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BOI RFP HO/IT/MEETING/2015-16 dated 22/01/2016 REQUEST FOR PROPOSAL PAPERLESS MEETINGS MANAGEMENT SOLUTION FOR BANK OF INDIA Date 22/01/2016 Ref No. HO/IT/MEETINGS/2015-16
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BOI RFP HO/IT/MEETING/2015-16 dated 22/01/2016

REQUEST FOR PROPOSAL PAPERLESS MEETINGS MANAGEMENT SOLUTION

FOR BANK OF INDIA

Date 22/01/2016

Ref No. HO/IT/MEETINGS/2015-16

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Index

The products and services required, bidding procedures, and contract terms are

prescribed in this Request for Proposal (RFP) document. The RFP document include:

(a) PART 1 - Invitation to Bid

(b) PART 2 - Disclaimer

(c) PART 3 - Eligibility Criteria

(d) PART 4 - Scope of Work

(e) PART 5 - Terms and Conditions of Contract

(g) PART 6 - Price Bid Format

(g) PART 7 - Forms

PART 1 INIVITATION TO BID

1.1 The Bank of India a Public Sector Bank (hereinafter referred to as “Bank”)

invites bids from Companies / Firms who have proven experience of supply and

maintenance of Paperless Meetings Management Solution which enables access of

the Board level Meeting Notes / Memoranda from ipad by executives and Board

members of the Bank. Companies / firms responding to this RFP are referred to as the

“Bidder” and the selected successful Bidder is referred to as “Vendor” in this RFP

document.

1.2 Schedule of RFP submission and details for Communication

Address for Communication The Deputy General Manager

Information Technology Department,

8th Floor, Star House-2, C-4, G-Block,

Bandra Kurla Complex,

Bandra East, Mumbai – 400 051.

Contact Person and Contact No. Mr. Bhushan Bagwe

Senior Manager

Ph.No. 022-61319871

[email protected]

Ms. Yashodhara Khanolkar

Chief Manager

Ph.No. 022-61319847

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E-Mail:

[email protected]

Mr. Burra Butchi Babu

Chief Manager

E-Mail: [email protected]

Pre – bid Meeting

Last date and time of receiving

prebid queries

02/02/2016 at 11.00 a.m.

01/02/2016

Last Date and Time for Receipt

of Bids at Bank of India Head

office

12/02/2016 by 3.00 p.m.

Bids in response to this RFP submitted later

than the time and date mentioned above will

not be accepted.

Address:

Bank of India, Information Technology

Department, Head office, Star House-2, C-4,

G-Block, 8th Floor, West Wing Bandra Kurla

Complex, Bandra (East) Mumbai – 400 051.

Date and Time of Opening of

Technical Bid

12/02/2016 by 3.15 p.m.

1.3 Bid Document Availability

1.3.1 The Bidding Document may be obtained from the Bank at the following address

or downloaded from Bank’s website www. bankofindia.com and the bid should be

submitted on or before the due date and time brought out in this RFP document at the

address given below:

The Deputy General Manager,

Bank of India, Head Office, Information Technology Department Star House-2, C-4, G-Block, Bandra Kurla Complex,

Bandra (East), Mumbai-400051,

Fax No. 022-61314890

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1.4 Deadline for Submission of Bids

1.4.1 Bids should be received by the Bank at the address specified, not later than

the date and time specified in the Invitation to Bid PART 1 of the RFP. Any Bid

received after the deadline for submission of Bids prescribed, will be rejected and

returned unopened to the Bidder.

1.4.2 The Bank may, at its discretion, extend this deadline for the submission of Bids

by amending the Bid Documents, in which case, all rights and obligations of the Bank

and Bidders previously subject to the deadline will thereafter be subject to the deadline

as extended.

PART 2 DISCLAIMER

2.1 The information contained in this RFP document or any information provided

subsequently to Bidder(s) whether verbally or in documentary form by or on behalf of

the Bank, is provided to the Bidder(s) on the terms and conditions set out in this RFP

document and all other terms and conditions subject to which such information is

provided.

2.2 This RFP is neither an agreement nor an offer and is only an invitation by Bank

to the interested parties for submission of bids. The purpose of this RFP is to provide

the Bidder(s) with information to assist the formulation of their proposals. This RFP

does not claim to contain all the information each bidder may require. Each Bidder

should conduct its own investigations and analysis and should check the accuracy,

reliability and completeness of the information in this RFP and where necessary

obtain independent advice. Bank makes no representation or warranty and shall incur

no liability under any law, statute, rules or regulations as to the accuracy, reliability or

completeness of this RFP. Bank may in its absolute discretion, but without being

under any obligation to do so, update, amend or supplement the information in this

RFP.

2.3 This is not an offer by the Bank but only an invitation to bid in the selection

process initiated by the Bank. No contractual obligation whatsoever shall arise from

the RFP process until a formal contract is executed by the duly authorised signatory

of the Bank and the Bidder.

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PART 3 ELIGIBILITY CRITERIA

Sl. No.

Criteria Documents to be submitted

1. Bidder should be a registered company in India under Companies Act or partnership firm under Indian Partnership Act and should have been in operation for a period of at least three years as on 31/03/2015.

Copy of the Certificate of Incorporation in case of companies and copy of Partnership Deed in case of Partnership Firms should be submitted.

2. Paperless Meeting Management solution offered by Bidder should have been installed and operational in India for at least 3 organizations in BFSI sector out of which one organization should be Bank (excluding co-operative Bank) in India as on 31/12/2015.

Supported by reference letters from Organisations in enclosed Format 7.12

Name of the person who can be referred to from Clients’ side, with Designation, Postal Address, Contact Phone and Fax numbers, E-Mail Ids, etc. The Bank reserves the right to inspect such installations while evaluating the Technical Bid.

4. Bidder should be owner of proposed Application solution of Paperless Meeting Management having IP rights for the same.

Proof of registration of IP or Self – certification of having ownership rights of the Application in case the IP is not registered.

5. The Bidder should have its office within Mumbai / Navi Mumbai / Thane area for support of the proposed solution.

Please provide following details :- i. Location / address of the Office. ii. Names of Organisations to whom maintenance support is being offered from these offices. iii. No. of support personnel on roll.

6. Minimum annual turnover of Bidder should not be less than Rs. 2 Crore per annum in the last two financial years that is 2013-14 and 2014-15 as per audited financial statements.

Audited Financial statements to be submitted.

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7. Bidder should have made Net Profit during the last two financial years i.e. 2013-14 and 2014-15 as per audited financial statements.

Audited Financial statements to be submitted.

8. Bidder should not have been blacklisted by any PSU Bank / IBA/RBI during the last five years.

Self- declaration

PART 4 Scope of Work

4.1 Bank is looking for Bidders who can supply, install, commission and maintain

Paperless Meeting Management Solution compatible with iOS 6.o+ version for which

the Bank will provide backend infrastructure consisting of Windows Server Operating

System (2008 R2 or higher) and .NET framework with SQL Database ( 2008 R2 or

higher).

4.2 Vendor is responsible for advising appropriate sizing of Hardware infrastructure

that will be provided by the Bank for optimum performance of Application.

4.3 Bank proposes to use the Application for Board level meetings such as Meetings

of Board of Directors, Managing Committee of Board, Audit Committee of Board, IT

Strategy Committee, etc. About 100 users should be able to login concurrently for

accessing the Solution.

4.3 The Application should be accessible from any higher / upgraded version of

iPad. The application should be compatible for all the present as well as future

versions of iOS.

