tender inviting authority.

b) The process involves Electronic Bidding for submission of Technical and Commercial Bid.

c) The vendor(s) who have submitted transaction fee can only submit their Technical Bid and Commercial Bid through internet at MSTC website www.mstcecommerce.com → e-procurement →PSU/Govt. Depts→Login under MSTC→My menu→Auction Floor Mgr.→Live events →Selection of the live event

d) The vendor should allow running JAVA application. This exercise has to be done

https://www.mstcecommerce.com/eprochome/boi

http://www.mstcindia.com/



INDEX OF CONTENTS

KEY INFORMATION ON RFP RESPONSE SUBMISSION 2 DEFINITION OF TERMS USED IN RFP 3 CONFIDENTIALITY 3

IMPORTANT INSTRUCTIONS FOR E-TENDER 4 SECTION – I 1. INTRODUCTION 7 2. INFORMATION PROVIDED 7 3. CONFIDENTIALITY 7 4. DISCLAIMER 7 5. COSTS BORNE BY RESPONDENTS 8 6. NO LEGAL RELATIONSHIP 8 7. RECIPIENT OBLIGATION TO INFORM ITSELF 8 8. EVALUATION OF OFFERS 8 9. ERRORS AND OMISSIONS 8 10. ACCEPTANCE OF TERMS 8 11. RFP RESPONSE TERMS 8 12. DISQUALIFICATION 11 13. PROCESS & TIMEFRAME 11 SECTION - II 1. PROJECT SCOPE 12 2. DELIVERABLES 13 3. TIMELINE 13 4. RESOURCES 13

SECTION – III 1. ELIGIBILITY CRITERIA 14 2. SUBMISSION OF BIDS 15 3. CLARIFICATIONS 16 4. FORMAT OF BIDS 16 5. SELECTION AND EVALUATION PROCESS 16

5.1 EVALUATION OF TECHNICAL BID 16 5.1.1 TECHNICAL EVALUATION CRITERIA 16 A. FULFILLMENT OF BASIC ELIGIBILITY CRITERIA 16 B. SHORTLISTING OF THE FIRMS 17

C. PRESENTATION-CUM-INTERVIEW 17 D. TECHNICAL EVALUATION CRITERIA 17 E. STAGES OF TECHNICAL EVALUATION 18

5.2 COMMERCIAL BID EVALUATION 19 5.3 COMBINED TECHNO-COMMERCIAL EVALUATION 19

6. PRICE TIE WITH THE SELECTED BIDDER 20 7. GENERAL TERMS AND CONDITIONS 20

7.1 TERM OF ASSIGNMENT 20 7.2 ADHERENCE TO TERMS AND CONDITIONS 20 7.3 EXECUTION OF PA/NDA AND CERTIFICATE OF ORIGINALITY 20 7.4 PERIOD OF CONTRACT 20 7.5 OTHER TERMS AND CONDITIONS 20

8. WORK SPACE/STAFF MEMBERS REQUIRED FOR CARRYING OUT ACTIVITIES 21 9. SUBSTITUTION OF PROJECT TEAM MEMBERS 21

10. PROFESSIONALISM 21 11. ADHERENCE TO STANDARDS 21 12. PAYMENT TERMS 21 13. CHARGES TERMS 22 14. SINGLE POINT OF CONTACT 22 15. APPLICABLE LAW AND JURISDICTION OF COURT 22 16. PENALTY AND LIQUIDATED DAMAGES 22 17. FORCE MAJEURE 22 18. AUTHORISED SIGNATORY 23 19. INDEMNITY 23 20. PERFORMANCE GUARANTEE 23 21. RIGHT TO REJECT BIDS 23 22. ASSIGNMENT 23 23. NON-SOLICITATION 23 24. NO EMPLOYER-EMPLOYEE RELATIONSHIP 24 25. VICARIOUS LIABILITY 24 26. CANCELLATION OF CONTRACT AND COMPENSATION 24 27. DISPUTE RESOLUTION 24

28. LIMITATION OF LIABILITY 25 29. INDEMNITY 25 30. CONFIDENTIALITY 25 ANNEXURE - A CONSULTANT ORGANIZATION PROFILE AND EXPERIENCE 27

ANNEXURE - B RELEVANT ENPERIENCE 27 ANNEXURE - C APPROACH, METHODOLOGY AND WORK PLAN 28 ANNEXURE - D (a) PROPOSED TEAM PROFILES 28 ANNEXURE - D (b) STAFFING SCHEDULE 28 ANNEXURE - E LETTER TO THE BANK ON THE COMPANY’S/ FIRM’S LETTER HEAD 29 ANNEXURE - F FORM OF SELF AFFIDAVIT / DECLARATION 29 ANNEXURE - G COMMERCIAL BID FOR CONSULTANT TO ASSIST THE BANK IN 360 DEGREE FEEDBACK SURVEY 30 BANK ADDRESS 31


Confidential

Appointment of Consultant for Employee Engagement Survey in the Bank Page 7 of 31

SECTION – I 1. INTRODUCTION

Bank of India, hereinafter referred to as ‘the Bank’, founded on 7th September, 1906, is a premier Public Sector Bank in India today with an extensive branch network of 5088 branches in 54 Zonal Offices, 5825 ATMs, 8 National Banking Group offices and overseas presence comprising of 22 foreign branches, 5 Subsidiaries and 1 Representative Office and 1 Joint Venture and 1 Management Service Agreement.

Bank has now embarked upon ‘Star Bonding’ Initiative under Employee Engagement & Connect with an objective to align the employees to the Bank’s philosophy, values and culture and thereby have engaged employees who would be committed to Bank’s Vision, Mission and Values as well as motivated to contribute to organisational success, with an enhanced sense of own well-being.

Towards this end, a Professional Survey is to be conducted amongst employees of the Bank to know the engagement levels, mindset and other motivational aspects of the employees. Bank has decided to conduct Employee Engagement Survey across all Officers at different geographical areas/ population groups like rural, Semi-urban, Urban and Metro.

This Request for Proposal (RFP) document has been prepared solely for the purpose of enabling Bank for Appointment of Consultant for Employee Engagement Survey.

2. INFORMATION PROVIDED

The RFP document contains statements derived from information that is believed to be true and reliable on the date obtained but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with the Bank in relation to the provision of services. Neither the Bank nor any of its Directors, Officers, Employees, Agents, Representatives, Contractors, or Advisors give any representation or warranty (oral or written), express or implied as to the accuracy, updating or completeness of any writings, information or statement given or made in this RFP document. Neither the Bank nor any of its Directors, Officers, Employees, Agents, Representatives, Contractors or Advisers have carried out or will carry out an independent audit or verification or investigation or due diligence exercise in relation to the contents of any part of the RFP document.

3. CONFIDENTIALITY

The RFP document is confidential and is not to be disclosed, reproduced, transmitted, or made available by the Recipient to any other person. The RFP document is provided to the Recipient on the basis of undertaking of confidentiality given by the Recipient to the Bank. The Bank may update or revise the RFP document or any part of it. The Recipient acknowledges that any such revised or amended document shall be received subject to the same confidentiality undertaking. The Recipient will not disclose or discuss the contents of the RFP document with any Officer, Employee, Consultant, Director, Agent, or other person associated or affiliated in any way with the Bank or any of its customers or suppliers without the prior written consent of the Bank.

