RESERVE BANK OF INDIA Request For Proposal (RFP) For Procurement of Licences of Business Objects BI Platform Date of Issue: January 25, 2016 Department of Statistics and Information Management Reserve Bank of India This document contains 18 pages inclusive of covering page and annexure. This document is the property of Reserve Bank of India (RBI). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without the RBI s written permission thereof, except for the purpose of responding to RBI for the said purpose. The use of the contents of this document, even by the authorized personnel / agencies for any purpose other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian Law.
Disclaimer: This RFP document is not an agreement and is not an offer or invitation by RBI to any parties other than the applicants who are qualified to submit the Bids ( Bidders ). The purpose of this RFP document is to provide Bidder with information to assist the formulation of their proposals. This RFP document does not claim to contain all the information each Bidder may require. Each Bidder should conduct its own investigation and analysis and should check the accuracy, reliability and completeness of the information in this RFP document and obtain independent advice wherever necessary. RBI makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP document. RBI may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP document. Page 2 of 18
Contents 1. Bid Schedule and Address... 5 2. Background... 6 3. Scope of the RFP... 6 4. Eligibility Criteria (Technical)... 6 5. Cost of Bidding... 7 6. Contacting the Bank... 7 7. RFP Document... 7 8. Amendment of RFP... 7 9. Preparation of Bid... 7 9.1. Language of Bid... 7 9.2. Format and Signing of Bid... 7 9.3. Documents Comprising the Bid... 8 9.4. Clarification of Bid... 8 9.5. Prices... 8 9.6. Bid Validity... 8 9.7. Deadline for Submission of Bids... 8 9.8. Late Bids... 9 10. Bid Evaluation... 9 10.1. Examination of Eligibility Criteria... 9 10.2. Evaluation of Price Proposal... 9 10.3. Successful Evaluated Bidder... 9 10.4. Notification of Award... 9 11. Terms and Conditions... 10 11.1. Bank s right to accept any bid and to reject any or all bids.... 10 11.2. No Commitment to Accept Lowest or Any Tender... 10 11.3. Due Diligence... 10 11.4. Ownership of this RFP... 10 11.5. Modification and Withdrawal of Bids... 10 11.6. Signing of Contract... 10 11.7. Payment Structure... 11 11.8. Prices... 11 11.9. Repeat Orders... 11 11.10. Software License Agreement... 11 11.11. Product Upgrades... 11 Page 3 of 18
11.12. Termination of Contract... 11 11.13. Annual Technical Support (ATS)... 12 11.14. Applicable Law... 12 11.15. Jurisdiction... 12 Annex A... 13 Annex B... 14 Annex C... 15 Annex D... 16 Annex E... 17 Annex F... 18 Page 4 of 18
1. Bid Schedule and Address Sr.No. Description Detailed Information 1 Name of Project Request For Proposal (RFP) for Procurement of Licenses of Business Objects 2 Date of Intimation of RFP January 25, 2016 3 Last date and time for receiving Bidder s Pre-Bid clarifications in writing February 4, 2016 4 Pre-Bid Meeting February 10, 2016, 3:00 PM Conference Room, C-9, 3 rd Floor, Bandra Kurla Complex, Bandra East, Mumbai 400051 5 Last date and time for Bid Submission February 23, 2016, 5.00PM 6 Date and Time of Eligibility Bid Opening February 24, 2016, 3:00PM 7 Name and Address for Communication The Director, Data Warehousing Division, Department of Statistics and Information Management, Central Office, Reserve Bank of India, C-9, 3 rd Floor, Bandra Kurla Complex, Bandra East, Mumbai- 400051 8 Bid Related Queries Shri K Rajkumar, Director Contact : +91 22 2657 1075 dsimdwd@rbi.org.in Note: 1. Bids will be opened in the presence of the Bidders' representatives who choose to attend. 2. Bids are to be dropped in the Bid - box meant for the purpose and kept at the address mentioned for bid submission. Please note that the bid will contain the pricing information only given as Annex - F. Any bid violating the said fact will be summarily rejected and the bids shall be disqualified from further evaluation. 3. The Bank may, at its discretion, extend this deadline for the submission of Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 4. Any Bid received after the deadline for submission of Bids prescribed, will be rejected and returned unopened to the Bidder. Page 5 of 18
