+ REQUEST FOR PROPOSAL (RFP) FOR APPOINTMENT OF CONSULTANTS FOR "BUSINESS PROCESS REENGINEERING" Date of issue: 28/09/2016 Reference No. BPR/VB/P&D/ 01 /2016 This document is meant for the exclusive purpose of Bidding as per the Specification Terms, Condition and Scope indicated and shall not be transferred, reproduced or otherwise used for purposes other than for which it is specifically issued. VIJAYA BANK Head Office Planning & Development Dept. 41/2, M.G. Road Bangalore – 560 001.
Transcript
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REQUEST FOR PROPOSAL (RFP)
FOR APPOINTMENT OF CONSULTANTS FOR
"BUSINESS PROCESS REENGINEERING" Date of issue: 28/09/2016 Reference No. BPR/VB/P&D/ 01 /2016 This document is meant for the exclusive purpose of Bidding as per the Specification Terms, Condition and Scope indicated and shall not be transferred, reproduced or otherwise used for purposes other than for which it is specifically issued. VIJAYA BANK Head Office Planning & Development Dept. 41/2, M.G. Road Bangalore – 560 001.
Request For Proposal (RFP) for Appointment of Consultants for "Business Process Re-engineering"
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INDEX OF CONTENTS
Sl. No. Particulars Page No.
Key Dates of RFP 5
Terminology 6
Preface 7
Section - I 7
Introduction and Purpose 7
Information provided 7
For Respondent only 7
Confidentiality 7
Disclaimer 8
Costs borne by Respondents 8
No Legal relationship 8
Recipients obligation to inform 8
Evaluation of offers 8
Errors and omissions 8
Acceptance of Terms 9
RFP Response Terms 9
Lodgment, Closing date, Submission to Bank, submission will be valid, Registering of RFP, Late RFP Policy, RFP Validity Period, Requests for information.
9-11
Notifications 11
Disqualification 11
Process & Timeframe 11
SECTION - II
Vijaya Bank Basic Information 12
Organization Structure, Branch Network, Manpower, Progress of last 5 Years, Progress by VB, Productivity, Capital base & Share holding pattern and Financial results as on 30/06/2016.
12-14
SECTION - III
Introduction 15
Scope of work for Consultants 15- 17
Time Frame for programme 17
Commitment on resources 17
SECTION - IV
Eligibility Criteria 18
Pre-Bid Queries 19
Two Stage Bidding Process 19
Formats of Bids 19
Submission of Bids 19-21
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SECTION - V
Evaluation Methodology 22
Opening of Technical Offers 22
Evaluation of Technical Bid 22-23
Evaluation of Commercial Bid 24
Techno -Commercial Evaluation 24-25
SECTION - VI
General Terms and Conditions: Term of Assignment, Adherence to Terms & Conditions, Execution of Agreements, Period of Contract, Other terms and conditions,
26-27
Work Space / Staff Members required 27
Substitution of Programme Team Members 27
Professionalism 27
Adherence to Standards 28
Expenses 28
Payment Terms 28
Non-payment of Professional Fees 28
Charges Terms 28-29
Awarding of Contract 29
Performance Reports 29
Single Point of Contact 29
Applicable Law and Jurisdiction of Court 30
Penalty and Liquidated Damages 30
Force Majeure 30
Authorized Signatory 30
Indemnity 30-31
Performance Guarantee 31
Erasers or Alterations 31
Right to Reject Bids 31
No Commitment to Accept Offer 31
Assignment 31-32
Non-Solicitation 32
No Employer Employee Relationship 32
Vicarious Liability 32
Cancellation of Contract and Compensations 32-33
Termination 33
Corrupt and Fraudulent Practices 33
Dispute Resolution 34
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LIST OF ANNEXURES
Name Description Page No.
Annexure : C-1 Commercial Bid 35
Annexure –D (a) Proposed Team Profiles 36
Annexure – D(b) Staffing Schedule 37
Annexure – E1 Eligibility Criteria 38-39
Annexure – E2 Letter to the Bank on Firm's Letter Head 40
Annexure – E3 Form of Self Affidavit / Declaration 41
Annexure – E4 Offer Covering Letter 42
Annexure – E5 Bank Guarantee Format for Earnest Money Deposit 43
Annexure – E6 Conformity with Hardcopy Letter 44
Annexure – T1 Relevant Experience 45
Annexure – T2 Description of Approach, Methodology & Work plan 46
Annexure – T3 Resumes 47
Annexure – G1 Format for Pre-Bid Query (ies) 48
Annexure – H1 Pre-Contract Integrity Pact 49-55
Request For Proposal (RFP) for Appointment of Consultants for "Business Process Re-engineering"
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To All Eligible Bidders
SUB: RFP FOR APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS RE-ENGINEERING
Tender Reference Number BPR/VB/P&D/01/2016
RFP Issuance Date (Issue Tender Notification) 28.09.2016
Last date for requesting any clarifications (Pre-Bid Meetings for clarification)
07.10.2016, 5.00 P.M.
Last Date and Time for Receipt of Bids at Vijaya Bank (Bid submission Last Date & Time)
19.10.2016, 3.00 P.M.
Date of opening of Technical Offers/Bids 19.10.2016, 4.00 P.M.
Earnest Money Deposit/Bid Security Rs. 25,00,000 valid for 6 months from the last date of submission of Bids in the form of Bank Guarantee or Demand Draft.
Cost of RFP Non-Refundable Rs. 20,000/- in the form of DD.
Place of submission and opening of Technical Bids
VIJAYA BANK Head Office Planning & Development Dept. 9th Floor, 41/2, M.G. Road, Bangalore
Presentation by technically qualified short listed consultants
To be informed later through the Bank's Website.
Date and time of opening of Commercial Bids To be informed later through the Bank's Website.
Place of opening of Commercial Bids
VIJAYA BANK Head Office Planning & Development Dept. 9th Floor, 41/2, M.G. Road, Bangalore
Negotiation and close of contract with the successful bidder
To be informed later through the Bank's Website.
Programme Commencement To be informed at the later stage
[Please note that the dates mentioned above are tentative and the Bidder acknowledges that he cannot hold Bank responsible for any revision in these dates. The bids will be opened in the presence of bidders who choose to be present at the time of opening of bids.]
Issued By
General Manager Vijaya Bank Planning & Development Department Head Office, 41/2, MG Road Bangalore – 560001 Contact Numbers : Tel: Email Address: [email protected]
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Preface This document is meant for the specific use by the Company / person/s interested to participate in this RFP process. VIJAYA BANK (referred to as VB or The Bank) expects the Bidders or any person acting on behalf of the Bidders to strictly adhere to the instructions given in the document and maintain confidentiality of information. The section wise description of the information is given hereunder:
SECTION - I 1) INTRODUCTION AND PURPOSE Vijaya Bank, (herein after referred to as the Bank) intends to appoint consultancy firm for assisting the Bank in implementation of BUSINESS PROCESS RE-ENGINEERING in the Bank. This Request for Proposal document ("RFP document" or "RFP"] has been prepared exclusively for the purpose of enabling the Bank in defining the requirements for appointment of a Consultant for BUSINESS PROCESS RE-ENGINEERING in the Bank. The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or any other arrangement in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between the Bank and any successful Bidder as identified by the Bank after completion of the selection process as detailed in Section - IV. 2) INFORMATION PROVIDED
The RFP document contains statements derived from information that is believed to be true and reliable but does not purport to provide all 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 Bank in relation to the provision of services. Neither Bank nor any of its directors, officers, employees, agents, representatives, contractors, or advisers 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 Bank nor any of its directors, officers, employees, agents, representatives, contractors, or advisers has 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) FOR RESPONDENT ONLY The RFP document is intended exclusively for the information of the party to whom it is issued ["The Recipient" or "The Respondent"] i.e. Government Organization / PSU / Limited Company, Partnership firm or / and an Autonomous Institution, approved by GOI/RBI. 4) 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 implied understanding that the undertaking of confidentiality asked by the Bank will be adhered to by the bidder/applicant. 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 Bank or any of its customers or suppliers without the prior written consent of Bank.
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5) DISCLAIMER
Subject to any law to the contrary and to the maximum extent permitted by law, Bank and its directors, officers, employees, contractors, representatives, agents, and advisers disclaim all liability from any loss, claim expense (including, without limitation of 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 or written and whether 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 Bank or any of its directors, officers, employees, contractors, representatives, agents or advisers. 6) COSTS BORNE BY RESPONDENTS
The RFP document will be available at the office address mentioned at clause 'e' under point no. 12.3 of Section I on payment of Rs. 20,000/- (Rupees Twenty Thousand only) by way of Demand Draft in favour of "Vijaya Bank - A/C RFP" payable in Bangalore.
The same RFP document is also available in the official web site of the Bank http://www.vijayabank.com in a specially designed link for the same. If it is downloaded from the website, the cost of RFP as mentioned in the above paragraph be submitted along with the Technical Bid documents in a separate unsealed envelope. All other 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 Bank, will be borne entirely and exclusively by the Recipient / Respondent. 7) NO LEGAL RELATIONSHIP No binding legal relationship will exist between any of the Recipients / Respondents and the Bank until execution of a contractual agreement to the full satisfaction of the Bank. 8) 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. 9) EVALUATION OF OFFERS Each Recipient acknowledges and accepts that the Bank may, at 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 warrant given in this RFP document. 10) ERRORS AND OMISSIONS Each Recipient should notify the Bank of any error, fault, omission or discrepancy found in this RFP document but not later than 07.10.2016.