4. DISCLAIMER

Subject to any law to the contrary, and to the maximum extent permitted by law, the Bank and its Directors, Officers, Employees, Contractors, Representatives, Agents, and Advisors disclaim all liability from any loss, claim, expense (including, without limitation, any legal fees, costs, charges, demands, actions, liabilities expenses or disbursements incurred therein or incidental thereto) or damage, (whether foreseeable or not),‘Losses’ suffered by any person acting on or refraining from acting because of any presumptions or information (whether oral


Confidential


or written, express or implied), including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it whether or not the Losses arise in connection with any ignorance, negligence, inattention, casualness, disregard, omission, default, lack of care, immature information, falsification or misrepresentation on the part of the Bank or any of its Directors, Officers, Employees, Contractors, Representatives, Agents, or Advisors.

5. COSTS BORNE BY RESPONDENTS

All costs and expenses (whether in terms of time or money) incurred by the Recipient / Respondent in any way associated with the development, preparation and submission of responses, including but not limited to attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by the Bank, will be borne entirely and exclusively by the Recipient / Respondent. Stamp duty that may be incurred towards entering into agreement with the successful Bidder for awarding the contract will be shared by the Bank and the successful Bidder in equal proportion.

6. NO LEGAL RELATIONSHIP

No binding legal relationship shall exist between any of the Recipients / Respondents and the Bank until execution of a contractual agreement to the full satisfaction of the Bank. The Bank reserves the right to cancel, postpone or withdraw the RFP at any stage.

7. RECIPIENT OBLIGATION TO INFORM ITSELF

The Recipient must apply its own care and conduct its own investigation and analysis regarding any information contained in the RFP document and the meaning and impact of that information.

8. EVALUATION OF OFFERS

Each Recipient acknowledges and accepts that the Bank may, in its sole and absolute discretion, apply whatever criteria it deems appropriate in the selection of organizations, not limited to those selection criteria set out in this RFP document. The issuance of RFP document is merely an invitation to offer and must not be construed as any agreement or contract or arrangement nor would it be construed as material for any investigation or review to be carried out by a Recipient. The Recipient unconditionally acknowledges by submitting its response to this RFP document that it has not relied on any idea, information, statement, representation or warranty given in this RFP document.

9. ERRORS AND OMMISSIONS

Each Recipient should notify the Bank of any error, fault, omission or discrepancy found in this RFP document but not later than five business days prior to the due date for lodgment of response to RFP.

10. ACCEPTANCE OF TERMS

The Recipient will, by responding to the Bank's RFP document, be deemed to have accepted the terms as stated in this RFP document.

11. RFP RESPONSE TERMS

11.1) Lodgment of RFP Response

Lodgement of RFP Response terms shall be guided by point No. 11.2 to 11.6 of Section-I and any changes thereof will not be considered.


Confidential


11.2) RFP Closing Date

RFP Response should be submitted not later than 03:00 PM IST (Indian Standard Time-GMT + 05:30) on 18.12.2019.

At any time prior to the deadline of submission of the Bids, the Bank, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the RFP, by amendment. Notification of amendments will be posted in the ‘Tender’ section on Bank's website at www.bankofindia.co.in. In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing the Bids, the Bank, at its discretion, may extend the deadline for a reasonable period.

11.3) Submission to the Bank

The prospective bidders meeting the Bank ’s requirement may submit their e-Tenders (Two Cover System) online at www.mstcecommerce.com/eprochome/ boi. To facilitate the prospective Bidders, detailed process and instructions to participate in MSTC e-Tender portal are provided in Annexure G.

i. The Bid documents consist of two parts. Part A i.e. Technical Bid consists of Terms & Conditions to be complied with, Forms of application, allotment of marks for different parameters, methodology to be adopted for selecting the successful Bidder etc. Part B i.e. Commercial Bid consists of the amount quoted for providing the services. Detailed tender documents consisting of Technical Bid and Commercial Bid are available online at www.mstcecommerce.com/ eprochome/boi and in the ‘Tender’ section on Bank's website at www.bankofindia.co.in.

ii. However, the Bids can be submitted only after depositing an amount of Rs.5,000/- (Five Thousand only) in favor of Bank of India towards cost of Tender, which is non-refundable, within the period of Bid submission through NEFT in the following account :

Account No. : 01220SUNCR822 Name of the Bank : Bank of India Branch : Bandra Kurla Complex Branch IFSC Code : BKID0000122 Title of the Account : Collection Account for Estate

An amount of 0.05% of Estimated Tender Value (plus applicable GST) towards Transaction Fee (non-refundable) to MSTC through Transaction fee payment link in the vendor login. For participation, vendors are required to submit the transaction fee payment through link ‘Transaction Fee Payment’ available in their login. For details vendors are required to check Vendor Guide available on login page or URL: http://www.mstcecommerce.com/auctionhome/RenderFileView Video.jsp?file=User-Manual-Vendor.pdf.

iii. Last date of submission of tenders is up to 03.00 P.M. on 18.12.2019. Technical Bid will be opened at 03.30 P.M. on the same day i.e. on 18.12.2019.

iv. All the applications will be scrutinized as per the criteria / terms and conditions etc. given in this document. Commercial Bid of only those Bidders who fulfill the criteria, whose offers are found acceptable by Bank’s Selection Committee will be opened. The time and date of opening of the Commercial Bid will be intimated subsequently. It will be our endeavour to open the Commercial Bids of valid Bidders at the earliest.

http://www.bankofindia.co.in/

http://www.mstcecommerce.com/eprochome/%20boi

http://www.mstcecommerce.com/eprochome/%20boi

http://www.mstcecommerce.com/%20eprochome/boi

http://www.bankofindia.co.in/

http://www.mstcecommerce.com/auctionhome/RenderFileView%20Video.jsp?file=User-Manual-Vendor.pdf

http://www.mstcecommerce.com/auctionhome/RenderFileView%20Video.jsp?file=User-Manual-Vendor.pdf


Confidential


v. Bank reserves the right to reject any or all the tenders without assigning any reason whatsoever.

vi. All the offers submitted by the Bidders will be downloaded and the documents will be screened and short listed by the in-house Committee of the Bank based on the requirement specified and the details submitted by the Bidder, if required by carrying out inspection of the offered details. All such short listed offers will be further inspected and examined by the in-house Committee and will be further evaluated on the qualitative aspects of various parameters. The detailed list and marks assigned to each parameter is given in Section-III.

vii. The proposal should be prepared in English in PDF file. The evaluation of the Bids will be done as per para 5, Section III of this offer document. The Bidders who do not qualify under Technical Bid, as per the evaluation / selection done by the Bank on the criteria specified, will not be considered for opening of Commercial Bid.

11.4) Registering of RFP

The RFP response must contain all documents, information, and details required by this RFP. If submission of response is without all documents and information required or is incomplete, the Proposal is liable to be summarily rejected. All submissions, including any accompanying documents, will become the property of the Bank. The Recipient shall be deemed to have licensed and granted all rights to the Bank to reproduce the whole or any portion of their submission for the purpose of evaluation, to disclose the contents of the submission to other Recipients who have registered a submission and to disclose and/or use the contents of the submission as the basis for any resulting RFP process, notwithstanding any copyright or other intellectual property right of the Recipient in the submission or accompanying documents.

11.5) RFP Validity Period

RFP responses will remain valid and open for evaluation according to the terms for a period of at least six (6) months from the RFP closing date. The Bank shall have the right at its sole and absolute discretion to continue the assignment/contract on the consultant for future requirement on the rates finalised in this processing for various items / activities as described in the Commercial Bid, or at the price negotiated thereafter, after expiry of current assignment period. In exceptional circumstances, the Bank may solicit the Bidder's consent to an extension of period of validity.

11.6) Requests for Information

Recipients are required to direct all communications for any clarification related to this RFP, to the Bank’s official as mentioned under point 3 of Section III. All queries relating to the RFP, technical or otherwise, must be either in writing or by email only and will be entertained by the Bank only in respect of the queries received up to the date of Pre Bid Meeting. The Bank will try to reply, without any obligation in respect thereof, every reasonable query raised by the Recipients in the manner specified.

