small industries development bank of india · भारतीय लघु उ nयोग...

Small Industries Development Bank of India

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Expression of Interest (EOI) For

Procurement & Implementation of Document Management System (DMS) &

Workflow Solutions

( . 400/2017/1225/BYO/BPRC 19/12/2016)

(EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016)

Expression of Interest

Procurement & Implementation of DMS

2 Introduction and Disclaimers | SIDBI

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Expression of Interest Procurement & Implementation of DMS

SIDBI | Introduction and Disclaimers 3

Notice

This document is the property of Small Industries Development Bank of India (SIDBI). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without SIDBIs written permission. Use of contents given in this document, even by the authorized personnel/agencies for any other purpose other than the purpose specified herein, is strictly prohibited as it shall amount to copyright violation and thus shall be punishable under the Indian law.




Important Clarifications

Some terms have been used in the document interchangeably for the meaning as mentioned below: 1. Bank means Small Industries Development Bank of India.

2. Bidder means the respondent to the EOI document.

3. Successful Bidder refers to the bidder who gets selected by the bank after completion of evaluation process for EOI.

4. Service provider means the bidder selected out of this EOI and contracted to provide the services as per scope of this EOI.

5. EOI or Tender means the Expression of Interest document.

6. DC means Data centre, DR means disaster recovery site

7. Bid may be interchangeably referred to as Offer.

8. Authorised Signatory of the bidder is the person who has the power of attorney on behalf of the bidding organisation for submission of bid response against this EOI / Tender document.

9. DMS means Document Management System and Workflow Solutions

Glossary

Acronym Description BG Bank Guarantee BPR Business Process Re-engineering DR Disaster Recovery IEMD Initial Earnest Money Deposit EMD Earnest Money Deposit EOI Expression of Interest LOI Letter of Intent OEM Original Equipment Manufacturer PBG Performance Bank Guarantee RfP Request for Proposal TAT Turn-Around-Time TTT Train The Trainer



Table of Contents

1. INTRODUCTION AND DISCLAIMERS .....................................................................................................8 1.1 PREFACE ..................................................................................................................................................8 1.2 INFORMATION PROVIDED ..........................................................................................................................8 1.3 FOR RESPONDENT ONLY ............................................................................................................................8 1.4 DISCLAIMER .............................................................................................................................................8 1.5 COSTS TO BE BORNE BY RESPONDENTS ......................................................................................................9 1.6 NO LEGAL RELATIONSHIP .........................................................................................................................9 1.7 RECIPIENT OBLIGATION TO INFORM ITSELF................................................................................................9 1.8 EVALUATION OF OFFERS ...........................................................................................................................9 1.9 ACCEPTANCE OF SHORTLISTING PROCESS ..................................................................................................9 1.10 ERRORS AND OMISSIONS ...........................................................................................................................9 1.11 ACCEPTANCE OF TERMS ............................................................................................................................9 1.12 EXPRESSION OF INTEREST ....................................................................................................................... 10 1.13 NOTIFICATION ........................................................................................................................................ 10

2. GENERAL INFORMATION AND SUBMISSION OF EOI RESPONSE ................................................. 11 2.1 INVITATION FOR EXPRESSION OF INTEREST .............................................................................................. 11 2.2 GUIDELINES FOR SUBMISSION OF EOI ...................................................................................................... 11 2.3 BID PRICE ............................................................................................................................................... 11 2.4 INITIAL EARNEST MONEY DEPOSIT (IEMD) ............................................................................................. 11 2.5 EOI VALIDITY PERIOD ............................................................................................................................ 12 2.6 LATE EOI POLICY ................................................................................................................................... 12 2.7 RECEIVING OF EOI RESPONSE ................................................................................................................. 12 2.8 NON-DISCLOSURE .................................................................................................................................. 13 2.9 PRIME BIDDER ........................................................................................................................................ 13 2.10 REQUESTS FOR INFORMATION .................................................................................................................. 13 2.11 ISSUE OF CORRIGENDUM ......................................................................................................................... 13 2.12 PRE-BID MEETING .................................................................................................................................. 14 2.13 DISQUALIFICATION ................................................................................................................................. 14 2.14 DETAILS TO BE SUBMITTED BY THE BIDDER .............................................................................................. 14 2.15 IMPORTANT INSTRUCTIONS ..................................................................................................................... 15

3. BACKGROUND .......................................................................................................................................... 16 3.1 INTRODUCTION ....................................................................................................................................... 16 3.2 FINANCIAL SUPPORT ............................................................................................................................... 18 3.3 OPERATIONAL FUNCTIONS....................................................................................................................... 18 3.4 IT INFRASTRUCTURE ............................................................................................................................... 19

3.4.1 Current Setup ................................................................................................................................. 19 3.4.2 Business Applications ..................................................................................................................... 19

4. PROCESS OF EVALUATION ................................................................................................................... 20 4.1 CRITERIA FOR SHORTLISTING .................................................................................................................. 20

4.1.2 Eligibility criteria ........................................................................................................................... 20 4.1.3 Presentations, Demo and Proof of Concept (POC) .......................................................................... 21

4.2 EVALUATION PROCESS ............................................................................................................................ 22 4.3 SIDBI RIGHTS ........................................................................................................................................ 22

5. PROJECT SCOPE ...................................................................................................................................... 24 5.1 PROJECT OBJECTIVE ............................................................................................................................... 24 5.2 HIGH LEVEL FUNCTIONALITIES OF DMS................................................................................................... 24 5.3 WORKFLOW SOLUTION ........................................................................................................................... 26

5.3.1 Inward/Outward Management Facility ............................................................................................ 26 5.3.2 Office Noting, Approval, Sanction ................................................................................................... 26 5.3.3 Board / Committee Meeting Process ............................................................................................... 26 5.3.4 Other Correspondence Management Facility .................................................................................. 26 5.3.5 Archival/Retrieval of Documents/Files through workflow ................................................................ 26 5.3.6 Parliamentary Questions ................................................................................................................ 26




5.3.7 Right to Information system & Grievance Management ................................................................... 27 5.3.8 Audit .............................................................................................................................................. 27 5.3.9 Management of Legal Cases ........................................................................................................... 27 5.3.10 Staff Accountability......................................................................................................................... 27 5.3.11 Software development Requirement, Change and Release Management ........................................ 27

5.4 MISCELLANEOUS REQUIREMENT .............................................................................................................. 27 5.4.1 Re-use & Integration of legacy systems ........................................................................................... 27 5.4.2 Training Administrative, user level and development .................................................................... 27 5.4.3 Infrastructure - Production & Disaster Recovery ............................................................................ 28 5.4.4 Performance Monitoring & Tuning of DMS components & solution ................................................ 28 5.4.5 Collaboration ................................................................................................................................. 28 5.4.6 Licensing policy of the DMS solution .............................................................................................. 29 5.4.7 Digitization of old documents .......................................................................................................... 29 5.4.8 Issues, Challenges and Risk mitigation ............................................................................................ 29

6. ANNEXURES .............................................................................................................................................. 30 6.1 ANNEXURE I: BID COVERING LETTER ................................................................................................... 30 6.2 ANNEXURE II: GENERAL INFORMATION ABOUT BIDDER......................................................................... 32 6.3 ANNEXURE III: RESPONSE TO THE ELIGIBILITY CRITERIA ....................................................................... 33 6.4 ANNEXURE IV: TECHNICAL DETAILS .................................................................................................... 35 6.5 ANNEXURE V: IEMD/ BID SECURITY FORM/ BANK GUARANTEE ........................................................... 36 6.6 ANNEXURE VI: BANK MANDATE FORM ................................................................................................ 38

7. CHECKLIST FOR RESPONDENTS / BIDDERS...................................................................................... 40



Critical Information/ (EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016)

SNo. ..