4.4 Functional Specifications are given below

Sr Description Response A-Available C- Customisable within 15 days of acceptance of P.O. N- Not feasible

1 Admin module Meeting Management (options available to Administrator for

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following activities with the functionality as given below)

i. Upload various committee details, ii. Add Committee member details iii. Prepare calendar of the meetings of

various Board level committees iv. Uploading Agenda of meeting v. Upload Memoranda / Notes vi. Upload Minutes of the previous

meetings vii. Sending automated e-mail

notification to Users intimating upload of agenda, notes, minutes, revision in date / time and venue of the upcoming meetings

viii. Marking / Noting against Members having attended the meetings

ix. Assigning User access rights to members for accessing note documents and agenda, setting up of User access control definitions

Note:- Admin should be able to create users with access right to the meeting folders and agenda of which the User is member. One person can be a member of more than one committee will have access to the respective committee folders.

2 Admin Module User Management (options available to Administrator for following activities with the functionality as given below)

i. Create new Users ii. System generated password in

predefined format while creating login credentials of new user

iii. Configuration for Sending automated e-mail to Users for its login credentials upon creation and reset of password

iv. Feature of forced change of password upon first login

v. Profile creation of Users vi. Password reset of users vii. Modify User permissions for accessing

agenda, documents

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viii. Disable Users (even for a temporary period)

Note: System will have only one “Login ID” for each member, also while creating login credentials password will be system generated in some predefined format. Every member will be able to change password after login.

3 Features available to Users

i. Facility to navigate pages of Notes / Memoranda in a flip through book model

ii. Calendar option for viewing meeting schedules

iii. Receive login credentials through mail iv. Search through the Committee Meeting

details by filtering the search criteria like date, meeting, matter (meeting scheduled, meeting over etc.)

v. Facility to annotate, bookmark and mark documents

vi. Facility to submit their comments against the Agenda

4 Agenda will cover many items (no max limit) and separate files (pdf) will be uploaded for every item. There should not be any limitation on the number of Notes per meeting

5 The Application should support minimum document size of 10 MB for each Note.

5 Application should be able to log Audit trail of each activity of the Admin and Users

6 Application should have feature of wiping out data, Application and Notes / Memoranda downloaded from iPad of members remotely as and when required

7 Application should be able to configure selective access of documents that is Users will have access to the notes of Meetings where he /she is a listed / configured as a member

8 Users should be able to view Agenda of meetings uploaded by Admin and should not be able to download, print, email the same.

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9 Application should enable users to view notes, memoranda in off-line mode and notes created in offline mode by Users should seamlessly sync when users are back in online mode

10 Application should enable configuration of wiping off / deletion of the related notes / memoranda from iPads of Users after 7 days from the date on which the Meeting is held

11 Application should have feature of maintaining history of Agenda, Memoranda and Minutes of meeting for a period as may be required by Bank

12 Application should have feature of auto configuration for publishing notification of meeting on User ipad about 2 hours before the meeting at 15 minutes interval. Admin should be able to parameterize these time slots and duration of publishing notification of meeting

13 Auto Back up should be configured for taking back up on different drive of application and data

14 Application should have feature of hosting Annual reports including that of previous Annual Reports

15 Details of Infrastructure requirement for hosting proposed Application please refer para 4.1 above

Hardware with sizing Database

4.5 Customisation

a) Vendor should customize the Application as per functional specifications given

above within 15 days of acceptance of Purchase Order issued by the Bank.

The changes, rectifications suggested by Bank’s team during UAT should be

incorporated within 7 days. Vendor shall ensure that the Application is

stabilized after go live.

b) User Acceptance Test of the Application before go live will be performed by

the Board Secretariat, the User Department as per the functional specifications

given above. The Format of User Acceptance is given in Format 7.11.

c) The look and feel of the Application should match with the Bank of India brand

image and logo colour combination.

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d) Vendor should incorporate the suggestions received from various Executives

and Directors of the Bank for the period of 6 months after the go live date at

no additional cost.

4.6 Bug fixing and Error Corrections The bugs and / or errors will be reported by the Bank by e-mail to the Vendor. The Vendor should fix the bugs, undertake corrections within 2 to 24 hours after reporting by the Bank during the period of contract at no additional cost to the Bank. Vendor should provide interim releases with improvements and fixes at no additional cost to the Bank during the contract period. 4.7 Application of Patches and releases

a) Before go live of the application, Bank’s Information security team will perform VA analysis or Static / Dynamic Security testing. Vendor should provide and apply patches for mitigation of observations of Bank’s Information Security team at no additional cost to the Bank during the Contract period.

b) Before go live the Vendor should provide walkthrough of complete source code

to the Information security team to rule out running of any malicious piece of code.

4.8 Training Vendor should conduct following types of trainings at Bank’s location:

a) Admin level training to Bank’s staff for performing all Admin functions as required in functional specifications at the time of acceptance of the Application and subsequently once in a year during the contract period

b) Training to IT staff of the Bank for configuration of the Application on User

iPads and restoration of the Application on Server at the time of acceptance of Application.

c) End User training to Bank’s Executives and Directors after acceptance of

Application.

d) Train IT staff to provide end user training.

4.8 Manual of the Application

Vendor should provide manual document detailing Admin activities and Features of the package with screen shots.

4.9 Service Support

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a) Updation of patches to the Application should be done during the contract

period at no additional cost to the Bank.

b) Restoration of the Application and fixing of bugs and necessary patches for smooth working of the Application.

PART 5 TERMS AND CONDITIONS

5.1 Period of Contract 5.1.1 The Bidder should provide ipad based Application for paperless management of

meetings as per the scope of work detailed in this document for contract period of 3 years. Bank will execute Agreement which will have effective date of go live of the Application.

5.1.2 Bank reserves the right to extend the contract period for two years after expiry

of the three year contract period at mutually agreeable rate of Annual Technical Services for such extended period.

5.2 Termination of Contract

5.2.1 Bank reserves the right to cancel the Purchase Order at any time in the event of one or more of the following conditions:

a) Delay in customisation and implementation of the Application Solution. b) Non-satisfactory functioning of the Application. c) Non satisfactory support of the Vendor during the contract period. d) Failure of the Application to be compatible for access from any newer

versions of iOS. e) Breaches in the terms and conditions of the RFP.

5.2.1.1 In addition to the cancellation of purchase order, the Bank reserves its right to

invoke the Performance Bank Guarantee given by the Bidder 5.2.1.2 In case of breach of contract on part of the Vendor, the Bank shall serve notice

of breach. The Vendor shall, within 30 days of service of such notice take adequate steps to remedy the breach, failing which the affected party may enforce performance in accordance with applicable clauses of the Agreement.

5.2.1.3 In the event of cancellation of the Purchase Order, the Bank reserves the right

to offer the contract to the L2 vendor at the prices quoted by the L1 vendor, the selected Vendor whose Purchase Order is cancelled.

. 5.2.2 Termination for Insolvency

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The Bank may, at any time, terminate the Contract by giving written notice to the Vendor if the Vendor becomes bankrupt or otherwise insolvent. Such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Bank.

5.2.3 Termination for convenience Bank reserves the right to terminate the contract for convenience after one

year Warranty period as per this RFP by giving 60 days notice. The proportionate applicable ATS charges will be paid to the Vendor in the event of such Termination for convenience.

5.3 Bid document availability

The Bidding Document may be obtained from the Bank as under or downloaded from Bank’s Website http://www.bankofindia.co.in under Tender section and the bid should be submitted on or before the due date and time brought out in the bidding document at the office of Bank Of India, Information Technology Department, Head office, Star House II, C-4, G-Block, 8th Floor, Bandra Kurla Complex, Bandra (East) Mumbai – 400 051.

