Life Insurance Corporation of India Life Insurance Corporation of India

Transcription

RFP for Upgradation of EDMS
CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016
Ref : CO/ITSD/EDMS/2015-16/RFP Dated: 05/03/2016
INVITATION FOR REQUEST FOR PROPOSAL
Request for Proposal (RFP)
for
Upgradation of the existing
Enterprise Document Management System (EDMS)
of
Life Insurance Corporation of India
Central Office, Information Technology Department,
6th Floor, Yogakshema (West Wing),
Jeevan Bima Marg, Nariman Point,
Mumbai - 400021.
PHONE: +91-022-22841109
EMAIL: [email protected]
This document is the property of Life Insurance Corporation of India (LIC). It should not be copied,
distributed or recorded on any medium, electronic or otherwise, without LIC’s written permission. Use of
contents given in this document, even by the authorized personnel/agencies for any purpose other than
the purpose specified herein, is strictly prohibited as it shall amount to copyright violation and thus shall
be punishable under the Indian law.
INVITATION FOR REQUEST FOR PROPOSAL (RFP)
For Upgradation of the existing
Enterprise Document Management System (EDMS)
Life Insurance Corporation of India invites Request for Proposal (RFP) from the System
Integrators for the Upgradation of the existing EDMS Project. The existing EDMS Project
was implemented in the year 2007 and it is still in operation.
The Upgradation of the existing EDMS in the revised System Architecture
comprising of updated hardware, software etc., should use the existing huge repository of
documents in the form of images, presently available to Corporation's Core Business
processes. This should continue to remain available in an uninterrupted state and also
should be made available to other IT Systems of LIC.
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TABLE OF CONTENTS
Particulars
Page No.
1 - RFP Terminology
1.1 Definitions
1.2 Abbreviations
6
7
2 - Request for Proposal
2.1
2.2
2.3
2.4
Invitation to Bid
Time Schedule
Project Background
Objective for RFP
8
8
9
10
3 - Instructions to Bidders
3.1 General Instructions
3.2 Pre-bid Meeting and Clarifications
3.3 Issue of Corrigendum
3.4 Right to accept any bid and reject any or all Bids
3.5 Bid Processing Fee
3.6 Earnest Money Deposit (EMD)
3.7 Submission of Bids
3.8 Preparation of Bids
3.9 Evaluation Process
3.10 Tender Opening and Validity
3.11 Tender Evaluation
11
12
13
13
14
14
14
16
21
21
22
4 - Criteria for Evaluation
4.1
4.2
4.3
4.4
4.5
Pre-Qualification Criteria
Technical Qualification Criteria
Scoring Model
Commercial Bid Evaluation
Online Reverse Auction
23
23
24
26
29
5 - Terms and Conditions
5.1 Award Criteria
5.2 Notification of Award of Contract
5.3 Contract Finalization and Award
5.4 Performance Guarantee
5.5 Signing of Contract
5.6 Failure to agree with the terms and conditions of the RFP
5.7 Normalization of Bids
5.8 Standards
5.9 Patent Rights
5.10 Inspection and Tests
5.11 Warranty
5.12 Conflict of Interest
5.13 Payment
5.14 Prices
5.15 Change Orders
5.16 Contract Amendments
5.17 Assignments
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32
33
33
33
34
34
35
35
35
36
37
38
39
39
39
39
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5.18
5.19
5.20
5.21
5.22
5.23
5.24
5.25
5.26
5.27
5.28
5.29
5.30
5.31
5.32
5.33
5.34
5.35
5.36
5.37
5.38
5.39
Delivery of the System
Penalties
Termination for Default
Force Majeure
Termination for Insolvency
Termination for Convenience
Resolution of Disputes / Arbitration
Limitation of Liability
Governing Language
Applicable Law
Notices
Taxes and Duties
Bidder Integrity
Bidder's Obligations
Insurance
Site Preparation and Installation
Hardware Installation
Hardware Maintenance
Components of the Contract
Non-Disclosure Clause
Disclaimer
Integrity Pact
39
39
42
43
43
43
44
44
45
45
45
45
45
45
46
46
46
46
46
47
47
47
6 - Scope of Work
6.1
6.2
6.3
6.4
6.5
6.6
6.7
Executive Summary
Detailed Scope of Work
Continuity of Operations
Data Backup and Archival
Performance Benchmarking
Project Documentation
Acceptance Criteria and Sign-off Framework
48
48
61
62
62
63
65
7 - Project Timelines
7.1 Products
7.2 Application / Modules
66
67
8 - Service Level Agreement
8.1
8.2
8.3
8.4
8.5
8.6
Service level definitions
Service Level for the restoration for the application calls
Escalation Hierarchy and Matrix
System Availability
Availability measurements and Performance parameters
Application Implementation
68
69
69
70
71
72
9 - Tables
Tables 1 to 12
74
10 - Annexure
Annexure - 1
Annexure - 2
Annexure - 3
Annexure - 4
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Capability of the Bidder / System Integrator
Pre-Qualification Criteria
Bank Guarantee Format for EMD
Technical Bid particulars to be provided by the Bidder
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105
107
108
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Annexure - 5 Non-Disclosure Agreement Format
Annexure - 6 Benchmark Specification
Annexure - 7 Service Support Details
Annexure - 8 Financial Bid Covering Letter
Annexure - 9 Financial Bid Form
Annexure - 10 References
Annexure - 11 Pre Contract Integrity Pact
110
111
112
113
114
116
117
Checklist
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1 - RFP Terminology
1.1 Definitions
Throughout this RFP, the terminologies mentioned below would carry the following meaning:
1
Agreement
2
Bid
3
Bidder
4
Clarification
5
Confidentiality
6
Contract Period
7
Contract Value
8
Corporation / LIC /
LICI / LIC of India
9
Corrigendum
10
EDMS
11
e-FEAP
12
OEM
13
Other Software
Confidential
Any written contract between the Life Insurance Corporation of India and a
successful Bidder with respect to any or all deliverables or services contemplated
by this RFP. Any Agreement shall be deemed to incorporate, as schedules, this RFP,
all addenda / corrigenda issued by LIC, the Bid of the Successful Bidder and any
mutually agreed modifications thereto.
The Bidder’s written reply or submissions in response to this RFP is referred to as
Bid.
A Bidder is a firm submitting a Bid in response to this RFP.
Clarification is with respect to this RFP in writing, either by way of letter or
Standard electronic means.
The contents of this RFP and the supporting documentation are confidential to LIC
and are provided solely for the purpose of response to the RFP for Upgradation of
EDMS Project and will be governed by the Non-Disclosure Agreement.
The duration of the Contract unless terminated in accordance with the clauses
stipulated in the Contract. For this RFP, the Contract Period is 7 years .
The grand total of all the prices quoted by the successful Bidder after conclusion of
online reverse auction.
Reference to the “Corporation or LIC or LICI or LIC of India” shall be determined in
context and means without limitation “Life Insurance Corporation of India” a
statutory Corporation established under section 3 of Life Insurance Corporation
Act, 1956.
Any clarification issued by LIC will be in the form of a Corrigendum, a copy of which
will be published on our LIC Website and in GOI Website.
The term "EDMS" used throughout the RFP would mean End-to-End Solution
pertaining to Enterprise Document Management System (EDMS) related to Work
Flow, Software, Hardware, Operational functionalities like Logistics, Scanning,
Upload, System Administration, Project Management, Technical Support (Onsite
and Offsite) for Software as well as Hardware, Complaint Management System,
Portal, Reporting (MIS), Training, Business Activity Monitoring (BAM), Business
Process Monitoring (BPM) tools, Mobile Device Technologies, Integration with
LIC's Core Systems and other Systems etc. EDMS is defined to have Enterprise
Content Management features required to fulfill the requirements of LIC to
capture, store, manage, preserve and deliver content in an electronic format. The
term "content" includes, but is not limited to: paper of any size, electronic
documents (PDF, XML, Text Files, Computer generated outputs, emails and any
other outputs), and rich media (picture, video, audio and computer aided design
drawings etc.).
Enterprise Front End Application Package. Core Business System currently in use by
LIC.
Original Equipment Manufacturer of Software, Hardware etc. OEM may be the
System Integrator or its partner approved by LIC.
Other Software means Operating System, RDBMS, Application Server, Web Server,
Messaging Software, Scanning Software, Migration Utilities, Back-up Utilities,
Replication tools, Mobile Technologies, any other monitoring and control Tools
and third party software etc., commercial or open source as approved by LIC which
are essential for the End-to-End implementation of this EDMS Project.
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14
RFP
15
RMF
16
Service Centres
17
Solution / Services /
Work / System
18
System Integrator
19
TAT
20
TCO
21
UAT
22
Users
The Request for Proposal document in its entirety, inclusive of any addenda /
corrigenda that may be issued by LIC at a later date.
Record Management Facility is the Divisional level remote location managed by LIC
where all the physical records of the respective Divisions are stored after
digitization.
LIC has Mini Offices, Customer Zones (CZee), Metro Area Service Hub (MASH),
Premium Points, etc. as Service Centres.
“Solution or Services or Work or System” means all services and deliverables to be
provided by the Bidder as described in the RFP and include services ancillary to the
supply of the Systems, such as transportation and insurance, permits wherever
required and any other incidental services, such as installation, migration,
provision of technical assistance, training, after sales services and other obligations
of the Bidder covered under the RFP and the Contract.
System Integrator shall mean the successful Bidder with whom LIC enters into an
agreement with respect to the deliverables or services contemplated by this RFP.
The System Integrator should manage the Technical as well as Operational aspects
of EDMS either by themselves or through their Service partners duly approved by
LIC and the System Integrator is SPOC and is responsible for all activities.
Turn-Around-Time is the total time taken between the submission of a task /
activity / process for execution and the return of the desired output.
Total cost of ownership (TCO) is a financial estimate for this RFP intended to help
buyers and owners determine the direct and indirect costs of End-to-End EDMS.
User Acceptance Test (UAT) – The final phase in software development process in
which the software will be tested for functionality by a panel of users to ensure it
can handle required tasks in real-world scenarios according to the specifications.
The term "Users" will include Employees of LIC or its Subsidiaries, Agents and
other Field force and such others that LIC may authorize from time to time.
1.2 Abbreviations
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
AMC
ATS
BAM
BO
BPM
CO
CZEE
DO
EDMS
e-FEAP
EMD
GOI
INR
IT
LoI
MASH
MDC
NDA
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Annual Maintenance Contract
Annual Technical Support
Business Activity Monitoring
Branch Office
Business Process Monitoring
Central Office
Customer Zone
Divisional Office
Enterprise Document Management System
Enterprise Front End Application Package
Earnest Money Deposit
Government of India
Indian Rupees
Information Technology
Letter of Intent
Metro Area Service Hub
Management Development Centre
Non-Disclosure Agreement
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
ODS
OS
PBG
PO
PS
POC
RHEL
RPO
RTO
SI
SIT
SLA
SO
SPOC
STC
VAT
ZO
ZTC
Online Data Store
Operating System
Performance Bank Guarantee
Purchase Order
Policy Servicing
Proof Of Concept
Red Hat Enterprise Linux
Recovery Point Objective
Recovery Time Objective
System Integrator
System Integration Testing
Service Level Agreement
Satellite Office
Single Point of Contact
Sales Training Centre
Value Added Tax
Zonal Office
Zonal Training Centre
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2 - Request for Proposal
2.1 Invitation to Bid
L
ife Insurance Corporation of India
(LIC), a statutory Corporation established under Section 3
of Life Insurance Corporation Act 1956 and having its Corporate Office at “Yogakshema”, Jeevan Bima
Marg, Mumbai – 400021, hereinafter referred to as "LIC", is a major public sector enterprise and the
largest insurer in India and is mainly engaged in the business of life insurance. LIC invites sealed
responses towards 'Request for Proposal' hereinafter referred to as "RFP" from eligible, experienced and reputed
System Integrators for Upgradation of the existing EDMS deployed in Offices of LIC as detailed out in the Scope of
Work under Section 6 of this RFP Document. This invitation to Bid is open to all Bidders meeting the
Pre-Qualification Criteria as mentioned in Section 4.1 of this RFP.
2.2 Time Schedule
Time Schedule of Various RFP related events
1
Date of availability of RFP Document for Upgradation of existing
EDMS on LIC Website and GOI Website
05/03/2016
2
Last date for Submission of Queries
14/03/2016 1700 hrs IST
3
Last date for confirmation for attending the Pre-Bid Meeting
16/03/2016 1700 hrs IST
4
Pre-Bid Meeting
21/03/2016
5
Issue of Pre-Bid Query Responses and Corrigendum (if any)
30/03/2016
6
Last date and time for submission of Bid (Refer Section 3.7 for
details)
21/04/2016 1530 hrs IST
7
Date and Time of opening of Bid
21/04/2016 1600 hrs IST
8
Addressee and Office Address for Communication / Place of
submission of Bid and opening of Bid Document
Executive Director (IT/SD)
Life Insurance Corporation of India,
Central Office,
Department,
2nd Floor, Jeevan Seva Annex,
S. V. Road, Santacruz (W),
Mumbai-400054.
