Punjab & sind bank rfp

RFP for Video Conferencing

Punjab and Sind Bank
HO – IT Department
21 Rajendra Place,
New Delhi – 110 125

Request for Proposal for Video Conferencing (VC)
RFP Reference No: HOIT/RFP/11/2011-2012

Release Date: 30th January 2012

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1. About the Bank ............................................................................................................................................6

1.1 Introduction.......................................................................................................................................6

2. Project Details ..............................................................................................................................................6

2.1 Project Scope Overview .....................................................................................................................6

2.2 Detailed Requirements ......................................................................................................................7

2.3 Delivery, Installation and Commissioning of Items ..............................................................................13

2.4 Service level Agreement ..................................................................................................................14

2.5 Payment Terms...............................................................................................................................14

2.6 Further Orders ................................................................................................................................15

2.7 Order Cancellation ..........................................................................................................................15

2.8 Manuals/Guides ..............................................................................................................................15

2.9 Warranty ........................................................................................................................................15

2.10 Failure of equipments ......................................................................................................................16

2.11 Facilities Management .....................................................................................................................16

3. Responses to RFP (Submission of Bids) ....................................................................................................20

3.1 Contact Details for Responding to the Proposal ..................................................................................21

3.2 RFP Coordinator .............................................................................................................................22

3.3 General Instructions ........................................................................................................................22

3.4 Eligibility Bid ...................................................................................................................................23

3.5 Technical Bid ..................................................................................................................................24

3.6 Commercial Bid...............................................................................................................................25

4. Evaluation Methodology .............................................................................................................................26

4.1 Introduction.....................................................................................................................................26

4.2 Phase 1: Eligibility Evaluation ...........................................................................................................26

4.3 Phase 2: Technical Evaluation ..........................................................................................................26

4.4 Short Listing ...................................................................................................................................29

4.5 Phase 3: Commercial Evaluation ......................................................................................................29

5. Terms & Conditions ...................................................................................................................................30

5.1 General ..........................................................................................................................................30

5.2 Price bids .......................................................................................................................................33

5.3 Bid Security & Performance Guarantee .............................................................................................35

5.4 Changes to the RFP ........................................................................................................................36

5.5 Confidentiality Agreement ................................................................................................................36

5.6 Terms of Reference („ToR‟) ..............................................................................................................37

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List of Annexure:
Annexure A – Manufacturer Authorization Form
Annexure B – Helpdesk Details and Escalation Matrix
Annexure C – Cover Letter
Annexure D – Details of Address for VC installation
Annexure E – Details of Technical Specification
Annexure F – Details of Service Centres
Annexure G – Eligibility Criteria Compliance
Annexure H – Commercial Bill of Material
Annexure I – Work Plan Schedule
Annexure J – Query Format
Annexure K – VC Service Levels
Annexure L – Performance Bank Guarantee
Annexure M – Technical Bill of Material
Annexure N – Existing Bill of Material
Annexure P – Details of expert level trained and Certified Personnel of OEM
Annexure Q – List of OEM depots
Annexure R – OEM Technical Support Centre
Annexure S – OEM Office List
Annexure T – Conformity Letter
Annexure U – Undertaking of Authenticity for VC supplies
Annexure V – Undertaking for not blacklisted
Annexure W – Technical Compliance Statement

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REQUEST FOR PROPOSAL (RFP) FOR VIDEO CONFERENCING (VC)
1. Punjab & Sind Bank, a body corporate constituted under The Banking Companies (Acquisition and
Transfer of Undertaking) Act, 1980 and also an existing Company within the meaning and scope of The
Companies Act, 1956 and having its Head Office at 21, Rajendra Place, New Delhi- 110125 hereinafter
referred to as the “Bank”, which term or expression unless excluded by or repugnant to the context or
the meaning thereof, shall be deemed to include its successors and permitted assigns, intends to issue
this bid document, hereinafter called Request for Proposal or RFP, to eligible Vendor‟s, to participate in
the competitive bidding for appointment of Vendor for implementing VC.

2. The Bank, for this purpose, invites Proposals from Vendors who have experience in designing,
implementation and management of the VC solution for primarily undertaking inter-alia the following
activities for the Bank:
i Design, supply, install, commission and manage the VC solution encompassing associated
hardware, software & other IT infrastructure.
ii Provide Facilities Management Services for a period of 5 years for all the components provided to
the Bank as part of this RFP

3. The Bank will follow a 3-stage evaluation and selection process. These stages are:
i Eligibility Evaluation
ii Technical Bid Evaluation
iii Commercial Bid Evaluation

4. The RFP document can be obtained from the Information Technology department located at Banks‟ HO
during office hours. Alternatively the RFP document can also be downloaded from the Bank‟s website.
The purchase price for the RFP is Rs 15,000/- (Rs Fifteen Thousand only) payable by Demand
Draft or Pay Order in favour of “Punjab & Sind Bank”. In case the RFP is downloaded from the
Bank‟s website, then the DD/PO should be submitted with the eligibility bid. The purchase price of the
RFP is non-refundable.
The bid security should be provided by the Vendor’s for Rs 5, 00, 000/- (Rs Five Lakhs only) in
form of a Bank Guarantee. Bank Guarantee form should as per Annexure L.
The schedule for the tendering process is:
Particulars Deadline (Date & Time)
th
Date of Issue of RFP 30 January 2012
th
Last date of Receipt of Query 10 February 2012, 4.00 pm
th
Date of Pre Bid Meeting 14 February 2012 , 10.30 am
th
Last date of submission of RFP 28 February 2012, 12.30 pm
th
Date of Opening of RFP 28 February 2012, 1.00 pm

5. There will be a Pre-Bid meeting with all the Intended Vendors, at the time specified above to address
any queries in connection with the tender document. A maximum of two personnel per Vendor may
attend the meeting. It is essential that all clarifications/queries needs to be submitted to Bank as
specified above, on or before the last date of receiving any clarifications. Bank will not respond to any
clarification/queries either in writing or telephonic after the Last date and time of receiving the
clarification as mentioned above.
6. The Bank reserves the right to accept or reject in part or full any or all the offers without assigning any
reasons whatsoever and entirely at its discretion.
7. Technical Specifications, Terms and Conditions and various formats and proforma for submitting the
tender offer are described in the tender document and its Annexures.

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Important Clarifications:
Following terms are used in the document interchangeably to mean:
1. Bank means „Punjab and Sind Bank „
2. Recipient, Respondent, Vendor, Service Provider means the respondent to the RFP document
3. Vendor / VC SI – the company submitting the bid who is solely responsible for the delivery of the
scope of work of this RFP.
4. RFP means the Request For Proposal document
5. Service provider, Bank shall be individually referred to as „Party‟ and collectively as „Parties‟
6. “PO” means Purchase Order
7. “VC” means Video Conferencing Solution inclusive of relevant software and hardware
8. “CBS SI” means System Integrator implementing CBS
9. “CMD” – Chairman & Managing Director
10. “ED” – Executive Director
11. “CGM” – Chief General Manager
12. “GM(IT)” – General Manager (Information Technology)
13. “HO” – Head Office
14. “LHO” – Local Head Office
15. “STC” – Staff Training College
16. “ZO” – Zonal Office
17. “MOF” – Ministry of Finance
18. “IBA” – Indian Banks Association

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1. About the Bank

1.1 Introduction
Punjab & Sind Bank, a body corporate constituted under the Banking Companies (Acquisition and
Transfer of Undertaking) Act, 1980 and also an existing Company within the meaning and scope of the
Companies Act, 1956 and having its Head Office at 21, Rajendra Place, New Delhi- 110125 hereinafter
referred to as the “Bank”, which term or expression unless excluded by or repugnant to the context or the
meaning thereof, shall be deemed to include its successors and permitted assigns, intends to issue this
bid document, hereinafter called Request for Proposal or RFP for VC solution.
The Bank has at present 1000 plus branches, 23 Zonal Offices, one Local Head Office, Inspection
Offices, Staff Training College etc. across the country.
st
The Bank is one of the fast growing public sectors bank in India. As on 31 March 2011, the financial
detail of Punjab & Sind Bank is mentioned below:-

Financial Details Amount (Crores Rs)
Total Deposits 59,723
Total Advances 42,637
Income 5,369
Net Profit 526

The Bank is currently in the midst of major up-gradation process to enable its business strategy through
deployment of enhanced technology solutions to serve higher customer needs and to achieve better
productivity.
The detailed Project scope is mentioned below in Section 2 of this RFP document.

