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RFP for Human Resources Management

System (HRMS) Tender: HO/IT/9/2013

Request for Proposal

For Human Resources Management System(HRMS)

Tender # : HO/ITD/9/2013

Date : 01/10/2013

Date of pre-bid meeting : 21/10/2013 15:00 Hrs

Cost of tender document : Rs 5,000/= Five Thousand only

Earnest Money Deposit : Rs 2,00,000/= Two Lacs Only

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Contents 1. Invitation for tender offers .......................................................................................................... 6

2. About Allahabad UP Gramin Bank ................................................................................................. 8

3. Bank’s Requirements .................................................................................................................. 9

4. Disclaimer . ...................................................................................................................................... 11

5. Current Status ............................................................................................................................... 12

5.1 Current IT Status of the Bank .................................................................................................... 12

5.2 Current Human Resources Set-up . ............................................................................................ 12

5.3 Current Requirements ............................................................................................................... 12

5.4 Roll Out Plan .............................................................................................................................. 12

5.5 One Time Data Conversion Requirements . ............................................................................... 13

6. Instructions to Bidders .................................................................................................................. 14

7. Schedule of Requirements......................................................................................................... 16

1. Qualification Criteria .................................................................................................................. 16

2. Terms and Conditions ................................................................................................................ 17

3. Offer Validity Period .................................................................................................................. 17

4. Address for Communication ...................................................................................................... 17

5. Pre-BID Meeting ............................................................................................................................ 17

6. Proposal Ownership ................................................................................................................ 17

7. Modifications and Withdrawal of Offers . ................................................................................ 17

8. Opening of Technical offers ...................................................................................................... 18

9. Preliminary Scrutiny ................................................................................................................. 18

10. Clarification of Offers ............................................................................................................. 18

11. No Commitment to Accept Lowest or Any Offer . ................................................................... 18

12. Documentation ....................................................................................................................... 18

13. Submission of Functional and Technical Details . .................................................................... 18

14. Format for Technical offer ...................................................................................................... 19

15. Format for Commercial Offer ................................................................................................. 19

16. Erasures or Alterations ........................................................................................................... 20

17. Locations of Installation ......................................................................................................... 20

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18. Short-listing of Vendors ........................................................................................................... 20

19. Costs & Currency ..................................................................................................................... 20

20. Fixed Price ............................................................................................................................... 21

21. Price Comparison..................................................................................................................... 21

22. Negotiation .............................................................................................................................. 21

24. Downloading of Tender document from Bank’s website ...................................................... 21

25. ESCROW ARRANGEMENT ............................................................................................................. 21

26. Amendment to RFP Contents ....................................................................................................... 22

8. Qualification Criteria .................................................................................................................. 23

1. Tender Respondent ....................................................................................................................... 23

2. Eligibility of the Vendor .............................................................................................................. 23

3 Documents Establishing Bidder's Eligibility and Qualifications ...................................................... 25

9. Terms and Conditions .................................................................................................................. 27

1. Technical Inspection and Performance Evaluation .................................................................. 27

2. Deliverables .............................................................................................................................. 27

3. Implementation Strategy ......................................................................................................... 27

4. Quality Standards ..................................................................................................................... 28

5. M anufacturer’ s / Developer’ s Authorization Form .......................................................... 28

6. Earnest Money Deposit (EMD) ................................................................................................. 28

7. Training ........................................................................................................................................... 28

8. Acceptance Tests ...................................................................................................................... 29

9. Implementation Schedule ............................................................................................................. 29

10. Payment Terms ........................................................................................................................ 30

11. Reference Checks .................................................................................................................... 31

Pre-dispatch Inspection ...................................................................................................................... 31

Software Audit, Rectification and Re-Audit ........................................................................................ 31

Vendor Demonstrations ...................................................................................................................... 31

Penalty for delay ................................................................................................................................. 31

Completeness of Implementation/Installation ................................................................................... 32

Backup and Archiving .......................................................................................................................... 32

Disaster Recovery and Business Continuity Plan ................................................................................ 32

Order Cancellation .............................................................................................................................. 32

Warranty ............................................................................................................................................. 33

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Spare Parts .......................................................................................................................................... 33

Mean Time Between Failures (MTBF) ................................................................................................. 33

Indemnity ............................................................................................................................................ 33

Publicity .............................................................................................................................................. 34

Insurance ............................................................................................................................................ 34

Performance Bank Guarantee ............................................................................................................. 34

Guarantees on Software and Hardware ............................................................................................. 34

Guarantees On Response Time To Errors .......................................................................................... 35

Guarantees on System Up-Time ......................................................................................................... 36

Confidentiality .................................................................................................................................... 36

Security ............................................................................................................................................... 36

Solicitation of Employees .................................................................................................................... 36

Bid Pricing Information ....................................................................................................................... 37

Non-Disclosure Agreement/Service Level Agreement (SLA) ............................................................... 37

Force Majeure ..................................................................................................................................... 37

Resolution of Dispute ......................................................................................................................... 38

Limitation of Liability .......................................................................................................................... 38

12. Annexure A ................................................................................................................................ 39

13. Annexure B ................................................................................................................................ 42

14. Annexure C ................................................................................................................................ 43

15. Annexure D ................................................................................................................................ 47

16. Annexure E ................................................................................................................................ 48

17. Annexure F ................................................................................................................................ 50

18. Annexure G ............................................................................................................................... 52

19. Annexure H ................................................................................................................................ 53

20. ANNEXURE- I.............................................................................................................................. 55

21. Annexure J ................................................................................................................................ 57

22. Annexure K ................................................................................................................................ 58

23. Annexure-L .............................................................................................................................. 115

24. Compliance Statement .......................................................................................................... 122

25. Letter of Authority ................................................................................................................ 124

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1. Invitation for tender offers

Allahabad UP Gramin Bank(The Bank for short) is planning to procure Human Resource Management

System for its Human Resource Management Department (HRMD) from potential

solution providers. Offers in sealed envelopes are therefore invited for supply,

installation, customization, implementation and support of comprehensive and integrated application

software, system software, RDBMS, hardware and any dependent suits if required for HRMS. The other

details are given below:

Tender Reference Number HO/IT/9/2013 Price of Tender Copy Rs 5,000/- (Rs. Five thousands only) Earnest Money Deposit Rs 2,00,000/-(Rs. Two Lacs Only) Date of Commencement of sale of

tender Document 01/10/2013

Queries, if any, to be mailed by 19/10/2013 latest by 14:00 hrs

Pre-Bid meeting with Bidders

21/10/2013 at 15:00 hrs

Venue- Data Centre,Shalimar

Titanium,Corporate Park,Vibhuti Khand

Lucknow 226010

Time & Date of Submission of bids 28/10/2013 at 15:00 hrs Time & Date of Opening of technical bids 28/10/2013 at 15:30 hrs No. Of Envelopes

(Non window, sealed) to be submitted

Two (2) Envelopes Envelope 1 containing: Technical Bids + EMD Envelope 2 containing: Commercial Bid

Address for Communication General Manager

Allahabad UP Gramin Bank

Head Office Civil Lines Banda 210001

E-Mail: [email protected]

Place of Receiving & Opening tender offers Allahabad UP Gramin Bank

Data Centre, Shalimar Titanium

Corporate Park, Vibhuti Khand

Lucknow 226010 Contact Telephone Numbers 05192-220109, 05192-221463 (Fax)

Earnest Money Deposit must accompany tender offers as specified in this tender document. EMD

amount should not be mixed with Commercial Bid; it should be in separate cover to be

handed over to the department along with technical bid. Offers received without EMD will be

rejected

Tender offers will be opened in the presence of the bidder representatives who choose to attend the

opening of tender on the above-specified date, time and place. Technical specifications, Terms and

mailto:[email protected]

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conditions, various formats and Performa for submitting the tender offer are described in the tender

document.

Tender document may be downloaded from the Banks website(hard copies of the tender

document will not be provided) and non-refundable tender fee of R s 5,000/= ( Rupees Five

thousands only) should be deposited through DD in our Bank’s name to be submitted along with

Technical Bid on or before 28/10/2013 15.00 Hrs.

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2. About Allahabad UP Gramin Bank

Allahabad UP Gramin Bank was incorporated on 2nd Mar, 2010 by amalgamation of two RRBs- 1.

Triveni Kshetriya Gramin Bank 2. Lucknow Kshetriya Gramin Bank through Gazette Notification

under RRB Act 1976. Govt. Of India with 50% Share holding is the major shareholder along with

35% share of Allahabad Bank(Sponsor Bank) and 15 % share of U.P. State.

The present organisational structure of the Bank consists of three tiers viz., Head Office (HO),

Regional Offices (RO) and Branches. HO, consisting of various functional departments deals with

mainly policy formulation, setting of targets and monitoring of performance. The Bank has set

up 10 Regional Offices to exercise immediate supervision and control over the branches

under their jurisdiction. The Bank has a network of 563 branches spread across the 11 districts

in Uttar Pradesh.

Bank has implemented Core Banking Solution - Finacle from Infosys. Presently all the 563

branches and ROs are connected to the CBS. The Data Center of the Bank and the CBS Project

Office of the Bank are located at Lucknow, Uttar Pradesh

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3. Bank’s Requirements The Bank wishes to introduce the best-practiced processes and techniques in HR in managing its

workforce. For improving its HR management and Payroll systems, the Bank wishes to use a Web

enabled centralized solution with security features. The new technology and practices in the areas of

Human Resources Management System should enable the Bank to achieve the objectives of

operational efficiency, streamlined process and work flow automation in respect of various HR

functions including the following :

Man-power planning, including career and succession planning

Recruitment and Roster Management

Employee Access to System including employee grievance handling

Personnel Information

Seniority List

Placement, Job Rotation, Deputation and Transfer Appraisal,

Performance Management and Promotion Competency mapping

Training

Promotions

Disciplinary Action

Provident Fund, Pension and Gratuity

Salary Payment

Leave Record

Access through internet by employees for APA, Asset-Liability Statement, leave etc.

The Bank proposes to award the contract to a selected vendor with necessary resources and

expertise for delivering the software, hardware, RDBMS, other suits if required and agreed services

as broadly outlined below.

I. Bring in the best of systems/processes in HR management to enhance efficiency of the

Bank's existing HR systems / practices /procedures.

II. Assist the Bank in Change Management. The offer should include the desired

capability of Bank in Change management, process and methodology used &

experience.

III. Assist the Bank in providing self-service facilities to the employees like browsing leave

records, Printing of Pay Slips, etc. on on-line basis.

IV. Offer a comprehensive and self-contained HRMS conforming to the best standards

with sophisticated tools and processes for HR management. The

Application should have user-friendly and powerful querying mechanism and help

effective data mining based on the Bank defined parameters, processing logic, rules and

criteria. The solution should have a strong Management Information / Decision Support

System facility.

V. The Data ownership will remain at Head Office. Branches/Regional

Offices should be able to work on and/or upload data to / download data from HRMS

Data Centre Servers, as per defined levels of access and permissions.

VI. Wherever, connectivity is an issue, branches should be able to send data files in structured,

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standardized format on floppy/CD, so that batch upload on to the Central Server is

possible. In certain cases even manually prepared data sheets

may be forwarded for data entry at Regional Offices.

VII. The solution should provide a facility for processing Payroll, reimbursements, etc. at Head

Office, Regional Office and Branch level.

VIII. The solution should have the feature for consolidating data of all Regions in the

Server containing Head Office data, at pre-defined intervals. The Head Office Server will be

located at a central location in Lucknow at the Bank's Data Centre. The solution should

have all reports generation facility for MIS as well as statutory requirements, Data

Mining, Data Warehousing and reporting (statutory and other) purposes.

IX. Enable Migration of data from existing systems with proper validation, controls and

consistency checks as may be specified by the Bank.

X. Provide end User IT support and impart the required training to the Bank's staff for

operating the HR applications in the HRMS.

XI. The Solution should be based on pure internet architecture with no download required

on any client machine whatsoever (That is to run the solution the

browser should be sufficient)

XII. The Solution should be seamlessly integrated with CBS Finacle, Daybook application and any

other application/system in use by the Bank from which data needs to be imported.

XIII. The proposed solution should have bilingual capability (English & Hindi).

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4. Disclaimer

This Tender is not an offer by the Bank, but an invitation to receive offer from vendors. No

contractual obligation whatsoever shall arise from the tender process unless and until a formal

contract is signed and executed by duly authorized Officers of the Bank with the vendor.

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5. Current Status

5.1 Current IT Status of the Bank

The Bank’s Data Center (DC) is located in Lucknow and Disaster Recovery Center in

Noida. The DC is connected to the branches, Regional Offices, and Head Office through Wide

Area Network (WAN). The ATMs, Mail Messaging System and other applications also use the WAN.

The Disaster Recovery Center has similar setup as that of DC.

At present around 563 branches, 10 Regional offices, 1 Training college, All departments of Head

Office located in Banda (Uttar Pradesh), are connected through WAN.

Bank is in the process of expanding its Wide Area Network.

5.2 Current Human Resources Set-up

Presently bank is d o i n g a l l w o r k m a n u a l l y o r t h r o u g h C o m p u t e r u s i n g M S O f f i c e f o r m

a i n t a i n i n g p a y r o l l , l e a v e r e c o r d , r e c r u i t e m e n t p r o c e s s , m a n p o w e r p l a n n i n g e t c

5.3 Current Requirements Through this tender, the Bank seeks to select appropriate HRM system functionalities on turnkey basis

covering its various HRM activities.

The detailed functional requirements for the above areas are provided in Annexure A

5.4 Roll Out Plan The Bank has planned to implement HR & Payroll Solution across all its Controlling Offices and

some or all branches (as decided by the Bank) all at one time. The Bank intends to cover the

entire functions of HRM Department at Head Office/ Regional Offices level. The indicative roll out plan

for HRM Solution is provided below.

• Pilot run at Head Office and 2 Regional Offices for 2 months

• Roll Out across all locations

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5.5 One Time Data Conversion Requirements The entire data from the existing systems will have to be migrated to the new system by the vendor

before going-live. The historical data (Number of years for which the data needs to be converted)

will vary depending on the need for such historical data by the Bank

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6. Instructions to Bidders

1. Two Bid System Offer

One hard copy of the Technical Bid and One hard Copy of the Commercial Bid must be submitted at

the same time, giving full particulars in separate sealed envelopes at the Bank’ s address given below

on or before the schedule given above. All envelopes should be securely sealed and stamped. The

sealed envelope containing Commercial

Bid must be submitted separately to the Bank.

Chief Manager


Data Centre,

Shalimar Titanium,Corporate Park

Vibhuti Khand,Gomti Nagar Lucknow-

226 010


All the envelopes must be super scribed with the following information –

A. Type of Offer- Human Resources Management System (Technical

Bid/Commercial Bid)

B.

C.

D.

E.

Tender Reference Number : HO/IT/9/2013 Due Date Name of Bidder Name of the Authorized Person

All schedules, Formats and Annexures should be stamped and signed by an authorized official of

the bidder’s company.

ENVELOPE- I (Technical bid)

The Technical bid should be complete in all respects and contain all information asked for

(except prices). Technical bid should not contain any price information. The TECHNICAL BID

should be complete to indicate that all products and services asked for are quoted and should give

all required information. A Xerox copy of original commercial offer with prices duly masked be

submitted along with the Technical Bid.

This envelope should also contain the demand draft for Rupees Two Lacs only towards

EMD favouring “Allahabad UP Gramin Bank ” payable at Banda.


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ENVELOPE- II (Commercial Bid)

The Commercial bid should give all relevant price information and should not contradict the

TECHNICAL BID in any manner.

The prices quoted in the commercial bid should be without any conditions. The bidder should

submit an undertaking that there are no deviations to the specifications mentioned in the

RFP either with the technical or commercial bids submitted.

These two envelopes containing - One (Technical bids and EMD amount) and Two

(Commercial bid) - should be sealed separately. Please note that any envelope containing both

technical and commercial bid will be rejected. All the covers thus prepared should indicate

clearly the Name and Address of the Bidder.

The bidder shall bear all the costs associated with the preparation and submission of the bid and

Allahabad UP Gramin Bank will in no case be responsible or liable for those costs, regardless of

the conduct or the outcome of the tendering process.

Bids submitted without EMD and Application Fee will not be considered for evaluation. Bids sent

by fax or e-mail will not be considered for evaluation.

Offers received after the date and time specified for receiving the offers will be rejected.

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Schedule Number

Name of Schedule Quantity

I Human Resource Management System with 5 Years W arranty

1

2 RDBMS with 5 years ATS Bidder to specify the licensing requirement depending upon the solution offered by them and provide the same.

3 Hardware(s), database licenses and System Software for HRMS Data Centre

Bidder have to provide all the hardware equipments like servers, storages, backup devices etc. required for successful implementation of the project for DC & DR.

4 Any other Licensed software (if required)

Bidder to specify the licensing requirement depending upon the solution offered by them and provide the same

5 Facility management 2 onsite engineers for monitoring the setup & support the users.

6 Training Bidder have to provide training to the Banks staff as decided by the Bank at the Banks premises.

7. Schedule of Requirements This tender comprises of the following schedule.

It may be noted that the requirements given in this tender is indicative only and the Bank reserves

the right to accept or reject any quotation as also to alter any or all the terms and conditions

without assigning any reason thereof.

The proposed solution should be capable of running on the existing Network architecture of the

Bank. (If additional Hardware / Network is required, that has to be clearly mentioned in the

bid).

Bidder shall take the responsibility of installing, commissioning the necessary IT infrastructure.

Every component of IT infrastructure supplied shall accompany a complete licensed copy

of all the operating systems, software/drivers installed in the system.

In Case the vendor has not indicated any peripherals /equipments in their proposed solution but

are later required for implementation of solution, the Vendor has to provide required

peripherals/equipments, without charging any extra amount other than the order value.

1. Qualification Criteria Only those vendors who meet all the qualifications mentioned in “Qualification Criteria”

of the tender are eligible to participate in the tender.

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2. Terms and Conditions Terms and conditions for vendors who participate in this tender are specified in the section

named “Terms and Conditions”. These terms and conditions are binding on all the vendors. These

terms and conditions will form part of the purchase order.

3. Offer Validity Period The Bids shall be valid for a period of 180 days from the last date for bid submission. A

bid valid for a shorter period shall be rejected by the Bank as non responsive.

4. Address for Communication Offers should be addressed to the following office at the address given below:

Chief Manager


Data Centre,

Shalimar Titanium,Corporate Park Vibhuti

Khand,Gomti Nagar Lucknow-226 010


Email address for putting queries: [email protected]

5. Pre-BID Meeting

For the purpose of clarification of doubts of the bidders on issues related to this RFP, Allahabad

UP Gramin Bank intends to hold a Pre-Bid meeting on the date and time as indicated in the RFP.

The queries of all the bidders should reach in writing or by e-mail at [email protected] on or

before 21/10/2013 latest by 15:00 hrs on the address as mentioned above. It may be noted that no

queries of any bidder shall be entertained/ received after the Pre-Bid meeting. The clarifications given

in the Pre-Bid meeting will be

available on the Bank’ s Website

6. Proposal Ownership The proposal and all supporting documentation submitted by the vendor shall become the

property of the Bank.