Events / Date/ Time/

1 Last date for seeking clarifications for pre-bid meeting/ -

January 02, 2017

5.00 p.m

2 Pre Bid meeting (no clarifications would be given after pre-bid meeting)

January 04, 2017 11.00 a.m

3 Last date for submission of bids/

January 18, 2017 4.00 p.m

4 Tender closing date & time/

January 18, 2017 4.00 p.m

5 Address for Bid Submission/

/ General Manager Business Process Re-engineering Cell (BPRC) Small Industries Development Bank of India 2nd Floor, MSME Development Centre Plot No. C-11, G Block, Bandra Kurla Complex Bandra (E), Mumbai - 400 051 Phone: 022-67531100, Email : [email protected]

6 Date & Time of Opening of bid /

January 18, 2017 4.30 p.m

7 Bid Validity/ 120 days from the last date of bid submission. 120 |

8 Presentations to be made by bidders/

The bidders are required to arrange for Presentation. Date would be intimated after bid submission. |

9 Email address for sending pre-bid query

[email protected] [email protected]

10 Contact details of SIDBI officials

R K Agrawal, GM (BPRC) 022-67221428, [email protected] Asish Topdar, DGM (Systems) 022-67531244, [email protected] Anburaj. C, AGM (BPRC) 022-67221510, [email protected] Debashish Das, AM (Systems) 022-67221480, [email protected]




1. Introduction and Disclaimers 1.1 Preface

This Expression of Interest document (EOI document or EOI) has been prepared solely for the purpose of enabling SIDBI to shortlist prospective bidders for procurement & implementation of DMS Solution in the bank. The EOI document is not a recommendation, offer or invitation to enter into a contract, agreement or any other arrangement, in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between SIDBI and any successful Bidder as identified by SIDBI, after completion of the selection process as detailed in this document.

1.2 Information Provided The EOI document contains statements derived from information that is believed to be true and reliable at the date obtained but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with Bank in relation to the provision of services. Neither Bank nor any of its directors, officers, employees, agents, representative, contractors, or advisers gives any representation or warranty (whether oral or written), express or implied as to the accuracy, updating or completeness of any writings, information or statement given or made in this EOI document. Neither Bank nor any of its directors, officers, employees, agents, representative, contractors, or advisers has carried out or will carry out an independent audit or verification or investigation or due diligence exercise in relation to the contents of any part of the EOI document.

1.3 For Respondent only The EOI document is intended solely for the information of the party to whom it is issued (the Recipient or the Respondent or the Bidder) i.e. Government Organization/Public Sector Undertaking (PSU) / Limited Company registered in India / Partnership firm registered under LLP act. 2008 and no other person or organization.

1.4 Disclaimer Subject to any law to the contrary, and to the maximum extent permitted by law, Bank and its directors, officers, employees, contractors, representatives, agents, and advisers disclaim all liability from any loss, claim, expense (including, without limitation, any legal fees, costs, charges, demands, actions, liabilities, expenses or disbursements incurred therein or incidental thereto) or damage, (whether foreseeable or not) (Losses) suffered by any person acting on or refraining from acting because of any presumptions or information (whether oral or written and whether express or implied), including forecasts, statements, estimates, or projections contained in this EOI document or conduct ancillary to it whether or not the Losses arise in connection with any ignorance, negligence, inattention, casualness, disregard, omission, default, lack of care, immature information, falsification or misrepresentation on the part of Bank or any of its directors, officers, employees, contractors, representatives, agents, or advisers.

All information contained in this Expression of Interest (EOI) is in good interest and faith. This is not an agreement and is not an offer or invitation to enter into an agreement of



any kind with any party. Bidders should conduct their own investigation and analysis and should check the accuracy, reliability and completeness of the information in this Expression of Interest. Bidders should make their own independent investigation in relation to any additional information that may be required.

The Bank shall not be bound to give reasons for any decision made and its decision will be final and binding on all the respondents to this EOI, the subsequent Proof of Concepts (POC) and RfP, if any.

1.5 Costs to be borne by Respondents All costs and expenses incurred by Respondents in any way associated with the development, preparation, and submission of responses, including but not limited to the attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by SIDBI, will be borne entirely and exclusively by the Recipient/ Respondent.

1.6 No Legal Relationship No binding legal relationship will exist between any of the Respondents and SIDBI until execution of a contractual agreement.

1.7 Recipient Obligation to Inform Itself The Recipient must apply its own care and conduct its own investigation and analysis regarding any information contained in the EOI document and the meaning and impact of that information.

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

1.9 Acceptance of Shortlisting Process Each Recipient / Respondent having responded to this EOI acknowledges to have read, understood and accept the shortlist & evaluation process mentioned in this EOI document. The Recipient / Respondent ceases to have any option to object against any of these processes at any stage subsequent to submission of its responses to this EOI.

1.10 Errors and Omissions Each Recipient should notify SIDBI of any error, fault, omission, or discrepancy found in this EOI document but not later than twelve business days prior to the due date for lodgement of Response to EOI.

1.11 Acceptance of Terms Recipient will, by responding to SIDBI for EOI, be deemed to have accepted the terms of this Introduction and Disclaimer.




1.12 Expression of Interest Recipients are required to direct all communications related to this EOI, through the Nominated Point of Contact details mentioned in Critical Information Page.

SIDBI may, in its absolute discretion, seek additional information or material from any Respondents after the EOI closes and all such information and material provided will be taken to form part of that Respondents response.

Respondents should provide details of their contact person, telephone, fax, email and full address(s) to ensure that replies to EOI could be conveyed promptly.

If SIDBI, in its absolute discretion, deems that the originator of the question will gain an advantage by a response to a question, then SIDBI reserves the right to communicate such response to all Respondents.

SIDBI may, in its absolute discretion, engage in discussion with any Respondent (or simultaneously with more than one Respondent) after the EOI closes to improve or clarify any response.

1.13 Notification SIDBI will notify all short-listed Respondents in writing or by email as soon as practicable about the outcome of their EOI. SIDBI is not obliged to provide any reasons for any such acceptance or rejection.


SIDBI | General Information and Submission of EOI Response 11

2. General Information and Submission of EOI Response

2.1 Invitation for Expression of Interest SIDBI invites 'Expression of Interest' (EOI) from experienced and reputed Document Management Solution and Digitization Service Providers for the procurement & implementation of DMS Solutions in the Bank.

This EOI is an invitation only for expression of interest for procurement & implementation of DMS Solutions in the Bank & the EOI document is not a recommendation, offer or invitation to enter into a contract, agreement or any other arrangement, in respect of the services.

2.2 Guidelines for submission of EOI This document should not be construed as Tender / Request for Proposal (RfP) in any form and would be non-binding on the Bank in any manner whatsoever.

The EOI document is available for download from our Official Website, www.sidbi.in and also uploaded in Central Public Procurement (CPP) Portal of Government of India under the link http://eprocure.gov.in/cppp/

Sealed EOI are invited from the eligible bidders, which must be prepared in accordance with the procedures stated in this EOI document and submitted to the General Manager, BPRC, SIDBI, Mumbai, not later than the date and time as stated in the time schedule given in the Critical Information section in the beginning of this EOI document.

The address of the Competent Authority to receive the bids is given below. A drop box is provided to receive the bids. The EOI document is intended solely for the information of the party to whom it is issued (the Recipient or the Respondent or the Bidder).

General Manager Business Process Re-engineering Cell (BPRC) Small Industries Development Bank of India 2nd Floor, MSME Development Centre Plot No. C-11, G Block, Bandra Kurla Complex Bandra (E), Mumbai - 400 051

2.3 Bid Price 1. Non-refundable Bid Price of INR 2,500/- (Two thousand five hundred only) by way of

Bankers Cheque / Demand Draft/ Pay Order drawn on a scheduled bank, favouring Small Industries Development Bank of India payable at Mumbai, must be submitted along with EOI response.

2. Government organizations and MSMEs are exempted from submission of bid price.

3. The Bank may, at its discretion, reject any Bidder where the application money has not been furnished with the EOI response.