However, the Bank will not answer any communication initiated by Respondents later than the date of Pre-Bid Meeting. The Bank may, in its absolute discretion seek, but being under no obligation to seek, additional information or material from any Respondent after the RFP closes and all such information and material provided will be taken to form part of that Respondent's response. Respondents should invariably provide details of their email address as responses to queries will only be provided to the Respondent via email. If the Bank in its sole and absolute discretion deems that the originator of the query will gain an advantage by a response to a question, then the Bank reserves the right to communicate such response to all Respondents.


Confidential


The Bank may in its sole and absolute discretion engage in discussion with any Respondent (or simultaneously with more than one Respondent) after the RFP closes to improve or clarify any response. Please also refer to para 7.5 Section II for details.

NOTIFICATION

The Bank will either notify the Respondents individually in writing as soon as practicable, about the outcome of the RFP evaluation process, including whether the Respondent's RFP response has been accepted / rejected or shall cause to publish / notify the name of the consultant finally selected in the Bank's website after completion of the entire evaluation process, as enumerated in this RFP.

12. DISQUALIFICATION

Any form of canvassing / lobbying / influence / query regarding shortlisting, status, etc will result in disqualification at the sole discretion of the Bank.

13. PROCESS & TIMEFRAME

Selection of a successful Consultant will involve a five (5) stage approach. The approach follows the Indian Government's Central Vigilance Commission (CVC) guidelines.

STAGE 1 STAGE 2 STAGE 3 STAGE 4 STAGE 5 Issue of Pre-Bid Receipt of Evaluation Award of RFP Meeting RFP Bids of Bids Contract

The following is an indicative timeframe for the overall selection process. The Bank reserves the right to vary this timeframe at its absolute and sole discretion should the need arise. Changes to the timeframe will be relayed to the affected Respondents during the process. The Bank may, at its sole discretion, also extend the deadline for submission of the Bids. Such intimation will be posted on Bank's website.

Description Due Date & Time Uploading of RFP by Bank 21.11.2019 Pre Bid Meeting 26.11.2019 - 11.00 AM

Opening Date and Time for RFP Submission

27.11.2019 - 10.00 AM Bid Submission Last Date & Time 18.12.2019 - 03.00 PM Opening of Technical Bids 18.12.2019 - 03.30 PM

Communication to the short-listed applicants Shall be intimated later Presentation by selected shortlisted Consultants before

Shall be intimated later

Opening of Commercial Bid Shall be intimated later

The dates mentioned above are tentative dates and the Bidder acknowledges that it cannot hold the Bank responsible for breach of any of the dates.

Note: Bidders can depute their representative (only one) to attend the Bid opening process. Kindly note that no separate intimation will be given in this regard to the Bidders for deputing their representatives.


Confidential


SECTION — II

1. PROJECT SCOPE

Bank wishes to appoint a Consultant with requisite expertise in designing and implementing an Employee Engagement Survey in the Bank/ Financial Intermediaries/ Other Organisations.

i. The survey will be conducted online / pen-paper mode over a span of 12 weeks.

ii. The survey must be designed in such a manner that it will elicit maximum information amongst its employees and also to partner in the post-survey support.

iii. The survey will be conducted across all branches/ offices in India (54 Zones, 8 NBGs) covering around 22,258 Staff Officers working in different geographical areas/ population groups like Rural, Semi-urban, Urban and Metro.

iv. The modalities of assessment may be through a link on Bank’s HRMS with employee’s PF Number and HRMS password may be the login credentials.

v. The Consultant shall be responsible for all works related to conducting the survey like planning, designing, implementing, advertising among employees etc. and post survey activities.

vi. The survey must be able to generate an Employee Satisfaction Score for each branch/ office. The Consultant shall submit post-survey research findings, recommendations/ action-points etc. arising out of the survey in the form of presentations/ reports, write-ups, on the basis of geography, function, zone/ region, category of employees etc., as desired by the Bank.

vii. The areas of survey shall include: • Organisation • Job Role • Career progression • Recognition & Rewards • Sense of justice • Compensation & Incentives • Safety and security • Friendly Working atmosphere • Infrastructure & Facilities provided • Zero tolerance to any form of sexual harassment

viii. Survey shall remain open for a period of 4 weeks, with the provision of an extension of 2-5 weeks, if necessary. Results and analyses of survey to be submitted within 2 weeks post survey completion.

ix. The questionnaires must be designed by the Consultant and approved by the Bank. Minimum number of respondents for each branch/ office will be defined by the Bank.

x. Entire results of the survey including raw data & other reports as required by the Bank will have to be submitted by the Consultant to the Bank as part of the deliverables.


Confidential


2. DELIVERABLES

The major areas of delivery for the Employee Engagement Survey exercise would be as under:

i. The Consultant shall design, develop and customize a survey tool in such a manner that it can be supported on the Bank’s Intranet Portal and can ensure data confidentiality. The survey tool should be in English, should be cost effective and which can be implemented within the required time frame.

ii. Access to real-time response rate during survey administration. iii. The consultant will arrange for development of communication collateral to generate

maximum publicity regarding the survey among the employees. The communication collateral can be in the form of dedicated e-mails, pamphlets, texts messages, whats app or any other means as proposed by the consultant and acceptable to the Bank.

iv. The consultant will arrange for administration of the survey within the given time frame through monitoring of the survey progress at regular intervals and follow up action for maximum employee participation.

v. The consultant will arrange for analysis of the survey data and provide survey analysis on various parameters as required by the Bank. The consultant will provide comparative data with best practices in the industry. Survey Report with detailed analysis of various areas of survey (cadre wise, gender wise, age wise, area of classification wise etc.) Survey report should have benchmark comparison to commercial banks and financial institutions in India.

vi. Based on the data analysis and survey results, the consultant will arrange for submitting their recommendations and roadmaps for future.

vii. The consultant will arrange for developing and handing over a tool for continuous in-house feedback system and employee engagement survey for future.

viii. The above scope and deliverables have to be designed and executed to the satisfaction of the Bank.

ix. It is expected that a consultant team of sufficient number of persons not less than 3 full-time staff be allocated to the project in addition to the project directors who will oversee the entire project.

x. Overall timeframe for conducting the Employee Engagement Survey will be as follows:

Period Employee Engagement Survey Week 1-3 Survey questionnaire design and survey setup Week 4-6 Completion of administration of survey Week 7-8 Submission of findings of the survey Week 9-11 Action Planning with the senior leadership team

3. TIMELINE The timeline for the project will be 7 months. Bank retains the right to extend the services of the selected Bidder for additional period at its sole discretion at same commercial terms, as finalised in the contract / agreement to be entered with the selected Bidder.

4. RESOURCES

Given the broad scope of the initiative and the target to accomplish it in 7 months, the selected Bidder is expected to deploy appropriate quality and number of resources during the various phases of the project. The strength and quality of team will be specifically evaluated during the technical evaluation.


Confidential


SECTION — III 1) ELIGIBILITY CRITERIA

Consultants who wish to bid should conform to the following criteria:

SI. No.

Eligibility Criteria Support Documents to be submitted

1 The Bidder must have provided consulting/advisory/ employee engagement surveys services to banks in India in the area of HR during the last 5 years (as on 31.10.2019).

Copy of work order/Details on number of employee engagement surveys during last 5 years. Relevant documentary evidence.