Email : [email protected]
9
RFP Bid / Bid Processing Fee
` 1,00,000/-
(Non-refundable)
(Rupees One Lakh Only)
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10
(To be paid at the time of RFP
submission by way of Demand
Draft favouring Life Insurance
Corporation of India drawn on any
Nationalized / Scheduled Bank
payable at Mumbai)
` 2,00,00,000/-
Bid Security
(Rupees Two Crores Only)
(In the form of Bank Guarantee as
per proforma in Annexure - 3)
11
Bid Validity Period
Bid is valid for 365 days from the
date of publication of the Bid
12
Name of the contact person for any clarification
Ms. Rosaline Kurien
Secretary (IT/SD)
Central Office,
Department,
Ground Floor, Jeevan Seva Annex,
Mumbai-400054.
Phone: 022-67090324
E-mail : [email protected]
CO/ITSD/EDMS/2015-16/RFP
Dated: 05/03/2016
The above Time Schedule is subject to change and notice in writing of any such change will be provided wherever
feasible. LIC reserves the right to cancel the RFP at any time without penalty and without incurring any financial
obligation to the Bidder. LIC reserves the right to extend the last date for the receipt of RFP Bids.
13
RFP Reference Number
2.3 Project Background
LIC's Business and Services are supported by the IT systems like Enterprise Front-End Application System (e-FEAP),
Enterprise Document Management System including Work Flow System (EDMS), Portal, Online Data Store (ODS),
Corporate Active Data Warehouse (CADW), Mobile Technologies and other standalone Legacy Systems based on
different platforms handled by various operating Departments. LIC has an Enterprise Document Management
System, including Workflow and Record Management Solution hereinafter referred to as "EDMS" in place to
manage the digital Office Records (Policy files, Agents files, Administrative files and other documents) and
Administrative functionalities. At present, LIC has a distributed architecture across 2048 Branch Offices for EDMS
and 13 other Additional Units/Offices. The EDMS Servers provided at Branch are being used by the Branch, Satellite
Offices and Customer Zone Users for servicing purpose. Apart from this, additional servers are provided at 105
Divisions as a backup for Branches and Vice Versa. For Work Flow System, Servers are provided to 8 Zones and
Central Office and also to LIC’s Management Development Centre (MDC).
LIC's EDMS Project is operational for the past 8 years and is functioning with the customization of DMS Software
done during these years as per LIC's requirements. The DMS Software license covers OmniDocs / OmniFlow Suite of
Products compatible with three Databases namely PostgreSQL, Oracle and MS SQL. The database currently in use is
PostgreSQL7.3 and the Operating System is RedHat Enterprise Linux (RHEL4.4) with 32 bit architecture. The DMS
Solution, i.e., OmniDocs Suite of products is customized to suit LIC’s Business requirements and integrated with
eFEAP, which is the Core Business System of LIC for Policy and Agency Docket Systems. A Policy Docket is an
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envelope, identified by the unique Policy Number containing all the papers pertaining to that corresponding policy.
Similarly, an Agency Docket is an envelope, identified by the unique Agency Code containing all the papers
pertaining to that Agent.
Currently, the all India image data consists of more than 45 Crores Policy Dockets (approximately 20 pages each),
13 Crores of Incremental Documents (Documents pertaining to service requests received from the Customer
containing approximately 6 pages per request), 15 Lakhs Agency Dockets (approximately 20 pages each) and a
number of Administrative files, stored in proprietary file format. The year-on-year increase of New Business is on
an average 3 Crores. At present, the scanning load is approximately on an average, 25 lakhs of Policy dockets and
25 lakhs of Incremental documents every month across India and it is done by the approved partners of the existing
System Integrator. Total number of images is around 900 Crores. Logistics Operations include the movement of
documents from the Branch / Service Centre to the Scanning Centre and further to RMF after scanning and
successful upload of images in the EDMS Server, which is also done by the partners of the existing System
Integrator. At present, 50 pages of incremental transactions constitute as one docket for logistics purpose. For
Policy dockets, each docket is a unit for arriving at logistic cost. Turn-Around-Time (TAT) of 5 business days starts
from the time the documents are picked up from the Branch / Servicing Centres till the scanned images are
uploaded on to the DO EDMS Server (which will be inclusive of one day for LIC QC). The existing System Integrator
is managing the Technical as well as Operational aspects of the EDMS either by themselves or through their Service
partners approved by LIC and the System Integrator is SPOC and is responsible for all activities.
2.4 Objective for RFP
With this RFP, LIC intends to enter into a turnkey contract with a suitably qualified Bidder / System Integrator to
provide End-to-End EDMS Solution comprising of but not limited to the following.
• Supply, Install, Upgrade, Commissioning and maintenance of Hardware
•
Supply, Install, Upgrade, Commissioning and maintenance of DMS Software including Workflow
•
Migration of the existing image data and database data as well as data from other Systems whenever
required
•
Providing a robust Disaster Recovery (DR) Solution.
•
Database Management and System Administration
•
Operational Services as Scanning, Upload, Logistics
•
Provide Complaint Management System and Services
•
Provide Project Management Services
•
Provide Training
•
EDMS Integration including Workflow with core business System and other Systems wherever required
•
Providing the customized features of existing EDMS with upgradation and enhancement of features
•
Provide technically qualified Personnel and Administrators as required
•
Provide responses to any Regulatory and / or Statutory requirements on priority basis
•
Improve the System from time to time throughout LIC
•
Providing the above services at any of internal or external Offices as LIC may consider in future.
•
Providing any other Additional Services, deliverables related to EDMS as LIC may require in future
The Bidders desirous to take up the project should have expertise in large scale System Integration Business and
have the capability as defined in Annexure - 1, to provide End-to-End EDMS. The Bidders are requested to give
technical and financial Bids in accordance with the Terms and Conditions as per Section 5. Evaluation criteria,
evaluation of the responses to the RFP and subsequent selection of the successful Bidder will be entirely at the
discretion of LIC. LIC's decision shall be final and no correspondence about the decision shall be entertained.
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3 - Instructions to Bidders
3.1 General Instructions
1. The RFP provides an overview of the requirements, bidding procedures and contract terms. While every effort
has been made to provide comprehensive and accurate background information, requirements and
specifications, Bidders must form their own conclusions about the Solution keeping in view, LIC's requirements.
The information contained in this RFP and corrigendum, if any, should be taken as a guideline for Bidders.
2. The Bidder is expected to examine all Instructions, Statements, Forms, Terms and Specifications in the bidding
documents.
3. Failure to furnish all information required by the bidding documents or submission of a Bid not responsive to
the RFP in every aspect will be at the Bidder’s risk and may result in rejection of the Bid.
4. LIC has used or will use its best judgment and assessment to fairly and reasonably represent the nature and
scope of the work in order to submit viable Bids. However, LIC shall not be deemed to give any guarantees or
warranties of accuracy of any of the information in this RFP or any corrigenda, nor of its being comprehensive
or exhaustive. Nothing in this RFP or any corrigenda is intended to relieve Bidders from forming their own
opinions and conclusions in respect of the matters addressed in this RFP or any corrigenda, as applicable.
5. In response to this RFP, the submission of the Bid by the Bidder will be deemed as consent to all the terms and
conditions mentioned in this RFP along with its Annexure(s), Clarifications, if any.
6. All the terms and conditions and the contents of the RFP along with the Annexure(s), Clarifications, if any, will
be contractually binding and will form part of the resulting agreement and any purchase orders, to be issued to
the successful Bidder, from time to time as an outcome of this RFP Process.
7. All the information provided by the Bidder will be treated as contractually binding on the Bidder:
a. During the Bid Evaluation Process
b. In case, LIC executes a contractual Agreement with the Bidder as an outcome of the Bid Evaluation
Process, throughout the contract period
8. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has
been executed by or on behalf of LIC. Any notification of preferred Bidder status by LIC shall not give rise to any
enforceable rights to the Bidder.
9. Failure to comply with the requirements of this RFP and Corrigendum, if any, may render the Bid non-compliant
and the Bid may be rejected. Hence, Bidders must:
a. Include all required Documents, Certificates, etc. specified
b. Follow the format provided and respond to each element in the order as set out
c. Comply with all requirements as set out
10. This RFP is the final communication and supersedes and replaces any previous public documentation and
communications regarding EDMS and Bidders should place no reliance on such communications.
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3.2 Pre-Bid Meeting and Clarifications
1. LIC shall hold a Pre-Bid Meeting with the Bidders as stated in Section 2.2 at the Venue mentioned below:
Venue: LIC of India, Conference Hall,
Central Office,
Information Technology Department,
3rd Floor, Jeevan Seva Annex,
Mumbai-400054.
2. Pre-registration by Bidder(s) and confirmation by LIC for attending the Pre-bid Meeting is mandatory. The
Bidders should send an e-mail to [email protected] to confirm participation for attending the Pre-Bid
Meeting.
3. Bidders should prepare for the Meeting by reading this RFP Document and list out the queries, if any, for
clarification during the Meeting. All the queries should be received on or before the prescribed date, as per
Section 2.2, through e-mail only with subject line “Queries to RFP for EDMS”. All queries regarding the RFP
should be sent to [email protected] only.
4. The Bidder should submit the queries in the following excel format ONLY with filename as <Company
Name>_EDMS_RFP_Queries. Any other format will be rejected.
S. No.
RFP Document
Reference(s) (Section &
Page Number(s))
Content of RFP requiring
Clarification(s)
Points for clarification
1
2
5. Based on the number of Bidders, LIC shall restrict the number of representatives of each Bidder who would be
allowed to attend the Pre-Bid Meeting and shall inform the same to the Bidders beforehand.
6. The names and designation of the representatives of the Bidder attending the Pre-Bid Meeting along with their
mobile number, e-mail id should be informed through e-mail to LIC as per Section 2.2.
7. For security purpose, the representatives of the Bidders should carry their Company Photo Identity Card to
identify their bonafides for attending the Pre-Bid Meeting.
8. The representatives of the Bidder / System Integrator are only authorized and allowed for the Pre-Bid Meeting.
9. A Bidder requiring any clarification of this RFP may notify LIC in writing or e-mail to [email protected]
as prescribed in Section 2.2 of this RFP.
10. LIC will respond to any such request for clarification of the RFP, which it receives before the deadline for
submitting the queries, as prescribed by LIC in Section 2.2 of this RFP. LIC’s response will be made available on
websites, as mentioned in Section 3.3 of this RFP.
11. Verbal communication of queries will not be entertained.
12. If a Bidder discovers any significant ambiguity, conflict, discrepancy, omission or other deficiency in this RFP,
the Bidder should immediately notify LIC and request for the modification or clarification of the RFP document,
which shall be at the sole discretion of LIC.
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3.3 Issue of Corrigendum
1. LIC will endeavour to provide timely response to all queries in good faith. However, LIC at its discretion, may
not respond to the query which is not under the purview of this RFP.
2. At any time prior to the last date for receipt of Bids, LIC may, for any reason, whether at its own initiative or in
response to a clarification requested by a Bidder, modify the RFP Document by a corrigendum.
3. The Corrigendum (if any) and clarifications to the queries from all Bidders will be posted on LIC's website
www.licindia.in under Tenders Section and also under the link http://eprocure.gov.in/cppp/ of GOI Website.
4. Any such corrigendum shall be deemed to be incorporated into this RFP.
5. In order to allow Bidders a reasonable time to take the amendments, if any, into account in preparing their
Bids, LIC, at its discretion, may extend the last date for the submission of Bids.
6. Any change in the timelines as decided by LIC will be posted in LIC Website and GOI Website. The Bidders, in
their own interest are requested to check both the Websites regularly to know the updates.
3.4 Right to accept any bid and reject any or all Bids
1. LIC reserves the right to accept or reject any or all Bids without assigning any reasons. Bids may be accepted or
rejected in total or in any part or items thereof. Any Bid not containing sufficient information, in the view of LIC,
may be rejected.
2. LIC reserves the right to verify the validity of Bid information and to reject any Bid where the contents appear
to be incorrect, inaccurate or inappropriate in LIC’s estimation.
3. LIC shall have the right to determine in its own best judgment, the Bidders who will qualify for the short list, if
any, and thereafter, the final selected Bidder shall undertake the work after the Agreement is signed by both
the parties.
4. Bids not conforming to the requirements of this RFP may not be considered by LIC. However, LIC reserves the
right, at any time, to waive any of the requirements of this RFP, if, in the sole discretion of LIC, the best
interests of LIC would be served.
5. If, in the opinion of LIC, any Bidder has clearly misinterpreted the work and /or underestimated the hours and /
or the value of the work to be performed as reflected in the Bid content and submitted price(s) / rate(s), then
LIC may reject the Bid as imbalanced (i.e. not representative of the Work Scope). Bidder may seek clarification,
if required within the stipulated timelines as mentioned in Section 2.2.
6. Further, LIC shall have the right to postpone/ withdraw/ cancel the RFP process at any time prior to award of
the contract, without thereby incurring any liability to the affected Bidder/s. Reasons for Postponement/
Withdrawal /Cancellation, as determined by LIC in its sole discretion, include, but are not limited to, the
following:
a. Solution / Services contemplated are no longer required
b. Requirements and terms of reference (Scope of Work) of this RFP were not adequately or clearly defined
due to unforeseen circumstances and / or factors and / or new developments
c. The RFP did not allow for consideration of all significant elements of LIC for the work (e.g. new / additional
matters have arisen)
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d. Proposed price is unacceptable for the work
e. The Project is not in the best interest of LIC.