2. Project Details

2.1 Project Scope Overview
2.1.1 The vendor is required to take total responsibility for providing the complete turnkey Video
Conferencing (VC) solution including Hardware, Network components, Software and its
maintenance, warranty, management and provide support for tenure of 5 years. The
commercials for the same will be on a 100% ownership model (Capex).
2.1.2 The vendor is required to deploy and provide the VC solution and necessary devices at the
following premises of the Bank:

Locations Premises
Head Office (HO) Board Room , CMD Office , ED Office , CGM Office ,
GM (IT) Office (Annexure D)
Zonal offices (ZO) 23 Zonal Offices (Annexure D)
Local Head Office (LHO) Bank Square, Sec-17B, Chandigarh (Annexure D)

Staff Training College (STC) Bank Square, Sec-17B, Chandigarh (Annexure D)

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2.1.3 In future Bank may extend the VC facility to branches/offices so the offered solution should
be of High Quality, Reliable, Scalable, Easily usable and Manageable and Secure. Refer to
Annexure E for minimum technical specifications of the VC components and Network &
Security components
2.2 Detailed Requirements
2.2.1 The vendor shall be contracted for a period of 5 years and will enter into a Purchase contract
with the Bank for supply of Video-Conferencing equipments as per models and
specifications approved by the Bank.
2.2.2 Design and implementation Plan: Bank expects the vendor to submit a detailed plan
Annexure I for designing and implementation of the project which should include the full
scope of the project as mentioned above. On acceptance of such plan by the Bank, the
vendor is required to carry out the implementation including supply, installation,
commissioning and testing of equipment etc. The vendors are expected to offer solutions
covering all the functionality as mentioned in this RFP document. Incomplete response will
not be considered and no correspondence in this regard will be entertained.
2.2.3 Infrastructure Requirement:

2.2.3.1 The following are the VC solution device requirements:
Locations Number of VC Screen Camera Microphone Speakers Amplifier
Setup
HO (Board 1 65” x 2 2 2 4 200 W x 1
Room) unit

HO (CMD, 5 46” 5 5 Inbuilt in NA
ED, CGM & LCD
GM-IT)

Zonal Office 23 40” 23 23 Inbuilt in NA
LCD

Local Head 1 40” 1 1 Inbuilt in NA
Office, LCD
Chandigarh

Staff 1 65” x 2 2 2 4 200 W x 1
Training unit
College

Total 31
Locations
Optional 5 24” 5 5 5 NA
item 1

Optional Note: The Vendor needs to factor additional licenses for setting up 6 VC endpoints.
item 2

Vendor is required to supply, install and maintain optional items for the period of contract, this will
be an optional item 1 and 2 in Commercial Bill of material (Annexure H), and however same will be
part of Total Cost of Ownership (TCO)
Note: Common Premises Address (same building different floors)
Locations Address
HO - Board Room, CMD , ED, CGM & Punjab & Sind Bank, H.O.21 Rajendra Place,
GM(IT) New Delhi – 110 125
Zonal Office – Chandigarh I , SCO 79-81, Bank Square, Sec-17B, Chandigarh
Zonal Office - Chandigarh II ,
Zonal Office - Haryana
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LHO
STC

Approximate Dimension for CMD, ED, Board Room , CGM and GM(IT) are as follows

Height Length Breadth
CMD 8 feet 28 feet 22 feet
ED 8.5 feet 26 feet 16 feet
Board Room 8 feet 40 feet 22 feet
CGM 8.5 feet 26 feet 16 feet
GM(IT) 8.5 feet 26 feet 16 feet

Based on the above room dimension data, VC SI needs to appropriately size and provide
VC components. The Vendors can schedule an appointment with the Bank and site the
locations for conducting their survey. Refer to “Annexure E” for Technical Specifications of
the VC Equipments.

2.2.3.2 The vendor should design and propose the architecture for implementing the VC
solution.
2.2.3.3 The vendor need to accordingly design the VC solution based on the above
distribution along with the associated infrastructural requirements. Furthermore,
the Vendor is expected to assess the existing network infrastructure of the Bank
for the VC locations and accordingly identify the equipments for
upgrade/replacement in order for the VC solution to perform as per the
requirements of this RFP.
2.2.3.4 The core infrastructure for the Video Conferencing solution needs to be setup at
the Head Office. Therefore, the HO will serve as the DC for the Video
Conferencing solution.
2.2.3.5 The Vendor is required to provide the Recording, Streaming and Playback device
at HO. Refer to Annexure E for the technical specifications for the same
2.2.3.6 42U rack of reputed brand to mount VC components, Firewall, Multipoint Control
Unit (MCU) and other devices for VC solution to be hosted at HO should be
supplied by the Vendor. Bank will provide the space, power and necessary
environmental infrastructure to host 42U rack at HO. Vendor is required to supply
install and maintain structured cabling at HO as required for the proposed VC
solution. Vendor is required to specify the bank power requirements for locations
wherein proposed VC solution is to be implemented.
2.2.3.7 The Vendor shall be responsible for Supply, Installation, Commissioning and
maintenance of the Configuration of the Video-Conferencing equipments
including End Points, Multi-Conferencing Unit, support for external
streaming/recording, Firewall NAT Traversal Solution and related software etc. as
per specifications mentioned in the Annexure E- Technical Specifications of the
RFP. All the equipment related to the functioning of the VC solution needs to be
setup at the Bank‟s premises. The detailed address of the proposed Zonal Office
location and Staff Training College are given in “Annexure D”.

2.2.3.8 The accessories required, if any, during the installation / operationalization /
testing / commissioning of the supplied equipments at the identified Bank
locations will be arranged by the vendor.

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2.2.4 Functional Requirements:

2.2.4.1 The solution should have conferencing and collaboration capabilities which
include audio, video and desktop PC based conferencing.
2.2.4.2 The proposed VC solution should be end to end of HD1080p resolution, with
capability to handle conferencing of minimum 37 participants simultaneously at
any point of time from day one.
2.2.4.3 The solution should also have functionality for one-to-one video conferencing and
multipoint conferencing through the MCU along with H.239 capability. The
solution proposed should have a provision for IP based audio calls.
The solution should facilitate scheduling conferences for peer to peer and for
different groups with timings. The scheduling of the VC should be either through
the calendar scheduling from email or through browser. The scheduling should
automatically forward the email to the participant/administrator of the conference
along with the details of URLs and the meeting ID and password. Also, the
system should be capable to dial out the participant in their IP phone to
participate in the conference.
2.2.4.4 The solution should provide one window for each participant in a single screen
during the conference. For example if there are 20 participants in a conference,
20 windows should be viewed on the screen and the windows should be
manageable for convenience.
2.2.4.5 The solution should have the functionality to connect mobile / wireless users for
audio conferences in a multipoint call over ISDN and IP network. The vendor
should integrate this functionality as and when Bank will decide to go for this
service without any additional cost to Bank.