2 The Respondent should have been engaged in facilitating comprehensive end-to-end employee survey with at least 1 large (based on Balance Sheet size) scheduled commercial bank/ financial institution in India in the last 3 financial years similar to the specified scope as per the RFP.

A self-declaration on the Respondent's letter head.

3 The Respondent should have a dedicated team of professionals having employee engagement survey experience and capability to design and run customized surveys as specified in the scope of the RFP The respondent should also have a dedicated team of professionals in India specializing in human resources with significant experience in employee engagement surveys.

Curriculum Vitae of professionals with details of employee engagement survey assignments executed including experience in designing customized digital learning platforms.

4 The Bidder should have a positive tangible net worth in the last two financial years. Net worth is to be calculated as follows: Capital Funds (Paid up equity capital + Paid up preference shares + Free reserves) - (Accumulated balance of loss + Balance of deferred revenue Expenditure assets).

Audited Financial statements for the financial years 2016-2017, 2017-2018 and 2018-2019.

5 The Bidder/ group company should not have been black listed/ debarred by any Government Financial Institutions/ Banks/ RBI/ IBA/ Government/ Semi-Government departments/ PSUs in India

Self-declaration to be submitted by authorized signatory

6 The Bidder's Firm should not be owned or controlled by any Director or Employee (or Relatives) of the Bank, both present and those who have retired in the last five years

A self-declaration by the Bidder on Bidder's letter head.

7 The Bidder must have turnover of average Rs. 2.0 crore in last three years ( as on 30.09.2019)

CA Certificate to be attached

GENERAL:

The Eligibility Criteria will apply to the Bidder along with its Affiliates / Group companies/ member firms working under the common brand name, should have neither failed to perform on any agreement during the last three years, as evidenced by imposition of a penalty by an arbitral or a judicial pronouncement or arbitration awarded against the Applicant or its Affiliates or its member firms, nor been expedited from any project or agreement nor had any agreement terminated for breach by such Applicant or its Affiliates or member firms.

No consortiums are allowed to bid for the assignment. The bidder should submit their responses along with documentary proofs and self-

declaration wherever required for the above eligibility criteria. Proposals of those bidders, who do not fulfil the Eligibility Criteria as stated above fully, will

be rejected. Only the Bidders who fulfill all the above eligibility criteria are eligible to take part in this Bid

exercise. The Bidders should submit their response along with documentary proof and self-declaration, wherever required in support of above eligibility criteria. Proposals of those


Confidential


Bidders, who do not fulfill the eligibility criteria as stated above fully, will be summarily rejected. The Bank’s discretion on ‘Eligibility Criteria’ is final.

The Bank has the right to terminate the contract with the selected bidder at any time during the contract period by giving a written notice.

2. SUBMISSION OF BIDS

Please also refer to Section- I, Point-11. The Technical /Commercial Bid shall be submitted as per the requirement of the Bank in prescribed formats.

(a) The Technical Bid: This will include details of overall approach to the areas listed in this RFP along with specific proposals / solution on each of these areas, covering the conceptualization, design and implementation stages. Submission should clearly articulate the deliverables at the end of each phase of work. The consultancy firm is expected to work with the Bank to ensure early implementation of the recommendations. Details about similar type of work undertaken particularly for Banks / PSUs / Large Corporates in India should be highlighted along with the profile of the key person who would be assigned to the project and reference letters from the Organisations for which earlier work was done. The Technical Bid should include details about the team, its composition and key executives proposed in various stages of the project, as per proforma given in Annexure-D (a and b) for the Bank to compare the quality of teams between different Bidders.

The Technical Bid shall be organized and submitted as per the following sequence: • Table of Contents. • List of documents enclosed as per Annexure A and Annexure B with details of

organization profile, consulting experience and relevant experience. • Technical Bid with proposed solutions, initiatives, broken down into detailed activities,

effort estimate, and manpower estimated to be deployed, team profile in prescribed formats as per Annexure C and Annexure D.

• All copies of certificates, documentary proofs, etc. • Declarations as per Annexure E and Annexure F.

(b) Documents comprising the Technical Bid: The Technical Bid should contain the following: • Consultant organization profile and experience as per Annexure A. • Relevant experience as per Annexure B

i. In Banks / PSUs / Large Corporates in India in transformative engagements. ii. In HR strategy / process implementation and HR transformation.

• References from clients / reasonable proof of the experience should be submitted along with Annexure B.

• Approach, methodology and work-plan as per Annexure C. • Proposed team profiles as per Annexures D (a) and D (b). • Declaration / self-affidavit by the Bidders regarding their technical suitability as per

Annexures E and F. • Technical Bid should have no financial information. If Technical Bid is found

containing any commercial information, the Bid will be summarily rejected.

(c) The Commercial Bid: This will contain the financial quote covering the total fees /cost for the assignment. Consultants will bid an overall amount for the entire project duration of 7 months. The amount quoted should be in Indian rupees and it should include all expenses other than taxes.


Confidential


(d) Documents comprising Commercial Bid: Consultants are expected to furnish their Commercial Bid as per Annexure H duly signed by an authorised signatory of the company. • Commercial Bids containing any conditional offers will be rejected. • The only variability allowed in the Commercial Bid is on account of government taxes.

The Bank will reject Commercial Bids which have any other variability. • Commercial Bid should be inclusive of professional fees and all costs to be incurred

by the consultant. • In case of discrepancy between price in words and figures, the one in words will be

taken as final. • Bids are to be quoted in Indian Rupees only.

3. CLARIFICATIONS:

It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, must be in writing only and should be addressed to the nominated point of contact as mentioned below:

Name: Shri Iswar Chandra Mishra, General Manager (HR) Address: Bank of India, Head Office, Star House C-5, G-block, Bandra-Kurla Complex, Mumbai, 400 051 Tel No: 022-66684700 E-mail ID: [email protected]

4. FORMATS OF BIDS:

The Bidders should necessarily submit the information as per the prescribed formats given in the RFP while submitting both Technical and Commercial Bids. Any deviation in this regard will result in disqualification of the Bidder.

5. SELECTION AND EVALUATION PROCESS:

The evaluation/selection process will be done with combination of technical competence and commercial aspects as detailed here below. The Technical Bid will be screened first for eligibility and shortlisting and after that technical evaluation will be done of the short listed Bidders. Commercial Bid shall be opened only for those short-listed Bidders who have qualified by securing a minimum cut-off score in the Technical Bid evaluation.

5.1 EVALUATION OF TECHNICAL BID

The technical proposals only will be subjected for evaluation at this stage. The evaluation of functional and technical capabilities of the Bidders of this RFP will be completed first as per the following guidelines.

5.1.1 TECHNICAL EVALUATION CRITERIA

The evaluation of Technical Bid will be done in the following manner:

A. Fulfillment of basic eligibility criteria: First, the Technical Bid documents will be examined from the eligibility criteria angle. Bidders, who fulfil the eligibility criteria / conditions related to Bidders’ credentials and experience fully as mentioned in point no.1 of Section III, their Bids only will be taken up for further evaluation/selection process, rejecting the remaining Bids.



Confidential


B. Shortlisting of the firms based on their technical proposals:

The selection committee will shortlist firms by deciding upon an appropriate cut-off and marking based on the above parameters and also based on the fully matched criteria and paper evaluation based on the technical responses submitted. These shortlisted firms shall then be invited for a Presentation-cum-Interview on a scheduled date and time before the selection committee.

Bank may, at its sole discretion, decide to seek more information from the Respondents in order to normalise the Bids. However, Respondents will be notified separately, if such normalisation exercise as part of the technical evaluation is resorted to.

