01CBS0611

Reserve Bank of India
Request For Proposal for Data Migration Audit of Core Banking Solution Department of Government and Bank Accounts Core Banking Division
June 2011 This document contains 56 pages
This document is the property of Reserve Bank of India (RBI). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without the RBIs written permission therefore. The use of the contents of this document, even by the authorized personnel / agencies for any purpose other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian Law.
Reserve Bank of India Request For Proposal for Data Migration Audit of Core Banking Solution
Non-Disclosure Agreement
All bidders must sign the Non-Disclosure Agreement (NDA) and submit the same with the technical bid response of the Request for Proposal (RFP) for Data Migration Audit of Core Banking Solution, failing which would result in rejection of the bid. Bidders must comply with all clauses mentioned in the NDA. No changes to the NDA are allowed. The NDA must be executed on the bidders company letterhead. The NDA must be signed by the authorized signatory, along with requisite Power of Attorney/ Board Resolution authenticating/ authorizing the signatories of the NDA. If the Power of Attorney/ Board Resolution is not present along with the NDA, the technical bid will be rejected. Draft of the NDA is as under.
RFP for CBS Data Migration Audit at RBI
(Letterhead of the bidder)
Strictly Private and Confidential Shri Vijay Chugh Reserve Bank of India Department of Government and Bank Accounts (DGBA) Core Banking Division 3rd Floor, Amar Building, Sir P.M. Road, Fort, Mumbai 400 001, Maharashtra, India [Date]
[Salutation] Confidentiality Undertaking We acknowledge that during the course of bidding for Request For Proposal (RFP) floated for Data Migration Audit of Core Banking Solution (CBS) across Reserve Bank of India (RBI), we shall have access to and be entrusted with Confidential Information. In this letter, the phrase "Confidential Information" shall mean information (whether of a commercial, technical, scientific, operational, administrative, financial, marketing, business, or intellectual property nature or otherwise), whether oral or written, relating to RBI and its business that is provided to us pursuant to this Agreement. In consideration of you making Confidential Information available to us, we agree to the terms set out below: 1. We shall treat all Confidential Information as strictly private and confidential and take all steps necessary (including but not limited to those required by this Agreement) to preserve such confidentiality. We shall use the Confidential Information solely for the preparation of our response to the RFP and not for any other purpose. We shall not disclose any Confidential Information to any other person or firm, other than as permitted by item 5 below. We shall not disclose or divulge any of the Confidential Information to any other client of [data migration auditor] This Agreement shall not prohibit disclosure of Confidential Information: To our partners/ directors and employees who need to know such Confidential Information to assist with the bidding for RFP floated for data migration audit of CBS suite being implemented across RBI; With your prior written consent, such consent not to be unreasonably withheld To the extent that such disclosure is required by law;
2. 3. 4. 5.
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6. 7. 8. 9. 10. 11.
To the extent that such disclosure is required by any rule or requirement of any regulatory authority with which we are bound to comply; and To our professional advisers for the purposes of our seeking advice. Such professional advisors will be informed of the need to keep the information confidential. Upon your request we shall arrange delivery to you of all Confidential Information, and copies thereof, that is in documentary or other tangible form, except: For the purpose of a disclosure permitted by item 5 above; and To the extent that we reasonably require to retain sufficient documentation that is necessary to support any advice, reports, or opinions that we may provide. This Agreement shall not apply to Confidential Information that: Is in the public domain at the time it is acquired by us; Enters the public domain after that, otherwise than as a result of unauthorized disclosure by us; Is already in our possession prior to its disclosure to us; and Is independently developed by us. This Agreement shall continue perpetually unless and to the extent that you may release it in writing. We acknowledge that the Confidential Information will not form the basis of any contract between you and us. We warrant that we are acting as principal in this matter and not as agent or broker for any person, company, or firm. We acknowledge that no failure or delay by you in exercising any right, power or privilege under this Agreement shall operate as a waiver thereof nor shall any single or partial exercise thereof or the exercise of any other right, power, or privilege. This Agreement shall be governed by and construed in accordance with Indian law and any dispute arising from it shall be subject to the exclusive jurisdiction of the Mumbai courts.
12.
Yours sincerely
Signature and Stamp of Company [Authorized Signatory (same as signing the proposal) CBS Data Migration Auditor] Name: Position: Date: We have read this Agreement fully and confirm our agreement with its terms
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Contents
1. 2.
2.1 2.2 2.2.1 2.2.2
Schedule Introduction
Background Purpose of the document Existing IT Set up Core Banking Application Suite
6 7
7 10 11 12
3.
3.1 3.2
Structure of RFP
The Master RFP Annexure Seeking Response for Evaluation
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16 16
4. 5.
5.1 5.2 5.3 5.4 5.5 5.5.1 5.5.2
Eligibility Criteria Scope of Work

Definitions Introduction Objectives of Data Migration Audit Data Migration Audit Process Deliverables and Timelines Timelines Service Levels
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22 23 23 24 25 25 28
6.
6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 6.12 6.13 6.14 6.15 6.16 6.17 6.18
Terms and Conditions

Broad Terms and Conditions Application Standards Governing Language Applicable Law Notices Contract Amendments Use of Contract Documents and Information Indemnification Cancellation of Contract and Compensation Earnest Money Deposit Resolution of Disputes Delays in the Bidders Performance Liquidated Damages Force Majeure Ancillary Services Audits Prices
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29 29 30 30 30 30 30 30 31 31 32 32 33 33 33 34 34 34
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6.19 6.20 6.21 6.21.1 6.21.2
Taxes and Duties Non Negotiability on RFP Payment Terms Data Migration Audit Cost Other Payment Terms
34 35 36 36 37
7.
7.1 7.2 7.3 7.4 7.4.1 7.5 7.6 7.7
Evaluation Process
Objective of Evaluation Process Technical Bid Evaluation Process Scoring Methodology for Past Experience and Team Competence Scoring Methodology for Presentation Overview Consolidated Score in Technical Bid Evaluation Disqualification Parameters in Technical Bid Evaluation Commercial Bid Evaluation
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38 39 39 41 41 42 42 42
8.
8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8 8.9 8.10 8.11 8.12 8.13 8.14 8.15 8.16 8.17 8.18 8.19 8.20 8.21 8.22 8.23 8.24
Two Stage Bidding Process

Instructions for Tender Submission General Guidelines Clarification on the Tender Document Amendments to Tender Document Language of Bids Period of Bid Validity Format and Signing of Bid Correction of Errors Acceptance or Rejection of Bid Duration and Condition of Engagement General Terms and Conditions Other Terms and Conditions Expenses incurred by successful bidder on the project Evaluation and Comparison of Bids Notification of Award Authorized Signatory for signing the contract Signing of Contract Right to Reject Bids Vicarious Liability Non Payment of Professional Fees Assignment Non-Solicitation No Employer-Employee Relationship Subcontracting
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44 44 45 46 46 46 46 46 46 47 47 47 49 49 49 49 49 50 50 50 50 51 51 51
9.
Proposal Response
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1. Schedule
The following is an indicative timeframe for the overall process. RBI reserves the right to vary this timeframe at its absolute and sole discretion and without providing any notice/intimation or reasons thereof. Changes to the timeframe will be relayed to the affected Respondents during the process.
Table 1-1: Time frame for the Overall Process
Activity Issue of RFP (soft copy) First Pre-bid Conference Venue for First Pre-bid Conference Last date of receipt of RFP responses Opening of Technical Bid
Scheduled Dates 13th June 2011 24th June 2011 10:00 Hours to 13:00 Hours Conference Room No.2, 15th Floor, RBI Central Office Building, Shahid Bhagat Singh Road, Mumbai 400 001 1st July 2011 17:00 Hours 1st July 2011 17:30 Hours Will be announced later Will be announced later Will be announced later
Declaration of Technical Result Commercial Bid Opening Declaration of Final Result
2. Introduction
2.1
2.1.1.1 2.1.1.2
Background
The Reserve Bank of India (RBI) was established on April 1, 1935 in accordance with the provision of the Reserve Bank of India Act, 1934. The Reserve Bank of India, being the central bank and the monetary authority of the country, performs certain key fiduciary functions, amongst others, such as banker to the banks, banker to the Government (Central and State), management of Public Debt, holding the custody of statutory reserves including foreign exchange reserves, sole authority for issue and management of currency apart from performing regulatory and supervisory functions over the banking and non-banking financial systems in India. The Banking and Issue Departments function under the jurisdiction of the Regional Offices (mostly at state capitals). Traditionally, three departments namely the Deposit Accounts Department (DAD), the Public Accounts Department (PAD) and Public Debt Office (PDO) conduct the banking functions, on behalf of the customers of RBI, such as Banks, Financial Institutions (FIs), Central and State Governments etc. DAD, PAD and PDO departments along with Estate Department and Establishment Section form the Banking Department in a Regional Office. The Central Accounts Section (CAS), Nagpur maintains and operates the Principal Deposits Accounts of the Central Government and State Governments for whom RBI acts as a banker. All day to day Government transactions effected at RBIs offices, regional offices of agency banks are ultimately accounted for at CAS, Nagpur. CAS Nagpur also accounts for interGovernment adjustments and rectification of errors, if any. RBI has currently 26 Regional offices (ROs)/ sub-offices. The list of regional office locations of RBI along with the departments they house are given below:
Table 2-1: RBI office locations
2.1.1.3
2.1.1.4 2.1.1.5
2.1.1.6
S. No. 1 2 3 4 5 6 7
Office Location Mumbai Delhi Kolkata Chennai Jaipur Jammu Kanpur
DAD
PAD
PDO
Remarks
S. No. 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
Office Location Lucknow Bhubaneswar Chandigarh Guwahati Hyderabad Ahmadabad Bangalore Belapur, Mumbai Bhopal Nagpur Patna Thiruvananthapuram Dehradun Kochi Panaji Raipur Ranchi Shimla Srinagar Total
DAD
PAD
PDO
Remarks
State Government Cell is operational instead of PAD
State Government Cell is operational instead of PAD
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2.1.1.7
There are 29 Central Office (CO) Departments located at Mumbai, which carry out certain banking transactions & internal transactions such as market operations. (Please refer Table 2-2).
These Central Office Departments maintain their own books of accounts or share a common General Ledger with sub-books, and are also referred to as Independent Accounting Units (IAUs).
Table 2-2: Central Office departments
S. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29
Department Name Department of Administration and Personnel Management Department of Economic Analysis and Policy Department of Information Technology Foreign Exchange Department Internal Debt Management Department Rajbhasha Department Central Security Cell Department of Banking Operations and Development Department of Expenditure and Budgetary Control Department of Non-Banking Supervision Financial Markets Department Legal Department Rural Planning and Credit Department Department of Communication Department of Banking Supervision Department of External Investments and Operations Department of Payment and Settlement Systems Human Resources Development Department Monetary Policy Department Secretarys Department Customer Service Department Department of Currency Management Department of Government and Bank Accounts Department of Statistics and Information Management Inspection Department Premises Department Urban Banks Department Reserve Bank of India Services Board 15 Banking Ombudsman Offices
2.1.1.8
All transactions, external as well as internal (inter-Office and inter-department), balances, investments etc., are routed through and carried out in the books of accounts maintained by respective DADs.
2.1.1.9
RBI has the sole right to issue currency notes and its responsibility is not only to put currency into circulation or withdraw it, but also to exchange notes and coins into such other denominations of notes and/ or coins as may be required by the public and are statutorily required to make accounting disclosures of assets and liabilities of RBI arising out of money circulated stylized as Issue Department (ID) Balance Sheet. Rest of the Banking functions are accounted and disclosed under Banking Department (BD) Balance Sheet.
2.1.1.10 Consolidation of all these accounts, both Issue and Banking Departments, from various Offices is done at RBI Central Office, the Department of Government and Bank Accounts (DGBA), in Mumbai. Based on the consolidation of accounts, weekly accounts of Issue and Banking Departments as well as annual balance sheet of RBI are prepared in DGBA. Reference is invited to Chapter IX of the Annual Report of RBI (refer to Annual Report at http://www.rbi.org.in) 2.1.1.11 RBI has set up National Clearing Centres (NCC) at those locations where RBI is managing the Clearing House. Outstation cheques are received at the NCC for clearing. Cheques received from the members are sent to upcountry NCC for realisation through Speed Post/Courier. NCC, besides processing of local MICR cheques, undertakes the functions of inter-city clearing, Electronic Clearing Services (ECS), Electronic Funds Transfer (EFT) etc.
2.2
Purpose of the document

