Request for Proposal (RFP)

For
Supply, Customization, Deployment, Maintenance and Support of an Integrated
Human Resource Management System (HRMS)
For Odisha Gramya Bank

1.1 SCHEDULE OF BIDDING PROCESS:

S. No Description of Information/ Requirement Information / Requirement

1. Tender Reference Number RFP OGB/ITD/HRMS/2018/001
2. Date of Issue of RFP 12.04.2018
3. Last date for receipt of queries, if any. 18.04.2018
4. Pre Bid Meeting 20.04.2018 at 11AM
Last Date and Time for Submission of bids along
with supporting documents along with BG/DD ,EMD
5. etc. 08.05.2018 , 5PM
Date, Time and venue for opening the Technical
6. bid. 09.05.2018 , 11AM
Date, Time and venue for opening the Commercial
7 bid. Will be intimated to technically short-listed bidders.
8. Bid Submission Mode. Through Manual Tendering process
Address for Communication General Manager, Information Technology Dept, Odisha
9. / Submission of Bids Gramya Bank, Head Office, Bhubaneswar-751030
Mr. S K BASA, Sr. Manager, ITD 0674-2353045
Mr. D D Mohanty, Sr. Manager, ITD 0674-2353024
Mr. A K Khandai , Manager, ITD 0674-2353023
10 Contact officials for any clarification Mr. S P Harichandan,Manager,ITD 0674-2353016
11. Contact e-mail ID [email protected] ,[email protected]

1.2. COST OF BID DOCUMENT & EARNEST MONEY DEPOSIT (EMD) / BANK GUARANTEE IN LIEU OF EMD:
S. No. Description Amount in INR
1. Cost of Bid document 10,000/-(Ten Thousands only)
2 EMD/ Bank Guarantee in lieu of EMD 5,00,000/- (Five Lacs Only)

This RFP document is available at our Bank’s website, www.odishabank.in and can be downloaded from the website.

ISSUED BY:

General Manager
IT Department
Head Office, Gandamunda , Bhubaneswar-751030

Disclaimer
While the document has been prepared in good faith, no representation or warranty, express or implied, is or will be made, and
no responsibility or liability will be accepted by Odisha Gramya Bank or any of its employees, in relation to the accuracy or
completeness of this document and any liability thereof expressly disclaimed. The RFP is not an offer by Odisha Gramya Bank,
but an invitation for bidder’s responses. No contractual obligation on behalf of Odisha Gramya Bank, whatsoever, shall arise
from the offer process unless and until a formal contract is signed and executed by duly authorized officials of Odisha Gramya
Bank and the Bidder.

The information provided by the bidders in response to this Request For Proposal (RFP) will become the property of Odisha
Gramya Bank and will not be returned. The Bank reserves the right to amend, rescind or reissue this RFP and all amendments will
be advised to the bidders and such amendments will be binding upon them. The Bank also reserves its right to accept or reject any
or
all responses to this RFP without assigning any reason whatsoever. This document is prepared by Odisha Gramya Bank for Supply,
Customization, Deployment, Maintenance and Support of an Integrated Human Resource Management System (HRMS).
The Bank Representatives may in their absolute discretion, but without being under any obligation to do so, update, amend or
supplement the information in this RFP Document.

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Table of Contents
PURPOSE............................................................................................................................. 4
INTRODUCTION & OPERATIONS ...................................................................................... 4
Broad Scope of Work ....................................................................................................... 5
Eligibility Criteria ................................................................................................................ 7
FUNCTIONAL REQUIREMENTS ........................................................................................... 8
INTRODUCTION .............................................................................................................. 8
General Requirements ................................................................................................. 8
TECHNICAL REQUIREMENTS ........................................................................................... 37
Hardware and Software requirements ........................................................................ 39
Warranty Period .............................................................................................................. 42
Tender Document and Fee .......................................................................................... 43
Earnest Money Deposit .................................................................................................. 43
PERFORMANCE GUARANTEE ......................................................................................... 43
SUBMISSION OF OFFER –TWO BID SYSTEM .................................................................... 44
PERIOD OF VALIDITY OF BID........................................................................................... 45
No Commitment to Accept Lowest or Any Offer/Bid ............................................... 45
Bank’s Right to accept any Bid and to Reject any or All Bids / Cancellation of Tender
Process ............................................................................................................................. 45
PRELIMINARY SCRUTINY .................................................................................................. 46
ERASURES OR ALTERATIONS ........................................................................................... 46
BID OPENING AND EVALUATION CRITERIA .................................................................. 46
CLARIFICATION OF OFFERS ............................................................................................ 46
EVALUATION CRITERIA OF BIDS: .................................................................................... 46
Evaluation Process .......................................................................................................... 47
Technical Bid Evaluation ............................................................................................ 47
Financial & Final Bid Evaluation: ............................................................................... 48
Delivery, Implementation Schedule & Penalty Clause ............................................. 48
Delivery ......................................................................................................................... 48
Implementation Schedule ......................................................................................... 49
Penalty for delay in Annual Technical Support ...................................................... 49
Resolution and Disputes................................................................................................. 50

Patents Rights ................................................................................................................. 50

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 Governing Law and Disputes........................................................................................ 50
Use of Contract Documents and Information............................................................ 50
Assignment ...................................................................................................................... 51
Delays in the Supplier’s Performance .......................................................................... 51
Indemnity ......................................................................................................................... 51
Termination of Contract ................................................................................................ 51
UPGRADES AND UPDATES .............................................................................................. 51
TAXES ................................................................................................................................ 51
Compliance with Statutory and Regulatory Provisions ............................................. 52
Intellectual Property Indemnity & Indemnity against Misuse of License................. 52
ORDER CANCELLATION (TERMINATION) ...................................................................... 52
CONSEQUENCES OF TERMINATION .............................................................................. 52
PAYMENT TERMS .............................................................................................................. 53
Pricing and Payments .................................................................................................... 54
Annexure 1 ...................................................................................................................... 55
Annexure 2 ...................................................................................................................... 56
Annexure 3 ...................................................................................................................... 57
Annexure 4 ...................................................................................................................... 59
Annexure 5 ...................................................................................................................... 60
Technical Bid Format .................................................................................................. 60
Commercial Bid Format ............................................................................................. 61
Annexure 6 ...................................................................................................................... 62
General Details of the Bidder .................................................................................... 62

Annexure 7 ................................................................................................................... 64

Letter of Authorization to Bid ..................................................................................... 64

Annexure 8 ................................................................................................................... 64

Undertaking Compliance of minimum wages ....................................................... 64

Annexure 9 ................................................................................................................... 65

Letter of Undertaking.................................................................................................. 65
Annexure 10...................................................................................................... 66

Self-Declaration- Blacklisting ..................................................................................... 66

PURPOSE
Odisha Gramya Bank, hereinafter called “OGB” or “Bank” issues this “Request for Proposal”
hereinafter called “RFP”

3
i) Bank proposes to implement a Centralized Human Resource Management System for its
operations.

ii) This RFP is limited to Original Equipment Manufacturers (OEM) / Product Bidders of Financial
Solutions, and Bidders that are authorized by the OEM/ Product Bidders.

iii) A bidder submitting the proposal in response to RFP for Implementation of the solution shall
hereinafter be referred to as “Product Bidder / OEM / Bidder / System Integrator / SI”
interchangeably.

iv) This RFP document is neither an offer letter nor a legal contract, but an invitation for Request for
Proposal. No contractual obligation on behalf of the Bank whatsoever shall arise from this RFP
process unless and until a formal contract is signed and executed by duly authorized officers of
Odisha Gramya Bank and the bidder.

v) Bank can modify any / all of the terms of this RFP giving due notification through the
Bank’s website and shall be entitled to entertain Request for Proposal’ (RFP) only from the eligible
bidders who will be selected based on the requirement and laid out norms as set out in this
document.

vi) Bank will not be liable for any costs incurred by the bidder.

INTRODUCTION & OPERATIONS

1 .About Odisha Gramya Bank

i. Odisha Gramya Bank is a Regional Rural Bank established on 7 January, 2013 in terms of
provisions of Regional Rural Banks Act 1976. The bank is sponsored by Indian Overseas Bank
& is jointly owned by the Government of India, Government of Odisha and IOB.
ii. The share capital of the bank is contributed by the Government of India (50%), the
Government of Odisha (15%) and the IOB (35%). Indian Overseas Bank is the sponsor bank.
iii. The Head Office of the Bank is located at Bhubaneswar. The bank has nine regional offices
located at Balasore, Baripada, Cuttack, Chandikhol, Dhenkanal, Jashipur, Khurda, Keonjhar
and Pipli.
iv. The bank has established a Learning Centre at Bhubaneswar to train its 2500 staff members.
It also has set up a Centralized Clearing Centre at Bhubaneswar.
v. Odisha Gramya Bank has 9 regional offices and has a network of 549 branches spread over
13 districts in Odisha State viz., Angul, Balasore, Bhadrak, Cuttack, Dhenkanal, Jajpur,
Jagatsinghpur, Kendrapada, Keonjhar, Khurda, Mayurbhanj, Nayagarh and Puri. Of the
branches, 85% are in rural areas. Huge number of bank employees’ work together to perform
certain bank operations effectively.
vi. The Bank wishes to introduce the best-practiced processes and techniques in HR in
managing its workforce.
vii. For improving its HR management and Payroll systems, the Bank wishes to use a Web enabled
centralized solution with security features.
viii. 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

Broad Scope of Work

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1. The proposed solution should be in conformity to the general and functional requirements
laid down including all the sub clauses and should connect all the branches/offices of the
Bank. The users should be provided with a web based access through which they can access
the system. The bidder upon selection has to Study the existing business processes and IT
infrastructure at BANK and parameterize the offered solution so as to accommodate the
process flow of the Bank.
2. The bidder shall have to build seamless interfaces (wherever needed) with identified existing
applications of BANK or other related entities. The bidder shall have to build
customization/interface as per the business requirements of the Bank and build MIS reports
which may not be readily available.
3. The bidder will also have to do the necessary setup at both Primary site as well as the disaster
recovery site separately maintaining the same performance characteristics of the system (if
bank wants).
4. The bidder shall have to supply the hardware and any other middle ware required for
functioning, managing backup of the HRMS system.
5. The bidder shall have to jointly with Bank conduct UAT (User Acceptance Test) of the offered
solution and fix all the bugs/shortcomings reported by the Bank in a time bound manner.
6. The bidder has to conduct end-user training at a central location for identified group of
employees of the Bank. Bidder should also follow a train-the-trainer approach for training
using various mediums of communications and training tools. . No. of people to be trained -
100. Location of the training -Head Office, Odisha Gramya Bank. Bank will Provide It's
Learning Center to be used For Training
7. The bidder has to Prepare detailed training manuals / presentations containing appropriate
flowcharts etc for end user training. End User Training will be conducted at locations specified
by BANK.
8. Supply of associated hardware, system software and license for the project.
9. Maintenance and project support for the next 5 years. This includes the warranty for the 1st
Two years and Comprehensive AMC for the next 3 Years of the Project for all the Hardware,
Software and Data-Base of the HRMS system. During the warranty and Comprehensive AMC
period vendor shall maintain the equipment and repair/replace all the defective
components/materials at the installed site, at no additional charge to Bank.

10. All the Software used should be licensed and the supporting document should be provided
to the Bank. Bidder should comply the SLA terms provided by the Bank or any modification
(mutually agreed) in the SLA during the Project. The support of any software provided by the
Bidder should be made available throughout the project.
11. Bidder should provide one support staff at the Head Office, Odisha Gramya Bank for
technical as well as functional support. The support person should have sufficient technical
knowledge to Provide support as per Bank’s requirement. If Bank not satisfied with the support
staff provided, Bank may ask for replacement of the staff provided. The same should be
provided within 3 Months.
12. Bank at it’s sole discretion may opt out of the support staff for maintenance at any point of
time during the project with a notice period of 30 days. Also the Bank may opt in for the
support staff at any point of time of the project.
13. The selected bidder will also have to provide post implementation support during the
warranty period and post warranty support under AMC as per the terms of the SLA. The
bidder should preferably have an established set up with support of adequate IT staff to
support the Hyderabad and Chennai to be proposed solution and implementation (if not
having presently, should have prior to start of UAT of the Project Implementation).Bidder need

5
 to Provide one technical support staff having complete knowledge of the Product at
HO,Odisha Gramya bank , Bhubaneswar throughout the Project duration.

Presently bank is doing all work manually or through Computer using MS Office for
maintaining payroll,leave record,recruitement process,man power planning etc

HR 1 HR 2 HR 3 HR 4

Payroll Management Employee Self Recruitment and

Files & Payroll, Benefits, Service / HRIS. Appraisal, Training, Manpower plan MS
Welfare, leave Employee Record, Promotion, Transfer, Office
Papers management, Industrial Relations, Separation
Reimbursement M IS :
Word,
Excel

Stake Holders in the Project

Head 9 Regional 549 Branches across

Offices 13 Districts
Office

Eligibility Criteria
Sl
No Eligibility Criteria Documents Required
1 The bidder must be a Limited / Pvt Ltd. Company, registered in India Certificate of Incorporation to
under the companies Act (Proof required) be submitted.