7. Modifications and Withdrawal of Offers Bidders are allowed to modify or withdraw their offers anytime before the last date and time

specified for closing. No offer can be modified or withdrawn by a vendor after the closing date

and time for submission of offers.





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8. Opening of Technical offers

Technical Offers received within the prescribed closing date and time will be opened in the

presence of vendors’ representatives who choose to attend the opening of the Offer on the date

and time specified in this tender document. Vendors’ representatives present shall sign a register of

attendance.

9. Preliminary Scrutiny Offers not meeting the qualification criteria will be rejected.

The Bank will scrutinize the offers received to determine whether they are complete and as per

tender requirement, whether technical documentation as asked for and required to evaluate the

offer has been submitted, whether the documents have been properly signed and whether items

are offered as per the tender requirements.

The Bank may, at its discretion, waive any minor non-conformity or any minor irregularity in the

offer. This waiver shall be binding on all the vendors and the Bank reserves the right to exercise

such waivers.

10. Clarification of Offers In order to facilitate scrutiny, evaluation and comparison of offers, the Bank may, at its discretion,

ask some or all vendors for clarifications on the offer made by them. The request for such

clarifications and the vendor response shall necessarily be in writing.

11. No Commitment to Accept Lowest or Any Offer Allahabad UP Gramin Bank is under no obligation to accept the lowest or any other Offer received in

response to this tender and reserves the right to reject any or all the offers including incomplete

offers without assigning any reason whatsoever.

Allahabad UP Gramin Bank reserves the right to make any changes in the terms and conditions

of the RFP. The Bank will not be obliged to meet and have discussions with any vendor and / or to

entertain any representations.

12. Documentation Functional and Technical information in the form of Brochures/Manuals/CDs etc. must be submitted

in support of the Offer made.

13. Submission of Functional and Technical Details It is mandatory to provide the functional and technical details in the exact format

(Annexure A) given in this tender.

The offer may not be evaluated / rejected by the Bank in case of non-adherence to the format or

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partial submission of technical information as per the format given in the offer. The Bank shall

not allow/permit changes in the technical specifications after due date. The relevant product

information, brand and version/model number offered, printed product brochure, technical

specification sheets etc. should be submitted along with the Offer. Failure to submit this

information along with the Offer could result in disqualification. Please note that substituting

required information by just brand name is not enough.

14. Format for Technical offer The Technical offer/bid should be made in an organized, structured and neat manner.

Brochures/leaflets etc. should not be submitted in loose form.

The suggested format for submission of Technical Bid is as follows:

1. Index

2. Covering letter. as per Annexure B,

3. Solution Questionnaire, as per Annexure C,

4. Eligibility Compliance Statement, as per Annexure F,

5. Bill of materials as per Annexure H. This table should not contain any price information in

Technical Bid.,

6. Technical Bid . as per Specifications as given in Annexure A, complete with all the columns filled

in,

7. Terms and Conditions Compliance Table in the following format. This table must cover vendor’s

response to all the terms and conditions specified in the offer document,

Term

No

Short Description

of term

Complied

(Yes/No)

Detailed explanation about

deviation, if not complied 1 To Last

8. Warranty and AMC details. This should not contain any price information in Technical

bid,

9. Delivery schedule,

10. Technical Documentation (Product Brochures, leaflets, manuals etc.). An index of technical

documentation submitted with the offer must be enclosed,

11. Software / Hardware / RDBMS / Other licensing suits details,

12. Manufacturer’s/Developer’s Authorization Form (if applicable) as per Annexure D,

13. Track record of past installations, as per Annexure J,

14. Reference Site Details, as per Annexure E,

15. Details of Service Support Centers as per Annexure G,

16. Vendor’ s Financial Details (audited balance sheets etc.) and other supporting documents,

as asked in the tender document,

17. Earnest Money Deposit (EMD)

15. Format for Commercial Offer The Commercial Offer must not contradict the Technical offer in any manner. The suggested

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format for submission of Commercial Offer is as follows:

1. Index

2. Covering letter

3. Commercial Version of Bill of Materials and Price Schedule (as per Annexure H).

This annexure must contain all price information, including AMC details.

4. A statement that the vendor is agreeable to the Payment schedule given in the tender.

16. Erasures or Alterations The Offers containing erasures or alterations will not be considered. There should be no handwritten

material, corrections or alterations in the offer. Technical details must be completely filled in.

Correct technical information of the product being offered must be filled in. Filling up of the

information using terms such as “OK”, “accepted”, “noted”, “as given in brochure/manual” will not

be acceptable. The Bank may treat such Offers as not adhering to the tender guidelines and hence

unacceptable.

17. Locations of Installation The proposed architecture envisages using the server room of centralised data centre for hosting of

central application servers, databases and associated hardware and software. Aggregation of the

data of all the offices of the Bank will be done at the central application server (central

server). Data pertaining to all staff members of the Bank will reside on the central server and all

offices/branches shall be operational in an on-line real-time mode. All offices/branches will be

connected to the central server on an online real time basis, whereas for other non-networked

offices/branches, the aggregated data will be updated on a periodic basis to the central server. The

hardware will be installed at Lucknow and DR at Noida. The proposed system must have tried

and tested encryption layer to ensure data security on the WAN.

18. Short-listing of Vendors The Bank will prepare a short-list of technically qualifying vendors and the commercial offers of

only short listed vendors will be opened. The Bank will intimate the date and time of opening of

Commercial Offers to the vendors whose Offer is technically in line with the tender requirements.

19. Costs & Currency The Offer must be made in Indian Rupees only, including the following:

1. Corporate license costs.

2. RDBMS costs (specify number of licenses & its type & provide the same)

3. Hardware and System software costs

4. Any other licensed suits costs (specify number of licenses, its type and provide the same)

5. Installation and commissioning, training and other costs, if any,

6. Minimum of 5-years comprehensive on-site post implementation warranty covering

technical and operational support for the software, RDBMS, hardware

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and other suits supplied. This period will start on the next date succeeding the date of

successful implementation and acceptance (see Acceptance Tests clause of Terms and Conditions)

of the system by the Bank in writing.

8. Facility management Charges for 2 onsite engineers in one shift on all working days.

9. One resource shall be for application support and one for operating system administration.

DBAs shall be provided by the Bank.

10. Training Cost

11. All taxes and levies except Entry Tax and Octroi.

Entry tax and Octroi must be mentioned separately.

20. Fixed Price The Commercial Offer shall be on a fixed price basis, inclusive of all taxes and levies except entry

tax and octroi, if any. No price increase due to increase in customs duty, excise tax, dollar price

variation etc. will be permitted.

21. Price Comparison All the offers will be compared on the basis of 5 years Total Cost of Ownership (TCO) arrived at

adding the 5-years comprehensive warranty price offered (including all the taxes & levies except

Octroi and Entry tax, if any) for the purpose of price comparison to arrive at the lowest commercial

offer.

22. Negotiation It is absolutely essential for the vendors to quote the lowest price at the time of making the offer

in their own interest, as the Bank will not enter into any price negotiations.

24. Downloading of Tender document from Bank’s website The tender document is available for download from the Bank’s website

www.allahabadgraminbank.in . They are also required to confirm in writing that

they have not modified any part of the tender and abide by the same. If any

vendor fails to pay the price of the tender, his offer will be rejected.

In case of any dispute/discrepancy of the tender submitted with the physical version of the tender

available with the Bank, the decision of the Bank will be final & binding on all who participate in the

tender.

25. ESCROW ARRANGEMENT Vendor shall provide escrow mechanism, if desired by the bank, for the product (all components)

http://www.allahabadgraminbank.in/

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supplied by the vendor to bank in order to protect its interest in an eventual situation.

26. Amendment to RFP Contents At any time prior to the last date for bid-submission, the Bank may, for any reason, whether at its

own initiative or in response to clarification(s) requested by a prospective bidder, modify the RFP

contents by amendment. Amendment will be notified in writing or by e-mail to all the prospective

bidders and will be published on Bank’ s website, and will be binding on bidders. However, it is the

bidder’ s responsibility to keep its communication channels (face-to- face, phone, fax, e-mail

etc.) alive including observing of Bank’ s website for latest development in this regard. The Bank

will not be liable for any communication gap. In order to provide prospective bidders, reasonable

time to take the amendment into account for preparation of their bid, the Bank may, at its discretion,

extend the last date for bid- submission.

Bank reserves the right to scrap the tender at any stage without assigning any reason.

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8. Qualification Criteria

1. Tender Respondent

The tender is being issued to the vendors whose role as tender respondent is reiterated

below:

The vendor submitting the proposal will have to implement the proposed software/solutions at all

offices of the Bank and install and configure the hardware in Banks data centre.

The vendor will be responsible for interfacing the proposed solutions with the CBS and any

other applications, if required and migrating the data from the existing system to the new

proposed system.

The vendor is expected to propose only one integrated HRM application solution.

The vendor will be responsible for installing and commissioning the hardware at Bank’ s

premises.

2. Eligibility of the Vendor

1. The company participating in the bid should be registered in INDIA as per the

companies act or have its registered office within the jurisdiction of INDIA.

2. The bidder’s Support centre should be located at Delhi/NCR. In case bidder is not

having support centre at Lucknow/Delhi/NCR, bidder should give undertaking to

open the support centre in Lucknow/ Delhi/NCR within 1 month of award of

tender.

3. The bidder shall be engaged in providing and managing such type of solution in

India from last 3 years.

4. The similar solution offered should be implemented successfully in at least two

PSU/ Banks/ Government organization in INDIA for atleast 1 year as on

31.03.2013 out of which, 1 organization should have a user base of atleast 10,000

Users.

5. The turnover of bidding company (not parent company) for the last three

financial years must be not less than Rs.20 Crore each year. Audited Balance sheet

of last 3 years should be submitted in this regard.

6. The bidder should have shown positive net worth as per last audited balance

sheet.

7. Bidder shall provide references of similar projects successfully completed with

various Bank’s/PSU/ Government organizations in the following format:

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Name of the project

Name of organization

Location

No. of users

Entities involved

Scope of the project

Exact role of the Bidder

Present Status of the project

8. Bidder should provide Satisfactory Performance Certificate from atleast 2 Clients

referred in their proposal. (attach supportive documentary evidence)

9. All the mandatory fields in the functional requirements as per annexure- „C‟

should have been implemented and live in atleast two PSU/Banks/ Government

organisation.

10. The bidder should not be involved in any litigation which threatens solvency of

company.

11. The solution provider company should be CMMI (Capability Maturity Model

Integration) level 3 complied. In case the solution provider company is not CMMI

3 compliant then the solution to be provided should be accompanied by a

certificate from the CMMI level 5 company confirming after evaluation/audit that

the solution provided is in conformity with CMMI 3 standards.

Similar certification shall be required to be submitted at every version

upgradation or modification in the solution.

12. Bidder should be Original developer of the solution provided or authorized

seller. In case of authorized seller, bidder should have all the required

authorization documents and rights for the products offered to RRB’s sponsored

by Allahabad Bank and an undertaking to this effect to be given.

13. The bidder has IP (Intellectual property) rights for the products offered to RRB’s

sponsored by Allahabad Bank and an undertaking to this effect to be given.

14. The solution provider should also comply with the Information Security

standards as per ISO 27000 series as applicable for the implementation.

The documentary proofs for qualifying the prequalification criteria should be submitted

along with the technical bid. The proof of implementation will be in the form of a Certificate

from the client giving details of the implementation and the present status. In case a bidder

fails to provide the same the bid would be summarily rejected.

http://cmmiinstitute.com/

http://cmmiinstitute.com/

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15. The bidder must have domain expertise in HR consulting & advisory services so as

to bring knowledge of global HR best practices in the project.

16. The bidder shall have single point of ownership and responsibility of the project

but it is mandatory that the original developer of the proposed product

should be responsible for implementation of the proposed HR software solution

upto the pilot stage. This is essential to ensure a successful implementation. A

declaration from the original developer should be submitted with the bid. Any bid

not complying with this will be disqualified.

17. The product OEM should have 24*7 support network and should have training

facility in India.

18. Have Single Integrated Package covering the entire system i.e. the system should

be available as a single product accessible through a common menu.

19. System proposed should be 100% web-enabled solution so that there is no need

of any client / software to be loaded on the system of users (as some of the users

of bank might be in remote locations using low-end systems).

20. HRMS Licenses should allow all employees to perform any operational roles

available in the system unconditionally including read / edit / view options.

Also should allow access of all functionalities through self-service for all

employees of bank. The right to restrict the use of the application is solely at the

Bank’s discretion and cannot be restricted by the HRMS Bidder in any way.

21. Number of HRMS Licenses supplied should be perpetual and cover all Employees

of the Bank and that should be equal to number of records in the system & future

requirement.

22. Product support from the OEM would be available for the version of the HRM

system quoted to the bank for 5 years from its General Availability date. Cost, if

any, to be borne by the bidder.

23. The bidder should not be currently blacklisted by any Central/State

Govt. depts./Public Sector Banks / Financial Institutions in India. The bidder

should submit an affidavit or a certificate from Company Secretary / External

Auditor to this effect.

3 Documents Establishing Bidder's Eligibility and Qualifications

The Bidder shall furnish, as part of his bid documents establishing the Bidder’s eligibility, the

following documents

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Proof of CMMi level 3

Audited Balance Sheets and other Financial Statements for the last three years as a proof for

the financial capability of the company and statement of undertaking from bidder for the

compliance of stipulated conditions prescribed as above.

Letter from original developer of proposed software that they shall be doing the

complete implementation of the software till the pilot stage.

Copies of Purchase Orders & Sign off documents in support of implementation.

Written confirmation stating that all employees of Allahabad UP Gramin Bank should be able

to use all functionality of the product without any restriction

Confirmation from OEM that the product support for the HR system will be available for 5

years from it’ s General Availability for the version quoted.

For compliance of other eligibility criteria terms, please give an undertaking stating compliance

of eligibility evaluation criteria as given above from eligibility point 1 to 23 .

The Bidder shall furnish documentary evidence in the form of Eligibility Compliance

Statement (Annexure F) that he has the financial, technical and production capability necessary to

perform the contract.

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9. Terms and Conditions

1. Technical Inspection and Performance Evaluation The Bank reserves its right to carry out technical inspection, reference site visit and performance

evaluation (benchmarking) of HRMS software and proposed Hardware for HRMS Data Centre,

offered by short-listed Bidders, as per the discretion of the Bank.

The tender is being issued to the Bidders whose role as tender respondent is reiterated below:

The Bidder submitting the proposal will have to implement the proposed software/solutions at

all offices of the Bank and install and configure the hardware.

The Bidder will be responsible for migrating the data from the existing system to the new proposed

system.

The Bidder is expected to propose only one integrated HRM application solution.

The Bidder will be responsible for installing and commissioning the hardware at Bank’s premises.

The Hardware provided for HRM should be sized for 3000 to 5000 employees and sizing should be

certified by the application OEM. The bidder should provision all the hardware, systems software,

database licenses, middleware software licenses and any other hardware & software required for

successful implementation of the project. The bidder should follow all the best practices like High

availability, Disaster Recovery, Backup etc.

2. Deliverables Following should be delivered to the Bank

a. Software Package with system document after customization

b. Hardware( DC & DR), System Software, RDBMS (installation and commission) and other

suits with related documents

c. User & Quick reference manuals d.

Training

e. Data migration f.

Licenses

g. Facility Management

All copies should be delivered in hard & soft media.

3. Implementation Strategy

Implementation will be staggered consisting of the following activities:

Setting up of procedures to be followed by the Data Administrator.

Requirements Phase

Customization.

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Data Migration

System & Acceptance Testing

Software Audit, Rectification and Re-Audit

User, process owner & IT training

Pilot run (for 2 month)

Hardware Installation with RAID configuration (please

specify) Parallel runs

Changing over to live runs

Post implementation support for 5 years

4. Quality Standards The Bank is looking for well proven / designed and quality product, which is used by a large number

of users in India / abroad. All items quoted should be associated with specific version / model

numbers and names and with printed literature. Any departure from the specifications as given in

Annexure A should be clearly listed in Annexure called “deviations”.

5. Manufacturer’ s / Developer’ s Authorization Form Vendors, other than the company which manufactured / developed the product must submit a

letter of authority from their manufacturers / developers that they have been authorized to quote on

behalf of the manufacturer / developer as per Annexure D.

6. Earnest Money Deposit (EMD) The bidder will have to deposit earnest money in the form of DD or Bank Guaranty of Rs.2 lacs

(Rs. Two Lacs) favouring “Allahabad UP Gramin Bank ” and payable at Banda. The offer without

Earnest Money Deposit would be considered as non-responsive, incomplete and shall be out rightly

rejected. EMD of unsuccessful bidders shall be refunded on declaration of L1 in tender

process. As regards L1 vendor, same shall be refunded only on complete implementation of project.

No interest will be payable on the Bid Security amount. The bid security will be forfeited if the vendor:

Withdraws its bid during bid validity period

Refuses to honour indicative commercial bid. Bank reserves the right to

place order onto vendor based on indicative prices quoted by them.

Declared L-1 vendor based on Commercials and fails to submit the cost

breakup within reasonable time (say 3 days).

Refuses to accept purchase order or having accepted the purchase order,

fails to carry out his obligations mentioned therein.

7. Training Training should be provided covering all the contents of the package. The vendor should explain how

he is proposing to conduct the training program by outlining course contents and duration. This

includes the training required for users as well as for technical system support staff.

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Training will need to be provided to various teams of the Bank personnel in the following areas

- Training in system software

- Full-fledged training on workflow and the application software operation

- Training on fault reporting procedures for the HRMS SOFTWARE

- User training (in batches of 20 or less).

• On the job training to Data entry operators (40 Nos.) for 1 day each.

• On the job training to Officers (40 Nos.) for 3 days each.

• Training to DBA (5 nos.).

All the required infrastructure for the training will be provided by the bank and training will be held

only in Sitapur at bank premise.

8. Acceptance Tests

At the discretion of the Bank, there will be an acceptance test conducted by the Bank and/or the

nominated consultant in the presence of the Vendor. The test will check for trouble-free operation for

30 consecutive days in addition to physical verification and testing. There shall not be any additional

charges payable by the Bank for carrying out this acceptance test.

In the event of any errors and bugs detected during acceptance testing, resulting in corrective

action required by the vendor, the schedule for acceptance testing will be revised to a mutually

convenient date at the cost and expenses of the Vendor.

The Bank reserves its right to get the Hardware and related components tested by any consultant /

agency of its choice and the Vendor shall not object to the same.

9. Implementation Schedule

The total time for full HRMS project implementation will be 6 months from the date of issuance of

purchase order. Vendor is required to adhere to full project implementation schedule of 6

months. Bank expects the vendor to submit a detail project plan for implementation

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10. Payment Terms

The Bank’s payment terms are as follows:

10.1 HRMS application Payment

30% On delivery & installation of the HRMS software. 50% On completion of pilot run and its acceptance 20% After full project implementation

10.2 Hardware, Data base, Operating System etc. Payment

40% On delivery of hardware and related system software, data base,

licences etc. 50% On successful installation of hardware & related system software, data

base etc. AND after successful completion of pilot run of HRMS.