2.4 Initial Earnest Money Deposit (IEMD) 1. All the responses must be accompanied by a refundable interest free security

deposit of amount of INR 1,00,000/- (One Lakh only) towards bid security. However, the Final EMD amount would be intimated by the Bank at the time of issue



12 General Information and Submission of EOI Response | SIDBI

of RfP and the Bidders will be required to submit the balance EMD along with the bid for RfP.

2. IEMD should be in the form of Demand Draft in favour of Small Industries Development Bank of India payable at Mumbai or in the form of Bank Guarantee. Format of Bank Guarantee is prescribed in Annexure - V. Any bid received without IEMD in proper form and manner shall be considered unresponsive and rejected.

3. The Demand Draft should be of a Scheduled/ Commercial Bank only and will be accepted subject to the discretion of the Bank.

4. No interest will be paid on IEMD.

5. Request for exemption from IEMD will not be entertained.

6. The IEMD amount/ BG of all unsuccessful bidders would be refunded/returned immediately upon occurrence of any the following events, whichever is earlier:

a) RfP is issued to short-listed bidders, OR

b) Bank decides to cancel the process, OR

c) The end of the bid validity period, including extended period (if any)

7. The bid security may be forfeited on account of one or more of the following reasons

a) Bidder withdraws its bids during the period of bid (EOI) validity.

b) Bidder makes any statement or encloses any form which turns out to be false/ incorrect at any time prior to signing of the contract.

c) The Bidder, having been notified of the shortlisting of its bid for issue of RfP by the Bank during the period of validity of bid,

ii) Withdraws his participation from the bid during the period of validity of bid document; or

iii) Fails or refuses to participate in the subsequent tender/RfP process after having been short listed

2.5 EOI Validity Period The Bids must remain valid and open for evaluation according to their terms for a period of 120 days from the last date of the submission of bids.

2.6 Late EOI Policy Responses received after the due date / time i.e. bid submission date/ time would be considered late and shall not be accepted or opened. Late received bids shall be returned un-opened within 02 weeks from the bid submission date.

2.7 Receiving of EOI Response EOI Response should be received by SIDBI not later than the time mentioned in Critical Information section. Receiving of EOI response will be registered by SIDBI in a separate register kept for the purpose upon receiving the EOI response. The submission of the response should be in the format outlined in this EOI and should be submitted only through hand delivery. If the submission to this EOI does not include all the documents and information required or is incomplete or submission is through Fax mode, the EOI is liable to be summarily rejected. All submissions, including any accompanying



documents, will become the property of Bank. The Recipient shall be deemed to have licensed, and granted all rights to the Bank to reproduce the whole or any portion of their submission for the purpose of evaluation and to disclose and/or use the contents of the submission as the basis for any resulting EOI process, notwithstanding any copyright or other intellectual property right of the Recipient that may subsist in the submission or accompanying documents.

2.8 Non-Disclosure The bidder shall not, unless the Bank has given permission in writing, disclose any part or make use of any part or whole of this EOI document, any specification, plan, drawing, pattern, sample or information furnished by the Bank (including the users), in connection therewith to any person other than a person employed by the bidder in the performance of the proposal.

2.9 Prime Bidder The bidder may select OEM/s of Document Management System (DMS), workflow management, enterprise class Server, storage Solution and RDBMS. There must exist a strong formal relationship between the OEM/s and the bidder.

The Bidder will be identified as the Prime Bidder and will serve as the primary contact, and take overall responsibility, including obtaining the support from OEM, wherever required. The Bidder must fulfil Pre-Qualification Criteria in his own capacity.

2.10 Requests for information 1. Recipients are required to direct all communications for any clarification related to

this EOI, to the designated Bank officials and must communicate the same in writing by the time mentioned in Critical Information section before. No query / clarification would be entertained over phone.

2. All queries relating to the EOI, technical or otherwise, must be in writing only and may be sent via email. The Bank will try to reply, without any obligation in respect thereof, every reasonable query raised by the Recipients in the manner specified.

However, the Bank will not answer any communication reaching the bank later than the time stipulated for the purpose.

3. The Bank may in its absolute discretion seek, but under no obligation to seek, additional information or material from any Respondents after the EOI closes and all such information and material provided must be taken to form part of that Respondents response. Respondents should invariably provide details of their email address as responses to queries will be provided to all Respondents via email.

4. The Bank may in its sole and absolute discretion engage in discussion with any Respondent (or simultaneously with more than one Respondent) after the EOI closes to clarify any response.

2.11 Issue of Corrigendum 1. SIDBI will endeavor to provide timely response to all queries. However, SIDBI makes

no representation or warranty as to the completeness or accuracy of any response made in good faith.

2. At any time prior to the last date for receipt of bids, SIDBI may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the EOI Document by a corrigendum.



14 General Information and Submission of EOI Response | SIDBI

3. The Corrigendum (if any) will be posted on the www.sidbi.in and also under the link http://eprocure.gov.in/cppp/ of CPP Portal, GOI.

4. Any such corrigendum shall be deemed to be incorporated into this EOI.

5. In order to afford prospective Bidders reasonable time in which to take the corrigendum into account in preparing their bids, SIDBI may, at its discretion, extend the last date for the receipt of EOI Bids.

2.12 Pre-Bid Meeting 1. The Bank shall hold a pre-bid meeting on the date and time mentioned in Critical

Information section above. Purpose of the meeting is to bring utmost clarity on the scope of work and terms of the EOI being floated. The Bidders are expected to use the platform to have all their queries answered. No query will be entertained after the pre-bid meeting.

2. It would be the responsibility of the Bidders to be present at the venue of the meeting.

3. Clarification sought by bidder should be made in writing (Letter/E-mail etc) and submitted on or before the date as indicated in the Critical Information section. Bank has discretion to consider any other queries raised by the bidders representative during the pre-bid meeting.

4. The text of the clarifications asked (without identifying the source of enquiry) and the response given by the Bank, together with amendment to the bidding document, if any, will be posted on the Bank (www.sidbi.in) website and Central Public Procurement Portal (CPPP) within 03 working days of the pre-bid meeting. It would be responsibility of the bidder to check the websites before final submission of bids.

5. If SIDBI, in its absolute discretion, deems that the originator of the question will gain an advantage by a response to a question, then SIDBI reserves the right to communicate such response to all Respondents.

2.13 Disqualification Any form of canvassing/ lobbying/ influence/ query regarding short listing, status etc. will result in a disqualification.

2.14 Details to be submitted by the bidder The Bidder must clearly mention in its bid response all the details of DMS solution along with all its components.

The Bidder may propose more than one DMS Solution. However, at the RfP stage the bidder will be allowed to bid for any one of the proposed solutions only. The bidder will not be allowed to change the solution at the stage of RfP

The Bidder should submit all the details as per enclosed format from Annexure I to Annexure VI as mentioned in the checklist at the end of this EOI document. In case of bidding for more than one solution, the bidder must submit separate set of Annexure-III & Annexure-IV for each solution.

All these documents along with DD for bid price and DD/BG for bid security (IEMD) should be put together in a sealed envelope super-scribing Bid for Procurement & Implementation of DMS Solutions (EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016) and Name of the bidder, Contact Name, Number and e-mail id.



2.15 Important Instructions Bidders must take the following points into consideration during preparation and submission of bids.

1. Authorised signatory must sign all the pages of the response.

2. Relevant documents must be submitted as proof wherever necessary. All the pages must be sealed and signed by the authorized signatory of the respondent.

3. Faxed copies of any submission are not acceptable and will be rejected by the Bank.

4. Responses should be concise and to the point. Submission of irrelevant documents must be avoided.

5. If the bids do not contain all the information required or is incomplete, the proposal is liable to be rejected.

6. The EOI is floated on SIDBI website http://www.sidbi.in and also on Central Public Procurement Portal (CPPP). SIDBI reserves the right to change the dates mentioned above. Changes and clarification, if any, related to EOI will be posted on SIDBI website and CPPP. Bidders must have close watch on SIDBI website and CPPP during the intervening period before submitting response to EOI.