3.5 Bid Processing Fee
1. The Bidder may download the RFP documents from the websites mentioned below:
a. LIC Website (http://www.licindia.co.in/tender_notice.htm)
b. GOI Website (http://eprocure.gov.in/cppp/)
2. The Bid Processing Fee shall be `1,00,000 (Rupees One Lakh Only) payable by way of a non-refundable
Demand Draft drawn in favour of Life Insurance Corporation of India, payable at Mumbai, drawn on any
Nationalized or Scheduled bank.
3. The Demand Draft has to be enclosed along with documents submitted for and as a part of Pre-Qualification
Criteria mentioned in Section 4.1. Bids received without or with inadequate Bid Processing Fee shall be
rejected.
4. If multiple Bids are submitted, the Bidder will have to pay Bid Processing Fee separately for each of the Bids.
However, one EMD will be sufficient for a Bidder.
3.6 Earnest Money Deposit (EMD)
1. The Bidder shall submit, along with its Bid, EMD of ` 2,00,00,000/- (Rupees Two Crores Only), in the form of a
Bank Guarantee (in the format specified in Annexure - 3) issued by any Nationalized Bank in favour of Life
Insurance Corporation of India, payable at Mumbai and should be valid for 410 days from the date of
publication of Bid.
2. The Bid security is required to protect LIC against the risk of Bidder’s action detrimental to LIC's interest, which
would warrant the forfeiture of the security.
3. EMD (in the form of Bank Guarantee) of all unsuccessful Bidders would be returned by LIC within 30 days of the
Bidder being notified as being unsuccessful. The Bidder is not entitled to any interest on EMD.
4. The Bank Guarantee submitted as EMD, for the amount mentioned above, of successful Bidder would be
returned upon the submission of Performance Bank Guarantee.
5. The Bid submitted without EMD, mentioned above, will be summarily rejected.
6. The EMD may be forfeited:
a. If a Bidder withdraws its Bid during the period of Bid validity after opening of the Bid
b. If the successful Bidder fails to sign the Contract in accordance with this RFP and Corrigendum, if any
c. If the successful Bidder does not furnish Performance Bank Guarantee as per the timelines informed by LIC.
3.7 Submission of Bids
1. The submission of Bids need to be made at the address, time and date as stated in this RFP Section 2.2. All
envelopes should be securely sealed and stamped. The authorized signatories of the Bidder should initial on all
pages of the Bid.
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2. The Bidder needs to submit one Master Envelope. This master envelope should contain three sub-envelopes.
Master Envelope should be superscibed as:
LIC EDMS Upgradation Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016
Submitted by <Bidder's Name and Address>
All the 3 sub-envelopes must be superscribed with the following information:
a. Envelope - 1:
Response to Pre-Qualification Criteria (Annexure – 2) (1 Original, 1 Copy and 1 CD)
Bid Processing Fee, EMD (Annexure – 3), NDA (Annexure – 5) and Integrity Pact (Annexure – 11)
RFP Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016
Submitted by <Bidder's Name>
b. Envelope - 2:
Technical Bid (1 Original, 1 Copy and 1 CD)
c. Envelope - 3:
Financial Bid (1 Original)
Each set of Bid should also be marked as "Original" or "Copy" as the case may be.
3. The envelopes shall be addressed to LIC as given below:
The Executive Director (IT/SD),
Central Office,
Mumbai-400054.
4. LIC assumes no responsibility of Bids delivered to any address other than the above mentioned delivery
address; it will be the Bidder's responsibility to ensure that Bids are submitted at the correct delivery address.
5. The name and address of the Bidder should be mentioned on the envelope along with telephone number
and e-mail ID of the Bidder.
6. Any Bid received by LIC after expiry of the date and time of submission of Bids prescribed by LIC in Section 2.2
will be considered as Late Bids. Refer Section 3.8.4 for treatment of Late Bids.
7. Bid should be spirally bound securely before submitting. Bids submitted in loose sheets will be rejected as noncompliant.
8. All the pages of the Bid must be sequentially numbered and the Bid must contain the list of contents with page
numbers. Any deficiency in the documentation may result in the rejection of the Bid.
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9. The Bid shall be typed or written on A4 size paper in indelible ink and each page of the Document, Annexure(s)
submitted as a part of the Bid or called for by LIC subsequently, shall be initialed and stamped by the Bidder or
a person or persons duly authorized to bind the Bidder to the Contract.
10. The authorization shall be indicated by a written Power-of-Attorney accompanying the Bid or duly certified
copy of Board Resolution appointing the authorized Signatory. The person or persons signing the Bid shall initial
/ sign all pages of the Bid, except for un-amended printed literature.
11. The original Bid shall contain no interlineations or overwriting, except as necessary to correct errors made by
the Bidder itself. Any such corrections must be initialed / signed by the person (or persons) who sign(s) the
Bids.
12. Master Envelope (Pre-Qualification Criteria, Technical and Financial) must be received by LIC at the address
specified above not later than the time and date as stated in Section 2.2.
13. Bids will be opened on the stated day at the stipulated time at the given address as mentioned in Section 2.2, in
the presence of the Bidders’ representatives who wish to attend. If the said date of opening is declared as a
holiday, the Bids will be opened on the next working day of LIC at the same time and venue.
14. If the envelope is not sealed and not marked as required, LIC will assume no responsibility for the Bid’s
misplacement or premature opening.
15. e-mail Bids and scanned Bids will be rejected. No correspondence will be entertained on this matter.
16. LIC may, at its discretion, extend the deadline for submission of Bids by amending the Bid documents in case
any Corrigendum is published, in which case all rights and obligations of LIC and Bidders previously subject to
the deadline will thereafter be subject to the deadline as extended.
17. In case of any discrepancy observed by LIC in the contents of the submitted original paper Bid document with
respective copies, the information furnished in Original Bid document on Paper will prevail over others.
18. Bidder must ensure that the information furnished by him in respective CDs is identical to that submitted by
him in the Original paper Bid document. In case of any discrepancy observed by LIC in the contents of the CD
and Original paper Bid document, the information furnished on Original paper Bid document will prevail over
the soft copy.
3.8 Preparation of Bids
1. Bid preparation costs: The Bidder shall be responsible for all costs incurred in connection with participation in
the RFP process, including, but not limited to, costs incurred in conduct of informative and other diligent
activities, participation in Meetings / Discussions / Presentations, preparation of Bid, in providing any additional
information required by LIC to facilitate the evaluation process or all such activities related to the Bid process.
LIC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding
process. It is also clarified that no binding relationship will exist between any of the Respondents / Bidders and
LIC until execution of a contractual agreement in response to this RFP or any of the part thereof.
2. Language of Bid: The Bid prepared by the Bidder, as well as all correspondence and documents relating to the
Bid exchanged by the Bidder and LIC shall be written either in Hindi or English language. For purposes of
interpretation of the Bid, the English translation shall govern. As far as numbers are concerned the same should
be in Modern Arabic Numerals (0 to 9).
3. Venue and Deadline for Submission of Bids: Bids, in its complete form in all respects as specified in the RFP,
must be submitted to LIC at the address specified below:
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Addressed To
Name
Executive Director (IT/SD)
Central Office,
Address
Mumbai-400054.
Telephone
e-mail ID
Last date and time of submission
022-67090324
[email protected]
21/04/2016 1530 hrs IST
4. Late Bids:
a. LIC shall not be responsible for any postal delay or non-receipt / non-delivery of the bid documents. No
further correspondence on the subject will be entertained.
b. Bids received after the due date and the specified time (including the extended period if any) for any
reason whatsoever, shall not be entertained and shall be returned unopened.
5. Deviations:
The Bidder may provide deviation to the contents of this RFP document at the time of submission of the Bid in
envelope containing the Technical Bid in the format given below. It may be noted that once the deviations are
provided, the Bidder would not be allowed to withdraw the deviation submitted. The Bid Evaluation Committee
would evaluate and re-classify them as “Material deviation” or “Non-material deviation“. In case of material
deviation, the committee may decide to “monetize” the value of the deviations, which will be added to the
financial bid submitted by the Bidder or declare the Bid as non-responsive. The Bidders would be informed in
writing on the committee’s decision on the deviation, prior to the announcement of technical scores. The
Bidders would not be allowed to withdraw the deviations at this stage. No correspondence in this matter will
be entertained. In case of non-material deviations, the deviations would form a part of the Bid and contract.
S. No.
1
Deviation
<Deviation
description>
Material
NonMaterial
<Yes / No>
<Yes / No>
Impacted
Deliverable(s)
<Name(s) of Deliverables
to get affected by the
Deviation>
Impacted
Timeline(s)
Financial
Impact
<Effect on Timelines
due to the Deviation>
<Value>
6. Restricting Competition:
a. By submitting a signed Bid, the Bidder’s signatories certify that in connection with this procurement the
Bidder’s Organization or an agent of the Bidder’s Organization has arrived at the prices in its Bid without
consultation, communication or agreement with any other respondent or with any competitor for the
purpose of restricting competition.
b. The prices quoted in the Bid should not be disclosed by the Bidder’s Organization or by any agent of the
Bidder’s organization directly or indirectly, to any other Bidder or to any Competitor.
c. No attempt would have been made or will be made by the Bidder’s Organization or by any agent of the
Bidder’s Organization to induce any other person or Bidder to submit or not to submit a Bid for the purpose
of restricting competition.
7. Document constituting the Bid: The Bid prepared by the Bidder shall comprise the following components:
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a. Response to Pre-Qualification Criteria – Details establishing the qualification of the Bidder as mentioned
in Section 4.1.
b. Technical Bid – Technical Bid will comprise of a Bid Form along with covering letter as per Annexure - 4,
Technical details, Qualification Requirements, Service Support Details, Training, Financial Bid format with
all quantities and line items without the price quoted in the financial bid (blank financial bid as per
Annexure 9) and detailed delivery Schedule for Systems and Services at all locations.
The Technical Bid should take care of the following:
•
•
•
•
•
•
•
•
Functional Requirements
Technical Requirements
Commercial Bid Details (masked)
Technical Covering Letter
Technical Evaluation Criteria
Personnel Deployment
Hardware Sizing
Bandwidth Details
c. Financial Bid – Financial Bid will comprise of Bid Form, Price Schedule component-wise for all components
mentioned in Annexure - 9.
d. Documentary evidence that the Bidder is qualified to perform the contract if its Bid is accepted and that the
Bidder has financial, technical and production capability necessary to perform the contract and meets the
criteria outlined in the Qualification Requirement and Technical Specification and fulfill all the conditions of
the Contract.
e. Documentary evidence that the Systems and ancillary services to be supplied by the Bidder conform to the
bidding documents and Technical Specifications.
f.
Bid security amount in accordance with Section 3.6.
g. An undertaking from the Bidder that the Bidder is complying with all the conditions of the RFP and
Technical Specifications of the bidding Document if no deviation is mentioned.
h. The Bidders should submit the response to pre-qualification criteria in a separate sealed cover in addition
to sealed covers containing Technical and Financial Bids.
8. Covering Letter / Bidder Certifications: Covering letter and the certifications required for submission of a Bid
should be included in the Bid. Bids submitted in response to this RFP must be signed by the person working in
the Bidder’s organization who is responsible for the decision as to the prices being offered in the Bid or by a
person who has been authorized in writing to act as agent for the person responsible for the decision on prices.
Each Bid shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or
revisions thereof.
9. Reference Data Sheet: For the proposed End-to-End EDMS, the Bidder must furnish a list of a minimum of one
(1) reference that will be capable of verifying information supplied by the Bidder in their Bid. Bidders should
submit additional Reference Data Sheet forms if they have more than one (1) reference.
10. Site visits by LIC: LIC reserves the right to contact and/or visit any party listed or not listed as a reference, which
has previously utilized or is presently utilizing product(s) and/or service(s) identical or similar to those being
proposed by the Bidder. It may also utilize other sources of information about the product(s) and/or service(s)
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proposed by the Bidder where these sources are publicly available and are equally available for all competing
Bidders. The Bidder should not be present during site visits, if so desired by LIC.
11. Summary: Provide a narrative summary of the Bid being submitted. This summary should identify all product(s)
and service(s) that are being offered in the Bid.
12. Financial Stability Documentation: Bidders responding to this RFP must be able to substantiate their financial
stability. Financial statements for the years as stated in this RFP along with additional supporting
documentation must be submitted with the Bid.
13. Bid Form: The Bidder shall complete the Financial Bid Form as per Annexure - 8 and Annexure - 9 and the
appropriate Price Schedule furnished in the bidding documents, including the description of the proposed
Solution.
14. Price Schedule: The Bidder shall indicate on the Price Schedule the unit prices and total bid price in the
Financial Bid format, of the systems, components and the services it proposes to provide under the Contract.
Prices indicated on the component-wise Price Schedule and Financial Bid format shall be entered separately in
the following manner:
a. Component wise Price of all components like Hardware, Operating Systems, DMS & other Software,
Customization as per LIC's requirements including workflow systems during the entire contract term,
Mobile Device Applications, Database, scanning services and tools quoted (ex-works, ex-factory, exshowroom, ex-warehouse or off-the-shelf, as applicable), including all duties and sales and other taxes
already paid or payable towards any Indian duties, sales and other taxes which will be payable on the
Systems if the Contract is awarded, breakup of all taxes and duties should be clearly mentioned as a
separate line item.
b. The cost of implementation should include the Cost of Migration of the existing data and images to the
new version, Roll-out Charges, Software Support and Project Management for the entire contract period.
c. The price of other incidental services like logistics for record movement from LIC Branch / Servicing Centre
to Scanning Centre and further to RMF.
d. In case of Policy and Agency Docket, per image scanning cost, which will include all costs including quality
control, indexing, image upload, bar-coding if any, etc., and finally making the digitized records available for
LIC usage at the respective Offices.
e. For Policy and Agency Docket, each docket will be considered as one docket for logistic purpose. One batch
will contain 1000 dockets.
f.