A suite of applications have already been deployed in various functional areas of RBI to handle the banking services. These applications are disparate systems built over different hardware and software platforms. This existing suite of applications has been serving RBI well. However, keeping in view the current state of advancement in the banking technology, both products and IT infrastructure, as well as future requirements, RBI has embarked on replacing the existing applications supporting RBIs accounting function with an integrated Core Banking Solution (CBS). The CBS implementation would provide a cross functional and seamless integration of the banking transactions i.e. operations in all regional office (DAD, PAD, PDO) and CAS (Nagpur) applications as well as banking operations undertaken in select central office departments, as a total solution paving way for a virtual banking department running on a single GL with common database to give a single consistent and dynamic accounting view, at the same time achieving other benefits in the process. To achieve the above objective, RBI has appointed Polaris Software Lab Limited to implement Intellect v10. The current systems namely IAS, CPAD, CAS, PDO-NDS are being replaced by the CBS suite of applications which shall include the Depository system and a Security Settlement Application. The purpose of this document is to shortlist a bidder for auditing the data migration, performed by the CBS Vendor, from the existing system suite to Polaris Software Lab Limited Core Banking solution i.e. Intellect v10. Details about the existing IT set up and the proposed Core Banking Application suite are provided in the subsequent sections.
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2.2.1
2.2.1.1
Existing IT Set up
The current status of existing applications, the areas in which they are deployed, technology and database details and their linkage to the General Ledger (GL) for the purpose of final accounting are summarized below. Current IT applications deployed in RBI are provided in the following tables: Table 2-3: Current IT applications deployed in RBI,
2.2.1.2
Table 2-3: Current IT applications deployed in RBI
Department Application Name Function
(1) 20 DAD and DGBA Integrated Accounting System (IAS) Banking transactions and Maintenance of all books of accounts; Weekly and annual closing of books; Profit and loss statements; Income and expenditure statements etc; Reconciliation of books of accounts and MIS reports The IAS in Mumbai RO is tightly coupled with RTGS. DADs are not interconnected. IAS is a standalone system catering to the transaction needs of local Office.
(2) 15 PADs Centralized PAD (CPAD) Transaction processing and accounting package for conduct of Government transactions
(3) PDOs PDO-NDS (Negotiated Dealing System)

Acts as the depository system for all Government Securities issued; used by PDO for loan servicing activities such as interest and redemption payouts, transfer of ownership, conversion between different types of securities and settlement of primary market auction process; used to report OTC trades in G-Secs.
(4) CAS CAS Application
Comprehensive solution for Government Accounting
GL Linkage
IAS DAD Mumbai is linked to RTGS. While IAS is implemented in other DADs, they are however not linked. Also, IAS
No automatic linkage between inter PADs; no linkage with DAD at present and the STP linkage to IAS is under
Security and Depository are mapped to loan accounts, currently in CPAD, which is in turn linked to the GL.
Currently No Linkage but there is scope for direct linkage with PAD, DAD applications.
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Department
(1) 20 DAD and DGBA
(2) 15 PADs
(3) PDOs
(4) CAS
development. is not linked to DGBAs GL. The data is exchanged using a file based download and upload process. Technology Java Based COBOL / VC++/DCOM/SO AP Visual Basic / Oracle CICS / MQ Series / Crystal C++ / SQL Server/ MS Access Client Library / Crystal VB Oracle D2K ; Converted to Web Oracle 8.1.5 being migrated to Oracle 11g : Oracle Unix
O.S.
Front End: Windows 2000/ 2008 Back End: zOS Front End: Oracle 11g, Oracle 9i Back End: DB2
Frontend: Red Hat Frontend: Linux OS Windows 2000 / Backend: zOS 2008 Backend: zOS Front End: Oracle 10g R2 Back End: DB2 Front End: Oracle 9i / Oracle 11g Back End: DB2
UNIX Peru 264 UNIX to Linux
Database
Oracle 8.1.5 being migrated to Oracle 11g
2.2.1.3
The core of the banking transactions are executed through any one or more of the applications listed above. Applications listed in Table 2-3 will be replaced by proposed CBS application suite. The bidder should consider the above applications for considering their data migration audit strategy. RBI has a well established network and a state-of-art data centre and disaster recovery centres. IAS, CPAD, PDO-NDS applications are hosted at the RBI data centre at Khargar and have their DR sites at Belapur and Nagpur. The CAS application is hosted at the RBI data centre at Nagpur.
2.2.1.4
2.2.2
2.2.2.1 2.2.2.2
Core Banking Application Suite

RBI is in the process of implementing Intellect v10 Core Banking Solution and has appointed Polaris Software Lab Limited for the same. The proposed CBS is functioning in the existing RBI Data Centre at Khargar with its DR site at Belapur and Nagpur (including DR Centre1).
Please note that RBI has deployed a near site as well as a far site.
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2.2.2.3
Intellect is a comprehensive Central Bank CBS solution for the Reserve Bank of India. The solution is based on the Services Oriented Architecture (SOA) and the solution can very easily be extended, maintained and integrated. The solution architecture is provided below:
Figure 2-1- Intellect Solution Architecture
2.2.2.4
2.2.2.5
Mentioned below are the highlights of the Intellect solution approach: A multi entity, multi branch, multi currency GL that can support multiple accounting standards (Indian GAAP and any other standard) Built In depository module with a custodian bank interface module: The depository module will maintain the details and balances of securities and financial instruments maintained with RBI directly and also with a custodian bank in all forms. The Loans module will directly use the lien facility in the depository module to use any holdings as collaterals. The Current Accounts / CC / OD modules of the CBS will be the Operational Accounts module. Term deposits, Loans and Letters of Credit Module will be part of the solution. Public debt and government operations will be supported by the auctions module, public debt and bonds module and government balances management module. The portal services module will provide full support for online auctions and all portal services to customers. An Automated Processing Module will carry out all events driven processing in the system. This module has Hovering capabilities (watching for events) and will be used for automated forward leg settlement of auctions, IDL processing, etc.
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2.2.2.6
The Integration middleware will support multiple messaging versions, all standard messaging standards and will integrate with all the listed external systems. The middleware will have capabilities to handle online messages and bulk transactions. The Integration will cover online interface for all types of clearing house operations including NCC, ACH and normal inward and outward clearing operations with and without Cheque Truncation. This interface will support Multi-lateral Net Settlement Batch (MNSB) postings into the CBS for posting net debits and net credits into the accounts of member banks participating in clearing. An agency banking module in the solution architecture will provide all the functionality needed for RBI to provide agency banking services to government, government departments or to any of the member banks. The audit trail module will provide data log (pre image and post image data values for all operations), operations log (foot prints of every user for system usage) and message log for all messages and data received / sent from and to an external system. The back volume plug-in module provides online data fetching mechanism from a data warehouse. The Solution will be implemented on a 24 X 7 availability basis with no down time, even during end of day processing.
Mentioned below is the list of modules that cover the Core Banking Solution requirements laid by the bank
Table 2-4 Intellect Modules
Features of Intellect Access control Module Enterprise GL Product Configuration and Management Customer Information Management Account Management Demand Loans Cash Issuance and Operations Clearing Operations including MNSB Issue of Instruments Cheque Purchase Facility Remittance PAD Operations Interfaces (refer list below) Limited RTGS Functionality Delivery Channel Banking Portal Online Tax Collection IVR Reporting Requirements (MIS) Security Management and Depository CBS Features for Debt Securities Servicing Module Auction Module
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Deposits for SDS Government Business Agency Transactions
Securities Settlements CAS Nagpur Operations Audit trail Module
2.2.2.7
Intellect implementation RBI would result in following existing systems being phased out: IAS Application at DADs IAS with RTGS tightly coupled at Mumbai RO IAS at DGBA DBMS based custom built packages (at 4 IAUs) CAS Application PAD applications and CPAD application PDO NDS Managing the Public Debt Operations
2.2.2.8
Mentioned below is the list of systems that will interface with the CBS: RTGS Participant Interface RTGS CBS Interface ICCOMS : Currency Chest Management IES : Establishment and Salary Management MNSB files clearing houses, CCIL, Foreign Exchange Settlements, NDS-OM E-treasury Fixed Assets Management Cheque Truncation System RBI Mail System IAS / CFMS till last Regional office roll-out IAS DGBA till last Regional office roll-out
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3. Structure of RFP
3.1
3.1.1.1
The Master RFP

This document is the master RFP consisting of; the overview of services to be provided by the selected Bidder; the current technology infrastructure at RBI; An overview of the CBS solution being implemented by Polaris Software Lab Ltd. the eligibility criteria the technical and commercial evaluation methodology which shall be followed to select the successful Bidder and; The terms and conditions to which this RFP and the Bidder responses shall be subject to. RBI shall enter into a separate contract after selecting the bidder, which shall detail the terms and conditions.
3.2
3.2.1.1
Annexure Seeking Response for Evaluation