2.2.5 Network and Security:

2.2.5.1 Vendor is required to size the bandwidth at each of the VC location including at
HO, STC, ZO and other locations. Bandwidth will be provided by Bank on the
recommendations of the VC Vendor. The Vendor will be responsible for ensuring
compliance to the SLA with regards the sizing. The Vendor needs to do the sizing
based on the requirements of this RFP and the relevant applications / modules
being deployed. However the bandwidth requirement for each VC type has been
estimated as follows:

VC Type Minimum Estimated Bandwidth (Indicative)
Head Office 10 Mbps (over MPLS)
Zonal Offices 1 Mbps (per location over MPLS)
Staff Training 6 Mbps (over MPLS)
College + LHO, +ZO
CH1 , CH2 and
Haryana
rd
3 party including 2 Mbps (over internet)
IBA, Ministry of
Finance

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2.2.5.2 The offered solution should allow external users securely over Bank‟s VCS
through ISDN/Internet/IP based MPLS. Vendor is required to supply install and
maintain necessary software and hardware at HO..
Security of the solution: Being a financial institution, Bank expects that the
solutions proposed facilitate necessary security checks and validation processes
for ensuring secure access to the systems.
2.2.5.3 Vendor is required to supply install, and maintain Router at HO to connect over
the Internet. The device support at least one ISDN PRI interface, high speed
serial interface (minimum 2 Mbps and scalable to support upto 10 Mbps) with
built in firewall and Intrusion Prevention System (Internal/External). The vendor is
required to maintain the same for the period of contract. Refer to Annexure E for
Details of technical specifications.
2.2.5.4 Multiple levels of authority: It is mandatory that the proposed solution provide
multiple levels of access for users, managers, administrators etc., depending on
their roles.
2.2.5.5 Network Infrastructure at VC locations

2.2.5.5.1 Vendor needs to identify the network requirements at proposed VC
locations

2.2.5.5.2 The existing Cisco Router(s) wherever required to be upgraded to
support IOS Intrusion Prevention System will be done by the bank.

2.2.5.5.3 Based on the information provided by the Vendor, bank will get
upgraded the network devices where ever required. Refer to Annexure
N – Existing Bill of Material for existing router where VC needs to be
deployed.
2.2.5.6 It would be the responsibility of the vendor to ensure quality of design and
performance. Vendor is required to design and propose a comprehensive VC
solution based on the requirements of this RFP.
2.2.5.7 The vendor is required to supply, install and maintain for the period of contract
one 24 port Ethernet Switch at HO and one at Chandigarh office.
2.2.5.8 The vendor is required to supply and install router at Chandigarh office and
maintain the same for the period of contract. Refer to Annexure E for technical
specifications of the router.
2.2.5.9 The vendor is required to do the cabling (structure cabling) for the VC devices to
be networked and maintain the same for the period of contract.

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2.2.6 Bandwidth:

2.2.6.1 Bandwidth sizing will be done by the Vendor for locations where VC needs to be
deployed
2.2.6.2 Vendor needs to liaison with Banks network service provider for bandwidth
requirement.
2.2.6.3 HO is the central location for Video conferencing, hence all the video traffic from
VC locations should traverse to HO via MPLS cloud directly and other (CBS and
other banking applications) traffic from branches, ZO and HO should traverse to
DC and DRC via MPLS cloud. There should be two Point to Point links between
MPLS cloud and HO; each of equal capacity. In case one of the link fails, the
traffic should traverse through the other link
2.2.6.4 Vendor is required to size the internet bandwidth required at HO for VC between
the HO users and any other 3rd Party locations (like IBA- Indian Banking
Association, Ministry of Finance etc). Internet link and internet bandwidth will be
provided by Bank
2.2.7 Responsibility Matrix

The responsibilities matrix for implementing the VC solution is briefed in the below table.
Activity Size Design Supply Install Maintain Facilities
Management
Bandwidth Vendor Vendor Bank Bank Bank Bank
Network Network Network Network
Service Service Service Service
Provider Provider Provider Provider
Internet Bandwidth Vendor Vendor Bank Bank Bank Bank
Network Components Vendor Vendor CBS CBS CBS CBS
at ZO SI/Vendor SI//Vendor SI//Vendor SI/Vendor
Network & Security Vendor Vendor Vendor Vendor Vendor Vendor
components at HO -

2.2.8 End of Sales / End of Support

The Vendor should ensure that any equipment supplied as part of this RFP should not have either
reached end of sales / end of life for at least 3 years post date of acceptance of such equipment by
the Bank. Further any equipment supplied by the Vendor, should not have reached end of support
for at least 2 years from the date of contract expiry. . In the event if any equipment supplied by the
Vendor, reaches either end of sales / life or end of support as stipulated in this clause, within the
period of contract, the Vendor has to immediately replace the equipment at no additional cost to the
Bank.

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2.2.9 Maintenance & Training
► Maintenance
2.2.9.1 The vendor should provide facility management to take care of the system,
scheduling conferences, maintaining users, groups, trouble shooting etc. for a
period of 5 years from its own premises.
2.2.9.2 The Vendor should proactively monitor the VC systems. In case of any problem
observed or reported by the office, the Bank shall log a ticket with the Vendor and
the vendor should resolve the problem immediately. If the problem is related to
network configuration, the vendor should coordinate with the Network Vendor of
the Bank to resolve the same. Further, the vendor should arrange the engineer at
field to trouble shoot at branch / office level if necessary. The Vendor should
ensure that the resolution is in compliance with the Service Levels detailed in the
RFP.
2.2.9.3 During the contract period, the vendor should apply patches and upgrades from
time to time without any additional cost to the Bank.
2.2.9.4 The vendor should repair / replace/ provide standby the equipment in case of any
problem arising out of it and during the warranty/AMC period as per warranty
conditions.
2.2.9.5 The vendor shall fine tune the video-conferencing equipments at identified Bank
locations during warranty and AMC period for smooth operations.
2.2.9.6 The vendor should own the responsibility of maintaining the System Uptime and
Performance as per the defined SLAs for the period of contract.
2.2.9.7 As per business need Bank may shift the Video-Conferencing equipments from
one location to another or within premises. The vendor shall be responsible for
shifting/packing/re-installation/commission, cabling etc. the equipments as per
the agreed cost/expenses. The Vendor needs to provide the rate card for the
same.

► Training
2.2.9.8 On completion of the installation of the VC solution, the vendor will provide
necessary training to the Bank‟s technical staff. The training will cover
installation, implementation, administration, usage, troubleshooting and
interpretation of reports, logs etc. This training will be conducted at Bank‟s
premises (Delhi and Chandigarh). The number of users to be trained is minimum
3 users per location within 3 to 4 batches.
2.2.9.9 The vendor should provide the complete documentation of the project
encompassing the Solution design, sizing, the Bank‟s specific user Manuals,
FAQs, Training material etc both in hard copy and soft copy.
2.2.9.10 The vendor shall conduct the Video-Conferencing session from the identified
Bank location with Head Office through MPLS VPN Cloud, Delhi location after
initial installation as a demonstration session.
2.2.10 Technical Requirements:

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2.2.10.1 Bank wants to connect Head Office Delhi which has CMD, ED , CGM , GM (IT)
offices & Board room on different floors in the same Building) with 23 Zonal
offices spread across India, Staff Training College (STC) Chandigarh and Local
Head Office (LHO) Chandigarh (both are at different floors in same building)
through existing IP based MPLS VPN. This solution should be connectable from
other 3rd Party locations (IBA, NIBM Pune , Ministry of Finance) through
MPLS/ISDN/Internet securely. IBA, NIBM Pune, Ministry of Finance are separate
entities and have already deployed VCS. The offered solution shall be compatible
with the existing Video-Conferencing equipments solutions available in India. The
solution should be deployed in one go or in different phases if suggested by the
Bank. The offered solution should be standards-based that is interoperable with
video equipment from any manufacturer. The complete solution should also
comply with IPv6. The Bank should be able to conduct Video Conference in one
to one, one to many and many to many through Bank‟s WAN network (IP) or
ISDN or mix of both. Hence all the video conferencing solution should have
capability to support ISDN, IP or mix of both.
2.2.10.2 The Vendor should have minimum 12 support centres located across the metros
in order to support HO, 23 Zonal Office locations and offices where VCS will be
deployed. Full address of the support centre along with the name and telephone
number of contact persons has to be submitted by the Vendor. Refer to
Annexure F – Details of Service centres.
2.2.10.3 The Vendor should have a centralized 24*7 operational help desk for complaint /
call logging, assigning/allocation, automated tracking etc. Information regarding
help-desk and escalation matrix should be submitted as per the Annexure B
provided in RFP for the proposed Video-conferencing centres mentioning therein
details like name of contact person, phone no, location, process of complaint
booking and resolution etc.
2.2.10.4 The minimum technical specification is attached as “Annexure E”. The Vendors
are required to offer their compliance to the requirements.
2.3 Delivery, Installation and Commissioning of Items

Project Phase Timelines
Delivery of all the offered equipments 6 weeks from date of Purchase Order
including network and security components at
the intended site
Verification of all the equipments in the Within 1 week from the date of delivery of
presence of Bank‟s officials equipments
Installation and commissioning of all 8 weeks from date of Purchase Order
equipments
Inspection and Acceptance of all 10 weeks from date of Purchase Order
equipments
Note : In States where Road Permits are compulsory, delivery, installation must be completed
within 8 weeks from the date of Purchase Order

Appropriate insurance to cover the ordered item(s) for the transit period and till the time of its
acceptance by the Bank at the respective site is to be taken by the Vendor. The cost of the
insurance will be borne by the Vendor. At the discretion of the Bank, there will be an acceptance test
conducted by the Vendor in presence of the Bank official(s) and/or its nominated consultant(s) after
installation of complete item(s). In case of serious discrepancy in Video-Conferencing equipments
supplied, the Bank may cancel the entire purchase order and return the item(s) back to the Vendor
at Vendor‟s costs and risks. The Vendor shall give acceptance of the order within two week from the
date of purchase order. Bank has right to cancel the order, if the same is not accepted within the
stipulated period from the date of order.HO Delhi and Chandigarh electrical points and LAN cabling
to be done by vendor.
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The Bank will not arrange for any Road Permit/Sales Tax clearance for delivery of Equipments to
different locations and the Vendor is required to make its own arrangements for delivery of
Equipments to the locations as per the list of locations/sites provided from time to time by the Bank.
However, the Bank will provide letters/certificate/authority to the Vendor, if required.

2.4 Service level Agreement
1. The selected vendor will sign service level agreement with the Bank to ensure the Service
Levels are adhered.
2. Annexure K contains the SLA which includes essential parameters.
Working days: Seven days a week (Monday to Sunday)
3. Response/Resolution for HO/STC /LHO VC infrastructure: The problem should be resolved
within 2 hours from the time call is logged. The reporting may be through any mode of
communication.
4. Response/Resolution for ZO VC infrastructure: The problem should be resolved within 4
hours of from the time call is logged. The reporting may be through any mode of
communication.

2.4.1 Facilities Management

The vendor will provide Facility Management Services from its own location for a period of 5 years.
The vendor should provide a FM engineer having experience in setting up and management of VC
systems with multi site audio/video/Web conferencing at the bank location as and when problems
encountered by the bank need to be resolved. However, one resident engineer has to be provided
by Vendor at HO – Delhi.

2.4.2 Video conference solution equipment specifications:

Vendors should supply all the equipment sourced from single OEM for individual solutions except
servers, LCD panels, microphone, amplifier, other network equipment (routers, switches).

2.5 Payment Terms
The Vendor must accept the payment terms proposed by the Bank. Bank will deduct TDS (Tax
Deduction at Source) and any other statutory taxes from payments made to vendor. The Bank will make
payment as per following scheduled terms.

2.5.1 Hardware, Software and Implementation of VC solution – One time charges

60% on successful delivery , implementation ,completion, acceptance and signoff of the VC
solution;
40% on successful error free functioning of VC solution after 2 months acceptance sign off and
submission performance bank guarantee.

The vendor will be required to furnish the documentary proof of delivery, installation and acceptance
duly signed by the Bank officials posted at Zonal Offices while claiming the payment.

2.5.2 Facilities Management:

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The annual amount to be paid towards facilities management would be divided into 4 equal
instalments, to be paid quarterly at the end of each quarter. The first quarter would begin from the
date of completion of successful implementation and subsequent signoff by the Bank for the VC
solution.

2.5.3 Training
100% of the Training cost will be paid at the once training is concluded for that particular batch.

The Bank shall pay each undisputed invoice raised in accordance with this RFP and subsequent
agreement, within thirty (30) Days after its receipt.

Any objection / dispute to the amounts invoiced in the bill shall be raised by the Bank within
reasonable time from the date of receipt of the invoice. Upon settlement of disputes with respect to
any disputed invoice(s), the Bank will make payment within thirty (30) days of the settlement of such
disputes.

2.6 Further Orders
The Bank may place further orders for supply, installation, commissioning, and maintenance of
any/all Video-Conferencing equipments/components at the same rate and terms & conditions as per
the purchase Contact entered into with finally selected Vendor within 18 months period from the date
of first purchase order. However, if during the said period of contract, any downward price-revision
for any of Video-Conferencing equipments occurs, and then Vendor must offer the same to the Bank
without any delay and request from the Bank.

2.7 Order Cancellation
The Bank reserves the right to cancel the purchase order in the event of one or more of the following
situations:

1. Delay in supply, installation, and commissioning of Video-Conferencing equipments, beyond
agreed delivery timelines.
2. Deviations of the Video-Conferencing equipments proposed from those mentioned in the
RFP including non-integration of these equipments with Bank's infrastructure as mentioned
in Scope of Work above to the satisfaction of the Bank.
In the event of order cancellation the Vendor shall be responsible to take back the faulty equipments
at their cost & expenses. In the event of cancellation of order, the Bank shall have the right to invoke
the Performance Bank Guarantee (PBG) submitted by the vendor Annexure L.

2.8 Manuals/Guides
The equipments will have to be supplied with all the manuals/guides in electronic form and/or printed
booklet(s) as provided by the respective Original equipments Manufacturers. All the manuals/guides
should be in English only.
2.9 Warranty

Page 15 of 135


All hardware/software /license /firmware supplied should be covered by comprehensive on-site
warranty for 1 year and Maintenance/ ATS for 4 years by the vendor from the date of installation and
acceptance of the system by the Bank. This includes updation of latest patches of software,
configuration, including its components, providing latest version (software subscription), of the
software/license etc. as and when released by the OEM of equipments will be supplied by the
vendor. The Vendor shall be fully responsible for the warranty of all equipments, accessories, spare
parts, software, etc. against any defects arising from design, material, manufacturing, workmanship
or any act or omission of the manufacturer and/or Vendor and any defect that may develop under
normal use of supplied equipments during warranty period. During the Warranty period of
equipments, vendor shall not assign any kind of maintenance like hardware, software, upgradations
etc. related to these equipments to any third party. Warranty should not become void if the Bank
buys any other supplemental hardware from third party and installs it with/in these machines.
However, the warranty will not apply to such hardware items installed. The warranty and
maintenances costs of the VC infrastructure need to be factored in the AMC – ATS section of the
bill of material.