10% After 3 month of successful implementation of HRMS(Go Live)

10.3 Facility Management & Training payment

S. No. Item Remarks 1. Facility Management Quarterly arrears basis 2. Training As and when availed

10.4 Pricing and Payments

The price offered to the Bank must be in Indian Rupees, inclusive of all taxes and duties such as

Excise, Sales, Customs, Service tax etc., packing, forwarding, import and custom clearance,

transportation to respective sites, insurance till delivery at sites, cost of installation,

commissioning and comprehensive on-site maintenance services under warranty.

Octroi / Entry tax, if applicable, will be paid / reimbursed by the Bank at actual on production of

original payment receipt. No price increase on account of changes in tax structure shall be permitted.

From the date of placing the order till the delivery of the systems, if any changes are brought in the

tax structure by the Government resulting in reduction of the cost of the systems, the benefit arising

out of such reduction shall be passed on to the Bank.

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11. Reference Checks Vendors are required to provide a minimum of one reference site within India where the

Product is successfully running. These users should be in the banking industry. All the details

of reference sites requested for in Annexure E should be provided along with the names and

contact details of persons who will be available for discussions.

The Bank, at its option, will contact these reference sites to obtain information on the solution and

implementation.

Vendors will co-ordinate with the reference sites and arrange the visits on request from the Bank. The

costs incurred by the Bank’s team, for the reference site visits, will be borne by the Bank.

Pre-dispatch Inspection The Bank is entitled to carry out pre-dispatch inspection of all Hardware before the delivery. The

vendor shall inform his readiness for pre-dispatch inspection at least 7 days in advance. Inspection of

the Hardware to be supplied to the Bank will be carried out at vendor’s facility. Detailed

inspection procedure will be provided to the selected vendor at the time of placing order or at the

time of inspection.

However, bank reserves the right to carry out Inspection of hardware after its delivery at bank’s

site. If hardware is not found as per the order, vendor is liable to replace the same

immediately without any additional cost.

Software Audit, Rectification and Re-Audit The Bank shall get the software audited (before/after going to live run) in-house or by outside agency

as per the Bank’ s requirement. The vendor shall extend all sorts of support required for carrying out

the audit of the software. The vendor must rectify the discrepancies / observations in the system, as

per the audit report in consultation with the Bank. There shall not be any additional charges payable

by the Bank for such rectifications. The software shall

be re-audited after rectification to verify that the recommended modifications have been made

by the Vendor.

Vendor Demonstrations Vendors are required to make demonstrations of the software at the Bank’ s desired location.

The demonstration will allow the evaluation team to see the software system

modules in terms of functionality and technical fitment. It will also allow the Bank to evaluate

the solution in terms of look and feel, screen navigation, user friendliness etc. The demonstrations

will also give the Bank an opportunity to clarify issues arising out of the review of the vendor’ s

response to this tender. The Bank shall not be under any obligation

to bear any part of the expenses incurred by the vendors for the demonstrations.

Penalty for delay For any delay in installation and implementation of the software package ordered within the

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stipulated time schedule or by the date extended by the Bank, the same shall be treated as a breach

of contract. In such an event, vendor is liable to pay penalty calculated at the rate of

1% of the value of order (other than AMC amount) per week subject to a maximum of 10% of order

value. If the delay is from bank’ s side, vendor shall not be liable for

penalty.

Completeness of Implementation/Installation The implementation/installation will be deemed as incomplete if any component/module of the

package (including the Hardware) is not delivered or is delivered but not installed and/or not

operational or not acceptable to the Bank after acceptance testing/examination.

In such an event, the implementation will be termed as incomplete and it will not be accepted and

warranty period will not commence. The package will be accepted after complete commissioning of

package and satisfactory working of the entire software package.

However the Bank may accept the software with a clear understanding that some of the modules

could be implemented during the warranty period of the package. In such case, the vendor shall be

required to provide support for implementation of such modules as per the requirement of the

Bank during the warranty period.

Backup and Archiving

The selected vendor will be asked to provide facilities for automation of backup and archiving

processes. The selected vendor will be asked to propose a methodology for the backing up of data,

bearing in mind that the primary and fallback sites will be kept synchronized with current data.

Disaster Recovery and Business Continuity Plan

The proposed system must be capable of and compatible for Disaster Recovery & Business Continuity

plan Implementation as and when the Bank requires. The selected vendor should highlight the

provisions for disaster recovery and show that the application facilitates disaster recovery.

Order Cancellation

The Bank reserves its right to cancel the entire / unexecuted part of the Purchase Order at any

time by assigning appropriate reasons in the event of one or more of the following conditions:

Delay in delivery beyond the specified period for delivery.

Delay in installation, customization and implementation beyond the specified period.

Serious discrepancy noticed during the reference checks.

Repetitive software/hardware failures/poor service after the delivery and/or live-run but

before the warranty period expiration.

Delay in extraction and conversion of legacy data, and uploading of

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converted data to proposed HRMS Database beyond the stipulated period.

Major breach of trust is noticed during any stage of the project

Any other appropriate reason in view of the Bank.

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

Guarantee given by the vendor against the advance payment to appropriate the damages.

Warranty

The Date of software & hardware warranty will start from the date of signing of the User’s

Acceptance Test (UAT) and will continue for a period of 5 years. During the warranty period, the

vendor will have to provide the On-Site Post Implementation Support and other Technical support for

the software and hardware supplied.

The Vendor shall be fully responsible for the manufacturer’s warranty in respect of proper

design, quality and workmanship. Vendor must warrant all components, accessories, spare parts etc.

against any manufacturing defects during the warranty period. During the warranty period, vendor

shall maintain the Hardware and repair/replace at the site all defective components, at no charge

to the Bank.

During the warranty period the vendor should update/upgrade the software and also provide any

new versions released as part of warranty.

Warranty should not become void if the Bank buys any other add-on hardware/software from a third

party and installs it with/in Hardware in the presence of the representative of the vendor. However,

the warranty will not apply to such third-party hardware/software items installed by the Bank.

Spare Parts

The vendor will make the spare parts for the hardware systems available for a minimum period

of six years from the time of acceptance of the system.

If any of the peripherals / components are not available during the warranty/AMC period, the

substitution shall be carried out with peripherals/ components of equivalent or higher capacity.

Mean Time Between Failures (MTBF) If during the warranty period, any specific server / part of Hardware fails on four or more occasions in

a quarter, it shall be replaced by equivalent / superior new server / part by the vendor at no

additional cost to the Bank.

Indemnity Vendor shall indemnify, protect and save the Bank against all claims, losses, costs, damages,

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expenses, action suits and other proceeding, resulting from infringement of any patent, trademarks,

copyrights etc. or such other statutory infringements in respect of software/hardware/Data base/OS

etc. and all the packages, services offered by him & supplied by him.

Publicity Any publicity by the vendor in which the name of the Bank is to be used will be done only with

the explicit written permission of the Bank.

Insurance The Hardware to be supplied will be insured by the vendor against all risks of loss or damage from the

date of shipment till such time it is installed at the Bank’ s site. Certificates of the “Comprehensive

Insurance Cover” will be submitted to the Bank for verification/examination and record. The vendor

shall take the insurance cover from a Government of India

recognized insurance company only.

Performance Bank Guarantee a) The successful bidder should provide a performance bank guarantee for a period of 5 years

for an amount equivalent to 15% of the total order value in the format specified by the bank with in

30 days from the date of purchase order. The Performa for Performance Bank Guarantee is attached

as Annexure- I

b) In the event of non performance of obligation or failure to meet the terms of the RFP , bank

shall be entitled to invoke the performance guarantee without notice or right of demur to the bidder.

Bank reserves its right to invoke the Performance Bank Guarantee besides cancellation of the

entire Purchase Order in the event of breach and/or non observance of any of guaranteed

performance of any of the software and/or hardware as mentioned in clause 28 to 30 in this section.

Guarantees on Software and Hardware The vendor shall guarantee that the Hardware Systems delivered to the Bank are brand new,

including all components. In the case of software / hardware / RDBMS / Other related suits the vendor

shall guarantee that the software / hardware / RDBMS / Other related suits supplied to the Bank are

licensed, legally obtained and will not require any further licensing costs, other costs or any other

software/hardware purchase to meet the above mentioned

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guarantees. All modules of the system must be supplied with their original and complete printed

documentation.

Guarantees On Response Time To Errors The Bank will classify all errors in to three categories:

(I) Critical errors defined as the Errors that require/cause the Bank to shutdown the

HRMS server or stop all services through the server.

(II) Medium Level Errors defined as those errors that are not the Critical Errors as defined

above but cause great inconvenience or operational difficulties to the Bank

(III) Low Level Errors defined as those other errors that are not the Critical errors or the

Medium Level Errors as defined above

The Vendor undertakes and guarantees that all the Critical Errors will be resolved in the production

environment within four hours of the Bank intimating the same through writing, telephone or fax.

In case the Critical Errors are not resolved within the stipulated time as above, there shall be a

penalty of Rs. 500/-(Rupees Five hundred only) per hour exceeding above said 4 hours resolution

time apart from replacement of the respective hardware/software at vendor’ s own

cost for solving the errors. In case the error is not resolved within 4 days from the time of

reporting of the error by the Bank, the vendor shall be liable to pay a penalty of 0.25% of the total

value of the above said purchase order. Such penalty shall be adjusted as maintenance credit against

the AMC payable by the Bank to the vendor.

The Vendor undertakes and guarantees that all the Medium Level Errors will be resolved in the

production environment within two days of the Bank intimating the same through writing, telephone

or fax.

In case the Medium Level Errors are not resolved within the stipulated time as above, there will be

a penalty of Rs. 500/= (Rupees five hundred only) per day exceeding the above said two day’ s

resolution time apart from replacement of the respective hardware/software at the vendor’ s own

cost for solving such errors. In case the error is not resolved within 7 days from the time of

reporting of the error by the Bank, the vendor shall be liable to pay a

penalty of

0.25% of the total value of the above said purchase order. Such penalty shall be adjusted as

maintenance credit against the AMC payable by the Bank to the vendor.

The vendor undertakes and guarantees that all the Low Level Errors will be resolved in the production

environment within seven days of the Bank intimating the same through writing, telephone or fax.

In case the Low Level Errors are not resolved within the stipulated time as above, there shall be a

penalty of Rs.500/-(Rupees Five hundred only) per day exceeding the above said seven days'

resolution time apart from replacement of the respective hardware/software at the vendor’ s own

cost for solving such errors. In case the error is not resolved within 10

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days from the time of reporting of the error by the Bank, the vendor shall be liable to pay a penalty of

0.25% of the total value of the above said purchase order. Such penalty shall be adjusted as

maintenance credit against the AMC payable by the Bank to the vendor.

Guarantees on System Up-Time The combined Up-Time of the hardware and software provided by the vendor relating to the HRMS

package should provide continuous and guaranteed level of service and functionality as defined in

this document (except the down-time due to the Bank’ s network or UPS failure). The vendor

undertakes and guarantees a system Up-Time of 98% during the

period of warranty and AMC with the Bank is in force.

The vendor is liable for a penalty of Rs. 1,000/-(Rupees One thousand only) per day when system

availability falls below the expected availability of 98%, subject to a maximum of 1% of the above

said purchase order value during the duration of the contract, apart from replacement of the

respective hardware/software at vendor’ s own cost for ensuring system availability. Such penalty

shall be adjusted as maintenance credit against the AMC payable by the Bank to the vendor.

Confidentiality

This document contains information confidential and proprietary to the Bank. Additionally, the

vendors will be exposed by virtue of the contracted activities to internal business information of the

Bank, affiliates, and/or business partners. Disclosure of receipt of this tender or any part of the

aforementioned information to parties not directly involved in providing the services requested

could result in the disqualification of the vendors, pre-mature termination of the contract, or legal

action against the vendors for breach of trust.

No news release, public announcement, or any other reference to this tender or any program there

under shall be made without written consent from the Bank. Reproduction of this tender,

without prior written consent of the Bank, by photographic, electronic, or other means is strictly

prohibited.

Security

The vendors’ proposal must include a plan to safeguard the confidentiality of the

Bank's business information, legacy applications and data.

Solicitation of Employees

The Bank will insist on a clause that states the parties agree not to hire, solicit, or accept

solicitation (either directly, indirectly, or through a third party) for their employees directly involved in

this contract till full project implementation, except as the parties may agree on a case-by-case basis.

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Bid Pricing Information

By submitting a signed bid, the vendor certifies that:

The vendors have arrived at the prices in its bid without agreement with any other

bidder of this tender for the purpose of restricting competition.

The prices in the bid have not been disclosed and will not be disclosed to any other

bidder of this tender.

No attempt by the vendors to induce any other vendor to submit, or not to submit a

bid for restricting competition, has occurred.

Non-Disclosure Agreement/Service Level Agreement (SLA) The selected vendor shall be required to sign Service Level Agreement (SLA) covering all terms and

conditions of this tender and Purchase Order confidentiality and non-disclosure clauses.

Force Majeure The parties shall not be liable for default or non-performance of the obligations under the

contract, if such default or non-performance of the obligations under this contract is caused by

Force Majeure.

For the purpose of this clause, “Force Majeure” shall mean an event beyond the control of the

parties, due to or as a result of or caused by acts of God, wars, insurrections, riots, earth quake and

fire, events not foreseeable but does not include any fault or negligence or carelessness on the part

of the parties, resulting in such a situation.

In the event of any such intervening Force Majeure, each party shall notify the other party in writing

of such circumstances and the cause thereof immediately within five calendar days. Unless

otherwise directed by the other party, the party pleading Force Majeure shall continue to

perform/render/discharge other obligations as far as they can reasonably be attended/fulfilled and

shall seek all reasonable alternative means for performance affected by the Event of Force Majeure.

In such a case, the time for performance shall be extended by a period(s) not less than the duration

of such delay. If the duration of delay continues beyond a period of three months, the parties shall

hold consultations with each other in an endeavor to find a solution to the problem.

Not withstanding above, the decision of the Bank shall be final and binding on the Vendor.

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Resolution of Dispute All disputes and differences of any kind whatsoever, arising out of or in connection with this Offer or

in the discharge of any obligation arising under this Offer (whether during the course of execution of

the order or after completion and whether before or after termination, abandonment or breach of

the Agreement) shall be resolved amicably. In case of failure to resolve the disputes and differences

amicably the matter may be referred to a sole arbitrator mutually agreed upon after issue of at least

30 days notice in writing to the other party clearly setting out therein the specific disputes. In the

event of absence of consensus about the single arbitrator, the dispute may be referred to joint

arbitrators, one to be nominated by each party, and the said arbitrators shall appoint a presiding

arbitrator. The provisions of the Indian Arbitration and Conciliation Act, 1996, shall govern the

arbitration. The venue of the arbitration shall be Lucknow.

Limitation of Liability

The bidders aggregate liability in connection with obligations undertaken as a part of the Exchange

Project regardless of the form or nature of the action giving rise to such liability (whether in contract,

tort or otherwise), shall be at actual and limited to the value of the contract. The bidders liability in

case of claims against the Bank resulting from misconduct or gross negligence of the Vendor, its

employees and subcontractors or from infringement of patents, trademarks, copyrights or such other

Intellectual Property Rights or breach of confidentiality obligations shall be unlimited.

The Bank shall not be held liable for and is absolved of any responsibility or claim/litigation arising

out of the use of any third party software or modules supplied by the Vendor as part of this

Agreement.

In no event shall either party be liable for any indirect, incidental or consequential damages

or liability, under or in connection with or arising out of this Agreement or the hardware or the

software delivered hereunder, howsoever such liability may arise, provided that the claims against

customers, users and service providers of the Bank would be considered as a direct claim.

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12. Annexure A

Functional and Technical Requirements

A1. For HRMS Application Software

Please refer to attached Appendix 1 for functional and technical requirements details for

HRMS package.

The vendors should provide a response to the requirements, which could be any one from the

following categories – (S) Standard - Readily Available or (C) Customization required.

Please respond in accordance with the following guidelines.

Standard - Readily Available: The system that will be delivered currently supports this function

without further enhancement or the use of either programming or user tools, i.e. included in the base

package at no additional cost.

Customization: The function does not exist in the current system but the work is in progress to make

the function available in the system in an update within six months without additional cost.

The response should be given by marking under the category, which will apply to the requirement.

Where a response requires explanation, provide the explanation in the

„Remarks’ column or on a separate page, if necessary, with reference to the requirement

number. Vendors to note that items in the functional/technical requirements are marked as

(E) Essential and (D) desirable based on the Bank’ s needs.

A2. For HRMS Hardware/RDBMS/System Software

Vendor must submit the description of the hardware, system software, RDBMS and any other

suits separately for

• HRMS should be capable to run for 3000 users presently, which is scalable to

5000 users over a period of 5 years.

• HRMS should be capable to run for 2500 concurrent users, which is scalable to 5000

concurrent users over a period of 5 years. The user classification is considered as under:

Heavy users (20 transactions /hour) : 100

Medium users (10-20 transactions/hour) : 500

Normal Users : 2000

The servers must on be in active – passive configuration within DC and DR. The DC and

DR must be a exact replica of each other.

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Vendor has to quote for SAN storage, tape library etc.

• The resultant disk size should be further escalated by a safety factor of 20%. Other data

precautionary disk space requirements such as mirroring & RAID (Redundant Array of

Independent Disks -method of storing data on multiple hard disks) are also desired.

• HRMS data relating to employees’ master information transfer and promotions will be

retained forever. The other data will be retained on-line for a period of 10 years, beginning

from the previous 9 years and ending with the current year. All the data previous to the 9

years will be archived and will be retained offline. The maintenance of the archival of the data

will be done either on tape or DAT drive.

• Typical Response Time required: 2 seconds.

S.No. Item Name Description of your offer 1. Application Servers

-Make of the Server

-Model of the Server

-No. of Servers

-CPU Speed

-No. of CPU with above speed

-Minimum Memory in each server

-Disk in each server

2. Web Servers

-Make of the Server


-No. of Servers

-CPU Speed




3. Database Servers

-Make of the Server


-No. of Servers

-CPU Speed




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4. Any other servers, Please specify all the

relevant detail like number of servers,

memory required and minimum disk

space in each server etc.

5 Storage devices– For future scalability of

database

-Make of the Storage

-Model of the Storage

-Database sizing capacity

-Any other detail

6 System Software Components

-Version of the software

-Other Specification

Note : if more than one software components

is required, Please Specify details of each

components

7 RDBMS Licenses

-Make

-Version

-Other Specification

Bidder also has to factor necessary hardware/software for Disaster Recovery site as per the

standard practices.

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13. Annexure B

Covering letter format

Date: 2013

Offer Reference No.:

To:

The General Manager


Banda

Dear Madam/ Sir,

Tender Ref:

Having examined the tender document including all Annexures the receipt of which is hereby duly

acknowledged, we, the undersigned, offer supply, installation, customization, implementation and

support of comprehensive and integrated HRMS package (software/hardware/RDBMS/any other

licensing suits, please mention) in conformity with the said tender in accordance with the Schedule of

Prices indicated in the Commercial Offer and made part of this offer.

If our offer is accepted, we undertake to commence delivery within 8 weeks and to complete delivery,

installation, customization, and support of all the equipment as specified in the Offer document within

8 weeks calculated from the date of receipt of your Notification of Award / Letter of Intent.

We agree to abide by this offer till 180 days from the last date of tender submission and our offer

shall remain binding upon us and may be accepted by the Bank any time before the expiration of

that period.