16 Background | SIDBI

3. Background 3.1 Introduction

SIDBI was established on April 2, 1990 under The Small Industries Development Bank of India Act, 1989 with an aim to be "the principal financial institution for the promotion, financing and development of industry in the small scale sector and to co-ordinate the functions of the institutions engaged in the promotion and financing or developing industry in the small scale sector and for matters connected therewith or incidental thereto.

SIDBI is catering to MSME sector on pan India basis and is having Head Office at Lucknow, Head Office (HO) Departments at Mumbai and New Delhi, Regional Offices (RO) at 15 locations and Branches (BO) at 80 locations. The employee strength as on March 31, 2016 was 1060. The details of HO / RO / BO locations are given in the table below:

Serial Office Location Branch Office Type 1 AGARTALA AGARTALA BO 2 AGRA AGRA BO 3 AHMEDABAD AHMEDABAD BO 4 AHMEDABAD AHMEDABAD_RO RO 5 AHMEDNAGAR AHMEDNAGAR BO 6 AIZWAL AIZWAL BO 7 ALWAR ALWAR BO 8 AMBATTUR AMBATTUR BO 9 ANDHERI ANDHERI BO

10 AURANGABAD AURANGABAD BO 11 BAHADURGARH BAHADURGARH BO 12 BALANAGAR BALANAGAR BO 13 BANGALORE BANGALORE BO 14 BANGALORE BANGALORE_RO RO 15 BARODA BARODA BO 16 BHOPAL BHOPAL BO 17 BHUBANESWAR BHUBANESWAR BO 18 BHUBANESWAR BHUBANESWAR

TRAINING INSTITUTE Training Center

19 CHANDIGARH CHANDIGARH BO 20 CHANDIGARH CHANDIGARH_RO RO 21 CHENNAI CHENNAI BO 22 CHENNAI CHENNAI_RO RO 23 CHINCHWAD CHINCHWAD BO 24 COIMBATORE COIMBATORE BO 25 COIMBATORE COIMBATORE_RO RO 26 DEHRADOON DEHRADOON BO 27 DIMAPUR DIMAPUR BO 28 ERODE ERODE BO 29 FARIDABAD FARIDABAD BO 30 FARIDABAD FARIDABAD_RO RO 31 GANDHIDHAM GANDHIDHAM BO 32 GANGTOK GANGTOK BO 33 GHAZIABAD GHAZIABAD BO 34 GREATER NOIDA GREATER_NOIDA BO 35 GURGAON GURGAON BO 36 GUWAHATI GUWAHATI BO


SIDBI | Background 17

Serial Office Location Branch Office Type 37 GUWAHATI GUWAHATI_RO RO 38 HOSUR HOSUR BO 39 HUBLI HUBLI BO 40 HYDERABAD HYDERABAD BO 41 HYDERABAD HYDERABAD_RO RO 42 IMPHAL IMPHAL BO 43 INDORE INDORE BO 44 INDORE INDORE_RO RO 45 ITANAGAR ITANAGAR BO 46 JAIPUR JAIPUR BO 47 JAIPUR JAIPUR_RO BO 48 JALLANDHAR JALLANDHAR BO 49 JAMMU JAMMU BO 50 JAMNAGAR JAMNAGAR BO 51 JAMSHEDPUR JAMSHEDPUR BO 52 JODHPUR JODHPUR BO 53 KANPUR KANPUR BO 54 KISHANGARH KISHANGARH BO 55 KOCHI KOCHI BO 56 KOLHAPUR KOLHAPUR BO 57 KOLKATA KOLKATA BO 58 KOLKATA KOLKATA_RO RO 59 KUNDLI KUNDLI BO 60 LUCKNOW LUCKNOW-BO BO 61 LUCKNOW LUCKNOW-HO HO 62 LUCKNOW LUCKNOW_RO RO 63 LUDHIANA LUDHIANA BO 64 MADURAI MADURAI BO 65 MORBI MORBI BO 66 MUMBAI MUMBAI-BKC BO 67 MUMBAI MUMBAI-HO HO 68 MUMBAI MUMBAI_RO RO 69 MYSORE MYSORE BO 70 NAGPUR NAGPUR BO 71 NASIK NASIK BO 72 NEW DELHI NEWDELHI BO

73 NEW DELHI NEWDELHI-HO-DEPTS HO

74 NEW DELHI NEW_DELHI_RO RO 75 NOIDA NOIDA BO 76 OKHLA OKHLA BO 77 PANAJI PANAJI BO 78 PATNA PATNA BO 79 PEENYA PEENYA BO 80 PUDUCHERRY PUDUCHERRY BO 81 PUNE PUNE BO 82 PUNE PUNE_RO RO 83 RAIPUR RAIPUR BO 84 RAJKOT RAJKOT BO 85 RANCHI RANCHI BO 86 ROURKELA ROURKELA BO 87 RUDRAPUR RUDRAPUR BO 88 SHILLONG SHILLONG BO 89 SHIMLA SHIMLA BO 90 SURAT SURAT BO



18 Background | SIDBI

Serial Office Location Branch Office Type 91 THANE THANE BO 92 TIRUPUR TIRUPUR BO 93 TRICHI TRICHI BO 94 UDAIPUR UDAIPUR BO 95 VARANASI VARANASI BO 96 VATVA VATVA BO 97 VIJAYAWADA VIJAYAWADA BO

98 VISAKAPATNAM (VIZAG)

VISAKAPATNAM (VIZAG) BO

3.2 Financial Support Financial support to MSMEs is provided by way of (a) indirect finance / refinance to eligible Primary Lending Institutions (PLIs), such as, banks, State Financial Corporations (SFCs), etc. for onward lending to MSMEs and (b) direct assistance in the niche areas like risk capital/equity, sustainable finance, receivable financing, service sector financing, cluster specific financial products, schemes and processes, funding for MSME infrastructure and funding for marketing activities. The cumulative disbursement till March 31, 2016 by SIDBI to the MSME sector since inception stood at Rs.4.50 lakh crore, benefitting more than 350 lakh persons / units.

3.3 Operational functions Overall operational functions of SIDBI are distributed among various verticals and cells. Broad functions in SIDBI are :

SIDBI Foundation for Micro Credit(SFMC) / Micro Credit Government Schemes Cell Strategic Planning / Budgeting Risk Capital, Fund of Funds, Infrastructure, India Venture Board, National Innovation Finance Programme (NIFP), Merchant Banking Receivable Finance, Trade Financing and Factoring Services Service Sector Financing Resource Management Indirect Finance, Assignment, Securitisation Associate Institution Cell Corporate Social Responsibility Energy Efficiency International Consultancy, Project Management Division Cluster development, Technical assistance Central Coordination, Government Liaison and Parliamentary Committees/ Questions

Promotion and Development, capacity building of RRBs and UCBs Premises department Stressed Assets and NPA Management, Credit Coordination Group (CCG), Working Capital related products (LC/BG etc.) and Coordination Cell for Product Review & New Products

Customer Service Cell including Lead Management, MSE-CDP Business Process reengineering Cell SmallB and SIDBI Website


SIDBI | Background 19

Administration, PF & Pension ,HR & Training Refinance-SFCs & Banks Corporate Accounts, Taxation, Compliances & RBI Co-ordination Treasury Insurance Marketing Cell SIDBI MSME International Training Centre, e-learning modules Loan Facilitation Services, Credit Advisory Centers Risk Management, Economic Planning, Research & Publications (including MSME research), Annual Report Management Information, Corporate Image Enhancement Cell

Information Technology

Internal Audit Implementation of Rajbhasha (Hindi) policy Legal & RTI Board Division Staff Accountability / Disciplinary cases

3.4 IT Infrastructure

3.4.1 Current Setup SIDBI has its Datacenter at Mumbai and DR Site at Chennai. All the applications are hosted at Datacenter and the same are accessed over MPLS VPN. In the event of failure of Datacenter, DR Site is activated.