C. Presentation-cum-Interview: The short-listed Bidders of this RFP will have to give a presentation / have interactions before the selection committee of the Bank on the methodology/ approach, time frame for various activities, strengths of the Bidders in implementation of the proposed Integrated HR framework for the Bank. The technical competence and capability of the Bidder should be clearly reflected in the presentation. If any short-listed Bidder fails to make such presentation, they will be eliminated from the selection process.

D. Technical Evaluation Criteria are provided below:

• Technical bid documents will be examined with regard to Eligibility Criteria. Bidders fulfilling the eligibility criteria conditions will qualify further evaluation/ selection process.

• A maximum of 100 marks is allocated for Technical Bid. Evaluation/ selection process will be done with the combination of technical competence and commercial aspects as given below.

• The evaluation of functional and technical capabilities of the bidders of this

RFP will be completed first as per the following guidelines. The technical proposals only will be subjected for evaluation at this stage. Bidders scoring less than 75 marks (cut-off score) out of 100 marks in the technical evaluation shall not be considered for selection process. Once the evaluation of technical proposals is completed, ONLY the bidders who score equal to, or more than the prescribed cut-off score will be short listed.

• There will be a techno-commercial evaluation with a weightage of 60:40.

• The evaluation of technical proposals will be as per the following criteria. A

maximum of 100 marks will be allocated for the Technical Bid. The technical scoring of the proposals will be broadly on the following criteria:


Confidential


No. Particulars Maximum

Eligible Marks for evaluation

1. Overall profile, relevant experience and credentials 40 1.1 Experience of the Bidder in the Banking and Financial Services sector in India which are

clients for employee engagement survey, covering the entire bank population as a part of the survey in the last five years (2015 onwards). Employee engagement surveys done in comparable public sector Banks will attract higher marks.

i) If in two Banks/ FIs: 20 marks ii) If in more than two and upto 05 Banks/ FIs: 30 iii) If more than 05 Banks / FIs: 40

1.2 Experience of the Bidder in creating and running employee engagement surveys in India 1.3 Experience of the bidder in running Action Planning programs with top leadership teams

based on engagement survey findings 1.4 The Bidder needs to have relevant benchmarks from Banking and Financial Services industry

in India 2. Understanding of the scope & proposed approach 20 2.1 Understanding of the scope of the assignment demonstrated in the response to the RFP 2.2 Technical approach & methodology for Employee Engagement Survey 2.3 Understanding of the Indian banking and financial services environment 2.4 A holistic approach to use employee engagement survey data to actionable and ability to

prioritize impact areas across various levels of organization

2.5 Sophisticated statistical analysis methodologies to arrive at Engagement Impact areas 3. Team Profile 20 3.1 The firm should have a dedicated vertical in India for conducting employee engagement

surveys with resources having prior experience of conducting Employee engagement surveys for large organisations

3.2 The firm should have a minimum of three dedicated Senior Resources with more than 10 years’ experience in Engagement survey related Consulting

4. Presentation 20 Total 100 E. Stages of technical evaluation

In brief, the various stages of technical evaluation, are as under:

• Full matching of the eligibility criteria as indicated under Para 1 of Section III above. • Short-listing of the Bidders based broadly on prior experience, credentials and

quality of resources. • Arriving at the final score on technical proposal of the short-listed firms after

Presentation-cum-Interview, which will broadly be based on the following:

Bidders scoring less than 75 marks (cut-off score) out of 100 marks in the technical evaluation after the presentation-cum-interview round, shall not be considered for the selection process. Once the evaluation of technical proposals is completed, the Bidders who score equal to or more than the prescribed cut-off score will be considered for opening of their Commercial Bids.

In case there is only one Bidder having technical score of 75 or more, the Bank may, at its discretion, also consider the next highest technical score with minimum score of 70. In case, none of the participating Bidders qualify on technical criteria and reach or exceed the cut-off score of 75, then the Bank, at its sole discretion, may qualify Bidders on the basis of the top scores with a minimum score of 70.


Confidential


5.2 Commercial Bid Evaluation

The Commercial Bids of only those technically short-listed Bidders who attain the minimum cut-off marks in their technical score after the presentation round will then be opened. It may be noted that Commercial Bids will be subjected to following evaluation process. Based on the technical evaluation criteria, each Bidder will be given certain marks. Only those Bidders scoring 75% (75 marks out of 100) or above in the technical evaluation will be considered for commercial evaluation, except in those cases where only 1 Bidder or no Bidder scores more than the cut-off score of 75 and the Bank, at its sole discretion, qualifies the next highest Bidder with score below the cut-off score of 75 but with a minimum score of 70, as per para 5.1.1 (d) above. In such an eventuality, the Commercial Bid of such Bidder/s who have scored less than the cut-off score of 75 but who have, at the discretion of the Bank, been qualified in the technical evaluation, shall be opened. Commercial Bids of other firms will be returned, unopened.

The Commercial Bid will be for an overall amount for the entire project duration of 7 months. The financial quote should be in Indian rupees and it should include all expenses proposed other than taxes. The nominal quote provided by the Bidder whose Technical Bid qualifies will be discounted with appropriate weightage, relative to the ‘Least Price / Least Quote’ as per the formula given below. 5.3 Combined Techno-Commercial Evaluation:

In respect of all the qualified Bidders, in whose case, the Commercial Bid has been opened; a combined techno-commercial evaluation will be done by the Bank as per the following procedure:

A combined score will be arrived at after considering the commercial quote and the marks obtained in technical evaluation with relative weights of 60% for technical and 40% for commercial. The combined evaluation shall be made by applying weightages of 60 and 40 for the technical and commercial scores according to the following formula:

Tech Score of A Lowest Commercial Bid Combined score of A = 60 * [-- ------------------------ ] + 40 * [ ------------------------------ ----]

Highest Tech Score Commercial Bid of A On the basis of the above combined weighted score, the consultants shall be ranked in terms of the total combined score obtained. The Bidder with the highest combined score (H-1) will be declared successful and shall be recommended for award of the contract. After the identification of the successful Bidder, the Bank will follow the internal procedure for necessary approvals and, thereafter, proceed with notification of award of contract.

Example: Bidder Technical

Evaluation Marks (T)

Commercial Bid Price

(C)

(T / T Highest) * 60 (C Lowest / C) *40 Combined Score (Out of 100)

A 95 71 1.00 * 60 = 60.00 0.845 * 40= 33.80 93.80 (H-1)

B 85 65 0.89 * 60 = 53.68 0.92 * 40= 36.92 90.60 (H-2)

C 80 60 0.84 * 60 = 50.53 1.00 * 40= 40.00 90.33 (H-3)

In the above example, ‘A’ with the highest score (H-1) becomes the successful Bidder.


Confidential


6. PRICE TIE WITH THE SELECTED BIDDERS:

In the case of tie between two or more Bidders, a fresh Commercial Bid will be called upon from these Bidders for evaluation and selection of the consultant.

7. GENERAL TERMS AND CONDITIONS (Please also refer to Section - I)

7.1. Term of Assignment:

The selected Bidder under this RFP will be appointed for a period of 7 months as mentioned in the above scope.

7.2. Adherence to Terms and Conditions

The Bidders who wish to submit responses to this RFP should note that they should abide (in true intent and spirit) by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the Respondents, such responses may be disqualified and may not be considered for the selection process.

7.3. Execution of Principal Agreement (PA) / Non-disclosure Agreement (NDA) and Certificate of Originality

The selected Bidder will be required to execute (a) Principal Agreement (PA), which must include all the services and terms and conditions of the services to be extended as detailed herein and as may be prescribed or recommended by the Bank and (b) Non-disclosure Agreement (NDA). The selected Bidder will be required to execute the PA and NDA within fifteen days from the date of notification in the website about the final selection of the Bidder, on completion of the required processes as outlined in the RFP.