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 2 Supporting testimonies to be
The bidder should be authorised service provider of the proposed submitted.
HRMS Software and should support during the period of contract with
the Bank. The Bidder should have Prior experience in implementation
of HRMS Systems in one or more organisation as per the RFP.The
Software Provieded should be successfully running in any organisation
as per the point Number 9 of RFP
3 Certificate of Incorporation,Certification
of commencement of business.Reference
The bidder should be in existence for 3 years as on 31st March 2018.
of
(In case of mergers/ acquisitions/ restructuring or name change, the
Act/Notification/Registration Certificate
date of establishment of earlier/Original firm would be taken into
etc.
consideration.)
4 Copy of audited balance
The bidder should have average turnover of minimum Rs. 3 Cr. for the sheets and profit and loss
past 3 financial years i.e. 2015-16, 2016-17 & 2017-18.The lead bidder statements for last three
should have a positive net worth in the last three (3) Financial years financial years – 2015-16, 2016-17 &
(Net worth is to be calculated as follows: Capital Funds (Paid up equity 2017-18
capital + Paid up Preference shares + Free reserves) – (Accumulated
balance of loss + balance of deferred revenue expenditure + other
intangible assets).
5
The Authorised Service Provider of HRMS Software can Bid. The bidder
may supply their own H/W or May partner with any other OEM of
repute. No Consortium Bid is allowed. The bidder or the participant Self- Declaration to be provided on
OEMs should provide Self- Declaration to be have not been letterhead. In case or consortium, proper
blacklisted by any organisation. supporting documents to be enclosed.
6 The bidder should preferably have an established set up
with support of adequate IT staff to support the proposed solution and
implementation. The bidder/OEM should have support center in
Hyderabad and Chennai (if not having presently, should have prior to Details of Support Centers in
start of UAT of the Project Implementation). Bhubaneswar, Hyderabad and Chennai to
be provided.
7
Manufacturer’s Authorization Form to be
The Bidder should be the owner / certified or authorized agent provided in case of authorized agent /
of the solution offered. reseller /partner of the solution offered.
8 Successful Project Completion Certificates
along with Satisfactory testimonial from
The bidder should be engaged in providing and managing such type of Customer to be provided. Satisfactory
solution in India for minimum of 3 years.The bidder should be engaged Testimonial should not be older than 6
in providing and managing proposed solution for atleast 1 year. months from the date of float of RFP.
9
The solution offered should be running successfully in, at least one PSU
/ Schedule Commercial Banks including Regional Rural Bank and Co- Bidder should provide Satisfactory
operative Bank in INDIA or Any State Governement or Central Performance Certificate/Go Live
Government organisation as on 31-03-2018. At least one reference Certificate from at least 1 Client referred
should be there for implementing HRMS system with a user/employee in their proposal.
base of at least 1000+ Users.
10 The bidder should not be involved in any litigation which threatens Self-Declaration to be provided
solvency of the Organisation. on letter head.
11 The proposed solution version should have been assessed for
Vulnerability and penetration tested performed.The audit Certificate
should be prior to the date of issue of RFP.Proposed Software security Relevant 3rd party certificates to
features should be complaint to OWASP top 10 Vulnerabilities. be provided.

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 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).The Proposed solution should be independent of client Self-Declaration to be provided
side JRE / JVM version. on letterhead.
13 Bidder must have domain expertise in HR consulting so as to bring Self-Declaration to be provided
knowledge of global HR best practices in the project. along with the profile.
14 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. Self-Declaration from the OEM.

FUNCTIONAL REQUIREMENTS

INTRODUCTION
There is a need for an extensive Human Resource Management System that will enable
the OGB to process and manage HR related activities centrally. The system should
provide the facilities to support the various processes like payroll and compensation,
time & attendance, performance etc. The system should provide adequate fields and
a proper workflow to support these processes.

General 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:

The bidder should provide response to the below table as “S” – Standard Feature or
“C”- Customization required. In case it is “C” Customization should be done before
POC. In case, if Response is N where the items is marked as MANDATORY, Bidder will
not qualify in Functional part of Technical Evaluation.
Further for evaluation, S will hold Full marks while C will hold half marks. N will hold
zero marks.

Sr No Evaluation Criteria Marks

1 Functional Requirement 938
2 Technical Requirement 193
1131

Bidder's
Mandatory( Response Bidders
ID Requirement Y/N) Marks Total (S/C/N) Remark
Oraganisation Structure
1 Organization Structure Y 21

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 Provision to define organization entities with an
1.1 "Effective From" date. Y 1
1.2 Provision to define Departments. Y 1
Provision to define multiple Department hierarchies
1.3 for an Organization. Y 1
1.4 Provision to define Work Locations. Y 1
1.5 Provision to define Grade Set. Y 1
1.6 Provision to define Grades under a Grade Set. Y 1
1.7 Provision to define pay Scales. Y 1
1.8 Provision to maintain Scales in multiple currencies. Y 1
Provision to Map Scale to various Grade Sets and
1.9 Grades Y 1
1.1 Provision to define Job Levels Y 1
Provision to define Job and map attributes such as
1.11 the Grade Set,Grade, Standard Hours, FLSA pt. Y 1
1.12 Provision to maintain Job Description. Y 1
Provision to Catalog jobs with Job Class, Job Family
1.13 and Job Level. Y 1
1.14 Provision to classify Job as Salaried /Daily wagers. Y 1
Provision to map the competencies required for a
1.15 Job Y 1
Provision to map the Qualifications required for
1.16 various Jobs. Y 1
Provision to define Positions, which would be
1.17 combination of a Department and Job Y 1
Provision to specify the number of Post for a
1.18 Position Y 1
Provision to map the competencies require for
1.19 various position Y 1
Provision to map Qualifications required for various
1.2 Positions Y 1
1.21 Provision to maintain Position Control Y 1
2 Employee Information Y 2
The HRM Software should maintain Employee
Information under two sections: 1. Employee
Personal Information, catering to employee as an
individual and 2. Employment Information, catering
to employee as a part of the organization. Software
2.1 should also cater to Employee Movements Y 2
3 Employee Personal Information 25

The HRM Software should maintain employee

3.1 personal information y 1
Provision to assign a unique employee code and
3.2 create an employee file y 1
3.3 Automatic and manual employee code generation y 1
Provision to maintain different employee types such
3.4 as Contract, Regular etc. y 1
3.5 Workflow for authorization of Employee File. y 1
Provision to create a User login automatically on
3.6 employee file creation y 1

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 3.7 Provision to modify Employee - User login mapping y 1
Provision to maintain basic personal information of
3.8 the employee y 1
3.9 Provision to maintain employee Photographs. y 1
3.1 Maintain unlimited personal information history. y 1
Provision to record the details of Military service of
the employee including specific field assignments
3.11 details y 1
Provision to capture the Employee identification
3.12 information y 1
Provision to capture Disability Information, if any,
3.13 of the Employee y 1
Provision to record Information relating to the
3.14 Qualifications of the employee y 1
Provision to maintain Employee Competency
3.15 Information y 1
Provision for supervisor to assess Employee
3.16 Competency Information y 1
Provision to record Employee Work Experience
3.17 Information y 1
Provision to record the Employee’s Proficiency in
3.18 different languages y 1
Provision to record information on the Hobbies
3.19 pursued by the employee y 1
Provision to Record Information on the References
3.2 supplied by the employee y 1
Provision to generate a snapshot view of Employee
3.21 Personal information y 1
Provision for Employee to request for changes in
Personal Information through Self Service. The user
should be able to request for changes in all the
3.22 above specified areas of personal information y 1
Workflow for authorization/rejection of changes in
3.23 Personal Information y 1
Provision to capture details about company
property issued to an employee (e.g. PC's, mobile
3.24 phones,etc.) y 1
Provision to manage company property assigned to
3.25 employee y 1
4 Employment Information Y 20
The HRM Software should support a template to
map the following employment attributes to an
employee: Business Unit, Regulatory Region,
Department, Work Location, Grade Set, Grade, Job,
4.1 and Position y 1
Provision to maintain multiple assignments for an
4.2 employee y 1

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 Provision to capture the terms and conditions
related to employment Probation period, training
agreements, notices period (while separation) are
some of the information, which should be captured
4.3 as a part of employment terms and conditions y 1
Provision to maintain a supervisor for ach
4.4 assignment y 1
4.5 Provision to maintain matrix reporting relationship y 1
Provision to alert HR on expiry of
4.6 contract/probation period y 1
Provision to make effective dated changes and
4.7 thereby support history maintenance. y 1
4.8 Provision to view employee hierarchy y 1
Employee should be identified with the unique
Employee Code and Assignment number
4.9 combination throughout the HRM Software y 1
Provision to define the competency/competencies
4.1 required for performing the assignment y 1
Provision to define the qualifications required for
4.11 performing the assignment y 1
4.12 Assignments for non-regular employees y 1
Provision for the user to record the reward and
award details of the employee for a particular
4.13 assignment y 1
Facility to record the official membership details of
4.14 the employee y 1
Workflow for authorization of Employment
4.15 information. y 1
Provision to classify the employee as Daily wager in
4.16 case of daily wagers or outsource person y 1
4.17 Provision to classify the employee as salaried y 1
4.18 Provision to classify the employee as FT/PT y 1
Provision to classify the employee as eligible for
4.19 overtime y 1
4.2 Provision for multiple payroll groups y 1
5 Employee Compensation Information y 4
Provision for setting the Base Salary at assignment
5.1 level for an employee y 1
Provision to default a scale associated with the
5.2 employee's grade y 1
Provision for recording Base Salary attributes for
5.3 Non-regular Employees y 1
Provision to maintain history in employee
5.4 compensation information y 1
6 Employee Movements y 11
Provision for promoting an employee within an
6.1 Employment Unit or across Employment Units. y 1
Provision to transfer an employee across
6.2 Employment Units. y 1
Provision to Promote and Transfer an employee
6.3 simultaneously y 1

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 6.4 Provision to terminate/ separate an employee y 1
6.5 Provision to maintain exit interview details y 1
Provision to capture the last date of availability and
6.6 reasons for separation y 1
Provision to mark a terminated/separated employee
6.7 as eligible for re-recruitment y 1
Provision to create checklist for promotion, transfer
6.8 & separation y 1
6.9 Provision for bulk change in reporting relationships. y 1
6.1 Workflow for authorizing Employee movements y 1
Alert the concerned employees on Authorization of
6.11 movements y 1
7 Reports y 18
7.1 Competency Mapping Listing y 2
7.2 Competency Master Listing y 2
7.3 Employee Competency Report y 2
7.4 Employee Directory Report y 2
7.5 Employee ID Due to Expire y 2
7.6 Employee Salary History y 2
7.7 Employee service details y 2
7.8 Exit employee details y 2
7.9 Future Retirements y 2

Payroll and Compensation, Tax deductions and Reporting

1 Payroll y 18
Can we set up different types of Cost components in
the systemEarnings/Allowances (total of +/- 999
different earning types) e.g. Special Area
Allowance, Handicapped Allowance, Qualification
1.1 Allowance,Special pay etc. y 2
Deductions (total of +/- 999 different deduction
1.2 types) y 2
Company Cost (total of +/- 999 different company
1.3 cost types) y 2
Other Cost/Fringe Benefits (total of +/- 999 different
1.4 other cost/fringe benefits types) y 2
Each component has usually its own
rule/requirement/ or autoload (automatic creation).
2 The system can allow for these requirements y 2
The rules per component can be down to field level
and can differ between business units/divisions or
3 job category y 2
The values must be reflected in the current
4 month's reports/GL Interface y 2
Cost components must be linked to the GL Account
5 number. y 2
Provision to provide access to payroll user to
6 employees of specific grade/location y 2
2 Payroll : Import of Data Facility y 4

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 Facility to import bulk payrol l input
documentation from business units, departments
2.1 into the system without manual capturing actions y 2
Provision to map the competencies required for
2.2 various Positions y 2
Payroll : Fast Entry ScreenRequires a fast entry
3 screen for bulk capturing y 4
Bulk capturing of the payroll information from
3.1 employees y 2
The system should verify/check the data capture
(employee number, if the cost component code
3.2 exists, etc.) before saving the data y 2
4 Payroll Withhold of Pay y 4
Facility to with-hold the salary of an employee.
4.1 (The user needs to stop the salary of an employee y 2
Could the salary be withheld at the last moment
4.2 before the final run is activated? y 2
5 Payroll : On-Screen Pay Slip Results y 12
Individual Salary Slips - View salary payslip
5.1 results on the screen without printing a payslip. y 2
Please specify below payroll pay slip matters.
5.2 Provision to different code types separately i.e. y 2
i Allowances y 2
ii Deductions y 2
iii Leave Balance y 2
iv Other Cost y 2
6 Payroll : Salary Structuring y 6
Facility to provide different salary structures like
6.1 : y
6.1.1 Cost to company (CTC) 2
6.2 Normal Pay. y
i Can the system handle different salary y 2
structure Branch/Controlling Office/Head Office
wise Salary (Basic Pay, Dearness Allowance, Other
ii Allowances/Other components of salary) y 2
7 Payroll : Retro, Arrears Calculations y 12
Does the system allow the user to correct the
input in the pay month where it was incorrectly
7.1 calculated/ paid? y 2
Does the system allow the user to "retro calc" an
7.2 employee's payroll result where company y 2
Does the system auto re-calculate all impliction on
7.3 the retro transaction y 2
Original GL Interface amounts not to be changed by
7.4 the retro but included in the current pay month y 2
7.5 The system to provide retro reports y 2
Retro Payments/deductions to be reflected on final
7.6 pay payslip of the new pay per month y 2
Payroll : Split of Payroll Cost into Different
8 Branches y 2