3.4.2 Business Applications The application development, maintenance and support is done in-house or outsourced on need basis.

Most of the legacy applications have been developed (or ported to) in Oracle forms 6i (Client-Server mode) and are being used with oracle 11g database. Few applications have been developed on Java platform. SIDBI has also purchased and implemented software for some specific operations. Also some software have been developed using IBM Domino. Bank has implemented the Biometric Authentication System (BAS) for internal users.



20 Process of Evaluation | SIDBI

4. Process of Evaluation Expression of Interest is obtained from the eligible bidders. On receiving the bids and evaluation thereof Bidders will be asked to make presentation / demonstration on their capabilities and their proposal. Short-listed bidders would only be issued Request for Proposal (RfP) inviting the technical and commercial bids at a later date. However, SIDBI reserves the rights to issue an open RfP for all prospective bidders to participate.

4.1 Criteria for Shortlisting The Criteria for short-listing would include:

1. Bidders who meet the Eligibility criteria mentioned in this Invitation to Expression of Interest.

2. General Qualifications: Organisation profile, Understanding of the Banks requirement, Systems proposed, references reflecting similar work with DMS implementation, delivery and implementation of workflow solutions and related experiences, availability of key resources and infrastructure.

a) Ability to facilitate SIDBI to achieve the stated objectives mentioned in this document

b) Ability to deliver the stated scope of work, the process / quality methodologies that system integrator adopts, recognition of issues and problems.

c) Formal level of relationship with the OEMs involved, if any.

d) Capability to provide comprehensive support services for the IT Infrastructure delivered as part of this procurement process.

e) Capability to provide operational support and activities like logistics, scanning, etc.

3. Presentation, Demo, Proof of concept

4.1.2 Eligibility criteria Proposals not complying with the Eligibility criteria are liable to be rejected and will not be considered for further evaluation. The proposal should adhere to the following minimum eligibility criteria.

Srl. No.

Criteria Documents to be submitted as a proof/declaration

1. The bidder should be the owner or Authorized partner for all components of the proposed DMS Solution

Certificate from OEM

2. The Bidder should have been incorporated under Companies Act, 2013 or a partnership firm registered under LLP Act, 2008 and subsequent amendments thereto

Certificate of Incorporation / Registration certificate

3. The Bidder should have a minimum gross turnover of at least INR 50 crores per annum in at least 2 years out of last 3 financial years as on the date of submission of Bid.

Statutory Auditors certificate and copies of last three financial years audited balance sheet

4. The Bidder should have made cash profit in at least 2 years out of last 3 financial years.

Statutory Auditors certificate and copies of last three financial years audited


SIDBI | Process of Evaluation 21

Srl. No.

Criteria Documents to be submitted as a proof/declaration

balance sheet 5. The Bidder must be an entity operating in the

field of content management / document management for at least 5 years as on the last date of submission of bid.

Memorandum & Articles of Association or partnership deed should be attached as proof

6. The Bidder should have a minimum number of 50 full time professionals engaged in DMS services

Self declaration by authorized signatory of the Bidder

7. The Bidder should have an office registered in India. One of its offices must be in Mumbai to handle the project smoothly.

Self declaration with address and contact details on letter-head

8. The proposed solution should appear in latest Gartner's Magic quadrant (Year 2016) for Enterprise Content Management solutions.

Copy of the Gartner's Magic quadrant (Year 2016) is to be enclosed indicating the name of the solution

9. Experience of having supplied, installed, integrated and implemented at least 1 (one) DMS Solution, offered to SIDBI, in Banking or Financial services or Insurance (BFSI) sector in India in last 5 years (as on the last date of bid submission) with similar requirements as mentioned in the project scope of this document.

Copy of work order along with completion certificate for completed projects and active usage at present. Provide the references where the implementation activity is complete and the solution is under active usage.

10. Bidder should not have been blacklisted by any PSU / Govt. of India / BFSI sector organisation as on the last date of submission of bid. $$

Letter of undertaking to this effect on bidders letterhead signed by bidders authorized signatory.

11. The bidder must have valid ISO-9001-2008 (or equivalent) certification for quality management, ISO-27001-2013 (or equivalent) certification for IT related services and ISO-10244 related to DMS.

Copies of the certificates are to be attached.

12. The bidder should be able to provide services at various offices of SIDBI either directly or through its authorized partners.

Letter of undertaking to this effect on bidders letter head signed by bidders authorized signatory.

Note: The references of the customers must be submitted with official contact details for verification. References which cannot be verified with provided contact details wont be considered as valid evidences.

$$In case the bidder is blacklisted at any stage during the tendering process, the corresponding bidders proposal will be disqualified.

4.1.3 Presentations, Demo and Proof of Concept (POC) 1. Proof of Concept for purpose of this EOI is defined as demonstration of the

capability of meeting the requirement set out in this document.

2. The demonstration has to be done using a part of a current business process being practiced in SIDBI and should provide a representative solution to satisfy various aspects of the requirements.



22 Process of Evaluation | SIDBI

3. An indicative list of requirements has been provided in the scope of work. Authorized representatives of SIDBI shall witness the demonstration results.

4. Each bidder based on the pre-qualification criteria shall demonstrate POC. The Bidder is expected to bear the cost of demonstrating the POC and would also be responsible for making the demonstration.

5. Each bidder shall demonstrate the process flow for the purpose of POC demonstration and reporting which shall be assessed based on the requirements stated in the Scope of Work and indicated for the purpose.

6. In case of the bidder bidding for multiple solutions, it will be allotted different time slots for making presentation, demo and POC

4.2 Evaluation process 1. SIDBI will constitute a Bid Evaluation Committee to evaluate the responses of the

bidders.

2. The Bid Evaluation Committee constituted by SIDBI shall evaluate the responses to the EOI and all supporting documents and documentary evidence. Inability to submit requisite supporting documents or documentary evidence, may lead to rejection of the EOI bid.

3. Each of the responses shall be evaluated to validate compliance of the bidders according to the Eligibility criteria, Proof of concept, Demonstrations, Presentations, supporting Documents and the compliance to the general qualification criteria specified in this document.

4. The decision of the Bid Evaluation Committee in the evaluation of responses to the Expression of Interest shall be final. No correspondence will be entertained outside the evaluation process of the Committee.

5. The Bid Evaluation Committee may ask for meetings with the bidders to evaluate its suitability for the assignment.

6. The Bid Evaluation Committee reserves the right to reject any or all of the bids.

4.3 SIDBI Rights 1. SIDBI may, at its sole discretion, issue a Request for Proposal (RfP) which may be

extended only to those bidders shortlisted through the EOI Evaluation and / or Proof of concept processes. However, for the purpose of any such subsequent RfP, SIDBI reserves the right to float an open RfP and to amend the proposed requirements, eligibility criteria, the description of services required or any other aspect of this EOI document. SIDBI may also conclude the process without tendering or awarding any contract.

2. SIDBI may reject any or all bids and may or may not waive an immaterial deviation or defect in a bid. SIDBIs waiver of an immaterial deviation or defect shall in no way modify the EOI document or excuse a bidder from full compliance with EOI document specifications. SIDBI reserves the right to accept or reject any or all of the items in the bid, to award the contract in whole or in part and / or negotiate any or all items with individual bidders if it is deemed in the SIDBIs best interest. Moreover, SIDBI reserves the right to make no selection if bids are deemed to be outside the fiscal constraint or against the best interest of SIDBI.


SIDBI | Process of Evaluation 23

3. In addition to the right to reject any or all bids, in whole or in part, SIDBI also reserves the right to issue similar EOI / s in the future. This EOI is in no way an agreement, obligation or contract and in no way is SIDBI responsible for any bidders' cost of preparing the bid, including providing additional documentation or participating in presentations, demos, Proof of Solution, interviews, if required.