Warranty should cover the following:-

a) Service support should be available on 24*7*365 basis.

b) Warranty should cover updates/maintenance patches/bug fixes (available from the original
software Vendor) for system software & firmware patches/bug fixes, signatures, if any, for
hardware.

c) The vendor should provide onsite preventive maintenance on quarterly basis.

d) The vendor shall obtain written acknowledgement from the Bank after completion of warranty
period for successful sign off of warranty period.

2.10 Failure of equipments
If, during the AMC period, any equipments fails to function properly four or more times during a
quarter due to any reason except force majeure event, the vendor shall arrange replacement of the
same by new equipments of same or higher configuration, at no cost to the Bank within one week of
time.

2.11 Facilities Management
2.11.1 Services to be covered

This section describes, but does not limit, the services required by the Bank for the next 5
years. The Bank intends that the contract which is contemplated herein with the Vendor shall
be for a period of 5 years, and shall cover all deliverables and services required to be
procured or provided by the Vendor during such period of contract. The Vendor needs to
consider and envisage all services that would be required in the maintenance of the
facilities. FM for all purposes means all AMC, warranties, annual technical support and all
other costs necessary and incidental for the maintenance and support of the infrastructure
and equipment.
The services would include:
Software Maintenance (ATS)
Support,
Hardware Management of LCD Panels, USB HD Camera, Video Phone etc and all
devices/components provided by the Vendor. (AMC)

Page 16 of 135


2.11.1.1 Software Maintenance:

2.11.1.1.1 The Software Maintenance and Support Services contemplated herein
shall be provided for all Licensed Software implemented by the Vendor
for the period of the contract. The solution vendor shall render both on-
site and off-site maintenance and support services to the Bank to all the
designated locations. The Vendor shall provide remote trouble shooting
/ customer support mechanism from its premises. The Maintenance
and Support Services shall be provided for all the locations where the
VC solution has been implemented
The Maintenance and Support Services will cover: All product
upgrades, modifications, enhancements that have to be provided to the
Bank free of charge. The Vendor will also be responsible for all solution
and version migrations and performance tuning during the period of the
contract and no additional charges would be paid by the Bank for the
same. Vendor to provide additional training in view of any changes in
the software versions, during the period of contract without any extra
cost

2.11.1.1.2 Upgrades would include product releases made by the Vendor to
incorporate technological changes, consolidating all bug fixes,
consolidating all enhancement requests made by the Bank.

2.11.1.1.3 Modifications would include minor changes, bug fixes, error resolutions
and minor enhancements that are incidental to proper and complete
working of the Application.

2.11.1.1.4 Enhancements would include changes to the licensed software, which
are of software fine tuning in nature. All requests for Enhancements
that may be required for any reason by the Bank shall be made in
accordance with the procedures to be established by the Bank in this
regard. The Vendor shall rectify any corruption in the application
software or media at no extra cost to the Bank.
2.11.1.2 Support:
The Vendor is required to provide sound after-sales service/support by arranging
timely attending of calls received from the offices where the Video-Conferencing
equipments have been supplied & installed and problem rectification through
competent service engineers. The desired support time should be uniformly
maintained at all the sites. The Vendor has to maintain sufficient inventory of spare
parts/equipments at all the support centers to avoid unnecessary delay in obtaining
the spare parts/equipments. The Vendor must supply the details of its
service/support infrastructure meant for registering the complaints along with the
contact numbers like mobile nos., phone nos., electronic mail addresses and names
etc. of its service engineers Annexure F.
2.11.1.3 Hardware Management:

2.11.1.3.1 As a part of FM the Vendor shall provide services relating to
maintenance and support to VC hardware and other peripherals that
have been supplied by the Vendor.

2.11.1.3.2 The Vendor shall provide a single-point-of-contact to End Users for the
resolution of Hardware related problems or for requesting an equipment
upgrade or consultation.

Page 17 of 135


2.11.1.3.3 During the breakdown of the “VC Hardware” the Vendor shall provide
standby equipment of the same make / model or of higher configuration
in place of the original equipment taken to their premises / service
centre, etc. for repair / replacement.

2.11.1.3.4 If the items of “VC Hardware” are to be replaced permanently the
Vendor shall replace the equipment of same Make/ Model/configuration
or of higher configuration. However, the Bank may accept different
make/model/ configuration at its discretion if the original make/model/
configurations are not available in the market due to obsolescence or
technological upgradation, stoppage of the production of the same
make/model/ configuration by the MANUFACTURER or cessation /
winding up of the Company. The price benefit if any gained in the
process by the Vendor, is agreed by the Vendor to be passed on to the
Bank.

2.11.1.3.5 Vendor shall provide Hardware maintenance services including
preventive maintenance (e.g., running standard VC diagnostics,
machine cleaning, checking cables and ports), corrective maintenance
to remedy a problem, and scheduled maintenance required to maintain
the Hardware in accordance with manufacturers' specifications and
warranties.

2.11.1.3.6 Vendor shall co-ordinate warranty repair or replacement service for the
Hardware and process warranty claims, as applicable.

2.11.1.3.7 The Vendor agrees if any of the equipments is required to be taken
outside the Bank premises - HO/LHO/STC/ZO the cost of transportation
and other related costs will be borne by the Vendor.

2.11.1.3.8 Vendor shall be responsible for maintenance activities with the End
User and appropriate support functions of the Bank (e.g. network
support, facilities support, etc.).

2.11.1.3.9 The Bank will not be liable to pay any additional amounts in respect of
any sort of maintenance required during the tenure of the contract.

2.11.1.3.10 Spare Parts: The Vendor shall ensure availability of spare parts for the
supplied Video-Conferencing equipments for a minimum period of five
years from the time of their acceptance. Thereafter, Vendor shall give
at least twelve months notice prior to discontinuation of support
services, so that the Bank may order its requirements of the spares, if
desired. If any of the peripherals, components like expansion cards,
memory etc., are not available or difficult to procure or the procurement
is likely to be delayed for replacement, the replacement must be carried
out with peripheral/component of equivalent capacity or higher capacity
at no additional charges to the Bank, within the stipulated time as
mentioned in the section 2.10 above. However, lower capacity of such
replacement shall be permitted by the Bank on case-to-case basis
subject to practical limitations of Video-Conferencing equipments for
which such replacement is required.

Page 18 of 135


2.11.1.3.11 Annual Maintenance Contract (AMC): The vendor must provide annual
maintenance of Video-Conferencing equipments for a period of 4 years.
The vendor shall not outsource the maintenance work assigned by the
Bank, to any third party and shall arrange attending of all complaints
registered by the Bank officials through its own service/support
infrastructure only. The Bank reserves the right to terminate the
comprehensive AMC by issuing one month‟s notice to the vendor, if the
services rendered by the vendor are found dissatisfactory, in which
regard; the bank shall have absolute discretion. In that case, the vendor
will refund the proportionate amount of AMC for the rest of the period of
the AMC, if any. Not following all that is mentioned above, the Bank
reserves the right to outsource the hardware maintenance work to a
third party or the Bank may decide to perform the same through its
internal resources. Whatever the case may be (either third-party
maintenance or maintenance through internal resources), the Vendor(s)
shall provide requisite maintenance training, technical know-how, and
expert assistance to the persons and/or agencies, duly authorized by
the Bank for this purpose. The responsibilities of the vendor during the
AMC period are same as mentioned above in the section 2.10.