7.4. Period of Contract

The selected Bidder is expected to complete the entire period of assignment within a period of 7 months which will commence from the date of agreement of consultancy with the Bank. The date of agreement shall be treated as date of engagement and the completion of the assignment shall be worked out in reference to this date.

7.5. Other terms and conditions

The Bank reserves the right to:

• Waive or change any formalities, irregularities, minor infirmity, non-conformity or inconsistencies in proposal format delivery or in the Bid which does not constitute a material deviation.

• To discuss any aspect of proposal with any Bidder or more than one Bidder at a time after the RFP closes to improve upon or clarify any response or Bid proposal.

• Extend the time for submission of all proposals. • Select the most responsive Bidder (in case no Bidder satisfies the eligibility criteria in

totality). • Select the next most responsive Bidder if negotiations with the Bidder of choice fail to result

in an agreement within a specified time frame. • Share the information/ clarification provided in response to RFP by any Bidder, with any

other Bidder(s) /others, in any form. • The Bank reserves the right to accept or reject any Bid or annul the bidding process and

reject all Bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder/s or any obligation to inform the affected Bidder/s of the ground for the Bank's action.


Confidential


8. WORK SPACE/ STAFF MEMBERS REQUIRED FOR CARRYING OUT ACTIVITIES

The key persons identified by the selected Bidder for the project should carry out their activities from the Bank's Head Office at Bandra Kurla Complex, Mumbai or from any other suitable location as provided by the Bank. The requirement of the staff members from the Bank along with their expected skill set should be requested at least a month in advance for different phases and areas of implementation. The expected skill set should be from the available resource of the Bank that can be put at the disposal of the consultancy contract.

9. SUBSTITUTION OF PROJECT TEAM MEMBERS

During the assignment, the substitution of key staff identified for the assignment will not be allowed unless such substitution becomes unavoidable to overcome the undue delay or that such changes are critical to meet the obligation. In such circumstances the selected Bidder, as the case may be, can do so only with the prior written concurrence of the Bank and by providing the replacement staff of the same level of qualifications and competence. If the Bank is not satisfied with the substitution, the Bank reserves the right to terminate the contract and recover whatever payments(including past payments and payment made in advance) made by the Bank to the selected Bidder during the course of the assignment pursuant to this RFP besides claiming an amount equal to the contract value as liquidated damages. However, the Bank reserves the unconditional right to insist the selected Bidder to replace any team member with another (with the qualifications and competence as required by the Bank) during the course of assignment pursuant to this RFP.

10. PROFESSIONALISM

The selected Bidder should provide professional, objective and impartial advice at all times and hold the Bank's interest paramount and should observe the highest standard of ethics, values, code of conduct, honesty and integrity while executing the assignment.

11. ADHERENCE TO STANDARDS

The selected Bidder should adhere to all the applicable laws of land and rules, regulations and guidelines prescribed by various regulatory, statutory and Government authorities. The Bank reserves the right to conduct an audit/ongoing audit of the consulting services provided by the selected Bidder. The Bank reserves the right to ascertain information from the other banks and institutions to which the Bidders have rendered their services for execution of similar projects. The selected Bidder shall allow the Reserve Bank of India (RBI) or persons authorised by it to access the documents, records of transaction or any other information given to, stored or processed by the selected Bidder relating to this RFP, within a reasonable time failing which selected Bidder will be liable to pay any charges/ penalty levied by RBI. The selected Bidder shall allow the Reserve Bank of India to conduct audits or inspection of its Books and account with regard to the Bank or this RFP by one or more of RBI officers or employees or other persons duly authorized by RBI.

12. PAYMENT TERMS

Bank will release the payment of the agreed Professional Fees to the selected Bidder after deduction of applicable taxes at source, for which contract will be executed by the Bank with the chosen / selected Bidder. The payments will be scheduled in stages on completion of the various major activities and as per the progress of the consultancy project, as may be mentioned in the said agreement. No advance payments will be made.


Confidential


13. CHARGES TERMS

By submitting the Bid for consultancy, the Bidder will be deemed to have accepted all the terms and conditions mentioned in the RFP document. The rates quoted by the Bidder shall be adequate to complete the assignment according to the specification and conditions attached thereto. The Bidder should take into account all conditions and difficulties that may be encountered during the course of assignment and quote the amount, which shall include agreed professional fee / contract amount exclusive of any tax, whatsoever. The TDS amount on prevailing rate and work contract tax etc. shall be deducted from consultants running account / Final bills. Necessary certificates shall be issued to the consultants by the Bank.

14. SINGLE POINT OF CONTACT

The selected Bidder should have a local office in India and has to provide details of single point of contact viz. name, designation, address, e-mail address, telephone/mobile no., etc. Escalation matrix should also be provided with full details.

15. APPLICABLE LAW AND JURISDICTION OF COURT

The Contract with the selected Bidder shall be governed in accordance with the Laws of India for the time being enforced and will be subject to the exclusive jurisdiction of Courts at Mumbai.

16. PENALTY AND LIQUIDATED DAMAGES

(a) If the selected Bidder fails to complete the due performance of the contract in accordance with the specifications and conditions agreed during the final contract negotiation, the Bank reserves the right to recover penalty @ 0.5% of the contract value per week or part thereof, subject to a maximum of 10% of contract value as Penalty for non-performance/delayed performance.

(b) Notwithstanding whatsoever stated in para 16 (a) above, if the selected Bidder fails to adhere the time schedule or fails to complete the due performance of the obligations under this RFP as per Bank's satisfaction, then the Bank can repudiate the contract and recover 10% of the contract value as Liquidated Damages from the selected Bidder.

(c) The Penalty and Liquidated Damages as mentioned above shall be independent to each other and will be levied separately or jointly as the case may be as per discretion of the Bank.

Penalty and Liquidated Damages are not applicable for reasons attributable to the Bank and Force Majeure. However, it is the responsibility of the Bidder to prove that the delay is attributed to the Bank or Force Majeure. The Bidder shall submit the proof authenticated by the Bidder and Bank's official that the delay is attributed to the Bank or Force Majeure along with the bills requesting payment. If the delay is attributable to the Bank, or Force Majeure, or any other circumstances beyond the control of the selected Bidder, then the Bank will extend the period of contract to the extent of delay without charging any Penalty / Liquidated Damages.

17. FORCE MAJEURE

Any failure or delay by selected Bidder or Bank in the 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.


Confidential


18. AUTHORISED SIGNATORY

The selected Bidder shall indicate the authorized signatories who can discuss and correspond with the Bank, with regard to the obligations under the contract. The selected Bidder shall submit at the time of signing the contract, a certified copy of the resolution of their Board, authenticated by Company Secretary/Director, authorizing an official or officials of the company or a Power of Attorney holder to discuss, sign agreements/contracts with the Bank. The Bidder shall furnish proof of signature identification for above purposes as required by the Bank.

19. INDEMNITY

The Bidder shall indemnify Bank and keep indemnified for any loss or damage, cost or consequences that Bank may sustain, suffer or incur on account of violation of patent, trademarks, etc. by the Bidder. The Bidder shall always remain liable to the Bank for any Losses suffered by the Bank due to any technical error or negligence or fault on the part of the Bidder, and the Bidder also shall indemnify the Bank for the same.

20. PERFORMANCE GUARANTEE

The selected Bidder has to provide an unconditional and irrevocable Performance Guarantee of 10% of the contract value from a Public Sector Bank in India (other than Bank of India) towards due performance of the contract in accordance with the specifications, terms and conditions of RFP document, within 15 days from the intimation from the Bank. The Performance Guarantee shall be kept valid for period of eighteen months.