24 Project Scope | SIDBI

5. Project Scope 5.1 Project Objective

As an e-governance initiative, Small Industries Development Bank of India (SIDBI) intends to take up a project comprising of procurement & implementation of DMS Solutions towards digitization of records/documents across all its offices spread across the country and also automation of its business processes using workflows. The scope of work has broadly been defined subsequently in this document. The Bidder would be required to provide Document Management System (DMS) with services including scanning, indexing, metadata entry, work flow and digital storage etc.

The scope can be enhanced as per requirements of SIDBI. The solution offered must be horizontally scalable to cater to following indicative objectives: 1. To build a robust, user friendly and secure electronic/digitized repository from the

current paper based file systems & integrate the same with SIDBIs different applications/processes.

2. To improve and streamline the business processes in order to increase efficiency, better utilization of resources, improve productivity & reduce turnaround time (TAT) for each process.

3. To ensure security of document by implementing a robust mechanism of multi-level access control and audit trail

4. To monitor history of changes in the document and track use of the documents.

5. To store and route documents electronically to reduce paper based work and achieve Green business practice with a paperless office.

6. To establish a centralized content / document repository comprising of all the relevant documents of SIDBI (in soft form).

7. To reduce physical space required to store the notes, files, circulars and other administrative paper documents.

8. To provide business continuity by ensuring availability of important documents through DMS.

9. To ensure the availability of the DMS service 24x7x365 for use of SIDBI.

10. To integrate the DMS with the existing software/solutions like Loan Management Systems, Loan Originating System , HR Solutions, Treasury Operation Solutions etc.

11. To enable usage of DMS in Multi-lingual form (English, Hindi & others).

12. To enable easy availability of soft copies of documents received in paper-form from outside / within SIDBI in the DMS system within a day of its receipt/creation.

5.2 High level functionalities of DMS SIDBI is looking for a comprehensive DMS Solution having the following high level features:

1. Document Capture and import

2. Scanning/Imaging Solution with high level of efficiency


SIDBI | Project Scope 25

3. Storage & retrieval

4. Document Organization Defining hierarchy, categorization, multi-level tagging and rating

5. User Interface and navigation User friendly and intuitive

6. Support of multiple formats for storing and viewing pdf, doc, image, multi-media etc. It should not have requirement of additional licenses of native software for viewing or working on the documents.

7. Strong collaboration capabilities

8. Image enhancement and display

9. Search engine - Robust searching capability

10. Versioning Maintain history of changes in the documents and make them available on requirement through intuitive user interface

11. Robust indexing and archiving capabilities

12. Web publishing using template based web authoring environment

13. Knowledge Management, Policy management, Information management

14. Define content linkages and relations to other documents

15. Document life-cycle management

16. Security solution Security of document is of prime importance. Robust mechanism of multi-level access control and audit trail for changes in the document & viewing of documents are required.

17. Data Loss Prevention

18. Designing and developing document templates and their organization for efficient re-use

19. Template based content authoring

20. Dynamic document assembly -

a) Interactive content blocks - Create documents by assembling content from the repository based on business rules (e.g. assembly of loan contract based on terms and conditions of sanction)

b) User friendly interfaces to define these business rules

c) Creation of custom templates

d) Customization of form with additional fields & e-signature / scanned signature

e) Data / content merging from other applications like CRM, BI etc.

21. Integration with 3rd party content creation software, business applications of the bank

22. Integration with email solutions using standard email protocols

23. Access of DMS through mobile devices

24. Strong reporting capabilities

25. Digital signature integration

26. Define workflow using graphical user interface




27. User friendly customization of workflows

28. Dynamic change of workflow at user level

29. Integration of workflows with banks business applications

30. Workflow based solutions to import documents

31. Archival/Retrieval of files through workflow

32. Monitoring & tracking progress of activities in workflows - Business Activity Monitoring (BAM)

5.3 Workflow Solution It would be required to deliver workflow solutions as part of the scope. The workflow solution should be such that it can ideally simulate the inward/outward movement, correspondence, archival/retrieval of files, approval/sanction mechanism etc. prevailing in SIDBI.

An indicative list of workflow solutions required to be delivered is given below. Bidder will be required to train resources of SIDBI towards development of such workflows internally in the bank.

5.3.1 Inward/Outward Management Facility Support indexing / filing / numbering /forwarding Correspondence, Inbuilt Inbox for receiving Correspondence, Forwarding correspondence to single user, multiple users and a group of users.

5.3.2 Office Noting, Approval, Sanction Creation of new office Note document and save in a draft folder. The entire authorized user shall be able to route the Office Note for approval as per their user role & access rights. Provide facility to users to append their notes, which shall be automatically stamped with user name, date and time

5.3.3 Board / Committee Meeting Process Creation of committees & Meetings, adding users to respective committees & Meetings, Scheduling the Board Meetings and sending email remainders to all the attendees & prepare MOM

5.3.4 Other Correspondence Management Facility Facility to add Office Note with a correspondence (any file format), Facility to save the correspondences in an existing file.

5.3.5 Archival/Retrieval of Documents/Files through workflow Archival of notes/documents etc in DMS and Retrieval of documents from DMS. Revision History Tracking & Status Monitoring & Tracking.

5.3.6 Parliamentary Questions Feeding of the questions, forwarding / re-forwarding to respective vertical / departments along with attachments, answer to the question through proposed solution.



5.3.7 Right to Information system & Grievance Management The proposed solution should facilitate the following features. Feeding of the queries, forwarding / re-forwarding to respective vertical / departments, Answer to the queries through proposed solution. Compliance management.

5.3.8 Audit Feeding of the Audit observations, forwarding / re-forwarding to respective vertical / departments / Branch / officer, answer to the queries through proposed solution. Compliance management.

5.3.9 Management of Legal Cases Repository of the case and related details. Tracking of cases. Forwarding / re-forwarding to respective vertical / departments / Branch / officer. Notifications & alerts before important events.

5.3.10 Staff Accountability Creation of cases, monitoring & tracking, Compliance management.

5.3.11 Software development Requirement, Change and Release Management

Application Systems developed and implemented in Bank are often required enhancement/ modifications to meet the user requirements. Workflow is required to be developed for handling end-to-end process from requirement gathering, approval process, change management, patch management & release management.

5.4 Miscellaneous requirement

5.4.1 Re-use & Integration of legacy systems 1. Bank has implemented an internally developed Document & File Management

System (DFMS) (developed in Oracle Forms 6i). The content of the same should be made use of in the proposed DMS Solution.

2. Bidder will be required to give details in its response how the proposed solution can be integrated with Banks legacy applications including 3rd party solutions proposed to be implemented shortly e.g. ERP, Business Intelligence, CRM, Core business solutions etc.

5.4.2 Training Administrative, user level and development Bidder will be required to arrange for following type of training for Banks employees.

1. User training Facilitate the users to utilize all the features of the implemented solution towards achieving overall objective of the bank behind implementation of the solution.

2. Development training Bidder will be responsible to assist bank in developing internal technology skill-set towards development and support of workflow based applications.




3. Administrative training SIDBI resources will be trained by Bidder to administer the solution after implementation.

5.4.3 Infrastructure - Production & Disaster Recovery 1. Bidder is required to propose complete infrastructure architecture with appropriate

end-to-end solution for implementation of the proposed DMS solution with latest technology which will cater the requirement at least for 5-6 years. Components should include hardware, RDBMS, application server, web server etc.

2. Bidder should also propose infrastructure for Disaster Recovery site for the solution as a whole. It should facilitate 100% real time availability of the system in case of any disaster. Also there should be no single point of failure in any component.

3. Bidder is requested to mention an indicative requirement of infrastructure as follows :

Server & Storage

Purpose Configuration for handling data volume to achieve instant response time in LAN

environment

Remarks

5 TB 10 TB 15 TB

4. Bidder is also to suggest type and configuration of scanning equipment which will be compatible with the proposed solution as well as meet the requirement of SIDBI to digitize the current documents.