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 Does the system allow for the splitting of payroll
cost into different branches?E.g. the work of
overtime if any may be at Defined from separate GL
8.1 or same GL y 2
9 Payroll : Payment after Termination Date y 4
Does the system has flexibility to take the
outstanding payments/allowances after the
9.1 employee termination take place y 2
Can the values reflected in the current month's
9.2 reports/GL Interface? y 2
10 Payroll : Payment of Net Pay Salaries y 8
Can the system make payments via EFT for net
10.1 salaries y 2
Does the system allow the user to create a bank file
which can be used for the net pay distributions,
Should have provision to integrate with Bank’s CBS
10.2 System y 2
Can the system indicate which employees are
10.3 paid by cheque or cash y 2
Can payment be made into more than one bank
account if the employee needs to split his / her net
10.4 pay amount? y 2
11 Tax deductions/calculations y 6
To allow the employees to calculate the "what if"
11.1 scenarios on individual level y 2
the system should allow the employee to calculate
11.2 tax results without running payroll runs 2
Is functionality in the system available to calculate
11.3 the income tax of an employee y 2
12 Tax Declarations y 4
12.1 Provision to declare employee investment y 2
12.2 Provision to submit tax proofs online y 2
13 Payroll : Time and Attendance System y 2
Can the system interface with Time and Attendance
13.1 System y 2
14 Payroll : Pay Slip y 8
14.1 Can the system generate electronic Pay Slips y 2
If so, can the pay slips be distributed via employee
14.2 self-service/the Emailing system y 2
Do you have flexibility in the system to provide a
detail breakdown of the amounts being deducted
for separate garnishees, insurances, etc. (to reflect
reference numbers next to the deduction) in
14.3 the pay-slip y 2
14.4 Payslip layout is flexible y 2
15 Payroll : Integration with Financial System y 8
Can the system interface to the General Ledger
15.1 system? y 2
A nominal ledger code can be allocated against
15.2 each expense code? y 2

14
 The cost of an employee can then be split over more
than one cost center at a ratio/percentage that
15.3 you have defined y 2
Ability to split the cost of an employee over more
than one cost center automatically based on the
number of days worked/gross pay at each cost
15.4 center or business unit y 2
16 Superannuation Benefits y 12
The system should support all processes related to
superannuation and retirement. The broad
16.1 provisions required are: y 2
16.2 Gratuity y 2
16.3 Leave Encashment y 2
16.4 Provident Fund Accumulation y 2
16.5 GSLI Accumulation y 2
16.6 Pension Payment y 2
17 Payroll : Company Loans Y 46
The system should have provision for
administering the staff loans and their
recovery/monthly instalments therein.The
17.1 following main type of loans is to be covered
i Housing y 2
ii Conveyance y 2
iii PCL y 2
iv Education y 2
v Bridging Loan y 2
vi Festival Advance y 2
vii Staff Overdraft y 2
Does the system has loan module and can provides
17.2 below types of loans: y 2
i Interest Free loans
i The user to record the capital amount y 2
ii Record the date of the loan y 2
a Interest prime rate % or y 2
b Interest other rate % y 2
c Record the repayment amount y 2
To have a reference field or comments field for
d general comments y 2
ii Interest Bearing loans
17.1 The user to record the capital amount y 2
17.2 Record the date of the loan y 2
17.3 Record the repayment amount y 2
To have a reference field or comments field for
17.4 general comments y 2
To reflect the interest separately for general
17.5 ledger purposes. y 2
17.6 The system to carry balances of the loans y 2
17.7 The system to calculate tax implications y 2
The system to allow for the change of loan
17.8 instalments on employee choice y 2

15
 Usually with bonus payments, the employee
17.9 wants to pay more towards the loan y 2
Group Loan Insurance, (Premium payment of
18 Staff) y 2 2
19 GSLI Premium y 2 2
20 Loan Instalment recovery y 2 2
21 Prmotion y 6
Does the system have facility to initiate Promotion
21.1 process and managing Promotion Process y 2
Does the system has provision for maintaining scale
21.2 wise data from applicable date? y 2
Does the system has provision to accommodate any
21.3 change as required by bank time to time y 2
22 Increment y 2
Does the System have provision for special
22.1 increments as per the guidelines of IBA time to time y 1
schedule increment in a future date.Does the
22.2 system has provision to y 1
23 Wage Revision y 2 2
24 Arrears Calculation y 2 2
25 Contributory provident fund y 2 2
26 Leave :Link to Payroll y 10
Does the system allow the pulling of leave data
26.1 through to the salary detail tables automatically y 2
Does the system capture and credit leave annually
automatically and consider below leave related
26.2 scenarios for the payroll processing :
26.1. Management of Extra-ordinary Leave,Loss of pay,
1 Leave encashment y 2
26.1.
2 Resignations - Leave pay y 2
26.1.
3 Maternity leave y 2
Does the Pay slip quote all unpaid leave (Minus
26.3 amount and days)? y 2
27 Reports y 48
27.1 Report on Payroll Exceptions y 2
27.2 Report on Payroll-Allowance/ Deduction y 2
27.3 Report on Processed Arrears Listing y 2
27.4 Report on New Joiners Payroll Listing y 2
27.5 Report on Payroll Summary – Employee wise y 2
Report on Payroll Summary –
27.6 Departmentwise y 2
27.7 Report on Payroll Summary – Overall y 2
27.8 Report on Attendance y 2
27.9 Report onPayslip y 2
27.1 Reports on YTD Employee earning y 2
27.11 Reports on exit employee pending claims y 2
27.12 Reports on Payment Reconcillation y 2
27.13 IT Form 16 y 2

16
27.14 IT Form 16AA y 2
27.15 IT Form 12BA y 2
27.16 PF Form 5 y 2
27.17 PF Form 10 y 2
27.18 PF Form 3A y 2
27.19 PF Form 6A y 2
27.2 PF PF Form Challan y 2
27.21 PF-Form 12A y 2
27.22 PT-FORM 5 y 2
27.23 PT-Form 5A y 2
27.24 PF Summary Reports y 2
Claims & Reimbursement y 12
1 Provision to create any number of claim items y 2
2 Provision to group items y 2
3 Provision to specify the limit for each claim item y 2
4 Provision to capture dependent details y 2
5 Provision to pay-out claims through payroll y 2
Provision to route the claim request
6 tosingle/multiple levelsof authorization y 2
7 Reports y 4
7.1 Report on Reimbursement Claim summary y 2
7.2 Report on Reimbursement expediture y 2
Time Management y 40
Can the system set-up below leave type’s rules
1 with the relevant payment requirements for them?
1.1 Casual Leave y 2
1.2 Earned/Privilege leave y 2
1.3 Additional Sick Leave y 2
1.4 Medical/Un-availed casual leave y 2
1.5 Extra Ordinary leave y 2
1.4 Maternity leave y 2
1.5 Paternity & Extraordinary leave y 2
1.6 LFC or Leave encashment
1.7 Special leave y 2
1.8 Loss of Pay y 2
Provision to define calendar based and non-calendar
2 based leave types y 2
Provision to define Entitlement, Posting availment),
Carry forward and encashment rules/conditions for
3 each leae types y 2
Entitle employee with leave units for each
4 Calender y 2
Provision for employee to apply leave once
5 entitlement is done y 2
6 Provision for availing session based leave y 2
Complete integration with time management
7 schedules y 2
8 Self-service provision for leave enhancement y 2
Provision for leave adjustment and leave
9 regularisation y 2

17
 10 Configure workflow based on conditions y 2
11 Provision to handle leave adjustment y 2
12 Provision to handle leave regularization y 2
13 Leave :Employee Termination (Procedure y 6
System should automatically shows "Nil" leave
13.1 balance when employees are terminated y 2
Can the system automatically calculatethe values
13.2 when employees are termoinated? y 2
Pay the employee the leave balance value in the
13.3 Payroll module of the system? y 2
14 Leave :Fast Entry Screen y 4
System should have fast entry screen for bulk
14.1 capturing of leave forms from the employees. y 2
The system should verify/check the data
capture(employee number, for overlapping
dates, is the "from date" not after the "to date"
14.2 field, etc.) before saving the data y 2
15 Leave : Public Holidays y 4
The system must cater for all the different public
15.1 holidays in year calendar y 2
Where the leave rules exclude public holidays in
the taken total, the system should calculate the
15.2 totals correctly. y 2
16 Leave :Leave Management reports y 10
16.1 Leave taken reports y 2
Full leave management report by individual
16.2 Employee (full history) y 2
16.3 Leave/sick balances y 2
16.4 Monday/Friday absence report y 2
16.5 Leave Liability (provision) report y 2
17 Leave : Profile Specific Absence Requirements y 26
Absence can be viewed on a calendared
17.1 display y 2
User can define absence types e.g. accident at
17.2 work, long term illness etc. y 2
System will automatically note request for a doctors
17.3 certificate beyond Bank policy y 2
System informs relevant personnel if key person is
17.4 absent y 2
Does the self-service inform the manager if the
17.5 employee applies for leave? y 2
System can advise when an employee moves from
17.6 paid to unpaid leave. y 2
17.7 System can record projected start and end dates y 2
17.8 System can record actual start and end date y 2
17.9 System can record reason for leave y 2
System can record if leave is paid, unpaid, or
17.1 partially paid. y 2
17.11 System can record the amount of leave accrued. y 2
17.12 System can record leave entitlements. y 2

18
17.13 System can record leave taken. y 2
18 Attendance y 8
The system should have the feasibility of being
integrated with RFID/Biometric based attendance
18.1 systems as and when deployed by the Bank y 2
18.2 Provision to schedule shifts y 2
18.3 Provision to view employee wise schedule y 2
Provision to link employee schedule with leave and
18.4 training process y 2
Performance Appraisal y 14
Provision to set objectives at organizational &
1 employee level y 2
2 Provision to map multiple appraisers to employee y 2
3 Provision to do self- appraisal online y 2
4 Provision to record appraisal rating online y 2
Provision to record recommendations or reporting
5 authority and record of training needs if any y 2
6 Provision for marks or ratings by the final authority y 2
7 Provision to normalize or appeal appraisal rating y 2
8 Reports y 22
8.1 Report on Appraisal Form y 2
8.2 Report on Appraisal Exception y 2
8.3 Report on Consolidated Appraisal y 2
8.4 Report on Employee Appraisal Status y 2
8.5 Report on Employee Appraisal Rating details y 2
8.6 Appraisers Recommendation y 2
8.7 Property Declaration Reports y 2
Option for Managers to pull out reports of their
8.8 respective team y 2
8.9 Training Attended Report - Employee wise y 2
8.1 Training Requirements Report - Employee wise y 2
8.11 KRA Score Evaluation Report y 2
Administration (Benefits)
The system should also have provision for
recording, maintaining and administering any
additional benefits that are currently available in
1 the organization. The main benefits available are: y 30
1.1 Medical Aid y 2
1.2 Overtime/Closing Allowance y 2
1.3 Medical Claims y 2
1.4 Conveyance Allowance/Fuel Charges y 2
1.5 avelling Allowance y 2
1.6 LFC Claims y 2
1.7 Festival Advance y 2
1.8 Telephone / Mobile charges y 2
1.9 Facility for News Paper Reimbursement y 2
1.1 Facility for Furniture fixture / Flat allotment y 2
Provision of separate account for rent cheque issue (
1.11 monthly payments) y 2

19
 1.12 Facility for issuing ID Cards to staff y 2
1.13 Facility for access control cards y 2
1.14 Facility for Home & Dormitory y 2
Report of employees on completion of 25 yrs of
1.15 service y 2
LFC Management y 40
2.1 Facility to apply online for LFC by the employees y 2
Support online approval for LFC by concerned
2.2 authority y 2
Support LFC cancellation, extension, postponement
2.3 etc y 2
Ability to facilitate actual LFC type within a given
2.4 period of years y 2
Ability to sanction Encashment of LFC instead of
availing it by actually traveling as provided in the
2.5 settlement y 2
Ability to maintain air/railway/transport rates with
2.6 respect to distance covered y 2
Sanctioning the LFC HA/TA based on the entitlement
being arrived from the approved distance for
different cadre by parameterising the eligible
2.7 distance y 2
Sanction of advance against the LFC application and
2.8 generation of vouchers and accounting entries y 2
Processing the calculation of final LFC bill as per the
eligibility and payment of amount if the advance
availed is less and recovery in case of advance
2.9 availed is more y 2
Generation of reminder letters if LFC,Final bill is not
2.1 submitted within the prescribed time y 2
Payment of local conveyance charges to the award
2.11 staff as per LFC eligibility y 2
Follow up of outstanding suspense entries with staff
2.11 members – Letter generation y 2
Passing of all accounting entries, generation of
vouchers and maintenance of all relevant
2.13 registers y 2
2.14 Generation of all relevant reports and MIS Reports y 2
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
2.15 accepted y 2
2.16 Bill payment in part amount should be possible y 2
Entry should be adjusted or be recovered if LFC
Claimed in advance should be cancelled due to
2.17 any reason y 2
2.18 Facility of extending the LFC block y 2
Authorization from respective department is done
2.19 online y 2
Modification of entries is possible through officer
2.2 and above cadre y 2
Training

20
 1 Course Master y 6
1.1 Define Course y 1
1.2 Group course into module and Program y 1
1.3 Define minimum and maximum trainees y 1
Maintain Feedback parameters specific to each
1.4 course y 1
1.5 Maintain list of qualified trainers y 1
Maintain evaluation and post training evaluation
1.6 setup y 1
2 Course Scheduling: y 31
2.1 courses y 1
The minimum/maximum course numbers per course
2.2 details y 1
2.3 venues y 1
2.4 faculty y 1
2.5 sessions y 1
2.6 The system should assist the user with : y
2.7 Course Bookings: y 1
2.8 Cancellation y 1
2.9 Waiting list y 1
2.1 The system should assist the user with : y
2.11 Course completion y 1
2.12 results y 1
Assessments (immediate and posttraining after 'x'
2.13 number of days y 1
2.14 Generation of Certificates y 1
2.15 Update employee records y 1
The system must allow the user to record internally
2.16 and externally training courses. y
2.17 Internal Courses(name y 1
2.18 External Courses(name) y 1
2.19 Cost of Courses y 1
2.2 Date of course y 1
2.21 Be able to store exam results per course taken y 1
Be able to view availability of resources
2.22 (tutors/Assessors/facilities) y 1
Is the system able to store and maintain information
on training service providers be able to group
2.23 according to courses offered y 1
Can the system store feedback (faculty and trainee)
2.24 on the courses run? y 1
Keep track which mandatory training courses are
2.25 available for certain job categories y 1
The system should cater for a training budget
2.26 whereby it can be maintained and reported y 1
Can the system provide a total course training cost
2.27 based on various costing factors for example: y 1
2.28 Venue cost y 1
2.29 Course cost y 1
2.3 resource cost y 1