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11) ACCEPTANCE OF TERMS The Recipient will, by responding to the Bank's RFP document, be deemed to have thoroughly read the whole RFP document and unconditionally accepted the terms and conditions as stated. 12) RFP RESPONSE TERMS 12.1) Lodgment of RFP Response RFP Response terms should be guided by item nos. 12.2 to 12.5 of Section - I. 12.2) RFP Closing Date It should be submitted not later than 19.10.2016, 3.00 PM IST (Indian Standard Time = GMT + 05.30 Hrs.). 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 on Bank's web site. In order to allow prospective Bidders reasonable time to take the amendment into account in preparing the Bids, the Bank, at its discretion, may extend the deadline for a reasonable period and will be posted on Bank's website. 12.3) Submission to Bank a. The RFP response documents should be submitted in paper copies in two sets (Original Set and Duplicate Set) and each, set should contain one copy each of the following:
A sealed envelope containing 'FULL PARTICULARS OF ELIGIBILITY CRITERIA' should be super scribed "ELIGIBILITY CRITERIA FOR APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS REENGINEERING".
A sealed envelope containing Technical Bid documents should be super scribed "TECHNICAL BID FOR APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS REENGINEERING "
Second sealed envelope containing Commercial Bid documents should be super scribed "COMMERCIAL BID FOR APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS REENGINEERING".
b. The above THREE envelopes should be put together in a FOURTH envelope to constitute one set. Each set (Original and duplicate) should then be packed super scribing "APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS REENGINEERING". The e-mail address and phone / fax numbers of the Bidder should also be indicated on the sealed envelope.
c. The proposal should be prepared in English in MS Word / Excel /power point format. All correspondence will be in English. The Bid shall be typed in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. The person or persons signing the Bids shall initial all pages of the Bids. Any inter-lineation, erasures or overwriting shall be valid only if they are initialed by the person signing the Bids. The Bank reserves the right to reject the Bids, not conforming to the above.
d. The Bidder shall submit the proposals/Bid properly in a file so that the papers are not loose. All the pages of the proposals including documentary proofs should be numbered as "Page ___(current page) of___(Total pages)" and be signed by authorized signatory under seal of the firm. This should be supplemented by soft copy of all the documents / certificates in a CD. It should be noted that in case of any discrepancy in information submitted by the Bidder in hard-copy and softcopy, the hard-copy will be given precedence.
e. Paper copies of RFP response as mentioned above & one soft copy (MS Word and Excel, on CD ROM) of Technical Bid must be submitted to Bank at the following address:
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The General Manager Planning & Development Department VIJAYA BANK Head Office 41/2, M.G. Road Bangalore – 560 001
f. The evaluation of the bids will be done as per the selection criterion specified under Section IV 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.
12.4) Submission will be valid if: Copies of RFP response documents are submitted as per point no. 12.3, subject to point 12.7, before the aforementioned closing date specified in point 12.2. Submission by Fax transmission or email is not allowed and will be considered invalid. 12.5) Registering of RFP Registering of RFP response will be effected by the Bank by making an entry in a separate register kept for the purpose upon Bank receiving the RFP response in the above manner (Point 12.1 to 12.4). All submissions, including any accompanying documents, will become the property of 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. 12.6) RFP Validity Period
a. RFP responses will remain valid and open for evaluation according to the terms for a period of at least 120 days from the date of opening of technical bid.
b. The Bank shall also have the right at its sole and absolute discretion to continue the assignment/contract with the successful bidder for future requirements on the rates finalized in this processing for various items/activities as described in the Price 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 extension of period of validity.
12.7) Requests for information Recipients are required to direct all communications for any clarification related to this RFP, to the Bank official as mentioned under clause 'e' of Point 12.3. of Section I. 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 specified in the time limits given in the Key Dates i.e. 07.10.2016 5.00 P.M mentioned at the beginning of this document. The Bank will try to reply, without any obligation in respect thereof, every reasonable query raised by the Recipients through the Bank's web site and/ or email. However, the Bank will not answer any communication initiated by Respondents later than 07.10.2016 by 5.00 P.M. 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 through email. If Bank in its sole and absolute discretion deems that the
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originator of the query will gain an advantage' by a response to a question, then Bank reserves the right to communicate such response to all Respondents. Bidders, seeking clarifications, queries, questions, etc. should address it to the nominated point of contact as given below through e-mail or in writing:
The General Manager Planning & Development Dept. Vijaya Bank Head Office 41/2 M G Road Bangalore-560001 E-Mail : [email protected] Bidders should provide their e-mail address in their queries without fail. All responses will be posted on the web site of the Bank i.e. https://www.vijayabank.com
13) NOTIFICATIONS Bank will either notify the Respondents individually in writing or email 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 shortlisted on the basis of Technical Bid Evaluation and / or finally selected in the Bank's website after completion of the entire evaluation process, as enumerated in this RFP. 'Bank is not obliged to provide any reasons for any such acceptance or rejection. 14) DISQUALIFICATION Any form of canvassing/lobbying/influence/query regarding short listing, status, etc. will be a disqualification. 15) 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 RFP
Clarifications/ Pre-Bid Meeting
Receipt of RFP Bids
Evaluation of Bids Award of
Contract
a b
a) Technical Bid b) Price Bids of technically qualified consultant
The timeframe for the overall selection process is mentioned under Key Dates of this document. 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 through the web site 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 web site.
The dates are mentioned under "Key Dates" at the beginning of this document. These are tentative dates and the Bidder acknowledges that it cannot hold the Bank responsible for breach of any of the dates by bank.
Note: Bidders can depute their authorized representative (only one) to attend the bid opening process. No separate information will be given in this regard to the Bidders for deputing their representatives.
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Section II 1) Vijaya Bank - Basic Information for RFP Vijaya Bank was established in 1931. The Bank was nationalized on April 15, 1980 in the second phase of Bank nationalization. It is a Government of India undertaking with 70.33% of the share capital held by the Government of India and 29.67% held by the public, corporate, financial institutions and employees.
The Bank has a total business of Rs. 217839 Crore as on 30.06.2016 comprising of Rs. 127640 Crore of Deposits and Rs. 90199 Crore of Advances. (Details are available on our website - www.vijayabank.com).
The Bank is having a three tier organizational structure comprising of 1868 branches, 32 Regional Offices (“RO”) and a Head Office (“HO”) located at Bangalore. The Bank’s branch network is spread across the country and is completely working on the Core Banking Platform using Finacle as the Core Banking Solution.
The Bank is the Lead Bank for Mandya, Dharwad and Haveri Districts in Karnataka.
The International banking business is handled through 49 designated branches for dealing in foreign exchange.
2) Bank’s Mission:
The mission of the Bank is to emerge as a prime nationalized Bank backed by modern technology, meeting customers’ aspirations with professional banking services and sustained growth contributing to national development.
3) Organizational Structure of the Bank
The organizational structure of the Bank consists of three tiers viz., HO, ROs and Branches. HO, consisting of various functional departments deals with mainly policy formulation, setting of targets and monitoring of performance. The Bank has set up 32 Regional Offices to exercise immediate supervision and control over the branches under their jurisdiction. In addition to the branches, there are 12 Service Branches, which handle the work relating to collection of instruments drawn on branches in these centres and clearing functions. For better cash management the Bank has set up 27 Currency Chests. As the extended wings of Internal Audit and Supervision Department at Head Office, the Bank has also set up 12 Regional Inspectorates. For quick processing of Retail Loans, Bank has established 19 Retail Asset Centralized Processing cells and 9 MSME Cells. The Bank is fully functional on the CBS platform and has also implemented a suite of applications, integrated with the CBS solution. The bank has deployed state of the art technologies and industry’s best IT practices and implemented comprehensive IT security policies and procedures to meet customer’s aspirations. The bank is steadily expanding geographically to cater banking services to all sections of society meeting the social obligation. The bank has its vast presence in rural /semi urban areas and a lead participant in Financial Inclusion to rope in the remotest population in country’s growth mission. During the year 2015-16 Bank has opened 246 branches and planned to open 150 more branches during the current financial year.
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KEY RATIOS (%)
2011-12 2012-13 2013-14 2014-15 2015-16
Cost of Deposit 7.68 8.07 7.98 8.10 7.34
Yield on Advances 11.73 11.54 11.26 11.34 10.52
Net Interest Margin 2.47 2.13 2.02 1.93 2.27
Return on Assets 0.66 0.59 0.35 0.33 0.28
Capital Adequacy Ratio % (Basel II) 13.06 11.32 10.97 11.43* 12.58*
*Basel III
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SECTION III 1) Introduction
1.1) The performance as indicated in Section II based upon a large customer base and state of the art technology gives the Bank a very strong platform to build upon. Despite this strong performance, the belief is that the Bank must keep adopting new and better practices to maintain its front-line position. Any change must update and improve the existing business strategies and approach, without compromising on The Bank's core philosophy of prudent banking.
1.2) The Bank has always been at forefront of change in response to the macro conditions of the Indian banking sector. The Bank was one of the first public sector banks to have completed 100% CBS roll out in all branches, centralized back office activities and having business unit verticals for all key segments.
1.3) The banking industry is undergoing rapid change. Some of these changes have been led by customer demands, like the entry of younger people in the banking population and some other changes have been due to the evolving nature of competition, like the increasing reach of private sector banks. Customer needs are also evolving as they get exposed to other service industries.
1.4) Changes in the business environment have been felt, with the competition intensifying, not only between private sector and public sector banks, but also among the public sector banks.
1.5) In addition, change has also happened on the customer front. The demographic dividend is one of the drivers of our current and future growth. It is expected that the customer profile will shift towards the younger population. Banks have to be competitive in serving this segment. Not only that, even existing customers, with the changing pace of life are realizing the money value of time, driving up the usage of alternate channels from the banking industry .
1.6) The maturing of the Indian consumer - whether retail or corporate has led to the need to service them with an ever increasing range of products and services, resulting in the entry of several new product lines into Indian financial services including banking. In a highly competitive and dynamic market scenario, the Bank Plans to adopt specific business strategies for sustaining core business growth, to improve the competency, efficiency and productivity levels.
