Part-I (Technical Bid)

U.P. Upbhokta Sahkari Sangh Limited

Tender Document
For
Selection of
Vendor / Consulting firm
For
Preparation of Detailed Project Report (DPR)
For
Computerisation of
U.P.Sahakari Gram Vikas Bank Ltd.

Document Cost: Rs. 5000/-

Date of Issue : -2011
Issued to :
____________________________
____________________________
No. of Pages :
Received Rs. 5000.00 (Rupees Five thousand only) by _________________
Receipt no. …………………….date:…………………
Important Dates
Date & time for submission 5:30 p.m. on 9th march 2011
Date & of opening of technical part
Date of opening of Financial part Will be informed as soon as the technical
evaluation process gets completed
 Preface

The objective of this tender is to select a company / firm for

preparation of (Detailed Project Report) DPR for
computerization of U.P.Sahakari Gram Vikas Bank Ltd.
U.P.Sahakari Gram Vikas Bank Ltd. Is an apex institution of
U.P.Government which provides Long Term Loans to the
farmers with its 323 branches spread over the state of Uttar
Pradesh. The bank wishes to computerised its branches in a
phased manner. In the first phase all 72 district level
branches will be covered. Prior to computerization the bank
wishes to get prepare a DPR for the same.

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1. Introduction

A) Uttar Pradesh Upbhokta Sahkari Sangh

Limited (UPSS)

UTTAR PRADESH UPBHOKTA SAHKARI SANGH LTD.

LUCKNOW which is registered under Uttar Pradesh
Cooperative Societies act 1965 and having its Head
Office at Upbhokta Bhawan, Walaquadar Road,
Lucknow. UPSS is the nodal agency for the
computerization of all Cooperative Institutions in the
State of Uttar Pradesh as per Government Order no.
864 / 49-3-2005-88 /2003 Dated 23.03.2005.
B) U.P.Sahakari Gram Vikas Bank Ltd.

U.P.Sahakari Gram Vikas Bank Ltd. Is an apex

cooperative institution of U.P which provides Long Term
Loans to the farmers with its 323 branches spread over
the state of Uttar Pradesh.

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2. Scope of DPR

The DPR must contain the following main points apart

from other required details:-

• Capital Cost.
• Profitability analysis.
• Examination of technical parameter.
• Description of the technology to be used
• Broad technical specification.
• Evaluation of existing resource.
• Schedule Plan.
• General Layout.
• Volume of work.
• Project description.
• Planning and implementation of the project.
• Specifications.
• Layout and flow diagram.
• Coverage of computerization / automation
boundries.
• Module and sub modules for computerization.
• Detailed description of hardware / software and
IT infrastructure to be used.
• Implementation stratities.
• Post implementation issues.
• IPR / source code issues.
• Human resource
o Need / requirement of technical staff
o Procurement
o Training & development of technical &
operation staff.

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3. Scope of work for computerization of the bank

• financial accounting including share capital,

dividend module & balance sheet.
• Recovery module.
• Human resource Complete development /
personnel information system, pay roll, employee
advances, post retirement benefits.
• Debenture floatation & fund management
module.
• PF accounting module.
• Scheme monitoring module.
• Fixed Deposit Module.
• General MIS
• Other modules as Inspection, Audit, Legal,
Complaint, Budget, Investment and Development,
Stationary, transport, General Maintenance,
Statistics, Training, dead stock, advertisement
etc…

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4. Validity period: Tender shall remain open to acceptance
by UPSS for a period of three months from the date of
opening of the envelope containing the financial details.
The period may be extended by mutual agreement and
the Vendor shall not cancel or withdraw their offer
during this period.
5. Vendor’s Responsibility:

• The Vendor will conduct a detailed systems

requirements study and provide a Functional
Requirements Specification Manual (“FRSM”) relating
to the functionalities as required to support the
various products and services offered by the Bank/to
be offered by the Bank in the near future as
responded by the Vendor. The FRSM must also
include all the areas where the Vendor is suggesting
a work-around. If the work-around involves re-
alignment of a business process the re-aligned
process should be included in the FRSM. The FRSM
should include the standard operating procedure
proposed for the re-aligned process. The Vendor is
expected to assist the Bank in aligning the business
requirements with the application so as to enable
centralization of desired business process, eliminate
redundant and duplicate processes, increase
operational efficiency and improve customer service.
Vendor is expected to prepare detailed
documentation, presentation, workflows for the
business processes affected due to implementation
of CBS, delivery channels and other applications
implemented by the Vendor.
• The Vendor is also expected to provide suitable
Business Continuity procedures applicable to its
solution in case the solution is unavailable. These
procedures should ensure that the customers of the
Bank are not denied banking services due to the
solution being unavailable to the Bank’s users.