5.4.4 Performance Monitoring & Tuning of DMS components & solution

1. Bank will be looking for very good performance of the solution across the contract period (say 5 years) in terms of response time, time taken to load the static page, searching of document/image etc.

2. Bidder is expected to respond on these performance parameters with case studies, preferably one of its implementation at other customers site

i) What are the standard values expected across BFSI sector for these performance parameters and how are they measured post implementation.

5.4.5 Collaboration 1. Develop an employee collaboration capability by allowing employee to connect with

enterprise applications even from outside of office using preconfigured devices.

2. Develop a Knowledge management capability by leveraging portal & document management system technologies.



5.4.6 Licensing policy of the DMS solution 1. SIDBI intends to use the solution across the oraganisation with a total employee

strength of around 1200.

2. Bidder is required to spell out clearly the licensing policy of the DMS solution being proposed.

5.4.7 Digitization of old documents 1. SIDBI had already initiated scanning of existing documents across its offices and

stored the documents in file system without using any formal DMS solution. Bidder is to suggest how these scanned documents can be re-used as part of the proposed solution.

2. Bidder is to suggest possible approaches to digitize the old documents of the bank.

5.4.8 Issues, Challenges and Risk mitigation 1. Bidders, from their own experience of implementations at other organisations, are

requested to specify the issues and challenges which might be faced during taking up implementation of the proposed solution.

2. SIDBI also expects that the bidder to suggest the risk mitigation strategy to counter the possible issues and challenges.



30 Annexures | SIDBI

6. Annexures 6.1 Annexure I: Bid Covering Letter

(To be submitted on Bidders letter head) Date:

General Manager Business Process Re-engineering Cell (BPRC) Small Industries Development Bank of India 2nd Floor, MSME Development Centre Plot No. C-11, G Block, Bandra Kurla Complex Bandra (E), Mumbai - 400 051 Dear Sir,

Procurement & Implementation of DMS Solution

(EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016)

We, the undersigned bidders, having read and examined the aforesaid EOI document in detail, do hereby propose to extend the services as specified in the above mentioned Tender document and submit the following as per requirement:

1. We agree to abide by all the terms and conditions stipulated by SIDBI in the EOI document including all the Annexures.

2. We hereby acknowledge and unconditionally accept that the evaluation criteria, evaluation of the responses to the EOI will be entirely at SIDBI's discretion. Bank's decision will be final and that the Bank would entertain no further correspondence about the decision.

3. Bid Price: We have enclosed a Demand Draft/ bankers cheque of the sum of INR 2500/- (Two Thousand Five hundred only) towards non-refundable bid price.

4. Initial Earnest Money Deposit (IEMD): We have enclosed a Demand Draft / bankers cheque/ Bank Guarantee (BG) of the sum of INR 1,00,000/- (One Lakh only) towards IEMD. This IEMD is liable to be forfeited in accordance with the provisions mentioned in the EOI.

5. We acknowledge to submit all the information expected out of this EOI document.

6. We also acknowledge that the Expression of Interest submitted by us is valid for a period of 120 days from the last date of bid submission.

We hereby declare that our bid is made in good faith, without collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief.

We also undertake to have read, understood and accepted the terms and conditions specially those related to evaluation and selection processes mentioned in the EOI. Having submitted our response to the aforesaid EOI, we also understand not to have any option to raise any objection against any of the said processes defined in the EOI in any future date. We understand that our bid response is binding on us and persons claiming through us and that you are not bound to accept a bid you receive. .


SIDBI | Annexures 31

Thanking you,

Yours sincerely,

Date : Signature of Authorised Signatory : Place : Name of the Authorised Signatory : Designation : Name of the Organisation : Seal



6.2 Annexure II: General Information about Bidder Details of the Prime Bidder 1 Name of the Bidder (Prime) 2 Address of the Bidder 3 Type of the Bidder Organisation

4 Details of Incorporation of the Organisation Date: Ref.#

5 Details of Commencement of Business Date: Ref.# 6 Valid Sales tax registration no. 7 Valid Service tax registration no. 8 Permanent Account Number (PAN) 9 Corporate Identification Number (CIN) 10 Bank Mandate Status

Already submitted with SIDBI Being submitted herewith as per format

Bank account details as per bank mandate form : Sr. No. Bank Name and Branch Account type / number IFSC code

11 Name & Designation of the contact person to whom all references shall be made regarding this tender

12 Telephone No. (with STD Code) 13 E-Mail of the contact person: 14 Fax No. (with STD Code) 15 Website 16 MSE status :

Bidder does not qualify the status of MSE

Bidder does qualify the MSE status. Relevant document is attached herewith.

17 Financial Details (as per audited Balance Sheets) (in Cr) 15 Year 2013-14 2014-15 2015-16 17 Turn Over 18 Profit After Tax (PAT)

Date : Signature of Authorised Signatory : Place : Name of the Authorised Signatory : Designation : Name of the Organisation : Seal



6.3 Annexure III: Response to the Eligibility Criteria Srl. No.

Criteria Documents to be submitted as a

proof/declaration

Bidder's Compliance

Attachment Tag##

1. The bidder should be the owner or Authorized partner for all components of the proposed DMS Solution

Certificate from OEM

2. The Bidder should have been incorporated under Companies Act, 2013 or a partnership firm registered under LLP Act, 2008 and subsequent amendments thereto

Certificate of Incorporation / Registration certificate

3. The Bidder should have a minimum gross turnover of at least INR 50 crores per annum in at least 2 years out of last 3 financial years as on the date of submission of Bid.


4. The Bidder should have made cash profit in at least 2 years out of last 3 financial years.


5. The Bidder must be an entity operating in the field of content management / document management for at least 5 years as on the last date of submission of bid.

Memorandum & Articles of Association or partnership deed should be attached as proof

6. The Bidder should have a minimum number of 50 full time professionals engaged in DMS services

Self declaration by authorized signatory of the Bidder

7. The Bidder should have an office registered in India. One of its offices must be in Mumbai to handle the project smoothly.

Self declaration with address and contact details on letter-head

8. The proposed solution should appear in latest Gartner's Magic quadrant (Year 2016) for Enterprise Content Management solutions.

Copy of the Gartner's Magic quadrant (Year 2016) is to be enclosed indicating the name of the solution

9. Experience of having supplied, installed, integrated and implemented at least 1 (one) DMS &

Copy of work order along with completion certificate for completed projects and active




Srl. No.

Criteria Documents to be submitted as a

proof/declaration

Bidder's Compliance

Attachment Tag##

Workflow solution, offered to SIDBI, in Banking or Financial services or Insurance (BFSI) sector in India in last 5 years (as on the last date of bid submission) with similar requirements as mentioned in the project scope of this document.

usage at present. Provide the references where the implementation activity is complete and the solution is under active usage.

10. Bidder should not have been blacklisted by any PSU / Govt. of India / BFSI sector organization as on the last date of submission of bid.

Letter of undertaking to this effect on bidders letterhead signed by bidders authorized signatory.

11. The bidder must have valid ISO-9001-2008 (or equivalent) certification for quality management, ISO-27001-2013 (or equivalent) certification for IT related services and ISO-10244 related to DMS.

Copies of the certificates are to be attached.

12. The bidder should be able to provide services at various offices of SIDBI either directly or through its authorized partners.

Letter of undertaking to this effect on bidders letter head signed by bidders authorized signatory.

Signature of Authorised Signatory

Seal of the Organisation

## Documents submitted with response bid towards proof of evidence must be suitably tagged for easy identification during evaluation.



6.4 Annexure IV: Technical Details

EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016

Technical details to be furnished by the bidder

We submit detailed information about the DMS solutions proposed by us along with relevant supporting documentations.