Page 19 of 135


3. Responses to RFP (Submission of Bids)

The submissions need to be made at the address given below, on or before 12:30 pm (Indian Standard
Time) as per the schedule given in the RFP. All envelopes should be securely sealed and stamped. The
authorized signatories of the Vendor should initial on all pages of the technical and commercial proposals.
The competitive bids shall be submitted in four parts viz.
1. Eligibility Bid (accompanied by DD/PO for the purchase price of the RFP)
2. Technical Bid
3. Commercial Bid
4. Bid security
Eligibility, Technical and Commercial Bids shall be submitted in separate sealed sub-envelopes super
scribing “ELIGIBILITY BID FOR PUNJAB & SIND BANK VC PROJECT TENDER REFERENCE
NO.HOIT/RFP/11/2011-2012, Dated _________ SUBMITTED BY ….. ON….. AT NEW DELHI, DUE
DATE _________”, “TECHNICAL BID FOR PUNJAB & SIND BANK VC PROJECT TENDER
REFERENCE NO. HOIT/RFP/11/2011-2012, Dated ________, SUBMITTED BY ….. ON…..AT NEW
DELHI, DUE DATE __________ ” and “COMMERCIAL BID FOR PUNJAB & SIND BANK VC PROJECT
TENDER REFERENCE NO. HOIT/RFP/11/2011-2012, Dated _________ SUBMITTED BY …..
ON…..AT NEW DELHI, DUE DATE _________”.
The Bid security should be enclosed in the fourth sub-envelope super scribing “BID SECURITY FOR
PUNJAB & SIND BANK VC PROJECT TENDER REFERENCE NO. HOIT/RFP/11/2011-2012, Dated
_________, SUBMITTED BY ….. ON ….. AT NEW DELHI, DUE DATE __________”.
These four separate sealed sub-envelopes should be put together in another sealed master envelope
super scribing “BID for PUNJAB & SIND BANK VC PROJECT TENDER REFERENCE NO.
HOIT/RFP/11/2011-2012, Dated __________, SUBMITTED BY ….. ON…..AT NEW DELHI, DUE DATE
_________”.
The response should be organized and submitted in the following manner:
Eligibility Bid
Eligibility Criteria
The Vendor needs to comply with ALL the eligibility criteria mentioned below to be evaluated. Non-
compliance to any of these criteria would result in outright rejection of the Vendor‟s proposal without any
recourse, except with appropriate indulgence by the bank entirely at its discretion. The Vendor is
expected to provide proof for each of the points for eligibility evaluation. The proof provided has to be in
line with the details mentioned in “Annexure G - Eligibility criteria”. Any credential detail mentioned in
Annexure G and not accompanied by relevant proof documents will not be considered for evaluation. All
credential letters should be appropriately bound, labeled and segregated in the respective areas. There is
no restriction on the number of credentials a Vendor can provide.
Vendor – the company submitting the bid who is solely responsible for the delivery of the scope of work
of this RFP
OEM of the MCU and end-points whose equipment has been proposed by the Vendor as per scope of
this RFP
I Vendor Financial and other information Supporting Required
Should be a public / private company registered in India Vendor‟s certificate of
1
and Incorporation
Should have been in existence for a minimum period of Vendor‟s certificate of
2
5 years in India and Commencement of Business
Should have minimum turnover of Rs.100 crores per Duly Audited copies of last 3
3
annum during the last 3 financial years and years (2008-2009, 2009-2010,

Page 20 of 135


2010-2011) Balance Sheets
Should be a profitable company for the past 3 financial Profit and Loss Accounts
years. statements of the last 3 years
4
(2008-2009, 2009-2010, 2010-
2011)
II Vendor Credentials and Experience Supporting Required
The Vendor should have had experience in Relevant Purchase Order‟s or
implementing Video Conferencing solution client reference letters
encompassing at least 10 end points and one MCU in confirming the successful
5
at least one organization prior to Calendar year 2008 implementation of Video
and Conferencing solution prior to
calendar year 2008
The Vendor should have implemented a Full High Purchase orders or letters from
Definition Video Conferencing solution encompassed a organizations where the project
minimum of 20 HD VC endpoints and at least one 40 was implemented
6
port HD MCU. for at least THREE organizations, of
which ONE implementation should be for a Public
Sector Bank in India
III OEM Credentials and Experience Supporting Required
Should be a profitable company for each of the previous Profit and Loss Accounts
3 financial years and statements of the last 3 years
7
(2008-2009, 2009-2010, 2010-
2011)
The OEM should have supplied a 40 port HD MCU with Purchase orders or letters from
8 40 end points to at least 2 organizations in India in the organizations where the
past 2 years. equipment was installed.

Technical Bid
1. Table of Contents (list of documents enclosed)
2. 1 copy of the technical proposal with pages properly numbered. The technical proposal should be
bound in such a way that the sections of the proposal could be removed and separated easily;
3. 1 compact disk (CD) containing the soft copy of technical proposal should be provided A masked
copy of the entire price bid after masking the prices should accompany
4. Copy of the RFP document duly putting the seal and signature on all the pages of the document for
having noted the contents and testifying conformance to the terms and conditions set out therein
should also be enclosed in the Master Envelope.
Commercial Bid
1. Table of contents(list of documents enclosed)
2. 1 hard copy of the commercial proposal.
3. 1 compact disk (CD) containing the soft copy of the commercial proposal.

Please note that if any envelope is found to contain eligibility, technical and commercial offer in a single
envelope, then that offer will be rejected outright.
The Vendor should certify that the contents of the CD‟s are the same as that provided by way of hard copy.
In the event of a discrepancy, details provided in the hard copy will be true.

3.1 Contact Details for Responding to the Proposal
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The interested eligible vendor may collect this RFP from the Head Office Information & Technology
Department, located at following address after depositing a non-refundable Demand Draft / Pay Order for
Rs. 5,000/-(Rupees Five Thousand Only) favouring the Punjab & Sind Bank. The RFP can be collected
from 10:00 AM to 02:00 PM on Saturdays and 10:00 AM to 05:00 PM on working days from till last date
for bid-submission. The RFP can also be downloaded from the Bank‟s website, i.e.
http://www.psbindia.com. However; the vendor shall have to submit a Demand Draft / Pay order as above
along with the bid. The Bank shall not consider any request for date-extension for bid-submission on
account of late receiving/downloading of RFP by any prospective vendor. The bids, not accompanied by
the Demand Draft / Pay Order of requisite amount shall be out rightly rejected. Bids duly sealed,
addressed to the Deputy General Manager (IT) should be delivered on or before due date & time. Bids
have to be dropped in the tender box.

Tender Box placed at the following address:
Punjab & Sind Bank
2nd Floor, HO Information Technology Department
21, Rajendra Place
New Delhi – 110125
The bids (arranged as mentioned above) are to be dropped into the Tender Box kept at Department of
Information Technology before the due date & time. The bid submitted anywhere else is liable to be
rejected.