1.7) In the light of these changes, the bank has felt the need to initiate Business Process Reengineering. The objective of the Programme is to achieve efficiency in business operations, higher employee productivity and improve turnaround time (TAT) in Key and service offerings.
2. Scope of work for consultant 2.1) Bank wishes to appoint competent consultant to assist the Bank in designing and
implementing Business Process Re-engineering. Among other areas specified elsewhere in this section the scope of the work in this programme will include understanding of' the existing framework and also the working of the Bank. Thus the consultant is expected to support the design, implementation planning and actual implementation with proof of concept for Business Process Re-engineering.
2.2) The following paras describe the scope of work to be covered during the assignment.
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2.3) Business Process Re-engineering
The Bank wishes to embark upon a process reengineering, which will streamline the business
processes and ensure consistent and speedy customer service. The Bank also wishes to offer
uniform retail banking experience to our customers across all its branches. The Scope of the
Consultant under Business Process Re-engineering would include, but not limited to:
To study the current processes and devise changes in processes like account sourcing,
account opening (SB/CA, Term Deposits), credit appraisal (retail loans, MSME/Agri
businesses), deliverables management process, Single Window operations, forex
operations, forecasting on profitability and any other process carried out at the branch.
Define the concept and agenda for branch transformation.
Evolve a dynamic branch model: Re-configuring branches using a modular, scalable
approach – to reduce transition time, to facilitate segmentation across branches, to drive
role-alignment.
Define the target operating model - Defining the blue print of future operating model of the
Bank including front and back offices, support and control units etc, the number, their
locations, roles of different units and their resourcing.
Branch process redesign: Reengineering select processes to reduce the turnaround time
and to enhance the competitive edge.
Customer Centric: Review and redesign work flow at branches to derive maximum
customer satisfaction of all segments of customers.
Employee Centric: Review and redesign optimum staff deployment at branches
based on location and business size and in administrative units based on the size of
the Regional Office.
Re-design of branch configuration and standardization of branches.
Target operating model to transform the branches from process oriented to services and
sales oriented outfits.
To devise strategies for enhanced customer service /customer on-boarding and customer
experience.
Suggest Strategies to Leverage retail customer segmentation approach and define strategic
priorities for each customer segment.
Review of role of each operating unit to arrive at an optimum balance between sales,
service and operations activities.
Segregation of Front and Back Office jobs. Identify opportunities for centralization of
Account Opening, Clearing and remittances, Loan appraisal and sanction, Issue of cheque
books, due notices both for instalments of loans and maturity of deposits. Creation of Back
office at Centralized Location.
Increasing Digital Transactions at branches. Strategies for optimum utilization of self
service kiosks.
Strategies for improving digital work flow. Review and redesign work flows and document
flows at branches. Digital/ Automated generation of Reports.
Build a robust tracking and monitoring mechanism of all transactions including complaint,
loan application, instrument given for collection etc.
Review and redesign processes effectively using the technology to enlarge fee based
income activities.
Review, identify opportunities and suggest steps to improve income through government
business viz, PPF Accounts, New Pension Scheme, tax collection etc.
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Benchmarking the performance recognition process and system at branches with those of
best in the industry. Defining detailed performance measurement scorecards for key
employees and employee groups at branches.
Review and redesign the Sales & Marketing structure to drive sales and support.
Assist the Bank in the implementation of the changed processes across all the branches.
From the successful transformation of branches, the Bank is expecting
Improvement in CASA Deposits: Minimum y-o-y growth of 25% from the existing levels at
redesigned branches.
Improvement in transactions through Alternative Delivery Channels: At least minimum of
50% of the transactions to be through ADC channels.
Reduction in Turn Around Time (TAT) in Branch Transactions by 20% over IBA norms.
Increase in Cross Selling Ratio to 3.
3. Time Frame for the programme:
The Bank envisages the consultants to be engaged in the programme for duration of 18 months. However, at least 200 branches should be covered within 12 months from the date of starting of the project in respect of the scope of work defined above and a total of 600 branches should be covered during the programme period.
Phase I – Assessment & Design - (2 months): During this period, the consultant will be expected to assess the starting position on each of the items of the scope (as given in this section), identify relevant actions, and submit consolidated proposal suggesting plan for accomplishment of the programme enabling, seamless launching and implementation.
Phase II - Pilot - (3 months): During this period, pilot the implementation of actions, review and set up the rollout plan. The Consultant has to assist the Bank to implement the redesigned/ re-engineered the process/es in 30 branches across the Bank. List of the branches will be decided in consolation with the Successful Management Consultancy Firm.
Phase III - Implementation: During this period, accompany and enable the Bank teams' to implement and carry forward the change process. Review the process all through the Bank as per the scope of work. This phase will also includes training of Bank’s staff in adequate numbers and hands on assistance at field level implementation across the country. Consultants should work with Bank’s team in creating in-house capability for managing the transformation, stabilizing the technology support, feedback and assessment on impact and course correction as required.
The Bank reserves the right to extend the programme on similar commercial terms, beyond the current proposed duration of 18 months, if it feels that such an extension will be of benefit to the Bank.
4. Commitment on resources: The Bank envisages continuous involvement of the consultant throughout the assignment. The on-site team shall consist of a judicious mix of Senior, Middle and Junior Executives. On-site team of consultants shall work under the overall guidance and control of Top Executive of the Consultant Firm. As and when need arises, subject matter experts need to be present on site to supplement the efforts of the on-site team. It is, therefore, essential that in their respective technical bids, the consultants indicate clearly the full time resources that will be based in the Bank's offices and work alongside a dedicated bank team during the course of the entire programme. The desirable composition as envisaged by the Bank is an average of minimum 6 full time dedicated members over the duration of the programme. The bank envisages the assignment to be overseen by experienced programme directors at senior level with expertise in relevant areas. The programme directors should have proper and adequate commitment for this exercise. The Bank will evaluate the technical bids with particular emphasis to the quality, composition and relevant experience of the resources committed in various capacities.
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Section IV ELIGIBILITY CRITERIA. BID SYSTEM / PROCEDURE & DOCUMENTATION 1. ELIGIBILITY CRITERIA
SL. No.
Details Support Documents to be submitted
1. The Consultant should be a Government Organization / Public Sector Unit / Partnership Firm / Private Limited Company / Public Limited Company registered or incorporated in India. It should not be Individual / Proprietary Firm / HUF etc.
Certified copy of the Certificate of Incorporation issued by the Registrar of Companies and Certificate of Commencement of Business issued by the Registrar of Companies (For Public Limited Company).
2. The Consulting Firm must have 10 years of program experience in advising Indian Public Sector Banks or Large Indian Private Sector Banks / Financial Institutions with pan-India presence on the matter of Business Process Reengineering.
Client references from organizations, including one Public Sector Bank clearly indicating the scope of engagement and duration of engagement.
3. The consulting firm should have successfully concluded minimum of three programmes in Indian Public Sector Banks or Large Indian Private Sector Banks / Financial Institutions with pan-India presence on long term basis (more than 9 months) on the area mentioned above in Sl. No. 2 in the last 10 years. They should have completed at least one programme on Business Process Re-engineering in the past 2 years.
Client references from organizations clearly indicating the scope, duration and completion of engagement / purchase order details.
4. The consulting firm should have in house capability to take up assignment on their own but not through any associates. Joint or collative bids will not be accepted.
Undertaking Letter.
5. Declaration/ self-affidavit by the bidding firms as to their technical suitability (Annexure E2 and Annexure E3).
On Company Letter Head.
6. The Bidder should be a profit making company / firm during at least 2 out of the immediate three consecutive financial years (2013-14, 2014-15 & 2015-16).
Certified copies of Audited Financial Statements for the last three years. If the bidder is a Private Limited Company, Certificate of Chartered Accountant is acceptable.
7. The bidder should not have been black listed by any Government Financial Institutions / Banks / Government / Semi Government Departments / PSUs in India.
A self declaration by the Bidder on Company’s letter head.
8. The Bidder’s Firm should not be owned or controlled by any Director or Employee or Relatives of Vijaya Bank.
A self declaration by the Bidder on Company’s letter head.
Those who fulfill all the eligibility criteria as mentioned above are only, eligible to take part in this bid exercise. The Bidder should submit their responses along with documentary proofs and self declarations, wherever required for the above eligibility criteria. Proposals of those Bidders, who do not fulfill the eligibility criteria as stated above fully, will be summarily rejected.
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2. PRE-BID QUERIES The Management Consultant should carefully examine, understand the scope and terms and conditions of the RFP and may seek clarifications, if required. The bidders in all such cases seek clarification in writing in advance, in the same serial order of the RFP by mentioning the relevant Page number and clause number of the RFP. All communications regarding points requiring clarifications on doubts, if any, shall be given in writing to the General Manager, Vijaya Bank, Planning and Development Department, 9th Floor, 41/2, M G Road, Trinity Circle, HO Bangalore by the intending bidders before 5.00 P.M on 07.10.2016. Queries should be submitted as per the format Annexure - . 3. SELECTION AND EVALUATION PROCESS - TWO STAGE BIDDING PROCESS:
For the purpose of selection of the successful bidder/ Vendor, a two stage bidding
process will be followed. The response to the present tender is to be submitted in two parts, i.e. the Technical Bid
and the Commercial Bid. The Bidders will have to submit the ‘Technical Bid’ separately from the ‘Commercial Bid’.
The Bidder has to submit their response in hardcopy and softcopy in Microsoft Office document formats for Technical Bid. For commercial bid, it is enough if the hard copy duly signed by the authorized signatory is submitted.
The ‘Technical Bid’ will contain the exhaustive and comprehensive details of approach, methodologies to be followed, assertions, documents and any other collateral the Bidder would want to submit to the Bank.