Until a formal contract is prepared and executed, this offer, together with the Bank’ s written

acceptance thereof and the Bank’ s notification of award, shall constitute a binding contract between

us.

We understand that the Bank is not bound to accept the lowest or any offer, the Bank may receive

without assigning any reason whatsoever.

Dated this day of _2013

Signature: (in

the Capacity of:)

Duly authorized to sign the offer for and on behalf of

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14. Annexure C

Solution Questionnaire

C1. Vendor’s Profile

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

facilitate the Bank to verify the correctness of the information.

(To be filled by vendor)

General

Company Name

Date of Incorporation

Holding Company or Parent Company (if any)

Company local (in India) address

Contact details: Name, phone, fax and e-

mail

Provide details of ownership:

private/public; ultimate parent; major

shareholders. Any significant changes in

ownership in the last two years? Who are

the primary shareholders? (Also indicate

major shareholders with percentage

holding in case of limited companies)

Number of years in business

Whether direct developer or authorized

dealer/agent

Name, address and phone of developer

Financial Background (last published report)

Annual Revenue

Annual Net Income

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Please provide a brief history of sales

figures during the last three years i.e

2010-11:

2011-12:

2012-13:

Net profit made during:

2010-11:

2011-12:

2012-13:

Attach most recently available annual

report, and audited balance sheets and

income statements for previous three

years i.e. 2010-11, 2011-12, 2012-13,

Certifications

Provide details of any quality process

certifications (e.g. ISO,SEI CMM etc.)

Any other certifications, please specify

Staff

Total number of employees

Provide a break-up of the number of

Employees by function e.g.

Sales/Marketing

Administrative Staff

Research & Development

Implementation Staff Tech.

Support staff

Others

Details of pending past litigation (With in

3 Years) If Yes :Please Explain

Details of Claims/ Complains received in the

last three years.

Total number of implementation done for

offered product & the total number of

employees covered in each

implementation. ( State in brief)

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C2. General Product Information

System name

Date of launch

Date when first client site went live with

name of client

Current version and release date

Number of (for older version)

Clients using this software in production

Clients in India using this software

Installations in the last financial year Number

of (for proposed version)

Clients using this software in

production Clients in India using this software

Installations in the last financial year

Largest customer for this product Name of

the customer Number of employees

Number of offices/branches =

How can the software be acquired?

(Purchase/lease/other)

In case of licensing, explain software

licensing system fee structure. Is it

restricted as to location of installation or

global?

Whether source code is provided?

Is the license agreement on per site, per

CPU, per concurrent user, per named user,

per server licence, per database or enterprise

basis?

Describe Disaster Recovery (DR) Plan and

proposed DR System

Escrow availability of Source Code

If there are any other features that will be

useful in evaluating the product(s) /

solution, please state them

What major enhancements are planned?

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Describe any limitations on the use of the

proposed products.

What is the road map of the product for

the next 3 to 5 years? Please discuss in

detail. Use additional sheets if required.

How many releases of your product have

been produced during the last five

years?

What is the next scheduled major

release of the software?

How often are new versions released?

Has there been a major rewrite of the

proposed systems since the original?

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15. Annexure D

Manufacturer’s / Developer’s Authorization Form (MAF /

DAF)

(To be filled for software application/hardware/system software/RDBMS/any other suits,

whatsoever applicable separately)

(This format has to be issued by OEM on their Letter Head issued by authorized Operational office

and duly signed by authorized signatory. The date of the issuance of the letter by the OEM should be

after the first date of sale of document.)

Dated:

To

The General Manager

Allahabad UP Gramin Bank , HO,

Banda

Dear Sir,

We hereby certify that M/S having their office at

are certified reseller of hardware /software for the last years.

Further, we hereby certify that M/S

participate in the tender process for procurement and submit bids.

is entitled to

We hereby undertake that the software will be available & supplied during the currency of the

empanelment of 5 years or equivalent/higher hardware /software would be supplied at no extra

cost to the Bank. We hereby confirm that above mentioned company will be purchasing hardware /software

support for 5 years. In case M/s fails to deliver the services, we will facilitate

your engagement with another authorized service partner to provide services

Further, we confirm that the undersigned is authorized to issue this letter. Yours

faithfully,

(Name, Designation, Address, Phone Number of the Authorized Signatory with Company

Seal)

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16. Annexure E

Reference Site Details for the proposed product (Please provide detail of at least 1 public sector banks)

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Title

What is or was the contact’s role on the

implementation/ project?

State the duration of the implementation

Go Live date for the pilot offices

Which modules and version of the

software are being currently used?

What version of Operating System,

database etc. is in use? Are there any other

system used in conjunction with the

application software like front end systems

etc.? Please provide details if any.

State number of offices/branches using the

software

Modules used at HO

Modules used at other offices/ branches

Status of Disaster Recovery Site

State the number of employees and users

using the software.

State the number of transactions

processed per day at the reference

installation.

State the maximum number of on-line

users in any office/branch where your

modules are installed and specify all the

modules that are in concurrent use

State, if any, interfaces to external

systems are implemented at this site

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State, if any, interfaces to CBS System

and/or other systems are implemented at

this site.

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S.No. Particulars Complied (Yes/No)

Detailed Explanation about deviation, if not complied

1.

Bidder should be a registered company in India and in existence since 1st April, 2008, or earlier and should be in the IT / ITES business.

2.

The bidder has a turnover of Rs.20 Crore (Rupees Twenty Five Crores) per year for its IT related business in the last 3 financial years (each year).

3.

The bidder should have made profits (Profit After Tax – PAT would be considered) for at least 2 of the last 3 financial years

4. Have Capability Maturity Model for software (SEI-CMM) level 3 Certification

5. Bidder must be authorized partner of original developer of the proposed software and must have capabilities for implementation and support of the proposed software.

6. Bidder must have domain expertise in HR consulting & advisory services so as to bring knowledge of global HR best practices in the project.

7. Bidder shall have single point of ownership and responsibility of the project but it is mandatory that the original developer of the proposed product should be responsible for implementation of the proposed HR software solution upto the pilot stage. This is essential to ensure a successful implementation. A declaration from the original developer should be submitted with the bid. Any bid not complying with this will be disqualified.

8.

Product offered has been supplied and successfully running in at least 1 Bank/PSU/Govt. organization in India with an employee base of at least 15,000.

9.

Proposed product should have a published road map and should be capable of running on any recognized operating system and recognized database.

10.

Product OEM should have 24*7 support network and should have training facility in India.

11. Have Single Integrated Package covering the entire system i.e. the system should be available as a single product accessible

17. Annexure F

Eligibility Compliance Statement Eligibility Compliance Table must be in following format. This table must cover vendor’ s response

to all the terms and conditions specified in the bid document. W here there is no deviation, the

statement should mention no Deviation in the respective column.

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through a common menu.

12. System proposed should be 100% web-

enabled solution so that there is no need of any

client / software to be loaded on the system of

users (as some of the users of bank might be in

remote locations using low-end systems).

13. HRMS Licenses should allow all employees to

perform any operational roles available in the

system unconditionally including read / edit /

view options. Also should allow access of all

functionalities through self-service for all

employees of bank. The right to restrict the use

of the application is solely at the Bank’ s

discretion and cannot be restricted by the

14. Number of HRMS Licenses supplied should

be perpetual and cover all Employees of the

Bank and that should be equal to number of

records in the system and future requirement.

15. Product support from the OEM would be available

for the version of the HR system quoted to the bank

for 5 years from its General Availability date.

16. The Bidder should not be currently blacklisted

by any Government department /PSU /PSE or

banks.

17. All major and minor upgrades for the HR

application software should not be charged

extra

18. HRMS Software License Price should be

quoted in the contract that should be valid for a

period of 3 years for the bank to avail

additional number of licenses if so required in

this period

The Terms and conditions furnished in the bidding document shall prevail over those of any other/

document forming a part of our bid except only to the extent of deviations furnished in this statement.

Dated Signature and seal of the Vendor

Note: Where there is no deviation, the statement should be returned duly signed with an

endorsement indicating “No Deviations”

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18. Annexure G

Details of Service Support Centers

Sl.

No

Place Own or

Franchise

Postal

Address

Contact

numbers

Service

Facilities

available

(Describe)

Number

of service

engineers

Time to

report to

the

location

1 2 3

4 5 6 7 ...

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19. Annexure H

Bill of Materials and Price Schedule Note:

1. This bill of material must be attached in Technical Offer as well as commercial offer. The

format will be identical for both Technical and Commercial Offers, except that the Technical

Offer should not contain any price information. Technical Offers without the bill of material will

be liable for rejection.

2. All the offer must be quoted on the basis of 5 years comprehensive warranty

3. Vendor must take care in filling price information in the Commercial Offer, to ensure that

there are no typographical or arithmetic errors. All fields must be filled up correctly.

Table-H1 HRMS – Licensing, Installation, Customization, Implementation & training

Sl.

No.

Item Unit

Price

No. of

Units

Required

Total

Cost

1 Human Resource Management System**

2 RDBMS Licenses 3 Hardware(s) and System Software for HRMS

4 Any other licensed software (if required,

please indicate separately)

5 Implementation Charge (installation,

configuration, customization, testing,

acceptance and training)

6 Data Migration Charges

7 Training Charges ( per batch 20 person) 6

8 Facility Management Charges per year 5

7. Total Cost

In cost of hardware, please also include Rack or other components like patch cord etc.

Required for Installation of severs & commissioning of all components supplied.

None of product or components offered should be end of life /sale/support during the

contract period.

Items price breakup with unit prices of each components should be provided for item no.

1,2,3,4,5.

**Allahabad UP Gramin Bank should be able to use the product without any

restrictions, in terms of unconditional usage of all functionalities by all its employees.

Total Cost of Ownership (TCO)= Total of Table-H1

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PRICE STATEMENT Grand Total for Allahabad UP Gramin BankOffer requirement, for price

comparison purpose:

5 years Total Cost of Ownership (TCO) for Human Resource Management System arrived (including

all the taxes & levis except Octroi and Entry tax) is Rs.--------------(in figures) Rupees--------------------------

-------(in words)

Seal & Signature (name)

On behalf of

(Name of the vendor)

Seal & Signature

Date:

Place:

(name) on behalf of

(Name of the vendor)

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20. ANNEXURE- I

Performa for Performance Bank Guarantee To, …………. In consideration of M/s Allahabad UP Gramin Bank having Registered Office at D.M.Colony,Civil Lines Banda (U.P.)

(hereinafter referred to as “Purchaser”) having agreed to purchase Human Resources Management System (HRMS)

along with associated hardware(s), database, system software etc. (hereinafter referred to as “Goods”) from M/s ---

-------------------------- (hereinafter referred to as “Contractor”) on the terms and conditions contained in their

agreement/purchase order No------- date.------------ (hereinafter referred

to as the “Contract”) subject to the contractor furnishing a Bank Guarantee to the

purchaser as to the due performance of the computer hardware, as per the terms and conditions of the said contract, to be

supplied by the contractor and also guaranteeing the maintenance, by the contractor, of HRMS solution along with

hardware(s) & other associated components as per the terms and conditions of the said contract;

1) We, --------------------------- (Bank) (hereinafter called “the Bank”), in consideration of the premises and at the request of

the contractor, do hereby guarantee and undertake to pay to the purchaser, forthwith on mere demand and without any

demur, at any time upto -------------

-------- any money or moneys not exceeding a total sum of ` ---------(Rupees-----------only)

as may be claimed by the purchaser to be due from the contractor by way of loss or damage caused to or would be

caused to or suffered by the purchaser by reason of failure of

computer hardware, HRMS and associated components to perform as per the said

contract, and also failure of the contractor to maintain the computer hardware(s) , HRMS and associated components as per

the terms and conditions of the said contract.

2) Notwithstanding anything to the contrary, the decision of the purchaser as to whether computer hardware, HRMS and

associated components has failed to perform as per the said contract, and also as to whether the contractor has failed to

maintain the computer hardware(s), HRMS and associated components as per the terms and conditions of the said contract

will be final and binding on the Bank and the Bank shall not be entitled to ask the purchaser to establish its claim or claims

under this Guarantee but shall pay the same to the purchaser forthwith on mere demand without any demur, reservation,

recourse, contest or protest and/or without any reference to the contractor. Any such demand made by the purchaser on

the Bank shall be conclusive and binding notwithstanding any difference between the purchaser and the contractor or

any dispute pending before any Court, Tribunal, Arbitrator or any other authority.

3) This Guarantee shall expire on -----------------; without prejudice to the purchaser’ s claim or claims demanded from or

otherwise notified to the Bank in writing on or before the said date i.e. --------- (this date should be date of expiry of

Guarantee).

4) The Bank further undertakes not to revoke this Guarantee during its currency except with the previous consent of the

purchaser in writing and this Guarantee shall continue to be enforceable till the aforesaid date of expiry or the last date of

the extended period of expiry of Guarantee agreed upon by all the parties to this Guarantee, as the case may be, unless

during the currency of this Guarantee all the dues of the purchaser under or by virtue of the said contract have been duly

paid and its claims satisfied or discharged or the purchaser certifies that the terms and conditions of the said contract

have been fully carried out by the contractor and accordingly discharges the Guarantee.

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5) In order to give full effect to the Guarantee herein contained you shall be entitled to act as if we are your principal

debtors in respect of all your claims against the contractor hereby Guaranteed by us as aforesaid and we hereby

expressly waive all our rights of suretyship and other rights if any which are in any way inconsistent with the above

or any other provisions of this Guarantee.

6) The Bank agrees with the purchaser that the purchaser shall have the fullest liberty without affecting in any

manner the Bank’ s obligations under this Guarantee to extend the time of performance by the contractor from time to time

or to postpone for any time or from time to time any of the rights or powers exercisable by the purchaser against the

contractor and either to enforce or forbear to enforce any of the terms and conditions of the said

contract, and the Bank shall not be released from its liability for the reasons of any such extensions being granted to the

contractor for any forbearance, act or omission on the part of

the purchaser or any other indulgence shown by the purchaser or by any other matter or thing whatsoever which

under the law relating to sureties would, but for this provision have

the effect of so relieving the Bank.

7) The Guarantee shall not be affected by any change in the constitution of the contractor or the Bank nor shall it be affected

by any change in the constitution of the purchaser by any amalgamation or absorption or with the contractor, Bank or the

purchaser, but will ensure for and be available to and enforceable by the absorbing or amalgamated company or concern.

8) This guarantee and the powers and provisions herein contained are in addition to and not by way of limitation or in

substitution of any other guarantee or guarantees heretofore issued by us (whether singly or jointly with other banks) on

behalf of the contractor heretofore mentioned for the same contract referred to heretofore and also for the same

purpose for which this guarantee is issued, and now existing uncancelled and we further mention that this guarantee is

not intended to and shall not revoke or limit such guarantee or guarantees heretofore issued by us on behalf of the

contractor heretofore mentioned for the same contract referred to heretofore and for the same purpose for which this

guarantee is issued.

9) Any notice by way of demand or otherwise under this guarantee may be sent by special courier, telex, fax or registered

post to our local address as mentioned in this guarantee.

10) Notwithstanding anything contained herein:-

i) Our liability under this Bank Guarantee shall not exceed ` --------(Rupees-------

-- only);

ii) This Bank Guarantee shall be valid upto ----------------------; and

iii) We are liable to pay the Guaranteed amount or any part thereof under this

Bank Guarantee only and only if you serve upon us a written claim or demand on or before -----------------

(date of expiry of Guarantee).

11) The Bank has power to issue this Guarantee under the statute/constitution and the undersigned has full power to sign

this Guarantee on behalf of the Bank.

Date this -------------------- day of ------------------ 2013 at ----------

For and on behalf of -------------------------- Bank. sd/ ---------------------------------

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21. Annexure J

Track Record of Past Installations

Name of the Vendor

S. No. Name of the Client Solutions Contact person

-Name -Tel. No.

-Fax No. -Address

1 2 3 4 5

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22. Annexure K

FUNCTIONAL REQUIREMENTS OF HRMS

Appendix 1 – Functional and Technical Requirements

Functional Specifications

The bidder should mention in the column under „Bidder’s Response whether

modules for all the required features/ specifications as mentioned above are:

S: Standard feature

F: Configuration

C: Customizable, free of cost, in the current version itself, before acceptance of the Software by the Bank

E: Enhancement/ Alternative available

N: Not available/ cannot be made available

All the fields marked as M are mandatory fields which should be present in the initial (Vanilla) product and other fields may

be customized. Bidder has to provide all the fields in the final solution.

HUMAN RESOURCE MANAGEMENT SYSTEM SOLUTION FOR

ALLAHABAD UP GRAMIN BANK

S. No.

Requirement

Mandatory

Fields (M)

S/F/C

/E/N

Response/

Remarks

of Bidder

Bank’s

Evaluation

I.

MANPOWER PLANNING

1.

Provision to define requirement plans (periodic)

in terms of specific skills, Qualifications,

Experience, Designation etc.

M

2.

Provision for mainstream, specialist

and part time employee recruitment

M

3.

Support to analyze the cadre-wise/branch or

office-wise/ department- wise staff strength –

sanctioned/ working strength and the gap for

which recruitment is required

M

4.

Facility to capture the data relating resignations/

retirements/ VRS/ Dismissals etc.

Capability to issue alerts before any position falling

vacant due to retirement / resignations /

promotions

M

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5.

Facility to allow receipt of projected manpower from Regions and Create a finally approved manpower plan. Capability to generate consolidated manpower plan (Scale/cadre-wise, Branch/Office-wise, category-wise )for Approval

6. Facility to update the Business figures half yearly ending Sept./March, Productivity of the Branch/ Extension Counters, etc from Bank’ s Finacle software

7. List of all branches along with Aggregate Average Business ( Dept+Adv) excluding Bulk Deposit

8. Facility to update the Business figures half yearly ending Sept./March, Productivity of the Branch/ Extension Counters, etc from Bank’ s Finacle software.

9 Facility to capture the data given by the Branch like

average number of slips/vouchers handled, number

of loan/deposit accounts etc from Bank’ s Finacle

software.

10 Facility to categorise branches based on business

mix of last two years as per guidelines

11 Facility to include branch expansion details

for arriving at manpower requirement.

12 Facility to update the staff strength sanctioned under various cadre to arrive at the vacancy position

13 List of staff along with their total number to be segregated based on different criteria like :

a. Sex: Male/Female b. Religion : Muslim, Christian, Parsi, Sikh etc. c. Minority : SC,ST,OBC etc. d. Category : Ex-serviceman, Phy.handicapped etc. e. Working hours for PTSK : <3,3<6, etc. f. Age wise & scale wise & cadre wise list of staff. g. Retirement for next 05 years.

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14 Creation of rosters - Horizontal, vertical, Ex-Servicemen roster as per the statutory requirement

II.

RECRUITMENT

1.

Facility to carry out recruitment for

different types of employees separately

viz. Officers, Specialist Officers, Clerks,

Subordinates etc.

M

2.

Provision for special recruitment for

ST/SC/OBC/ Physically Challenged

etc. including relaxations to the

conditions for eligibility

M

3. Facility for recruitment of people

under compassionate grounds

4.

Special recruitment category like

physically handicapped/sportsperson

/ex-servicemen/specialist/SC/ST/

OBC/Others

M

5. Facility to release advertisements for various

posts

6.