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• The Vendor shall provide the FRSM to the Bank for
review and comment and any comments or
suggestions of Bank will be incorporated therein.
• The Vendor is also expected to carry out and
document a detailed current assessment study for all
business activities, product and service offered by
the bank to gain understanding of the Bank’s existing
business and operations. The Vendor is expected to
help the Bank to parameterize the product and
provide valuable inputs at the time of system
parameterization based on the current state
assessment study undertaken by the Vendor.
• The Vendor will be responsible for gap
identification and resolution:
o Provide all functionalities related to bank’s front
office and back-office activities.
o Provide all functionalities as mentioned in the
FRSM.
o The Vendor will ensure that all gaps identified at
the time of system testing will be immediately
resolved but not later than 3 months.
o The Vendor will ensure that gaps pointed out by
the audit and inspection team, statutory and
regulatory bodies, or any other third party
agency engaged by the Bank will be
immediately resolved but not later than 3
months.
o The Vendor shall resolve gaps by proposing a
suitable work around or customizing the
proposed solution by way of
modifications/enhancements, as necessary, to
the proposed software solution.
o The Vendor shall provide all statutory and
regulatory MIS (Management Information
System) and EIS (Executive Information System)
reports as required by the Bank.
o The Vendor shall provide all subsequent
changes to reports as suggested by the

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 statutory and regulatory bodies from time to
time.
o The Vendor shall ensure that they have the
necessary infrastructure and people in place to
resolve all the gaps within the time lines
agreed, for the implementation and roll out.
o The Vendor must submit their offer in the
prescribed format only. Additional information,
if desired to be submitted, may be supplied as
an independent write-up.

6. The rates quoted shall be clearly mentioned about the

applicable taxes and duties and shall be firm and not be
subjected to any variation. UPSS will deduct any
applicable Tax at Source and pay the amount, net of
such tax, only to the Vendor.

7. Confidentiality: The details of the offer proposed by

the Vendor or its acceptance thereof with or without
modifications by UPSS, shall not be passed in part or
full to any third party without prior written approval of
UPSS.

8. Qualification Criterion

Minimum qualification of the VENDOR / Consulting

firm

The vendor desirous of quoting for the work should

satisfy the following parameters:

i. The vendor should have a consulting office in

India.

ii. The vendor should have experienced skills to

design DPR / provide consultancy services to same
reputed financial institution / organization.

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iii. The vendor should have experience of at least 3
years, as on March 31, 2010.

iv. Financial bid will be open for only that bidder who
qualifies the technical bid.

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09. Price:

The Vendor is required to provide a fixed fee for the

entire scope of work.

10. Terms of Payment:

Payments will be made on submission of invoice for the

different activities mentioned in the financial part.

11. EMD, Arbitration.

• Earnest Money Deposit (EMD) of Rs. 1 Lakhs

(Rupees One Lakhs) in the form of demand draft
favoring “Uttar Pradesh Upbhokta Sahkari
Sangh Ltd., Lucknow. ”

• In the event UPSS, comes to know at any point of

time that any wrong information presented by the
bidder in the offer, then UPSS, may solely at its
discretion, reject the offer and invoke the Bank
guarantee or forfeit the earnest money deposit,
provided by the bidder.

12. Arbitration

If any dispute, difference or question arises at any

point of time arise between the parties as to the
implementation / execution of this project or concerning
anything herein contained or arising out of this
Agreement or as to the rights, liabilities and duties of
the parties hereunder, that the decisions of UPSS, is
final and binding , the same shall be referred to
arbitration and a final decision, after giving at least 30
days notice in writing to the other (hereinafter referred
to as the Notice for Arbitration) clearly setting out the
terms of disputes to a sole arbitrator who shall be
appointed as hereinafter provided.