In case of incremental transactions, one batch shall consist of 1000 transactions (20 flat files containing 50
transactions each). However, the cost will be considered taking 30 scanned images as one docket for
logistic purpose.
g. In case of Administrative files, scanning and uploading costs including quality control, indexing, etc. and
making the documents online for LIC usage.
h. The Annual Maintenance Cost for 4 years after expiry of 3 year warranty period.
i.
Proper breakup should be given for per person per month cost for regular maintenance activities, for
providing key developers/support personnel of the Bidder within the scope of this RFP.
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j.
Training Costs: Training will have to be imparted using train the trainers approach. Training will have to be
conducted onsite once every year at the Central Office and Zonal Centres, and other participants will join
through Video-Conferencing. All costs pertaining to training should form a part of the Financial Bid.
k. The Bidder’s separation of the price components will be solely for the purpose of facilitating the
comparison of Bids by LIC and will not in any way limit LIC’s right to contract on any of the terms offered.
l.
The proposed End-to-End EDMS Solution should provide Enterprise-wide Corporate License with unlimited
users without any territory restriction. The term "users" will include Employees of LIC, Agents and other
field force and any other users that LIC may authorize from time to time. The Licenses should include all
components required for End-to-End EDMS Solution excluding the licenses already available with LIC.
15. Bid Currencies: Prices for all the components shall be quoted in Indian Rupee(s).
16. Document establishing Bidder's Qualification: The Bidder shall furnish, as part of its Technical Bid, documents
establishing the Bidder’s qualification to perform the Contract if the Bid is accepted and should establish to
LIC’s full satisfaction that the Bidder has the financial and technical performance capability necessary to
perform the Contract and meet the criteria outlined in the Pre-Qualification Criteria. Bids that do not fully
comply shall be rejected. The Bids should adhere to Annexure - 2 of this RFP.
17. Document establishing Solution Conformity to Bidding Documents: The following documents must
accompany the response to this RFP:
a. The Bidder shall furnish, as part of its Technical Bid, documents establishing the conformity to the bidding
documents of all Systems and Services, which the Bidder proposes to supply under the contract. All
responses to the Technical Bid should be strictly as per the order of documents / sections mentioned in the
RFP, responses in any other format will not be acceptable. The Financial Bid should be as per the format
provided in the RFP vide Annexure - 8 and Annexure - 9.
b. The documentary evidence of conformity of the Systems and Services to the bidding documents may be in
the form of literature, drawings and data, and shall consist of a detailed description of the essential
technical and performance characteristics of the proposed Solution.
c. A list giving full particulars, including available support necessary for the proper and continued functioning
of the System for a total period of seven years including warranty period of three years, from the date of
implementation of the End-to-End EDMS Solution.
d. An item-by-item commentary on LIC’s Business and Technical Specifications, demonstrating substantial
responsiveness of the proposed solution to those specifications. Any deviations/exceptions to the
provisions of the Technical Specifications will not be accepted.
e. A confirmation that the Bidder is either the OEM or the Bidder has proper authorization from the
respective OEM/s for their proposed deliverables of the Solution.
f.
Willful misrepresentation of any of the facts will lead to the cancellation of the contract without prejudice
to other actions that LIC may take. All the submissions, including any accompanying documents, will
become the property of LIC. The Bidders shall be deemed to license and grant all rights to LIC, to reproduce
the whole or any portion thereof for the purpose of evaluation, to disclose the contents of submission to
other Bidders and to disclose and / or use the contents of submission as the basis for this RFP process.
18. Response to General, Technical, Performance and Support Requirements: Provide a point-by-point response
to each and every requirement specified in this RFP. Responses must indicate that either Bidder’s Bid “does
comply" with specifications or that it "does not comply". A concise explanation of how each requirement can
be met or cannot be met must be included.
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19. Additional Information: Include additional information, which will be essential for better understanding of the
Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation, which would
clarify and / or substantiate the Bid. Any material included here should be specifically referenced elsewhere in
the Bid.
20. Glossary: Provide a glossary of all abbreviations, acronyms and technical terms used to describe the services or
products proposed. This glossary should be provided even if these terms are described or defined at their first
use in the Bid response.
21. Presentation: Bidders may be required to make presentations and/or demonstrations to supplement their Bids,
if requested by LIC. LIC will make every reasonable attempt to schedule each presentation at a time and
location that is agreeable to the Bidder. Failure of a Bidder to complete a scheduled presentation to LIC may
result in rejection of the Bid.
3.9 Evaluation Process
1. LIC will constitute a Bid Evaluation Committee to evaluate the responses of the Bidders.
2. The Bid Evaluation Committee constituted by the LIC shall evaluate the responses to the RFP and all supporting
documents/documentary evidence. Inability to submit requisite supporting documents/documentary evidence,
may lead to rejection.
3. The decision of the Bid Evaluation Committee in the evaluation of responses to the RFP shall be final.
4. The Bid Evaluation Committee may ask for meetings with the Bidders to seek clarifications on their Bid.
5. The Bid Evaluation Committee reserves the right to reject any or all Bids on the basis of any deviations.
6. Each of the responses shall be evaluated as per the criteria and requirements specified in this RFP as
mentioned below:
There will be following four stages of the Evaluation Process:
a.
b.
c.
d.
Scrutiny of Bids as per Pre-Qualification Criteria
Evaluation of Technical Bids
Opening of Financial Bid
Conducting Online Reverse Auction for the qualified Bidders.
3.10 Tender Opening and Validity
1. The Bids submitted up to 1530 hrs IST on 21/04/2016 will be opened at 1600 hrs IST on 21/04/2016 by a
Committee authorized by LIC, in the presence of those Bidders or their representatives who may be present at
the time of opening.
2. In the event of the specified date of Bid Opening being declared a holiday for LIC, the Bids shall be opened at
the appointed time and location on the next working day.
3. The Bidder’s representatives who are present shall sign a register evidencing their attendance.
4. The representatives of the Bidders are advised to carry the Photo identity card and a letter of authority from
the tendering firms to identify their bonafides for attending the opening of the Bid.
5. Bids shall remain valid for 365 days after the date of bid publication by LIC as in Section 2.2.
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6. LIC will prepare the minutes of the Bid Opening.
3.11 Tender Evaluation
1. Initial Bid scrutiny will be held and those Bids with incomplete details as given below will be treated as
non-responsive, if Bids :
a.
b.
c.
d.
e.
f.
g.
Are not submitted as specified in the RFP document
Received without the Letter of Authorization (Power of Attorney)
Are found with suppression of details
With incomplete information, subjective, conditional offers and partial offers submitted
Submitted without the documents requested in the checklist
Have non-compliance of any of the clauses stipulated in the RFP
With shorter validity period
2. All responsive Bids will be considered for further processing as below:
LIC will prepare a list of responsive Bidders, who comply with all the Terms and Conditions of the Tender. All
eligible Bids will be considered for further evaluation by a Bid Evaluation Committee according to the
Evaluation process defined in this RFP document. The decision of the Evaluation Committee will be final in this
regard.
3. In exceptional circumstances, LIC may solicit the Bidder’s consent to an extension of the period of validity. The
request and the response thereto shall be made in writing (or by e-mail). The Bid security validity period shall
also be suitably extended. A Bidder may refuse the request without forfeiting its Bid security. A Bidder granting
the request will neither be required nor permitted to modify its Bid.
4. During the evaluation of Bids, LIC may, at its discretion, ask the Bidder for a clarification of its Bid. The request
for clarification and the response shall be in writing.
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4 - Criteria for Evaluation
4.1 Pre-Qualification Criteria
1. The Bidder must be a Company / Corporate / Firm / Government Organization, registered in India.
2. Bidder should have ISO-9001-2008 (or equivalent) certification for quality management and minimum of CMMi
Level 3 certification valid as on date. Due consideration will be given for any relevant additional valid
Certifications, pertaining to Information Technology.
3. If the Bidder is not an OEM, then authorization letter from all the OEMs of deliverables like Servers, Storage,
Operating System, Database, Web and Application Server Software, DMS Software, Mobile Device Application
Software, etc., should be obtained, stating that the OEM will fully support the Bidder for the implementation of
the End-to-End EDMS in LIC, throughout the Contract period as envisaged within the scope of this RFP.
4. The Bidder shall provide Enterprise Content Management Software – where the OEM is appearing in Magic
Quadrant for Enterprise Content Management 2015 and is a part of it.
5. Audited Balance Sheet along with Profit and Loss Statements for the last three accounting years (2014-15,
2013-14, 2012-13) should be submitted, showing profit on all the last three accounting years. The turnover of
the Company should be more than ` 200 Crores per year in all the three years.
6. The Bidder must provide at least one reference account, where they are presently providing or have provided
similar Service or Services of similar magnitude in the past five years. Name of the Organization, individual/s to
contact, phone number and address should be submitted. Reference must prove Bidder's Project experience as
System Integrator related to the supply, installation, migration, customization and implementation of project at
Enterprise Level.
7. The Bidder must execute a Non-Disclosure Agreement as per the format provided in Annexure – 5 on a stamp
paper of amount `250 (Rupees Two Hundred and Fifty Only).
8. The Bidder must submit, along with the complete Bid, the EMD in the form of Bank Guarantee from a
Nationalized / Scheduled bank for ` 2,00,00,000 (Rupees Two Crores Only), as per Annexure - 3.
9. The Bidder should not have been blacklisted as on the date of RFP by any Government / PSU / Corporation for
corrupt or fraudulent practices or non-delivery or non-performance, in the last three financial years. A selfdeclaration from the Bidder is required.
10. Pre Contract Integrity Pact - Only those Bidders who have entered into Pre Contract Integrity Pact with LIC
would be eligible to participate in the bidding. The “Pre Contract Integrity Pact” as Annexure - 11, should be
provided by the Bidder.
4.2 Technical Qualification Criteria
1. Preliminary scrutiny of all the Bids received will be done and Bids not meeting the Pre-Qualification Criteria
stipulated in Section 4.1 would be rejected without further evaluation. Only the qualified Bids will be further
technically evaluated and the evaluation will be based on a point scoring method as mentioned in detail under
Section 4.3.
2. As LIC needs to understand the tangible and intangible benefits derived out of the proposed End-to-End EDMS
Solution, it becomes very much critical for all Bidder(s) to demonstrate their experience and proven skills in
adopting the existing EDMS technology already in place with LIC along with the proposed Solution comprising
of Hardware, Software, Operating System, Database, including Operational Strategy etc. This aspect will be
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evaluated based on the comparable successful System Integration and/or similar DMS projects carried out by
the Bidder elsewhere in the recent past. All the Bidders will have to make detailed presentations on the
proposed Software and Hardware Solution and Implementation Plan covering all aspects of Project planning,
Migration, Implementation and Support that would be made available during the entire contract period. The
time schedule for this presentation will be intimated after Bid Opening.
3. Integration of the existing DMS Solution with the proposed End-to-End EDMS Solution along with other add-on
features is of utmost importance to LIC. The offered Solution should meet the expected performance required
by LIC. Each distinct short listed Solution of all the qualified Bidders will have to conduct a benchmark on the
actual Hardware/Software to demonstrate the performance and scalability of the offered Solution (Refer
Annexure - 6 for Benchmark Specification). This benchmark test will have to be conducted at Bidder’s cost at a
site (within India) mutually agreed upon. A Solution which does not meet the scalability requirement will be
rejected. A Solution that meets the scalability but under-performs will have to be demonstrated to work with
additional hardware components. Such additional components will then be loaded to the Bid during
normalization process. (Refer Annexure - 6 for details on Benchmark for Performance and scalability)
4. Technical Clarifications : Technical Clarifications will include a discussion of the Technical Bid, the proposed
technical approach and methodology, work plan, Organization and staffing, and any suggestions made by the
Bidder to improve the Terms of the RFP. LIC and the Bidders will finalize the Terms of the RFP, staffing
schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract
as “Description of Services”. Special attention will be paid to clearly defining the inputs and facilities required
from LIC to ensure satisfactory implementation of the assignment. LIC shall prepare minutes of clarifications
which will be signed by LIC and the selected Bidder.
4.3 Scoring Model
1. Technical Evaluation of the Bids will be carried out by a Technical Committee of LIC using a point scoring
method as per the following table:
S.No
1
2
3
4
5
6
Evaluation Criteria
Project Implementation Capability
Architecture / Software / New Features / Functional Evaluation
Hardware Configuration
Project Management
Scanning Activities & Logistics
Migration Activities
Total
Percentage (%)
15
20
15
18
17
15
100
2. The Technical Committee of LIC shall evaluate Technical forms on the basis of their responsiveness to the
Terms of Reference and by applying the evaluation criteria specified in this RFP. At the first stage of evaluation,
a Bid shall be rejected if it is found deficient as per the requirement indicated in this RFP. Only responsive Bids
shall be further taken up for evaluation.
a. Technical Committee of LIC shall first ensure that Bidder fulfills the Minimum eligibility as per the
“Pre-Qualification Criteria” in Section 4.1.
b. Please note if the Bidder does not qualify in respect of minimum eligibility above, the Bids of such Bidder
would not be evaluated further and such non-qualifying Bidder(s) would stand disqualified.
c.