21
 2.31 Direct or indirect cost y 1
Can the training cost be allocated to the
2.32 appropriated cost centre? y 1
Can the system accommodate the on- line
registration of employees and produce automatic e-
2.33 mail authorizations?(workflow) y 1
Does the system cater for the automatic sending of
2.34 confirmation notification?(workflow) y 1
3 Reports y 18
3.1 Report on Course Cost Expenses Head y 1
3.2 Report on Course Cost Summary y 1
3.3 Report on Employee Absent y 1
3.4 Report on Individual Staff Training History y 1
3.5 Report on Internal Faculty y 1
Report on Staff Attended One Training Program
3.6 Each Financial Year y 1
3.7 Report on Training Plan y 1
Report on Training Program Attendance summary
3.8 details y 1
3.9 Report on Training Schedule for a Period y 1
3.1 Report on Training Summary (Budget Vs Actuals y 1
3.11 Report on Training Summary - Staff Wise y 1
3.12 Report on Course Participants y 1
3.13 Report on Training Details y 1
3.14 Report on Training Imparted to Employee y 1
3.15 Monthly Training Hour Report y 1
3.16 Monthly Accrual Report y 1
3.17 Monthly Training Activity Report y 1
3.18 Monthly Report – Training cost incurred per month y 1
Recruitment
1 Recruitment y 38 108
1.01 Provision to raise recruit request against a position. y 2
1.02 Workflow to approve/reject the recruit request. y 2
Provision to assign recruiter for every recruit
1.03 request to manage the recruit process. y 2
Provision for vacancy allocation (for ex-service men,
1.04 handicapped etc). y 2
1.05 Provision to maintain Sourcing agencies master y 2
Provision to assign applicant sources
1.06 (internal/external) to recruit request. y 2
1.07 Mark the recruit request for internal applicants y 2
Provision to maintain profile of the employees of
1.08 bank y 2
1.09 Provision to record salary fitment. y 2
1.1 Provision to record joining details y 2
Transfer of resume information to employee
1.11 database on applicant joining. y 2
Ability to transfer the salary fitment details to
1.12 employee compensation information y 2

22
 1.13 Sending mass emails from the system y 2
1.14 Appointment Letter Tracker y 2
1.15 Offer Letter Preparation y 2
Mechnism to upload the candidate profile details as
1.16 per IBPS data format y 2
1.17 Scanning/Uploading of Personal documents y 2
Review of Confirmation Status & Preparation of
1.18 Confirmation Letters 2
Provision to capture the indeminity Bond if any
1.19 during Joining. 2
2 Reports y 20
2.01 Uploading MIS reports y 2
2.02 Weekly Recruitment Report y 2
2.03 Monthly Recruitment Report y 2
2.04 Manager Wise Report y 2
2.05 Regional Office Wise Report y 2
2.06 Branch Wise Report y 2
2.07 Monthly Joining Details y 2
2.08 Internal Job Postings Reports y 2
2.09 Reward & Recognition Nominations y 2
2.1 Background Check Report of new Joinies y 2
Relationship/ Disciplinary Proceedings y 30
The system should allow the user to record
1 information related to:
i Grievances y 1
ii Disciplinary actions y 1
Can the employee record their grievance through
2 self-service? y 1
Can the system maintain Grievance type such as
Facilities, Working Environment, Salary pay-out
3 etc y 1
Can the administrator assign a employee to address
4 a particular grievance type? y 1
Can the system perform automatic routing of the
5 grievances to the corresponding administrator? y 1
Can routing of grievance to another employee for
6 redressal be possible? y 1
Can the system record the observations made by
7 senior employees? y 1
Can the system support maintenance records of
8 disciplinary actions taken against employees? y 1
9 Where lost time due to accidents can be recorded? y 1
Generation of Attendance Report in the required
10 format y 1
Leave Schemes to be included as per OPI leave
11 policy and requirement y 1
12 Updation of Leave records y 1
13 PCH & Comp Off Report from HRIS y 1
14 Linking Attendance & Leave to generate payroll data y 1

23
 Linking of Log Data & Swipe data to generate
15 attendance y 1
16 Attendance Regularisation y 1
Auto Debit of leave in case of leave taken without
applying/ LOP to be calculated on unauthorised
17 leave y 1
18 Updation of Mediclaim for Employees & dependants y 1
19 Mediclaim - Inclusion & Deletion List y 1
20 Parents Premium Recovery List y 1
21 Updating the Resignation & Absconding details y 1
22 Separation Clearance Form y 1
23 Exit Interview Form y 1
Issuing of Experience Service Certificate & Relieving
24 Letter y 1
25 Updation of Employee Database y 1
26 Calculation of Leave Encashment & Recovery if any y 1
27 Submission of Settlements to Accounts y 1
28 Sending the Final Settlement to Ex- Employees y 1
29 Maintenance of Ex-employee documents y 1
30 Reports y 24
30.1 Report on Grievance y 1
30.2 Report on Grievance Response y 1
30.3 Report on Grievance Status y 1
30.4 Report on Grievance Resolution y 1
30.5 Report on Grievance Legal Action details y 1
30.6 Report on Grievance Status Details y 1
30.7 Report on Disciplinary action details y 1
30.8 Report on Disciplinary action status y 1
30.9 Report on Disciplinary action activity details y 1
30.1 Daily, Monthly, Yearly Attendance report y 1
30.11 Project Wise Attendance Reports y 1
30.12 Leave Balance Report for different leave types y 1
30.13 LOP Report for Payroll y 1
30.14 Absentee Report y 1
30.15 Mediclaim Nomination Report with details y 1
30.16 Headcount Report - Location Wise y 1
30.17 Attrition Report - Location Wise y 1
30.18 Various Employee Details Report y 1
30.19 Resignation list y 1
30.2 Exit Analysis Report y 1
30.21 Daily Headcount Report y 1
30.22 Anniversary List - Birthdays & Tenure y 1
30.23 Department/Project wise Headcount Report y 1
Any other Report as may be specified by the bank
30.24 before UAT y 1
Following list of functionalities mentioned in the below table has Limited
weightage:
1 Manpower and Salary Planning 14
Provision to define flexible manpower planning
1.01 period. 1

24
 Ability to maintain any number of versions of
1.02 manpower and salary plan. 1
Provision to perform manpower plan at any level.
(Bank, Regional Office,Department wise, Branch
1.03 etc). 1
Does the system has provision to maintain CC-
1.04 Accounts at branch level based on area 1
Does the system has provision for consideration
1.05 Loss of pay during salary calculation 1
There should be provision to integrate the CBS for
1.06 the salary or any other payment to the employee 1
There should be provision to adjust Staff Loan
1.07 instalments during calculation of Salary 1
There should be provision to disburse Staff loan
directly to the account through CBS.The EMI debited
should be credited to the respective Loan account
1.08 directly 1
Declaration of annual income should be there.
Monthly tax deduction provision should be there as
1.09 per the mandate from the employee 1
Any point of time, the Recruitment head can get
an updated view of the existing status of
Manpower in any department; and the number
of new recruits that are required at Branch
1.1 level, and at Department level 1
The system will have the facility to get a view of
the existing headcount available at the
department/job level. The concerned department
head can login through the Employee Self
Service, and view the existing status of the
1.11 manpower available. 1
On the basis of the existing headcount, the
concerned heads will be able to decide on the
projected manpower for department, and can
also calculate projected cost based on the
1.12 manpower cost calculator available in the system 1
After the manpower requirements forecast and the
associated budget is prepared and submitted by
the concerned Department head, it will move
1.13 through system workflow to the HR department. 1
The HR Department will get the consolidated
manpower requirements and the associated
budgets as prepared by the concerned heads.
The system should facilitate this
1.14 consolidation process. 1
2 Travel Planning 8
Facility for Online application seeking approval by
2.01 the employee for official work 1
Facility to provide online sanction by the authority.
Generation of sanction number for tracking
2.02 subsequent activities 1

25
 Facility to seek permission from competent
authority to travel by a mode of travel other
2.03 than permitted one 1
Online application facility to seektravel advance
2.04 based on sanction number 1
Online sanction of travel advance by concerned
2.05 official 1
Provision to process the Claim with all validations
and classifying the claim under different category
viz., on duty claim, cash remittance claim, LFC
claim, Transfer claim etc., with further break up
as to Transportation expenses, Lodging
2.06 Expenses, Boarding Expenses and other expenses 1
Facility to adjust the advance (after filing the claim
and sanctioning the same by the concerned
official) through the employee’s account and
passing necessary entries to the employee’s
account and passing necessary entries in the
2.07 books of accounts 1
On full adjustment of advance, sanction number
2.08 must be closed 1
3 Reports 10
3.01 Vacancy Report 2
3.02 Salary Planning Report 2
3.03 Manpower Planning Report 2
3.04 Travel Itinerary Report 2
3.05 Travel Expense Report 2
1 Workflow 70
Provide security to control workflow process of
1.1 different functions to different users. 5
Provision to Set Authorization Option for every task
1.2 (Ex: Request for recruit). 5
Support authorization options such as No
Authorization, Single and Multiple levels of
1.3 authorization 5
1.4 Provision to define document routing path. 5
1.5 Provision to define multiple steps in each path 5
1.6 Provision to define complex workflow path 5
1.7 Provision to enable notification message 5
1.8 Ability to maintain user profile. 5
1.9 Provision to configure alerts. 5
1.1 Provision to maintain "To Do" list for managers 5
1.11 Provision to define and edit messages 5
Provision to maintain employee email id
1.12 information 5
1.13 Provision to define workflow escalations 5
Workflow engine should be open for interface
1.14 with exchange servers. 5
2 Self service 25
Provision for managerial users to see the
2.1 applications pending for authorization in single shot 5

26
 2.2 Provision to view workflow alerts and message 5
Provision for users to define alternate users for a
2.3 particular period. 5
2.4 Provision for users to re-route the document 5
2.5 Provision for users to view the status of application 5
3 Security 40
Provides Access level security (Function [screen] and
Role [workgroup] levels).Ability to define user’s
3.1 access rights at the function level and at a role level. 5
Support complex scenarios in granting
permissiontoaccessemployee data.(Combination of
3.2 various factors) 5
3.3 Ability to maintain exception list at user level 5
3.4 Provision to maintain security group. 5
3.5 Provision to grant group level permission. 5
Provision to grant permission for Login- Role
3.6 Combination. 5
Provision to grant permission to access employee
data for a particular function (such as Career
3.7 Planning). 5
3.8 Provision to set Read, Read-Write permission 5
4 Ad-hoc report builder 20
4.1 Provision to build ad-hoc reports. 5
4.2 Multiple level of data drill down ability. 5
4.3 Easily uploadable to excel. 5
4.4 Provision to view graphical charts. 5
Quick Codes: Quick Codes aid the process of
parameterization, in as much they ensure a finite
set of outcomes to an action. In some instances,
they are system defined and maintained. In some
instances, the user may add or even create new
5 ones 25
The system should carry the pre-defined
parameters, parameters upon which the system
code and site specific business rules would know
to operate. The system should limit prohibit user
intervention in form of alteration/augmentation
as such an act would be tantamount to the
alteration of what is broadly accepted as ground
5.1 rules in the HR Function 5
5.2 Employee Transfers and Movements
Does the system has provisions for request for
5.2.1 transfer from employee y 2
Does the system has date wise deputed branch
5.2.2 details y 2
Does the system has provision for active directory
5.2.3 system integreation y 1

27
 The system should carry the pre-defined
parameters, allow for user defined
parameterization upon which site specific
business rules may know to operate. These
parameters should be extensible as a
consequence of user preference, in transactions
5.3 such as: 5
5.3.1 Termination 5
5.3.2 User Defined Fields 5

Technical Features 172

Software should run on MS SQL(Marks- 2)/My SQL
1 (Marks-3 ) /Orcale Database 5
2 Webserver IIS 6.0 or equivalent 5
3 Software should run in 3 Tier Architecture. 10
Solution should be easily deployable over the web
and flexible enough to support Microsoft Internet
4 Explorer 10
The 3 tier architecture should be capable of
5 existing in 1/2/3 separate physical servers. 10
The HRM Software should be committed to
7 Distributed Component Architecture strategies. 10
HRM software should work with Crystal Reports
8 writer 7
The system should provide the users a tool to easily
query data and create reports including pie and bar
9 charts. 5
HRM Software should support a Workflow
engine through which requests can be routed.
Requests can be tracked by the “Status” of the
10 request set in various levels. 10
Standard Look and Feel Approach The application
provides a standard look and feel approach
11 through all the screens and functions 5
HRM Software should support CSS (Cascading
Style Sheet) based user interface. Style sheet
parameters can be changed to change the look
12 and feel of the application’s user interface. 5
System should be XML-enabled so as to allow 3rd
13 parties to easily interpret data streams 5
HRM Software should support an interface utility
14 for supporting interface with third party software 5
Ability to set session time-out applicable for all
15 users. 5
Provision for access Time Restriction. A mechanism
to restrict the system access for predefined
16 times and dates. 5
Should provide Master Data Upload Formats to help
its customers prepare their legacy data for
17 upload into software. 5

28
 Single database instance fully integrated with all
modules of your software, i.e. single point of
18 entry for all data such as address change. 5
19 Logon functionality 5
Password expiry functionality. Defining an expiry
20 period on users’ passwords 5
Change Password mechanism Providing end users
with the ability to change their passwords on
21 their demand 5
Password Confidentiality – Ensuring the protection
22 and encryptionof password 5
Software should be capable of supporting
23 LDAP/ADS Interface 5
24 Centralized data management 5
Customization of Bank’s HRMS workflow and
25 processes as per Banks policy 5
26 Graphical User Interface-based 5
Highly parameterisable Front end-
parameterization required. Back- end/code
27 change parameterization is not desirable 5
The application should be deployable centrally
without any requirement of a Client. It should be
28 accessible on all the standard browsers 5
29 Modular SOA compliant 10
Other Activities
1 Data Migration 10
Migrating the data available in the existing/legacy
system to answer queries arising on the
1.1 transactions at a later date 5
Integrating the data available in the in-house legacy
1.2 system 5
2 Interface 11
CBS - The proposed system should be capable of
having seamless interface with the Core
Banking Solution (Finacle) deployed at the Bank.
The system should support calculation and
crediting of salaries, claims etc. The system
should also support the deductions of P/F and
Loans and its integration with Finacle therein. All
the financial transactions will need to be
2.1 pushed from the system onto Finacle 6
MIS/ADF - The system should keep a provision of
future expandability for generation of data as
per pre-defined format for Banks MIS and
2.2 ADF requirements. 5

All Bidders will be asked for product features demonstration. Product demonstration
carries separate weightage.