5.4 Cost of Bidding

5.4.1 A non refundable bid amount of Rs. 25,000/- to be paid by means of a demand draft / pay order favouring "Bank of India – Paperless Meetings RFP” payable in Mumbai being cost of Bid document. The amount will not be refunded to any prospective Bidder under any circumstances including cancellation of RFP or procurement process at any stage. If bid is downloaded from website, the cost of the bid may be paid in a separate envelope while submitting the Bid. Bids are liable to be rejected if the Bid Amount demand draft / pay order is not received.

5.4.2 The Bidder shall bear all costs associated with the preparation and submission

of its Bid and the Bank will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the Bidding process.

5.5 Language of Bid The Bid prepared by the Bidder, as well as all correspondence and documents

relating to the Bid exchanged by the Bidder and the Bank and supporting documents and printed literature shall be written in English.

5.6 Bidders should note that all the information required by the Bank in this RFP needs to be provided. Incomplete information may lead to non-selection.

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5.7 Clarification of Bidding Document Bidders requiring any clarification pertaining to the RFP Document may seek

the same from the Bank in writing at the address mentioned in or by e-mail as indicated in Invitation to Bid on or before 01/02/2016 upto 05.00 p.m. E-mail is considered as one of the valid mode of communication.

5.8 Amendment of RFP / Bidding Document 5.8.1 At any time prior to the deadline for submission of Bids, the Bank, for any

reason, whether, at its own initiative or in response to clarification requested by prospective Bidders, may modify the Bidding Document, by issuing Corrigendum.

5.8.2 Corrigendum will refer to the original clause contained in the RFP against

which modification and / or deletion will be mentioned. In case of insertion of Additional clause, the same will be specified in the Corrigendum.

5.8.3 Bank will not reply to each and / or all Bidders for their queries separately.

The necessary additions / deletions / modifications to the RFP clauses if deemed fit will be issued by way of Corrigendum to the RFP.

5.8.4 It is clarified that those clauses pertaining to which queries raised,

amendments / clarifications sought, relaxations requested by the Bidders (either by way of pre-bid queries or queries raised subsequently) which are not covered / contained in the Corrigendum are the clauses that will remain unchanged.

5.8.5 Corrigendum / corrigenda will be put up on the Bank’s Website along with the

RFP document and will be part of this RFP document and binding on all Bidders.

5.8.6 In order to allow prospective Bidders reasonable time in which to take the

amendment / modifications contained in the Corrigendum into account in preparing their Bids or for any other reason, the Bank, at its discretion, may extend the deadline for a reasonable period as decided by the Bank for the submission of Bids.

5.9 Bid Prices 5.9.1 Bidder should quote price in Price Bid Format given in PART 6 of the RFP

document. 5.9.2 The price quoted should be inclusive of cost of all deliverables and services

as stipulated in Scope of Work as per PART 4 of the RFP adhering to Terms and Conditions of the Contract in terms of PART5 of the RFP but exclusive of all applicable Taxes.

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5.9.3 Price quoted as per Part 6 shall be valid for the entire Contract Period of 3 years comprising of one year of Warranty and two years of support for maintenance. The Contract will have effective date as date of go live of the Application.

5.9.4 Prices quoted by the Bidder shall be fixed during Contract period and shall

not be subject to variation on any account. A Bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected.

5.10 Bid Currencies

Bids are to be quoted in Indian Rupees only.

5.11 Bid Security / Earnest Money Deposit 5.11.1 The Bid Security amount is Rs.2,00,000/- (Rs. Two lakh only). 5.11.2 The Bidder shall furnish, as part of its Bid, a Bid security amounting to Rs.

Two lakh as per Format 7.7 5.11.3 The Bid security is required to protect the Bank against the risk of Bidder’s

conduct, which would warrant the security’s forfeiture. 5.11.4 The Bid security shall be denominated in Indian Rupees and shall be in one

of the following forms:

a) a Bank guarantee issued by a Public Sector / Private Sector Bank in India (Other than Bank Of India), acceptable to the Bank, as per Format 7.7 provided in the Bid, valid for forty-five (45) days beyond the validity of the Bid.

OR

b) a Banker’s Cheque / Demand Draft, issued by a Scheduled Commercial

Bank in India, drawn in favour of Bank of India payable at Mumbai.

5.11.5 Any Bid not secured, as above, will be rejected by the Bank, as non-responsive.

5.11.6 Unsuccessful Bidders’ Bid security will be discharged or returned as

promptly as possible but not later than sixty (60) days after the expiration of the period of Bid validity .

5.11.7 The successful Bidder’s Bid security will be discharged upon the Bidder

signing the Contract Form and furnishing the Performance Security. 5.11.8 The Bid security may be forfeited:

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a) if a Bidder withdraws its Bid during the period of Bid validity. or

b) if a Bidder makes any statement or encloses any document which turns

out to be false/incorrect at any time prior to signing of Contract; or c) in the case of a successful Bidder, if the Bidder fails;

(i) to sign the Contract Form

or (ii) to furnish Performance Security Or (iii) Execute the Agreement

5.12 Period of Validity of Bids 5.12.1 Bids shall remain valid for 180 days from the date of opening of the Bid. A

Bid valid for a shorter period may be rejected by the Bank as non-responsive. 5.12.2 In exceptional circumstances, the Bank may seek the Bidders’ consent for

extension of the period of validity. The request and the responses thereto shall be made in writing. The Bid security provided shall also be suitably extended. Bidder may refuse the request without forfeiting its Bid security.

5.13 SUBMISSION OF BIDS 5.13.1 Bid Submission

The Bidder shall submit both (Technical Bid and Price Bid) envelopes simultaneously contained in one outer envelope to the Bank at address Bank Of India , Information Technology Department, Head office, Star House, C-4, G-Block, 8th Floor, Bandra Kurla Complex, Bandra (East) Mumbai – 400 051. Bids are liable to be rejected if only one (i.e. Technical Proposal or Price Proposal) is received.

5.13.2 The Bidders’ shall seal one envelope of “Technical Bid” and One envelope of

“Price Bid” and the two envelopes (one Technical Bid & one Price Bid) of each bidder shall be enclosed and sealed in one outer envelope. The Bidder should additionally submit soft copies of the Bid document in the form of CD separately.

5.13.3 The inner and outer envelopes shall bear the Project Name as under:

Bank of India - RFP For Paperless Meeting Management Solution Dated: 22/01/2016

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The Technical and Price Bids

a) Technical Bid : Bank of India - RFP For Paperless Meeting Management Solution Technical Bid Dated: 22/01/2016

b) The Price Bid envelope will bear the Project name as under

Bank of India – RFP For Paperless Meeting Management Solution Price Bid Dated: 22/01/2016

5.13.4 If the outer envelope is not sealed and marked, the Bank will assume no responsibility for the Bid’s misplacement or premature opening.

5.13.5 The Bid shall be typed or written in indelible ink and shall be signed by the

Bidder or a person duly authorized to bind the Bidder to the Contract. The person or persons signing the Bids shall initial all pages of the Bids, except for un-amended printed literature.

5.13.6 Any inter-lineation, erasures or overwriting shall be valid only if they are

initialled by the person signing the Bids. The Bank reserves the right to reject bids not conforming to above.