In respect of those which qualify as per (a) above, Evaluation Committee of LIC will evaluate Technical
forms kept in the sealed envelope marked as “Technical Bid” and at this stage envelope marked as
“Financial Bid” will remain unopened. Thus, Evaluation Committee of LIC while evaluating the Technical
Bids shall have no access to the Financial Bids until the technical evaluation is concluded.
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3. Each Bid will be evaluated for the given Evaluation Criteria on the RFP requirements. The evaluation will be
done on a total score of 1000. Based on the percentage provided in the above table, the marks are
proportionately allotted to each of the above mentioned category as per Table-1.
a. Project Implementation Capability: Bidder must have adequate Personnel and experience to ensure
ongoing ability to deliver and support the proposed total solutions throughout the System's useful lifetime,
including the ability to provide timely response and service to LIC over the period of Contract. Previous
experience, reference sites of implementing similar large multi location projects, Technical Professional
Strength, Pan-India presence, etc. are some of the components by which a Bidder's Project Implementation
Capability can be assessed. The Table-2 provides the evaluation criteria for the Project Implementation
Capability.
b. Architecture / Software / New Features / Functional Evaluation: Clarity in architecture design, Licensing
details for DMS Software, Database, Operating System, Web Server and Application Server, Reconciliation
procedures for Integrated Systems, Backup Procedures, Replication Strategy, Security Features. Ability to
leverage the existing EDMS System and other workflow systems for better and enhanced performance. Any
additional features which will add-on to the existing features in servicing aspects. Please refer Table-3.
c. Hardware Configuration: Specifications to be provided for Hardware, Hardware sizing details, Hot spares
for Hardware, Performance Benchmark results for volumes stipulated in RFP, Demonstration of scalability
for Hardware, ability to handle maximum concurrent users, Implementation strategy for Disaster Recovery
System, etc. Please refer Table-4.
d. Project Management: Project plan, Timelines, Deployment Strategy, Implementation Methodology,
Complaint Management System and Support Mechanism, System Administrators, Database Administrators,
Onsite and Offsite Support, System Monitoring and Maintenance, Portal for Centralized Monitoring and
Control, Payment Module, MIS Reports at each level of the Organizational Structure, Training, including
Refresher Training. The key personnel mentioned by the Bidder for this Project should be available from
the inception of the Project till the expiry of the Contract. In case of the key personnel moving out of this
Project due to unavoidable circumstances, the Bidder should ensure to provide similar expertise personnel
along with the knowledge transfer by the previous personnel. Please refer Table-5.
e. Scanning Activities and Logistics: Scanning Services and conversion of any image input received,
Compression techniques, Detailed Digitization standards, Ramp up plan for digitization activities during
peak volumes as per LIC’s business scenario, Scanning capability per month, Exporting tools, Scanning
equipment and production level infrastructure availability, document volumes, quality of scanning,
compliance with service schedules. Tools to convert the documents received in the form of image to the
required format. A plan for the movement of the physical records from the source to the Scanning Centre
and then to the desired destination. Please refer Table-6.
f.
Migration Activities: Overall Migration Strategy including data transfer, Tools being used, Timelines, User
interventions, Downtime Requirement, Business Continuity Plan during migration, Infrastructure
requirement for migration activities, Checklist for pre and post migration activities, Deployment strategy
for migration in all locations with Roadmap. Please refer Table-7.
4. In order to technically comply with this RFP a Bid must receive a minimum score of 50% under each subhead,
and must receive a minimum total score of 60%. Though only such Bids will be considered technically qualified
for further financial evaluation, Corporation reserves the right to make changes in the minimum total score as
per its need to have minimum 3 Bidders to be qualified for Commercial Bid Evaluation.
5. If a Bid is not responsive or not fulfilling all the conditions of the Contract or not meeting the Technical
Specifications and Qualification Requirement, the same may be rejected by LIC and may not subsequently be
made responsive by the Bidder by correction of the non-conformity.
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6. Bid will be reviewed to assess compliance with the requirements set out in this RFP. Bids that do not fully
comply with the minimum requirements may be rejected without further consideration.
4.4 Commercial Bid Evaluation
1. After the evaluation of Technical Bid, LIC shall notify the Bidders whose Technical Bids were considered
acceptable to LIC indicating the date, time and place for opening of the Financial Bids. The notification may be
sent by email.
2. The Financial Bid shall be opened in the presence of Bidders/its representatives who choose to attend, from
amongst those being notified.
3. LIC will prepare the minutes of the Bid Opening.
4. Price Comparison: Price comparison will take into account all initial payments and all future payments
(assuming an annual interest rate of 9% compounded) anticipated as follows:
a. Price Comparison may take into account normalization of the Hardware Configuration if necessitated by
observations of the Technical Evaluation Committee. For each hardware, provide the following information
in a table:
•
Reference of the Server / Storage information
•
Quantity
•
Make and Model
•
Year of Introduction
•
Operating System along with Version details
•
Processor and Number of Cores Offered
•
RAM / HDD / LAN Ports / HBA etc.
•
Additional Information required to indicate the compliance to the requirements in the RFP
b. Annual Maintenance Charges shall be the charges payable to the Bidder after the period of warranty of 3
years from the date of implementation and should be constant throughout those 4 years.
c. If the DMS Software is proposed as OmniDocs Suite of Products, then only support charges for
maintenance and customization should be mentioned. For other DMS Software, the cost should be
separately provided for licence and annual support for maintenance and customization.
d. The cost and licence details for Database, Web and Application Server should be mentioned.
e. The cost and licence details for tools like Replication tool, Business Activity Monitoring, Business Process
Monitoring, etc., should be mentioned.
f. The cost and licence details of Mobile Device Application Software, Cluster Agent etc., should be
mentioned.
g. Annual Technical Charges shall be the charges payable to the Bidder for Software Upgrades,
Enhancements, Customization, etc.
h. Migration Cost will be the cost of migration of the existing image data, database data, workflow data,
merging of the other workflow systems to DMS, etc. The copying of the signature part from the existing
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signature page document, storing the same as a blob, and then providing it later to our Core Business
System will also be a part of migration.
i.
Project Management Charges shall be the charges payable to the Bidder for the Complaint Management
System, System Maintenance and Support, etc.
5. Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and
the total price that is obtained by multiplying the unit price and the quantity, the unit price shall prevail and the
total price shall be corrected. If there is a discrepancy between words and figures, the amount in words shall
prevail. If the Bidder does not accept the correction of errors, the Bid will be rejected and the EMD may be
forfeited.
6. Financial Bid of only those Bidders who fulfill the minimum criteria and are technically qualified as per the
condition defined shall be opened on the date and time specified in the Section 2.2 in the presence of the
Bidders representatives who choose to attend. The representatives of the Bidder should carry their Company
photo identity card and a letter of authority from the Bidder for attending the opening of the Bids.
7. Evaluation Committee of LIC will correct any computational errors. When correcting computational errors, in
case of discrepancy between a partial amount and the total amount, or between word and figures, the former
will prevail.
8. After opening of Financial Bid, Online Reverse Auction will be held at a later date. LIC shall use lowest cost as
per lowest Bid or any other price which LIC deems appropriate as “Indicative price” for the purpose of Online
Reverse Auction. All the technically qualified Bidders will be allowed to participate subject to fulfilling further
criteria described for reverse auction mentioned below, in an Online Reverse Auction for the final price
discovery of the procurement. Technical scores will be shared individually without disclosing details of other
firm, after the process of online reverse auction gets over but before finalization of the Bidder for awarding the
contract.
9. The final financial Bid of the Bidders for award of contract will be arrived at on the basis of Online Reverse
Auction. Only those Bidders who submit the prescribed undertaking to LIC can participate in Reverse Auction.
This undertaking is to be submitted along with the Bid. Any Bidders not willing to submit such an undertaking
shall be disqualified for further participation.
10. Disqualifications
LIC may at its sole discretion and at any time during the evaluation of Bid, disqualify any Bidder, if the Bidder
has:
a. Made misleading or false representations in the forms, statements or attachments submitted in proof of
the eligibility requirements;
b. Submitted multiple Options under a single Bid;
c. Been Declared ineligible by the Government of India/State/UT Government/ PSUs or by any other legal
entity for corrupt and fraudulent practices or blacklisted.
d. Exhibited a record of poor performance such as abandoning works, not properly completing the
contractual obligations, inordinately delaying completion or financial failures, etc. in any project in the
preceding three years;
e. Submitted a Bid that is not accompanied by required documentation or is non-responsive;
f.
Failed to provide clarifications related thereto within the time frame prescribed by LIC, when sought;
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g. Submitted a Bid with price adjustment/variation provision.
11. Fraudulent and Corrupt Practices
a. The Bidder and their respective officers, employees, agents and advisers shall observe the highest standard
of ethics during the Selection Process. Notwithstanding anything to the contrary contained in this RFP, LIC
shall reject a Bid without being liable in any manner whatsoever to the applicant, if it determines that the
Bidder has directly or indirectly or through an agent, engaged in corrupt practice, fraudulent practice,
coercive practice, undesirable practice or restrictive practice (collectively the “Prohibited Practices”) in the
evaluation Process. In such an event, LIC shall, without prejudice to its any other rights or remedies, forfeit
and appropriate the Earnest Money Deposit (EMD) or Performance Guarantee, as the case may be, as
mutually agreed genuine pre-estimated compensation and damages payable to LIC for, inter alia, time, cost
and effort of LIC, in regard to the RFP, including consideration and evaluation of such Bidder’s Bid.
b. Without prejudice to the rights of LIC under this Clause and the rights and remedies which LIC may have
under this RFP or the contract, if Bidder, as the case may be, is found by LIC to have directly or indirectly or
through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice during the Selection Process, or after the issue of the Letter of
Intent or the execution of the contract, such Bidder shall not be eligible to participate in any tenders or RFP
issued by LIC during a period of 3 years or more from the date such Bidder, as the case may be, is found by
LIC to have directly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice,
coercive practice, undesirable practice or restrictive practice, as the case may be.
c. For the purposes of this Section, the following terms shall have the meaning, but not limited to, hereinafter
respectively assigned to them:
a. “corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly or indirectly, of
anything of value to influence the action of any person connected with the Selection Process (for
avoidance of doubt, offering of employment to or employing or engaging in any manner whatsoever,
directly or indirectly, any official of LIC who is or has been associated in any manner, directly or
indirectly with the Selection Process or the LOI or has dealt with matters concerning the Agreement or
arising there from, before or after the execution thereof, at any time prior to the expiry of two years
from the date such official resigns or retires from or otherwise ceases to be in the service of LIC, shall
be deemed to constitute influencing the actions of a person connected whether during the Selection
Process or after the issue of the LOI or after the execution of the Agreement, as the case may be, any
person in respect of any matter relating to the Project or the Award or the Agreement, who at any time
has been or is a legal, financial or technical bidder/adviser of LIC in relation to any matter concerning
the Project;
b. “fraudulent practice” means a misrepresentation or omission of facts or disclosure of incomplete facts,
in order to influence the Selection Process;
c. “coercive practice” means impairing or harming or threatening to impair or harm, directly or indirectly,
any persons or property to influence any person’s participation or action in the Selection Process;
d. “undesirable practice” means":
o
o
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establishing contact with any person connected with or employed or engaged by LIC with the
objective of canvassing, lobbying or in any manner influencing or attempting to influence the
Selection Process; or
having a conflict of Interest; and
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e. “restrictive practice” means forming a cartel or arriving at any understanding or arrangement among
Bidders with the objective of restricting or manipulating a full and fair competition in the Selection
Process.
4.5 Online Reverse Auction
The Business Rules for Online Reverse Auction are given below:
a. LIC shall provide a web based e-tender system for reverse auction.
b. Price quoted by the Bidders at the end of online reverse auction will be taken as the final commercial quote
for evaluation of that Bidder.
c. During reverse auction, the participating Bidders shall input only the total cost that they have to offer. This
amount shall be arrived at by the bidder themselves off-line by using the formula mentioned for evaluation
to outbid the earlier Bid as mentioned in Table-8.
d. Only fixed price financial Bids indicating total price for all the deliverables and services specified in this Bid
document will be considered.
e. The commercial figure quoted will be an all-inclusive figure – indicating cost of deliverables, including duty
related components and exclusive of Octroi / LBT, vat, service tax, cess etc.
f. Any conditional Bid would be rejected.
g. The Bidder shall arrange the Digital certificates (at no cost to LIC) from a Certifying Agency notified by
Comptroller of Certifying Authority (CCA) as per Information Technology Act, 2000 as amended from time
to time.
h. In case, only one Bidder enters the reverse auction process, no reverse auction will take place.
i.
The prices once finalized through online reverse auction will be termed as the “approved prices”.
j.
LIC will determine the Start Price and other parameters for the Reverse Auction:
•
on its own and / or
•
Evaluating the price band information available in the commercial bids of the technically qualified
bidders based on the basis of the lowest quote received in the commercial bids.
k. Based on the Total Cost of Ownership (TCO) declared by the Bidders during the Reverse Auction, the
Bidders will be categorized as L1, L2, L3 etc. (In the ascending order, i.e. L1 being the Bidder with the lowest
TCO, followed by L2 with the next lowest score and so on.)
l.