3.2 RFP Coordinator
The Bank shall establish a RFP Coordinator (s) to provide a venue for managing Vendor relationships
and technical requirements through the Bank's decision-making body for contract clarifications. The
Vendor relationship manager will also enlist assistance as needed from members of various departments
within the Bank.
The Bank reserves the right to modify or eliminate the role of RFP coordinator or to establish any other
contract governance committee or organization that it may deem necessary.
3.2.1 RFP Contact Person (s) in Bank
1. For Functional-related queries and other tender related queries: Name – Mr Rajesh Dangi ,
Senior Manager IT, E-Mail Address – dangi.rajesh@psb.org.in & Contact Number – 011 -
25823354
3.2.2 Proposal Format

The Vendor‟s proposal must effectively communicate their solution and be formatted in the specified
formats in order for the Bank to assess the alternatives. Therefore, proposals must be submitted with
the following sections:
i Executive Summary
ii Video Conference Solution Provider Capability
iii Technical Bid
iv Commercial Offer
3.3 General Instructions
i The bank may at its discretion apply whatever criteria it deems appropriate for short-listing the
Vendor‟s.
ii The respondent should be capable of undertaking similar contracts with respect to people,
infrastructure, finance and other resources. It is preferable that the respondent has established
processes and methodologies for VC implementation.
iii The bank reserves the right to accept or reject in part or full any of the offers without assigning any
reason whatsoever.
iv The Vendor needs to comply with all the eligibility criteria mentioned above. Non-compliance to any
of these criteria would result in outright rejection of the Vendor‟s proposal.
Page 22 of 135


v The Vendor is expected to provide proof for each of the points for eligibility evaluation.
vi All credential letters should be appropriately hard bound, labelled and segregated in the respective
areas.
vii There is no restriction on the number of credentials a Vendor can provide.
viii Vendor‟s who meet the Eligibility Evaluation criteria of the RFP will only be considered for further
rounds of evaluation.
ix Any assumptions made by the Vendor‟s or their implementation partners in response of this RFP will
be at their own risk and cost. The bank will not be liable for any such assumptions / representations
made by the Vendor‟s or their vendors. The Bank‟s assumptions and decision will be final.
x In the event the Vendor is submitting any purchase order/contract, the same would have to be
accompanied with a letter from the bank referring to the purchase order/contract clearly and
indicating that the work for which the purchase order/contract was issued has been satisfactorily
completed or under satisfactory implementation for a period of more than 6 months by the
Vendor/vendor. The purchase order/contract without the bank‟s letter will not be taken as a proof for
evaluation.
xi All the pages of the tender and Annexures should be properly page numbered.
xii The Vendor has to ensure completeness and accuracy of the commercial bids in terms of the
computation and arithmetical accuracy of the bid and any totalling errors noticed would be added
back for computing the TCO. However, it will be the discretion of the bank whether or not to pay the
additional amount to the Vendor.
xiii The vendor should not have been blacklisted by any central/state government organization/public
sector undertaking self declaration to that effect should be submitted – Annexure V

3.4 Eligibility Bid
3.4.1 Response Format for Eligibility
i The prime vendor has to submit the response in hard copy and soft copy (in CD). All
CD‟s submitted should be neatly labelled and should also include the name of the
vendor. All the hard copies should be stamped & signed by the vendor.
ii A hard copy of the credential letters from banks / financial institutions neatly bound,/
labelled and properly page numbered.
iii Scanned copy of the credential letters from banks / financial institutions, labelled.
iv The Vendor‟s have to submit the soft copy of all documents for the RFP organized in
appropriate directory structures. E.g. the financial information should be under the
Financial Information Directory etc. Information should not be submitted in an
unorganized manner.
3.4.2 Executive Summary
i Introduction to the project
ii Background of the Vendor and information
iii Solution Vendor‟s and a brief write up on them
iv A brief summary of understanding of the banks requirements, Vendor‟s capabilities,
solution / product description.

3.4.3 Video Conference Solution Provider Capability
1) Solution Provider details
a. Provide the necessary documentation in support for the solution provider of the
following:
 Corporate structure, founder, and related history of the company
 Ownership structure
 Number of years in this business and relevant business lines
 Specific certifications (SEI CMM, SAS 70, ISO 27001, ISO 9001:2000, etc.)
(Copy of the certificate(s))
Page 23 of 135


2) Product Information
a. The product information and your responses to the requirements and criteria listed
should be precise and easy to follow, as it will significantly impact your evaluation as
a solution provider.
b. The information on your company‟s product, should include the following:
 Product Name
 Description of the software
c. Please provide the following information for each product offered by you in the
above categories:
 Features of Product:
 Versions & Release dates
 Functionality
 Security aspects
 Hardware requirements
 Software requirements
 Database (where applicable)
 Licensing information & costing
 Implementation Details:
 Time-frame
 Skills required for usage
 Training provided (for usage)
 Maintenance support
 Number of years since the product has been in operation
 Vendor‟s plan to introduce future releases and enhancements
 Any other information considered relevant by you for the purpose of evaluation

3) Experience

Key people who will be involved in the project across functions:

Role in Project Experience
Project Director  Minimum of 5 years work experience in similar field
 Been on the Vendor‟s payroll since the past 5 years
 Should have been a Project Director for a similar
implementation
Project Manager  Should have at least 8 years of work experience
 Should have been on Vendor‟s payroll since the past 3
years
 Should have experience in executing similar
implementations
Technical Team  Should have at least 4 years of work experience
Leaders  Should have been on Vendor‟s payroll since the past 2
years
 Should have experience in executing similar
implementations

3.5 Technical Bid
The technical bid should be structured in the following sequence
3.5.1 Covering letter as per Annexure C
3.5.2 Executive Summary

Page 24 of 135


The Executive Summary should be limited to a maximum of three pages and should summarize the
content of the response. The Executive Summary should initially provide an overview of Vendor's
organization and position with regards to software and professional services in Banking Sector. A
summary of the Vendor's products and services that will be provided as a part of this procurement
should follow. A brief description of the unique qualifications of the Vendor should then be provided
followed by a summary on capabilities such as resources and past experience of implementing such
products. Information provided in the Executive Summary is to be presented in a clear and concise
manner.

3.5.3 Technical Requirements

3.5.3.1 The System Features Section of the Vendor‟s proposal must consist of a response
to the technical requirements. The Vendor should clearly communicate how the
proposed system will address the technical requirements defined in Annexure E of
this RFP.
3.5.3.2 Detailed Work Plan (Project Plan) and Personnel schedule for all the areas as
mentioned in Section 2.1 “Project Scope”, of this document as per Annexure I –
Work Plan Schedule. A PERT chart providing the split up of the project work and
scheduled date of commencement of delivery and completion of the project should
also be provided;
3.5.3.3 Copy of Price Bid without commercials as per Annexure M –Technical Bill of
Materials and mention the technical details;
3.5.3.4 Established Service Centre location details as per Annexure F;
3.5.3.5 Manufacturer Authorization Form [MAF] for the Equipments / Hardware items
offered for Video Conferencing Solution as per Annexure A;
3.5.3.6 Technical Compliance Statement – Annexure W
3.5.3.7 Queries in the format as given in Annexure J.

3.6 Commercial Bid
The Commercial Bid should give all relevant price information and should not contradict the
Technical Bid in any manner.
There should be no hidden costs for items quoted. The offer must be made in Indian Rupees only
and the offer should include all applicable taxes and other charges, if any. The format for submission
of Commercial Bid is as follows:
Annexure H – Commercial Bill of Materials
Annexure H – Commercial Bill of Material should match with Annexure M – Technical Bill of
Material.