5.13.7 Bidders who fulfil all qualifications mentioned in Part 3 of Eligibility Criteria of

this RFP are eligible to participate in this tender process. 5.14 Documents Comprising the Bid 5.14.1 Technical Proposal Envelope should contain following documents :

a. Offer Letter – Format 7.1 b. Conformity to Eligibility Criteria – Format 7.2 c. Functional specifications Response Format 7.4 d. Audited Financial statements for the year 2012-13 e. Audited Financial statements for the year 2013-14 f. Audited Financial statements for the year 2014-15 g. Bidder Organisation details – Format 7.3 h. Undertaking for Scope of work and acceptance of Terms and

conditions of contract – Format 7.5 i. Letter from Reference Bank Format 7.12 j. Guarantee for Bid Security Deposit of Rs. 2 Lakh – Format 7.7

k. DD/Payorder of Rs. 25,000/- being cost of Bid document t. All the supporting documents, reference letters as required for

evaluating the responsiveness to the RFP requirement. u. Any other documents for the information required as per the terms

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of RFP.

5.14.2 Any Technical Proposal not containing any of the above will be rejected. The Technical Proposal should not contain any price information, such proposal will be rejected.

5.14.3 Document comprising Price Bid Envelope

a) The Commercial / Price Bid as per PART 6 should be furnished in the

Bidding documents duly signed by the Bidder and completed. b) Price bids containing any deviations, variation or additional clauses will

be summarily rejected.

5.15 Bidders should submit the non-refundable bid amount of Rs. 25,000/- by means of a demand draft/pay order favouring “ Bank of India – RFP for Paperless Meetings Solution” payable in Mumbai, in a separate envelope with Technical Bid. Bids are liable to be rejected if the same is not received.

5.16 Bidders are expected to examine all instructions, formats, terms and conditions

specifications in the RFP Document. Failure to furnish all information as required in the RFP will be at the Bidder’s risk and may result in the rejection of the Bid.

5.17 Deadline for Submission of Bids 5.17.1 Bids should be received by the Bank at the address specified, no later than

the date & time specified in the PART I Invitation to Bid. 5.17.2 The Bank may, at its discretion, extend this deadline for the submission of

Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

5.18 Late Bids Any Bid received through whichever mode of delivery after the deadline for

submission of Bids prescribed in PART I Invitation to Bid will be rejected and returned unopened to the Bidder. Bank will not be responsible for postal / courier delay or delay caused by any other reason for submission of Bids.

5.19 Modification and Withdrawal of Bids 5.19.1 The Bidder may modify or withdraw its Bid after the Bid’s submission,

provided that written notice of the modification, including substitution or withdrawal of the Bids, is received by the Bank, prior to the deadline prescribed for submission of Bids.

5.19.2 No Bid may be modified after the deadline for submission of Bids.

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5.19.3 No Bid may be withdrawn in the interval between the deadline for submission

of Bids and the expiration of the period of Bid validity. Withdrawal of a Bid during this interval may result in forfeiture of its Bid security.

5.20 Opening of Technical Bids by the Bank

5.20.1 The Technical Bids will be opened in the presence of representative of Bidders.

5.20.2 The Bidders’ names, Bid modifications or withdrawals and the presence or absence of requisite Bid Security and such other details as the Bank at its discretion may consider appropriate, will be announced at the time of Technical Bid opening. No bid shall be rejected at the time of Technical bid opening, except for late bids, which shall be returned unopened to the Bidder.

5.20.3 Bids (and modifications sent) that are not opened at Bid Opening shall not be

considered for evaluation, irrespective of the circumstances. Withdrawn bids will be returned unopened to the Bidders.

5.21 Conformity to Eligibility Criteria

5.21.1 The Bank will scrutinise the Bids to determine whether they are complete as to

the submission of required formats, documents, reference letters. The documents have been properly signed, and the Bids are generally in order.

5.21.2 Bank may, at its discretion, waive any minor infirmity, non-conformity, or

irregularity in a Bid, which does not constitute a material deviation.

5.21.3 The Bank will examine whether the Bid and the Bidder is eligible in terms of Eligibility Criteria contained in Part 3 of the RFP.

5.22 Demonstration of the Application proposed

Bidders should demonstrate walkthrough of the Solution proposed. Bidders will be called to give demonstration of features of the Application proposed which will be taken into account for technical evaluation of the Bids. Bidders will be advised date and time of demo of the Application proposed after opening of Technical Bids. Only those Bidders who are eligible as per the Eligibility Criteria will be required to give demo / walkthrough of the features of the proposed Application.

5.23 Technical Evaluation

5.23.1 The technical bids will be evaluated inter alia on the basis of key criteria of ability of the proposed Application to meet functional requirements outlined in this document. Bank will evaluate the bids on the response to functional

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specifications and Application solution features demonstrated during walkthrough. Bank may also interact with the banks whose reference letters are submitted by the Bidder.

5.23.2 The Bank’s determination of a Bid’s responsiveness will be based on the

contents of the Bid. The Bank will determine responsiveness of each Bid to the RFP document. For purposes of these Clauses, a responsive Bid is one, which conforms to all the criteria and terms and conditions of the RFP without non-compliance, deviations or reservations to any criteria, terms and conditions.

5.23.3 During evaluation of the Bids, the Bank, at its discretion, may ask the Bidder for

clarification of its Bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the Bid shall be sought, offered or permitted.

5.24 Opening of Price Bids 5.24.1 Price bids submitted by only those Bidders who are eligible in terms of the

Eligibility Criteria and whose bids are evaluated by the Bank as responsive during Technical evaluation process will be opened.

5.24.2 The Bidders shortlisted / evaluated for opening of the Price Bids will be informed

of the date / time / Venue of opening of price bids. 5.24.3 The Price Bids will be opened in presence of the representative of the eligible

bidders. 5.24.4 After opening of price bids the prices will be declared to the tender opening

committee and representative of bidders present. 5.24.5 The Bank will evaluate the Price Bids with respect to any deviations to the

terms and conditions. If there are any mathematical errors in calculation of Total Cost of Ownership, those will be corrected for arriving at Total Cost of Ownership for evaluation. If there is a discrepancy between words and figures, the correct amount worked out at point 6.1 for Total Cost of Ownership will prevail.

5.24.6 The Price quoted by responsive bidders will be compared to arrive at the

lowest (L1) Price quoted. All the Price bids after their evaluation on the parameters mentioned in Part 6 of this RFP would be arranged in ascending order and the L1 Bidder would be identified as one whose bid has been evaluated to be the lowest.

5.25 Contacting the Bank

5.25.1 Any effort by a Bidder to influence the Bank in its decisions on Bid evaluation,

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Bid comparison or contract award may result in the rejection of the Bidder’s Bid.

5.26 Award of Contract Criteria

5.26.1 Bank will award the contract by issuing Purchase Order to the lowest responsive Bidder that is whose Bid is evaluated as responsive to the stipulations contained in the RFP for qualifying to submit the Bid and perform the Contract and has quoted the lowest price.

5.26.2 In the event of inability of the successful L1 bidder for accepting the Purchase

Order within 7 working days of receipt of the same, the Bank will offer the contract to L2 bidder at the price quoted by the L1 bidder.

5.26.3 In the event of inability of the L2 bidder for accepting the Purchase Order

within 7 working days of receipt of the same, the Bank will offer the contract to L3 bidder at the price quoted by the L1 bidder

5.27 Bank’s right To Accept Any Bid and to reject any or All Bids.

5.27.1 The Bank reserves the right to accept or reject any Bid /offer received in part

or in full, and to cancel the Bidding process and reject all Bids at any time prior to award of contract, without thereby incurring any liability to the affected or Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Bank’s action.

5.27.2 Bank reserves the right to cancel the entire Bidding / procurement process

at any stage without assigning any reason whatsoever.

5.28 Placement of Purchase Order

5.28.1 After identification of L1 Bidder, Bank will follow the internal procedure for

necessary approvals and thereafter proceed with placement of Purchase Order (PO) to the selected bidder.