29
Hardware and Software requirements

The bidder shall have to provide the hardware and any other middle ware required for
functioning of the system. The cost of the Hardware and software will be taken for
evaluation of the L1.

 The Bidder is required to size for adequate hardware based on the volumes for the
Solution covering the integrated HRMS solution
 The software should be provided in proprietary model. Bank can request for change
request (within existing module) unlimited times as per the Bank’s requirement
anytime during the project duration. Any number of CR for the modification in the
existing module will be Free of Cost. In case of any addition of new module which is
completely different from any of the existing modules will be considered on
chargeable basis at a rate mutually decided by both the parties. The rate per man-
Hour need to be given by the Vendor. The Cost of man Hour will be multiplied with
1000 for evaluation of L1. 1000 is not a projected Man hour for the project life. It is just
a random weight applied to compare the cost. The examples of Modules are :
Recruitment, Leave, Salary / Payroll, Employee Movement, Super annuation,
Increment, tax declaration, Training, Reimbursement, Employee self-service,
Employee Loan and EMI management, and Corresponding Reports in each module
etc.
 System should be sized to ensure that 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 indexed
archived and will be retained offline. The Bidder is required to provide appropriate
interface for quick retrieval of data from the archives as and when required without
any intervention by the bidder once the system goes live. Data archival must be an
automated process based on certain business rules which will be shared with the
successful bidder and data retrieval system needs to be user friendly on demand
system without the intervention of the Bidder once the system is online.
 The hardware technology proposed for the Solution should be of enterprise class,
best of the breed, latest, tested and stable release of OEM vendor and based on the
latest platform enabling technology. Supply of Hardware is in scope of project. The
Hardware Supplied should be in the 4th quadrant of the Gartner's Report. HRMS
system should have provision for integration with Biometric devices.
o The HRMS Software should have provision for integration with Biometric devices for
Attendance or authentication. Bidder also need to arrange for the Taps for the
Backup of the Software as per requirement.
 The vertical scalability available within the server hardware proposed for the Solution
should be at least minimum 20% to accommodate additional CPUs, Memory
(including cache) over and above the terminal year sizing requirements.
 The Bidder needs to size, design, procure, commission and maintain the hardware
and related software for all the applications for the period of contract required as
per the RFP. The projected number of user of the Bank is 3500 with a variation of 20%.
o Bidder need to have support center at Hyderabad and Chennai (if not having
presently, should have prior to start of UAT of the Project Implementation). Bidder
need to provide support as and when required as per the SLA Clause. One staff with
sufficient technical and business knowledge of HRMS system need to be provided at

30
 Bank’s Head office, Bhubaneswar, who would support onsite within the service
window mentioned in the RFP from 10 AM to7 PM. But Support in the Data center and
DR should be available as per the SLA.
o The bidder should preferably have an established set up with support of adequate IT
staff to support the Hyderabad and Chennai to be proposed solution and
implementation (if not having presently, should have prior to start of UAT of the
Project Implementation).Bidder need to Provide one technical support staff having
complete knowledge of the Product at HO, Odisha Gramya Bank , Bhubaneswar
throughout the Project duration.
o The HRMS system should be able to run within a bandwidth of 32Kbps without
affecting normal Banking operations
o The bidder should provide log shifting mechanism for taking daily data
synchronization between DC and DR. DB back up will be taken on monthly basis.
Application server backup will be taken before and after in case of any changes in
application or in version. For physical backup required tape should be given by the
bidder, Bank will only provide the storage server for the Taps, however Bank will not
provide any storage space. Bidder should connect the server to SAN switch using
fiber.
o If the OS of the server is HP UNIX or Windows, bidder can directly connect TAP to the
Bank backup server and take physical backup. In case, OS of the server is other than
HP UNIX and Windows, bidder need to avail license to connect to back-up engine
server of the Bank. In all cases bidder has to provide backup client software and
license.

 The hardware proposed has to be sized as per the below concurrency requirements

# Area Factor Minimum sizing and support

Concurrenc
1 y Average Concurrency Minimum 300 users at any
point of time

Peak Concurrency 10 % of total users at any

point of time
Standard report
2 Report generation 50 reports per hour

generation Ad hoc report generation 20 reports per hour

Salary slip generation
and 500 reports per hour
printing

Note: The Bidder has to size the solution for peak periods of concurrency and report
generation

 The design should be such that the minimum availability requirements as specified in
the SLA section of the tender are met. The integrated HRMS Application should be
designed for Active-Passive and the Database should be sized for Active-Passive
cluster based on the proposed HRMS application design.
 The Bidder is expected to size Hardware for the Solution based on the information
provided in the section 3 – About the Bank of this RFP for implementing the solution for

31
 the employees. The sizing should be scalable to support the terminal year
requirements of branches and employees over the tenure of the Contract. At any
point in time during the contract period, for these locations, the utilization levels of
following should not exceed beyond the limits mentioned below.
Processor – 40% to 45%
Memory/RAM – 50% to 60%
Hard Disk/Storage - 60 % to 70 %
 In case the above requirement is not met, additional hardware and related software
would have to be provided by the Bidder at no further cost, within two weeks of
crossing the threshold(s).
 The hardware sized should be scalable and fault tolerant. All the components within
the server should be hot swappable or pluggable and should incur no downtime
due to component failure.

Note: The Bidder is responsible to arrive at the sizing independently. The Bank is not
responsible for any assumption made by the Bidder with respect to the sizing. In the event
the sizing quoted by the Bidder does not meet the performance / service levels of the Bank
the Bidder will at their cost carry out the necessary upgrades / replacements. The Bank will
not pay any additional amount during the period of the contract

Software Licenses

The Bidder has to ensure that all necessary licenses that are required for this RFP are
procured and installed at the DC and DRC and other relevant locations of the Bank. The
Bank will not be responsible or liable for any infringements or unauthorized use of the
licensed products. In the event of any claims against the Bank for any license related issues,
the Bidder will have to act upon the same and all liabilities and claims whatsoever will have
to be settled by the Bidder.

Further if the Bidder has missed out providing any licenses to the Bank, then the Bank will not
bear any additional amount for procurement of such licenses at a later date. Bidder is
required to consider the ATS of the Solution and related application software for the period
of contract from day one. The Bidder is required to provide perpetual license in nature for
all modules of the Integrated HRMS solution.

Import/Export Data

• Odisha Gramya Bank will provide data in the specified format for legacy data
• Extract data in various formats.
• Import and Export to the archived files.
• Produce reports on all areas of data that can be exported to standard office suites.
• Facilitate the cut-copy-paste function from the application to standard office suites.

The proposed system(s) must support a comprehensive access and authorization

mechanism, including:
• Single sign-on for all system components
• Support for a central authentication scheme
• Ability to define multiple level authorities, comprehensive set of user roles and permission
lists, and flexible segmentation of data
• Ability to manage access to authorized functions based on the roles represented in the
account
• Ability to manage access to different segments of data depending on the role
• Ability to enter ,view and access data through Mobile Devices /Tab

32
Implementation, Testing of Application in Head Office:

The application would be tested and implemented at the Head Office located in
Bhubaneswar. However the application would be accessed by all users over the web. The
testing of the application should be done in terms of Performance (load), Security and
functional testing. All test reports need to be submitted to the department. The security of
the application should be taken special care so that there should not be any hacking or
intrusion from any unauthorized person. For this purpose the application provider would
have to perform the security test through any government authorized Cert-in agency.
The delivery of the Hardware and implementation of software should be completed within
90 days from the date of acceptance of Purchase order.

Warranty and AMC

The contract with the final selected bidder will include a Two year warranty and 3 Years
Comprehensive AMC of the system for a period of five years on completion of warranty
period providing for changes/ updation that would be required for the system due to policy
changes, new product launches. Bidders to provide all updates and upgrades at no extra
charges during the contract period. Support for the proposed solution should be available
throughout the contract period.

Warranty Support:
The Agency/Firm/Company should provide warranty support for 24 months from the
date of “Go live”. This support period will include all bug fixes and software
upgrades. It should provide 60 months of support on-site as well as remote support.
The service window for onsite support is for 12 hours (from 8 am to 8 pm) on all
working days. On holidays there should be remote and on-phone support available.
The selected tendering Firm/Agency/Company shall also provide the name and
mobile number of a key person, who can be contacted at any time, even beyond
the office hours and on holidays. The person should be capable to understand the
software and their troubleshooting and making arrangement for taking appropriate
measures for restoring/resume the software services at the earliest to Odisha Gramya
Bank, Bhubaneswar. All the service conditions as applicable for Warranty period
should be same during the comprehensive AMC period. Any fault with the Hardware
or software need to be replaced within a stipulated time period as mentioned in
SLA.

Annual Maintenance Support:

After the application goes live and all trainings are undertaken the vendor is
required to provide project support to support the application, IT infrastructure and
training. For that purpose a toll free number manned by support personnel needs to
be operated on all office days through office working hours. The toll free number
should be operational from the date of go-live till the end of project support period.
As per the requirement the vendor should take care of all application related issues
and arrange to support on the hardware and networking related components from
the principal vendor. For this purpose at least one full time support executive with
knowledge of application support and Infrastructure support should be deployed at
Head Office during all office working days and office working hours. The vendor
should also be ready to provide any onsite support as per requirement. Application
support would cover any issues related to product support which included release
updates, bug support, database support, patch updates etc.

33
 The support period would be at least three years after warranty period. The warranty
period starts from the date of “go-live”. It could be extended depending upon the
performance of the vendor.

Bidder should provide one support staff at the Head Office, Odisha Gramya Bank for
technical as well as functional support. The support person should have sufficient
technical knowledge to Provide support as per Bank’s requirement. The Support staff
should have sufficient knowledge in Data Base, HRMS software functionality and
knowledge to accommodate the change request raised by the Bank.
If Bank not satisfied with the support staff provided, Bank may ask for replacement of
the staff provided. The same should be provided within 3 Months.
Bank it’s sole discretion may opt out of the support staff for maintenance at any
point of time during the project with a notice period of 30 days. Also the Bank may
opt in for the support staff at any point of time of the project.

Tender Document and Fee

A complete set of tender document can be downloaded from Bank’s website
www.odishabank.in. A non- refundable fee of 10,000/- (Rupees Ten Thousand Only) in the form
of Demand Draft in favour of ODISHA GRAMYA BANK, payable at BHUBANESWAR shall have
to be attached with the bid.

Earnest Money Deposit

The Bidder(s) must submit Earnest Money Deposit of Rs. 500,000/- (Rupees Five Lac Only) in
the form of Demand Draft payable at BHUBANESWAR or Bank Guarantee in favour of ODISHA
GRAMYA BANK shall have to be attached with the bid.
Necessary Exemptions will be allowed , If NSIC certificate issued to the concerned Bidder
validated by NSIC and the Certificate issued complies Bank's Current Procurement
Process/RFP.

Particulars of Job to be undertaken EMD (INR)

SUPPLY/INSTALLATION/CUSTOMIZATION/TRAINING/SUPPORT Rs. 5 Lacs
OF HUMAN RESOURCE MANAGEMENT SYSTEM

Non-submission of Earnest Money Deposit will lead to outright rejection of the Offer. The EMD
of unsuccessful Bidders will be returned to them on completion of the selection process (or
in case bidder is having valid NSIC certificate, EMD will be returned after verification of
Certificate during technical evaluation). The EMD of successful Bidder(s) will be returned on
submission of Performance Bank Guarantee.

The Earnest Money Deposit may be forfeited under the following circumstances:

a) If the Bidder withdraws its bid during the period of bid validity (180 days from the
date of opening of the technical bid).
b) If the Bidder makes any statement or encloses any form which turns out to be false,
incorrect and/or misleading at any time and/or conceals or suppresses material
information; and / or
c) In case of the successful Bidder, if the Bidder fails:
i. To sign the contract in the form and manner to the satisfaction of The Bank.
ii. To furnish performance Bank Guarantee in the form and manner to the
satisfaction of the Bank.

34
PERFORMANCE GUARANTEE
The Bank will require the selected Bidder to provide a Performance Bank Guarantee, within 15
days from the date of acceptance of the order or signing of the contract whichever is earlier, for
a value equivalent to 10% of the order value. Performance Guarantee shall be kept valid till
completion of project or 66 Months with a claim period of 45 days after that. The selected Bidder
shall be responsible for extending the validity date and claim period of the Performance
Guarantee as and when it is due on account of non-completion of the project and warranty
period. In case the selected Bidder fails to submit performance guarantee within the time
stipulated, The Bank, at its discretion, may cancel the order placed on the selected Bidder
without giving any notice. Bank shall invoke the performance guarantee in case the selected
Bidder fails to discharge their contractual obligations during the period or Bank incurs any
loss due to Bidder’s negligence in carrying out the project implementation as per the agreed
terms & conditions.

SUBMISSION OF OFFER –TWO BID SYSTEM

Separate Technical and Commercial Bids duly sealed and super-scribed “Quotation for
Supply/Installation & Maintenance of Human Resource Management System – Technical
Bid” and “Quotation for Supply/Installation & Maintenance of Human Resource
Management System – Commercial Bid” shall be submitted as per bid details given in the
RFP.