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For the purpose of appointing the sole arbitrator
referred to above, the UPSS, shall send to the VENDOR
within 30 days of the notice of arbitration a panel of
three names of persons who shall be presently
unconnected with the organization of the UPSS, Uttar
Pradesh or the Vendors.

The Vendors shall on receipt of the names as aforesaid

select any one of the persons so named to be
appointed as the sole arbitrator and communicate his
name to the UPSS, within 15 days of receipt of the
names. UPSS, shall thereupon without any delay
appoint the said person as the sole arbitrator. If the
VENDOR fails to communicate such selections as
provided above within the period specified, UPSS, shall
make the selection and appoint the sole arbitrator from
the panel notified to the VENDOR.

If the arbitrator so appointed is unable or unwilling to

act or refuse his appointment or vacate his office due to
any reasons whatsoever, another sole arbitrator shall
be appointed by selecting from remaining persons on
the panel by UPSS.

The sole arbitrator shall have power to open up, review

and revise any certificate, opinion of decision,
requisition or notice and to determine all other matters
in dispute which shall be submitted for arbitration and
of which notice shall have been given as aforesaid
subject to aforesaid. The arbitrator shall be governed
by the Indian Arbitration Act, 1957 or such other Act in
force.

The award of the arbitrator shall be binding and final on

the parties. It is hereby agreed that in all disputes
referred to the arbitration, the arbitrator shall give a
separate award in respect of each dispute or difference

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 in accordance with the terms of reference and award
shall be a reasoned award.

The fees, if any, of the arbitrator is required to be paid

before the award is made and published, be paid in
equal proportion by each of the parties. The cost of the
reference and award including the fees, if any, of the
arbitrator shall be directed to be borne and paid by
such party or parties to the dispute, in such manner or
proportion as may be directed by the arbitrator in the
award.

UPSS and the VENDOR also hereby agree that the

arbitration under this clause shall be a condition
precedent to any right of action under the contract with
regard to the matters hereby expressly agreed to be so
referred to arbitration.

Securities contained to be rendered notwithstanding

any reference or dispute to the arbitration. It is
specifically agreed that the VENDOR shall continue to
render their services provided herein with all the
diligence, professional skill and tact notwithstanding
that any matter, question or dispute has been referred
to arbitration.

13. Vendor desirous of submitting the offer for taking up

the work should submit their proposal in the Performa
given in Part II. The Technical details and financial
details of the Vendor’s offer should be submitted in two
separate sealed envelopes. The vendor should also
indicate, in the technical details document, support
envisaged/expected from UPSS.

14. Proposals complete in all respects should be submitted

in two sealed envelopes along with a letter stating that
the Vendor has understood the conditions mentioned in
the Tender document and these are acceptable to
them. The envelopes shall be addressed to Managing

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 Director, Uttar Pradesh Upbhokta Sahkari Sangh Ltd.,
Head Office, Walaquadar Road, Lucknow- 226 001. The
envelopes should be marked “Offer for Prereration
of Detailed Project Report (DPR) for
computerization of U.P.Sahakari Gram Vikas Bank
Ltd. - Technical Details” and “Offer for Prereration
of Detailed Project Report (DPR) for
computerization of U.P.Sahakari Gram Vikas Bank
Ltd - Financial Details” respectively. Both the
envelopes should be submitted together on or before
5.30 p.m. on 3rd march 2011. The envelopes
containing the technical details will be opened at 3.00
p.m. on 4th march 2011 at the office of Managing
Director, Uttar Pradesh Upbhokta Sahkari Sangh Ltd.,
Head Office, Walaquadar Road, Lucknow- 226 001 in
the presence of vendors or their authorised
representatives.

The financial bid should be submitted only on

prescribed format. Any additional clause is not
acceptable and in that case the bid is liable to be
rejected.

15. UPSS is not bind to accept the lowest or any tender and
reserves the right to accept or reject any or all of the
tenders, either in whole or in part without assigning any
reasons for doing so.

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include its successors and assigns), UPSS, Uttar Pradesh has
issued Notice Inviting Tender bearing No.____ dated
__________ (hereinafter referred as said tender) in favour of
our said Constituent for developing, testing and training
‘Customized ERP software’ for PCF, Uttar Pradesh.