5.28.2 Such successful bidder is required to accept the PO within 7 days of the

receiving the PO letter . 5.28.3 Upon acceptance of the PO by such selected bidder, the Bank will promptly

notify each unsuccessful Bidder while discharging their Bid security.

5.29 Signing of Contract 5.29.1 Upon acceptance of the PO, the selected bidder should within 15 days shall

sign the Contract Form as per Format 7.10. 5.29.2 Signing of the Contract Form along with RFP will constitute formation of the

Contract till the Agreement is executed between the Bank and the Vendor. The Agreement will include all the clauses of RFP and the standard clauses.

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5.29.3 Failure of the successful Bidder to sign the contract form and/ or execute the

Agreement shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid security.

5.30 Performance Security 5.30.1 The Performance Security shall be denominated in Indian Rupees and shall

be by way of Bank Guarantee issued by a Public / Private Sector Bank in India (Other than Bank of India), acceptable to the Bank in the Format 7.8.

5.30.2 The Vendor shall provide on an annual basis a Performance Bank Guarantee

from a reputed public sector or private sector bank of 10% of the contract value / Total Cost of Ownership within 15 days of award of contract. Performance Bank Guarantee will be annually renewable through the period of contract with a claim period of 3 (three) months. Format of Performance Bank Guarantee is as per Form 7.8 of the RFP.

5.30.3 The proceeds of the Performance Security shall be payable to the Bank as

compensation for any loss resulting from the Vendor’s failure to complete its obligations under the Contract. In the event of non-performance of obligations the Bank shall invoke the Performance Bank Guarantee without notice or right of demur to the Vendor apart from the other provisions of cancelling the order in terms of the RFP.

5.31 Acceptance of the Application

Board Secretariat will provide acceptance of the Application. During the process of UAT, feedback of some of the executives will be obtained. Upon sign-off of the Application functionality by Board Secretariat the Application will be hosted in production environment for go live.

5.32 Warranty and Support Warranty period will be one year from the go live date of the Application.

Vendor should support for maintenance of the Application in terms of the RFP for a period of two years from completion of the warranty period.

5.33 Payment terms 5.33.1 Payment for 100% of Application Software cost will be released upon

completion of three months from go live date of the Application and submission of Performance Bank Guarantee.

5.33.2 Payment for 100% of Implementation Charges will be released after 6 months

from go live date or upon completion Trainings as per RFP and handing over the manual document whichever is later.

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5.33.3 The Annual Technical Support cost will be paid by the Bank in 4 half yearly installments in arrears for two years period after expiry of the warranty period.

5.33.4 All taxes as applicable will be born by the Bank and paid at the time of release

of payments as per the terms of the RFP. 5.33.5 Payment will be released by Board secretariat, Head office, the user

department. 5.34 Tax deduction at Source

Wherever the laws and regulations require deduction of such taxes at the source of payment, the Bank shall effect such deductions from the payment due to the Vendor. The remittance of amounts so deducted and issuance of certificate for such deductions shall be made by the Bank as per the laws and regulations in force.

5.35 Pre-Bid Meeting The Pre-Bid Meeting will be held on 02/02/2016 at 11.00 a.m., at Bank’s Head

Office, IT Department at address given in the Part I Invitation to Bid of this RFP. Bidders are requested to send their queries relating to RFP to our office by e-mail (e-mail addresses given in Invitation to Bid) well in advance (latest by 01/02/2016 up to 05.00 p.m.). During the Pre-Bid meeting Bank will interact with interested Bidders and understand the queries of the Bidders. The required clarifications will be given by way of Corrigendum to RFP as mentioned in clause 5.8 above.

5.36 Publicity

Any publicity by the Vendor in which the name of the Bank is to be used will be

done only with the explicit written permission of the Bank.

5.37 Use of Contract Documents and Information 5.37.1 The Vendor shall not, without the Bank’s prior written consent, disclose the

Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Bank in connection therewith, to any person other than a person employed by the Vendor in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

5.37.2 The Vendor shall not, without the Bank’s prior written consent, make use of

any document or information for purposes of performing the Contract. 5.37.3 Any document, other than the Contract itself, shall remain the property of the

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Bank and shall be returned (in all copies) to the Bank on completion of the Vendor’s performance under the Contract, if so required by the Bank.

5.38 Patent / IP Rights In the event of any claim asserted by a third party of infringement of copyright,

patent, trademark, intellectual property rights, etc., arising from the use of the Application, the Vendor shall act expeditiously to extinguish such claim. If the Vendor fails to comply and the Bank is required to pay compensation to a third party resulting from such infringement, the Vendor shall be responsible for the compensation to claimant including all expenses, court costs and lawyer fees. The Bank will give notice to the Vendor of such claim, if it is made, without delay. The Vendor shall indemnify the Bank against all third party claims with respect to copyright, patents, trademark etc.

5.39 Indemnity

The Vendor shall indemnify, protect and save the Bank against all claims, losses, costs, damages, expenses, action suits and other proceedings, resulting directly from infringement of any law pertaining to patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the hardware and software used by them.

5.40 Jurisdiction

The contract under this RFP will be governed by laws of India. All disputes would be subject to Indian laws and jurisdiction, and settled at courts in Mumbai.

5.41 Single Point of Contact

Vendor shall designate a representative who will be Single Point of with whom Bank will deal for any activity pertaining to requirements of Contact in terms of this RFP.

5.42 Non-disclosure Agreement Vendor shall execute non-disclosure Agreement as per Format 7.9 of the RFP.

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PART 6 : PRICE BID

Bidders should submit the Price Bid in the following format :- To, The General Manager,

Bank of India, Head Office, Information Technology Department, Star House, C-5, G-Block, Bandra Kurla Complex, Bandra (East), Mumbai-400051

Dear Sir

Your RFP dated 22/01/2016 for Supply installation and maintenance of Paperless Meetings Management Solution

------------------------------------------------------------------------

We refer to our offer letter dated -------- in response to your captioned RFP. 6.1 We submit our price / commercial quotation as under:-

Sr. No Particulars Total cost

INR

A Cost of the Application Software license exclusive of all applicable taxes, duties.

B Implementation charges for customization, bug fixing, installation, commissioning, training and all other services for stabilization and smooth functioning of Application exclusive of all applicable taxes, duties.

C Annual Technical Support (ATS) for a period of two

years applicable after Warranty period (exclusive of

Service tax and / or any other applicable tax)

D Total Cost of ownership (A+B+C)

Total cost of ownership in words- Rupees

6.2 Prices quoted shall be in Indian Rupees and exclusive all taxes. 6.3 The above price quoted is payable for all the deliverables and services scoped

under the RFP and Bank will not be liable to pay any additional charges, fees, cost during the contract period.

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6.4 Cost of Application Software (100%) quoted in 6.1 A above will be paid upon completion of three months from go live date of the Application and submission of Performance Bank Guarantee.

6.5 Implementation Charges (100%) quoted in 6.1.B above will be paid after 6

months from go live date or upon completion Trainings as per RFP, handing over the manual document whichever is later.

6.6 The Annual Technical Support cost quoted in 6.1.B will be paid by the Bank in

4 half yearly installments in arrears for two years period after expiry of the warranty period.

6.7 The taxes as applicable on the cost of the Application, Implementation charges

and ATS will be paid / borne by the Bank at the actuals and should be shown separately in the invoice by the Vendor.

6.8 It is the sole responsibility of the Vendor to factor all costs and consider all

eventualities of reduction / escalation associated with the cost of deliverables and services Scoped under the RFP for the contract period while submitting the Bid. Bank will not pay any additional cost apart from the price quoted by the Vendor.