Sealed separate envelopes carrying Technical Bid and commercial bid should be put in a
single sealed outer cover duly sealed and super-scribed “Quotation for Supply/Installation &
Maintenance of Human Resource Management System” be dropped/submitted at the
Bank’s address (refer control sheet table) on or before the date and time mentioned in Bid
Detail- Control Sheet Table. Any Bid received by the Bank after deadline for submission of
Bids prescribed, will be rejected.

The Bid shall be typed in English and shall be signed by the Bidder or a person or persons duly
authorized to bind the Bidder to the Contract. The person or persons signing the Bids shall put
their initials/signatures on all pages of the Bids, except for un-amended printed literature.

Any inter-lineation, erasures or overwriting shall be valid only if they are initialed/signed by
the person signing the Bids. The Bank reserves the right to reject bids not conforming to above

All envelopes must be super-scribed with the following information:

Name of Bidder Offer

Reference:
Type of Offer (Technical or Commercial):

ENVELOPE-I (Technical Offer):

The Technical Offer should be completed in all respects and contain all information asked
for in the exact format of technical specifications given in the RFP, except prices. The
Technical Offer must not contain any price information. The Bank, at its sole discretion, may
not evaluate a Technical Offer in case of non-submission or partial submission of technical

35
details. Any decision of The Bank in this regard shall be final, conclusive and binding upon
the Bidder.

ENVELOPE-II (Commercial Offer):

The commercial Bid (two copies) should contain all relevant price information and should
not contradict the Technical Offer in any manner.

PERIOD OF VALIDITY OF BID

Bids shall remain valid for 180 (One Hundred eighty) days after the date of bid opening
prescribed by the Bank. The Bank holds the rights to reject a bid valid for a period shorter
than 180 days as non-responsive, without any correspondence. In exceptional
circumstances, The Bank may solicit the Bidder’s consent to an extension of the validity
period. The request and the response thereto shall be made in writing. Extension of validity
period by the Bidder should be unconditional and irrevocable. The Bid Security provided shall
also be suitably extended. A Bidder acceding to the request will neither be required nor be
permitted to modify its bid. A Bidder may refuse the request without forfeiting its bid security.
In any case the bid security of the Bidders will be returned after completion of the process.

No Commitment to Accept Lowest or Any Offer/Bid

The Bank shall be under no obligation to accept the lowest or any other offer received in response
to this offer notice and shall be entitled to reject any or all offers without assigning any reason
whatsoever. The Bank has the right to re-issue tender/bid. The Bank reserves the right to make any
changes in the terms and conditions of purchase that will be informed to all Bidders. The Bank will
not be obliged to meet and have discussions with any Bidder, and/or to listen to any
representations once their offer/bid is rejected. Any decision of The Bank in this regard shall be
final, conclusive and binding upon the Bidder.

Bank’s Right to accept any Bid and to reject any or All Bids / Cancellation of
Tender Process
BANK reserves the right to accept or reject in part or full any or all offers without assigning any
reason thereof even after issuance of letter of Intent. Any decision of Bank in this regard shall be
final, conclusive and binding upon the bidders. The Bank reserves the right to accept or reject
any Bid in part or in full, and to cancel the Bidding process and reject all Bids at any time prior to
contract award, without thereby incurring any liability to the affected Bidder or Bidders or any
obligation to inform the affected Bidder or Bidders of the grounds for Bank’s action. During
any stage of evaluation process, if it is found that the bidder does not meet the eligibility
criteria or has submitted false /incorrect information the bid will be summarily rejected by the
Bank and no further correspondence would be entertained in this regard. Bank further
reserves the right to amend, rescind, reissue or cancel this RFP and all amendments will be
advised to the Bidder and such amendments will be binding upon them. The Bank also
reserves its right to accept, reject or cancel any or all responses to this RFP without assigning
any reason whatsoever. Further please note that the bank would be under no obligation to
acquire any or all the items proposed. No contractual obligation whatsoever shall arise from
the RFP process unless and until a formal contract is signed and executed by duly authorized
officials of Bank and the bidder.

36
PRELIMINARY SCRUTINY
a) The Bank will examine the Bids to determine whether they are complete, required
formats have been furnished, the documents have been properly signed, and the Bids are
generally in order.

b) The Bank may, at its discretion, waive any minor infirmity, non-conformity, or
irregularity in a Bid, which does not constitute a material deviation.

c) The Bank will first examine whether the Bid and the Bidder is eligible in terms of
Eligibility Criteria.

d) Prior to technical evaluation, the Bank will determine the responsiveness of each Bid
to the Bidding Document. For purposes of these Clauses, a responsive Bid is one, which
conforms to all the terms and conditions of the Bidding Document without material
deviations. Deviations from, or objections or reservations to critical provisions, such as those
concerning Bid Security, Applicable Law, Bank Guarantee, Eligibility Criteria, will be deemed
to be a material deviation.

e) The Bank’s determination of a Bid’s responsiveness will be based on the contents of

the Bid itself, without recourse to extrinsic evidence.

f) If a Bid is not responsive, it will be rejected by the Bank and may not subsequently be
made responsive by the Bidder by correction of the non- conformity.
ERASURES OR ALTERATIONS
The Bid should contain no alterations, erasures or overwriting except as necessary to correct errors
made by the Bidder, in which case corrections should be duly stamped and initialed /
authenticated by the person/(s) signing the Bid. The Bidder is expected to examine all instructions,
forms, terms and specifications in the bidding documents. Failure to furnish all information
required by the bidding documents or submission of a bid not substantially responsive to the
bidding documents in every respect will be at the Bidders risk and may result in rejection of
the bid.

BID OPENING AND EVALUATION CRITERIA

Technical offer will be opened on the date and time given in Bid Detail- Control Sheet Table
in the presence of the Bidders who choose to attend on the said date and time. The offered
scanners shall comply with all the technical specification approved by the OEM for the
product.

Commercial Bids of only technically qualified Bidders will be opened in the presence of the
technically qualified Bidder’s representatives who choose to attend on date and time to be
communicated to the qualified Bidders.

CLARIFICATION OF OFFERS
To assist in the scrutiny, evaluation and comparison of offers/bids, THE BANK may, at its sole
discretion, ask some or all Bidders for clarification of their offer/bid. The request for such
clarifications and the response will necessarily be in writing and no change in the price or

37
substance of the bid shall be sought, offered or permitted. Any decision of THE BANK in this
regard shall be final, conclusive and binding on the Bidder/ tenderer.

EVALUATION CRITERIA OF BIDS:

a) Bids of only those Bidders who have been found to be in conformity of the eligibility
terms and conditions during the preliminary evaluation would be taken up by the Bank for
further detailed evaluation. The Bidders who do not meet the eligibility criteria and all terms
during preliminary examination will not be taken up for further evaluation.

b) The Bank may use the services of external consultants/Advisors for technical
evaluation.

c) The Bank reserves the right to evaluate the bids on technical & functional parameters
including visit to a reference site of the bidder and witness demos of the system and verify
functionalities, response times, etc. The technical bids will be evaluated inter alia on the basis
of the following key criteria:

No. of existing clients.

Compliance with technical specifications laid down in the RFP.
Completeness of the Technical bid in all respects and availability of all information / details
asked by the Bank.
Point to point conformity of the scope / functional requirements mentioned in the
RFP.

d) Bidders who fulfil all qualifications mentioned in Eligibility Criteria of this RFP are
eligible to participate in this tender process.

e) Bank will evaluate the technical and functional specifications responses of the Bidder.

f) Bidder needs to comply with all the technical and techno functional requirements as
given in RFP. Non Compliance to any of the point/clause given therein may entail rejection
of the Bid.

g) Bank reserves the right to waive any of the Technical and Functional Specification
during technical evaluation if in the Bank’s Opinion it is found to be minor/deviation or
acceptable deviation.

h) During evaluation of the Bids, the Bank at its discretion may ask a bidder for clarification
of its bid. The request for clarification and the response shall be in writing, and no change in the
price or substance of the bid shall be sought, offered or permitted.

i) Bidders may be called to give a POC/demo of their solutions with its capabilities at
their own cost, which will be taken into account for technical evaluation of the Bidders.

Evaluation Process

Technical Bid Evaluation

Based on the total marks obtained against the marks allotted for each rows under Functional
and Technical requirements on the basis of evaluation mentioned in the Functional and
Technical requirement pages.

38
It is important to mention here that in no case, Functional and Technical Response should be
N if the type of Requirement is S and C.

For opening of Commercial Bid, the bidder must secure 85% of marks in the following
evaluation criteria separately:

Sr.No Evaluation Criteria Marks

1. Functional Requirements 866
2. Technical Requirements 374
Maximum Technical Proposal Bid Evaluation Score 1240

Bank reserves the right to disqualify any bidder at any phase of evaluation, if it find
incomplete documentation/incomplete response or clarification from the bidder/any
misrepresentation of information/un-acceptability of Terms & Condition of the RFP.
Financial & Final Bid Evaluation:
Bidders successfully qualified in the Technical evaluation will then be evaluated as per their
Commercial Bid and based on the standard selection procedure where in the Bidder offering
lowest commercial will be awarded as L1.

Bank may proceed with commercial bid opening of bidders technically qualified. The
commercial bid will be fully examined and the shortlist vendor will be announced by the
bank. In case the number of bidders shortlisted in technical evaluation is less than the desired
number, bank reserves the right to take any decision going ahead with the technical eligible
bidder through negotiation process or re-tender it depending upon the decision of the Board
committee. No query from bidders will be entertained and the decision of Board will be final.

Delivery, Implementation Schedule & Penalty Clause

Milestone Timeline
Delivery of all the Hardware, Software License
and Media Kit Within 4 weeks from release of Purchase Order

Installation of the Software License and setting

up Application and Database Server. Within 6 weeks from release of Purchase
Order
UAT of the complete system Within 10 weeks from the release of
Purchase Order
GO-LIVE of complete system without any error Within 16 weeks from the release of
Purchase Order

The total time for full HRMS project implementation will be 4 months from the date of issuance
of purchase order. Vendor is required to adhere to full project implementation schedule of 4
months. Bank expects the vendor to submit a detail project plan for implementation.

Delivery
The final “Drafted SLA” should be submitted by the bidder within one month of acceptance
of order, to the bank for vetting. After getting SLA Sign-Off from the bank, the required

39
Hardware and software product will be delivered to the bank within 2 weeks. Any delay in
providing deliverables will attract penalty of 1% of project cost per week (maximum of 10%
of Total value or Project Cost) for late delivery from agreed schedule. If the delay exceeds 2
months then Bank reserves the right to cancel the order, blacklist the company and recover
any payment made by invoking the BG as penalty.
Implementation Schedule
The shortlisted bidder should implement all the listed functionalities of the solution in live
environment within 6 weeks from the date of the UAT Sign-off. Penalty is also applicable

Penalty for delay in Annual Technical Support (SLA)

Resolution of the problem is expected within maximum of 24 hours of escalation by the Bank
as per the support matrix provided by the Bidder. Delay in providing resolution will attract
penalty at 1% of the ATS per week subject to a maximum of 10% of the ATS for the year. The
bank reserves the right to terminate the contract after giving 30 days’ notice, in case the
support is not satisfactory.
Bidder must ensure uptime of 99% for the HRMS System. The Bidder must strictly adhere to
the implementation schedule, specified in the Work Order for performance of the
obligations arising out of the contract including provision of fiber connectivity at all the
locations and any delay will enable the Bank to resort to any or both of the following:
a) The Bidder shall be liable to pay the Bank, penalty at the rate specified for delayed
performance per week or part thereof of such delay, subject to a maximum of 10 % of the
cost of the total site implementation cost.
b) Termination of the agreement fully or partly and claim of liquidated damages.
The penalty as above for delayed commissioning will be deducted from the payments.
Penalty for not meeting the SLA terms on Uptime:
Calculation of Downtime:
The HRMS will be considered "down" when it is not available due to any issue with hardware
of the HRMS system or the Software part thereof. In as the full system or any specific
function of any module of the software or the complete module is not available as per the
Banks requirement will be considered in Downtime. If the response time of the reporting
and the functionality of the HRMS is more than the prescribed limit then, the same will
attract penalty.
"Percentage Downtime" shall mean the aggregate of downtime of the HRMS system during
a quarter expressed as a percentage of total available time in a quarter (actual number of
days to be taken into account X 24 hours).

For example, if the aggregate downtime of HRMS System out to 18 hours during a quarter,
then the percentage downtime shall be calculated as follows:
(18*100) / (No of days in quarter*24) = % of down time.

."Down Time" shall mean the interval between the times of reporting of failure to the time of
completion of repair. Down Time will have the exclusions detailed above.

Bidder shall ensure that the complete installation and full configuration of the HRMS system
is available to Bank in proper working condition and ensure minimum uptime of 99%, and
maximum downtime per instance for Show-stopper or critical issues should be less than 12
hours and 24 hours respectively, counted by the Bank from the time the fault is reported
failing which a penalty of Rs. 1000/- (Rupees One Thousand only) per hour subject to a cap
of Rs. 5000/- per day will be deducted by the Bank for the period in excess of stipulated
time subject to maximum 1% per week and 10% of ATS if in AMC or Project cost in case of
warranty , from the Annual Maintenance Charges payable or Performance guarantee
bond. The downtime will be computed from the time of ticketing of the relative fault at the
vendor’s Management Center or

40
Exclusions to Bidders liability for penalty
The following exclusions would be taken into account in computing penalty:
• A maximum of 3 hours for bimonthly Preventive Maintenance
• Actual Supervisory Time (which should be reasonable)
• Actual downtime on account of the Switch and network connectivity.