2. Background 2.1. Reserve Bank of India (here-in-after referred to as the Bank or RBI ) is using Business Objects for the Database on Indian Economy (DBIE): RBI s Data Warehouse project as Business Intelligence tool. The Business Objects licences have been procured for Production and Development environment separately. Currently, Production environment has license for 2 Server having capacity of 4 CPU each & Development environment has license for 1 Server having capacity of 4 CPU. The Bank wants to deploy the latest version of Business Objects software which comes with Concurrent & Named User based license. In this connection, RBI would like to procure user based license of SAP Business Objects BI Platform for its Data Warehouse project. 3. Scope of the RFP 3.1. The Bank intends to enter into a contract to purchase 250 Concurrent user licenses & 75 Named user licenses of SAP Business Objects BI Platform for Production environment. 3.2. The Bank proposes to select a vendor to supply the above mentioned (section 3.1) licences of Business Objects. 3.3. The Bank invites commercially competitive proposals from eligible vendors for supply of 250 Concurrent user licenses & 75 Named user licenses of SAP Business Objects BI Platform for Production environment of RBI s Data Warehouse along with the Annual Technical Support (ATS) for subsequent 6 years (total 7 years) of the said licence. 4. Eligibility Criteria (Technical) 4.1. The bidders should satisfy the following criteria to participate in the bidding process: 4.1.1. The bidder should be a registered company incorporated in India and registered under Companies Act, 1956 or Companies Act, 2013. A copy of registration certificate should be enclosed. 4.1.2. The turnover of the bidding company during the last three financial years must not be less than 5 Crore each year with a positive net worth. Duly certified copy of audited balance sheet of the last three years should be submitted as proof of the same. 4.1.3. The bidder should be a Certified Reseller of Business Objects and is duly authorized to supply Business Objects products. A copy of the necessary Certification is to be enclosed from M/s SAP India Pvt. Ltd. along with the Bid. 4.1.4. The bidder s company should be in existence for a minimum period of five years and should be in the related business at least for the last two years. 4.1.5. Bidder must be prepared to manage and maintain the Business Objects Software licenses procured by the Bank. 4.1.6. The bidder should submit self-declaration stating that they are not presently blacklisted by any Government Departments/PSU/PSE or banks in India and they do not have any tax / labour disputes. Page 6 of 18
5. Cost of Bidding 5.1. The bidder shall bear all costs associated with the preparation and submission of its bid and the Bank will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. 6. Contacting the Bank 6.1. No Bidder shall contact the Bank on any matter relating to its Bid, from the time of opening of Bid to the time the Contract is awarded. Any effort by a Bidder to influence the Bank in its decisions on Bid evaluation, Bid comparison or contract award may result in the rejection of the Bidder s Bid. 7. RFP Document 7.1. The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications specified in the RFP while submitting the bid. Failure to furnish all required information in RFP or submission of a bid not fully responsive to the RFP in every respect will be at the Bidder s risk and may result in the rejection of the bid without any further intimation to the bidder. 8. Amendment of RFP 8.1. At any time prior to the deadline for submission of Bids, the Bank, for any reason, whether, at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the RFP, by amendment. 8.2. Notification of amendments will be published in the RBI website (www.rbi.org.in) and will be binding on all Bidders. 8.3. In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing their Bids, the Bank, at its discretion, may extend the deadline for a reasonable period as decided by the Bank for the submission of Bids. 9. Preparation of Bid 9.1. Language of Bid 9.1.1. The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged between the Bidder and the Bank and supporting documents and printed literature shall be written in English. 9.2. Format and Signing of Bid 9.2.1. Each bid shall be in two parts:- Part I Eligibility Criteria (Technical Evaluation) Part II Price Proposal (Commercial Evaluation) 9.2.2. The two parts should be in two separate envelops, each super-scribed with the name of Project (Request For Proposal (RFP) for Procurement of Licenses of Business Objects), Name of the Bidder as well as Eligibility Criteria and Price Proposal as the case may be. Each of the 2 Envelopes shall then be sealed and put into an outer envelope marked as Request For Proposal (RFP) for Procurement of Licenses of Business Objects. The inner and outer envelopes shall be addressed to RBI at the address mentioned in Section 1 (Name and Address for Communication). If the outer envelope is Page 7 of 18