Facility to automatically intimate

vacancies to internal employees

through mail, notices

7.

Facility to create a standard

recruitment template and host it on the PNB

site for receipt of web based applications

8.

Facility to attach documents/

credentials in soft form as a part of the

application

M

9. Provision to capture detailed

information of applicant/ candidate

M

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10.

Facility to define the specification of

the vacancy in terms of qualifications, work

experience, location considerations, skills/

competencies required, additional certifications/

professional qualifications etc.

M

11.

Facility to maintain various types of

tests and maintain a question/ answer

database of each type of test (medical/

psychometric, analytical etc.) to be administered

as a part of the selection process.

12.

Facility to maintain references and

carry out references check on

antecedents, character etc.

13.

Capability of the system to automatically short list

candidates based on the specifications at every

stage of the selection process viz.

preliminary short listing, test, interview etc.

14.

Generation of system driven call letters

(interview/test), regret letters and

offer/ appointment letters through both

manual as well as electronic modes

M

15. Facility to record interview/ test

evaluation results online in the system

16.

Facility to maintain check list of for

authentication and acknowledgement

of various aspects related to joining viz.

medical reports, testimonials, caste certificates,

other relevant certificates etc.

M

17.

Facility to automatically transfer

applicant information into employee

information for candidates joining

18.

Preparation of vacancy & post based roster to

arrive at the backlog for recruitment & promotion,

if any under various reserved category

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19

There should be facilities for procuring on line

applications from eligible candidates.

HR ADMINISTRATION (PERSONAL RECORD MANAGEMENT)

GENERAL ADMINISTRATION DEPT. ( GAD )

Facility for News Paper Reimbursement. Facility for Briefcase Reimbursement. Facility for Furniture fixture / Flat allotment. Facility for meals to executives to be taxed. Provision of separate account for rent cheque issue ( monthly payments)

Facility for Telephone/Mobile to executives. Facility for issuing ID Cards to staff. Facility for access control cards. Facility for Home & Dormitory. Facility for Silver Jubilee award after completion of 25 yrs of service.

III.

HUMAN RESOURCES INVENTORY

1. Capability to maintain personal information like

a

.

Name (with capability to change of name

with effective dates)

M

. Employee Number, Employee name, Employee’ s short name, father’ s/husband’ s name, mother’ s name, spouse name, maiden name, Date of birth, sex, marital status, religion, caste, sub caste, gender, health data, blood group, identification marks, Designation etc.

M

. PAN NO, Email-ID M

1 Permanent address, Hometown, Home state,

Domicile

M

Address for communication, phone number, email id Language known (read, write and speak), dependent data (Data which may

undergo change) etc.

M

. Educational qualification, prior work experience with area of exposure.

Educational Qualification should be bifurcated

into two heads viz. Basic qualification and

Professional qualifications.

M

. Detail of relatives working in Bank Name,

Employee number, branch/office where working,

designation and relationship

M

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Detail of spouse – name, DoB, Employed or Not – If yes, name of the organization the spouse is working with, type of organization (central government, state government, public sector, private sector, local body, own)

and is the spouse liable to transfer of not.

M

b

.

Employee’ s photo, signature, emergency contact detail, bank account information, passport detail, visa detail, Employee’ s Home State Power of Attorney category, Specimen Signature

Code, Digital signature of the employee

M

Maintenance of E file of the employee containing the scanned copies of all the

certificates/ joining documents/ any proofs of

change in master data through employee self

service portal with workflow functionality.

M

Union Affiliation, SPF/Pension Option, VCS

membership etc.

M

Date of joining, Probation period, Date of confirmation, Date of joining PF , Pf

Number, Reservation Category (General/OBC/SC/ST)

with additional information as to ExServicemen,

PWD, OH/VH/HI , Sports Quota, Dependent of

Deceased etc.

M

. Status of the employee In service , Retired in due course etc.,) Date of

Cessation of service/Cause of cession

M

. Particulars of punishments if any, with the nature of punishment (major / minor)

and a brief account of lapse

c

.

Branch where initially joined with the state code,

Initial Cadre, Initial Basic, Initial Designation etc. M

. Promotion detail – Sub staff to Clerical, Clerical to

Officer and Officer scale interse (cadre) wise

thereafter

. Employee class (permanent employees,

temporary employees, contract workers, project

teams, Management Trainee, Probationer etc.)

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. Full transfer history of employee including name of the branch/office with branch type (Rural, Semiurban, Urban, P.T, Metro), nature of transfer (policy/request transfer), date of joining and date of relieving at different branches/offices

Transfers modified with original place of posting, etc.

M

. Present place of posting including name of the Branch/office, Region, Present

designation, Scale etc

M

. History of training attended by employee with rating

on their performance

M

. Facility to maintain concurrent jobs for employees with additional

responsibilities / special duties in addition to regular

responsibilities

M

2. Capability to maintain Job Information

a

.

Employees Class (Permanent

Employees, Temporary Employees,

Contract Workers, Project Teams)

M

b

.

Employee Category (ST/SC/OBC/

Others)

M

c

.

Location (Corporate/ Zone/ Region/

Branch)

M

d

.

Department M

e

.

Job Code/ Designation M

f

.

Grade/ Cadre M

g

.

Job History Covering details of M

. Appointments M

. Promotions M

. Transfers- Branch to Branch, City to

City, Rural to Urban, Semi urban etc.

. Deputation

. Increments M

. Disciplinary Actions

. Awards

. Date of Joining M

. Date of Probation/ Confirmation M

. Date of Termination/ Retirement M

. Previous Employment Details

. Date of Pay rate change etc.

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. Union Information (If applicable)

. Compensation Data including

components of pay

3.

Capability to configure various types of actions

along with the reasons including additional

action/ reasons

4.

Capability to link the account no. with the

payroll and expenditure

disbursement related activity.

5.

Capability to maintain all the above

job and personal information with

effective dates

6.

Capability to parameterize maintenance of the

personal information under various types

7.

Facility to maintain concurrent jobs for

employees with additional responsibilities

/special duties in addition to regular

responsibilities

M

8.

Capability to maintain various salary plans,

salary grades and salary steps and link it to the

employees

M

9. Capability to carry out automatic

salary processing either in case of

time-bound increments or merit linked

increments and also to manually

adjust the same based on pre-defined

budgets/ ratings criteria.

M

10. Leave Management

a. Definition of leave types M

b. Holiday schedule M

c. Leave eligibility M

d. Leave rules for encashment/

availment/ carry over

M

e. Online application and approval of

Leaves

f. Maintenance of Leaves Balances M

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11. Linkage of Leave management to

payroll process

12. Mobility – Transfers M

a. Inter Branch transfer M

b. Transfer at employee request M

c. Transfer on promotion M

d. Transfer on disciplinary grounds

e. Obstacle to mobility like health, family,

education etc

f. Transfer History

g. Transfer based on tenure

13. Promotions M

a. Time Bound M

b. Performance Based M

c. Grade Advancement M

14. Employee Relations

Industrial Relations (Punishment and punitive actions) and Disciplinary Action Division (DAD)

25 S/C

History of disciplinary action like date reported, nature of charge, action taken, action date, resolution process of all officers/award staff – Region/Office/Branch wise and also in consolidation

History of grievances reporting, action taken, resolution process, action taken, redressal date. Above can be in the format of – Issue raised by Unions ,Management comments / decision, action taken / follow up made on the comments of Management, final decision on the issue with date.

Maintenance of records in respect of all cases under enquiry and noting the periodic progress made

Facility to generate various statutory and management reports related to participation in strikes etc.

Capture of proceeding details, punishment awarded Capture of appeals and reviews made by the staff members and recording of the decisions given by competent authorities

Recording of staff grievances and follow up made in this regard

M

a.

History of disciplinary action like date

reported, nature of charge, action

taken, action date, resolution process

M

b.

History of grievances reporting, action taken,

resolution process, action taken, redressal date

M

15. LFC Details M

Facility to apply online for LFC by the employees

a

.

Definition of LFC types M

b

.

LFC Span M

Facility of extending the LFC block

c

.

LFC eligibility M

Advance payment for self and dependents should be accepted in LFC in single

block. LFC for different blocks but availed in same

year should be accepted.

d

.

Rules for encashment/ availment/

carry over Ability to sanction and process

Encashment of LFC instead of availing it by actually

traveling as provided in the settlement

M

e

.

Online application and approval of

LFC

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Support online approval for LFC by concerned authority. Provision to process LFC application separately against a leave already

sanctioned

Sanctioning the LFC HA/TA based on the entitlement being arrived from the approved distance for different cadre by

parameterising the eligible distance

Sanction of advance against the LFC application and generation of vouchers and accounting entries

Provision to block the LFC block of the employee in case the spouse is working in our Bank and availing LFC However, Encashment of leave should be available, if the employee is eligible for such facility, otherwise

f

.

Maintenance of LFC Balances M

Sanctioning the LFC HA/TA based on the entitlement being arrived from the

approved distance for different cadre by

parameterising the eligible distance

16. Medical Aid / Hospitalization Claim

details

M

Maintenance of employee wise medical aid

details

Maintaining the medical aid eligibility for different

category of employees

Maintenance of list of hospitals having tie-up

facility with the Bank – with tie-up details,

payments made etc.

Details of package charges for various ailment

Details of I.I.M.S rates

Maintenance of details of existing employees as well as retired employees

who are under Bank’ s Medical Group

Insurance Scheme, claims submitted,

Support submission of claim to Insurance agent – claim under Group Mediclaim for existing and retired employees, Savings Linked Insurance Scheme

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a

.

Definition of Claim details M

Accepting applications from staff members and

issue of permission letters to undergo health

checkup

. Medical Checkups Claim M

. Hospitalization Claim M

. Domiciliary Claim M

b

.

Claim Eligibility M

Processing the final hospitalization bill and

calculation of eligible amount as per the

eligibility (for self and dependent separately)

c

.

Online submission and approval of

Claim

d

.

Issue of Claim Number and Reference

Number

Provision for advanced payment of medical aid .

Maintaining suspense account register for

advances given

e

.

Maintenance of Claim entered/

received/ rejected

f

.

View Claim Status/ Claim Date/ Claim

amount

IV.

TRAINING ADMINISTRATION (Capability To):

1. Support preparation of yearly (or user

defined) training calendar

M

2. Track and schedule courses for both in-

house and external courses

M

3.

Maintain and Track instructors, training

facilities, contract bidders, standard

equipment required for courses and equipment

available at training facilities

M

4.

Identify the courses that instructors are

qualified to teach based on match between

competency requirements to conduct the

course vis-à-vis actual instructor competencies

M

5.

Facility to receive “Training Needs Analysis”

forms from various regions/ branches for the

purpose of creating a training plan

M

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6. Support to identify training

needs from the Performance

Appraisal system on the basis of

the development areas identified

M

7.

Plan and schedule course sessions either in own

facilities or at a bidder’s premises

a

.

Bank’s own Training College/ Centres

b

.

Outside Institute within Country

c

.

Institute Located Abroad

8. Provision to check training room and

instructor availability online

M

9.

Provide for various types of course

enrollments viz. employee enrollment,

manager enrollments, training needs

identification from Performance appraisal

system

M

10. Provision to enroll at individual level as well

as at group level

11.

Provision to maintain minimum and maximum

number of students per course and create

waiting lists if enrollments exceed maximum

number of students

12. Provision to auto enroll waitlisted

Students

13.

Define training courses and group

training courses into training

programs, which can be linked to jobs

14. Track training requirements for jobs

or re-certifications

M

15. Track information about student

training

M

16.

Establish prerequisites course

requirements and verify online that students

have met the requirements for a course

before confirming final enrolment

M

17.

Identify competencies that employees

gain from completing a course and provide for

automatic updation of employee competency

inventory

M

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18.

Capability to maintain training

budgets at employee level, department

level, senior management level

M

19. Track training budgets for budget

periods

20. Track training costs for students

Maintenance of course fees paid to external training

institutes

21.

Generate and email training letters to

students including course confirmation,

cancellation and rescheduling

M

22.

Track various types of training

expenses including course expenses,

student-incurred expenses and tuition

reimbursements

23. Compare planned and real costs M

24.

Record and review student feedback for

various parameters viz. training facility,

instructor and course materials

25. Maintain training history of all

employees with effective dates

26.

Facility to record test results conducted as a

part of the training certification

27.

Maintain feedback from employees as well

as instructors on training for

assessment of training effectiveness and

impact

28.

Track training cost for students - There should be a

provision to track the total training cost incurred to

the employee since joining (Inhouse/outside/abroad

separately )

29.

Facility to access training details of a particular staff

by only entering employee number and / or name .

30.

Maintenance of history on number of personnel trained – monthly, quarterly, half yearly, yearly and cumulative – Region wise /

state wise / training center - wise separately for

officers / award staff / category wise / scale wise etc

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V.

APPRAISAL & PERFORMANCE MANAGEMENT

1.

Capability to create online Performance

documents for employees depending on the

cadre/ grade in the organization – Annual

Performance Reports for all officers as well as

Monthly Progress Reports for probationers

M

2.

Ability to define competency wise/

parameter wise desired levels of

performance for each cadre/ grade in the

organisation

M

3.

Ability to define proficiency descriptions for

each parameter for each cadre/ grade so as to

ensure that the same measures of performance

are communicated to the appraiser as well as

the appraisee

M

4.

Facility to attach different rating model

(5 point scale, 7 point scale) depending

upon the cadre/ grade in the

organisation

M

5. Facility for self appraisal as well as

Superior’s appraisal

M

Facility to capture information of self appraisal

6.

Facility to record superior’s superior

appraisal and approval for the

appraisal

M

7. Ability to define the period for which

appraisal is being carried out

M

8. Ability to map the reporting, reviewing & accepting

officer for a given appraisee officer

9. Capture appraisal details as given by

the appraising authority

M

10.

10.

Capture appraisal details as given by

the reviewing authority

M

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11.

Support parameter wise ratings, final

ratings, strength/ weakness and suggestions/

recommendations for improvements by the

appraising/ reviewing authority

M

12.

Facility to give weightage to each

parameter and points against each

rating attained

M

13.

Facility to consolidate the overall points

and calculate an overall grade for the appraise

M

14.

Facility to import Short/ Long term goals

(particularly at officer level and

above) in the performance appraisal

document

15. Support maintenance of history of performance

appraisals and promotions

M

16. Support maintenance of automatic

release of time based increments

17.

Release of increments for

qualifications acquired

18.

Increments released should

automatically be integrated with the

payroll module and other relevant

modules

M

19.

Support generation of increments due

for each month or for user defined period for

employees – cadre wise/ scale wise/ other

user defined combination

M

20. Support to generate reminder letters/ mails/

workflows to the employees/ appraising

authorities in case of non- submission of self-

appraisals etc.

21 Support memo letters/ mails/

workflows to be issued to the employee in case

of unsatisfactory performance

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22

Ability to include the name of the employee in the training program in respective area based on the training needs of

the employee as envisaged from the appraisal

23 Support to generate defaulters list

24

Support memo letters / mails / workflows to be issued to the employee in case of unsatisfactory performance

25

There should be provision to get acknowledgement to staff members on submission of Performance Appraisal and Assets and Liabilities statement.

VI.

LFC – MANAGEMENT AND DETAILS

1.

Definition and maintenance of LFC

details for different types of LFC

depending upon the scales of the

employee

M

2. LFC register-containing records of all types of

LFC, employee-wise

M

3. Provision to maintain all types of LFC M

4.

Ability to maintain LFC eligibilities for

each type of LFC depending on rules

specified by the bank

M

5.

Ability to maintain rules for LFC takes in terms

of rules for availing LFC, encashing LFC,

encashing PL, lapsing of LFC, ceilings for

accumulation of LFC, rules for combination of

LFC with PL encashment etc.

6. Ability to record actual LFC taken

7. Ability to calculate actual LFC balance at any

point in time

M

8. Link LFC management to employee history

9.

Provision to accounting of LFC including

automatic credit of LFC and also provision with

manual credit/ modification/ cancellation etc

M

10.

LFC availment process administration

as per the statutes laid down by the

government/ bank

M

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11. Support online application and

approval of LFC

M

VII.

PROMOTIONS – CAREER AND SUCCESSION PLANNING

1.

Ability to create standard career paths

in the organisation in terms of various possible

moves from the current level/ grade in the

organization

M

2.

Ability to define grade advancements within

a level on the basis of time

based as well as merit based criteria

M

3. Ability to define the competencies/

skills required at the higher level so as to

perform an evaluation

M

4.

Ability to define the rules for

promotion eligibility in terms of tenure,

consistent achievement of high performance

grades etc.

M

5.

Ability to define additional rules

specific to service in terms of

suspensions, disciplinary actions

M

6.

Based on the above criteria, ability of

the system in identifying employees who are

eligible for promotion (general cadre,

SC/ST/OBC etc.)

7.

Conducting written tests, interviews

etc for the employees identified as a

part of the eligibility list

M

8.

Capability to capture results of written

test, interview evaluation and preparation of

merit list of employees for promotion

9.

Facility to intimate employees of

promotion/ rejection through mail/

workflow/ letters

10. Facility to create a waiting list of

employees for promotions

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11. Facility to create offer letter on

Promotion

M

12.

Facility to identify the strength and

development areas for an employee and

link the development areas to the training plan

M

13.

Ability to define short/ long terms goals

for employees and provide a

framework to assess and update

completion of the same

M

14.

Ability to define various mentors and mentoring

requirements for the employees

M

15. Ability to identify key positions for the purpose

of succession planning

16. Ability to plan for vacancy of the key position

in advance

M

17.

Identification of employees who can fill the key

vacant position on the basis of

a competency/ skill search

18. Slating of the candidates on various

parameters linked to performance,

service related factors, skills etc.

19.

Identify the gaps/ developmental areas

between the slated employees and

requirements of the key position

M

20. Link the same to career plan

VIII.

LEAVE MANAGEMENT

1.

Definition and maintenance of leave

calendars for different types of leave depending

upon the scales of the employee

M

2. Leave register-containing records of all

types of leave, employee-wise

M

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3.

Ability to maintain all types of leave like CL, PL, SL, ML, Extraordinary leave (both on medical and nonmedical ground), Special

Leave, Special Casual Leave, Unauthorized absence.,

Loss of Pay, Sports related, Sabbatical leave with a

provision to add any new type of leave which may

be introduced on a future date with a provision to

differentiate them as leave which will be considered

as active service and inactive service for the purpose

of calculation of P.L credit

M

4.

Ability to maintain all types of leave including automatic credit of leave and also provision for manual credit / debit / modification / cancellation etc.

5.

Ability to maintain leave eligibilities for each

type of leave depending on rules

specified by the bank

M

6. Ability to maintain rules for leave takes in

terms of rules for availing leave, encashing

leave, accrual of leaves, lapsing of leaves,

ceilings for accumulation of leaves, rules for

combination of leave types etc.

M

7. Ability to record actual leaves taken M

8. Ability to calculate actual leave

balance at any point in time

M

9.

Link leave management to payroll and

employee history

M

10.