Resolution and Disputes

All disputes or differences whatsoever arising between the parties out of or in relation to the
construction, meaning and operation or effect of these Tender Documents or breach thereof
shall be settled amicably. If however the parties are not able to solve them amicably, the
same shall be settled by arbitration in accordance with the applicable Indian Laws, and the
award made in pursuance thereof shall be binding on the parties. The Arbitrator/Arbitrators
shall give a reasoned award. Any appeal will be subject to the exclusive jurisdiction of the
courts at Bhubaneswar. During the arbitration proceedings the Bidder shall continue to work
under the Contract unless otherwise directed in writing by the bank or unless the matter is
such that the work cannot possibly be continued until the decision of the arbitrator or the
umpire, as the case may be, is obtained. The venue of the arbitration shall be Bhubaneswar.

Patents Rights
The supplier shall indemnify the bank against all third party claims of infringement of patent,
trademark or industrial design rights arising from use of the Goods, or any part thereof in India.

The supplier shall, at their own expense, defend and indemnify the Bank against all third party
claims or infringement of intellectual Property Rights, including Patent, trademark, copyright,
trade secret or industrial design rights arising from use of the products or any part thereof in
India or abroad.

The supplier shall expeditiously extinguish any such claims and shall have full rights to defend
it there from. If the Bank is required to pay compensation to a third party resulting from such
infringement, the supplier shall be fully responsible for, including all expenses and court and
legal fees.
The Bank will give notice to the Supplier of any such claim without delay, provide reasonable
assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability
for or express any intent to settle the claim.

Governing Law and Disputes

All disputes or differences whatsoever arising between the parties out of or in relation to the
construction, meaning and operation or effect of these Tender Documents or breach thereof
shall be settled amicably. If, however, the parties are not able to solve them amicably, the
same shall be settled by arbitration in accordance with the applicable Indian Laws, and the
award made in pursuance thereof shall be binding on the parties. The Arbitrator/Arbitrators
shall give a reasoned award. Any appeal will be subject to the exclusive jurisdiction of courts
at Bhubaneswar.

The bidder shall continue work under the Contract during the arbitration proceedings unless
otherwise directed in writing by the Bank or unless the matter is such that the work cannot
possibly be continued until the decision of the arbitrator or the umpire, as the case may be,
obtained. The venue of the arbitration shall be Bhubaneswar.

41
Use of Contract Documents and Information/ Non-Disclosure
agreement.
The bidder shall not, without the banks prior written consent, make use of any document or
information provided by Supplier in Bid document or otherwise except for purposes of
performing contract.
The Successful Bidder shall not, without the Bank's prior written consent, disclose any
specification, plan, drawing, pattern, Bank’s Internal data, Any information of Bank or
Bank’s employees, sample, or information furnished by or on behalf of the Bank in
connection therewith, to any person other than a person employed by the Supplier in the
performance of the Contract. Disclosure to any such employed person shall be made in
confidence and shall extend only so far, as may be necessary for purposes of such
performance. Any such deviation will attract legal procedures as per the Law.

Assignment
The bidder shall not assign, in whole or in part, its obligations to perform under the contract,
except with the Bank’s prior written consent.

Delays in the Supplier’s Performance

Delivery of the goods and performance of the Services shall be made by the supplier in
accordance with the time schedule specified by bank. Any delay in performing the
obligation by the supplier will result in imposition of liquidated damages and/or termination
of rate contract for default.

Indemnity
Bidder shall have to indemnify the Bank against any loss/expenditure incurred or any
disputes/claims from anybody for having used/using patented design. Any patented design shall
be under manufacturer’s license agreements and a copy of such agreement authorizing the
bidder to manufacture the patented designs shall be given to the Bank.
Termination of Contract
The quality of services given by the bidder will be reviewed every 3 months and if the services
are not found satisfactory, the bank reserves the right to terminate the contract by giving 30
days’ notice to the bidder. The decision of the bank regarding quality of services shall be
final and binding on the bidder.

UPGRADES AND UPDATES

The bidder shall be required to provide all future updates and upgrades for the solution
provided free of cost. Implementation of such updates and upgrades can be discussed and
finalized. If however, the upgrades is not available then the support for the implemented
solution should be available at any point of time. An undertaking to this effect is to be
furnished by the Bidder.

TAXES

42
The Unit Cost should be inclusive of all Taxes, statutory levies except Sales tax/service
tax/VAT/Octroi/Entry tax. Octroi/Entry tax, if any payable, will be paid to the bidder on actual
production of original receipt.

The rate of the applicable taxes should be informed. TDS as applicable will be deducted
from the payments. An amount equivalent to the service tax components will be deducted
from the payments, which shall be reimbursed on submission of proof of payment of service
tax to the appropriate Authority.

Compliance with Statutory and Regulatory Provisions

It shall be the sole responsibility of the Vendor to comply with all statutory, regulatory & Law
of Land and provisions while delivering the services mentioned in this RFP.

Intellectual Property Indemnity & Indemnity against Misuse of License

The selected vendor have to undertake to indemnify the Bank and its officers, employees
and agents against liability, including costs, for actual or alleged direct or contributory
infringement of, or inducement to infringe, any Indian or foreign patent, trademark or
copyright, licensing arising out of the performance of this contract.

ORDER CANCELLATION (TERMINATION)

THE BANK reserves the right to cancel the contract placed on the selected Bidder and
recover expenditure incurred by THE BANK under the following circumstances: -

1. The selected Bidder commits a breach of any of the terms and conditions of the bid.
2. The Bidder goes into liquidation, voluntarily or otherwise.
3. An attachment is levied or continues to be levied for a period of seven days upon
effects of the bid.
4. If the selected Bidder fails to complete the assignment as per the time lines prescribed
in the RFQ and the extension if any allowed, it will be a breach of contract. The Bank
reserves its right to cancel the order in the event of delay and forfeit the bid security
as liquidated damages for the delay.
5. Performance issue / delay in delivery even after the deductions on account
liquidated damages or penalty exceeds more than 10% of the total contract price
not withstanding that the bank has effected deductions on account of liquidated
damages/penalty up to the stipulated/ceiling limit.
6. In case the selected Bidder fails to deliver the quantity as stipulated in the delivery
schedule, THE BANK reserves the right to procure the same or similar product from
alternate sources at the risk, cost and responsibility of the selected Bidder.
7. After award of the contract, if the selected Bidder does not perform satisfactorily or delays
execution of the contract, THE BANK reserves the right to get the balance contract
executed by another party of its choice by giving one month’s notice for the same. In this
event, the selected Bidder is bound to make good the additional expenditure, which THE
BANK may have to incur in executing the balance contract. This clause is applicable, if for
any reason, the contract is cancelled.

43
CONSEQUENCES OF TERMINATION
1. In the event of termination of the Contract due to any cause whatsoever, [whether
consequent to the stipulated term of the Contract or otherwise], THE BANK shall be
entitled to impose any such obligations and conditions and issue any clarifications as
may be necessary to ensure an efficient transition and effective business continuity of
the Service(s) which the Bidder shall be obliged to comply with and take all available
steps to minimize loss resulting from that termination/breach, and further allow the next
successor Bidder to take over the obligations of the erstwhile Bidder in relation to the
execution/continued execution of the scope of the Contract.
2. In the event that the termination of the Contract is due to the expiry of the term of the
Contract, a decision not to grant any (further) extension by THE BANK, the Bidder
herein shall be obliged to provide all such assistance to the next successor Bidder or
any other person as may be required and as THE BANK may specify including training,
where the successor(s) is a representative/personnel of THE BANK to enable the
successor to adequately provide the Service(s) hereunder, even where such
assistance is required to be rendered for a reasonable period that may extend
beyond the term/earlier termination hereof.

3. Nothing herein shall restrict the right of THE BANK to invoke the Performance Bank
Guarantee and other guarantees, securities furnished, enforce the Deed of Indemnity
and pursue such other rights and/or remedies that may be available to THE BANK
under law or otherwise.
4. The termination hereof shall not affect any accrued right or liability of either Party nor
affect the operation of the provisions of the Contract that are expressly or by
implication intended to come into or continue in force on or after such termination.

PAYMENT TERMS
Terms of Payment will be as under:

 No advance payment will be made.

 ATS / AMC – Quarterly in advance against bank guarantee of 10% of project

cost. Else, Quarterly in arrears after deduction of any penalty if applicable.
 Payment will be released after successful implementation of HRMS system in DC & DR
set up. 60% of the Invoice value of the hardware and License Cost shall be made on
Delivery as per the clauses stipulated in the RFP only after submission of required bank
guarantee. No advance payment of any Goods or product shall be made.Payment
shall be released by Head Office, Bhubaneswar on submission of proof of document
such as delivery chalan duly counter signed by Bank official, Tax Invoice. Penalty if any
shall be deducted from the amount payable as per delivery penalty of this RFP.
Payment shall be released within 60 working days from the date of submission of
required documents in full.

 Remaining 20% of the invoice value of the hardware and License will be made after
Successful UAT without as per the requirement of Bank without any error or Bug.

 Remaining20% of Hardware Cost, 20% of License cost and 100 % cost of HRMS Software
will be released after successful installation, configuration and operationalization of the
HRMS system as per Bank’s requirement without any bug or error. Payment shall be

44
 released by on submission of proof of document supporting the above condition such
as such as satisfactory letter from Bank’s Human Resource Department and Audited
third party Certificate for “Vulnerability and penetration test and Compliance of OWASP
top 10 Vulnerabilities”. Penalty if any shall be deducted from the amount payable as
per clause 1.5 (g) of this RFP. Payment shall be released within 60 working days from the
date of submission of required documents in full.

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.

LIMITATION OF LIABLITY:
The liability of bidder under the scope of this RFP is limited to the value of the relevant Order.

45
 Annexure 1
(Tender offer forwarding letter in Bidder’s Letter Head)

Tender Reference No.: Date: xx. xx. 2018

The General Manager (IT)

Odisha Gramya Bank,
Information Technology Department,

Dear Sir,

Sub: Your RFQ for “Supply, Customization, Deployment, Maintenance and Support of an
Integrated Human Resource Management System (HRMS) For Odisha Gramya Bank
sponsored by Indian Overseas Bank.

With reference to the above RFQ, having examined and understood the instructions
including all annexures, terms and conditions forming part of the Bid, we hereby enclose our
offer for Supply, Customization, Deployment, Maintenance and Support of an Integrated
Human Resource Management System (HRMS) For OGB mentioned in the RFQ document
forming Technical as well as Commercial Bids being parts of the above referred Bid.

In the event of acceptance of our Technical as well as Commercial Bids by The Bank we
undertake to Supply, Customization, Deployment, Maintenance and Support of an
Integrated Human Resource Management System (HRMS) For OGB as per your purchase
order.

In the event of our selection by The Bank, we will submit a Performance Guarantee for a sum
equivalent to 10% of the order value in favour of Odisha Gramya Bank.

We agree to abide by the terms and conditions of this tender offer till 180 days from the date
of commercial bid opening and our offer shall remain binding upon us, which may be
accepted by The Bank any time before expiry of 180 days.

Until a formal contract is executed, this tender offer, together with The Bank’s written
acceptance thereof and Bank’s notification of award, shall constitute a binding contract
between us.
We understand that The Bank is not bound to accept the any bid as per the Terms and
condition mentioned in the RFP without assigning any reason.

We enclose the followings:

1. DD/PO No._________ dated ________for Rs. 10,000.00 (Rupees Ten Thousand only) as
Tender Fees.
2. DD/PO/BG No._________ dated ________for Rs. 10,00,000/-(Rupees Ten Lac only) as
EMD.

DDs/PO/BG is issued in favour of Odisha Gramya Bank by…………………………….……………..

Bank, ………………………….…………… Branch payable at Bhubaneswar.

Dated:

46
Signature:
(In the Capacity of)
Duly authorized to sign the tender offer for and on behalf of
Annexure 2

MANUFACTURERS’/PRODUCERS’ AUTHORIZATION FORM

No. Date:

To:
The General Manager (IT)
Odisha Gramya Bank,
Information Technology Department,

Dear Sir:
Ref: Your RFQ for “Supply, Customization, Deployment, Maintenance and Support of an
Integrated Human Resource Management System (HRMS) For Odisha Gramya Bank”

We who are established and reputable manufacturers / producers of

________________________ having software development facilities at (address of facility) do
hereby authorize M/s _______________________________ (Name and address of Agent) to
submit a Bid, and sign the contract with you against the above Bid Invitation.

We hereby extend our full guarantee and warranty for the Solution, Products and services offered
by the above firm against this Bid Invitation for the complete contract period.

We also undertake to provide any or all of the following materials, notifications, and
information pertaining to the Products manufactured or distributed by the Supplier:

a. Such Products as The Bank may opt to purchase from the Supplier, provided, that this
option shall not relieve the Supplier of any warranty obligations under the Contract; and b.
In the event of termination of production/support of such Products:

i. Advance notification to The Bank of the pending termination, in sufficient time to permit
The Bank to procure needed requirements; and
ii. Following such termination, furnishing at no cost to The Bank, the blueprints, design
documents, operations manuals, standards, source codes and specifications of the
Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical
support and maintenance obligations required by the contract. In case the bidder fails to
deliver or provide support, we, as software developer, will provide direct support at no
additional cost than the cost finalized herewith.

Yours faithfully,

(Name)
(Name of Producers)

Note: This letter of authority should be on the letterhead of the manufacturer and should
be signed by a person competent and having the power of attorney to bind the
manufacturer. The Bidder in its Bid should include it.