not sealed and marked as indicated, RBI will assume no responsibility for misplacement of bid or premature opening. 9.2.3. The Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the Bids shall initial all pages of the Bids, except for un-amended printed literature. 9.2.4. Any inter-lineation, erasures or overwriting shall be valid only if they are signed by the person signing the Bids. The Bank reserves the right to reject bids not confirming to above. 9.2.5. The Bid and all requisite documents including balance sheet and statement of profit and loss shall be submitted in English language, duly certified by Certified Accountants viz., Chartered Accountant (CA) in India and Certified Public Accountant / Chartered Accountant / members of Certified accounting body of the Bidder s Government. 9.3. Documents Comprising the Bid 9.3.1. Documents comprising the Eligibility Criteria Envelope, should contain the following: a. Organizational Profile as per Annex A. b. Conformity to Eligibility Criteria in accordance with section 4 as per Annex B. c. Bid Offer Forms (without Price) as per Annex C. d. Manufacturers'/Producers Authorization Form as per Annex D. e. Clean Track Record declaration as per Annex E. f. Any other documents mentioned as reference/ proof in the Annexure. 9.3.2. Documents comprising the Price Proposal Envelope should contain Bill of Material/ Price quotation as per Annex F. 9.3.3. The Bid as per format furnished in Annex F should be properly filled & signed by the Bidder. 9.3.4. Price bids containing any deviations or similar clauses will be summarily rejected. 9.4. Clarification of Bid 9.4.1. To assist in the examination, evaluation and comparison of bids, the Bank may at its discretion ask the bidders for clarification(s). The responses / clarifications shall be in writing and no change in the price or substance of the bid shall be sought, offered or permitted. 9.5. Prices 9.5.1. The prices quoted by the Vendor / Bidder shall be in Indian Rupees, firm, and not subject to any price escalation, if the order is placed within the validity period. 9.5.2. The price quoted should be exclusive of all applicable taxes. 9.6. Bid Validity 9.6.1. The Bids shall be valid for a period of six months from the closing date for submission of the bid. 9.7. Deadline for Submission of Bids Page 8 of 18
9.7.1. Bids must be received by the Bank at the address specified, no later than the date & time specified in the Section 1. 9.7.2. The Bank may, at its discretion, extend this deadline for the submission of Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 9.8. Late Bids 9.8.1. Any Bid received after the deadline (refer section 1) for submission of Bids prescribed, will be rejected and returned unopened to the Bidder. 10. Bid Evaluation 10.1. Examination of Eligibility Criteria (Technical) 10.1.1. RBI will examine the bids to determine whether they are complete, whether required information have been provided as underlined in the bid document, whether the documents have been properly signed, and whether bids are generally in order. 10.1.2. Eligibility and compliance to all the Annexure along with the related documents would be the first level of evaluation. Only those Bids which comply with the eligibility criteria will be taken up for further price evaluation. 10.1.3. RBI may waive any minor informality, non-conformity or irregularity in a bid that does not constitute a material deviation provided such waiver does not prejudice or affect the relative ranking of any Bidder. 10.1.4. If a Bid is not substantially responsive, it will be rejected by RBI and may not subsequently be made responsive by the Bidder by correction of the nonconformity. RBI s determination of bid responsiveness will be based on the content of the bid itself. RBI may interact with the Customer references submitted by Bidder, if required 10.2. Evaluation of Price Proposal (Commercial) 10.2.1. Price Proposal of only the Eligibility Criteria qualified short-listed bidders will be opened and evaluated. 