The Bidder with the L1 Quote post the Online Reverse Auction and Commercial evaluation will be declared
L1 Bidder. However, if the prices discovered as a part of the Online Reverse Auction are felt to be
unrealistic for the products offered or beyond LICs budget requirement, to give a fair chance to the Bidder,
LIC shall call the Bidder along with the OEM for a price negotiation. Post this only the commercial bid
process will be termed as complete.
m. The final outcome of the bidding process will be published on the LIC website.
n. The Bid price shall be in Indian Rupees.
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o. Errors & Rectification: Arithmetical errors will be rectified on the following basis: “If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price and quantity, the
unit price shall prevail and the total price shall be corrected. If there is a discrepancy between words
and figures, the amount in words will prevail”.
p. The bidder would need to provide total bid amount in Annexure - 8. The detailed cost summary will flow
into the Summary sheet of Annexure - 9.
q. In the event the Bidder has not quoted or has omitted any product or service, then it will be deemed that
the Bidder shall provide the same product and/or service at no additional cost to LIC.
r. The Bidder shall not add any conditions/deviations in the commercial bid. Any such conditions/deviations
may make the Bid liable for disqualification.
s. The bank guarantee of the unsuccessful Bidder(s) shall be returned to their bankers. LIC will send a letter to
such Bidders informing them of the returning of bank guarantee.
t. The Bidder with the lowest quote at the end of the reverse auction process will become the successful
Bidder.
u. Any force majeure or other condition leading to postponement of auction shall entitle LIC to postponement
of auction even after communication, but, LIC shall be obliged to communicate to all participating Bidders
the ‘postponement’ prior to commencement of such ‘Reverse Auction’.
v. LIC reserves the right to modify/issue afresh business rules for online reverse auction. However, the
changes, if any, in the business rules for reverse auction shall be intimated to all those Bidders who fulfill
the minimum eligibility and are technically qualified and eligible to participate in Online Reverse Auction
Process.
w. The Bidders are advised to get in touch with the Service Provider for the Reverse Auction for any assistance
needed for participation in Reverse Auction.
x. Bidders are expected to maintain the proportion of prices for various line items of Bill of Material, when
the total price has reduced in the online reverse auction, at the same time ensuring adherence to the laws
of the land. For example, if the TCO is 100 Crores and after online reverse auction it becomes 50 Crores,
then all the components should be approximately reduced by 50%.
y. The details of the total cost as per Net Present Value should be mentioned as per Table-8.
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5 - Terms and Conditions
5.1 Award Criteria
1. LIC will determine to its satisfaction whether the Bidder that is selected as having submitted the lowest
evaluated responsive Bid meets the criteria specified in Section 4, and is qualified to perform the contract
satisfactorily.
2. The determination will take into account the Bidder’s financial, technical and performance capabilities. It will
be based upon an examination of the documentary evidence of the Bidder’s qualifications, expertise, capability
submitted by the Bidder, pursuant to Section 4, as well as such other information as LIC deems necessary and
appropriate.
3. Award of Contract will be subject to the Bidder qualifying all the evaluation criteria decided by LIC.
4. The Financial Evaluation Committee will select the L1 Bidder on the basis of the lowest rates quoted by the
Bidder during Online Reverse Auction, for End-to-End Solution for upgrading and implementation of Enterprise
Document Management System as requested vide this RFP and who satisfy all the conditions of the contract
and meet the technical specifications & qualification requirement of the bidding document.
5. L1 Criteria: For the purpose of arriving at the L1 Bidder / Bid, the following price components will be taken into
consideration to determine the entire Project Cost, i.e., Total Cost of Ownership (TCO) for seven years.
a. Hardware: One time cost including three year warranty for all Hardware Components like Servers, Storage,
Storage Switch, Back-up Systems, Replication Tools at various locations, etc., Hardware Support including
Annual Maintenance Charges (after expiry of the warranty period).
b. Software: Operating System, Database, Application Server, Software Customization involving loose
coupling of the base product and integration with other LIC’s services and platform, Application
enhancements / modifications / additional integration, Software Support including per year Annual
Technical Support charges for all components of Software License.
c. Add-on features to the existing DMS Solution like Mobile Device Application for popular OS including iOS,
Portability to other systems (Insurance Regulatory Compliances), Security Enhancements internal to LIC and
external systems, providing web interfaces to outside of LIC, etc.
d. Migration Cost: Cost involved for migration of the image data and database data. The EDMS project will be
continued with the upgrade of Application Software latest version, customization and migration of data
with zero data loss and minimal business disruption. It is desirable to carry out migration activity on Pilot
basis in some Divisions. Depending on the outcome, all the remaining Divisions in all the Zones can be
taken up for migration simultaneously. This activity includes the consolidation of data at Zonal Servers also.
The selected System Integrator will be solely responsible for the End-to-End implementation, migration and
maintenance of the EDMS Project. LIC will interact only with the Selected System Integrator in case of any
issues or clarifications for the Project as a single point of contact (SPOC).
e. Scanning and Logistics Services: This will be based on Total number of Policy Dockets, Agency Dockets,
incremental documents and administrative files projected to be scanned during the contract period and the
logistic cost for the same, wherever applicable.
f.
Project Management: The Bidder will be solely responsible for the End-to-End implementation, migration
and maintenance of the EDMS Project at all sites as decided by LIC. Project Management will necessarily
include follow up with the partners of the Bidder to ensure that the end deliverables and timelines are met
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according to the schedules fixed and Scope of work defined by LIC. The Bidder shall provide a detailed
Project Plan for approval by LIC.
Project Management will necessarily include but shall not be limited to the following components:
•
Requirement Study
•
Setting up of Infrastructure for scanning i.e. equipment necessary to carry out scanning services in
locations as decided by LIC.
•
System Delivery & Installation of Hardware and Software components at all locations identified within
the scope.
•
Successful Migration to the proposed Solution. Getting the scanning and quality control done as per
agreed schedule. Arranging logistics pertaining to dockets (Policy /Agency /Office files /Any other
document) movement for scanning, indexing, quality control and final storage at RMF locations as per
defined workflow.
•
Monitoring the Quality Control and carrying out Developmental activities involved in customizing the
software, workflow solutions & Record management software and multiple utilities for use by LIC.
•
Progress meetings: Regular review meeting will be held between Bidder and authorized person of LIC
to discuss any issues in relation to the provision of the Services. The frequency of such progress
meeting will be weekly during the implementation phase and monthly thereafter unless any other
frequency is agreed to by LIC in writing.
•
Reporting: The Bidder must provide LIC with reports in accordance with the Scope of Work.
•
Offsite Support Teams including manpower required for routine operations and Database
Administration, System Administration, Reporting, Bug resolution, Complaint Management System etc.
•
Onsite Support Teams: Software application migration, Customization of the software codes as per
LIC's requirements, UAT, deployment of the patches, upgrades, hotfixes etc.
•
Training: Training to Trainers, other Users as decided by LIC through various modules including System
Administration, Database Administration, Integration Aspects, User Administration, Access Rights, etc.
•
Ensuring that the project is delivered within timelines.
•
System Integrator shall recommend relevant and viable strategies to achieve all the work objectives
and requirements contained in this RFP.
5.2 Notification of Award of Contract
1. Prior to the expiry of the period of Bid validity, LIC will notify the successful Bidder after the reverse auction
through mail or registered letter, that its Bid has been accepted. The Bidder, in turn, has to confirm the
acceptance for the Offer made by LIC through mail or registered letter.
2. Upon the successful Bidder’s furnishing of Performance Bank Guarantee, LIC will promptly discharge the EMD.
Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the
annulment of the award and forfeiture of the EMD, in which event LIC may make the award to the next lowest
evaluated Bidder or call for new Bids.
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5.3 Contract Finalization and Award
LIC shall reserve the right to negotiate with the Bidder(s) whose Bid has been ranked best value Bid on the basis of
Technical and Commercial Evaluation/Reverse Auction to the proposed Project, as per the guidance provided by
CVC. On this basis the draft contract agreement would be finalized for award and signing.
5.4 Performance Guarantee
1. Within 21 days of the execution of the Contract between the Parties, the successful Bidder shall furnish the
Performance Bank Guarantee in accordance with the Conditions of Contract, in the Form acceptable to LIC.
2. Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the
annulment of the award and forfeiture of the EMD, in which event LIC may make the award to the next lowest
evaluated Bidder or call for new Bids.
3. The successful Bidder shall furnish a Performance Bank Guarantee every year to LIC for an amount equal to
20% of the contracted amount and further valid for 6 months over and above the contract period of 7 years.
4. In the event of any replacement of defective system (i.e., the complete system) during the warranty period, the
warranty for the replaced material shall be extended to a further period of 3 years. The Performance Bank
Guarantee for proportionate value shall be extended by 6 months over and above the extended warranty
period.
5. The proceeds of the Performance Bank Guarantee shall be payable to LIC as compensation for any loss resulting
from the Bidder's failure to fulfill its obligations under the Contract.
6. The Performance Bank Guarantee shall be denominated in Indian Rupees and shall be in the following forms
only:
a. A Bank guarantee issued by a Nationalized/Scheduled bank located in India acceptable to LIC. Initially the
bank guarantee can be valid for a period of 12 months subject to its renewal in the 11th month for a
further period of 12 months till the complete contract period.
b. The Performance Bank Guarantee will be discharged by LIC and returned to the Bidder not later than 6
months following the date of completion of the Bidder's performance obligations including any warranty
obligations under the contract.
c. In the event of any contract amendment the Bidder shall within 21 days of receipt of such amendment
furnish the amendment to the Performance Bank Guarantee rendering the same valid for the duration of
the Contract as amended, for 6 months after the completion of performance obligations including warranty
obligations.
d. In the event of non-performance of obligation or failure to meet the terms / requirements of this RFP,
along with the modifications, if any, proposed and mutually agreed, LIC shall be entitled to invoke the
performance guarantee without notice or right of demur to the Bidder. LIC reserves its right to invoke the
Performance Bank Guarantee besides cancellation of the entire Purchase Order in the event of breach
and/or non-observance of any of the guaranteed performance.
5.5 Signing of Contract
1. At the same time as LIC notifies the successful Bidder that its Bid has been accepted, LIC will send the Bidder
the Contract Form incorporating all Agreements between the two parties.
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2. Within 21 days of receipt of the Contract Form, the successful Bidder shall sign and date the Contract and
return it to LIC. (LIC reserves the right to decrease or increase the number of days).
3. At the end of 7 years, the contract may be renegotiated as mutually agreed by both parties. The Bidder shall
not add any conditions / deviations in the Commercial Bid. Any such conditions / deviations may make the Bid
liable for disqualification.
5.6 Failure to agree with the terms and conditions of the RFP
Failure of the successful Bidder to agree with the Draft Legal Agreement and Terms & Conditions of the RFP shall
constitute sufficient grounds for the annulment of the award, in which event LIC may award the contract to the
next best value Bidder or call for new Bids from the interested Bidders.
5.7 Normalization of Bids
1. LIC may, at its sole discretion, decide to seek more information from the respondents in order to normalize the
Bids. However, respondents will be notified separately, if such normalization exercise is resorted to.
2. Normalization will be done to the extent possible and feasible to ensure that Bidders are meeting the
requirements of the RFP to the extent possible and that the interest of LIC is protected. LIC reserves the right to
normalize any or all of the technical bids. If such normalization has a bearing on the price, LIC may at its
discretion ask the bidders eligible for technical evaluation to submit the technical and commercial bids once
again for scrutiny.
3. The submissions can be requested by LIC in the following two manners:
a. Incremental technical bid and/or incremental price submissions in part of the requested clarifications
by LIC (or)
b. Revised technical and/or price submissions of the part or whole Bid
4. The process of normalization may be iterative till such time LIC is satisfied with the response of the Bidders.
5. Post the normalization process in case any Bidder has not quoted for any of the components, the response
would be deemed to conclude that the unquoted components required for meeting the functional and
technical requirements including the service levels specified in this RFP have been included in the total fixed
cost in the Annexure - 8 and Annexure - 9, which is the Commercial Bid.
6. The Bidder by participating in this tender agrees to the normalization process being followed and adopted by
LIC and has no reservation on the process adopted. In the event the Bidder has any query on the normalization
process the same may be raised by the Bidder as part of the pre-bid queries.
7. This clause is applicable for only those items where the Bidder has quoted inadequately in terms of quantity or
description or sizing, in such cases the bidder will provide the additional quantities at the same rates quoted in
the price Bid.
8. This clause is not applicable for items where the Bidder has missed out quantities or scope items, in such cases
the bidder will have to make good such items or scope at no additional cost to LIC.
9. LIC can repeat this normalization process at every stage of bid submission till LIC is satisfied. The Bidders agree
that they have no reservation or objection to the normalization process and all the Bidders will, by responding
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to this RFP, agree to participate in the normalization process and extend their co-operation to LIC during this
process.
10. The Bidders, by submitting the response to this RFP, agree to the process and conditions of the normalization
process.
5.8 Standards
The Solution offered under this Contract shall conform to the standards mentioned in the Technical Specifications,
and, where no such applicable standard is mentioned; to the authoritative standard appropriate to the Solution’s
Country of origin and such standards shall be the latest issued by the concerned institution. However this does not
override LIC’s discretion in deciding the Standard.