The ‘Commercial Bid’ will contain the pricing information alone. The Technical Bid should NOT contain any pricing or commercial information at all. Any
bids violating this will be summarily rejected and the bids shall be disqualified from further evaluation
The evaluation/ selection process will be done with the combination of technical competence and commercial aspects.
The bid offer proposals will be evaluated first against the stipulated eligibility criteria and those complying with it will be shortlisted. The others not complying with the eligibility criteria will be rejected summarily.
Thereafter, the eligible and shortlisted Bidders only shall be evaluated for technical suitability by inviting them for presentation to a Selection Committee.
Commercial proposal shall be opened only for those short-listed Bidders who have qualified by securing a minimum cut-off score of 60% marks in the Technical Proposal evaluation.
4. FORMATS OF BIDS The Bidders should necessarily submit the information as per the formats given in the RFP while submitting the documents / certificates for both technical and commercial bids. Any deviation in this regard will entail the Bidder for disqualification. 5. SUBMISSION OF BIDS 5.1 The response to the RFP will be in three parts (1)(a) Eligibility (1)(b) Technical Bid and (2) Commercial Bid. All the three parts must be submitted at the same time but in three separately sealed envelopes giving full particulars and addressed to The General Manager, Vijaya Bank, Planning & Development Department, Head Office, 41/2, M.G.Road, Bangalore – Karnataka duly super scribed as "Eligibility criteria", "Technical Bid" and "Commercial Bid". All three responses as given above should then be put in one envelope/packet and super scribed as "Response to RFP BUSINESS PROCESS RE-ENGINEERING” and addressed to The General Manager, Vijaya Bank, Planning & Development Department, Head Office, 41/2 M.G. Road, Bangalore – Karnataka, Pin Code: 560001 and should reach on or before – 19.10.2016 by 3.00 PM as specified in the schedule on Key Dates defined at the outset of this RFP.
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5.2 The requisite certificates and documents supporting the Eligibility criterion should be submitted - Annexure E 1
5.3 The firms meeting the eligibility criteria as laid out above will be taken forward to the next stage of technical evaluation.
5.4 The bidder shall submit Bid Earnest Money (EMD) of Rs. 25,00,000/- (Rupees Twenty Five Lakhs only) through a bank draft issued in favour of Vijaya Bank, payable at Bangalore along with the bid documents. No interest shall be payable on the EMD. In case of unsuccessful bidders, EMD will be returned on completion of selection process i.e, 10 days after the Bank entering into consultancy agreement with the Successful bidder.
The EMD will be forfeited
a) if a bidder withdraws his bid during the period of Bid validity;
b) In case of a successful Bidder, if the Bidder fails to
i. accept the purchase order ii. to furnish performance guarantee valid for 90 days beyond the contract period.
iii. to deliver the relevant services within the stipulated period iv. fails to comply any terms of RFP or Purchase Order.
For the successful bidder, EMD will be returned on submission of performance Bank Guarantee as given below.
Performance Bank Guarantee (Successful Bidder) – The successful bidder shall participate in the process of consultancy for Business Process Re-engineering Programme in the Bank. The successful bidder in the bidding process shall be required to give a performance bank guarantee to the bank equal to 10% of the final contract amount valid for 90 days, beyond the contract period.
5.5 Technical proposal 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.
5.6 Technical proposal 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.
5.7 Details about similar type of work undertaken, particularly for Indian Public Sector Banks and other banks including global institutions should be highlighted along with the profile of the key persons who would be assigned to the programme. The Technical proposal should include details about the team, its composition and key, executives proposed in various states of the programme, as per proforma given in Annexure - D (a and b) for the Bank to compare the quality of teams between different Bidders.
5.8 The Technical Bid (TB) should be complete in all respects and contain all information required in the document. The Technical bid should be submitted in an organized and structured manner. The Technical Bid should comprise the following:
a) Details of experience in providing consultancy on Business Process Reengineering to banks/ financial institutions in India in last 10 years (special consideration will be given to those which provided such services to public sector banks and public sector financial institutions of reasonable size) - Annexure T1.
b) Please provide the client names, description, duration, start date, team size, and references from senior executives - Footnote to Annexure T 1.
c) Detailed approach, methodology and work plan (including methodology for transfer of skills and capabilities) Annexure T2.
d) Team structure and profiles of programme leadership and experts who will be involved in the engagement in various capacities - Annexure T3.
e) Declaration / self-affidavit by the bidding firms as to their technical suitability - Annexure E2 and E3.
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f) Technical Bid should have no financial information. If technical proposal is found containing any information, the bid will be summarily rejected.
5.9 The Commercial bid will contain the financial quote covering total price / fees / cost of undertaking the assignment inclusive of all out of pocket expenses of the consultant. Service tax has to be shown separately. Consultants will bid an overall amount for the entire programme duration of 18 months. The Commercial Bid shall be on a fixed price basis. No upward revision in the price would be considered on any count. Relevant price information and the rates should be quoted in Indian Rupees only. The format of Commercial Bid is given in Annexure C 1.
5.10 The Commercial bid made by the firm should take care of the following points:
a. The Commercial Bid contradicting the Technical Bid (TB) in any manner will be rejected. b. Price Bid containing conditional offers will be rejected. c. Bid submitted with adjustable / variable price quotation (excepting Govt. taxes) will be
treated as nonresponsive and will be rejected. d. In case of discrepancy in words and figures, the price quoted in figures will be taken as
final. e. Any over writing, erasure, etc. has to be initialed by the authorized person.
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Section V EVALUATION METHODOLOGY 1. OPENING OF TECHNICAL OFFERS Technical Offers received within the prescribed date and time will be opened in the presence of the authorized representatives of the Management Consultancy Firm, who choose to attend the opening of the offer on the date and time specified in this RFP document. The representative has to submit an authority letter duly signed by the Management Consultancy Firm, authorizing him to represent and attend the Bid opening on behalf of Management Consultancy Firm.
2 EVALUATION OF TECHNICAL BID The evaluation of functional and technical capabilities of the Bidders of this RFP will be completed by having presentation and discussions with the Bidders. This will be an important input to understand quality of consultant's methodology, experience and other details furnished by the consultant.
Based on the documents submitted by the eligible Bidders and the presentation made by them before the Selection Committee, their Technical Bids will be evaluated. A maximum of 100 marks will be allocated for the technical bid. The technical scoring of the proposals will be broadly based on the following criteria.
1. Experience of the Firm - (25 Marks)
Experience in Business Process Re-engineering including their experience in Public Sector Banks.
2. Methodology, Work Plan and appreciation of Vijaya Bank context - (40 Marks)
Quality of understanding of Business Process Reengineering in the Bank and its imperatives, Quality of ideas/solutions proposed to address the Bank’s requirements/Activities/Tasks/Initiatives/ Project Planning/resource Planning, timeline for implementation etc.
3. Suitability of Key Resources - (25 Marks)
Quality of Key Resources, relevant experience of the resources.
4. Transfer of Knowledge and enablement - (10 Marks)
Proposed plan for enablement, engagement, methodology for building capabilities in the Bank and proposals for sustainability and institutionalizing the process in the Bank.
The detailed Technical Evaluation Criteria is as under:
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EVALUATION OF TECHNICAL BID 1. Experience of the Firm
Sl. No.
Criteria Maximum Marks
Scored Marks
1 Experience of working in India with Public Sector Banks/Large Indian Private Sector Banks/ Financial Institutions with pan-India presence on Business Process Reengineering.
Upto 3 Projects 5
Upto 6 Projects 7
Upto 10 Projects 10
2 Relevance of Projects to present RFP Scope 10
3 Quality of work as determined through references 5
TOTAL 25
2. Methodology, Work Plan and appreciation of Vijaya Bank context
Sl. No.
Criteria Maximum Marks
Scored Marks
1 Understanding of the Job 10
2 Approach and Methodology 10
3 Solutions to Work Plan 5
4 Understanding & Appreciation of Challenges in Vijaya Bank
15
TOTAL 40
3. Suitability of Key Resources
Sl. No.
Criteria Maximum Marks
Scored Marks
1 Experience of the Team Leader in BPR activities – Qualification and relevant experience in BPR.
10
2 Experience of the Key Persons in BPR activities – Qualification and relevant experience in BPR.
10
3 Feedback from the clients on implementation of BPR Activities.
5
TOTAL 25
4. Transfer of Knowledge and enablement
Sl. No.