10.2.2. The Total Bid Price will be calculated on the basis of price of the software in serial number 1 and 2 of Annex-F and present values of prices of annual maintenance from 2 nd year to 7 th year. 10.2.3. Present values will be calculated using a discount factor of 8 (eight) percent for all the years. 10.2.4. If there is a discrepancy between the amounts in figures and in words, the amount in words shall govern. 10.3. Successful Evaluated Bidder 10.3.1. After completing internal approval process, Bidder whose Total Bid Price is the lowest will be declared as successful evaluated bidder, who will be called L1 Bidder. 10.4. Notification of Award 10.4.1. Prior to expiration of the period of Bid validity, the Bank will notify the successful Bidder in writing or by email, that its Bid has been accepted. 10.4.2. The notification of award will constitute the formation of the Contract. Page 9 of 18
10.4.3. Upon notification of award to the L1 Bidder, the Bank will promptly notify each unsuccessful Bidders. 11. Terms and Conditions 11.1. Bank s right to accept any bid and to reject any or all bids. 11.1.1. 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 or Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Bank s action. 11.2. No Commitment to Accept Any Tender 11.2.1. RBI shall be under no obligation to accept any offer received in response to this tender notice and shall be entitled to reject any or all offers including those received late or incomplete offers without assigning any reason whatsoever. RBI reserves the right to make any changes in the terms and conditions of purchase. RBI will not be obliged to meet and have discussions with any vendor, and or to listen to any representations. 11.3. Due Diligence 11.3.1. The Bidders are expected to examine all instructions, terms and specifications stated in this RFP. The Bid shall be deemed to have been submitted after careful study and examination of this RFP document. The Bid should be precise, complete and in the prescribed format as per the requirement of this RFP document. Failure to furnish all information or submission of a bid not responsive to this RFP will be at the Bidders risk and may result in rejection of the bid. Also the grounds for rejection of Bid should not be questioned after the final declaration of the successful Bidder. 11.3.2. The Bidder is requested to carefully examine the RFP documents and the terms and conditions specified therein, and if there are any ambiguity, contradictions, inconsistency, gap and/or discrepancy in the RFP document, Bidder should seek necessary clarifications by e-mail as mentioned in Section 1. 11.4. Ownership of this RFP 11.4.1. The content of this RFP is a copy right material of Reserve Bank of India. No part or material of this RFP document should be published on paper or electronic media without prior written permission from RBI. 11.5. Modification and Withdrawal of Bids 11.5.1. The Bidder may modify or withdraw its Bid after the Bid s submission, provided that written notice of the modification, including substitution or withdrawal of the Bids, is received by the Bank, prior to the deadline prescribed for submission of Bids. No Bid may be modified after the deadline for submission of Bids. 11.5.2. No Bid may be withdrawn in the interval between the deadline for submission of Bids and the expiration of the period of Bid validity specified by the Bidder on the Bid Form. 11.6. Signing of Contract and Performance Guarantee Page 10 of 18
11.6.1. The successful bidder shall be required to enter into a contract with Reserve Bank of India. 11.6.2. The successful bidder shall be submitting Performance Bank Guarantee required by RBI. 11.7. Payment Structure 11.7.1. The payment will be made within one month of delivery of the software or receipt of invoice from the vendor, whichever is later. 11.8. Prices 11.8.1. All prices should be quoted in Indian Rupees ( ). The prices will be firm and stable and not subject to any price escalation. 11.8.2. Price for first year maintenance should be included in the software costs. 11.8.3. The Bidder will pass on to the Bank, the benefit of discounts if any announced in respect of the cost of the items for which orders have been placed during that period. 