A detailed set of annexure is provided to the bidder for formulation of responses for evaluation. The bidder is expected to complete and submit these as a part of their technical and commercial bids. The list of such annexure is provided below:
Table 3-1: Annexure Seeking response for Evaluation
Annexure Reference Number ANX1
Content Data Migration Audit Tools Methodology and Approach Conformity of Soft Copy Confirmation of Terms and Conditions Confirmation to deliver Confirmation of Eligibility Audited Financial Statements Submission Checklist Technical Bid Form
Name of the File ANX1_Audit_Tools_Methodology_and _Approach.doc ANX2_ConformityOfSoftCopy.doc ANX3_ConfirmationOfTermsAndCondi tions.doc ANX4_ConfirmationToDeliver.doc ANX5_ConfirmationOfEligibility.doc ANX6_AuditedFinancialStatements.doc ANX7_SubmissionCheckList.doc ANX8_TechnicalBidForm.doc
ANX2 ANX3
ANX4 ANX5 ANX6 ANX7 ANX8
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ANX9 ANX10 ANX11 3.2.1.2
Commercial Bid Form Pre-Bid Query Format Commercial BOM
ANX9_CommercialBidForm.doc ANX10_PreBidQueryFormat.doc ANX11_Commercial BOM.xls
As mentioned in the table above, the bidder is expected to provide, as a part of the technical bid, a detailed document that explains the Audit Tools, Methodology and Approach proposed by the bidder for the proposed data migration audit. Refer to ANX1_Audit_Tools_Methodology_and_Approach.doc The Approach and Methodology adopted for the Implementation would be evaluated by RBI and should at the minimum include: 1. 2. 3. 4. Audit tool and capabilities Data Migration Audit Methodology Project Management Methodology and Project Plan Sample Deliverable Format
3.2.1.3
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4. Eligibility Criteria
4.1.1.1 The bidder must fulfil the criteria mentioned in the table below in order to bid for the CBS Data Migration Audit tender. Primary Criteria No. 1 Criteria The company should have past experience in conducting similar data migration audits The bidder should be in the business of data migration audit for at least five years as on 31st March 2011 Criteria Parameter 1. Past Experience in conducting data migration audit during the implementation of a core banking solution (end-to-end) project in a commercial bank / central bank of a country
Documentary Evidence Attested documents of MoA or similar documents Self attested document stating the details of the company and the business line / practice executing data migration audit and acknowledgement letters of past credentials for the past 5 years from bidders clients 2 Company Details All companies must have a permanent 1. The company should have a establishment with adequate technical presence in India for at least 5 years staff attending to data migration audit as on 31st March11 work in India. 2. The company must be profit making The company should be a registered company for the last three years and audit firm. its net worth should be positive Note: All bidders must ensure that the 3. The company must have a dedicated data migration audit team of name of the legal entity on the technical proposal must correspond to the name minimum 25 personnel across India on the financial statements 4. The company or any of its subsidiaries / related legal entities should have never been blacklisted / barred (temporary or permanent) / disqualified by any regulator / statutory body in India or
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Primary Criteria No. Criteria Criteria Parameter internationally Documentary Evidence Attested copies of the Certificate of Incorporation and Financial Statements for last three financial years: 2008-09, 2009-2010 and 2010-2011. (Please provide Audited Financial statements in the Annexure ANX6_AuditedFinancialStatements.doc). In case of joint bid, only the prime vendors documentary evidence will be considered. For staff strength, attested copies indicating the breakup of staff is required. Self attested letter for above mentioned point 4 in Criteria Parameters The company should not have All Core Banking Solution OEM / participated in the bidding process (RFP Product Vendors are debarred from only) for the Implementation of Core bidding for this tender Banking Solution for RBI RFP released by the Bank. The company should not be connected to any of the bidders (including Polaris Software Lab Limited) who have participated in the above mentioned CBS tender by way of majority / minority holding either ways. The bidder and its related entities must not be a business partner and must not have any financial relationship (receiving/rendering any services from/to) with Polaris Software Lab Limited for past three years as on 31st March11
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Secondary Criteria No. 1 Criteria Past experience in conducting similar on-site Data Migration Audits of Core Banking solution for a commercial bank / central bank of a country Criteria Parameter Experience should include Data Migration Audit from legacy applications to Core Banking Solutions and not Data Migration Audit of part/parts of a CBS project Data Migration Audit for a particular module of Core Banking Solution cannot be treated as a valid experience Data Migration Audit should have been performed for an end-to-end Core Banking Solution project and not for a module(s) of the Core Banking Solution The Core Banking Solution above should refer to, but not limited to, the following modules: 1. Current Account/Saving account 2. Deposits 3. Loans 4. Trade Finance 5. Clearing 6. Internet Banking Data Migration Audit experience in internet banks will not be considered Data Migration Audit Experience in cooperative banks will not be considered The CBS Data Migration Audit experience quoted against the above requirements should be that of the Bidder and not of its affiliates/subsidiaries Documentary Evidence Acknowledgement Letter on the customers letterhead indicating, but not limited to, the scope of work, region coverage, number of branches, CBS product and details of modules for which data migration audit was performed. The letter should clearly indicate satisfactory completion of the above scope of work by the bidder. Non-submission of acknowledgement letter(s) as specified above will result in non-evaluation of such
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experience by the bank. Team Competence RBI envisages a structure headed by a project manager supported by at least five team leaders The bidder must propose a detailed and professionals and/or subject matter experts team composition for the audit of the qualified and experienced in the areas of Data defined scope in the RFPs Scope of Migration Audit. Work. The Project Manager should have minimum 5 years of project management experience including minimum 3 years of Data Migration Audit experience in enterprise systems preferably in Core Banking System. Each Team Leader proposed should have at least 3 years of experience in leading a team including minimum 2 years of Data Migration Audit experience in enterprise systems preferably in Core Banking System. Each Team member proposed should have at least 1 year of Data Migration Audit experience in enterprise systems preferably in Core Banking System.
Documentary Evidence CVs of the team proposed clearly outlining their respective areas of experience The details of the personnel should be provided by the bidder in ANX1_Audit_Tools_Methodology_and_Approach.doc The past experience details of the team proposed should be in sync with the past experience details of company provided in response to this RFP.
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5. Scope of Work
5.1
5.1.1.1
Definitions
Source Systems are defined as the disparate systems/IT applications deployed in various functional areas to handle the banking services of RBI. Current list of these systems/applications and the departments in which they are deployed are summarized below:
Table 5-1: Source Systems
S. No. 1 2 3 4 5 6 5.1.1.2 5.1.1.3 5.1.1.4 5.1.1.5
Department DAD (20 regional offices) DGBA 15 PADs 14 PDOs CAS Premises
Application Name Integrated Accounting System (IAS) Integrated Accounting System (IAS) Centralized PAD (CPAD) PDO-NDS CAS Application Deadstock Application
Target System is defined as the Intellect v10 Core Banking Solution (CBS) being implemented at RBI. Systems in scope are defined as the above mentioned Source and Target systems. Source data is defined as the data to be migrated to the Target system from the Source Systems or provided otherwise by the bank. Data Migration Audit is defined as auditing the data migration from Source Systems to the Target System, including but not limited to Understanding and validating the data mapping provided by Polaris Software Lab Limited Developing/Configuring automated data audit tool for auditing the migrated data Obtaining the data from the Source Systems in the required format Obtaining the migrated data from the Intellect v10 Core Banking Solution Performing an audit of migrated data vis--vis source data to provide a Data Migration Audit report highlighting errors in the data migrated to the Target System Working with Polaris Software Lab Limited to correct data migration errors and providing an assurance for efficiency of the data migration process and stability of the data environment (data relationship maintenance) and, providing a Final Compliance report and a certificate of confirmation of account balances for all accounts (funds and depository)
5.1.1.6 5.1.1.7
Bidder is defined as the vendor who performs all activities mentioned above. Core Banking Solution or CBS for RBI shall primarily include banking modules such as current accounts, deposits, loans; debt office modules such as depository, securities settlement module, auction module etc.; and services like clearing, payment and settlement, consolidation of agency transactions, remittance etc. CBS Vendor is defined as Polaris Software Lab Limited who has been appointed by the bank to implement the Core Banking Solution i.e. Intellect v10.
5.1.1.8
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5.2
5.2.1.1
Introduction
Description of the envisaged scope is enumerated in the subsequent sections. However, RBI reserves its right to change the scope of the RFP considering the size, complexity of the project, variety of requirements and the changing business conditions being the rule setter for banking and non-banking financial sectors. For broad reference of the purpose of the CBS Project, kindly refer to http://rbidocs.rbi.org.in/rdocs/Tenders/PDFs/RPFCBS305409.pdf which does not delimit the scope but explains in broad terms what is expected out of this project. RBI has appointed Polaris Software Lab Limited for implementing the Intellect v10 Core Banking Solution. The data migration from Source Systems to Target System is the responsibility of the CBS Vendor. All necessary tools/ queries used for data migration will be procured by the Polaris Software Lab Limited. Based on the contents of the RFP, the Bidder shall be required to propose data migration audit methodology, tools and timelines, which is suitable for RBI, after taking into consideration the effort estimated for execution of the same and the resource and the equipment requirements. RBI expressly stipulates the Bidders selection under this RFP is on the express understanding that this RFP contains only the principal provisions for the entire assignment and that delivery of the deliverables and the services in connection therewith are only a part of the assignment. The Bidder shall be required to undertake to perform all such tasks, render requisite services and make available all such resources as may be required for the successful completion of the entire assignment at no additional cost to RBI notwithstanding what is stated here and what is not stated but underlying intent. The Bidder has to envisage all necessary services to be provided and ensure the same is delivered to RBI. RBI will not accept any plea of the Bidder at a later date for omission of critical services on the pretext that the same was not explicitly mentioned in the RFP.
5.2.1.2
5.2.1.3
5.2.1.4 5.2.1.5
5.3
Objectives of Data Migration Audit

RBI has appointed Polaris Software Lab Limited to implement Intellect v10 Core Banking Solution. RBI intends to appoint a third party auditor for auditing the data migration activity in order, to achieve its objective of smooth transition from Source Systems to the Target System, and to obtain a reasonable assurance for the quality of data, efficiency of data migration process and stability of data environment. In order to provide the required assurance, the bidder is required to consider and achieve the below data migration audit objectives:
5.3.1.1
To provide an assurance that data requirements for the new system have been appropriately identified and documented. In order to achieve this objective, the bidder must understand and validate the data migration related documentation such as approved data migration plan, master data requirements, transaction data requirements, historical data requirements (such as historical balances) etc. To provide an assurance that sources for data have been appropriately identified and documented by understanding and validating information such as system source files, manual forms (if any used), new data collected for the Target System, data mapping document etc.
5.3.1.2
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5.3.1.3
To provide an assurance that the collection and conversion method for each data element has be appropriately identified and documented by understanding and validating information such as details of data conversion, data translation method etc. To provide an assurance, that the timing and sequencing for converting data elements has been appropriately identified and documented by understanding and validating information such as master data conversion methodology, transactional data conversion methodology, historical data (such as historical balances) conversion methodology etc. To provide an assurance, that the existing source data is accurately and completely migrated by understanding and validating migration controls such as record counts / check sums etc used for the process and performing automated tool based audit of the migrated data vis--vis source data.
5.3.1.4
5.3.1.5
5.4
5.4.1.1
Data Migration Audit Process

RBI has appointed Polaris Software Lab Limited to implement Intellect v10 Core Banking Solution. The bidder is expected to go through the control specification documents, prepared by Polaris Software Lab Limited to gain an understanding of the CBS modules being implemented by Polaris Software Lab Limited and their data structure. The CBS Vendor will migrate the source data to the Target System. The bidder is expected to study all the necessary documentation pertaining to data migration carried out by Polaris Software Lab Limited. The bidder should formulate and share a data migration audit plan with the bank incorporating activities to be covered as a part of data migration audit. The plan should incorporate, but not be limited to, the below indicative stages: Validate data migration planning: The bidder should understand and validate the data migration planning done by Polaris Software Lab Limited, for migrating the data from Source Systems to the Target System, including but not limited to, Data migration strategy and methodology Data migration scope Data migration work plan Data testing approach
5.4.1.2
5.4.1.3
5.4.1.4
The bidder should also analyze and validate the tools/queries/scripts used by Polaris Software Lab Limited for extraction, transformation and migration of data. 5.4.1.5 Configure/develop data migration audit tool: It is up to the bidder to bring and use an automated data migration audit tool configured to suit the data audit requirements at RBI. If the bidder proposes an automated tool, the Bank may decide to purchase the license of the automated tool post successful evaluation / demonstration of the tool by the bidder. Understand and Validate Data mapping: The bidder is expected to understand and validate the mapping of source data fields to destination data fields defined by the Polaris Software Lab Limited. The bidder should also validate the method used to create any fresh data fed into the Target System.
5.4.1.6
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5.4.1.7
Validate data extraction and cleaning: The bidder is expected to understand and verify the integrity of data extracted from the Source Systems and the data cleansing rules/methodologies adopted by Polaris Software Lab Limited. Validate migrated data: The bidder is expected to verify the integrity and correctness of the source data reconciled and uploaded into the Target System, identify the gaps in the data migration and provide a Migration audit report stating the gaps identified in the data migration audit. The bidder should use an automated tool for verification of data uploaded to the Target System. The details of the proposed tool should be provided in ANX1. Perform recurring gap analysis: The bidder is expected to work with Polaris Software Lab Limited to perform a recurring gap analysis and ensure that all the gaps/discrepancies identified in the Migration Audit Report are rectified by Polaris Software Lab Limited. The gap analysis may require to be repeated until all errors identified are closed. The bidder is expected to provide a Final Compliance Report to certify the quality of data, efficiency of data migration process, and stability of the data environment.
5.4.1.8
5.4.1.9
5.4.1.10 Validation of Existing Data archival: The bidder is expected to provide reasonable assurance for the efficiency of archival of the existing data, related to the migrated regional offices, at the Data Centre of the bank. 5.4.1.11 The bidder is expected to audit the data migration carried out by Polaris Software Lab Limited and provide an assurance for the accuracy, integrity, conformity and completeness of the data migrated from Source Systems to the Target System (This should be performed for the Data Centre- Khargar, Near Site-Belapur and Far Site-Nagpur.) 5.4.1.12 The Final Compliance Report submitted by the bidder should also provide assurance on the completeness and accuracy of critical data elements such as those related to the transactions and items in suspense, pending clearing entries, store and forward transactions, electronic regional offices advices, the balances at each data migration instance etc. 5.4.1.13 Tool proposed/used for the data migration audit should be licensed in the name of the Bank and should be made available to the bank for future use, if Bank exercises the option to do so. The bidder is also expected to train the end users (core users of the project as identified by the Bank).
5.5
5.5.1
5.5.1.1 5.5.1.2
Deliverables and Timelines