(b) One of the terms of the tender is that tenderer / bidder is

required to give a Demand Draft drawn in favour of UPSS,
Uttar Pradesh payable at ____, (valid for ___ days from the
due date of the tender) for Rs.__________(Rupees
__________________________only) as Earnest Money
Deposit(EMD) along with their offer. The UPSS, Uttar Pradesh
may accept Bank Guarantee in lieu of EMD for an equivalent
amount issued by any Public Sector Bank, valid for 6 months
from the date of issue.

(c) At the request of the said constituent the Bank has

agreed to furnish guarantee for payment of the said amount
of earnest money (or security deposit) in the matter
hereinafter appearing NOW THEREFORE THIS DEED OF
GUARANTEE WITNESSETH that in consideration of UPSS,
Uttar Pradesh, agreeing not to insist upon the Earnest Money
Deposit in cash/Demand Draft and accepting this guarantee
in lieu thereof, we the ______ Bank, hereby unconditionally
and irrevocably guarantee unto UPSS, Uttar Pradesh that our
said Constituent will perform all their duties and functions
and discharge all their obligations under the various terms
and conditions of the said Tender conditions to the full
satisfaction of UPSS, Uttar Pradesh failing which the Surety
shall, on demand by UPSS, Uttar Pradesh and without demur,
pay to UPSS, Uttar Pradesh the sum of Rs.---------------
(Rupees ------- lakhs only) at the Head Office of UPSS, Uttar
Pradesh at Walaquadar Road, Lucknow – 226 001.

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THE SURETY HEREBY FURTHER COVENANTS THAT –

(i) The Surety shall pay to UPSS, Uttar Pradesh the said sum
of Rs.____________ on first demand of PCF, Uttar Pradesh,
made in writing by UPSS, Uttar Pradesh without reference to
our said Constituent and notwithstanding any dispute or
difference that may arise between UPSS, Uttar Pradesh and
our said Constituent.

(ii) That this Guarantee shall be a continuous guarantee and

shall not be revoked by the surety without prior consent in
writing of UPSS, Uttar Pradesh.

(iii) That the decision of UPSS, Uttar Pradesh on the breach

of any terms and conditions of the said contract /tender on
the part of our said Constituent or their failure to perform
obligations or discharge the duties under the said tender
shall be final and binding on the Surety and shall not be
disputed by the Surety inside or outside forums such as
court, tribunal, arbitration, other authority.

(iv) That the notice of demand in writing issued by UPSS,

Uttar Pradesh shall be conclusive proof as regards the
amount due and payable to UPSS, Uttar Pradesh under this
guarantee and it shall not be disputed by the Surety either
inside or outside a court, tribunal, arbitration, other
authority.

(v) That any neglect or forbearance on the part of UPSS,

Uttar Pradesh in enforcing any of the terms and conditions of
the said contract / tender or giving time for performance of
the obligations and duties of our said Constituent under the
said contract / tender or showing of any indulgence by UPSS,
Uttar Pradesh shall not in any way release the Surety of its
liabilities under this guarantee.

(vi) That the guarantee herein contained shall not in any way
be affected by any variations in the said contract / tender
which UPSS, Uttar Pradesh and our said Constituent may, by

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mutual consent, make in the said work order / tender or any
other act or deed on the part of UPSS, Uttar Pradesh, which
but for this clause may have the effect of discharging the
surety under the law of securities shall not discharge the
surety in any way and the surety’s obligation under this
guarantee shall be discharged only by payment in full of the
sums guaranteed hereunder provided, however, that the
extent of liability of the Surety under this deed is not thereby
increased.

(vii) That this guarantee shall not be affected by any

infirmity or absence or irregularity in the exercise of the
powers by or on behalf of our said Constituent to submit the
said contract / tender and enter into Agreement said
contract/or winding up or merger or amalgamation of our
said constituent or dissolution of our said Constituent's
company or by any change in constitution or in the name of
our said Constituent's company.