6.9 Bids submitted with counter condition / assumption will be rejected by the Bank. 6.10 Bank reserves the right to reject all or any of the Bids submitted without

assigning reason to the Bidders. We accept and confirm the above. Dated this ....... day of ............................ 2016 _________________________________ ________________________________ (Signature) (Name) (In the capacity of) Duly authorised to sign Bid for and on behalf of _________________________________

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PART 7 - FORMS

FORMAT – 7.1

OFFER LETTER

(to be included in Technical Bid Envelope)

Date : ……………………………

To,

Bank of India, Information Technology Department, 8th Floor , Star House-2, C-4, G-Block, Bandra Kurla Complex Bandra (East), Mumbai-400 051.

Sir / Madam,

Ref: Your RFP dated: 22/01/2016 for Supply, Installation and Maintenance of

Paperless Meeting Management Solution

Having examined the captioned RFP Document dated 22/01/2016 we, the

undersigned, offer to Supply, install, commission and maintain the Paperless Meeting

Management Solution as per Functional Specification and Scope of Work and in

conformity with Terms and Conditions contained in the captioned RFP.

While submitting this bid, we certify that we have not induced nor attempted to induce

any other bidder to submit or not submit a bid for restricting competition and the

references submitted are genuine.

We agree that the cost quoted in the Price Bid will remain valid for the period of the

contract.

We certify that we are the owners of the Application Software having all kind of

ownership and all kind of intellectual property rights of Application proposed for

Paperless Meeting Management solution and no other person or entity shall have any

right whatsoever.

If our Bid is accepted, we will obtain the guarantee of a reputed Bank for the due

performance of the Contract, for an amount of 10% of the Contract value / Total Cost

of Ownership to the Bank.

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Until formal contract form is executed, this Offer letter together with the Purchase

Order placed on us by you and our written acceptance thereof shall constitute a

binding contract between us.

We undertake that, in competing for (and, if the award of Contract is made to us, in

executing) the said contract, we will strictly observe the laws against fraud and

corruption in force in India namely “Prevention of Corruption Act 1988”.

We understand that Bank is not bound to accept the lowest or any Bid that may be

received.

Dated this ....... day of ............................ 2016 _________________________________ ________________________________ (Signature) (Name) (In the capacity of) Duly authorised to sign Bid for and on behalf of _________________________________

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FORMAT 7.2

Conformity To Eligibility Criteria and General Details of the Bidder

(Please attach documentary evidence of compliance)

Sl. No.

Criteria Documents to be submitted

1. Bidder should be a registered company in India under Companies Act or partnership firm under Indian Partnership Act and should have been in operation for a period of at least three years as on 31/03/2015.

Copy of the Certificate of Incorporation in case of companies and copy of Partnership Deed in case of Partnership Firms should be submitted.

2. Paperless Meeting Management solution offered by Bidder should have been installed and operational in India for at least 3 organizations in BFSI sector out of which one organization should be a Bank (excluding co-operative Bank) in India.

Supported by reference letters from Organisations in enclosed Format 7.12

Name of the person who can be referred to from Clients’ side, with Designation, Postal Address, Contact Phone and Fax numbers, E-Mail Ids, etc.

4. Bidder should be owner of proposed Application solution of Paperless Meeting Management having IP rights for the same.

Proof of registration of IP or Self – certification of having ownership rights of the Application in case the IP is not registered.

5. The Bidder should have its office within Mumbai / Navi Mumbai / Thane for support of the proposed solution.

Please provide following details :- i. Location / address of the Office. ii. Names of Organisations to whom maintenance support is being offered from these offices. iii. No. of support personnel on roll.

6. Minimum annual turnover of Bidder should not be less than Rs. 2 Crore per annum in the last two financial years that is 2013-14 and 2014-15 as per audited financial statements.

Audited Financial statements to be submitted.

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7. Bidder should have maintained Net Profit during the last two financial years i.e. 2013-14 and 2014-15 as per audited financial statements.

Audited Financial statements to be submitted.

8. Bidder should not have been blacklisted by any PSU Bank / IBA/RBI during the last five years.

Self- declaration

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FORMAT 7.3

Bidder Organization Details

Details filled in this form must be accompanied by sufficient documentary evidence, in

order to facilitate the Bank to verify the correctness of the information.

Sl.No Item Details

1. General Details

1.1 Name of Company

1.2 Postal Address

1.3 Telephone, mobile, Website address and Fax numbers

1.4 Constitution of the Company

1.5 Nature of activity

1.6 Details of ownership

1.7 Holding company or parent company

1.8 Key persons with contact details

1.9 Name and designation of the person authorized to make commitments to the Bank

1.10 Email Address

1.11 Date of Incorporation in India, commencement of Business & Years in the line of Business

Enclose Copy of Certificate of Incorporation

1.12 Sales Tax/VAT Number Enclose Sales Tax / VAT registration copy

1.13 PAN Card details Enclose Company’s PAN Card copy

1.14 No. of Engineers or support personnel on roll who are familiar with offering support for installation and maintenance of proposed Paperless Meeting Solution.

2. Financial Details

2.1 Annual Turnover (2012-13) Total Turnover

Copy of Audited Balance Sheet/ Annual report

2.2 Annual Turnover (2013-14) Total Turnover

Copy of Audited Balance Sheet/ Annual report

2.3 Annual Turnover (2014-15) Total Turnover Copy of Audited Balance Sheet/ Annual report

2.4 Net Profit for the year 2012-13

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2.5 Net Profit for the year 2013-14

2.6 Net Profit for the year 2014-15

3. Operational Details

3.1 Names of the Banks to whom the Bidder has provided proposed Paperless Meeting Application Solution

3.2 Names of the Banks to whom the Bidder has provided other Applications with details of the Applications

3.23 Bidder’s office addresses for support of the proposed solution. And operational since:

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Format 7.4 Functional Specifications Response

Sr Description Response A-Available C- Customisable within 15 days of acceptance of P.O. N- Not feasible

1 Admin module Meeting Management (options available to Administrator for following activities with the functionality as given below)

i. Upload various committee details, ii. Add Committee member details iii. Prepare calendar of the meetings of

various Board level committees iv. Uploading Agenda of meeting v. Upload Memoranda / Notes vi. Upload Minutes of the previous

meetings vii. Sending automated e-mail

notification to Users intimating upload of agenda, notes, minutes, revision in date / time and venue of the upcoming meetings

viii. Marking / Noting against Members having attended the meetings

ix. Assigning User access rights to members for accessing note documents and agenda, setting up of User access control definitions

Note:- Admin should be able to create users with access right to the meeting folders and agenda of which the User is member. One person can be a member of more than one committee will have access to the respective committee folders.

i. ii. iii. iv. v. vi. vii. viii. ix.

2 Admin Module User Management (options available to Administrator for following activities with the functionality as given below)

i. Create new Users

i.

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ii. System generated password creation in predefined format while creating login credentials

iii. Sending automated e-mail to Users for its login credentials upon creation and reset of password

iv. Feature of forced change of password upon first login

v. Profile creation of Users vi. Password reset of users vii. Modify User permissions for

accessing agenda, documents viii. Disable Users (even for a temporary

period) Note: System will have only one “Login ID” for each member, also while creating login credentials password will be system generated in some predefined format. Every member will be able to change password after login.

ii. iii. iv. v. vi. vii. viii.

3 Features available to Users

i. Facility to navigate pages of Notes / Memoranda in a flip through book model

ii. Calendar option for viewing meeting schedules

iii. Receive login credentials through mail iv. Search through the Committee Meeting

details by filtering the search criteria like date, meeting, matter (meeting scheduled, meeting over etc.)

v. Facility to annotate, bookmark and mark documents

vi. Facility to submit their comments against the Agenda

i. ii. iii. iv. v. vi.