47
 Annexure 3
Performance Bank Guarantee

The General Manager (IT)

Odisha Gramya Bank,
Information Technology Department,

In consideration of Odisha Gramya Bank acting as a lead bank (hereinafter called “the
Customer”) which expression shall, unless repugnant to the context or meaning, thereof
include its successors, representatives and assignees, having placed Purchase Order no.
____________ on M/s ____________, having its registered office at
__________________ (hereinafter called “the Supplier”) for the purchase of “Supply,
Customization, Deployment, Maintenance and Support of an Integrated Human Resource
Management System (HRMS) For For Odisha Gramya Bank” for the term and conditions
set out inter alia in RFP & Service Level Agreement dated _______
(hereinafter referred to as SLA), valued at ______________ and the same having been
unequivocally accepted by the SUPPLIER and the SUPPLIER having agreed to provide a
SLA Performance Guarantee for the faithful performance of the entire "SLA" including the
warranty obligations /liabilities under the SLA Equivalent to 10% of the said value of the
Contract if any, to the PURCHASER amounting to Rs. _________ as SLA Security in the form of
a Bank Guarantee.

We, _(Bank Name & Address)____ hereinafter referred to as the "Bank which expression
shall, unless repugnant to the context or meaning thereof, include its successors,
administrators, representatives and assignees do hereby irrevocably guarantee and
undertake to indemnify, or pay for the losses and damages that may be caused to or
suffered by the CUSTOMER in the event of continuous and consistent non-performance of
the software supplied by the SUPPLIER as per terms and conditions of the above referred
SLA. the PURCHASER merely on demand without any previous notice and without any
demur and without referring to any other source, any and all monies payable by the
SUPPLIER by reason of any breach by the said SUPPLIER of any of the terms and conditions
of the said CONTRACT including non-execution of the "SERVICE LEVEL AGREEMENT" to the
extent of 10% of the Contract price at any time upto AMC period or upto _____________
whichever is later. Any such demand made by the PURCHASER on the bank shall be
conclusive and binding, absolute and unequivocal not withstanding any disputes
raised/pending before any court, tribunal, arbitration or any other authority. The Bank
agrees that the guarantee herein contained shall continue to be enforceable till this sum
due to the PURCHASER is fully paid and claims satisfied or till the PURCHASER discharges
this Guarantee or till the expiry of this bank guarantee ................., whichever is earlier. The
Bank further undertakes not to revoke
this guarantee during its currency without the previous consent of the PURCHASER. This
guarantee will not be discharged due to the change in the constitution of the bank or

the SELLER (S)

This guarantee is valid till __________

For the successful and satisfactory operation of the software’s furnished and installed
under the said SLA as per the specifications and documents.

48
Notwithstanding anything contained herein above

1. Our liability under this bank guarantee shall not exceed Rs. __________.
2. This Bank guarantee shall be valid up to _______
3. We shall be liable to pay any amount under this Bank Guarantee or part thereof only
if we receive (if you serve upon us) a written claim or demand under this guarantee on or
before _________ at___________ (Bank Name & address).

This guarantee will be returned to us as soon as the purpose for which it is fulfilled. All
claims under the guarantee will be payable at ___________ (Bank Name & address).

Signature
……………………………………
Name
…………………………………………
(in Block letters)
Designation
…………………………………
(Staff Code
No.)……………………………..
Official address:
(Bank’s common Seal)

Attorney as per power of Attorney

No.

Date:

WITNESS:

1………………………………………………
(Signature with Name, Designation & Address) 2……………………………………………….

(Signature with Name, Designation & Address)

49
 Annexure 4
Format of EMD/Bid Security Bank Guarantee

To
The General Manager (IT)
Odisha Gramya Bank,
Information Technology Department,

Dear Sirs,

In response to your invitation to respond to your RFP reference No. ________________

Addressed to M/s__________________ having their registered office at _____________
(hereinafter called the „Vendor‟) wish to respond to the said RFP and submit the proposal for
“Supply, Customization, Deployment, Maintenance and Support of an Integrated Human
Resource Management System (HRMS) For Odisha Gramya Bank” as listed in the RFP
document.

Whereas the “Vendor” has submitted the proposal in response to RFP, we, the ____________
Bank having our head office ________________ hereby irrevocably guarantee an amount of
Rs. ______ (Rupees ____________ only) as bid security as required to be submitted by the
“Vendor” as a condition for participation in the said process of RFP.

The Bid security for which this guarantee is given is liable to be enforced/ invoked:
1) If the Vendor withdraws his proposal during the period of the proposal validity; or
2) If the Vendor, having been notified of the acceptance of its proposal by the Bank
during the period of the validity of the proposal fails or refuses to enter into the contract in
accordance with the Terms and Conditions of the RFP or the terms and conditions mutually
agreed subsequently.

We undertake to pay immediately on demand to Odisha Gramya Bank, the said amount of
Rupees Ten Lakh without any reservation, protest, demur, or recourse. The said guarantee is
liable to be invoked/enforced on the happening of the contingencies as mentioned above
and also in the RFP document and we shall pay the amount on any Demand made by
Odisha Gramya Bank, which shall be conclusive and binding on us irrespective of any dispute
or difference raised by the vendor.

Notwithstanding anything contained herein:

1) Our liability under this Bank guarantee shall not exceed Rs. ________ Lakhs (Rupees
__________ only).
2) This Bank guarantee will be valid up to __________________ and
3) We are liable to pay the guarantee amount or any part thereof under this Bank
guarantee only upon service of a written claim or demand by you on or before
________________.
In witness whereof the Bank, through the authorized officer has sets its hand and stamp on
this
_______________ day of __________________ at _________________.
Note: To be issued in a stamped paper duly affixed with requisite stamp value as
applicable at the place of issue.

Annexure 5

50
 Technical Bid Format
The Technical offer/Technical bid must be made in an organized and structured
manner in the following form:
i. Index
ii. Letter of Authorized representative signing the bid or POA
iii. Covering letter (Annexure –1)
iv. Manufacturer Authorization Letter (MAF) (Annexure – 2)
v. Undertaking to be submitted by authorized signatory in Bidder’s letter head
stating that the user requirements as per scope of work mentioned in RFP is clearly
understood by the bidder.
vi. Compliance of Eligibility Criteria mentioned in RFP on bidder’s letter head along
with all supporting documents.
vii. Compliance of technical & functional specifications on bidder’s letter head
along with all supporting documents, if any.
viii. General Details of the Bidder (Annexure –6)
ix. Letter for acceptance and compliance of all the Terms and Conditions of RFP.
x. Valid Bank Draft / Pay order/ Bank Guarantee as EMD (Bank Guarantee as per
format in Annexure 4).
xi. Valid Bank Draft/ Pay order as Tender Fee.
xii. Bidder’s Financial Details (audited balance sheets etc.) and other supporting
documents, as asked in the RFP.
xiii. Hardware & System Software Bill of Material. This table should not contain any
price information. Complete technical details of the Hardware and software should be
given.
xiv. Any other compliance document asked in the RFP
xv. Product Brochures

Note: All Claims made by the Bidder will have to be backed by documentary evidence. The
bidder is expected to examine all instructions, forms, terms and specifications in the RFP. Failure
to furnish all information required or to submit a Bid not substantially responsive to the in every
respect will be at the Bidder’s risk and may result in the rejection of the Bid.

Commercial Bid Format

Table-1- Master Format –Commercial Bid

S. Item Amount in INR Tax

No (Excluding all in %
Taxes) (in
INR)
1.1 SRS, Design, Development, Roll out, of HRMS
Software.
1.2 Training to all Users
1.3 Total cost for 3 year AMC Support after 24
Months of Warranty from the date of Go-Live as
per Table -2
1.4 Cost of support Staff for 5 Years at Head Office,
Odisha Gramya Bank.
1.5 Total Cost of Hardware for HRMS as per Table-3
1.6 Cost of Man Hour for Customization on
chargeable basis.(Cost of 1 man Hour x 1000)

51
 Total

Annual Maintenance & Support (Total AMC is the ATS cost i.e Total Annual Support Cost. Table- 2
S. Item [Annual ATS Cost AMC Cost Total AMC
No Maintenance Support of Software of Cost in INR
From Go Live: ] in INR Hardware in (Excluding
(Excluding INR all Taxes)
all Taxes) (Excluding i.e ATS
all Taxes)
1 3rd Year AMC Cost
2 4th Year AMC Cost
3 5th Year AMC Cost
Hardware & Networking –Table-3
S. Item [Annual Maintenance Details Amount Tax in
No Support In Rs. %
From Go Live: ] Excluding
all Taxes
1 Cost Of Hardware for Application server For DC
2 Cost Of Hardware for Application server For DR
3 Cost Of Hardware for DataBase server For DC
4 Cost Of Hardware for DateBase server For DR
5 Cost of any other Hardware within the
scope of RFP.
Total Cost of Hardware

(Signature of authorized person)

Date :________________________________Full Name:___________________________

Place:________________________________ Seal :_______________________________

Note: The Cost excluding Tax will be considered for L1 selection process.

Annexure 6

General Details of the Bidder

Profile of the Bidder

1. Name of bidder:
2. Location Regd.
Office: Controlling Office:
3. Constitution:
4. Date of incorporation & Date OF COMMENCEMENT of business:
5. Major change in Management in last three years:
6. Names of Banker / s:
7. Bidder’s Representative Contact Name and details for this bid:

Financial Position of Bidder for the last three financial years

2014-15 2015-16 2016-17

Paid Up Capital

52
 Total Net worth (Net worth is to be calculated as follows:
Capital Funds (Paid up equity capital + Paid up Preference
shares + Free reserves) – (Accumulated balance of loss +
balance of Out of the above Net Sales, Net Sales from
servicesRevenues

Gross Profit
Net Profit (Profit After Tax)
Summary of Financial Position and working results

Growth in Operations (%)

Growth in profitability (%)

N.B. Enclose copies of Audited Balance Sheet along with enclosures

References

Details of similar solution provided to PSU / Banks/ Private organization in India specifying
the number of Banks) with module wise break up of functionality being used. A minimum of
One references is required as per Eligibility Criteria. Please refer to Eligibility Criteria.

Description Bidders Response

Company Name
Company Address
Telephone Number
Fax Number
Contact Person Name and Designation
Contact Person’s Email id & Telephone No.
What is or was the role of the above contact person
in the implementation of the project?

State the duration of the implementation

UAT Completion Date
GO LIVE Date
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
State the number of employees and users using
the software.
State, if any, interfaces to external systems are
implemented
State, if any, interfaces to CBS System and/or other
systems are implemented

53
 State number of payroll processed every month

Support Center Details:

Bidder to provide details of Support centers in Odisha in the format below.

Location
Complete Address
Contact Person details
Type of Office: Sales / Support or both
Owner: Bidders / OEM’s
No. of Engineers supporting HRMS
Application

Dated this day of 2017

Signature:
(In the Capacity of)
Duly authorized to sign the tender offer for and on behalf of

ANNEXURE–7
LETTER OF AUTHORISATION TO BID

Ref. No. .............................. Dated: / /2017

The General Manager

IT Department,
OdishaGramyaBank, Head Office,
Gandamunda
Bhubaneswar-751030

Dear Sir,

Sub: Letter of Authorisation to RFP for HRMS System.

We M/s …................................ (Name and address of the Company) hereby authorize Mr/Ms .
….....................(Name and Address of person), to submit a Bid, and sign the Contract on behalf of us
for all the Goods required by the Bank as called for vide the Bank’s request for proposal reference no
: RFP OGB/ /ITD/CD /2017 dated :

We are here with submitting the certified Xerox copy Power of Attorney, authorising them to submit
Bid documents on behalf of our Company.

Yours faithfully,

54
 (Signature)
Name& Seal

Note: This letter of authority should be on the letterhead of the principal on whose behalf the proposal
is submitted and should be signed by a person competent and having the power of attorney to bind
the Principal. It should be included by the Bidder in its Bid.

ANNEXURE - 8
Undertaking compliance of minimum wages

The General Manager,

Information Technology Department,
Odisha Gramya Bank, Head Office,
Gandamunda ,Khandagiri
Bhubaneswar – 751030

Sir,

Sub: Confirmation for Government Rules relating to Minimum Wages:

Ref: Your Purchase Order No _______ dated______

We refer to your purchase order no. Dated / Service Level Agreement awarding contract for HRMS
System w.r.t RFP __________________.
In this regard we confirm that the employees engaged by our Company to carry out the services in
your bank for the above said contract are paid minimum wages / salaries as stipulated in the
Government (Central / State) Minimum Wages / Salaries act in force. We also indemnify the Bank
against any action / losses / damages that arise due to action initiated by Commissioner of Labour for
non compliance to the above criteria.

We further authorize the Bank to deduct from the amount payable to the Company under the contract
or any other contract of the Company with the Bank if a penalty is imposed by Labour Commissioner
towards non-compliance to the “Minimum Wages / Salary stipulated by government in the Act by your
company.

Authorized Signatory Name and Designation Office Seal

Place:

Date:

Annexure – 9
LETTER OF UNDERTAKING

The General Manager,

Information Technology Department,
Odisha Gramya Bank, Head Office,
Gandamunda , Khandagiri
Bhubaneswar – 751030

Dear Sir,

1. We hereby confirm that we agree to all the RFP terms and conditions of the RFP No.RFP RFP
OGB/ITD/HRMS/2017/001dated 22/12/2017, its Annexure’s, amendments made to the RFP without
any pre-conditions. Any presumptions, assumptions, deviations given or attached as part of technical
document (technical bid) be treated as null and void.

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2. We confirm that the undersigned is authorized to sign on behalf of the company and the necessary
support document delegating this authority is enclosed to this letter.

3. We also agree that you are not bound to accept the lowest or any bid received and you may reject
all or any bid without assigning any reason or giving any explanation whatsoever.
Dated at __________ this ______________ day of __________________2017.

Yours faithfully,

For ____________________
Signature: _______________
Name: __________________

Authorized Signatory Name and Designation Office Seal

Place:
Date:

ANNEXURE -10
SELF DECLARATION – BLACKLISTING

The General Manager

Information Technology Department
Odisha Gramya Bank
Head Office
Bhubaneswar- 751030

Dear Sir,

We hereby certify that, we have not been blacklisted in any Central Government / PSU / Banking /
Insurance company in India as on date of the RFP.

Authorized Signatory Name and Designation Office Seal

Place:
Date:

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