21. RIGHT TO REJECT BIDS

Bank reserves the absolute and unconditional right to reject any response to this RFP if it is not in accordance with its requirements and no correspondence will be entertained by the Bank in the matter. The Bid is liable to be rejected if:

• It is not in conformity with the instructions mentioned in this RFP document. • It is incomplete including non-furnishing the required documents / information as

required in terms of this RFP. • It is evasive or contains incorrect information. • There is canvassing of any kind.

22. ASSIGNMENT

Neither the contract nor any rights granted under the contract can be sold, leased, assigned, or otherwise transferred, in whole or in part, by the selected Bidder without advance written consent of the Bank and any such sale, lease, assignment or otherwise transfer shall be void and be of no effect. The selected Bidder shall not subcontract or permit anyone other than its personnel to perform any of the work, service or other performance required of the selected Bidder under the contract. Formation of consortium or association of consultants and engaging sub-consultants is not allowed and such proposals will be disqualified at the evaluation stage itself.

23. NON- SOLICITATION

The selected Bidder, during the term of the contract and for a period of two years thereafter shall not, without the express written consent of the Bank, directly or indirectly:

a) recruit, hire, appoint or engage or attempt to recruit, hire, appoint or engage or discuss employment with or otherwise utilize the services of any person who has been an employee or associate or engaged in any capacity, by the Bank in rendering services in relation to the contract; or

b) induce any person who shall have been an employee or associate of the Bank at any time to terminate his/ her relationship with the Bank.


Confidential


24. NO EMPLOYER-EMPLOYEE RELATIONSHIP

The selected Bidder or any of its holding/subsidiary/joint-venture/ affiliate / group / client companies or any of their employees / officers / staff / personnel / representatives/agents shall not, under any circumstances, be deemed to have any employer-employee relationship with the Bank or any of its employees/officers/ staff/representatives/ personnel/agents.

25. VICARIOUS LIABILITY

The selected Bidder shall be the principal employer of the employees, agents, contractors, subcontractors, etc., engaged by the selected Bidder and shall be vicariously liable for all the acts, deeds, matters or things, whether the same is within the scope of power or outside the scope of power, vested under the contract. No right of any employment in the Bank shall accrue or arise, by virtue of engagement of employees, agents, contractors, subcontractors etc., by the selected Bidder, for any assignment under the contract. All remuneration, claims, wages dues etc., of such employees, agents, contractors, subcontractors etc., of the selected Bidder shall be paid by the selected Bidder alone and the Bank shall not have any direct or indirect liability or obligation, to pay any charges, claims or wages of any of the selected Bidder's employees, agents, contractors, subcontractors etc. The selected Bidder shall agree to hold the Bank, its successors, assigns and administrators fully indemnified, and harmless against loss or liability, claims, actions or proceedings, if any, whatsoever nature that may arise or caused to the Bank through the action of selected Bidder's employees, agents, contractors, subcontractors, etc.

26. CANCELLATION OF CONTRACT AND COMPENSATION

The Bank would provide 30 days notice to rectify any breach/ unsatisfactory progress, if the selected Bidder commits a breach of any of the terms and conditions of the RFP/contract. The Bank reserves the right to cancel the contract of the selected Bidder and recover expenditure incurred by the Bank in any of the following circumstances:

• The Bidder becomes insolvent or goes into liquidation voluntarily or otherwise. • An attachment is levied or continues to be levied for a period of 7 days upon effects of

the Bid. • The progress regarding execution of the contract, made by the selected Bidder is

found to be unsatisfactory. • If deductions on account of Penalty exceeds more than 10% of the total contract price. • If the selected Bidder fails to complete the due performance of the contract in

accordance with the agreed terms and conditions.

27. DISPUTE RESOLUTION

The Parties shall use their best efforts to amicably settle all disputes arising out of or in connection with this RFP in the following manner:

(i) The Party raising the dispute shall address to the other Party a notice requesting an amicable settlement of the dispute within ten (10) days of receipt of the notice.

(ii) The matter will be referred for negotiation between designated officers from both parties. The matter shall then be resolved by them and the agreed course of action documented within a further period of 30 days.

The Parties agree that any dispute between the Parties, which cannot be settled by negotiation in the manner, described above, may be resolved exclusively by arbitration and such dispute may be submitted by either party to arbitration within 30 (thirty) days of the failure of negotiations. Arbitration shall be held at Bank’s Head Office in Mumbai and conducted in accordance with the provisions of Arbitration and Conciliation Act, 1996. Each


Confidential


Party to the dispute shall appoint 1 (one) arbitrator each and the 2 (two) arbitrators shall jointly appoint the third or the presiding arbitrator. The arbitration proceedings shall be conducted in the English language. Subject to the above, the courts of law at Mumbai alone shall have the jurisdiction in respect of all matters connected with this RFP. The arbitration award shall be final, conclusive and binding upon the Parties and judgment may be entered thereon, upon the application of either party to a court of competent jurisdiction. Each Party shall bear the cost of preparing and presenting its case, and the cost of arbitration, including fees and expenses of the arbitrators, shall be shared equally by the Parties unless the award otherwise provides.

28. Limitation of Liability:

Service provider will ensure Bank’s data confidentiality and shall be responsible for liability arising in case of breach of any kind of security and/or leakage of confidential customer/ Bank’s related information to the extent of loss so caused. The limitations set forth herein shall not apply with respect to:

i. claims that are the subject of indemnification pursuant to IPR infringement, ii. damage(s) occasioned by the gross negligence, fraud or willful misconduct of

Service Provider, iii. damage(s) occasioned by Service Provider for breach of Confidentiality Obligations, iv. when a dispute is settled by the Court of Law in India. v. Loss occasioned by Non-compliance of Statutory or Regulatory Guidelines.

29. Indemnity

The bidder has to Indemnify the Bank, and shall keep indemnified and hold the Bank harmless from and against any and all losses, liabilities, claims, actions, costs and expenses (including attorneys' fees) and also relating to and/or resulting from or in any way arising out of any claim, suit or proceeding brought against the Bank by a third party as a result of:

An act or omission the Company, its employees, its agents, sub-contractors in the performance of the obligations of the Company under this Agreement and/ or

Claims against the Bank and/or any legal proceedings made by employees or other persons who are deployed by the Company and/or by any statutory/regulatory/ govt. authority and/or

Breach of any of the material term of this Agreement and/or its Annexures or breach of any representation or warranty of the Company under this Agreement, or

Violation of the Confidentiality obligations by the Company and/or its officials/employees or any other person employed by them in connection with the Contract.

Breach of any of the material terms of this agreement by their subcontractors, if subcontracting of any part of this agreement is permitted by Bank in writing.

Any breach of IPR violations by the Company on material if any supplied by Company.

30. Confidentiality: The Company acknowledges that in the course of performing their obligations under this Agreement, the Company shall be exposed to or acquire Confidential Information of the Bank or its customers/clients. The Company understands and acknowledges that it will be given access to such Confidential Information solely as a consequence of and pursuant to this Agreement.