Provision to accounting of leave

including automatic credit of leave and

also provision with manual credit/

debit/ modification/ cancellation etc

M

11. Leave cancellation and leave

extension/amendments, advancements

postponement of leave

12. Supports extra-ordinary leave on loss of pay

13. Leave availment/ carry-over processes

administration as per the statutes laid down by

the government/ bank

14 Support online application and

approval of leaves

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15 Ability to store the days declared as HOLIDAY under

N.I Act

16 Support interfacing of attendance captured with that

of leave record

17

Ability to maintain muster roll of various departments with time in/out in office,

and should be linked to Biometric scan

reader/Proximity card system at the places where

such system exists/comes in operation.

18

Facility to caution the forwarding authority in case more than a given percentage of employees of the cadre already sanctioned with leave during the period for which the current request is being processed

19

Provision to sanction Encashment of P.L accrued at the time of retirement / death of an employee and sanction of permitted percentage of leave at the time of resignation

20

The period of unauthorized absence and extra ordinary leave under non medical ground beyond the prescribed leave should be linked to terminal benefit like pension, to arrive at the eligibility

21 Provision to generate the P.L balance of all employees as on a given date

22 Facility for Un availed Casual Leave (UCL). After 3 yrs it will be automatically lapsed

23 Provision of additional sick leave as on date after completion of 24 yrs

24

Provision of not counting LFC block and calculating the leaves of next year on prorated basis if employee go for LFC on 25 dec to 15 jan . It will calculate current year leave & next year leave upto 15 jan.

IX.

MANAGEMENT OF TRANSFERS AND POSTINGS

1.

Facility for automation of transfer

process and related workflow with

facility to configure rules

M

2.

Maintenance of complete history of

employee transfers since his

recruitment

M

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3.

Transfer/ redeployment of officers based on

requirement/ sanction strength of different

regions/ zones

M

4.

Identification of vacancies and preparation of

transfer list based on the user defined

criteria- e.g. Officers who completed 3 years

at one place etc.

M

5.

Maintenance of request transfer register for

officers, clerical and subordinate staff

separately and facility to generate list of

eligible candidates for transfers based on

criteria fixed

M

6. Generation of inter se seniority and

seniority list

M

7. Posting/ transfer of officers upon their

Promotions

M

8.

Maintenance of records for officers

transferred out of parent zone and also

officers to be transferred back to home zone

on completion of required tenure

9.

Maintenance of transfer records of

specialist transfer identification of vacancies

and issue of transfer orders based on the

recommendations received from the respective

specialist departments

10.

Provision to maintain temporary

transfer details on compassionate/

health grounds and generation of

overdue cases

11.

Provision to maintain lateral transfer details

and transfers on promotion

12.

Generation of list of eligible staff

members for transfer based on the

user defined criteria (like those who

completed 3 years service at one place, those

who working more than 10 year in one region,

those who have not worked outside the state

in a particular scale or overall position)

M

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Support online updation of relevant particulars (e.g. date of relieving etc.) of the employee by the relieving branch to the joining branch. The joining branch will provide a second online update for joining

particulars

13.

Maintenance of exemptions given in

transfers with a facility to record the

reasons for the same

M

14.

Provision to record the transfer orders

cancelled/ deferred/ modified and follow up

with the respective regional/ zonal offices for

implementation

15.

Capture of details of officers on

deputation to outside agencies like

IBA etc.

16

Provide transfer / promotion / confirmation history of employees • Provision to track manpower / transfer details for reserved

categories (SC/ST/OBC etc.)

17

The System should be able to review employees qualifications and skills to identify the best qualified candidate to send on deputation.

16. Employee profile

a

.

Functionality needed for users to maintain their

own demographic data: name, address, phone,

marital status, birth date etc.

M

b

.

Delivery of integrated directory

services allowing for a centralized location for

user authentication and security

M

17. Employee Development

a

.

Supports the personal and

professional development of users through

training management and delivery, skills and

competency management, career and

succession planning and other areas

M

b

.

All key components of the training environment

are covered within the application: from

competency assessment through course

enrollment and reassessment of newly

acquired skills.

M

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c

.

Transactions enable users to self- report on

training, licenses, certifications, languages,

activities and numerous other development

related topics, essentially providing the

organization with an employee knowledge or

skills pool

M

18. Employee Performance

a

.

Collaboratively plan performance,

behaviours and competencies

M

b

.

Link strategic enterprise objectives to

employee performance results and

goals

M

c

.

Track performance progress

throughout the performance period

M

d

.

Leverage HR Advisement tools such as Writing

Assistant, Language Checker and Development

Tips

M

e

.

Complete assessments for results,

behaviours and competencies

M

f

.

Rate and weight results and

competencies

M

g

.

Leverage pre-integrated performance

and competency content

M

h. Track performance review deliverables with

alerts and reports

i

.

Identify top performers and those

needing performance improvement

19. Recruitment Manager

a

.

Helps managers take control of their

recruiting needs and helps

organizations build competitive

advantage through effective hiring

M

b

.

Create job requisitions M

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c

.

Review and evaluate applicants M

d

.

Get interviews scheduled

e

.

Make job offers completely online

20. Profile Manager

a

.

Enabling department and Line

Managers to update employee demographic

information as well as manage an employee’s

status within the organization, within a web

environment

M

b

.

Changing an employee’s full time or

part time status, updating address,

telephone and other personal data,

managing location and job changes,

promotions, terminations, retirements and

other status-related events

M

c

.

Enable managers change information

such as location and reporting

changes, for an entire group of employees as

opposed to entering these changes

individually

M

X.

EXPENDITURE/ REIMBURSEMENTS DETAILS

1.

Definition and maintenance of expenditure/

Reimbursement for different types depending

upon the scales of the employee

M

2.

Expenditure/ Reimbursement register-

containing records of all types of Expenditure/

Reimbursement, employee-wise

M

3.

Provision to maintain all types of

Expenditure/ Reimbursement like

Newspaper, Briefcase, Conveyance, Phone Bill,

Medical-Aid Payment, Sumptuary Payment etc.

M

4.

Ability to maintain Expenditure/

Reimbursement eligibilities for each type of

Expenditure/ Reimbursement depending on

rules specified by the bank

M

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5.

Ability to maintain rules for

Expenditure/ Reimbursement takes in terms of

rules for availing Expenditure/

Reimbursement, accrual of Expenditure/

Reimbursement, lapsing of Expenditure/

Reimbursement, ceilings for accumulation of

Expenditure/ Reimbursement etc.

M

6. Ability to record actual Expenditure/

Reimbursement taken

M

7.

Ability to calculate actual

Expenditure/ Reimbursement balance

at any point in time

M

8. Link Expenditure/ Reimbursement

management to employee history

9.

Provision to accounting of

Expenditure/ Reimbursement

including automatic credit of Expenditure/

Reimbursement and also provision with

manual credit/

Industrial Relations (Punishment and punitive actions) and Disciplinary Action Division (DAD)

25 S/C

History of disciplinary action like date reported, nature of charge, action taken, action date, resolution process of all officers/award staff – Region/Office/Branch wise and also in consolidation

History of grievances reporting, action taken, resolution process, action taken, redressal date. Above can be in the format of – Issue raised by Unions ,Management comments / decision, action taken / follow up made on the comments of Management, final decision on the issue with date.

Maintenance of records in respect of all cases under enquiry and noting the periodic progress made

Facility to generate various statutory and management reports related to participation in strikes etc.

Capture of proceeding details, punishment awarded

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Capture of appeals and reviews made by the staff members and recording of the decisions given by competent authorities

Recording of staff grievances and follow up made in this regard

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Nomination of disciplinary Authority

Generation of show cause notice/Chargesheet

Capture information about suspension cases

including suspension revocation

Maintenance of registers and compilation of

periodic statements about pending cases,

suspension cases, cases dismissed, punishments

awarded etc

Maintaining data of cases pending in Labour

Courts, Asst., High courts, Supreme Court,

criminal cases, CBI cases, Police cases in

respect of

employees category wise and grade/scale wise

Check number of cases handled by particular

defense representative

Details of references to CVC/CBI

Capture reviews orders of officers

Capture details of the stage of

departmental/court inquiries & follow up actions

Capture statements showing disciplinary action

taken against Bank staff for the lapses in sanction

and disbursement of loans under government

sponsored

schemes

Capture statements showing disciplinary action

taken against banks staff for lapse in sanction and

disbursement of corporate schemes

Capture information for submitting notes

before departmental promotion committee for

review of non vigilance disciplinary cases

Capture information about:

Employees for their involvement in fraud

cases

Other than fraud cases for reporting to RBI

Pending disciplinary cases to RBI

Pending disciplinary cases in respect of RRB

for reporting to NABARD

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Capture information on:

Anti corruption measures to vigilance cell

Vigilance cases pending for more than six

months

Progressive use of Hindi to O.L.C

Ghosh committee recommendation to

antifraud section

Review of suspension cases

Action on CVC first stage advice and second

stage advice to Vigilance

Cell

Progress of pending disciplinary cases to

Vigilance cell

False caste certificate submitted by

employees in connection with their

employment in the Bank to Ministry of

Finance.

Capture master data of legal opinion

Capture data of closed file

Data of pending non-vigilance Disciplinary action

cases , zone wise, age-wise, scale wise , stage-

wise, penalty-wise, date-wise and misconduct-

wise

Cases of less than six months and more than six

months need to be generated with reference to

the date of the charge sheet.

Data in different time-frequencies / or cumulative

or on quarterly basis.

modification/ cancellation etc

10.

Expenditure/ Reimbursement

availment/ carry-over processes administration

as per the statutes laid down by the

government/ bank

11.

Support online application and

approval of Expenditure/

Reimbursement viz. Newspaper, Phone

Bill, sumptuary etc.

M

12.

Link Expenditure/ Reimbursement management

like petrol, newspaper to payroll if needed.

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XI.

MEDICAL AID/ HOSPITALIZATION CLAIM – MANAGEMENT AND DETAILS

1.

Definition and maintenance of Claims details

for different types of Claims depending upon

the scales of the employee

M

2.

Hospitalization Claim register-

containing records of all types of Medical Aid/

Hospitalization Claim, employee-wise

M

3. Provision to maintain all types of

Medical Aid/ Hospitalization Claim

M

4.

Ability to maintain Medical Aid/ Hospitalization

Claim eligibilities for

each type of Medical Aid/ Hospitalization Claim

depending on rules specified by the bank

M

5.

Ability to maintain rules for Medical

Aid/ Hospitalization Claim takes in

terms of rules for availing Medical Aid/

Hospitalization Claim.

M

6. Ability to record actual Medical Aid/

Hospitalization Claim taken

M

7. Ability to calculate actual Medical Aid/

Hospitalization Claim passed

M

8.

Link Medical Aid/ Hospitalization Claim

management to employee history

9.

Medical Aid/ Hospitalization Claim

availment process administration as

per the statutes laid down by the

government/ bank

M

10. Support online application and

approval of Medical Aid/

Hospitalization Claim along with issue

of Claim number and Circle reference

Number mapping

XII.

PAYROLL SPECIFICATIONS

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1.

Support Multi-currency, multi-

language, Unicode supported

functionality

M

2. Capability to run multiple payrolls in a single

instance

M

3.

Capability to maintain a single central payroll

depository and be able to run and access

payroll from any location in a centralized or

decentralized manner

M

4.

Support a rule based architecture whereby all

the rules, tax updates, country functionalities

are built using GUI based screens

M

5.

Support configuration and

parameterization of different pay components

including facility to add/ modify/ delete pay

components

M

6.

Capability to make changes to rules, tax

updates etc. without any code

Programming

M

7.

Capability to define various pay

elements like earnings and deductions using a

rules based framework

M

8.

Capability to group individual earning and

deductions and link them to employees as per

their eligibilities

M

9. Facility to record various types of Pay

Entities

10.

Ability to define various types of Pay cycles

(normal, off-cycle, bonus etc)

and link them to the corresponding

Pay calendars and pay runs

M

11.

Ability to define flexible processing

frameworks wherein the order of processing

various elements of pay can be defined as

per the specific rules followed

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12. Ability to run separate payrolls for officers

and staff depending on the eligibilities and

rules applicable for each category

M

13.

Ability to support multiple re-runs, if

necessary, after resetting, before final

payroll generation

14. Ability to define the following at the

basic earnings and deductions level:

a. Override levels

b. Configurable calculation type

c. Frequency of payment

d. Rounding off rules

e. Segmentation/ proration rules

15.

Capability to maintain balances/ accumulated

amounts for the purpose of various

calculations. These balances to support

definition of:

M

a. Level at which balances to be

maintained (employee level, job level)

M

b. Period of time to accumulate data M

. By payment period M

. By segment period M

. MTD, QTD, YTD and other period to date

options

M

c. accumulator signs (adding or

subtracting)

M

d. Accumulator type (contributing, as

encountered or after calculation etc)

M

16.

Capability to define various formulae and

ability to link them to other calculation

formulae/ elements such that when there is a

rule change only the component which has

undergone a change will be effected

M

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17.

Capability to enter formulae not as a code

but as a rule using a GUI based screen such

that the code is system generated. System also

to have a syntax checker and auto validate

formulae options

M

18. Support main, supplementary and

partial payroll run

19. Multiple re-runs, if necessary, after

resetting, before final payroll

generation

20.

Problem/ error tracking of payroll run,

through error table, priority list for recovery

and maintenance of unrecovered amount with

facility to fix future installments of recovery

M

21.

Does the system use audit trails to

capture batch modifications to

employee payroll information?

22.

Does the system use audit trails to capture on-

line modifications to employee payroll

information?

23.

Does the system support tracking

changes made to payroll information

by the date changed, reason etc.

24.

Support to view pay details of current month,

pay history, net amount paid, unpaid

deductions – employee-wise and month-

wise, financial year-wise

M

25. Support entry of Payee specific data before

pay run

M

a. Ability to override at the payee level the

resolved value of an element

M

b.

Ability to override at the payee level an

earnings or a deductions component

values such as amount, unit rate, rate,

base, percent

M

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c.

Assign or remove an earnings or deductions

eligibility for a payee based on the payee’s

eligibility group settings

d. Positive input – one time or repetitive

entries like over time, bonus etc

e. Absence

26.

Support the functionality related to

Retroactivity, Segmentation and

Proration

M

27. Support both types of Retroactivity viz.

Corrective and Forwarding

M

28.

Support the auto mapping of Staff

account number from personnel information

page for salary disbursement

29. Support Post payroll processing and banking

activities viz.

a. Online setup of banks M

b. Employee accounts and net

Distribution

c. Receiver account setup and

assignment

d. Batch processes viz. payment

preparation and bank file generation

M

30. Carry out Absence processing apart from

payroll processing:

M

a. Definition of various leave types M

b. Definition of leave eligibilities M

c. Definition of leave rules M

d.

Running absence payroll for capture of opening

balances, leave availment during the period,

calculation of leave accruals and calculations

of closing balances

M

XIII.

INDIA SPECIFIC PAYROLL

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1.

Support calculation of different

allowances based on user-defined criteria as

applicable at the bank (Basic, DA, HRA etc)

M

2.

Maintenance of slab-wise details for

BASIC, DA, HRA, INCOME-TAX,

PROFESSIONAL TAX etc

M

3. Maintenance of employee-wise

deductions to be updated monthly

M

4.

Calculation of overtime and linking

such payments with income tax

calculation

M

5.

Facility to indicate taxable earnings,

deduction priority, carryover and

partial recovery

M

6.

Monthly salary payment calculations and

generation of related reports, salary slips,

deduction lists, vouchers, tax challans etc

(as per the user defined criteria like for a

branch/ region/ zone etc)

M

7. Pay fixation for all cadres on

Promotion

M

8. Calculation of income tax as per rate

slabs & standing instructions

M

9. Calculation of income tax forecast for each

employee based on the employee

declaration of savings etc

M

10. Facility to allow income tax exemption

& deductions

M

11.

Facility to maintain tax rates,

standard deduction, investment,

rebate, national rent, perquisites, like

furniture and accommodation etc

M

12.

Professional tax deductions with exemptions,

arrears and generation of related reports and

challans

M

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13.

Generation of all types of statutory reports

of taxes like form 16 and form

24 in the user-defined format

M

14.

Support calculation of loss of pay,

half-pay, strike cut etc and consequent

adjustment in income tax payment etc

M

15. Provision to recover other taxes like

professional tax etc

M

16.

Support leave encashment on LFC and also on

retirement with consequent

tax adjustments

17.

Releases of festival advance and other

advances (user defined) against salary.

Employee-wise recovery position, recovery list

and outstanding balances list – month wise or

as user defined

M

18. Support calculation and payment of

bonus consequent tax adjustments

M

19.

Support generation of bonus payment

reports to be submitted to various

Govt. Departments

20. Payment of medical allowances,

recovery and taxation (if any) thereon

21.

Recovery of union contributions.

Generation of reports of check off with a

facility to locate dual membership

M

22.

Housing loan recovery of bank and outside

agencies and updation of it

rebate. Generation of reports.

M

23.

Support payment of educational allowance,

mid academic transfer allowances and any

other user defined allowances with automatic

updation of it deductions

M

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24.

Support recovery of all other types of

loans with reports like recoveries

made, overdue list etc.

M

25.

Support calculation of incremental

arrears with consequent tax

adjustments

M

26.

Support payment of salary arrears as per the

industry level settlements with tax adjustments

M

27. Support payment of salary to special

appointees, temporary staff etc.

M

28.

Support payment of subsistence allowance in

case of suspended employees and facility

for rephrasing various staff loans when on loss

of pay and suspension

M

29.

Support DRF (Death Relief Fund) and SBS

(Staff Benevolent Scheme) or any other such

schemes recovery from employee salary –

yearly recovery statement to be given to staff

30.

Support reimbursement with regard to

conveyance, medical (normal &

hospitalization)

31. Payment of deputation allowance

32.

Support creation of PF enrollments,

nominations and deduction of employee

contribution to PF

M

33.

Support calculation of employer

contributions to PF including both

EPF and FPF part (if applicable)

M

XIV.

ASSETS & LIABILITIES

1.

Capability to create Assets & Liabilities

documents for employees as per the

format provided by bank mainly contains

Assets, Liabilities and any other form.

M

2. Ability to define descriptions for each

parameter for Assets & Liabilities

M

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3. Facility for to save and confirm the detail as

well as submit

M

4. Facility to print the submitted data.

5. Ability to define the period for which M

Assets & Liabilities details is being

carried out

6. Capture Assets & Liabilities details as given by

the authority

M

7.

Support maintenance of history of

Assets & Liabilities details mentioned

earlier.

M

8.

Support to generate reminder letters/ mails/

workflows to the employees in case of non-

submission of Assets & Liabilities etc.

M

9.

Support memo letters/ mails/

workflows to be issued to the employee in case

of non-submission of Assets & Liabilities

10. Support view of earlier Assets &

Liabilities details filled by user.

XV.

CHARGE TAKING REPORT PACKAGE

1. Capability to maintain Charge Taking Information like

a. Charge Taking Date M

b. Dist No/ Sold Id M

c. Employee ID Charge Taking By (CTR BY) M

d. Name of Charge Taker M

e. Designation of Charge Taker M

f. Employee ID of Charge Taken From

(CTR From)

M

g. Name of Charge Taken From M

h. Designation CTR From M

i. Total Deposit (In Lakhs at the of

Charge taking)

M

j. Total Advances (In Lakhs at the of

Charge taking)

M

k. NPA (In Lakhs at the of Charge taking) M

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l. Profit (In Lakhs at the of Charge

taking)

M

m. Loss (In Lakhs at the of Charge taking) M

n. Branch Status (Urban/ Rural/ Semi- Urban) M

o. Branch Category (Small/ Medium/

Large/ Very Large)

M

p. Specialization (MSME Branches/

Service branches etc.)