(viii) That it shall not be necessary for UPSS, Uttar Pradesh to

exhaust its remedies against our said Constituent before
invoking this guarantee and the guarantee herein contained
shall be enforceable against the Surety notwithstanding any
other security which PCF, Uttar Pradesh may have obtained
or may obtain from our said Constituent, may at the time
when this guarantee is invoked be outstanding and
unrealized.

(ix) That the Surety hereby agrees that this guarantee shall
be valid and be in force for __days i.e. up to ________________.
However, the Surety hereby unconditionally agrees and
undertakes to renew this guarantee at the request of the
UPSS, Uttar Pradesh for a further period of ___ months from
the above mentioned date so as to continue to keep UPSS,
Uttar Pradesh indemnified for the entire period of contract.
The renewal will be at the cost and expenses of our said
Constituent.

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(x) Any claim arising under this guarantee shall be preferred
by UPSS, Uttar Pradesh within a period of _____ months from
the aforesaid date of expiry of this guarantee or in the event
of renewal, such renewed date and unless the claim is so
preferred against the Surety, the Surety shall stand
discharged of all its liabilities hereunder.

(xi) The guarantee will be in force up to _____________________

unless otherwise extended.

NOTHWITHSTANDING anything mentioned hereinabove, the

maximum liability of the
surety under this Guarantee will be restricted to Rs._____/-
(Rupees ____________________only) and the guarantee will be
in force up to _____. The Surety is liable to pay the
guaranteed amount or any part thereof under this guarantee
only if the claim/demand is received by the Surety on or
before _____.

IN WITNESS WHEREOF, the within named Surety has

caused these presents to be executed by the hand of its duly
authorized official on the date and at the place first herein
above written.

SIGNED, SEALED AND DELIVERED FOR

AND ON BEHALF OF ______________

THE SURETY HEREIN BY THE HAND OF

SHRI _____________________, ITS
Authorized Official

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 ANNEXURE – I

Format for submission of Quotation – Technical Details

Please ensure that your response clearly answers all the

questions. If you use additional schedules or documentation
to support your response, make sure that they are clearly
cross-referenced to the relevant question.

I. Basic Information of Company

Particulars Response
1.Registered name
2.Name and Designation of the authorized official
responding to this request
3.Contact telephone, fax number and E-mail
address
4.Registration number and date of registration
5.Registered Office (address)
6.Legal form of organization
7.Name and address of Parent company, if any
8.Brief description of the organization including
date of incorporation, list of major business areas
and divisions, list of products and services
provided, key milestones in its development (not
more than one A4 size sheet)
9.A brief account of software development /
Consultancy services.
10. List of specialised skilled for providing
consultancy / preparation of DPR.
11. Name and level of certified international
quality standards obtained by the Company; if
any (enclose copy of certificate)

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III. Understanding of This Project and Proposed
Methodology:

The Technical Proposal should contain the following details

a. Brief overview of the DPR

b. No. of skilled professionals to be engage to
complete the DPR with in stipulated time
c. Estimated time required to design a quality
based standard DPR covering almost all
modules / activities related to computerization.
d. Proposed plan / proforma of DPR presentation.

End of Part I

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 Part-II (Financial Bid)

U.P. Upbhokta Sahkari Sangh Limited

Tender Document
For
Selection of
Vendor / Consulting firm
For
Preparation of Detailed Project Report (DPR)
For
Computerisation of
U.P.Sahakari Gram Vikas Bank Ltd.

Document Cost: Rs. 5000/-

Date of Issue : -2011
Issued to :
____________________________
____________________________
No. of Pages :
Received Rs. 5000.00 (Rupees five thousand only) by _________________
Receipt no. …………………….date:…………………
Important Dates
Date & time for submission 0:00 p.m. on 2011
Date & of opening of technical part 0:00 p.m. on 2011
Date of opening of Financial part Will be informed as soon as the technical
evaluation process gets completed

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 Financial Bid

SR. Description Amount

No. (INR)
Total cost of study design and prepare
Detailed Project Report (DPR) for
1 computerization of U.P.Sahakari Gram
Vikas Bank Ltd.

2 Taxes and other charges

Total:

End of Part II

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 Check List

Must be marked as “YES” in case of compliance; “NO”

otherwise.

Sr. No. Compliance

Feature (Yes/ No)
COMPLIANCE PROFORMAE FOR CORE BANKING
SOLUTION

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