5.9 Patent Rights
1. The Bidder shall indemnify LIC against all third-party claims of infringement of Patent, Intelligent Property
Rights (IPR), Trademark, Copy right or Industrial Design Rights arising from use of the Solution or any part
thereof throughout the Offices of LIC. The Bidder shall after due inspection and testing get the DMS solution
redesigned for LIC, for Trademark/Copyright, Industrial design etc, on behalf of LIC at no extra cost.
2. In the event of any claim asserted by a third party of infringement of Patent, Intelligent Property Rights (IPR),
Trademark, Copy right or Industrial Design Rights arising from the use of the Systems or any parts thereof in
LIC’s country, the Bidder shall act expeditiously to extinguish such claim. If the Bidder fails to comply and LIC is
required to pay compensation to a third party resulting from such infringement, the Bidder shall be responsible
for the compensation including all expenses (court costs and lawyer fees, etc.). LIC will give notice to the Bidder
of such claim if it is made, without delay, as and when received.
5.10 Inspection and Tests
Inspection and tests at final acceptance are as follows:
1. The inspection of the Systems shall be carried out to check whether the Systems are in conformity with the
technical specifications attached to the contract and are in line with the inspection/test procedures laid down
in the Technical Specifications and the Conditions of Contract.
2. The following broad test procedure will generally be followed for inspection and testing of the Systems. The
Bidder will dispatch the Systems to the designated office of LIC, after internal inspection testing along with the
Bidder's Inspection Report and manufacturer’s warranty certificate.
3. LIC will test the equipment after completion of the installation and commissioning at the site of the installation.
Complete Hardware and Software and Scope of Work should be supplied, installed and commissioned properly
by the Bidder prior to commencement of performance tests.
4. Acceptance of the System will be based on the following criteria and to LIC’s satisfaction:
a.
Successful test of migration of image data and database data
b. Successful test of all required and proposed functions,
c. Successful demonstration that the System performance is as required and proposed,
d. Successful completion of all required training and Delivery of the complete documentation to LIC.
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5. The acceptance-testing period must be mutually agreed upon with the Bidder, but cover no less than thirty (30)
trouble-free days. Should Hardware or Software failures occur during this period, the Bidder must take all
necessary actions to correct the failure, whereupon the thirty (30) day trouble-free period will be restarted.
More than 3 failures of the same type may be deemed a total failure, and may terminate the acceptance test
which may lead to cancellation of the contract. The acceptance test period will be part of the implementation
plan. The Bidder must agree that failure on the part of the Bidder to correct a functional or technical deficiency
in the Bidder's specified Solution shall be deemed to be a total failure and LIC, at its option, may terminate the
acceptance test and cancel the contract.
6. The acceptance test will be conducted by LIC. LIC may seek help of external resources/entities to carry out the
acceptance test on its behalf, at its option. There shall be no additional charges for carrying out acceptance
tests.
7. Successful conduct and the conclusion of the acceptance test for the installed systems and equipment shall be
the sole responsibility of the Bidder.
8. The conduct and the conclusion of the acceptance test will be at the cost of the Bidder.
9. The acceptance Test procedure and timelines for acceptance will be decided by LIC . There shall be no "Deemed
Acceptance" of the System.
10. The inspections and tests are to be conducted at the Systems final destination point. After the System passes
in the inspection and tests, the Bidder shall install the System at the respective sites.
11. Should any inspected or tested Systems fail to conform to the specifications, LIC may reject the Systems and
the Bidder shall either replace the rejected Systems or make alterations necessary to meet specification
requirements without any cost to LIC.
12. The right of LIC to inspect, test and, where necessary, reject the Systems after the Systems’ arrival at Project
Site shall in no way be limited or waived by reason of the Systems having previously been inspected, tested and
passed by LIC or its representative prior to the Systems shipment.
13. Manuals and Trainings: Before the Systems and Services are taken over by LIC, the Bidder shall supply
Operation and Maintenance Manual together with sufficient training of the Systems and Services. These shall
be in such detail as will enable LIC to operate, maintain, adjust and keep functional all parts of the System as
stated in the specifications.
14. The manual and trainings shall be in the ruling language (English or Hindi) and in such form and numbers as
stated in the contract.
15. Unless and otherwise agreed, the Systems and Services shall not be considered to be completed for the
purpose of acceptance until such manuals and training have been provided to LIC.
5.11 Warranty
1. The Bidder warrants that the Systems supplied under this Contract at all times are new, unused, of the most
recent or current models and they incorporate all recent improvements in design and materials unless provided
otherwise in the Contract. The Bidder further warrants that all Systems supplied under this Contract shall have
no defect arising from design materials or workmanship or from any act or omission of the Bidder that may
develop under normal use of the supplied Systems in the conditions prevailing in the Country of final
destination.
2. The warranty shall be comprehensive and the period of warranty shall be 3 years from the date of acceptance
of the Hardware supplied under this RFP. The Bidder shall in addition comply with the performance guarantees
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specified under the contract. If for reasons attributable to the Bidder, these guarantees are not attained in
whole or in part, the Bidder shall, make such changes, modifications and or additions to the Systems or any
part thereof as may be necessary in order to attain the contractual guarantees specified in the Contract at its
own cost and expense and to carry out further performance tests in accordance with Conditions of Contract.
3. LIC shall promptly notify the Bidder in writing of any claims arising under this warranty.
4. In the event of any replacement of defective system (i.e., the complete system) during the warranty period, the
warranty for the replaced material shall be extended to a further period of 3 years. The Performance Bank
Guarantee for proportionate value shall be extended by 6 months over and above the extended warranty
period.
5. Period for correction of defects during the warranty period is 2 business days of LIC. (Saturdays, Sundays and
Holidays for the respective locations will not be considered as business days).
6. The Bidder shall guarantee a 99.5% uptime of Computer Systems/Peripherals. Uptime is the amount of time
the System (Software and Hardware where appropriate) is fully operational measured over a 24 hours period
excluding mutually agreed preventive maintenance time windows.
7. If any Computer System /Hardware /Storage System /Peripherals give continuous trouble, say six times in one
month during the warranty period, the Bidder shall replace the System with a new System without any
additional cost to LIC.
8. The Bidder should adhere to the Recovery Time Objective (RTO) and Recovery Point Objective (RPO) as decided
by LIC.
9. The maximum response time for maintenance complaint from any of the destinations specified in the Schedule
of Requirement (i.e. time required for Bidder’s Maintenance Engineer to report at the installation site after a
request call/Complaint Management System registration etc.) shall not exceed 1 business day.
5.12 Conflict of Interest
1. Warranty that there is no conflict of interest: The Bidder will warrant that, to the best of its knowledge after
making diligent inquiry, at the date of signing the contract no conflict of interest exists or is likely to arise in the
performance of its obligations under the contract.
a. A Bidder will not have a conflict of interest that may affect the Services.
b. LIC requires that the Bidder provides professional, objective, and impartial services and at all times hold
LIC’s interests paramount, avoid conflicts with other assignments or its own interests, and act without any
consideration for future work. The Bidder shall not accept or engage in any assignment that would be in
conflict with its prior or current obligations to LIC, or that may place it in a position of not being able to
carry out the assignment in the best interests of LIC.
c. Without limiting the generality of the above, a Bidder shall be deemed to have a Conflict of Interest, if
there is a conflict among this and other assignments of the Bidder (including its personnel and other
members, if any) and any subsidiaries or entities controlled by the Bidder or having common controlling
shareholders. The duties of the Bidder will depend on the circumstances of each case. While providing
services to LIC for this particular assignment, the Bidder shall not take up any assignment that by its nature
will result in conflict with the present assignment
2. Notification of a conflict of interest: The Bidder shall make a disclosure to LIC as soon as any potential conflict
comes to their notice but in no case later than 7 (seven) days and any breach of this obligation of disclosure
shall be construed as Conflict of Interest. LIC shall, upon being notified by the Bidder under this Clause, decide
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whether it wishes to terminate this Services or otherwise, and convey its decision to the Bidder within a period
not exceeding 15 (fifteen) days.
5.13 Payment
Payment for Systems and Services shall be made in Indian Rupees as follows:
1. The payments will be made in a phased manner depending on the actual project implementation as follows:
Hardware:
a. 70% of the Hardware cost will be paid on successful delivery of the Systems.
b. 30% of the Hardware cost will be paid on successful installation of Hardware, Software including
configuration of the OS, Database, DMS software, Backup Software, Storage software, Migration and
Training to users on System operations.
c.
AMC for the 4th to 7th year will be paid on quarterly basis.
Software: The cost of Software like Application Server, DMS Software etc., will be paid as follows:
a. 25% of the Software cost will be paid upon the receipt of License and media.
b. 25% of the Software cost upon successful installation.
c. 25% of the Software cost upon completion of Migration activities at all the Divisional /Zonal Offices /Any
other Offices as LIC decides.
d. 25% of the Software cost upon the completion of customization of the Software.
e. ATS Charges will be paid on half-yearly basis at Central Office.
Implementation Cost: Implementation means the completion of supply, installation, migration etc. and 85% of
the First year costs such as Project Management, Support and Services will be paid in the first year and the
remaining 15% will be paid after the end of the second year of the Contract.
Operational Cost: From second year onwards, the Annual Operational costs will be paid on half-yearly / yearly
basis. This will also include completion of Training to users on System Administration and use of DMS Workflow
solution in the Central / Zonal / Divisional Offices as well as any other Offices as decided by LIC. PMO Charges
will be paid half-yearly at Central Office.
Logistics cost will be paid on the actual movement of the policy dockets and incremental documents from the
Branch/Service Centre to the Scanning Centre and further to Record Management Facility (RMF). This payment
will happen on a month to month basis, at the respective Divisional /Zonal /Central Office locations.
Scanning Activities and Upload cost will be paid based on actual job done i.e. depending on the number of
policy dockets and incremental documents scanned, quality controlled and made available online to the users.
This payment will happen on a month to month basis, at the respective Divisional /Zonal /Central Office
locations.
2. Part payments for part deliveries or for partly completed jobs, will not be done.
3. The System acceptance will be defined as the successful deployment and smooth running of the Upgraded Endto-End EDMS Solution including migration of existing image data and database data.
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4. Payment Module: A payment module is to be provided by the Bidder on Portal comprising of all the payments
mentioned above.
5.14 Prices
1. Fixation of Prices: Prices payable to the Bidder as stated in the Contract shall be fixed at the time of finalization
of the Contract.
2. Escalation of Costs: The Bidder shall in no circumstances be entitled to any escalation of costs or price of any
material/items supplied or services tendered under the contract. The prices shall not be subject to variation on
any account. A Bid submitted with an adjustable price quotation will be treated as non-responsive and
rejected.
5.15 Work Orders
1. Any change in the work order will be informed to the Bidder in writing.
2. If any such change causes an increase or decrease in the cost of, or the time required for, the Bidder's
performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price
or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Bidder for
adjustment under this clause must be asserted within fifteen (15) days from the date of the Bidder's receipt of
LIC’s change order.
3. It would be the Bidder's responsibility to quote for person day/person month charges specifically for work
orders as a line item. Absence of such a quote would imply that change request will be handled within the
implementation cost.
5.16 Contract Amendments
Subject to condition of contract, no variation in or modification of the terms of the contract shall be made except
by written amendment signed by both the parties.
5.17 Assignments
The Bidder shall not assign, in whole or in parts its obligations to perform under the Contract, except with LIC’s
prior written consent.
5.18 Delivery of the System
1. If at any time during performance of the Contract the Bidder should encounter conditions impeding timely
delivery of the Systems and performance of Services, the Bidder shall promptly notify LIC in writing, of the fact
of the delay, it's likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, LIC
shall evaluate the situation and may, at its discretion, extend the Bidder's time for performance with or without
liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract.
2. A delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the
imposition of liquidated damages pursuant to conditions of Contract unless an extension of time is agreed upon
pursuant to conditions of Contract without the application of liquidated damages.
5.19 Penalties
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1. Penalty for Late Delivery of System/Installation of the system: If the Bidder fails to comply with the Hardware
Delivery date laid down in the Contract, or fails to install the System within the stipulated date it shall be liable
to a penalty not exceeding 1% per cent per week of the value of the System used as a basis for the calculation
subject to a maximum of 20 % of the System cost for the year.
2. Penalty for failure to provide immediate repair/replacement (H/W): Failure to arrange for the immediate
repair/replacement will be liable for a penalty @ 1% of the cost of non performing system per week chargeable
on daily basis after Turn Around Time of 1 business day excluding reporting date. The upper limit of penalty will
be 20% of the non performing System cost per year.
In case the reported system is not made functional within 30 days from the date of reporting of the issue, or if
persistent failure of the system is observed even after repair/replacement of the faulty part, the Bidder should
replace the server with a new server of the same configuration or the latest version without any charge to LIC.
3. Penalty for delay in scanning: Turn-Around-Time (TAT) of 5 business days starting from the time the
documents are picked up from the Branch/Servicing Centres till the scanned images are uploaded on to the DO
EDMS Server (which will be inclusive of one day for LIC QC). The Penalty will be charged @ 1% of total batch
value for each day of delay subject to a maximum of 20%.
Turn-Around-Time (TAT) for New Business Cases (Proposals) will be 2 hours. In this case however, the time
starts from the Delivery of Papers by LIC to the Scanning Centre. The TAT for special cases which comes under
the purview of services defined by the Regulator will be 2 hours. Here too, the delivery of papers to the
Scanning Centre will be done by LIC.