Timelines
The Data Migration Audit for various offices of RBI shall be carried out in accordance with the roll out plan laid out by Polaris Software Lab Limited in conjunction with RBI. Data migration audit shall be performed once at end of CBS implementation sign off and then at the end of each data migration activity signoff/rollout of a regional office/Central office department. The Data Migration Audit shall be carried out of Mumbai, Navi Mumbai, Delhi and Nagpur offices of RBI
5.5.1.3
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5.5.1.4 5.5.1.5
Based on the tentative rollout schedule mentioned below, the bidder is expected to submit a detailed Data Migration Audit Plan to the bank. The roll-out milestones are as defined in the Table 5-2: Implementation Rollout Milestones below:
Table 5-2: Implementation Rollout Milestones
Regional Office Belapur, Mumbai RO Bank Identified RO (Ahemdabad) Mumbai RO
Department
Date/Timeline December, 2011
With NCC and ICCOMS interface Without PDO Web Portal PDO with DAD, PAD, CCIL interface and Auctions through portal All Departments (Complete CBS solution) All Departments (Complete CBS solution) All Departments (Complete CBS solution)
January, 2012 January, 2012 February, 2012
Mumbai RO
February, 2012
DGBA and CODs
January, 2012
Multiple ROs
January May 2012
CAS Nagpur
April, 2012
The above schedule is tentative; the final schedule would be made available to the successful bidder by the bank. Multiple regional offices may be rolled out simultaneously. Apart from the detailed data migration audit plan, the bidder is expected to submit the below list of deliverables, for each of the above mentioned milestones, to RBI: 1. Migration Audit Report: The bidder is expected to verify the accuracy, integrity, conformity and completeness of data reconciled and uploaded into the Target System, identify the gaps of data migration and submit a Migration Audit report stating the gaps indentified. The report should outline the discrepancies in the migrated data, auditors findings, business risks and suggested recommendations. Migration Audit Report needs to be submitted within 3 weeks of Data Migration Completion signed off by the CBS Vendor (for a given implementation milestone). 2. Final Compliance Report: The bidder is expected to work with the CBS Vendor to perform a gap analysis and rectify the errors identified (and stated in a Migration Audit
26
Report) in the data migration audit. The gap identification and analysis is required to be repeated until all the errors identified in the Migration Audit Report are fixed by the CBS Vendor. Once all the errors/gaps identified are corrected, the bidder is expected to submit a final compliance report to the bank to certify the quality of data and efficiency of data migration process. The Final Compliance Report should include, but not be limited to, the following information: a. Review of Data Migration strategy/methodology followed by Polaris Software Lab Ltd. b. Review of data mapping performed by Polaris Software Lab Ltd. c. Review of data migration tools/scripts configured/developed by Polaris Software Lab Ltd. d. Review of data validation performed by Polaris Software Lab Ltd. e. Review of logs of data migration activity and the identified errors in accuracy, integrity, conformity and completeness of data reconciled and uploaded into the Target System and whether they have been rectified by Polaris Software Lab Ltd. (This should be performed for the Data Centre-Khargar, Near Site-Belapur and Far SiteNagpur) f. Review of post data migration activities such as decommissioning of legacy data and business sign off on the same, setting up of database security parameters in the new database, performance of new database vis--vis migration objectives etc.
Final Compliance Report for a given implementation milestone needs to be submitted within 2 weeks of the CBS Vendor confirming that gaps mentioned in the Migration Audit Report have been corrected. 3. Weekly Status Report: The bidder is expected to submit a weekly status report to the Bank informing about the progress of the ongoing work streams and new work streams planned to kick-off in the coming week. The status report should also provide a summary of planned timelines vs. actual timelines and wherever possible provide detailed reasons for delays or realignment of timelines. Certificate of confirmation of account balances: The bidder is required to submit a Certificate of confirmation of account balances on the very day of the roll out by the CBS Vendor for each rollout. The format of the same would be decided by the bank in conjunction with the selected bidder. Certificate of confirmation of entries: The bidder is required to submit, on the very day of each rollout, a certificate regarding confirmation of entries for a. b. c. d. e. Sundry suspense register Income expenditure analysis register DD payable register PO payable register Cheques inventory register
4.
5.
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f.
Stop cheque/inventory register
5.5.2
5.5.2.1
Service Levels
The service levels of the data migration audit vendor shall be defined as below: A finalised data migration master audit plan covering all the implementation milestones should be submitted by the successful to the Bank within 4 weeks of appointment as the data migration auditor for Core Banking Solution at RBI. The Migration audit report for a given implementation milestone needs to be submitted within 3 weeks of the CBS vendor confirming completion of data migration process. Final Compliance Report for a given implementation milestone needs to be submitted within 2 weeks of the CBS Vendor confirming that gaps mentioned in the Migration Audit Report have been corrected. The bidder is required to submit a Certificate of confirmation of account balances on the very day of the roll out by the CBS Vendor for each rollout. The format of the same would be decided by the bank in conjunction with the selected bidder. The bidder is required to submit, on the very day of each rollout, a certificate regarding confirmation of entries for a. Sundry suspense register b. Income expenditure analysis register c. DD payable register d. PO payable register e. Cheques inventory register f. Stop cheque/inventory register
5.5.2.2 5.5.2.3
5.5.2.4
5.5.2.5
5.5.2.6
The timelines mentioned above would be finalised by the bank at a later stage, based on the detailed test plan submitted by the successful bidder.
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6. Terms and Conditions

6.1
6.1.1.1
Broad Terms and Conditions

The following are the general terms and conditions proposed to be included in the Contract. RBI reserves the right to add, delete, modify or alter all or any of these terms and conditions in any manner, as deemed necessary before signing the final agreement. The Bidder, selected for the auditing data migration of CBS project, will have to enter into a contract agreement directly with RBI. The contract agreement will contain various terms and conditions relating to payment, penalty due to delay in performance etc. All the deliverables provided by the bidder for the as the part of the CBS data migration audit and agreed to by RBI, will also form a part of the agreement. The successful bidder must initiate work on the project within 7 days of receipt of letter of intent for data migration audit from the bank. The bidder at his own expense will register the contract agreement by paying the appropriate amount of stamp duty. The first page of the contract agreement shall be on a stamp paper of appropriate value. The bill for the services rendered must be furnished along with the prices thereof, as per the terms and conditions contained in this document. The Bidder will undertake to ensure that the prices are reasonable and in the range of prices for similar / same services available in the market. If any irregularity is detected anytime in respect of the above, RBI will have the right to take appropriate action against the Consultant/Bidder, as deemed fit by RBI. Payment shall be made upon the delivery of services as mentioned in the payment terms (under section 6.21). The inability of the Bidder to provide the requirements as per the scope or to meet the deadlines as specified would be treated as breach of contract and invoke the Penalty Clause. The maximum limit on the penalties during the period of contract shall be 20 % of the total contract value.
6.1.1.2
6.1.1.3 6.1.1.4
6.1.1.5
6.1.1.6 6.1.1.7 6.1.1.8
6.2
6.2.1.1 6.2.1.2
Application
These conditions shall apply to the data migration audit of CBS to be implemented in RBI. For the purpose of the Purchase Agreement as well as for the purpose of the Tender Document, the Purchaser is: Shri Vijay Chugh Chief General Manger Reserve Bank of India, Department of Government and Bank Accounts, Core Banking Division 3rd floor, Amar Building, Sir P.M.Road (Perin Nariman Street) Mumbai - 400001, India. Contact No.: 022-22635222
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Email: vchugh@rbi.org.in Fax: 022-22635220
6.3
6.3.1.1
Standards
The services and other materials including all deliverables and reports under the contract shall conform to the standards mentioned in the Technical Bid submitted by the bidder and/or agreed between RBI and the bidder, and when no applicable standard is mentioned, the services/deliverables shall be supplied under the authoritative and appropriate international standards of the such services/deliverables and such standards shall be the latest issued by the concerned institution/s.
6.4
6.4.1.1
Governing Language
All correspondences and other documents pertaining to the contract shall be in English.
6.5
6.5.1.1
Applicable Law
The Contract shall be governed and interpreted in accordance with the Indian Laws.
6.6
6.6.1.1
Notices
Any notice given by one party to the other pursuant to the contract shall be sent to the other party (as per the address mentioned in the contract) in writing either by hand delivery or by registered post or by courier and shall be deemed to be complete only on obtaining acknowledgement thereof; or by telegram or by telex or by facsimile or by other electronic media and in which case, the notice will be complete only on confirmation of receipt by the receiver. A notice shall be effective when delivered or on the notices effective date, whichever is later.
6.6.1.2
6.7
6.7.1.1
Contract Amendments
Any change made in any clause of the contract which shall modify the purview of the contract within the validity and currency of the contract shall be deemed as an Amendment. Such an amendment can and will be made and be deemed legal only when the parties to the contract provide their written consent about the amendment, subsequent to which the amendment is duly signed by the parties and shall be construed as a part of the contract. The details of the procedure for amendment shall be as specified in the contract.
6.8
6.8.1.1
Use of Contract Documents and Information