Criteria Maximum Marks
Scored Marks
1. Ideas to transfer of skills and capabilities for knowledge transformation and training.
10
TOTAL 10
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PRESENTATION-CUM-INTERVIEW The short listed bidders will be asked to make a presentation before the selection committee of the Bank on the approach and methodology, time frame for various activities, strengths of the bidders in implementation of the proposed activity in the bank. The technical capability of the bidders shall clearly reflect during the presentation-cum-interview. A maximum of 75 minutes will be allowed to each of the short listed bidder in technical bids for making presentation. Bids of those bidders who fail to attend the presentation-cum-interview and make the presentation will be eliminated from selection process. Bidders invited for the presentation and who score minimum 60% marks in the technical evaluation criteria as decided by the Bank will be considered for financial evaluation. The financial bids of the bidders with technical marks less than 60% will not be considered for financial evaluation. However, Bank reserves the right of scaling down the minimum marks from the aforesaid 60% to 50%. Beyond this, further reduction in the aforesaid score will not be entertained, thus the selection process will be annulled. 3 EVALUATION OF COMMERCIAL BID The Commercial bids of only those technically short listed bidders subject to their attaining minimum cut-off marks in the technical evaluation as decided and mentioned in para V.2 will be opened. In case of rest of the bidders, it will be retuned unopened. 4 TECHNO-COMMERCIAL EVALUATION In respect of all the qualified Bidders, in whose case, the Commercial Bid has been opened, a Techno and Commercial evaluation will be done by the Bank as per the following procedure: The Bank will adopt Techno-Commercial evaluation method to identify the winner. The technical bids will be assigned a weight of 70% while financial bids will be assigned weight of 30%. These weightages shall be taken into consideration for arriving at the successful management consultancy firm. The evaluation methodologies vis-à-vis the weightages are as under: Score (S) will be calculated for all technically qualified Management Consultancy firms using the following formula. S = (T/T High x 70) + (C low/C x 30) Where: S = Score of the Management Consultancy Firm T= Technical Score of the Management Consultancy Firm T High = Highest Technical Score of the Management Consultancy Firm C= Quote of the Management Consultancy Firm C low = Lowest quote of C among the Management Consultancy Firms 4.1 The proposal obtaining the highest total combined marks in evaluation of Techno Commercial evaluation will be ranked ranked as L-l. The proposal securing the highest combined marks and thus ranked L -1 will be recommended to be taken forward in the process. The name of L-1 bidder will be displayed on the Bank's official website. 4.2 After identification of L-1 bidder, the Bank will follow the internal procedures for necessary approvals and there after proceed with the notification of award to L -1 bidder. "
4.3 The Bank retains the right to finally negotiate the commercials with the selected Bidder (L-1) who is chosen after following the evaluation processes outlined above to arrive at a reasonable remuneration before awarding the contract.
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Example
Sl. No.
Bidder Technical Evaluation Marks (T)
Price Bid (C)
Technical Score
Commercial Score
Combined Score (Out of 100)
1 X 95 71 95/95 x 70 = 70
60/71 x 30 =25.35
70.0+25.35=95.35
2 Y 85 65 85/95 x 70 = 62.63
60/65 x 30 =27.69
62.63+27.69=90.32
3 Z 80 60 80/95 x 70 =58.95
60/60 x 30 = 30
58.95+30.0=88.95
In the above example bidder X with highest score becomes the successful bidder.
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Section VI 1. GENERAL TERMS AND CONDITIONS 1.1 Term of Assignment The selected Bidder under this RFP will be appointed for a Period of 18 months as mentioned in the above scope which inter-alia shall include the period of successful implementation of Pilots. 1.2 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. 1.3 Execution of PA/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 have to execute non-disclosure agreement. c. They will be required to execute both the PA and NDA within one month from the date of notification in the website of the Bank about the final selection of the Bidder or completion of the required processes as outlined in the RFP, whichever is earlier.
1.4 Period of Contract The selected Bidder is expected to complete the entire period of assignment within a period of 18 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 with reference to this date. 1.5 OTHER TERMS & CONDITIONS The Bank reserves the right to: 1) Reject any and all responses (bids) received in response to the RFP, in part or in full, and to cancel the bidding process and reject all Bids at any time prior to award of the contract, without thereby incurring any liability to the Bidders or any obligation to inform the affected Bidder or Bidders on the grounds for the bank's action or without assigning any reasons, whatsoever. 2) Change any clause including evaluation criteria of this RFP as deemed necessary in the process before the opening of technical bid. 3) 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. 4) To negotiate any aspect of proposal with any Bidder and negotiate with more than one Bidder at a time after the RFP closes to improve upon or clarify any response in the bid proposal.' 5) Extend the time for submission of all proposals. 6) Share the information/ clarifications provided in response to RFP by any Bidder, with any other Bidder(s)/others, in any form. 7) Cancel the RFP /Tender at any stage, without assigning any reason whatsoever.
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1.6 Bank will deduct TDS at applicable rates as per relevant law. 1.7 Partial Bid of work will not be considered by the Bank. 1.8 Consortium / sub-contracting: Formation of Consortium or association of consultants and engaging sub-consultant is not allowed and such proposal will be disqualified.
1.9 Bidder shall bear all costs associated with preparation and submission of its Bid. 1.10 Bidder shall give an undertaking to the effect that none of their team member, partner, director or any other person in any other capacity deployed in the programme of Bank should be involved / retained in any capacity by any other Bank / Financial institution for similar assignment during the period of contract. 1.11 Amendment to RFP / bidding document and process: At any time prior to the deadline for submission of the bids, the bank may modify the RFP / bidding document and / or extend the deadline for submission of the bids. 1.12 The Bank shall be under no obligation to accept the lowest or any other offer received in response to this notice and shall be entitled to reject any or all offers without assigning any reason whatsoever. The bank may abort the entire process at any stage without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for bank's action.
2. WORK SPACE / STAFF MEMBERS REQUIRED The key persons identified by the selected Bidder for the programme should carry out their activities from the Bank's Head Office : 41/2 M.G. Road, Bangalore or from any other suitable location as provided by the Bank. The Management Consultancy firm is required to travel to other locations as part of the constancy services based on the need and as required after obtaining prior approval from the Bank. The requirement of the staff members from the Bank along with their expected skill test should be requested 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. 3. SUBSTITUTION OF PROGRAMME 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 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. 4. 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.
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5. 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 programmes. The selected Bidder shall allow the Reserve Bank of India (RBI) or persons authorized 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. 6. EXPENSES It may be noted that Bank will not pay any other amount / expenses / charges / fees / traveling expenses / boarding expenses/ lodging expenses/ conveyance expenses/ out of pocket expenses other than the "Agreed Professional Fee". 7. 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 programme, as will be defined here under:
Sl. No.
Parameter % of Amount
1. On completion of Assessment and Design 10% 2. On completion of Pilot 15% 3. On completion of implementation in 150 Branches 15% 4. On completion of implementation in 350 Branches 20% 5. On completion of implementation in 600 Branches 20% 6. On completion of the entire project 20%
No advance payments will be made. 8. NON PAYMENT OF PROFESSIONAL FEE If any of the items / activities corresponding to which certain price as mentioned in the price Bid is quoted, are not taken up by the Bank during the course of this assignment, the Bank will not pay the professional fees quoted by the selected Bidder in the Price Bid against such activity / item. 9. 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 / consultant shall be adequate to complete the assignment according to the specification and conditions attached thereto. The Bidder / consultant 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 fees, contract amount with taxes, royalties, VAT and other duties
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and the value and all details of other facilities and services necessary for proper completion of the assignment, except such as may be otherwise provided in the contract document for completion of the assignment. 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. Service Tax payable on the payment of contract amount will be borne by the Bank. 10. AWARDING OF CONTRACT
The Bidder whose bid is accepted will be referred to as selected Bidder and Bank will
notify the name of the selected Bidder by display in the Website of the Bank and also intimate the successful bidder.
The contract shall be awarded and the order shall be placed on selected Bidder. Bank releases the order either in full or in part or place more than one order towards the contract based on project plan.
The selected bidder shall submit the acceptance of the order within seven days from the date of receipt of the order. No conditional or qualified acceptance shall be permitted. The effective date for start of provisional contract with the Selected Bidder shall be the date of acceptance of the order by the bidder.
Bank reserves its right to consider at its sole discretion the late acceptance of the order by selected bidder.
On failure of the selected bidder to accept the order with in stipulated time, Bank shall be at liberty to select the next most responsive Bidder within the purview of the same RFP. The initially selected bidder stands disqualified for further participation in the subject bid.
Within 21 days from the date of acceptance of the order by the selected bidder, the bidder shall sign a stamped “Contract agreement” referred to as Contract in this RFP, with Bank, at the time, place and in the format prescribed by Bank. All stamp duty charges applicable on the agreement shall be borne by the selected bidder.
Within seven days after the execution of the Contract agreement, the selected bidder must submit a performance guarantee from a Public Sector Bank in India valid for 90 days beyond the contract period from the date of contract as per the format for an amount equivalent to 10% of contract value.
Bank at its discretion may cancel the order placed on the selected bidder without giving any notice in the event of bidder’s failure to submit the performance guarantee within the stipulated period from the date of execution of the contract.
The selected bidder shall be responsible for extending the validity date and claim period of all Bank guarantees as and when it is due on account of incompletion of the Project and warranty period. Bank shall invoke the guarantee before expiry of the validity, in case the work is not completed and the guarantee is not extended accordingly. Bank shall notify the selected bidder in writing before invoking the guarantee.
The performance guarantee will be discharged by Bank and returned to the selected bidder in Ninety days after the selected bidder‘s performance obligations under the contract are completed and accepted by Bank.
11. PERFORMANCE REPORTS The Selected Management Consultancy Firm shall provide regular updates to the Bank by way of presentations/reports. 12. 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.
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13. 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 Bangalore. 14. 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 as Penalty for nonperformance / delayed performance, if the delays caused for reasons attributable to the consultant.
(b) Notwithstanding what so ever stated in para 13(a) above, if the selected Bidder fails to
adhere to the time schedule or fails to complete the due performance of the obligations under this RFP as per Bank's satisfaction and if the cause of such failure is attributable to the Consultant, then the Bank can repudiate the contract and recover 10% of the contract value as Liquidated Damages from the selected Bidder by invoking the Bank Guarantee.
(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.