M

q. Location Classified M

r. IR Date (Audit date) M

s. No of serious Irregularity as per Audit

Report

M

t. IT Rating (Low/Medium/High/Very

High)

M

2.

Linking of the detail with the CTR of

Charge taken from (Employee ID CTR From)

M

3. Maintenance of Charge Taking Report M

4. Link Charge Taking report to employee history M

Terminal Benefit (Pension, Gratuity and PF) Management

Support Pension Calculation – Regular/Family

Pension and Payment of Double Pension etc.( all types of pensions including provisional , 2/3rd pension , Ex gratia benefit to pre 1986 retirees etc ,

Support the payment of Family pension to disable child otherwise not eligible for pension

Support pension settlement and commutation calculation

Support restoration of the commutation from the date of commutation

Support an online application to track all exits along with the Full and Final settlements and No dues certifications.

Ability to intimate the employees three months before their retirement about PF, Gratuity and Pension claim forms etc.

Support pension processing for pensioners

Support processing and approval of pension applications

Support to generate pension advices (first time pension settlement and also monthly pension payment)

Facility to generate pension register

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Provide facility for marking /recording the death of the pensioner

Recovery management for the excess pension paid along with the recovery upto the date of expiry of the pensioner

Calculation and payment of family pension from the date of expiry of the staff pensioner

Online support with Banking software for recording of the Life certificate of the pensioner

Stoppage of pension for non-submission and resumption of the pension stopped due to non-submission of Life Certificate

Support payment of commutation as per the request of the pensioner in the ( 1/3, or any other portion of the Basic pension ) as per the choice of the pensioner

Support correction of the pension paid due to wage revision , salary fitment payment with retrospective date, etc ,

Ability to include officiating allowance as additional pension

Support payment of enhanced pension to family pensioner as per the predefined rules ( 65 years or 7 years of payment whichever earlier)

Calculation to match the salary payment eligibility particularly w r t FPA portion sanctioned during the various stages of the promotion to the pensioner

Provision to maintain nominee details to facilitate pension settlement

Facility to store the details such as nature of relationship with the pensioner, family pensioner’ s date of birth etc.

Should be integrated with payroll system

Facility for accounting & recording/generating of instruments for payments (in physical and /or electronic formats)

Facility to accommodate & calculate for revised pension as per Bipartite settlement & DBOSR

Support earmarking lien on PF and gratuity payable to an employee based upon the various loan sanctioned including housing loan , clean overdraft etc.

Support PF settlement process including generation of settlement sheets and relevant vouchers for accounting

Support auto generation of unique employees id and PF number and its updation / merger with the existing PF numbers

PF number/ employee code generation process should be able to meet the future requirement of the Bank

Support VPF with validation as regards to , percentage basis and amount basis

Support the Contribution paid by the employees in its NPS a/cs under Tier 1 and Tier 2

Support recording of the clearance from vigilance / audit / salary sections for PF claims

Provision for retention of PF amount after settlement of PF claim (in case the employee opt for the same)

Reconciliation and adjustment of the Banks contribution towards PF of the Pension optee directly to the Pension Fund

Support Management of the Contribution received under NPS , its transfer to Trustee Banks , its investment as per the statutory provision including its

reporting

Generation of PF statement at user defined frequencies

System defined monthend activities for the PF including interest calculations and its correlation with the Account department software for accounting / reconciliation etc

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Detection of abnormal credit in individual PF account of the employee including detection of non deduction

Deduction of PF contribution in relation to the LOP and Attendance

Application of the PF withdrawals and NRW to the PF account balance with history noting of such withdrawals and recovery management

Auto recovery of the PF Loan and interest as well as adjustment of the last installment as per the account outstanding resulting zero excess recovery

Support Flexibility to recover Principal and Interest separately

Validation as regards to the Amount of PF deduction with respect to designation , date of joining and allowances paid to the members

Should support advance contribution for x number of months in case of retiring employees

Support Lien noting and its recovery before settlement of PF

Support payment of retention amount of PF as per user defined terms

Support generation of cheques / indent for Pay order for settlement amount

Support /apply / generate interests application on PF balances as per predefined rate with or without retrospective effect

Support PF loans processing separately for refundable loans and non- refundable withdrawal with a facility to confine number of sanctions. These details should be reflected in the employee’ s PF slip (recovery accounting with prepayments facility )

Support forfeiture of PF (Bank contribution) and gratuity to the extent of loss suffered by the Bank in case of dismissed employees.

Management of PF contribution of Dismissed employees

Provision to be made in case if PF is paying more interest than the govt. prescribed, so as to arrive at the taxable portion amount to be reckoned

Generation of Form 15 AA for the terminal benefits like PF/Gratuity/Pension

Support to credit the amount of interest at prescribed rate to PF accounts (Half yearly, Quarterly or monthly) depending upon yield earned from investment in securities. The system should handle interest processing

Financial accounting of PF Trust: Reconciliation of bank account of the PF trust

Module for investment of funds of SPF, Pension, Gratuity (including provisional balance sheet and income projection security wise , interest rate & maturity pattern wise) )

Generation of form M, L etc to various labour authorities in respect of Gratuity payable/paid-

Provision to generate data to be given to Actuary

Generation of letters for permission for delayed payment of Gratuity to ALC

Payment of interest on delayed payment of Gratuity

Support payment of difference in gratuity due to revision of pay , application of wage settlement , fitment payment and/ or variation in gratuity ceiling amount

Should incorporate the existing systems & procedures, regulations of each trust viz., Provident Fund, Pension Fund & Gratuity Fund including investments

Periodical interest calculation of P.F Temporary withdrawals & generation of interest notices, default notices etc.

Investment module should include pattern of investment as per Government Policy & MIS including yield on security wise, maturity wise, type of security

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wise etc.

Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.

Ex-Gratia payment to employees – Supporting Reports and Accounting

Facility to calculate revised pension for errors, if any.

Provision for restoration of commuted portion of pension

Generation of PPO

Generation of DD details in a floppy/direct credit to R.O. accounts through CBS.

Payment of Interest to Reinstated / Missing employees

Calculation and Payment of Gratuity, Forfeiture of Gratuity and Reimbursement Details of Gratuity to Zonal Offices

Final Monthly Tally program to Reconcile Statements, Withheld Amount, Transfer-in , Transfer-out etc, in respect of Own Contribution of Pf , Bank’ s contribution of Pf and VPF with actual amount in General Ledger

Provision to account for Refund of Bank’ s Contribution received for Pension Optees.

Inbuilt Reconciliation of PF Cheques issued and Presented for Payment.

Extraction of Daily Cash Book

Segregation of Eligible Amount of VPF eligible for interest and amount ineligible for payment of interest.

Facility to transfer part amount of VPF to main amount eligible for interest.

Auto Reduction of Non-Refundable Withdrawal(NRW) from the Member’ s PF Contribution.

Staff Loan Detail Maintenance

Processing of various staff loans based on user defined eligibility criteria. System should have the flexibility to allow the user to configure different type of loan products

Maintenance of loan disbursement details

• Facility to provide online application for the loan

Online approval/rejection of loan by the concerned official

Facility to communicate about the sanction/rejection of loan application online or through email etc.

Capturing of all types of loan details of an employee

Facility to update the details of the loan of the employees online or as and when such details are received from the branches/offices

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Updation of rebate/deduction during recovery of loan and affecting the employee’ s tax accordingly

Generation of overdue staff loan account details. Provision for prompting message if loan Overdue.

Maintenance of loan registers

Generation of all types of loan documents, related reports etc., and also dynamic query facilities

Facility to store physical documents associated with loans (e.g. legal forms, deeds etc.) for reference

Provision to store Loan documents in digital format

Loan EMI deduction must be directly linked with monthly salary computation and with accounting books.

Details of indirect liabilities of employees and provision for updation

On line provision for application for NOC to avail loan under general public category from the Bank and other Banks and provision for note for approval from Competent Authority, generation of sanction/rejection letter

Facility of various benefits after retirement should be possible through package.

In case of staff loan there should be provision to check whether loan already sanctioned by other banks.

Facility for checking NOC with others if there would be education loan of more than one children.

Facility for co-borrower should be there in case of joint-application.

Provision for Gift of Rs. 5000/- is there in case of retirement in superannuation benefit.

MISC./PERKS

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Facility for generating Union membership details alongwith quarterly subscription.

Facility of NOC for PP/ VISA / GOING ABROAD

Facility for Generation of tax estimation report at half yearly basis.

Facility for Generation of Memberwise festival advance report.

Online Detail of submission of Assets & Liabilities statement. Capture the details of assets & liabilities as furnished by the officers at the end of every year

Support the submission of scanned copies of the asset documents (property proofs etc) through Employee self service or mobile.

Support maintenance of history of assets & liabilities details furnished by officers

Support to generate list of officers defaulted from submitting the statement and provision to generate reminder letters to the officers

Facility for Generation of Leave Encashment report(Daily report and memberwise report)

Facility for Incorporation of Addition / Subtraction facility for amount payable and amount recoverable.

Facility for perquisite calculations.

Facility for the generation of tax report for hospitalization against non trust hospitals.

Facility for Furniture perks & deductions basing on the value of furniture provided.

Increments, EB increments, sanction / restoration of increments/ basic pay in punishment cases, shifting of the date of increment due to LOP etc., special increments for CAIIB / Graduation etc.

Information regarding Officers claiming conveyance reimbursement on the basis of declaration, petrol bills in respect of 4/2 wheelers owned by them

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Payment of conveyance, entertainment, News paper, Telephone and other expenses to staff

Sanction / Payment of Normal / CAP Cost HRA.

Sanction of In Lieu of Accommodation.

RFA : a) Sanction / Change / Renew of RFA according to : i. BM/NON BM. ii. Area of Flat. iii. Scale. iv. Centre b) Sanction of Brokerage /Shifting Charges according to : i. Area of Flat. ii. Sanction / Renewal / Change with or without Notice. iii. Refusal of Bank Quarters. c) Automatic Deduction of Standard Rent for RFA and d) Automatic stopping of HRA

Capturing the daily employee wise bill payment details in to the database and deducting the consolidated amount at the end of the month from employee’ s salary or Issue of Smart cards to the staff members so as to allow them to pay the bills through the card

TA/DA BILL 5

If an employee avails TA DA for a sanctioned bill, system should not accept the same bill / again. This should be same with advance payments.

Award staff gets diem allowance for training. There should be provision to do this online

There should be separate menu for Bifurcation of staff as retired and existing on TA/DA bills.

Facility of authorization by officers for entry done by CTO.

Facility to allows the calculation of Multiple bills pertaining to particular staff should be allowed on same day.

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Self Service should streamline Day to day business, workflow and policy automation and should comprise of Employee Self Service and Manager self Service.

Ability for all employees to perform the following: Update personal details (e.g. address, martial status, Investment for IT returns, dependents, etc.)

Update bank account information for payroll processing

Apply for leave Submit travel requests Enroll in training courses Update their skills and

competencies Book, cancel and check status of

holiday home applications Obtain pay slips Obtain Income Tax Computation

Statement Obtain month-wise salary

breakdown Submit self appraisals Check leave balances Check loan balances etc

Ability for Managers to perform the following: Approve employee changes Approve training enrollments Approve holiday home bookings Approve leave applications Approval travel requests Approval employee appraisals Approve travel requests

etc.,apability to remind the employee regarding modification or requirement of additional data.etc.)

Update bank account information for payroll processing

Apply for leave Submit travel requests Enroll in training courses Update their skills and competencies Book, cancel and check status of

holiday home applications Obtain pay slips Obtain Income Tax Computation

Statement Obtain month-wise salary

breakdown Submit self appraisals Check leave balances Check loan balances etc

Ability for Managers to perform the following:

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Provision to create policies on the go (online) by the registered user, with parameters like applicability, eligibilities, policy amount, approvals.

Policy would need to go for approval before administering to all employees.

There are various statutory returns / notices/statements which are required to be submitted under various labour laws like;

Payment of Gratuity Act, 1972 Payment of Bonus Act, 1965 Payment of Wages Act, 1936 Equal Remuneration Act, 1976 Industrial Dispute Act, 1947 (Details may be explained at the time

of customization) To make things clear, these returns

are text report based on either numerical strength of employees or payment of amount. Such details can easily be tracked from payroll, personal inventory or terminal

HRD/LEGAL Department

Court Cases filed by the staff/Ex-staff members against the Bank.Age wise data Zone wise Region wise Case No. Year Name of the petitioner Court name Present position-Note Date of hearing Court wise ALC,CGIT,HC,SC Category wise TERM/PROM/DE/RET.DUES/PEN/MIS DE/COMP.APPT. Option for more than one writ petition by same employee in same court or different court (for e.g. Against termination and gratuity or two diff. Prayers

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Amount of loss and whether recovered.Award of CGIT and date Note Interim stay if any with date and directionsNote Date of order of S/J and directions Note Date of order of DB and directions Note Date of order of SLP and directions Note Contempt petition if any field with details Note

Dept. Enquiry cases YES/NO If yes, Date of suspension Date of revocation Date of c/s Gist of charge Note Prayer in the writ petition Note Date of Disciplinary Authority order and punishment awarded Note Date of Appellate Authority order and punishment awarded Note Date of Reviewing Authority order and modification if any NotePrayer in the writ petition Note Date of Disciplinary Authority order and punishment awarded Note Date of Appellate Authority order and punishment awarded Note Date of Reviewing Authority order and modification if any Note

Additional Information: Advocate of the petitioner Tel. No. Advocate of the Respondent Tel. No. Name of the Petitioner/s Name of the Respondent/s AdvocateBill Details and payment made so far: Financial impact on the Bank and legal charges Details of FIR/Criminal case if any filed by the Bank Note Final outcome and sentence awarded Note

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Specifications E/ D Vendor

Response (S/C)

Support Multiple locations (Offices / Branches)

. Multiple designations, category

. Multiple modules

M M M

Support defining organization hierarchies for transaction entry, consolidation, query and reporting at:

. Head Office level

. Regional office level

. Branch level

M M M

Support blocking of access to users in case of more than predefined unsuccessful attempts to log in. Support revocation of the same user by the administrator

M

Support storage and retrieval of photographs, signatures, other documents when required

M

Support following batch activities: . Multiple credits, single debits

. Multiple debits, single credits

. Multiple debits and multiple credits

M M M

Support offline functioning of office/branches when the network connectivity is down. Support raising of flag on the central server for off-line status of a office/branch in case of network failure

D

Support rounding-off the amount to nearest user-defined unit / decimal. Also support rounding-off rules for specific transactions (e.g. interest etc.)

M

Maker-Checker Concept Support maker-checker functionality allowing entry, verification, committing, post commit verification and audit by different users based on

. Transaction type

. Transaction amount

. Authorization levels based on designation

. Authorization levels based on scale/grade

M

M M M M

Audit Trail which triggers the following activities: . Types of change performed (Addition/deletion

/updation) . Date and time on which change was made

. User who authorized the change

. Date and time on which change authorized

. Old value of the field

. New value of the field

M

M M M M M

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Calendar Definition and Modification for each location / branch within the Bank, capturing Weekly holidays Public holidays Unscheduled holidays

M M M

Support defining and processing of activities/tasks for the following but not limited to

Start of day Start of month Start of quarter Start of half-year Start of year

M M M M M

Reporting and Inquiries

Enable user to customize reports as per his requirements Enable user to sort the reports generated by the system on

any of fields in the report Enable user to define filters, selection criteria on any field for

generation of reports Enable users to define grouping, totaling on any field in the user

defined reports Support user defined page and column headers, footers,

paper size etc. for all user defined reports . Support capture and retrieval of employee’ s photograph, signatures, other necessary documents . System should be able to recognize duplication of

data entry and caution the user

M M M M M M M

MIS & Reporting Requirements

Enable generation of management, statistical, statutory, audit, performance monitoring and analysis

reports at user defined intervals viz. daily, weekly, monthly, annual

Provide a flexible and powerful report Writer capable of producing ad-hoc and periodical reports

Support uploading of data in user defined format from stand alone offices/branches

Support consolidation of data and its analysis inclusive of the information of stand alone

offices/branches Facilitate generation of report on screen, print, file, optical disk,

tap etc. Support generation of consolidated reports across organization

hierarchy / structure Ability to provide Drag and drop tools to manage Hierarchies and Classifications Provide tools for generating reports across multiple financial

periods for any entity within the organization hierarchy Enable publishing of reports to the web (intranet / extranet)

M M M M M M M M

Log-in report – This report lists the unauthorized login attempt for the branch during the day as well as any

other system security aspects

M

Other Requirements

Ability to direct information / application forms to the relevant system

Ability to send any message and any other information to the employees by e-mail, attachment or any other

form Ability to create a unique transaction reference number

for each interaction of a registered user Enable online filling of application form for all possible activities

like transfer request, leave etc.

M M M M

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Ability to generate acknowledgement receipt in case of transactions request. The system should allow the Bank to

customize the acknowledgements based on following criteria: Acknowledgement number Transaction type Date and time (IST) Name of employee Employee ID Purpose

M

The software should also support generation of all types of MIS returns and other periodical statements/reports as

required by the Bank. As an example – some of the reports required (for instance) in Payroll module are listed hereunder Salary slip printing Location-wise salary slips Region-wise salary slips Grade/scale-wise salary slips Pay head-wise reports PF statement – branch-wise, region-wise etc Tax-slab master report Professional tax statement Tax investment and exemption report Employee investment and loan report . All other type of report required by the user

M

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23. Annexure L

TECHNICAL REQUIREMENTS

The bidder should mention as Yes/NO in the column and also mention remarks/

response under “Response/ Remarks of Bidder’s. Remarks/ Response are mandatory

in case of “NO”.

The proposed system should have the following technology features:

HUMAN RESOURCE MANAGEMENT SYSTEM SOLUTION

FOR ALLAHABAD UP GRAMIN BANK

S.

No.

Requirement Yes/

No

Response/

Remarks of

Bidder

I.

System Design Philosophy/ Concepts/ Architecture:

1.

Ability to segregate the data logically by functional group, department or

business unit?

2.

Suitable for functional groups to easily tailor the product to suit their needs?

3.

What is your general integration strategy with third party

packages

and customer proprietary products?

4.

The proposed system should provide for integration tools for both

synchronous and asynchronous integration?

5.

The proposed system should have been built on Pure Internet

Architecture technology. Describe in detail the architecture of the system.

6.

The proposed application should support Unicode and support multiple

languages using once instance of the package database?

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7.

Support open standards for

integration like web services, XML

etc.?

8. Is there any use of any proprietary software for design, customization,

deployment etc? Please specify the

detail.

9.

Does the application provide uniform single run-time architecture? OR are

there multiple run-time architecture? Please specify all of them

II.

PC Client – User Interface

1.

Fat or Thin Client? Describe software setup

2. Detail the approximate time required

to install a client PC

3. If web-based client, is there any

software on the client required?

4.

Is the entire application on a web client with no client software on the PC?

If partial, specify what percentage of the functionality is supported on the

web client architecture?

5.