Page 25 of 135


4. Evaluation Methodology

4.1 Introduction
The evaluation methodology will be a three-stage process.
The Phases are:
Phase 1 - Eligibility Evaluation
Phase 2 - Technical Evaluation
Phase 3 – Commercial Evaluation
Vendor‟s who meet the eligibility criteria will be eligible for the Technical evaluation.
Vendor‟s who will qualify technical evaluation criteria will be qualified for the Commercial evaluation.
4.2 Phase 1: Eligibility Evaluation
The Eligibility Criteria for the Vendor‟s is mentioned in Annexure G of the RFP document. The
Vendor needs to comply with all the eligibility criteria mentioned to be evaluated in Phase 2. The
supportive documents for eligibility proof needs to be provided. There will be no scoring involved in
the Eligibility Evaluation.
4.3 Phase 2: Technical Evaluation
The evaluation will be done on a total score of 700.
Sr. No Technical Evaluation Phase Maximum
Marks
1 Compliance with Technical Specifications (Provide 450
compliance in Annexure E)
2 Vendor and OEM capabilities 200
3 Technical Presentation 50
Total 700
Refer to Section 4.4 Short listing for details on evaluation scoring.
The Vendor needs to achieve a cut – off score of 500 out of 700 for the Proposal
Evaluation independently to be qualified for Phase 3 - commercial bid evaluation.
4.3.1 Compliance with Technical Specification – Scoring Methodology

Sr. No Details of Technical Specification (Refer Annexure E) Maximum Marks
1 Compliance to MCU specification 200
2 Compliance to End Points specification 50
3 Compliance to Management & Scheduling and Call Control 50
4 Compliance to Firewall and Recording & Streaming Solution 50
5 Compliance to LCD panels specification 20
6 Compliance to Ethernet Switch and Router specification 30

7 Compliance to Functional requirement 50
Maximum Marks 450
Bank at its discretion may reject the bidders proposal if there are non compliance observed in
Annexure E – Details of Technical specification and Annexure W – Technical Compliance Statement

Page 26 of 135


4.3.2 Vendor and OEM Capabilities

The Bank would evaluate the Vendor based on the Vendor and OEM capabilities for having
implemented the VC solutions in India.

Sr. No. Vendor Capabilities

Scoring Methodology Maximu Annexure
Detailed Requirements Support Requirements
m Marks
Vendor should possess valid Vendor‟s Copy of Marks for each
ISO certification Certification for ISO certificate:
15
27001, ISO 9001 and
► ISO 9001 ISO 9001 – 5 marks
ISO 14001
1 ► ISO 14001 ISO 14001 – 5 marks

► ISO 27001 ISO 27001 – 5 marks

No Certificate – 0 marks

Vendor Support Centre for Support Centre 12 x 7 Vendor Support
providing 24x7 Telephonic Centre – 10 marks
Provide 24x7 20
services
Telephonic Services 24 x 7 Vendor Support
2 Centre – 20 marks

No / any other Vendor
Support Centre – 0
marks

Vendor must have minimum 5 Details of expert level Less than 5 – 0 marks Annexure
expert level trained and trained and Certified P
5 trained and certified
Certified Personnel of OEM Personnel of OEM
personnel of OEM – 10
across India and should across India with 30
marks
provide the details of these supporting documents
3 personnel with their training & > 5 and <= 10 trained
certification details, identified and certified personnel
for executing the scope of of OEM – 20 marks
work as detailed in the
>= 11 trained and
bidding document.
certified personnel of
OEM – 30 marks

The Vendor must have the Vendor should provide Less than 3 Video
experience of successful Purchase order and Conferencing projects –
implementation of minimum 3 letter from the 0 marks
full high definition Video organization in India 20
3 Video Conferencing
Conferencing projects with
projects in India – 10
minimum 20 HD VC end
marks
4 points in organization in India
each comprising supply, >3 and < = 5 Video
installation, operationalization Conferencing projects in
and maintenance of Video India – 15 marks
Conferencing facility from the
> = 6 Video
last 3 years.
Conferencing projects in
India – 20 marks

Page 27 of 135


Vendor must have experience Vendor should provide 30 end points in single
of successful implementation Purchase order and organization – 10 marks
of Video Conferencing letter from the
40 end points in single
solution in a single organization 30
5 organization – 20 marks
organization with 30 or more
endpoints 50 or more end points in
single organization – 30
marks

Vendor should adhere to Vendor should give Submission of Project Annexure
timelines and coverage of detailed project plan Plan with complied I
10
Task as mentioned in the which complies with timelines – 10 marks
6 RFP. the RFP timelines.
Non submission of
Project plan with non
complied timelines – 0
marks

Compliance to SLA – 10 Annexure
Vendor should adhere to the Vendor should comply marks 10 K
7 SLA defined in the RFP. to the RFP SLA. Non compliance to SLA
– 0 marks

Sr. No. OEM Capabilities

Scoring Criteria Maximu Annexure
Support
Detailed Requirements m
Requirements
Marks
The OEM custom duties paid The vendor should 1) One or more centres Annexure
spares depot in the country submit the list of the in Delhi & NCR – 15 Q
for faulty hardware OEM depots. The marks
replacement OEM should have a 30
2) One or more centres
custom duty paid
in Punjab (including
depot at New Delhi or
Chandigarh) – 10 marks
NCR region and at
3) One or more centres
PSB zones.
in - Mumbai or Chennai
8 or Kolkata – 5 marks.

Centres as follows-

4) – (1) + (2) = 25 marks

5) – (1) + (3) = 20 marks

6) – (2) + (3) = 15 marks

7) - (1) + (2) + (3) = 30
marks

OEM to provide 24x7x365 Details with address, 12x7x365 technical Annexure
technical support centre in toll free number, email support centre in India – R
20
India. address of OEM 10 marks

24x7x365 technical
9
support centre in India –
20 marks

Any other service times
= 0 marks

Page 28 of 135


OEM should have at least 5 Details with address & Less than 5 OEM offices Annexure
Number of OEM offices in Phone Number of – 0 marks S
India OEM
>= 5 and < 10 OEM
10 10
offices – 5 marks

>= 10 OEM offices – 10
marks

ISO 9001 Certification for Copy of Certificate ISO 9001 Certification 5
OEM equipment should mention OEM for OEM – 5 marks
11 manufacturing facility equipments or OEM
No Certification – 0
name
marks

Maximum Marks 200

4.3.3 Technical Presentation

The Bank would request the short listed Vendor‟s to present and demonstrate the proposed solution,
the project plan and facilities management.
A total of 50 marks have been assigned for the Technical Presentation.
Sr.
Technical Presentation Evaluation Maximum Marks
No.
1 Technical Presentation of the proposed solution
to the Bank – Broad Assessment parameters (not
restricted to):-
► Key features of proposed VC solution 50
► Scope of Work
► Project Plan
► Team Structure
► Facilities Management

4.4 Short Listing
The Vendor needs to achieve a cut – off score of 500 out of 700 for the Proposal Evaluation
independently to be qualified for Phase 3 - commercial bid evaluation. In the event only one Vendor
qualifies the Bank will have the right to open the commercial bid of that single qualified Vendor. In
the event that none of the Vendors qualify, then the Bank at its sole discretion may choose to select
two Vendors who have achieved the top 2 scores to qualify for the next phase. In case only one bid
is received, then the Bank reserves the right to either evaluate the single bid or re-tender. The Bank
retains the right to decide upon the final approach to be taken by for Vendor short listing and the
same may be different from the ones stated above. The decision of the Bank shall be final and
binding in that regard.
Based on sum of the proposal evaluation scores obtained, the Vendors will be categorized as T1,
T2, T3 etc. on the basis of their individual scores obtained. (In the descending order, i.e. T1 being
the Vendor with the highest score, followed by T2 with the next highest score and so on.)
Also, the Bank may, at its sole discretion, decide to seek more information from the respondents in
order to normalize the proposals. However, respondents will be notified separately, if such
normalization exercise is resorted to.
4.5 Phase 3: Commercial Evaluation
The Commercial Bids of only technically qualified Vendors from the Phase 2 – Technical Evaluation
will be opened and evaluated by the bank. The commercial evaluation will take into account on the
following factors
Page 29 of 135

Punjab & sind bank rfp

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