15. 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. In such case, the time for performance shall be extended by a period(s) not less than the duration of such delay. If the duration of delay continues beyond a period of three months, the Bank and the bidder shall hold consultations with each other in an endeavor to find a solution to the problem. Notwithstanding the above, the decision of the Bank shall be final and binding on the bidder. 16. AUTHORIZED SIGNATORY The selected Bidder shall indicate the authorized signatories who can discus 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 copy to discuss, sign agreements/contracts with the Bank. The Bidder shall furnish proof of signature identification for above purposes as required by the Bank. 17. INDEMNITY The selected Bidder shall indemnify, protect and save the Bank against all claims, losses, costs, damages, expenses, action suits and other proceedings, resulting from infringement of any law pertaining to patent, trademarks, copyrights, Intellectual Property Rights etc., The Bidder shall always remain liable to the Bank for any Losses suffered by the Bank due to any technical error negligence or fault, on the part of the Bidder, and the Bidder also shall indemnify, the Bank for the same. The selected Bidder shall keep the Bank, its Successors, Assignees and Administrators fully indemnified and harmless against loss or liability, claims actions or proceedings, if any, that may arise from whatsoever nature caused to the Bank through the action of its employees,
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agents, contractors etc., “Notwithstanding anything contained herein to the contrary, liability for any direct loss or damage shall not exceed the total contract value”. Indemnification is only a remedy for the Bank. The selected Bidder is not absolved from its responsibility of complying with the statutory obligations as specified above. Indemnity would be limited to court awarded damages and shall exclude indirect, consequential and incidental damages. However, indemnity would cover damages, loss or liabilities suffered by the Bank arising out of claims made by its customers and / or regulatory authorities. However, the selected Bidder would be given an opportunity to be heard by the Bank prior to making of a decision in respect of such loss or damage. 18. PERFORMANCE GUARANTEE The selected Bidder has to provide an unconditional and irrevocable Performance Bank Guarantee of 10% of the contract value from a Public Sector Bank in India (other than Vijaya Bank) 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 up to 90 days, beyond the contract period. 19. ERASERS OR ALTERATIONS Corrections / alterations should be properly authenticated by the authorized person in the same way as he has signed the bid documents failing which the bid will be rejected. The Bank may, at its sole discretion, waive any minor non conformity, or irregularity in the bid, which does not constitute a material alteration. Bidders cannot modify their bids after the deadline for submission of bids is over. 20. RIGHT TO REJECT BIDS Bank reserves the absolute and unconditional right to reject any bid offer in 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 not properly/duly signed. It is received through Telex/ Telegram /Fax/ E-mail. It is received after expiry of the due date and time. 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. It is submitted anywhere other than the place mentioned under Section-I, point 12.3
21. NO COMMITMENT TO ACCEPT OFFER The Bank is under no obligation to accept the highest scoring or any other offer received in response to this RFP and reserves its right to reject all the offers including incomplete offers without assigning any reason whatsoever. 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, 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
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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. 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, 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, sub contractors 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. CANCELATION 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 FRP / 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. Any other reason attributable to the Bidder.
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After the award of the contract, if the selected Bidder does not perform satisfactorily or delays execution of the contract, the Bank reserves the right to get the balance contract executed by another party of its choice by giving one month's notice for the same. In such an event, the selected Bidder is bound to make good the additional expenditure, which the Bank may have to incur for the execution of the balance of the contract. This clause is also applicable, if for any reason, the contract is cancelled. The Bank reserves the right to recover any dues payable by the selected Bidder from any amount outstanding to the credit of the selected Bidder, including the pending bills and / or invoking Bank Guarantee, if any, under this contract or any other contract order. 27. TERMINATION The Bank reserves its right to Terminate the Contract without assigning any reasons by giving a prior notice of 30 days. The Bank reserves its right to cancel the entire/unexecuted part of Purchase Order at any time without assigning appropriate reasons in the event of one or more of the following conditions:
i. Delay in implementation of the Project beyond the specified period. ii. Non-satisfactory performance of the Project during implementation.
iii. Failure to integrate/implement the Project as per the requirements of the Bank. iv. Serious discrepancies noted in the implementation of the Project. v. Breaches in the terms & Conditions of the Order.
vi. Non-satisfactory performance of the Project in terms of affecting the core systems of the Bank or the Core Business of the Bank and the functioning of the branches / Offices of the Bank.
In addition to the cancellation of the Purchase Order, the Bank reserves its right to invoke the Performance bank Guarantee given by the Bidder. There shall be no termination compensation payable to the bidder. 29. CORRUPT AND FRAUDULENT PRACTICES
i. As per the Central Vigilance Commission (CVC) directives, it is required that Management Consultancy Firms/Suppliers/Contractors observed the highest standard of ethics during the procurement and execution of such contract in pursuance of this policy.
ii. “ Corrupt Practice” means the offering, giving, receiving or soliciting of anything of values to influence the action of an official in the procurement process or in contract, execution and
iii. ‘Fraudulent Practice” means a misrepresentation of facts in order to influence a procurement process or the execution of contract to the detriment of the Bank and includes collusive practice among Management Consultancy Firms (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Bank of the benefits of free and open competition.
iv. The Bank reserves the right to reject a proposal for award if it determines that the Management Consultancy Firm recommended for Award has engaged in corrupt or fraudulent practices in competing for the contract in question.
v. The Bank reserves the right to declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time it determines that the firm has engaged in corrupt or fraudulent practices in competing for or in executing the contract.
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28. DISPUTE RESOLUTION If a dispute, controversy or claim arises out of or relates to the contract, or breach, termination or invalidity thereof, and if such dispute, controversy or claim cannot be settled and resolved by the Parties through discussion and negotiation, then the Parties shall refer such dispute to an independent arbitrator appointed on mutual agreement between the parties. The arbitration proceedings shall be conducted in English and a written order shall be prepared. The venue of the arbitration shall be Bangalore. The arbitration shall be held in accordance with the Arbitration and Conciliation Act, 1996. The decision of the Arbitrator shall be final and binding upon the Parties, provided that each Party shall at all times be entitled to obtain equitable, injunctive or similar relief from any court having jurisdiction in order to protect its intellectual Property and confidential information.
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ANNEXURE : C-l
COMMERCIAL BID FOR APPOINTMENT OF CONSULTANT FOR BUSINESS PROCESS REENGINEERING The General Manager, Vijaya Bank Planning & Development Department Head Office, #41/2, MG Road Bengaluru – Pin 560001. Sir, Sub: - RFP Reference No……………………. dated ………………………….(Appointment of Management Consultancy firm for assisting the Bank in implementation of Business Process Re-engineering) – Price Bid We give below our consolidated- rate for the services to-be rendered by us as per the scope of consultancy given in the "Request for Proposal (RFP) for Business Process Re-engineering Programme" dated 28.09.2016.
Amount (Rs.) Inclusive of all Taxes
Entire Project Cost as per the Scope of Work
Service Tax
TOTAL AMOUNT (Inclusive of Taxes) (in words)
We undertake to deliver all the deliverables as per the RFP document. Place: Date: Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - D (a) PROPOSED TEAM PROFILES The profile of each individual Team Member who would lead this assignment may be provided in the format given below:
1 Name
2 Current Designation
3 Nationality
4 Years in the Firm
5 Educational Qualifications
6 Language Proficiency
7 Areas of expertise
8 Programme led with description
9 Role in the proposed programme
We hereby acknowledge that the information provided by us is true and to the best of our knowledge. Place: Date: Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - D (b) STAFFING SCHEDULE Staffing schedule for the duration of 18 months of the programme should be detailed in the format given below:
PARTICULARS QUARTER
1 2 3 4 5 6
Names of key team leaders with time allocation (in percentage)
Number of staff deployed full time on site
Place: Date: Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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Annexure –E1
E1igibilitv Criteria
1. Name of the Consultant (s) (Specify Constitution - Partnership Firm/Company etc, Provide documentary proof of the same)
2. Address and contact details of the Firm/ Company in India
3. Name of the authorized person(s) / Partner(s) / Director(s) associated with the programme
4. Contact Telephone Number (Landline
and Mobile) and e-mail id of the
authorized person
6. Date of Establishment/ Incorporation
in India and overseas
7. Total number of offices world wide
8. Number of years of consulting
experience
9. Revenue of management consulting
business
10. Number of management consulting
staff
11. Of S1. 10 above, number of
consultants who have experience of
handling experience of handling long
term assignments (duration >= 9
months)
12. Number of Public sector banks and
Financial institutions with whom long
term transformation assignments have
been undertaken (duration >= 9 months)
13. Of S1. 12 above, number of public
sector banks with whom long term
transformation assignments undertaken
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14. Brief particulars of experience of the firm in extending consultancy
advice relevant to the programme
Name of Organization For whom Services rendered
Year Type of consultancy offered
Team Size
Period proposed for completion
Actual period for completion
Certificate for each completed progamme from the client be enclosed with this annexure. Place: Date: Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - E2
(LETTER TO THE BANK ON THE COMPANY'S / FIRM'S LETTER HEAD) To, The General Manager, Vijaya Bank, Planning & Development Dept. Head Office ,M.G. Road, Bangalore – Karnataka Dear Sir, Reg: RFP No. RFP/………………………………………………………………………………. Dated …………………………… (Appointment of Management Consultancy firm for assisting the Bank in implementation of Business Process Re-engineering) 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 per scope detailed in your RFP. We confirm that we have not been disqualified by any Bank / Financial Institution from undertaking any / or all of the above activities. We also confirm that the offer shall remain valid for 6 months from the date of the offer. 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)
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ANNEXURE - E3 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 Vijaya Bank as per your "Request for Proposal (RFP) for Business Process Re-engineering Programme" dated 28.09.2016. 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, deemed fit. The information submitted in the eligibility criteria and technical bid are true and are factually correct. Place: Date: Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - E4
OFFER COVERING LETTER
Offer Reference No: Date:
To, The General Manager, Vijaya Bank Planning & Development Department Head Office, #41/2, MG Road Bengaluru – Pin 560001. Dear Sir, Sub: RFP Reference No……………………. dated ………………………….(Appointment of Management Consultancy firm for assisting the Bank in implementation of Business Process Re-engineering) Having examined the above RFP including all Annexures, the receipt of which is hereby duly acknowledged, we, the undersigned offer to undertake the services in conformity with the said RFP in accordance with the Prices indicted in the Commercial Offer and made part of this bid. If our offer is accepted, we undertake to provide service as a management Consultancy firm for implementation of Business Process Re-engineering to be undertaken by the Bank for a period of 18 months and at the instance of the Bank, extend by a period not exceeding 12 months from the date of commencement of services. We agreed to abide by this offer till 6 months from the date of Commercial Offer opening and our offer shall remain binding upon us and may be accepted by the Bank any time before expiry of that period. Until a formal contract is prepared and executed, this offer together with the Bank’s written acceptance thereof and the Bank’s notification of award, shall constitute a binding contract between us. We confirm that we have not made any changes in the offer documents, except for filling in appropriate columns. We confirm that our company/firm has not been blacklisted/barred by any Regulator/Statutory Body and or Public Sector Undertaking. We confirm that our Company /firm do not have any pecuniary liability nor any judicial proceedings or any restraint restricting us in fulfilling the consultancy services. 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. Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - E5
BANK GUARANTEE FORMAT FOR EARNETS MONEY DEPOSIT
To, The General Manager, Vijaya Bank Planning & development Department Head Office, #41/2, MG Road Bengaluru – Pin 560001. WHEREAS…………………………………………………………………………(name of Bidder) (hereinafter called “the bidder”) has submitted its RFP dated ………………………………..(Date) for execution of (Name of Contract)……………………………………………..(hereinafter called the RFP) in favour of Vijaya Bank hereinafter called the “Employer”; KNOW ALL MEN by these present that we, ……………………………………..Bank, a body corporate constituted under the Banking Companies (Acquisition and Transfer of Undertakings) Act 1970 having its Head Office at ………………………amongst others a Branch at …………………………………. (hereinafter called the Bank) are bound unto the Employer for the sum of Rs. ………………………… (Rupees………………………………………………………………..only) for which payment well and truly to be made to the said Employer, the Bank binds itself, its successors and assigns by these presents; The CONDITIONS of this obligation are: 1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or 2. If the Bidder, having seen notified of the acceptance of its Bid by the Purchaser during the period of Bid validity: a) falls or refuses to execute the Contract Form if required; or
b) Falls or refuses to furnish the Performance Security, in accordance with the terms of the Bid;
We undertake to pay the Employer upto the above amount upon receipt of its first written demand without the Employer having to substantiate his demand, provided that in his demand the Employer will note the amount claimed by him is due to him owing to the occurrence one or both of the two conditions, specifying the occurred condition or conditions.