The bidder shall not, without RBIs prior written consent, disclose the Contract or any provision thereof, or any specification or information furnished by or on behalf of RBI in connection therewith, to any person other than a person employed by the Bidder in the performance of the Contract. Disclosure to any such employed person shall be made in confidence against Non-
30
disclosure agreements completed prior to disclosure and disclosure shall extend only so far, as may be necessary for the purposes of such performance. 6.8.1.2 6.8.1.3 Any document, other than the Contract itself, shall remain the property of RBI and all copies thereof shall be returned to RBI on termination of the Contract. The bidder shall not, without RBIs prior written consent, make use of any document or information above except for the purposes of performing the Contract.
6.9
6.9.1.1
Indemnification
The bidder shall, at its own cost and expenses, defend and indemnify RBI against all third-party claims including those of the infringement of Intellectual Property Rights, including patent, trademark, copyright, trade secret or industrial design rights, arising from use of the Products or any part thereof in India. The bidder shall expeditiously meet any such claims and shall have full rights to defend itself there from. If RBI is required to pay compensation to a third party resulting from such infringement, the Bidder shall be fully responsible therefore, including all expenses and court and legal fees. RBI will give notice to the bidder of any such claim and shall provide reasonable assistance to the Bidder in disposing of the claim. The bidder shall also be liable to indemnify RBI, at its own cost and expenses, against all losses/ damages, which RBI may suffer on account of violation by the Bidder of any or all national/ international trade laws, norms, standards, procedures, etc.
6.9.1.2
6.9.1.3 6.9.1.4
6.10
Cancellation of Contract and Compensation
6.10.1.1 RBI reserves the right to cancel the contract of the selected bidder and recover expenditure incurred by RBI on the following circumstances: 6.10.1.2 The selected bidder commits a breach of any of the terms and conditions of the bid/contract. The bidder 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 liquidated Damages exceeds more than 10% of the total contract price. The selected bidder is acquired/merged by another company within the contract duration 6.10.1.3 After the award of the contract, if the selected bidder does not perform satisfactorily or delays execution of the contract, RBI reserves the right to get the balance contract executed by another party of its choice by giving one months notice for the same. In this event, the selected bidder is bound to make good the additional expenditure, which RBI may have to incur to carry out
31
bidding process for the execution of the balance of the contract. This clause is applicable, if for any reason, the contract is cancelled. 6.10.1.4 RBI 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 if any, under this contract or any other contract/order. Work, Reports, documents, etc. prepared under this contract will become the property of the Reserve Bank of India.
6.11
Earnest Money Deposit
6.11.1.1 Bidder will submit demand draft/bankers cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10, 00,000/(Rupees Ten Lakhs only). 6.11.1.2 The EMD of unsuccessful bidders shall be returned within 15 days from the declaration of the disqualification of the respective bidder. The EMD of the successful bidder shall be returned after the completion of full CBS roll out. 6.11.1.3 Offers made without the Earnest money deposit will be rejected. 6.11.1.4 No interest will be paid on EMD to the bidder by the Bank 6.11.1.5 The amount of Earnest money deposit would be forfeited in the following scenarios: In case the Bidder withdraws the bid prior to validity period of the bid for any reason whatsoever; In case the successful Bidder fails to accept and sign the contract as specified in this document for any reason whatsoever; or In case the successful Bidder fails to provide the performance guarantee within 15 days from the date of placing the order by the Bank or signing of the contract, whichever is earlier, for any reason whatsoever.
6.12
Resolution of Disputes
6.12.1.1 The bids and any contract resulting there from shall be governed by and construed according to the Indian Laws. 6.12.1.2 All dispute or differences whatsoever arising between the selected bidder and RBI out of or in relation to the construction, meaning and operation or effect of the Contract, with the selected bidder, or breach thereof shall be settled amicably. If, however, the parties are not able to resolve any dispute or difference aforementioned amicably, after issuance of 30 days notice in writing to the other, clearly mentioning the nature of the dispute / differences, to a single arbitrator, acceptable to both the parties, for initiation of arbitration proceedings and settlement of the dispute/s and difference/ strictly under the terms and conditions of the purchase contract, executed between RBI and the bidder. In case, the decision of the sole arbitrator is not acceptable to either party, the disputes / differences shall be referred to joint arbitrators, one arbitrator to be nominated by each party and the arbitrators shall also appoint a presiding arbitrator before the commencement of the arbitration proceedings. The arbitration shall be governed by the provisions of the Rules of Arbitration of the Indian Council of Arbitration under the exclusive jurisdiction of the courts at Mumbai, India.
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6.12.1.3 The award shall be final and binding on both the parties and shall apply to the purchase contract. 6.12.1.4 Work under the Contract shall be continued by the selected bidder during the arbitration proceedings unless otherwise directed in writing by RBI unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator or of the umpire, as the case may be, is obtained and save as those which are otherwise explicitly provided in the Contract, no payment due or payable by RBI, to the bidder shall be withheld on account of the ongoing arbitration proceedings, if any, unless it is the subject matter or one of the subject matters thereof. 6.12.1.5 The venue of the arbitration shall be at Mumbai, India under the exclusive jurisdiction of the courts at Mumbai, India.
6.13
Delays in the Bidders Performance
6.13.1.1 The bidder must strictly adhere to the project schedule, as specified in the purchase contract, executed between the Parties for performance of the obligations, arising out of the purchase contract and any delay in completion of the obligations by the Bidder will enable RBI to resort to any or both of the following: Claiming Liquidated Damages Termination of the purchase agreement fully or partly and claim liquidated damages.
6.14
Liquidated Damages
6.14.1.1 The liquidated damages is an estimate of the loss or damage that RBI may have suffered due to delay in performance or non-performance of any or all the obligations (under the terms and conditions of the purchase contract) and the bidder shall be liable to pay RBI a fixed amount for each day of delay / non-performance of the obligations by way of liquidated damages, details of which will be specified in the purchase contract. Without any prejudice to RBIs other rights under the law, RBI shall recover the liquidated damages, if any, accruing to RBI, as above, from any amount payable to the bidder either as per the purchase contract, executed between the parties or under any other purchase agreement/ contract, RBI may have executed / shall be executing with the bidder. 6.14.1.2 Liquidated Damages is not applicable for reasons attributable to RBI and Force Majeure. However, it is the responsibility/ onus of the bidder to prove that the delay is attributed to RBI and Force Majeure. The bidder shall submit the proof authenticated by the bidder and banks official that the delay is attributed to RBI and Force Majeure along with the bills requesting payment.
6.15
Force Majeure
6.15.1.1 The Bidder or RBI shall not be responsible for delays or non-performance of any or all contractual obligations, caused by war, revolution, insurrection, civil commotion, riots, mobilizations, strikes, blockade, acts of God, Plague or other epidemics, fire, flood, obstructions of navigation by ice of Port of dispatch, acts of government or public enemy or any other event
33
beyond the control of either party, which directly, materially and adversely affect the performance of any or all such contractual obligations. 6.15.1.2 If a Force Majeure situation arises, the Bidder shall promptly notify RBI in writing of such conditions and any change thereof. Unless otherwise directed by the Purchaser in writing, the Bidder shall continue to perform his obligations under the contract as far as possible, and shall seek all means for performance of all other obligations, not prevented by the Force Majeure event.
6.16
Ancillary Services
6.16.1.1 The bidder shall provide any additional necessary services required for facilitating the satisfactory delivery of the promised deliverables.
6.17
Audits
6.17.1.1 RBI can conduct any third party inspection/ audit for any phase. The bidder must make all necessary changes as mentioned by the results of these audits. 6.17.1.2 RBI will incur the cost of appointment of a third party for audit.
6.18
Prices
6.18.1.1 The price charged by the bidder for the services performed for the data migration audit of CBS Project shall not vary from the contracted prices. 6.18.1.2 No adjustment of the contract price shall be made on account of variation of costs of labour and materials or any other cost component affecting the total cost in fulfilling the obligations under the contract. The Contract price shall be the only payment, payable by the Purchaser to the bidder for completion of the contractual obligations by the bidder under the Contract, subject to the terms of payment specified in the Contract. 6.18.1.3 The price would be inclusive of all applicable taxes under the Indian law. 6.18.1.4 The prices, once offered, must remain firm and must not be subject to escalation for any reason within the period of validity. The entire benefits/advantages, arising out of fall in prices, taxes, duties or any other reason, must be passed on to RBI.
6.19
Taxes and Duties
6.19.1.1 The bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed within and outside India. 6.19.1.2 The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure ANX9_CommercialBidForm.doc. 6.19.1.3 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess (collectively referred to as Taxes) that may be levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (TDS), as applicable. The
34
Bidder will need to provide the details for the tax rates as considered in the pricing. This will be used for subsequent tax changes. RBI shall pay each undisputed invoice raised in accordance with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement. 6.19.1.4 In case of any variation (upward or down ward) in Government levies/ taxes/ VAT/ cess etc., the benefit (in case of downward variation) or burden (in case of upward variation) of other taxes quoted separately as part of the commercial bid shall be passed on or adjusted respectively to RBI. Variation would also include the introduction of any new tax/ cess/ excise, etc. If the Bidder makes any conditional or vague offers, without conforming to these guidelines, RBI will treat the prices quoted as in conformity with these guidelines and proceed accordingly.
6.20
Non Negotiability on RFP
6.20.1.1 RBI is not responsible for any assumptions or judgments made by the Bidders for arriving at any type of costing. RBI at all times will benchmark the performance of the Bidder to the RFP documents circulated to the Bidders and the expected service levels as mentioned in these documents. In the event of any deviations from the requirements of these documents, the Bidder must make good the same at no extra costs to RBI, in order to achieve the desired service levels as well as meeting the requirements of these documents. 6.20.1.2 All terms and conditions, payments schedules, time frame for project execution, expected service levels as per this Tender will remain unchanged unless explicitly communicated by RBI in writing to the Bidder. The Bidder shall at no point be entitled to excuse themselves from any claims by RBI whatsoever for their deviations in conforming to the terms and conditions, payments schedules, expected service levels, time frame for project execution etc. as mentioned in this RFP. 6.20.1.3 The Bidders shall adhere to the terms of this RFP and shall not deviate from the same.
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6.21
Payment Terms
The bidder will have to provide the quote as per the Annexure-ANX9_CommercialBidForm.doc The applicable payment terms are as mentioned below:
6.21.1
Data Migration Audit Cost
6.21.1.1 No advance payment would be made to the bidder. 6.21.1.2 The bidder is required to perform the Data Migration Audit and provide sign off for the test database before CBS is rolled out for any regional office of the bank. 6.21.1.3 The bidder must perform Data Migration Audit for each Regional office rolled out by the Polaris Software Lab ltd. The payment milestones would be as under:
Table 6-1 Payment Milestones
Milestone Submission and bank sign off of Final Compliance Report for the Data Migration Audit conducted before the pilot phase (test database) Submission and bank sign off of Final Compliance Report for the Data Migration Audit conducted for the pilot RO rolled out Submission and bank sign off of the Final Compliance Report for the Data Migration Audit conducted for entire IAS and CPAD data Submission and bank sign off of the Final Compliance Report for the Data Migration Audit conducted for CAS data Submission and bank sign off of the Final Compliance Report for the Data Migration Audit conducted for Inventory Management System data Submission and bank sign off of the Final Compliance Report for the Data Migration Audit conducted for PDO-NDS data
Payment Percentage
25%
10%
20%
10%
10%
25%
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6.21.2
Other Payment Terms
6.21.2.1 Any delay in achievement of the milestones or deliverables will result in delay of the payment. 6.21.2.2 The Bidder recognizes that all payments to the Bidder under this RFP and subsequent agreement are linked to and dependant on successful achievement and acceptance of milestones/ deliverables/ activities set out in the Project Plan and therefore any delay in achievement of such milestones/ deliverables/ activities shall automatically result in delay of such corresponding payment. 6.21.2.3 Any objection/ dispute to the amounts invoiced in the bill shall be raised by RBI within reasonable time from the date of receipt of the invoice. Upon settlement of disputes with respect to any disputed invoice(s), RBI will make payment within thirty (30) Working Days of the settlement of such disputes. All out of pocket expenses, travelling, boarding and lodging expenses for the entire Term of this RFP and subsequent agreement is included in the amounts and the Bidder shall not be entitled to charge any additional costs on account of any items or services or by way of any out of pocket expenses, including travel, boarding and lodging etc. 6.21.2.4 The fees payable by RBI to Bidder shall be inclusive of all costs such as taxes (including service tax, as per the rates applicable), levies, cess, (collectively referred to as Taxes) that may be levied, imposed, charged or incurred and RBI shall pay the fees due under this RFP and subsequent agreement after deducting any tax deductible at source (TDS), as applicable. The Bidder will need to provide the details for the tax rates as considered in the pricing. This will be used for subsequent tax changes. RBI shall pay each undisputed invoice raised in accordance with this RFP and subsequent agreement, within thirty (30) Working Days after its receipt unless otherwise mutually agreed in writing, provided that such invoice is dated after such Fees have become due and payable under this RFP and subsequent agreement. 6.21.2.5 In case of any variation (upward or down ward) in Government levies/ taxes/ VAT/ cess etc., the benefit (in case of downward variation) or burden (in case of upward variation) of other taxes quoted separately as part of the commercial bid shall be passed on or adjusted respectively to RBI. Variation would also include the introduction of any new tax/ cess/ excise, etc. If the Bidder makes any conditional or vague offers, without conforming to these guidelines, RBI will treat the prices quoted as in conformity with these guidelines and proceed accordingly. 6.21.2.6 Terms of payment indicated in the Contract that will be issued by RBI to the selected Bidder will be final and binding on the Bidder and no interest will be payable by RBI on outstanding amounts under any circumstances. If there are any clauses in the Invoice contrary to the terms of the Contract, the Bidder should give a declaration on the face of the Invoice or by a separate letter explicitly stating as follows Clauses, if any contained in the Invoice which are contrary to the terms contained in the Contract will not hold good against RBI and that the Invoice would be governed by the terms contained in the Contract concluded between RBI and the Bidder. Bidder should ensure that the project should not suffer for this reason. 6.21.2.7 The Bidders should note that the contract entered with the successful Bidder will hold valid till the completion of full CBS rollout. However, RBI will have the right, in its sole discretion to renegotiate the prices/ terms and conditions at the end of the contract period.
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7. Evaluation Process
7.1 Objective of Evaluation Process
The objective of the evaluation process is to evaluate the bids to select a capable and best fit vendor at a competitive price. The evaluation by RBI will be undertaken by a Committee formed by Bank which would have Bank officials (internal as well as external experts) and Consultants. The decision of the committee shall be considered final. For the purpose of the evaluation and selection of bidder for the data migration audit, a twostage bidding process will be followed. The Bidder has to submit (1) Technical Bid and (2) Commercial Bids separately on the same day before the stipulated time (two separate sets of hard and soft copies each for Technical and Commercial bids). The Technical Bid will contain the exhaustive and comprehensive technical details, whereas the Commercial Bid will contain the pricing information. The Technical Bid shall NOT contain any pricing or commercial information at all and if the Technical Bid contains any price related information, then that Technical Bid would be disqualified and would NOT be processed further. In the first stage, only the Technical Bids will be opened and evaluated. All technical bids will be evaluated and a technical score would be arrived at. The bidder scoring the highest technical score will be ranked as T1. The bidders shall be categorized in the following two bands: Band 1: Bidders with technical scores more than or equal to 90 percent of the score of T1. Band 2: Bidders with technical scores more than 80 percent but less than 90 percent of the score of T1. Bidders in Band 1 shall be considered to have technically qualified. Such bidders shall progress to the commercial evaluation stage. If only one bidder qualifies in Band 1, RBI shall qualify all the bidders in Band 2. If no bidder qualifies in Band 2, RBI reserves the right to consider the bidder with the next highest technical score. In the second stage, the Commercial Bids of only those bidders shall be evaluated who have qualified in the technical evaluation. The remaining commercial bids, if any, shall not be opened. While the technical score carries a weight of 70 percent, the commercial score carries a weight of 30 percent. Bank may call for any clarifications/additional particulars required, if any, on the technical/ commercial bids submitted. The bidder has to submit the clarifications/ additional particulars in writing within the specified date and time. The bidders offer may be disqualified, if the clarifications/ additional particulars sought by the Bank are not submitted within the specified date and time. Bank reserves the right to call for presentation/s etc., from the bidders based on the technical bids submitted by them. RBI also reserves the right to enquire with references provided by the bidders regarding previous engagements undertaken by the bidder. Based upon the final technical scoring, the eligible bidders shall be short listed for final commercial bidding.
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7.2
Technical Bid Evaluation Process