Confidential


The Company will, at all times, maintain confidentiality of the Confidential Information and of this Agreement, Information of Bank including of the Bank’s Customer, any business , technical, financial information / data or any other information disclosed or accessible to the Company for this project whether at the time of disclosure, designated in writing as confidential or not. The Company agrees to keep in confidence and not disclose to any third party and all Confidential Information available to the Company and whether such information is given in writing or oral or visual, and whether such writing is marked to indicate the claims of ownership and/or secrecy or otherwise. The Company agrees that it shall not use, nor reproduce for use in any way, any Confidential Information of the Bank except to the extent required to fulfill its obligations under the Agreement. The Company agrees to protect the Confidential Information of the Bank with at least the same standard of care and procedures used by to protect its own Confidential Information of similar importance but at all times using at least a reasonable degree of care. The Company shall also ensure that its officials/employees and if Company is permitted by the Bank in writing to assign, delegate or hire another person to assist it in the performance of its obligations under this Agreement, such person also shall maintain the confidentiality of the Confidential Information in the same manner as the Company is bound to maintain the confidentiality. The provisions of this Article shall survive notwithstanding the expiration or termination of this Agreement for any reason whatsoever. For breach of any obligation mentioned in this RFP, subject to obligations mentioned in clause mentioned above, in no event Service Provider shall be liable for damages to the Bank arising under or in connection with this Agreement for an amount exceeding the total Cost of the Project. During the Term of this Project and, if applicable, during the Reverse Transition Period, Bank grants Vendor a right to use at no cost or charge the Software licensed to the Bank, solely for the purpose of providing the Services and same should be included in commercial bid. The Vendor shall be responsible for obtaining all necessary authorizations and consents from third party licensors of Software used by vendor in performing its obligations under this Project. If a third party's claim endangers or disrupts the Bank's use of the Software, the Vendor shall at no further expense, charge, fees or costs to the Bank, (i) obtain a license so that the Bank may continue use of the Software in accordance with the terms of this Agreement and the license agreement; or (ii) modify the Software without affecting the functionality of the Software in any manner so as to avoid the infringement; or (iii) replace the Software with a compatible, functionally equivalent and non-infringing product.


Confidential


ANNEXURE – A

CONSULTANT ORGANIZATION PROFILE AND EXPERIENCE

1 Name of the firm / company 2 Full address and contact details 3 Authorised person 4 Year of incorporation in India 5 Total number of offices in India 6 Number of years of Management / HR consulting experience

6.1 Global 6.2 India

7 Revenue of management consulting business 7.1 Global 7.2 India

8 Number of management consulting staff 8.1. Global 8.2 India

8.3 Out of 8.2. above, number of consultants who have experience of handling long term assignments in HR Strategy / Process implementation in Banks / PSUs / Large Corporates (for a period exceeding 6 months)

9 Number of Banks / PSUs / Large Corporates with whom long term transformation assignments in HR have been undertaken (for a period exceeding 6 months)

10 Experience of HR strategy / process implementation / HR transformation in Banks/ PSUs/ Large Corporates with turnover / total business in excess of Rs. One Lac Crore and employee strength in excess of 15000

11

11.1 Number of Banks / PSUs / Large Corporates for whom long term assignments in HR strategy / process implementation / HR transformation have been undertaken (for a period exceeding 6 months)

11.2 Of which, number of Banks / PSUs / Large Corporates with whom long term assignments in HR strategy / process implementation / HR transformation have been undertaken (for a period exceeding 6 months)

ANNEXURE - B

RELEVANT EXPERIENCE

For each relevant project, please submit the following information with respect to each major transformation assignment undertaken:

1 Name and short description of client

2 Description of assignment 3 Start date of assignment 4 Duration of assignment 5 Terms of reference 6 Impact achieved

7 Client reference / reasonable proof

8 Team size

9 Key team members with their qualifications


Confidential


ANNEXURE-C

APPROACH, METHODOLOGY, AND WORK PLAN

The consultant should submit the approach, methodology and work plan in one comprehensive document. The submission should highlight consultant's primary hypotheses regarding the issues and their potential solutions. It should highlight the methodology for enablement and engagement proposed to be deployed. The work plan should also cover ideas and suggestions on institutionalisation of change. Milestones and deliverables should be clearly laid out. Team structure and staffing pattern should be highlighted clearly in the light of Bank's stipulation for deploying a team of appropriate quality and number of resources during the various phases of the project.

ANNEXURE - D (a)

PROPOSED TEAM PROFILES

The profiles of individuals who would lead this assignment may be provided in the format below:

1 Name 2 Current designation 3 Nationality 4 Years in the firm 5 Educational qualifications 6 Language proficiency 7 Areas of expertise 8 Projects led with description 9 Role in the proposed project

ANNEXURE - D (b)

STAFFING SCHEDULE

Staffing schedule for the duration of 6 months of the project should be detailed in the format below:

Names of key team leaders with time allocation

Number of staff deployed full time on site

Month 1

Month 2

Month 3

Month 4

Month 5

Month 6


Confidential


ANNEXURE - E

LETTER TO THE BANK ON THE COMPANY'S / FIRM'S LETTER HEAD

T o

The General Manager (HR) Bank of India, Head Office, Star House C-5, G-Block, Bandra-Kuria Complex, Mumbai, 400 051 Tel No: 022- 66684700

Dear Sir, RE: Your RFP for Appointment of Consultant for Employee

Engagement Survey in the Bank With reference to the above RFP, having examined and understood the instructions, terms and conditions forming part of the RFP, we hereby enclose our offer for undertaking consultancy for advising the Bank as detailed in your RFP.

We confirm that we have not been blacklisted / debarred by Reserve Bank of India / Government or Semi-Government departments, any Bank / FI / PSU in India.

We also confirm that the offer shall remain valid for 6 months from the date of the offer. We undertake to cooperate fully with any legitimately provided / constituted investigative body, conducting inquiry into processing or execution of the consultancy contract / any other matter related with discharge of contractual obligations by us. We understand that the Bank is not bound to accept the offer and the Bank has right to reject the offer in full or part without assigning any reasons, whatsoever.

Yours faithfully,

Authorized Signatory(ies) (Name, Designation and Seal of the Firm/Company)

ANNEXURE – F

FORM OF SELF AFFIDAVIT / DECLARATION

[TO BE SUBMITTED IN FIRM'S / COMPANY'S LETTER HEAD ONLY]

We, M/s ____________________________________________ are one of the BIDDERS for providing consultancy services to Bank of India in designing and implementing employee engagement survey in the Bank. We, hereby declare that our Firm / Company does not have any pecuniary liability nor any judiciary proceedings or any restraint restricting us in fulfilling the consultancy services. We further declare that in case the Bank finds our averments are not true and incorrect, the Bank can initiate necessary action against us, as deemed fit.

AUTHORISED SIGNATORY (Name, Designation and SEAL)


Confidential


ANNEXURE - G

COMMERCIAL BID FOR CONSULTANT FOR EMPLOYEE ENGAGEMENT SURVEY IN THE BANK

The General Manager (HR) Bank of India, Head Office, Star House C-5, G-Block, Bandra-Kurla Complex, Mumbai, 400 051. Tel No: 022-66684700

Dear Sir, Sub: RFP for Appointment of Consultant for Employee Engagement Survey in the Bank. -----------------------------------------------------------------

We give below our consolidated rate for the services to be rendered by us as per the scope of consultancy given in the tender form.

Item Amount (Rs.)

Professional fees inclusive of all expenses

(The amount quoted is exclusive of any tax, whatsoever)

No amount to be quoted here Please quote the rate in Cover 2 available on the website http://www.mstcecommerce.com/eprochome/boi

TOTAL (in words) ---------

We undertake to deliver all the deliverables as per the RFP document.

AUTHORISED SIGNATORY

(Name, Designation and SEAL)

http://www.mstcecommerce.com/eprochome/boi

http://www.mstcecommerce.com/eprochome/boi


Confidential


Human Resources Department Bank of India, Head Office, Star House C-5, G-Block, Bandra-Kuria Complex, Mumbai, 400 051 Tel No: 022- 66684700

Date post:	13-May-2020
Category:	Documents
Upload:	others
View:	2 times
Download:	0 times