11.9. Repeat Orders 11.9.1. RBI has right to alter (increase or decrease) the number of quantities in the Bill of Material mentioned in the RFP. 11.9.2. RBI has right to place repeat order to the Bidder for any or all of the equipment and licenses mentioned in this RFP, at the unit rate quoted in the commercial format during the period of one year from the date of acceptance of the solution. 11.10. Software License Agreement 11.10.1. The Bidder shall supply RBI with required licenses in the name of RBI to access and use the Software supplied through this RFP. Such license to access and use the software shall be non- exclusive, fully paid up and irrevocable and valid throughout RBIs offices in India and abroad. 11.11. Product Upgrades 11.11.1. During the support period under annual maintenance, the Supplier shall provide all new versions, releases, and updates of all standard software, as well as related technical support within 30 days of their availability from the OEM at no additional cost to RBI. 11.12. Termination of Contract 11.12.1. For Convenience: RBI may terminate the contract by written notice sent to Bidder in whole or in part at any time for its convenience giving six months prior notice. 11.12.2. For Insolvency: RBI may at any time terminate the contract by giving written notice to Bidder, if Bidder becomes bankrupt or insolvent. In this event, termination will be without compensation to Bidder, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to RBI. Page 11 of 18
11.12.3. For Non-Performance: RBI reserves its right to terminate the contract in the event of Bidder s repeated failures (say more than 3 occasions in a calendar year) to maintain the service level prescribed by RBI. 11.13. Annual Technical Support (ATS) 11.13.1. Bidder is expected to provide ATS for the year of selling plus a period of 6 (six) years after the first year of ATS. 11.13.2. During the support period, the Supplier shall provide all new versions, releases, and updates for all standard software at no additional cost to RBI. 11.14. Applicable Law 11.14.1. The Contract shall be interpreted in accordance with the laws of the Union of India and the Bidder shall agree to submit to the courts under whose exclusive jurisdiction the Registered Office of the Bank falls. 11.15. Jurisdiction 11.15.1. The jurisdiction of the courts shall be Mumbai. Page 12 of 18
Annex A Bidder Information (On Bidder s letter head) (To be submitted in the Eligibility Criteria Envelop) Details of the Bidder 1 Name of the Bidder (Prime) 2 Address of the Bidder 3 Status of the Company (Public Ltd/ Pvt. Ltd) 4 Details of Incorporation of the Company. Date: 6 Valid Sales tax registration no. 7 Valid Service tax registration no. 8 Permanent Account Number (PAN) 9 Name & Designation of the contact person to whom all references shall be made regarding this tender 10 Telephone No. (with STD Code) 11 E-Mail of the contact person: 12 Fax No. (with STD Code) 13 Website Ref# Financial Details (as per audited Balance Sheets) (in Rupees Crore) 1 14 Year 2012-13 2013-14 2014-15 15 Net worth 16 Turn Over 17 PAT Note: Please support the above facts with documentary evidence. Please also attach Income-Tax Clearance Certificate (latest) and Referral Letters from Clients mentioned above. Signature of Bidder: Name: Business address: Place: Date: 1 Bidder has to submit required documents duly certified by Certified Accountant. Page 13 of 18
Annex B Eligibility Criteria Compliance (On Bidder s letter head) (To be submitted in the Eligibility Criteria Envelop) Eligibility Criteria Complied with Statements Proof Attached The bidder should be a Company registered under the Companies Act, 1956 or Companies Act 2013 since the last three years. Bidder must be prepared to manage and maintain the Business Objects Software licenses procured by Bank. Valid company Registration Certificate Acceptance to be provided in company letter head. The bidder should be authorized business and support partner for M/s SAP India Pvt. Ltd. Letter from OEM (Annex- D) The Bidder should not be currently blacklisted by any bank /institution in India or abroad and the bidder does not have any labour / tax disputes. As per Annex-E Note: Please support the above facts with documentary evidence. Signature of Bidder: Name: Business address: Place: Date: Page 14 of 18