Srl. No. Details of components of the

proposed solution Name of

OEM Purpose for positioning

the component

We submit the Bid with components appropriate to the requirements as stated under:

1. Detailed response on the proposed solution why it is best fit to the requirement mentioned in section 4.1 and Chapter 5.

2. Details how the proposed solution is considered best to achieve the project objective mentioned in section 5.1 of the EOI document.

3. Details of components to meet the technical features mentioned in section 5.2.

4. Additional feature and functionalities of the proposed solution are also given (Bidder may mention the additional features not mentioned in this EOI but might be relevant to organization like SIDBI).

5. Details of components to cater to the requirement of workflow solutions mentioned in section 5.3. Additional workflow solutions provided by our solution are also furnished.

6. Our response for miscellaneous requirements mentioned in section 5.4 is also furnished herewith.

7. The issues, challenges and risk mitigation that the bidder visualizes in the proposed implementation are furnished herewith. Recognition of issues and challenges, effective proposed strategy to address the issues should be part of the proposed solution.

8. We also state the Infrastructure architecture, licensing policy of DMS solution and requirement of other software (e.g. RDBMS, web server, application server etc) also.

9. Note: Bidder is free to add any additional information in order to complete the

proposed solution.

Signature of Authorised Signatory Seal of the Organisation




6.5 Annexure V: IEMD/ Bid Security Form/ Bank Guarantee (EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016)

(To be executed on a non judicial stamp paper of requisite value)

BANK GUARANTEE

To: SMALL INDUSTRIES DEVELOPMENT BANK OF INDIA (SIDBI)

WHEREAS .. (Name of Service Provider) (hereinafter called the the Service Provider) has undertaken, in pursuance of EOI No. 400/2017/1225/BYO/BPRC dated 19/12/2016 for procurement and implementation of Document Management System (DMS) and Workflow solutions (Description of Products and Services) (Herein after called the EOI) to you.

AND WHEREAS, it has been stipulated by you in the said EOI that the Bidder shall furnish you with a Bank Guarantee from a commercial Bank for the sum specified therein, as security for compliance with the Service Providers performance obligations in accordance with the EOI.

AND WHEREAS we ----------------Bank having its registered office at ----- and inter alia a branch office situate at ------- have agreed to give a performance guarantee in lieu of IEMD of Rs. --------- (Rupees ------------------ only) on behalf of the Service Provider.

We -------------------Bank further undertake not to revoke and make ineffective the guarantee during its currency except with the previous consent of SIDBI in writing.

We ------ Bank do hereby unconditionally and irrevocably undertake to pay to SIDBI without any demur or protest, merely on demand from SIDBI, an amount not exceeding Rs. ---------- (--------- only).by reason of any breach of the terms of the EOI dated ---- by bidder. We hereby agree that the decision of SIDBI regarding breach of the terms of the EOI shall be final, conclusive and binding

WE do hereby guarantee and undertake to pay forthwith on demand to SIDBI a sum not exceeding `/-. (Rupees .. only) (amount of the Guarantee in words and figures) and we undertake to pay you upon your first written demand declaring the Service Provider to be in default under the EOI and without cavil or argument, any sum or sums within the limit of `/-. (Rupees .. only) (Amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

Our obligation to make payment under this Guarantee shall be a primary, independent and absolute obligation and we shall not be entitled to delay or withhold payment for any reason. Our obligations hereunder shall not be affected by any act, omission, matter or thing which but for this provision might operate to release or otherwise exonerate us from our obligations hereunder in whole or in part, including and whether or not known to us or you:

1. Any time or waiver granted to the service provider;

2. The taking, variation, compromise, renewal or release of or refusal or neglect to perfect or enforce any rights, remedies or securities against the service provider;

3. Any Variation of or amendment to the EOI or any other document or security so that references to the Contract in this Guarantee shall include each such Variation and amendment;

4. any unenforceability, invalidity or frustration of any obligation of the Service Provider or any other person under the EOI or any other document or security waiver by you of any



of the terms provisions conditions obligations UNDER EOI or any failure to make demand upon or take action against the Service Provider;

5. any other fact, circumstance, provision of statute or rule of law which might, were our liability to be secondary rather than primary, entitle us to be released in whole or in part from our undertaking; and;

6. any change in constitution of the Service Provider;

7. any petition for the winding up of the Service Provider has been admitted and a liquidator or provisional liquidator has been appointed or an order of bankruptcy or an order for the winding up or dissolution of the vendor has been made by a Court of competent jurisdiction;

The written demand referred to in paragraph above shall be deemed to be sufficiently served on us if you deliver to us at the address as set out hereinabove.

This guarantee is valid until the .. day of . a claim in writing is required to be presented to us within three months from i.e. on or before ----all your rights will be forfeited and we shall be relieved of and discharged from all our liabilities mentioned hereinabove.

Signature and Seal of Guarantors (Service Providers Bank)

.. Date. Address




6.6 Annexure VI: Bank Mandate Form (To be submitted in Duplicate in case of any refund from SIDBI)

(Please fill in the information in CAPITAL LETTERS. Please TICK wherever it is applicable)

1. Name of Borrower / bidder / supplier: _________________________________ __________________________________

Bidder Code (if applicable) ____________________________________ 2. Address of the Borrower / Bidder / supplier: ______________________________________ ________________________________________________ ________________________________________________ City ____________________ Pin Code ______________ E-mail id:_________________________________________ Phone No. with STD code:______________ Mobile No.:_______________________________________ Permanent Account Number ______________________ MSE Registration / CA Certificate _________________ (if applicable) 3. Particulars of Bank account:

Beneficiary Name

Bank Name

Branch Name

Branch Place Branch City

PIN Code Branch Code MICR No.

Account type Saving Current Cash Credit Account No.

(as appearing in the Cheque book)

(Code number appearing on the MICR1 cheque supplied by the Bank. Please attach a cancelled cheque of your bank for ensuring accuracy of the bank name, branch name & code and Account Number) IFSC CODE2 For RTGS transfer For NEFT transfer

4. Date from which the mandate should be effective : I hereby declare that the particulars given above are correct and complete. If any transaction is delayed or not effected for reasons of incomplete or incorrect information, I shall not hold SIDBI / IDBI Bank responsible. I also undertake to advise any change in the particulars of my account to facilitate updation of records for purpose of credit of amount through RBI RTGS/NEFT.



Place : _____________ Date : _____________ Signature of the party / Authorized Signatory Certified that particulars furnished above are correct as per our records. Banks stamp : Date :

(Signature of the Authorized Official from the Banks)

N.B.: RTGS/NEFT charges if any, is to be borne by the party 1, 2: Note on IFSC / MICR Indian Financial System Code (IFSC) is an alpha numeric code designed to uniquely identify the bank-branches in India. This is 11 digit code with first 4 characters representing the banks code, the next character reserved as control character (presently 0 appears in the fifth position) and remaining 6 characters to identify the branch. The MICR code, (Magnetic Ink Character Recognition) that appears on cheques, has 9 digits to identify the bank-branch. RBI had since advised all the banks to print IFSC on cheque leaves issued to their customers. A customer may also contact his bank-branch and get the IFS Code of that branch.



40 Checklist for Respondents / Bidders | SIDBI

7. Checklist for Respondents / Bidders

Please ensure that the submitted bid response is organised as follows:

1. Tile Page 2. Table of Contents 3. Executive

Summary A brief description of the Bidder's Organisation profile and its proposal focusing on SIDBIs expectation from this EOI document

4. Annexure I Bid Covering Letter DD for Bid price DD / BG for Bid Security

5. Annexure II General Information about Bidder 6. Annexure III Response to the Eligibility Criteria 7. Annexure IV Technical details 8. Annexure V Bank Guarantee (towards bid security) 9. Annexure VI Bank Mandate Form (Not required to be submitted in case

bid security is submitted in form of Bang Guarantee


SIDBI | Checklist for Respondents / Bidders 41

End of EOI Document