What web servers are supported? Do we have to buy the web server software

separately or does the bidder provide it?

6.

The proposed architecture should

support web browsers like Internet Explorer, Netscape Navigator etc. What

web browsers are supported? Please also indicate the versions best suited for

the proposed architecture?

7.

What programming languages are used (i.e. HTML, Java script, XML etc.)

8. Are Active X Controls or Java applets used?

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9. Provide screen shots of 2 of your busiest screens?

III.

Customizing

1.

The application functionality should be flexible and user friendly with

capability to be customized by functional group, department or Business

Unit?

2. Can we write our own add-on modules with your system?

3.

How do customizations to your out- of-the-box application affect

implementation of upgrades of your product?

4.

Describe the process for modifying data dictionaries. Discuss any

restrictions to this process. For example, are there any specific data elements

that cannot be modified by the user or are required?

5.

Can the system allow different fields to be required and/or displayed

based on an individual user profile, group or security class?

6.

Does your product utilize a

Graphical User Interface (GUI) tool for user to customize screens?

7. Describe the process for the customer to create a new screen

8.

Are there any restrictions to this process (for example: formatting

standards that must be adhered to)?

9.

How do additions and modifications of screens affect the upgrade process

and will these be preserved?

10.

What is your general integration

strategy with third party packages and customer proprietary products?

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11.

Can all customization be carried out using one tool set? Describe the toolset.

If no, how many tools does the developer need to know? Provide details of

each tool

IV.

Report Generation/ Design

1.

What native report-writing or inquiry tools are included with your

product?

2.

What third party report writing tools do you support (i.e. Crystal, Brio etc.)?

Does the customer have to pay extra licensing fee for this?

3. Capability to configure sending the printing outputs fax, Screen, File, e-mail

message, Excel etc. If any other report formats are supported, describe

other report formats

4.

Every data element in the system able to be reported, sorted and

queried on, including those added by the customer?

5. Capability to format reports as Word,

Excel, HTML or Acrobat Files?

6.

Describe the process for a user to create a new report. Are “wizards” available

to guide the process?

7. Capability to process multiple reports concurrently?

V.

Search Capability

1. Describe your search capabilities

2.

On what technology is the search engine built? Does a third party

develop it? If so, does the customer have to pay additional license fee for the

same?

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3.

Capability to support various searching options viz.

Full-text,

keyword, wildcard, user defined ranges, query by SQL operators (=,

<,

>, null, not null etc), multiple

conditional queries etc.

VI.

System Security

1.

Ability to configure different users

(employees, trainers, managers) at

different levels of security based upon their job role?

2.

Describe your security framework. How do you structure your security roles?

3.

The proposed system should support database level security and/or

Application– Role Based Authorization (RBA)

4. Supports filed level security?

5. Supports user level security?

6. Supports module level security?

7.

Describe the level of access we can

assign to users? The system should

have the ability to customize the roles to any degree we desire? (For

example: modify, Insert/ Update/ Read-Only access to certain system

“resources”).

8.

Capability to define any number of roles and flexibility to modify these

roles?

9.

Ability to define security customer’s

system administrators? Can security

be delegated to certain end-user groups?

10.

Describe how the passwords and security codes are maintained on

the

System

11.

Capability to allow users to change

their own passwords to the application?

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12.

The proposed application should provide complete logging and audit trails of

activities performed by users?

13.

Standard security features like

Password Management, User Management, Access control, Encryption of data,

Time out and Audit Trails etc. should be supported in the Software. OWASP

guidelines should be complied.

VII.

Hardware and Software Platforms

1.

Is there any software that the bidder/ OEM provide at no extra

cost

to the bank?

VIII.

Database Platforms

1.

The proposed application should be Platform independent (O/S, Database/

RDBMS). Does the application support multiple RDBMS?

Specify all supported RDBMS.

IX.

Maintenance

1.

Describe the maintenance process of the application after deployment?

Provide details on the skills, number of resources required and the effort

requisite to maintain the application suite. Please include database

administration and system administration efforts.

X.

Deployment

1. Describe the deployment process?

2.

What additional hardware and software is required to deploy the

applications on a WAN and for remote users without access to our

network?

3. Describe the deployment process when application is upgraded

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4.

What is the typical cost of deployment in terms of

hardware,

software, skills, effort?

XI.

Networking Protocol

1. Solution should support/work in

TCP/IP

XII.

Others

1.

What is the deployment strategy recommend by the bidder?

2. Capability to run the reports on the

browser?

3.

Can the common web server deployed for other

applications

integrate with this application?

4. What is the authentication

mechanism used by the application?

5.

Ability to integration with Windows

Active directory for authentication

purposes?

6. The security features of the proposed

application should be “encryption

aware”?

7. The security features of the proposed

application should “SSL aware”?

8.

Provide broad hardware sizing guideline for the different tiers in the

architecture?

9.

How does the exchange of packets happen between the different tiers of

the application architecture? Is it through clear text or is it encrypted.

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24. Annexure-M

REVERSE AUCTION RULES STANDARD BUSINESS RULES

FOR REVERSE AUCTION

1. APPLICABILITY:

1.1. Reverse Auctions are carried out under the framework of rules that are called

Business Rules.

1.2. All Bidders participating in Reverse Auction shall understand/accept and give an

undertaking for compliance with the same to the Bank in the prescribed format Exhibit-

A.

1.3. Any Bidder not willing to submit such an undertaking shall be disqualified for further

participation respecting the procurement in question.

2. ELIGIBILITY:

2.1. Only Bidders who are technically qualified and who submit the prescribed

undertaking to the Bank alone can participate in Reverse Auction relevant to the procurement

for which RFP is floated.

3. COMPLIANCE/CONFIRMATION FROM BIDDERS:

3.1. The Bidders participating in Reverse Auction shall submit the following duly signed by the

same Competent Authority who signs the offer documents in response to the RFP:

3.1.1. Acceptance of Business Rules for Reverse Auction and undertaking as per format in

Exhibit-A.

3.1.2. Agreement between service provider and Bidder. (This format will be given by

the service provider prior to announcement of Reverse Auction.)

3.1.3. Letter of authority authorising the name/s of official/s to take part in Reverse

Auction as per format in Exhibit-B.

4. TRAINING:

4.1. The Bank will facilitate training for participation in Reverse Auction either on its own or

through the service provider for the Reverse Auction.

4.2. Where necessary, the Bank/service provider may also conduct a „mock reverse auction’

to familiarize the Bidders with Reverse Auction process.

4.3. Any Bidder/bidder not participating in training and/or „mock reverse auction’ shall do

so at his own risk and it shall not be open for him to make any complaint/grievance later.

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5. TOTAL COST OF OWNERSHIP (TCO):

5.1. TCO refers to the aggregate amounts payable by the Bank for transfer of ownership.

5.2. TCO shall encompass but not be limited to the following:

5.2.1 Cost of the equipment/product or services.

5.2.2 License fee (Corporate or user specific as defined in RFP) including OS/Data

Base/Application licenses).

5.2.3 All existing taxes (including sales tax/VAT, service tax etc.), duties and levies.

5.2.4 Installation and commissioning charges, if any.

5.2.5 The prices should include the comprehensive on site warranty maintenance of the

equipments covering all components, services, and visits to the concerned offices as

specified in the RFP.

5.2.6 Annual Maintenance Charges for the period as specified in the RFP.

5.2.7 Transportation and Forwarding charges to respective sites.

5.2.8 Training costs for the product/service/equipment if and as defined in RFP.

5.2.9 Service Level Agreement (SLA) costs as defined in RFP for applicable period.

5.2.10 Facility Management/infrastructure support/Training costs as defined in RFP.

5.2.11 Insurance to cover the equipment for and from transit period till installation.

5.3. The TCO shall be arrived at after deducting „buy back’ costs involved and if/as

defined in the RFP.

5.4. TCO, however, shall not include variables of octroi and entry tax. These shall be paid as

per actuals and on production of receipts. However, no penalties respecting octroi or entry

tax shall be paid by the Bank and the vendor shall bear such expenses.

6. DATE/TIME FOR TRAINING:

6.1. The Venue, Date, Time etc. for training in Reverse Auction shall be advised at the appropriate

time.

6.2. The Bank shall endeavour to fix such Date/Time at mutual convenience to the vendor/s,

service provider and the Bank.

6.3. No request for postponement/fixing of Training Date/Time shall be entertained which in the

sole view and discretion of the Bank might result in any avoidable delay to either the

Reverse Auction or the whole process of selection of vendor.

6.4 Bidder has to depute one representative to observe reverse auction at Bank’ s premises

at the time of Reverse Auction. The representative will confirm the result of the Reverse

Auction after completion of the same to avoid any dispute on the result.

7. DATE/TIME OF REVERSE AUCTION:

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7.1. The Date and Time of commencement of Reverse Auction as also Duration of

„Reverse Auction Time’ shall be communicated at least 7 working Days prior to such

auction Date.

7.2. Any force majeure or other condition leading to postponement of auction shall entitle the

Bank to postponement of auction even after communication, but, the Bank shall be obliged

to communicate to all participating vendors the „postponement’ prior to commencement of

such „Reverse Auction’ .

8. CONDUCT OF REVERSE AUCTION:

8.1. The Reverse Auction shall be conducted on a specific web portal meant for this purpose.

8.2. The Reverse Auction may be conducted by the Bank itself or through a service provider

specifically identified/appointed/empanelled by the Bank.

9. SERVICE PROVIDER’ S ROLE & RESPONSIBILITIES:

9.1. In all Reverse Auctions conducted by the Bank through a Service Provider, the Bank shall enter

into a separate agreement clearly detailing the role and responsibilities of the service provider

hosting the web portal for the Reverse Auction.

9.2. For creating necessary obligations and rights, the service provider will also enter into an

agreement with each vendor as per a format designed by him for this purpose. The Bank shall

resolve any points/issues concerning such agreement of vendor and service provider.

9.3. While a Service Level Agreement (SLA) by the bank with the service provider is an

arrangement for smooth and fair conduct of the Reverse Auction, the Bank shall be directly

responsible to vendors for fair and transparent conduct of Reverse Auction.

9.4. The service provider at the end of each Reverse Auction shall provide the bank with all details

of the bids and reports of reverse auction.

9.5. The service provider shall also archive the data pertaining to the Reverse Auction for a

minimum period of 3 years.

10. TRAINING AND AUCTION:

10.1. Service provider / auctioneer is responsible for conduct of adequate training to all technically

qualified bidders representing the reverse auction and bidding process.

10.2. Each vendor / bidder shall participate in the training at his / their own cost.

10.3. Wherever it is considered necessary and asked by the bidders or as decided by the

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auctioneer or by Bank a mock auction may also be conducted for the benefit of all

concerned.

10.4. Authorised representatives of the bidders named in the authorization letter given by the

vendor (Exhibit-B) shall be given unique user name, password by the service provider /

auctioneer.

10.5. Each bidder shall change the password and edit the information in the registration page after

receipt of initial password.

10.6. All the bids made from the login ID given to bidder shall ipso-facto be considered bid

made by the vendor / bidder to whom login ID and password were assigned by the service

provider / auctioneer.

10.7. Any bid once made through registered login ID / password by the vendor / bidder cannot be

cancelled. The bidder, in other words, is bound to sell the “Offering” as per the RFP at the

bid price of TCO.

10.8. Every successive bid by the bidder / vendor being decremental bidding shall replace

the earlier bid automatically and the final bid as per the time and log-in ID shall prevail over

the earlier bids.

10.9. The Bank shall conduct the reverse auction as per the Standard English reverse auction,

that is, no two bids can have identical price from two different vendors. In other words, there

shall never be a “Tie” in bids.

11. PROXY BID:

11.1. A proxy bid is one where vendor can submit the lowest bid amount by him in strict

confidence to the system directly. This obviates the need for him participating in the bidding

process until the proxy bid amount is decrementally reached by other bidders.

11.2. When proxy bid amount is reached, the vendor has an option to revise the proxy bid

amount or he can prefer to start participating in bidding process.

11.3. Since it is an English auction with no ties, two vendors submitting identical proxy bid

amount and succeeding in auction simultaneously does not arise.

11.4. During training, the issue of proxy bidding will be clarified in detail by the service

provider.

12. TRANSPARENCY IN BIDS:

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12.1. All bidders will be able to view during the auction time the current lowest price in portal.

Bidder shall be able to view not only the lowest bid but also the last bid made by him

at any point of time during the auction time.

13. MASKING OF NAMES:

13.1. Names of bidders/ vendors shall be anonymously masked in the Reverse Auction process and

vendors will be given suitable dummy names.

13.2. After completion of Reverse Auction, the service provider / auctioneer shall submit a report

to the Bank with all details of bid and the original names of the bidders as also the L1

bidder with his / their original names.

14. START PRICE:

14.1. Bank shall determine the start price either on its own or through asking for information of

price band on TCO from each vendor at appropriate time during or

at the conclusion of technical evaluation. Based on the price band so informed by

vendors, Bank would determine the start price for reverse auction.

15. DECREMENTAL BID VALUE

15.1. The vendors shall be able to bid only at a specified decrement value and not at any other

fractions.

15.2. The bid decrement value shall be rounded off to the nearest thousands of rupees.

15.3. For the sake of convenience of vendors, the web portal shall display the next possible

decremental value of bid. It is not, however, obligatory on the part of vendors to bid at

the next immediate lower level only. (That is, bids can be even at 2 or 3 lower levels than

the immediate lower level.)

16. COPY OF BUSINESS RULES

16.1. The Bank shall supply copy of the Business rules to any vendors / bidders, wishing to

participate in the reverse auction. Such request shall be made in writing to the Bank by an

authorized representative of the vendor.

16.2. The Bank shall also handover a copy of the Business Rules with a covering letter duly signed

by an authorized signatory of the Bank.

17. For any dispute concerning the Business Rules, the hard copy of Business Rules supplied

by the Bank for the reference of reverse auction process will alone be

considered final and bidding.

18. REVERSE AUCTION PROCESS:

18.1. In order to reduce the time involved in the procurement process, Bank shall be entitled to

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complete the entire procurement process through a single Reverse Auction. For this

purpose, Bank shall do all it can to award the contract to L1 bidder or in the

circumstances where awarding of contract may have to be done to the L2, L3 bidder as

provided for in the RFP.

18.2. The Bank shall however, be entitled to cancel the procurement of Reverse Auction

process, if in its view procurement or reverse auction process cannot be

conducted in a fair manner and / or in the interest of the Bank.

18.3. The successful vendor shall be obliged to provide a Bill of Material at the last bid

price at the close of auction.

19. EXPENDITURE ON REVERSE AUCTION:

19.1. All expenses of reverse auction shall be borne by the Bank.

19.2. Vendors, however, shall attend the training or mock auction at their own cost.

20. CHANGES IN BUSINESS RULES:

20.1. Any change in Business Rules as may become emergent and based on the experience gained

shall be made only by a Committee of senior / top executives of the Bank. 20.2. Any / all changes made in Business Rules shall be uploaded in the Website immediately.

20.3. If any reverse auction process has commenced and a change is made in Business Rules, it

shall be informed immediately to each vendor/ bidder and his concurrence to /

acceptance of the change shall be obtained in writing by the Bank.

21. DON’ TS APPLICABLE TO THE BIDDER/VENDOR:

21.1. No vendor shall involve himself / itself or any of his / its representatives in any price

manipulation directly or indirectly with other bidders. If any such practice comes to the

notice, Bank shall disqualify the vendor / bidders concerned from the reverse auction

process. 21.2. Bidder shall not disclose details of his bids or any other details concerning Reverse Auction

process of the Bank to any other third party without specific permission in writing from the

Bank.

21.3. Neither Bank nor service provider / auctioneer can be held responsible for consequential

damages such as no power supply, system problem, inability to use the system, loss

of electronic information, power interruptions, UPS failure, etc. (Bank shall, however,

entertain any such issues of interruptions, problems with open mind and fair degree of

transparency in the process before deciding to stop or extend the auction.)

22. GRIEVANCES REDRESSAL:

22.1. Any aggrieved vendor / bidder through Reverse Auction process can make complaint in

writing within 48 hours of the Reverse Auction to the Chief Compliance Officer of the

Bank.

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22.2. The Chief Compliance Officer along with the Chief Law Officer of the bank and Chief of

Audit Dept. shall give personal hearing to the aggrieved bidder / vendor and decide upon

the complaint / grievance. 22.3. Decision of the Grievance Redressal Committee shall be binding on the Bank as well as on

all vendors participating in the Reverse Auction.

23. ERRORS AND OMISSIONS:

23.1. On any issue or area of material concern respecting Reverse Auction not specifically

dealt with in these Business Rules, the decision of the bank shall be final and binding on all

concerned.

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25. Compliance Statement

COMPLIANCE STATEMENT (To be submitted by all the vendors participating in Reverse Auction)

Exhibit -A

To,


Head Office

Banda

DECLARATION

1. We (name of the company) hereby confirm having submitted our bid

for participating in Bank’ s RFP dated for procurement of .

2. We also confirm having read the terms of RFP as well as the Business Rules relating to the

Reverse Auction for this RFP process.

3. We hereby undertake and agree to abide by all the terms and conditions stipulated by Union

Bank of India in the RFP document including all annexure and the Business Rules for Reverse Auction.

4. We shall participate in the on-line auction conducted by Ltd. (Auction Company)

and submit our commercial bid. We shall also abide by the procedures prescribed for online auction

by the auction company.

5. We, hereby confirm that we will honor the Bids placed by us during the auction process, failing

which we shall forfeit the EMD. We also understand that the bank may debar us from participating in

future tenders.

6. We confirm having nominated Mr. , designated as of our

company to participate in the Reverse Auction on behalf of the company. We undertake that

the company shall be bound by the bids made by him I Reverse Auction.

7. We undertake to submit the confirmation of last bid price by us to the auction

company/Bank within 48 working hours of the completion of event. We also undertake to submit

the Bill of Materials for the TCO (Total Cost of Ownership) in terms of RFP.

Signature with company seal

Name –

Company / Organization – Designation within Company / Organization – Address of

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Company / Organization –

Date :

Name of Authorised Representative:

Signature of Authorised Representative:

Verified above signature

Competent Authority Signature :

Date:

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26. Letter of Authority

Letter of Authority for participation in Reverse Auction

Exhibit –B

To,


Head Office

Lucknow

1. We (name of the company) have submitted our bid for

participating in Bank’ s RFP dated for procurement of _.

2. We also confirm having read and understood the terms of RFP as well as the Business

Rules relating to the Reverse Auction for this RFP process.

3. As per the terms of RFP and Business rules, we nominate Mr. ,

designated as of our company to participate in the Reverse Auction.

4. We accordingly authorize Bank and / or the Auction Company to issue user ID and password to

the above named official of the company.

5. Both Bank and the auction company shall contact the above named official for any and all

matters relating to the Reverse Auction.

6. We, hereby confirm that we will honor the Bids placed by Mr. on behalf of the

company in the auction process, failing which we will forfeit the EMD. We agree and

understand that the bank may debar us from participating in future tenders for any such

failure on our part.

Signature with company seal

Name –

Company / Organization –

Designation within Company / Organization –

Address of Company / Organization –

Date :

Name of Authorized Representative:

Designation of Authorized Representative:

Signature of Authorized Representative:

Verified by:

Signature of Verifying Authority: Date:

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