Notwithstanding anything contained herein, our liability of this Bank Guarantee shall not exceed Rs. ………………………………… (Rs………………………………………………………………….only)
The Bank Guarantee is valid upto ………………………………and
We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only and only of you serve upon us a written claim or demand on or before ………………….. (mention period of the Guarantee as found under clause (ii) plus claim period)
Dated………………day of ……………….20………….
SIGNATURE OF THE BANK
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ANNEXURE – E6
(Conformity with Hardcopy Letter)
Place: Date:
To, The General Manager, Vijaya Bank Planning & Development Department Head Office, #41/2, MG Road Bengaluru – Pin 560001. Dear Sir, Sub: RFP/………………………………………………………………………………………………………….. Further to our proposal dated ……………………………………….., in response to the Request for Proposal (hereinafter referred to as “RFP”) issued by Vijaya Bank, we hereby covenant, warrant and confirm as follows: The soft-copies of the proposal submitted by us in response to the RFP and the related addendums and other documents including the changes made to the original RFP documents issued by the Bank, conform to and are identical with the hard-copies of aforesaid proposal required to be submitted by us, in all respects. In case of any discrepancy/dispute, he Original hardcopy submitted by the bidder will prevail. Yours faithfully, Authorized Signatory Designation Bidder’s Corporate Name
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ANNEXURE T -1
RELEVANT EXPERIENCE Please provide following information for most relevant clients in India: Use the format below to provide information for which your firm was legally contracted for carrying out consulting assignment. Please mention more than one assignment under the same client if relevant. (U se separate sheet for each client)
1.1 Name of the client / description of the client:
Relevant Experience (can be more-than one):
1.2 Description of the assignment:
1.3 Duration of the assignment (in months): as per the agreement.
1.4 Start date:
1.5 End date:
1.6 Team size for the assignment (full time members):
Other experience with the client:
1.7 Duration of all the consulting Assignments for the client (in months):
1.8
No. of professional staff provided for all the consulting assignments for the client:
1.9 Terms of reference
1.10 Impact Achieved
1.11
Any other relevant information (please include client references / commendation letters, if any)
Reference letter from Senior Executive of the client to be attached regarding the successful completion.
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ANNEXURE T-2
DESCRIPTION OF APPROACH METHODOLOGY AND WORK PLAN The Consultants should submit the Approach, Methodology and work plan in one comprehensive document. The submission should highlight Management Consultancy firm’s primary hypothesis 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, suggestions and institutionalization of change with time line. 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 stated here. Consultants are requested to present their approach, methodology in the following three sections: a. Technical Approach and Methodology
In this section, consultant should explain their understanding of the assignment and the approach to be followed for carrying out the activities. The consultant should highlight the problems being addressed and their importance. The consultant should also explain why the methodology adopted is consistent with the overall objective of the programme, and also the specific objectives outlined for each pillar of the assignment.
b. Work plan
The consultant should provide the main activities to be carried out in the programme with appropriate timelines. The consultant should also lay out key milestones. The proposed work plan should be consistent with technical approach and methodology. c. Team structure and staffing
The consultant should propose the structure and composition of the team. It should list the main areas in the assignment and the staff proposed. The programme leadership and key experts involved should be properly highlighted.
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ANNEXURE T -3
RESUMES
Use the format below to provide information on key people that will lead and work on the programme
1.1 Name:
1.2 Current Position In the firm:
1.3 Educational Qualification
1.4 Areas of expertise / Period of experience:
1.5 Work undertaken that best Illustrates capability To handle the tasks assigned:
1.6
Role of the member: (Team Leader, expert, team manager, member, researcher, etc)
Authorized Signatory (ies) (Name, Designation and Seal of the Firm/Company)
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ANNEXURE - G1
FORMAT FOR PRE-BID QUERY(IES)
Clarifications/Amendments required on this RFP Terms and Conditions
(It is requested to submit their clarification /queries in word document in the following format) Sl.No Clause No.
and Page No. RFP Term Bidders Request for
following Clarifications and Amendments
Banks Revised Amendment
01. 02. 03. 04. 05.
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ANNEXURE: H-1
PRE CONTRACT INTEGRITY PACT General This pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is made on __________ day of the month of _________ 2016 for Tender No: BPR/VB/P&D/01/2016 dated 28.09.2016 for appointment of consultants for “Business Process re-engineering”, between, on one hand, Vijaya Bank, a body corporate constituted under Banking Companies (Acquisition & Transfer of Undertakings) Act 1980 having its Head Office at No.41/2, MG Road, Bangalore-560001 (hereinafter referred to as the “BUYER” which expression unless repugnant to the context or meaning thereof shall mean and include its successors and assigns) of the First Part and M/s _______________ represented by Shri. __________ Chief Executive Officer (hereinafter called the “BIDDER/SELLER” which expression shall mean and include unless the context otherwise requires, his successors and permitted assigns of the Second Part. WHEREAS the BUYER proposes to procure ________________ (Name of the equipment/item/service) and BIDDER/SELLER is willing to offer/has offered the equipment/item/service and WHEREAS the BIDDER is a private company/public company/Government undertaking/partnership/registered export agency, constituted in accordance with the relevant law in the matter and the BUYER is a Public Sector Bank performing its functions on behalf of the President of India. NOW, THEREFORE To avoid all forms of corruption by following a system that is fair, transparent and free from any influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into with a view to:- Enabling the BUYER to obtain the desired said equipment/item/service at a competitive price in conformity with the defined specifications by avoiding the high cost and the distortionary impact of corruption on public procurement and Enabling BIDDER to abstain from bribing or indulging in any corrupt practice in order to secure the contract by providing assurance to them that their competitors will also abstain from bribing and other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its officials by following transparent procedures. The parties hereto hereby agree to enter into this Integrity Pact and agree as follow: Commitments of the BUYER 1.1. The BUYER undertakes that no officials of the BUYER, connected directly or
indirectly with the contract, will demand, take a promise for or accept, directly or through intermediaries, any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any other advantage from the BIDDER, either for themselves or for any person, organization or third party related to the contract in
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exchange for an advantage in the bidding process, bid evaluation, contracting or implementation process related to the contract.
1.2. The BUYER will during the pre-contract stage, treat all BIDDERs alike and will provide to all BIDDERS the same information and will not provide any such information to any particular BIDDER which could afford an advantage to that particular BIDDER in comparison to other BIDDERs.
1.3. All the officials of the BUYER will report to the Bank/appropriate Government office any attempted or completed breaches of the above commitments as well as any substantial suspicion of such a breach.
2. In case any such preceding misconduct on the part of such official(s) is reported by the BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to be correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed fit, including criminal proceedings may be initiated by the BUYER and such a person shall be debarred from further dealings related to the contract process. In such a case while an enquiry is being conducted by the BUYER the proceedings under the contract would not be stalled.
Commitments of BIDDERs 3. The BIDDER commits itself to take all measures necessary to prevent corrupt
practices, unfair means and illegal activities during any stage of its bid or during any pre-contract stage in order to secure the contract or in furtherance to secure it and in particular commit itself to the following:-
3.1. The BIDDER will not offer, directly or through intermediaries, any bribe, gift, consideration, reward, favour, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER, connected directly or indirectly with the bidding process, or to any person, organization or third party related to the contract in exchange for any advantage in the bidding, evaluation, contracting and implementation of the contract.