4 Agenda will cover many items (no max limit) and separate files (pdf) will be uploaded for every item. There should not be any limitation on the number of Notes per meeting

5 The Application should support minimum document size of 10 MB for each Note.

6 Application should be able to log Audit trail of each activity of the Admin and Users

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7 Application should have feature of wiping out data, Application and Notes / Memoranda downloaded from iPad of members remotely as and when required

8 Application should be able to configure selective access of documents that is Users will have access to the notes of Meetings where he /she is a listed / configured as a member

9 Users should be able to view Agenda of meetings uploaded by Admin and should not be able to download, print, email the same.

10 Application should enable users to view notes, memoranda in off-line mode and notes created in offline mode by Users should seamlessly sync when users are back in online mode

11 Application should enable configuration of wiping off / deletion of the related notes / memoranda from iPads of Users after 7 days from the date on which the Meeting is held

12 Application should have feature of maintaining history of Agenda, Memoranda and Minutes of meeting for a period as may be required by Bank

13 Application should have feature of auto configuration for publishing notification of meeting on User ipad about 2 hours before the meeting at 15 minutes interval. These time slots and duration should be parameterized

14 Auto Back up should be configured for taking back up on different drive of application and data

15 Application should have feature of hosting Annual reports including that of previous Annual Reports

16 Details of Infrastructure requirement for hosting proposed Application please refer para 4.1 above

Hardware with sizing Database

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Format 7.5 Undertaking for Scope of Work

Ref Date:

The Deputy General Manager Bank of India, Information Technology Department, 8th Floor , Star House, C-5, G-Block, Bandra Kurla Complex Bandra (East), Mumbai-400 051

Sir / Madam

Supply and maintenance of Paperless Meetings Management Solution Ref: Your RFP Ref: HO/IT/MEETINGS/2015-16 Dated: 22/01/2016

Undertaking of Vendors’ Obligation ---------------------------------------------------------------------------------------------

1 We certify that we have carefully examined the Scope of Work stipulated in Part 4 and Terms and Conditions of contract in Part 5 of the captioned RFP floated by you 2. We commit to provide services of Supply, installation and Maintenance of Paperless Meeting Management Solution for a minimum period of 3 years. 3. We hereby undertake to deliver services in its entirety as per the Scope and Terms and Conditions of contract stipulated inter-alia under following descriptions:-

i. supply, install, commission and maintain Paperless Meeting

Management Solution compatible with iOS 6.o+ version for which the

Bank will provide backend infrastructure consisting of Windows Server

Operating System (2008 R2 or higher) and .NET framework with SQL

Database ( 2008 R2 or higher).

ii. Advising appropriate sizing of Hardware infrastructure that will be

provided by the Bank for optimum performance of the Application.

iii. Proposed Application should ensure that about 100 users are able to

login concurrently for accessing the Solution.

iv. The Application should be accessible from any higher / upgraded

version of iPad during the contract period. The application shall be iPad

compatible for all the present as well as future versions.

v. Suggestions received for a period of 6 months from live date will be

implemented.

vi. Patch releases and enhancements will be made to mitigate the risks as

brought out by the Information Security Department of the Bank during

the contract period.

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vii. The Source Code will be free of Trojans, Virus and / or any malicious

code.

viii. Training will be imparted as per terms of RFP.

ix. Suggestions received by the executives and directors will be

incorporated after go live.

4. However the above undertaking is with following exceptions (Please specify the area of scope which the Bidder will not be able deliver as per RFP requirement)

(signature) (in the capacity of) Duly authorized to sign Proposal for and on behalf of _________________________________

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FORMAT 7.7

BANK GUARANTEE FOR EARNEST MONEY

Whereas........................... (hereinafter called “the Bidder”) has submitted its Bid dated...................... (date of submission of Bid) for Supply, Installation, commissioning and Maintenance of Paperless Meetings Management Solution in terms of RFP dated 22/01/2016 issued by Bank of India (hereinafter called “the Bid”).

KNOW ALL PEOPLE by these presents that WE..................... (name of bank) having

our registered office at.................. (address of bank) (hereinafter called “the Bank”),

are bound unto Bank of India (hereinafter called “the Purchaser”) in the sum of

_______________________for which payment well and truly to be made to the said

Purchaser, the Bank binds itself, its successors, and assigns by these presents.

Sealed with the Common Seal of the said Bank this ____ day of _________ .

THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of Bid validity specified in the RFP.

2. If the Bidder, having been notified of the acceptance of its Bid by the Purchaser

during the period of Bid validity:

(i) fails or refuses to sign the Contract Form; or

(ii) fails or refuses to furnish Performance Bank Guarantee

(iii) fails or refuses to confirm the Price quoted in Reverse Auction

(iv) fails to successfully complete Proof of Concept in terms of RFP

We undertake to pay the Purchaser up to the above amount upon receipt of its first

written demand, without the Purchaser having to substantiate its demand, provided

that in its demand the Purchaser will note that the amount claimed by it is due to it,

owing to the occurrence of one or both of the two conditions, specifying the occurred

condition or conditions.

This guarantee will remain in force up to and including sixty (60) days after the period

of the Bid validity, i.e. up to ________, and any demand in respect thereof should

reach the Bank not later than the above date.

...................................

(Signature of the Bidder’s Bank)

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Note: Presence of restrictive clauses in the Bid Security Form such as suit filed

clause/clause requiring the Bank to initiate action to enforce the claim etc. will render

the Bid non-responsive.

FORMAT 7.8

PERFORMANCE BANK GUARANTEE

We, ______________________________ a body corporate constituted under the……………………….. having its head office at……………….. and a Branch office at…………………….(hereinafter referred to as the “Bank") at the request of M/s.----------------------------------, a company incorporated under the Companies Act,1956, having its registered office at ----------------------------------------------, ( hereinafter referred to as the “Company/Supplier” which expression shall deemed to mean and include its successors and assign) issue this Guarantee favouring Bank of India, a nationalized Bank having its head office at Star House-2, C-4, ‘G’ Block, Bandra Kurla Complex, Bandra East, Mumbai - 400 051 and do hereby undertake to pay to Bank of India an amount not exceeding Rs. -------------- ( Rupees ---------only) i.e. Rs. ---------------, against any loss or damage caused to or suffered by or would be caused to or suffered by the Bank of India by reason of any breach by the said Company (s) of any of the terms or conditions in connection with the Supplier’s performance obligations for the purposes of carrying out its obligations under Warranty / Annual Technical Support for the Paperless Meeting Solution supplied and installed in pursuance to the Purchase Order no. dated (hereinafter referred to as the “PO”) issued in response to Request for Proposal dated 22/01/2016 floated by the purchaser, Bank of India for supply and maintenance of Paperless Meetings Management Solution. 2. We, _________________________, do hereby undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from Bank of India stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by Bank of India by reason of breach by the said Company(s) of any of the terms or conditions contained in the said PO or by reason of the Company(s) failure to perform the said PO. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. ---------- ( Rupees ------------). 4. We, _______________________, further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said PO and that it shall continue to be enforceable till all the dues of Bank of India under or by virtue of the said PO have been fully paid and its claims satisfied or discharged or till Bank of India certifies that the terms and conditions of the said PO have been fully and properly carried-out by the said Company and accordingly, discharges this guarantee.