The scoring methodology for technical bid components is explained in the following paragraphs of this section. The proposal submitted by the Bidders shall be evaluated on the following parameters: Past Experience (PE) Team Competence (TC) Presentation (PT)
Scores for the above individual parameters shall be added to determine the technical scores of the bidders. The bidder with the highest technical score shall be ranked as T1 and shall be considered as Thigh for the techno-commercial score.
7.3
7.3.1.1
Scoring Methodology for Past Experience and Team Competence

The bidders past experience and team competence would be evaluated as below:
Table 7-1 Scoring Methodology for Past Experience and Team Competence
Past Experience (PE) S.No. 1 Parameter CBS Data Migration Audit experience in one Indian scheduled commercial bank with minimum 100 branches CBS Data Migration Audit experience in two Indian scheduled commercial banks with minimum 100 branches each, or, CBS Data Migration Audit experience in three Indian scheduled commercial banks with minimum 100 branches each, or, CBS Data Migration Audit experience in four or more Indian scheduled commercial banks with minimum 100 branches each, or, Marks 100
200
300
400
CBS Data Migration Audit experience in one International commercial bank with minimum 100 branches and having operations in at least 3 countries, or, CBS Data Migration Audit experience in two International
100
200
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commercial banks with minimum 100 branches and having operations in at least 3 countries, or, CBS Data Migration Audit experience in three International commercial banks with minimum 100 branches and having operations in at least 3 countries, or, CBS Data Migration Audit experience in four or more International commercial banks with minimum 100 branches and having operations in at least 3 countries
250
300
Please note that a bidder can propose a combination of the above past experience parameters to obtain the score for PE. Maximum Score will be 500 from 1 to 7 and minimum qualifying score is 300 The bidder shall score additional points for experience in other Central Banks Data Migration Audit experience in an International Central Bank for any of the below systems (max 100 marks) 9 Payment and Settlement Systems Treasury Systems Accounting system for the Central bank 100
Team Competence (TC) 11 Project Manager with 3 years of Core Banking Solution Data Migration Audit experience Project Manager with more than 3 years of Core Banking Solution Data Migration Audit experience Team Leader with 2 years of Core Banking Solution Data Migration Audit experience Team Leader with more than 2 years of Core Banking Solution Data Migration Audit experience 50
12
100
13
20
14
40
Please note that each team leader (maximum of 5 team leaders) would be allotted scores based on the scoring criteria mentioned above.
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7.3.1.2
In all the above points Core Banking Solution/CBS shall refer to the minimum following modules: 1. 2. 3. 4. 5. 6. Current Account / Savings Accounts Deposits Loans Trade Finance Clearing Net Banking
7.3.1.3
The score obtained by the bidder for Past Experience shall be considered as PE and score obtained for Team Competence shall be considered as TC for evaluation as explained in Section 7.7.1.1 The Bidder should provide Acknowledgement Letter on the customers letterhead indicating the past experience details including details of Scope of work, region coverage, number of branches, name of the CBS Product and details of modules for which the data migration/data migration audit was conducted for the evaluation as given in the table above. Experience at co-operative banks (State Co-operative banks, District Central co-operative banks, Urban Co-operative banks, etc.) shall not be considered for evaluation. The bidder must propose a detailed team composition for the audit of the defined scope in ANX1_Audit_Tools_Methodology_and_Approach.docx. The past experience details of the team proposed should be in sync with the past experience details of company provided in response to this RFP.
7.3.1.4
7.3.1.5 7.3.1.6 7.3.1.7
7.4
7.4.1
7.4.1.1
Scoring Methodology for Presentation

Overview
The Bidder is required to make a presentation relating to the services offered in response to RFP to the Committee formed by the Bank which would have Bank officials (internal as well as external experts) and Consultants The presentation should include, but not limited to: The Approach and Methodology adopted for the Implementation including 1. Audit tool and capabilities 2. Data Migration Audit Methodology 3. Project Management Methodology
7.4.1.2 7.4.1.3
7.4.1.4 7.4.1.5
Elaborated Project Management Plan covering each of the activities and proposed timelines as per the rollout/implementation details provided in this document. During the presentation, RBI may seek explanations on various technical and other requirements and may also conduct a reference check for the experience credentials submitted by the bidder. RBI at its discretion may reject the proposal of the bidder without giving any reason whatsoever, if in RBIs opinion, the bidder could not present or demonstrate the data migration audit capability as described in the proposal.
7.4.1.6
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7.4.1.7
The presentation duration and timeline would be notified by the bank at a later stage.
7.5
7.5.1.1
Consolidated Score in Technical Bid Evaluation

The Consolidated Technical Bid Evaluation Score (T) would be a composite of the following scores:
Table 7-2: Consolidated Score in Technical Bid
Scoring Parameter
Maximum Score
Minimum Score for Technical Qualification 300 150 280 730
Past Experience (PE) Team Competence (TC) Presentation (PT) Total
500 300 350 1150
PE, TC and PT denote the percentage scores obtained by each bidder in the corresponding sections 7.5.1.2 The final Technical Evaluation Score shall be calculated as following: T = PE + TC + PT The bidder with the highest technical score shall be declared as T1. 7.5.1.3 7.5.1.4 The technical scores of the qualifying bidders shall not be disclosed to all the bidders. RBI, at its discretion, may choose to amend the minimum score for technical qualification stated above.
7.6
7.6.1.1 7.6.1.2
Disqualification Parameters in Technical Bid Evaluation

The bidders are required to obtain a minimum score in each of the sections listed above as specified in Table 7-4 . If only one bidder qualifies, RBI at its discretion may select bidders with the top two technical scores for commercial evaluation. RBI, at its discretion, may choose to open the commercial bid of the only bidder who qualifies.
7.7
7.7.1.1
Commercial Bid Evaluation

Commercial bids of only those bidders who qualify the technical evaluation shall be opened. Commercial bids of the other bidders shall not be opened and their Earnest Money Deposit shall be returned
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7.7.1.2
The bidders will have to submit the Commercial bid in the attached format - Annexure ANX9_CommercialBidForm.doc. The bidder is expected to submit the Commercial bid inclusive of the applicable taxes. The technical scores of the bidders who qualify technical evaluation shall be disclosed to the qualified bidders. The Technically Qualified bidder with the lowest Commercial Bid after scrutiny and normalization would be declared as CLOW. The techno-commercial score shall be calculated as follows: Total Score = (CLOW / C)*0.3 + (T / THIGH)*0.7. Here C and T are the commercial and technical scores of the respective bidders.
7.7.1.3 7.7.1.4 7.7.1.5
7.7.1.6 7.7.1.7 7.7.1.8
In case of a tie of Total Score between two or more Bidders, the Bid with higher technical score would be chosen as the successful bidder. RBI will notify the name of the Successful Bidder. Commercial bid valuation shall be considered as below in case of any kind of discrepancy: 1. If there is a discrepancy between words and figures, the amount in words shall prevail 2. If there is a discrepancy between percentage and amount, the amount calculated as per the stipulated percentage basis shall prevail 3. If there is discrepancy between unit price and total price, the unit price shall prevail 4. If there is a discrepancy in the total, the correct total shall be arrived at by Bank
7.7.1.9
In case the bidder does not accept the correction of the errors as stated above, the bid shall be rejected.
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8. Two Stage Bidding Process

8.1
8.1.1.1
Instructions for Tender Submission

Bidders are permitted to submit only one Technical Bid and relevant Commercial Bid. More than one Technical and Commercial Bid should not be submitted. The Technical and Commercial bids should be put in separate covers and all such covers shall be put in one single cover and delivered at the address mentioned above in Section 5.2.1.2. The bidder is expected to submit the Commercial bid inclusive of the applicable taxes in the Annexure ANX9_CommercialBidForm.doc The cost of bidding and submission of the bids is entirely the responsibility of the bidders, regardless of the conduct or outcome of the tendering process. Bids, in sealed covers, as per the instructions to bidders should be delivered as mentioned in the Bid schedule. Bids may be sent by registered post or by hand delivery, so as to be received at the address given above in the tender schedule. Receipt of the bids shall be closed as mentioned in the bid schedule. Bids received after the scheduled closing time will not be accepted by RBI under any circumstances. Bank will not accept bids delivered late for any reason whatsoever including any delay in the postal service, courier service or delayed bids sent by any other means. The technical bids will be opened as mentioned in bid schedule. The bidders or their authorized representatives may be present at the time of the opening of the technical bid. Only two persons per bidder will be allowed to be present at the time of the opening the technical bids. No bid shall be rejected at bid opening stage, except for bids received late.
8.1.1.2 8.1.1.3 8.1.1.4
8.1.1.5
8.1.1.6 8.1.1.7
8.2
8.2.1.1 8.2.1.2
General Guidelines
The offers should be made strictly as per the formats specified. A declaration may be given by the bidder stating that "No relative of the bidders is working in the Reserve Bank of India". If anyone working in the RBI is related to the bidders, the name, designation and the department where the person is posted may be given. Please provide the same in the annexure ANX5_ConfirmationOfEligibility.doc The bid should contain no interlineations, erasures or over-writings except as necessary to correct errors made by the bidder. In such cases, the person/s signing the bid should initial such corrections. The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidders risk and may result in rejection of the bid. No rows or columns of the tender should be left blank. Offers with insufficient information and Offers which do not strictly comply with the stipulations given above, are liable for rejection.
8.2.1.3
8.2.1.4
8.2.1.5
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8.2.1.6 8.2.1.7
Bank may at its discretion abandon the process of the selection of Bidder anytime before notification of award. All information (bid forms or any other information) to be submitted by the bidders may be submitted as a softcopy also in MS Word format in a CD and should be kept in the respective sealed covers. The soft copy submission should be an exact replica of the hard copy submission and should include scanned copy of all the relevant documents including signatures/company seal wherever present on the hard copy. The bidders may note that no information is to be furnished to RBI through e-mail except when specifically requested and such queries are to be confirmed in writing. RBI reserves the right to advance or post-pone the pre-bid conference date. However, bidders will be informed the date of pre-bid conference in advance to submit their queries to RBI seeking clarification. The bids will be opened in the presence of authorized representatives of the bidders. However, the representative of the bidder has to produce an authorization letter from the bidder to represent them at the time of opening of Technical/Commercial bids. Only two representatives will be allowed to represent any bidder. In case the bidders representative is not present at the time of opening of bids, the quotations/bids will still be opened at the scheduled time at the sole discretion of RBI.
8.2.1.8
8.2.1.9
8.3
8.3.1.1
Clarification on the Tender Document