3.2. The BIDDER further undertakes that it has not given, offered or promised to give, directly or indirectly any bribe, gift, consideration, reward, favour, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER or otherwise in procuring the Contract or forbearing to do or having done any act in relation to the obtaining or execution of the contract or any other contract with the Bank/Government for showing or forbearing to show favour or disfavor to any person in relation to the contract or any other contract with the Bank/Government.
3.3. *BIDDERs shall disclose the name and address of agents and representatives and Indian BIDDERs shall disclose their foreign principals or associates.
3.4. *BIDDERs shall disclose the payments to be made by them to agents/brokers or any other intermediary, in connection with this bid/contract.
3.5. *The BIDDER further confirms and declares to the BUYER that the BIDDER is the original manufacturer/integrator/authorized government sponsored export entity of the defense stores and has not engaged any individual or firm or company whether Indian or foreign to intercede, facilitate or in any way of recommend to the BUYER or any of its functionaries, whether officially or unofficially to the award of the contract to the BIDDER, nor has any amount been paid, promised or
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intended to be paid to any such individual, firm or company in respect of any such intercession, facilitation or recommendation.
3.6. The BIDDER, either while presenting the bid or during pre-contract negotiations or before signing the contract, shall disclose any payments he has made, is committed to or intends to make to officials of the BUYER or their family members, agents, brokers or any other intermediaries in connection with the contract and the details of services agreed upon for such payments.
3.7. The BIDDER will not collude with other parties interested in the contract to impair the transparency, fairness and progress of the bidding process, bid evaluation, contracting and implementation of the contract.
3.8. The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair means and illegal activities.
3.9. The BIDDER shall not use improperly, for purposes of competition or personal gain, or pass on to others, any information provided by the BUYER as part of the business relationship, regarding plans, technical proposals and business details, including information contained in any electronic data carrier. The BIDDER also undertakes to exercise due and adequate care less any such information is divulged.
3.10. The BIDDER commits to refrain from giving any complaint directly or through any other manner without supporting it with full and verifiable facts.
3.11. The BIDDER shall not instigate or cause to instigate any third person to commit any of the actions mentioned above.
3.12. If the BIDDER or any employee of the BIDDER or any person acting on behalf of the BIDDER either directly or indirectly, is a relative of any of the officers of the BUYER, or alternatively, if any relative of an officer of the BUYER has financial interest/stake in the BIDDER’s firm, the same shall be disclosed by the BIDDER at the time of filing of tender. The term relative for this purpose would be defined in Section 6 of the Companies Act 1956.
3.13. The BIDDER shall not lend to or borrow any money from or enter into any monetary dealings or transactions, directly or indirectly, with any employee of the BUYER.
4. Previous Transgression 4.1. The BIDDER declares that no previous transgression occurred in the last three
years immediately before signing of the Integrity Pact, with any other company in any country in respect of any corrupt practices envisaged hereunder or with any Public Sector Enterprise in India or Public Sector Banks in India or any Government Department in India that could justify BIDDER’s exclusion from the tender process.
4.2. The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be disqualified from the tender process or the contract, if already awarded can be terminated for such reason.
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5. Earnest Money (Security Deposit)
5.1. While submitting commercial bid, the BIDDER shall deposit an amount Rs. ________ (to be specified in RFP) as Earnest Money/Security Deposit, with the BUYER through any of the following instruments:
i) Bank Draft or Pay Order in favour of _______________ ii) A confirmed guarantee by an Indian Nationalized Bank/Scheduled
Commercial Bank other than RRBs/ Co-operative Banks, promising payment of the guaranteed sum to the BUYER on demand within three working days without any demur whatsoever and without seeking any reasons whatsoever. The demand for payment by the BUYER shall be treated as conclusive proof of payment.
iii) Any other mode or through any other instrument (to be specified in the RFP)
5.2. The Earnest Money/Security Deposit shall be valid upto to submission of Bank Guarantee covering warranty period/post warranty period for performance of the Contract.
5.3. In case of the successful BIDDER a clause would also be incorporated in the Article pertaining to Performance Bond in the Purchase Contract that the provisions of Sanctions for Violation shall be applicable for forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any reason for imposing sanction for violation of this Pact.
5.4. No interest shall be payable by the BUYER to the BIDDER on Earnest Money/Security Deposit for the period of its currency.
6. Sanctions for Violations
6.1. Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the BUYER to take all or any one of the following actions, wherever required:-
i) To immediately call off the pre-contract negotiations without assigning any reason or giving any compensation to the BIDDER. However, the proceedings with the other BIDDER(s) would continue.
ii) The Earnest Money/Security Deposit (in pre-contract stage) and/or Security Deposit/Performance Bond (after the contract is signed) shall stand forfeited either fully or partially, as decided by the BUYER and the BUYER shall not be required to assign any reason therefor.
iii) To immediately cancel the contract, if already signed, without giving any compensation to the BIDDER
iv) To recover all sums already paid by the BUYER, and in case of an Indian BIDDER with interest thereon at 2% higher than the prevailing Base Rate of Vijaya Bank, while in case of a BIDDER from a country other than India with interest thereon at 2% higher than the LIBOR. If any outstanding payment is due to the BIDDER from the BUYER in connection with any other contract for any other office/department/section/stores, such outstanding payment could also be utilized to recover the aforesaid sum and interest.
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v) To encash the advance bank guarantee and performance bond/warranty bond, if furnished by the BIDDER, in order to recover the payments, already made by the BUYER, along with interest.
vi) To cancel all or any other Contracts with the BIDDER. The BIDDER shall be liable to pay compensation for any loss or damage to the BUYER resulting from such cancellation/rescission and the BUYER shall be entitled to deduct the amount so payable from the money(s) due to the BIDDER.
vii) To debar the BIDDER from participating in future bidding processes of the Government of India/Public Sector Banks for minimum period of five years, which may be further extended at the discretion of the BUYER.
viii) To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman or agent or broker with a view to securing the contract.
ix) In cases where irrevocable Letters of Credit have been received in respect of any contract signed by the BUYER with the BIDDER, the same shall not be opened.
x) Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any reason for imposing sanction for violation of this Pact
6.2. The BUYER will be entitled to take all or any of the actions mentioned at para 6.1
(i) to (x) of this Pact also on the Commission by the BIDDER or any one employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER), of an offence as defined in Chapter IX of the Indian Penal code, 1860 or Prevention of Corruption Act 1988 or any other statute enacted for prevention of corruption.
6.3. The decision of the BUYER to the effect that a breach of the provision of this Pact has been committed by the BIDDER shall be final and conclusive or the BIDDER. However, the BIDDER can approach the Independent Monitor(s) appointed for the purpose of this Pact.
7. Fall Clause
7.1. The BIDDER undertakes that it has not supplied/is not supplying similar product/systems or subsystems at a price lower than that offered in the present bid in respect of any other Ministry/Department of the Government of India or PSU/PSB and if it is found at any stage that similar product/systems or subsystems was supplied by the BIDDER to any ministry/Department of the Government of India or a PSU/PSB at a lower price, then that very price, with due allowance for elapsed time, will be applicable to the present case and the difference in the cost would be returned by the BIDDER to the BUYER, if the contract has already been concluded.
8. Independent Monitors
8.1. The BUYER has appointed Independent Monitors (hereinafter referred to as Monitors) for this Pact in consultation with the Central Vigilance Commission (Mr.
A K Jagannathan, Flat No. 201, Confort Gaardenia,
Jogupalya Main Road, Halasuru, Bangalore - 560008)
8.2. The task of the Monitors shall be to review independently and objectively, whether and to what extent the parties comply with the obligations under this Pact
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8.3. The Monitors shall not be subject to instructions by the representatives of the parties and perform their functions neutrally and independently.
8.4. Both the parties accept that the Monitors have the right to access all the documents relating to the project/procurement, including minutes of meetings
8.5. As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will so inform the Authority designated by the BUYER.
8.6. The BIDDER(s) accepts that the Monitor has the right to access without restriction to all Project documentation of the BUYER including that provided by the BIDDER. The BIDDER will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional access to his project documentation. The same is applicable to Subcontractors. The Monitor shall be under contractual obligation to treat the information and documents of the BIDDER/Subcontractor(s) with confidentiality.
8.7. The BUYER will provide to the Monitor sufficient information about all meetings among the parties related to the Project provided such meetings could have an impact on the contractual relations between the parties. The parties will offer to the Monitor the option to participate in such meetings.
8.8. The Monitor will submit a written report to the designated Authority of BUYER/Secretary of the Department/General Manager, Planning & Development Dept. within 8 to 10 weeks from date of reference or intimation to him by the BUYER / BIDDER and should the occasion arise, submit proposals for correcting problematic situations.
9. Facilitation of Investigation In case of any allegation of violation of any provisions of this Pact or payment of commission, the BUYER or its agencies shall be entitled to examine all the documents including the Books of Accounts of the BIDDER and the BIDDER shall provide necessary information and document in English and shall extend all possible help for the purpose of such examination.
10. Law and Place of Jurisdiction This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the BUYER.
11. Other Legal Actions The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in accordance with the provisions of the extant law in force relating to any civil or criminal proceedings.
12. Validity
12.1. The validity of this Integrity Pact shall be from date of its signing and extend upto 5 years or the complete execution of the contract to the satisfaction of both BUYER and the BIDDER/SELLER, including warranty period, whichever is later. In case BIDDER is unsuccessful, this Integrity Pact shall expire after six months from the date of the signing of the contract.
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12.2. Should one or several provisions of this Pact turn out to be invalid, the remainder
of this Pact shall remain valid. In this case, the parties will strive to come to an agreement to their original intentions.
13. The parties hereby sign this Integrity Pact at ______________ on _________ BUYER Name of the Officer: Designation: Dept:
* Provisions of these clauses would need to be amended / deleted in line with the policy of the BUYER in regard to involvement of Indian agent of foreign suppliers.
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