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5. We, ___________________, further agree with Bank of India that Bank of India shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said PO or to extend time of performance by the said Company from time to time or to postpone for any time or from time to time any of the powers exercisable by Bank of India against the said Company and to forbear or enforce any of the terms and conditions relating to the said PO and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said Company or for any forbearance, act or omission on the part of Bank of India or any indulgence by Bank of India to the said Company or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us. 6. This guarantee will not be discharged due to change in the constitution of the Bank or the Company. 7. Notwithstanding anything contained herein;

i) our liability under this Bank Guarantee shall not exceed Rs. ----------- ( Rupees ----------only);

ii) this Bank Guarantee shall be valid upto _____; and iii) we are liable to pay the guaranteed amount or any part thereof under

this Bank Guarantee if, and only, if you serve upon us a written claim or demand on or before___________.

8. We, ______________________, lastly undertake not to revoke this guarantee during its currency except with the previous consent of the Bank of India in writing. Dated the ___________day of__________________ 2016

For

1. SIGNATURE …………………. ……………………. 2. Name …………………. ……………………. 3. Designation ………………. ……………………. 4. Sign Code No. …………………. …………………….

Guarantee Bond No.

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FORMAT 7.9

NON-DISCLOSURE AGREEMENT

WHEREAS, we, ________________________________________, having Registered Office at __________________________________, hereinafter referred to as the COMPANY, are agreeable to Supply, install and maintain Paperless Meeting management solution for Bank of India, having its registered office at Star House, C-5, G Block, Bandra Kurla Complex, Mumbai – 400 051, hereinafter referred to as the BANK and, WHEREAS, the COMPANY understands that the information shared by the BANK in their Request for Proposal dated 22/01/2016 is confidential and/or proprietary to the BANK, and WHEREAS, the COMPANY understands that in the course of submission of the offer for the said Supply, install and maintain Paperless Meeting management solution for Bank and/or in the aftermath thereof, it may be necessary that the COMPANY may perform certain jobs/duties on the Bank’s properties and/or have access to certain plans, documents, approvals or information of the BANK; NOW THEREFORE, in consideration of the foregoing, the COMPANY agrees to all of the following conditions, in order to induce the BANK to grant the COMPANY specific access to the BANK’s property/information The COMPANY will not publish or disclose to others, nor, use in any services that the COMPANY performs for others, any confidential or proprietary information belonging to the BANK, unless the COMPANY has first obtained the BANK’s written authorisation to do so; The COMPANY agrees that notes, specifications, designs, memoranda and other data shared by the BANK or, prepared or produced by the COMPANY for the purpose of submitting the offer to the BANK for the said Supply, install and maintain Paperless Meeting management solution, will not be disclosed to during or subsequent to submission of the offer to the BANK, to anyone outside the BANK The COMPANY shall not, without the BANK’s written consent, disclose the contents of this Request for Proposal (Bid) or any provision thereof, or any specification, plan, pattern, sample or information (to be) furnished by or on behalf of the BANK in connection therewith, to any person(s) other than those employed/engaged by the COMPANY for the purpose of submitting the offer to the BANK and/or for the performance of the Contract in the aftermath. Disclosure to any employed/engaged

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person(s) shall be made in confidence and shall extend only so far as necessary for the purposes of such performance.

Authorised Signatory Name: Designation: Office Seal: Place Date:

FORMAT 7.10

CONTRACT FORM

THIS AGREEMENT made the .......day of.................................., 2016

Between .......................... (Name of Bank) (hereinafter called "the Bank") a body

corporate constituted under the Banking Companies (Acquisition and Transfer of

Undertakings) Act, 1970 and having its Head Office at ----------------------------------------

------------ (hereinafter referred to as the “Bank” which term shall, unless repugnant to

the context or meaning hereof, be deemed to mean and include its successors and

assigns)of the one part:

and ..................... (Name of Vendor) incorporated under the Companies Act, 1956

and having its registered office at ---------------------------------------- (hereinafter called

“the Vendor”) which term shall, unless repugnant to the context or meaning hereof, be

deemed to mean and include its successors and permitted assigns ) of the other part

:

(“Bank”, and “the Vendor” shall, wherever the context requires, be referred collectively

as “Parties” and individually as “Party” also)

WHEREAS Bank of India (the Bank) invited Bids vide Request for Proposal (RFP)

dated 22/01/2016 for supply and maintenance of Paperless Meetings Management

Solution. The Bid submitted by the Vendor in response the said RFP has been

accepted by the Bank.

One of the terms of the said RFP is that the Vendor shall sign the Contract Form with

the Bank. The parties are accordingly desirous of signing the said Contract Form.

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NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the RFP dated 22/01/2016.

2. The following documents of RFP dated 22/01/2016 shall be deemed to form

and be read and construed as part of this Agreement, viz.:

a) Invitation to Bid

b) Eligibility Criteria

c) Scope of Work

d) Terms and Conditions of Contract

e) Price Bid

f) Forms

g) Purchase Order no. dated issued by the Bank.

3. In consideration of supply and maintenance of Paperless Meetings Management

Solution with Functionality and services required by the Bank rendering in terms of the

RFP HO/IT/MEETING/1 Dated 22/01/2016, the Vendor proposed to supply Paperless

Meetings Management Solution, the Bank shall pay the Price as stated below as per the

Payment terms contained in the RFP:-

Sr. No Particulars Total Unit

cost

INR

A Cost of the Application Software license exclusive of all applicable taxes, duties.

B Implementation charges for customization, bug fixing, installation, commissioning, training and all other services for stabilization and smooth functioning of Application exclusive of all applicable taxes, duties.

C Annual Technical Support (ATS) for a period of two

years applicable after Warranty period of 1 year

(exclusive of Service tax and / or any other

applicable tax)

D Total Cost of ownership (A+B+C)

Total cost of ownership in words- Rupees

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4 Neither party shall disclose the confidential information to a third party. The parties will, at all times, maintain confidentiality regarding the contents of this Agreement and proprietary information including any business, technical or financial information. 5 In consideration of the payments to be made by the Bank to the Vendor as mentioned above, the Vendor hereby covenants with the Bank to provide the Paperless Meetings Management Solution, functionality and services and to remedy defects therein, in conformity in all respects in terms of the RFP. IN WITNESS whereof the parties hereto have caused this Agreement to be executed in

accordance with the respective laws the day and year first above written.

Signed, Sealed and Delivered by the

said ..................................................... (For the Bank)

in the presence of:.......................................

Signed, Sealed and Delivered by the

said ..................................................... (For the Vendor)

in the presence of:.......................................

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FORM 7.11

USER ACCEPTANCE REPORT

From, To, Bank of India The Project Manager …………………………………… Dept. M/s Head Office ------------------------------------------------------------------------------------------------------- 1. M/s have installed software and following functionalities are operating satisfactorily:-

i. Admin Module Meeting Management as per para 4.4 point 1 of Part 4 ii. Admin Module User Management as per para 4.4 point 2 of Part 4 iii. Features Available to Users as per para 4.4 point 3 of Part 4 iv. Functionality and features are made available as per para 4.4 point 4 to

14 of Part 4 iv. Admin level Training is imparted v. Training to IT Staff is imparted vi User Manual Document is received

2. We accept the Application for going live. 3. The following features will be made available within 15 days .......................................................... ............................................................... (Signature of Bank Official with Seal) (Signature of the Vendor representative with Seal) Name: Name: Designation: Designation: Date: Date:

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FORM 7.12 Draft of Reference letter for Eligibility Criteria item sr. no. 2 The General Manager Bank of India Head Office, IT department Star House-2, Plot No.C-4, G-Block, 8th Floor, Bandra Kurla Complex, Bandra (E), Mumbai 400 051 Dear Sir/ Madam, This is to confirm that -----------------------------------------------------( Name of the Vendor) have supplied and are maintaining Paperless Meetings Management Solution for our Bank and is working satisfactorily for last ---------- years. Authorised Signatory Name Designation Contact details


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