For any clarification with respect to this RFP, the bidder may send an email to cbsdgba@rbi.org.in. The format to be used for seeking clarification is mentioned in Annexure ANX10_PreBidQueryFormat.doc.It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, must be in writing only and should be to the designated email id as stated earlier. Written requests for clarification may be submitted to RBI at least 2 days prior to Pre-bid meeting and clarifications for such queries shall be provided by RBI or its representative in the pre-bid meeting. The Pre Bid Query Form should preferably be emailed to RBI or provided by softcopy in either event hardcopy confirmations are to be submitted in the beginning of pre bid meeting. Bidders should provide their email address in their queries without fail since replies from Bank will be by emails only. Responses to queries and clarifications wherever necessary shall be placed in Banks website (www.rbi.org.in). The Bank shall not answer any communication initiated by Respondents after 2 business days prior to the date of Pre-bid meeting mentioned in Section 1 of this RFP. At the end of the Prebid meeting but not later than 2 business days from the close of Pre-bid meetings, the respondents shall confirm to Bank in writing to the effect that all their queries have been answered to enable them to make a complete and valid response to the RFP. However, the Bank may in its absolute discretion seek additional information or material from any Respondents after the RFP closes and all such information and material provided must be taken to form part of that Respondents response.
8.3.1.2
8.3.1.3 8.3.1.4 8.3.1.5 8.3.1.6
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8.4
8.4.1.1
Amendments to Tender Document

Amendments to the Tender Document may be issued by RBI for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, prior to the deadline for the submission of bids, which will be placed on the RBI website. The amendments so placed on RBIs website will be binding on all the bidders. From the date of issue, amendments to Terms and Conditions shall be deemed to form an integral part of the RFP. Further, in order to provide, prospective bidders, reasonable time to take the amendment into account in preparing their bid, RBI may, at its discretion extend the deadline for submission of bids.
8.4.1.2
8.5
8.5.1.1
Language of Bids
All bids and supporting documentation shall be submitted in English.
8.6
8.6.1.1
Period of Bid Validity

The Bids will be treated as valid for a period of 180 days from the closing date for submission of the bid
8.7
8.7.1.1
Format and Signing of Bid

The bid should be signed by the bidder or any person duly authorized to bind the bidder to the contract. The signatory should give a declaration and through authenticated documentary evidence establish that he/she is empowered to sign the tender documents and bind the bidder. All pages of the tender documents except brochures if any are to be signed by the authorized signatory. Forms with respective must be submitted and signed by the authorized signatory. Unsigned bids would entail rejection of the bid.
8.7.1.2
8.8
8.8.1.1
Correction of Errors
Arithmetic errors in bids will be treated as follows: Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and The amount stated in the tender form shall be considered as binding, unless it causes the overall tender price to rise, in which case the bid amount mentioned in the ANX9_CommercialBidForm.doc shall govern.
8.9
8.9.1.1
Acceptance or Rejection of Bid

RBI reserves the right not to accept any bid, or to accept or reject a particular bid at its sole discretion without assigning any reason whatsoever.
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8.10
Duration and Condition of Engagement
8.10.1.1 Reserve Bank of India shall engage and appoint the successful Bidder till the completion of full CBS rollout to provide services as detailed in the under Section 5 of this document and in consideration of remuneration payable by Reserve Bank of India to the bidder 8.10.1.2 RBI will reserve the right to terminate the services of the bidder at any point of the Project without assigning any reasons. In such case payment would be made commensurate with the last competed phase. 8.10.1.3 Information collected or provided to the bidder would be confidential and shall not be used by him for any other purpose. The work/study carried out by the bidder would be the sole property of RBI 8.10.1.4 At no point should bidder use the name of RBI without prior written permission to advertise itself. 8.10.1.5 Tool proposed/used for the data migration audit should be licensed in the name of the Bank. The bidder is also expected to train the end users (core users of the project as identified by the Bank) till the Banks personnel gain sufficient expertise in using the automated audit tool. 8.10.1.6 If the bidder proposes an automated tool, the Bank may decide to purchase the license of the automated tool post successful evaluation / demonstration of the tool by the bidder.
8.11
General Terms and Conditions
8.11.1.1 The term of this Bidder assignment is till the completion of CBS rollout by Polaris Software Lab Limited from the date of acceptance of appointment order. 8.11.1.2 Adherence to terms and conditions: The bidders who wish to submit responses to this RFP should note that they should abide by all the terms and conditions contained in the RFP. If the responses contain any extraneous conditions put in by the respondents, such responses will be disqualified and will not be considered for the selection process. 8.11.1.3 DISCLAIMER : RBI and/or its officers, employees disclaim all liability from any loss or damage, whether foreseeable or not, suffered by any bidder/ person acting on or refraining from acting because of any information including statements, information, forecasts, estimates or projections contained in this document or conduct ancillary to it whether or not the loss or damage arises in connection with any omission, negligence, default, lack of care or misrepresentation on the part of Bank and/or any of its officers, employees.
8.12
Other Terms and Conditions