Annex C Bid Offer Forms (without Price) (On Bidder s letter head) (To be submitted in the Eligibility Criteria Envelop) To Officer in Charge, Reserve Bank of India, Department Of Statistics and Information Management, C-8, 4th Floor, Bandra Kurla Complex, Bandra (East) Mumbai 400 051 Dear Sir, Subject: RFP for the Procurement of Licences of Business Objects Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply Business Objects licences, in conformity with the said RFP. We undertake, if our Bid is accepted, to deliver, Business Objects Licenses in accordance with the delivery schedule specified in the Schedule of Requirements. We agree to abide by the Bid and the rates quoted therein for the orders awarded by the Bank up to the period prescribed in the Bid, which shall remain binding upon us. Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act 2013. We understand that you are not bound to accept the lowest or any Bid you may receive. Dated this day of 2016 (Signature) Duly authorized to sign Bid for and on behalf of Name: In the capacity of: Page 15 of 18
Annex D Manufacturers'/Producers Authorization Form (On OEM s letter head) (To be submitted in the Eligibility Criteria Envelop) To No. Date: Officer in Charge, Reserve Bank of India, Department Of Statistics and Information Management, C-8, 4th Floor, Bandra Kurla Complex, Bandra (East) Mumbai 400 051 Dear Sir, Ref: RFP for the Procurement of Licences of Business Objects BI Platform Sub: - Manufacturer Authorization for your procurement needs of SAP products Dear Sir/ Madam, We, who are established and reputable manufactures of having offices at and do hereby authorize M/s. (Name and address of Agent/Dealer) to offer their quotation, negotiate and conclude the contract with you against the above invitation for tender /offer. It is also certified that this company is selling SAP products for more than two years. We hereby extend our full guarantee and warranty as per terms and conditions of the tender for supply of the software and its maintenance services as mentioned in the RFP undertaken by the above firm. Thanking You, For M/s SAP India Pvt. Ltd. (Signature) Name : Designation: 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. Page 16 of 18
Annex E Declaration for Clean Track Record (On Bidder s letter head) (To be submitted in the Eligibility Criteria Envelop) To Officer in Charge, Reserve Bank of India, Department Of Statistics and Information Management, C-8, 4th Floor, Bandra Kurla Complex, Bandra (East) Mumbai 400 051 Sir, I have carefully gone through the Terms & Conditions contained in the RFP Document for Selection of vendor for Request for Proposal for the Procurement of Licences of Business Objects. I hereby declare that my company has not been debarred/black listed by any Government / Semi Government / Private / Public organizations / banks in India. Also, I declare that my company does not have any tax or labour disputes. I further certify that I am competent officer and duly authorized by my company to make this declaration. Yours faithfully, (Signature of the Bidder) Printed Name: Designation Seal: Date: Business Address: Page 17 of 18
Annex F Bill of Material (On Bidder s letter head) (To be submitted in the Price Proposal Envelop) Name of the Company: Address of the Company: Sr. No. Description Price 2 (in INR) 1 Business Objects Production License for 250 Concurrent Users 2 Business Objects Production License for 75 Named Users 3 2 nd year Enterprise Maintenance of all the above 3 4 3 rd year Enterprise Maintenance of all the above 5 4 th year Enterprise Maintenance of all the above 6 5 th year Enterprise Maintenance of all the above 7 6 th year Enterprise Maintenance of all the above 8 7 th year Enterprise Maintenance of all the above Note: i. Price quoted should be exclusive of all applicable taxes. ii. L1 vendor will be decided on the basis of the Total Bid Price 4 as shown in the above table provided the bidder has qualified the Eligibility Criteria. 2 Prices to be quoted for number of users stated for respective items 3 Price for the first year maintenance is to be included with the software licence. 4 Total Bid Price = (Basic price of the software in sr. no. 1 and 2) + present values of prices of annual maintenance from 2 nd year to 7 th year. Present values will be calculated using a discount factor of 8 (eight) percent for all the years. Page 18 of 18