Reserve Bank of India reserves the right to:
8.12.1.1 Reject any and all responses received in response to the RFP without assigning any reason whatsoever 8.12.1.2 Cancel the RFP/Tender at any stage, without assigning any reason whatsoever
47
8.12.1.3 Waive or Change any formalities, irregularities, or inconsistencies in this proposal (format and delivery). Such a change/waiver would be duly and publicly notified on RBI's website before the closure of the bid date 8.12.1.4 Extend the time for submission of all proposals and such an extension would be duly and publicly notified on RBI's website 8.12.1.5 Select the next most responsive bidder if the first most responsive bidder evaluated for selection fail to result in an agreement within a specified time frame 8.12.1.6 Share the information/ clarifications provided in response to RFP by any bidder, with all other bidder(s) /others, in the same form as clarified to the bidder raising the query. 8.12.1.7 The key persons identified by the bidder for the project should carry out their activities from the premises of Reserve Bank of India, Mumbai, Reserve Bank of India, Navi Mumbai and Reserve Bank of India, Nagpur. 8.12.1.8 The clarifications, if any, required by the bidder should be informed in writing, in advance to the address given above. Such clarifications can be asked up to the last date for submission of bids. If RBI in its absolute discretion deems that the originator of the clarification will gain any advantage by a response to a question, then Bank reserves the right to communicate such query and response to all respondents of the RFP. The bidder appointed under the RFP cannot participate/ bid for providing services/ products under the CBS implementation post its appointment. 8.12.1.9 Substitution of Project Team Members: During the assignment, the substitution of key staff such as Project Manager, Team Leader etc 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 bidder can do so only with the concurrence of RBI by providing other staff of same level of qualifications and expertise. If RBI is not satisfied with the substitution, RBI reserves the right to terminate the contract and recover whatever payments made by RBI to the bidder during the course of this assignment besides claiming an amount, equal to the contract value as liquidated damages. However, RBI reserves the right to insist the bidder to replace any team member with another (with the qualifications and expertise as required by RBI) during the course of assignment. 8.12.1.10 Professionalism: The bidder should provide professional, objective and impartial services at all times and hold RBIs interests paramount and should observe the highest standard of ethics while executing the assignment. 8.12.1.11 Adherence to Standards: The bidder should adhere to laws of land and rules, regulations and guidelines prescribed by various regulatory, statutory and Government authorities. 8.12.1.12 No legal binding relationship: It may be noted that no binding legal relationship will exist between any of the Respondents of this RFP and RBI, until execution of a contractual agreement. 8.12.1.13 RBI reserves the right to conduct an audit/ongoing audit of the services provided by the bidder. 8.12.1.14 RBI reserves the right to ascertain information from the banks and other institutions to which the bidders have rendered their services for execution of similar projects. 8.12.1.15 The bidders, who involve in any form of lobbying/ influencing/ canvassing etc., in selection process will be disqualified.
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8.13
Expenses incurred by successful bidder on the project
8.13.1.1 Expenses: It may be noted that the project office from where the project shall be managed and implemented shall be established in Mumbai, Navi Mumbai and Nagpur. RBI will not pay any amount /expenses /charges /fees /travelling expense /boarding expenses /lodging expenses /conveyance expenses /out of pocket expenses other than the Agreed Professional Fee. 8.13.1.2 However, travelling, boarding and lodging expenses, if any, for site visits outside Mumbai, Navi Mumbai and Nagpur, for project related work will be discussed with RBI as to the need, duration, number of personnel involved, etc., and will have to be cleared by RBI in advance in writing. Settlement of bills in such cases will be at rates applicable to Grade B/C officers of RBI against production of tickets and bills depending upon the designation of the staff of the bidder firm who actually undertakes the journey. Mumbai will be considered as the base station for the purpose of travelling.
8.14
Evaluation and Comparison of Bids
8.14.1.1 Only bids from Bidders meeting the defined requirements and submitting complete and responsive bids will be processed to the stage of being fully evaluated and compared. The evaluation criteria shall be based on the requirements, stated elsewhere in this document.
8.15
Notification of Award
8.15.1.1 The acceptance of a tender, subject to contract, will be communicated in writing at the address supplied by the Bidder in the tender response. Any change of address of the Bidder, should therefore be promptly notified to Shri Vijay Chugh, Chief General Manager, Department of Government and Bank Accounts, Core Banking Division, 3rd Floor, Amar Building, Fort, Sir P.M. Road, (Perin Nariman Street), MUMBAI 400 001, INDIA.
8.16
Authorized Signatory for signing the contract
8.16.1.1 The selected bidder shall indicate the authorized signatories who can discuss and correspond with RBI, 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, authorizing an official or officials of the company or a Power of Attorney copy to discuss, sign agreements/contracts with RBI. The bidder shall furnish proof of signature identification for above purposes as required by RBI.
8.17
Signing of Contract
8.17.1.1 The Bidder shall be required to enter into a contract with Reserve Bank of India, within 15 days of the award of the tender or within such extended period.
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8.18
Right to Reject Bids
8.18.1.1 RBI reserves the absolute right to reject the response/proposal if it is not in accordance with its requirements and no correspondence will be entertained by RBI in the matter. The bid is liable to be rejected if, It is not in conformity with the instructions mentioned in this tender document. If it is not strictly as per prescribed form and format It is not properly/duly signed. It is received through Fax, Telex or Telegram. It is received after expiry of the due date and time It is incomplete including non-furnishing the required documents. It is evasive or contains incorrect information. There is canvassing of any kind. It is submitted anywhere other than the address provided in section 6.2.1.2.
8.19
Vicarious Liability
8.19.1.1 The bidder shall be the principal employer of the employees, agents, contractors, subcontractors etc., engaged by the bidder and shall be vicariously liable for all the acts, deeds 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 shall accrue or arise, by virtue of engagement of employees, agents, contractors, subcontractors etc., by the bidder, for any assignment under the contract. All remuneration, claims, wages dues etc., of such employees, agents, contractors, subcontractors etc., of the bidder shall be paid by the bidder alone and RBI shall not have any direct or indirect liability or obligation, to pay any charges, claims or wages of any of the bidders employees, agents, contractors, subcontractors etc. The bidder shall agree to hold RBI, its successors, assigns and administrators fully indemnified, and harmless against loss or liability, claims, actions or proceedings, if any, that may arise from whatsoever nature caused to RBI through the action of bidders employees, agents, contractors, subcontractors etc.
8.20
Non Payment of Professional Fees
8.20.1.1 If any of the items/activities as mentioned in the price bid and as mentioned in ANX9_CommercialBidForm.doc are not taken up by RBI during the course of this assignment, RBI will not pay the professional fees quoted by the bidder in the Price Bid against such activity/item.
8.21
Assignment
8.21.1.1 Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the bidder, and any such attempted sale, lease,
50
assignment or otherwise transfer shall be void and of no effect without the advance written consent of RBI.
8.22
Non-Solicitation
8.22.1.1 The bidder, during the term of the contract and for a period of two years thereafter shall not without the express written consent of RBI, directly or indirectly: 8.22.1.2 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 RBI in rendering services under the contract; or 8.22.1.3 Induce any person who shall have been an employee or associate of RBI at any time to terminate his/ her relationship with RBI.
8.23
No Employer-Employee Relationship
8.23.1.1 The bidder or any of its holding/subsidiary/joint-venture/ affiliate / group / client companies or any of their employees / officers / staff / personnel / representatives/ agents shall not, under any circumstances, be deemed to have any employer-employee relationship with RBI or any of its employees/officers/ staff/representatives/ personnel/agents.
8.24
Subcontracting
8.24.1.1 The bidder shall not subcontract or permit anyone other than its personnel and the parties enlisted in the response to perform any of the work, service or other performance required of the bidder under the contract without the prior written consent of RBI.
51
9. Proposal Response
9.1.1.1 The response is expected in two separate envelopes; one containing the Technical Bid and the other containing the Commercial Bid. The bidder should submit two copies of Technical and Commercial bids. The Technical Bid envelope should be labelled as: TECHNICAL BID for Reserve Bank of Indias CORE BANKING SOLUTION DATA MIGRATION AUDIT SUBMITTED BY M/s.. ON..AT MUMBAI, DUE DATE ________ on top of the sub-envelope containing the technical bid. The Commercial Bid envelope should be labelled as: COMMERCIAL BID for Reserve Bank of Indias CORE BANKING SOLUTION DATA MIGRATION AUDIT SUBMITTED BY M/s.. ON..AT MUMBAI, DUE DATE _______ on top of the sub-envelope containing commercial bid. Third sub envelope should have the hard copy and CD for Commercial Bid. One of the two envelopes of the Technical as well as Commercial bids should be labelled as Original Copy while the other should be labelled Duplicate Copy. The envelope labelled Original Copy, along with the technical proposal, shall also contain: CD with the soft copy of the technical bid and annexure. The soft copies should be MS Word documents in MS Word 2003 format. Earnest Money Deposit. 9.1.1.8 These two separate sealed sub-envelopes should be put together in another sealed master envelope labelled BID for RBIs CORE BANKING SOLUTION DATA MIGRATION AUDIT PROJECT TENDER REFERENCE NO. SUBMITTED BY .. ON... AT MUMBAI, DUE DATE ________. The Technical Bid shall contain the technical proposal to the requirement of RBI as specified in Annexure ANX8_TechnicalBidForm.doc along with all the annexure documents mentioned below: Non-Disclosure Agreement ANX1_Audit_Tools_Methodology_and_Approach.doc ANX2_ConformityOfSoftCopy.doc ANX3_ConfirmationOfTermsAndConditions.doc ANX4_ConfirmationToDeliver.doc. ANX5_ConfirmationofEligibility.doc ANX6_AuditedFinancialStatements.doc ANX7_SubmissionCheckList.doc Earnest Money Deposit
9.1.1.2 9.1.1.3
9.1.1.4 9.1.1.5
9.1.1.6 9.1.1.7
9.1.1.9
52
9.1.1.10 The Commercial Bid shall be submitted as per Annexure ANX9_CommercialBidForm.doc and should also include ANX11_Commercial BOM.xls. 9.1.1.11 The Commercial Bid in ANX9_CommercialBidForm.doc should include professional fees and applicable taxes only. The form should not include the automated tool prices (which is optional for the Bank) 9.1.1.12 The pages of all hard copies of the technical and commercial proposals should be properly numbered, each page signed and stamped. The technical proposal should be bound in such a way that the sections of the proposal could be removed and separated easily. 9.1.1.13 Please note that if any envelope is found to contain technical and commercial offer in a single envelope or commercials are provided along with the technical response, then that offer will be rejected outright. 9.1.1.14 The Bidder should certify that the contents of the CDs are the same as that provided by way of hard copy as per letter format given in Annexure ANX2_ConformityOfSoftCopy.doc. In case of any discrepancy, the hard copy shall supersede the soft copy. 9.1.1.15 The bidder should confirm that the bidder fulfils the eligibility criteria mentioned in the section 4 and should submit this confirmation as per the format given in Annexure ANX5_ConfirmationOfEligibility.doc 9.1.1.16 The bidder should confirm that they accept all the terms and conditions mentioned in the RFP and provide the confirmation as per the format given in ANX3_ConfirmationOfTermsAndConditions.doc 9.1.1.17 All the pages of the proposal including annexure, appendices and documentary proofs should be numbered and be signed by the authorized signatory. 9.1.1.18 The bid responses should include Copy of the Tender document along with all clarifications released by RBI duly putting the seal and signature on all the pages of the document for having noted the contents and testifying conformance to the terms and conditions set out therein should also be enclosed in the Master Envelope. 9.1.1.19 The proposal should be prepared in English in MS Word 2003 format. The email address and phone / fax numbers of the bidder shall also be indicated on sealed envelopes. 9.1.1.20 Bidder will submit demand draft/bankers cheque/pay order drawn in favour of Reserve Bank of India payable at Mumbai towards Earnest Money Deposit (EMD) for Rs. 10, 00,000/(Rupees Ten Lakhs only). The RFP responses without accompanying the demand draft / bankers cheque / pay order towards EMD will be rejected. 9.1.1.21 The EMD of unsuccessful bidders shall be returned within 15 days from the declaration of the disqualification of the respective bidder. The EMD of the successful bidder shall be returned after the successful bidder furnishes the Performance Bank Guarantee. 9.1.1.1 The successful bidder shall at his own expense deposit with the Chief General Manager InCharge, Department of Government and Bank Accounts, Reserve Bank of India, Mumbai within fifteen (15) working days of the signing of the contract, a Performance Bank Guarantee from a scheduled commercial bank, payable on demand for an amount to twenty percent (20%) of the contract price, for the due performance and fulfilment of the contract by the Bidder.
53
9.1.1.2 Without prejudice to the other rights of the Purchaser under the Contract in the matter, the proceeds of the Performance Bank Guarantee shall be payable to RBI as compensation for any loss resulting from the Bidders failure to complete its obligations under the Contract. RBI shall notify the Bidder in writing of the invocation of its right to receive such compensation, indicating the contractual obligation(s) for which the Bidder is in default.
9.1.1.3 The Performance Bank Guarantee may be discharged upon being satisfied that there has been due performance of the obligations of the bidder under the contract. The Performance Bank Guarantee shall be valid till the end of the contract. 9.1.1.4 The Performance Bank Guarantee shall be denominated in the currency of the Contract and shall be by bank guarantee or another form acceptable to RBI. 9.1.1.5 The Performance Bank Guarantee will be valid till the end of the contract Failure of the successful bidder to comply with the above requirement, or failure of the bidder to enter into a contract within 30 days or within such extended period, as may be specified by the Chief General Manager, Department of Government and Bank Accounts, Reserve Bank of India, Mumbai, shall constitute sufficient grounds, among others, if any, for the annulment of the award of the tender. The format of the Performance Bank Guarantee will be provided to the successful bidder at a later date. 9.1.1.6 The bid envelopes must be addressed to: Shri Vijay Chugh, Chief General Manager Reserve Bank of India Department of Government and Bank Accounts (DGBA) Core Banking Division 3rd Floor, Amar Building, Sir P.M.Road, (Perin Nariman Street) Fort, Mumbai 400 001 Contact No.: 022-22635222 Email: vchugh@rbi.org.in Fax: 022-22635220 9.1.1.7 9.1.1.8 Only one Submission of response to RFP by each Bidder / respondent will be permitted. All responses including commercial and technical bids would be deemed to be irrevocable offers/proposals from the Bidder and may, if accepted by RBI, form part of the final contract between RBI and the selected Bidder. Bidder is requested to attach a letter from an authorized signatory attesting the veracity of information provided in the responses annexure ANX4_ConfirmationToDeliver.doc. Unsigned responses would be treated as incomplete and are liable to be rejected. All envelopes should be securely sealed and stamped. The authorized signatories of the Bidder should initial on all pages of the technical and commercial proposals. Annexure ANX7_SubmissionCheckList.doc can be used as a checklist. The bid response should be submitted in 2 envelopes as suggested above.
9.1.1.9
9.1.1.10 All envelopes must be super-scribed with the Name of Bidder with contact number and email ID.
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END OF DOCUMENT
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Reserve Bank of India

June 2011 This document contains 56 pages

RFP for CBS Data Migration Audit at RBI

(Letterhead of the bidder)

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

Eligibility Criteria Scope of Work

Terms and Conditions

RFP for CBS Data Migration Audit at RBI

6.19 6.20 6.21 6.21.1 6.21.2

Two Stage Bidding Process

RFP for CBS Data Migration Audit at RBI

Declaration of Technical Result Commercial Bid Opening Declaration of Final Result

RFP for CBS Data Migration Audit at RBI

Office Location Mumbai Delhi Kolkata Chennai Jaipur Jammu Kanpur

RFP for CBS Data Migration Audit at RBI

State Government Cell is operational instead of PAD

State Government Cell is operational instead of PAD

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

Purpose of the document

RFP for CBS Data Migration Audit at RBI

Table 2-3: Current IT applications deployed in RBI

Department Application Name Function

(3) PDOs PDO-NDS (Negotiated Dealing System)

(4) CAS CAS Application

Comprehensive solution for Government Accounting

RFP for CBS Data Migration Audit at RBI

(1) 20 DAD and DGBA

UNIX Peru 264 UNIX to Linux

Oracle 8.1.5 being migrated to Oracle 11g

Core Banking Application Suite

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

Deposits for SDS Government Business Agency Transactions

Securities Settlements CAS Nagpur Operations Audit trail Module

RFP for CBS Data Migration Audit at RBI

The Master RFP

Annexure Seeking Response for Evaluation

Annexure Reference Number ANX1

ANX4 ANX5 ANX6 ANX7 ANX8

RFP for CBS Data Migration Audit at RBI

ANX9 ANX10 ANX11 3.2.1.2

Commercial Bid Form Pre-Bid Query Format Commercial BOM

ANX9_CommercialBidForm.doc ANX10_PreBidQueryFormat.doc ANX11_Commercial BOM.xls

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

RFP for CBS Data Migration Audit at RBI

S. No. 1 2 3 4 5 6 5.1.1.2 5.1.1.3 5.1.1.4 5.1.1.5

RFP for CBS Data Migration Audit at RBI

Objectives of Data Migration Audit

RFP for CBS Data Migration Audit at RBI

Data Migration Audit Process

RFP for CBS Data Migration Audit at RBI

Deliverables and Timelines

RFP for CBS Data Migration Audit at RBI

Regional Office Belapur, Mumbai RO Bank Identified RO (Ahemdabad) Mumbai RO

Date/Timeline December, 2011

January, 2012 January, 2012 February, 2012

DGBA and CODs