4. Penalty for loss of documents: Penalty on Loss of Policy Docket and Incremental Document will be charged @
Rs. 2000/- for each Policy Docket lost and for each Incremental Transaction lost or part thereof.
5. Penalty for delay in resolving the reported issue on Complaint Management System: OS Failure, Application/s
failure and other operational issues.
Based on the criticality /severity level (as mentioned in Section 8 of this RFP) of the reported issue the penalty
will be levied as follows:
a. Critical - Rs.2000/- per Calendar day after the Turn Around Time of 1 Business Day from registering the
issue on Complaint Management System excluding reporting date.
b. Key - Rs.1500/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue
on Complaint Management System excluding reporting date.
c. Significant - Rs.1000/- per Calendar day after the Turn Around Time of 1 Business Day from registering the
issue on Complaint Management System excluding reporting date.
d. Minor - Rs.500/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue
on Complaint Management System excluding reporting date.
Penalties will be determined on a case by case basis.
6. Penalty for not conducting the Preventive Maintenance of the System : 10% of annual cost of the System for
each such case.
7. Non availability of Onsite Support team : 1% annual cost of such resource/personnel for 1 week or part
thereof if no replacement is provided. The maximum cap will be 20% of Project Management cost.
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Recovery of Penalty: The total amount of penalties to be recovered from the Bidder shall be deducted from the
Amount payable against amount due or thereafter becoming due, to the System Integrator. LIC shall notify him of
the amount deducted.
Objection to Penalties: The Bidder may object within thirty (30) Days from the date of receipt of notification of
penalties levied. Failing such objection within this period, the System Integrator shall be deemed to have accepted
the penalties.
Sole Recourse for late Delivery: Unless the delay is due to gross negligence or willful misconduct on the part of the
Bidder, no damages other than the penalties provided above can be claimed for late delivery. No penalty will be
levied or chargeable for delays attributable to LIC. The Bidder will be responsible for End-to-End execution of the
project and will be responsible for any delays in the project as per the schedule.
Unit for
measurement
TurnAround- Maximum Penalty
Time for
Cap
resolution
Sr.No
Particulars
Penalty Norms
1
Penalty for
Late Delivery
of System /
Installation of
the system
1% per week or part thereof of
the value of the System for the
delay calculated from the date
of Hardware Delivery/
Installation date laid down in
the Contract
1 week or part
thereof in the
form of calendar
Day
Not
applicable
20% of the cost of
System
2
Penalty for
failure to
provide
immediate
repair /
replacement
(HW)
1% of the cost of non
performing system per week
chargeable on daily basis
LIC's 1 business
day excluding
reporting date
1 business
day
excluding
reporting
day
20% of the cost of
System
LIC's 1 business
day
5 business
days
starting
from the
time the
documents
are picked
up from
the Branch
/ Servicing
Centres
20% of the total
batch value
LIC's 1 business
hour
2 hours
from time
the
Delivery of
Papers by
LIC to the
Scanning
Centre
20% of the total
scanning charges of
such delayed cases
3 (a)
Penalty for
delay in
scanning of
dockets/
Admin
files/any other
records
3 (b)
Penalty for
delay in
scanning New
Business Cases
- Proposals
and for all
policies opting
for e-Services.
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1% of total batch value for
each day of delay or part
thereof
5% of total scanning charges of
delayed cases for each hour of
delay or part thereof
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4
Penalty for
loss of
documents
Rs. 2000/- for each Policy
Docket lost and for each
Incremental Transaction lost
Not applicable
Not
applicable
Not applicable
5 Penalty for delay in resolving the reported issue on Complaint Management System:
Per Calendar Day
1 business
day
excluding
reporting
day
20% of the cost of
System for which
complaint is logged
Per Calendar Day
1 business
day
excluding
reporting
day
20% of the cost of
System for which
complaint is logged
Per Calendar Day
1 business
day
excluding
reporting
day
20% of the cost of
System for which
complaint is logged
20% of the cost of
System for which
complaint is logged
(A) Critical
Rs. 2000/- for each case /issue
reported/logged on Complaint
Management System
(B) Key
Management System
(C) Significant
Management System
(D) Minor
Management System
Per Calendar Day
1 business
day
excluding
reporting
day
6
Penalty for not
conducting the
Preventive
Maintenance
of the System
10% of annual cost of the
System for each such case
Not applicable
Not
applicable
Not applicable
7
Non
availability of
Onsite Support
team
1% annual cost of such
resource /personnel for 1 week
or part thereof if no
replacement is provided
Not applicable
Not
applicable
20% of Project
Management cost
5.20 Termination for Default
1. If the Bidder fails to deliver any or all of the Systems within the period(s) specified in the Contract, or within any
extension thereof granted by LIC or if the Bidder fails to perform any other obligation(s) under the Contract,
LIC may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the
Bidder, terminate the Contract in whole or part.
2. In the event LIC terminates the Contract in whole or in part, LIC may procure, upon such terms and in such
manner, as it deems appropriate. Systems or Services similar to those undelivered, and the Bidder shall be
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liable to LIC for any excess costs for such similar Systems or Services. However, the Bidder shall continue the
performance of the Contract to the extent not terminated.
5.21 Force Majeure
1. Notwithstanding the provisions of conditions of contract, the Bidder shall not be liable for forfeiture of its
Performance Bank Guarantee, liquidated damages or termination for default, if and to the extent that, the
Bidder's delay in performance or other failure to perform its obligations under the Contract is the result of an
event of Force Majeure.
2. For purpose of this Clause, Force Majeure means an event explicitly beyond the control of the Bidder and not
involving the Bidder's fault or negligence and not foreseeable. Such events may include, but are not limited to,
acts of LIC either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics,
quarantine restrictions and freight embargoes.
3. If a Force Majeure situation arise the Bidder shall promptly notify LIC in writing of such conditions and the
cause thereof within 2 Weeks. Unless otherwise directed by LIC in writing, the Bidder shall continue to perform
its obligations under the Contract as far as reasonably practical, and shall seek all reasonable alternative means
for performance not prevented by the Force Majeure event.
4. In such a case the time for performance shall be extended by a period (s) not less than duration of such delay. If
the duration of delay continues beyond a period of three months, LIC and the Bidder shall make an effort to
find a solution to the problem. Notwithstanding the above, the decision of LIC shall be final and binding on the
Bidder.
5.22 Termination for Insolvency
LIC may at any time terminate the Contract by giving written notice to the Bidder, if the Bidder becomes bankrupt
or otherwise insolvent. In this event termination will be without compensation to the Bidder, provided that such
termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to
LIC.
5.23 Termination for Convenience
1. LIC, by written notice sent to the Bidder may terminate the Contract, in whole or in part, at any time for its
convenience. The notice of termination shall specify that termination is for LIC’s convenience, the extent to
which performance of the Bidder under the Contract is terminated, and the date upon which such termination
becomes effective. The notice period shall be 30 days.
2. The Systems, i.e., the Server, Storage etc., that are complete and ready for shipment within 30 days after the
Bidder's receipt of notice of termination shall be accepted by LIC at the Contract terms and prices. For the
remaining Systems, LIC may elect to have any portion completed and delivered at the Contract terms and
prices, and/or to cancel the remainder and pay to the Bidder an agreed amount for partially completed
Systems and for materials and parts previously procured by the Bidder.
3. The agreement shall be terminated wholly or in part by LIC by giving two month notice without assigning any
reason thereof. However, if the Bidder contravenes any of the provisions of the Contract or in case of
unsatisfactory services, this agreement will stand terminated forthwith without giving advance notice as stated
herein above.
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5.24 Resolution of Disputes / Arbitration
1. All disputes or differences of any kind, whatsoever, arising out of or in connection with this contract or in
discharge of any obligation arising out of this Contract (whether during the progress of work or after
completion of such work and whether before or after the termination of this contract, abandonment or breach
of this contract), the Parties to this contract shall endeavour to settle such disputes and/or difference amicably.
If both the parties fail to reach such amicable settlement, either party (LIC or the Bidder) may within 30 days of
such failure, give a written notice to the other party clearly setting out there in the specific dispute/s and/or
difference/s, which require to be arbitrated upon. Such dispute/s and/or difference/s shall be referred to a sole
arbitrator mutually agreed upon. In the absence of consensus about the single arbitrator, the dispute may be
referred to joint arbitrator, one to be nominated by each party and the said arbitrators shall nominate a
presiding arbitrator, before commencing the arbitration proceedings.
2. Arbitration proceedings shall be held at Mumbai, India, and the language of the arbitration proceedings and
that of all documents and communications between the parties shall be English or Hindi.
3. The arbitration shall be covered by the provision of the Arbitration & Conciliation Act, 1996 or any statutory
modification or re-enactment thereof and rules framed there under from time to time.
4. In the event of the arbitrator or any of the arbitrators, as the case may be, dying or resigning or being unable to
act by reason of physical disability or as the case may be, it shall be lawful for the appointing party of such
arbitrator(s) to appoint another arbitrator in the place of the said arbitrator in the manner provided herein
above.
5. The arbitrator or the arbitrators, appointed under this contract, shall have the power to extend the time to
make the award with the consent of the Parties hereto.
6. Pending reference to arbitration and award thereon, the parties hereto shall make all endeavour to complete
all the items of work, obligations etc. under this Contract in all respects and disputes/differences, if any, shall
be finally settled in arbitration.
7. Upon every or any such reference to arbitration, as provided herein, the cost of the incidental to the reference
and award respectively shall be at the discretion of the arbitrator or the arbitrators and the presiding
arbitrator, as the case may be. However the expenses incurred by each party in connection with the
preparation, presentation etc. of its proceedings as also the fees and expenses paid to the arbitrator appointed
by such party or on its behalf shall be borne by each party itself.
8. In case, during the arbitration proceeding, the parties hereto mutually settle, compromise or compound their
dispute(s) or difference(s), the reference to the arbitrator and the appointment of the arbitrator or the
arbitrators or the presiding arbitrator, as the case may be, shall stand withdrawn or terminated with effect
from the date on which the parties hereto file a joint memorandum of settlement thereof with the arbitrator or
the arbitrators and the presiding arbitrator, as the case may be.
9. The arbitrator(s) or the presiding arbitrator, as the case may be, shall give detailed reasons in respect of each
claim or counter claim, irrespective of the amount, while passing the award.
10. The decision of the arbitrator(s) or the presiding arbitrator as the case may be shall be final and binding upon
both parties.
5.25 Limitation of Liability
Except in cases of criminal negligence or willful misconduct and in the case of infringement pursuant to Conditions
of Contract, the Bidder shall not be liable to LIC, whether in contract tort or otherwise, for any indirect or
consequential loss of damage, loss of use, loss of production, or loss of profits or interest costs, provided that this
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exclusion shall not apply to any obligation of the Bidder to pay liquidated damages to LIC and the aggregate liability
of the Bidder to LIC, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price
provided that this limitation shall not apply to the cost of repairing or replacing defective equipment during the
applicable warranty period.
5.26 Governing Language
The Contract shall be written in English or Hindi language. Subject to condition of contract, English language version
of the Contract shall govern its interpretation. All correspondence and other documents pertaining to the Contract,
which are exchanged by the parties, shall be written in the same language. As far as numbers are concerned the
same should be in Modern Arabic Numerals.
5.27 Applicable Law
The Contract shall be interpreted in accordance with the laws of the Union of India.
5.28 Notices
1. Any notice given by one party to the other pursuant to this Contract shall be sent to other party in writing or by
e-mail and confirmed in writing to the other Party’s address. For the purpose of all notices, the following shall
be the address of LIC and Bidder:
The Executive Director(IT/SD),
Central Office, Life Insurance Corporation of India,
‘YOGAKSHEMA’ 6th Floor, West Wing,
Jeevan Bima Marg, Mumbai 400 021.
Bidder: (To be filled in at time of Contract signature)
………………………………
………………………………
................................................
2. A notice shall be effective when delivered or on the notice’s effective date whichever is later.
5.29 Taxes and Duties
Bidders shall be entirely responsible for all taxes including Service Tax and VAT, duties, freight, license fees, octroi,
road permits, cess etc., incurred until delivery of the contracted Systems and Services to LIC.
5.30 Bidder Integrity
The Bidder is responsible for and obliged to conduct all contracted activities in accordance with the contracts using
state-of-the-art methods and economic principles and exercising all means available to achieve the performance
specified in the contract. The Bidder should submit the Pre Contract Integrity Pact as provided in Annexure - 11.
5.31 Bidder's Obligations
1. The Bidder is obliged to work closely with LIC’s staff, act within its own authority and abide by directives issued
by LIC and undertake implementation activities.
2. The Bidder is to abide by the job safety measures prevalent in India and will undertake all demands or
responsibilities arising from accidents or loss of life the cause of which is the Bidder's negligence. The Bidder
will pay all indemnities arising from such incidents and will not hold LIC responsible or obligated.
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3. The Bidder is responsible for managing the activities of its personnel and will hold itself responsible for any
misdemeanors. The Bidder will treat as confidential all data and information about LIC, obtained in the
execution of his responsibilities, in strict confidence and will not reveal such information to any other party
without the prior written approval of LIC.
5.32 Insurance
Obligation to maintain insurance: In connection with the provision of the Services, the Bidder must have and
maintain for the Contract Period, valid and enforceable insurance policies for: public liability; either professional
indemnity or errors and omissions; workers' compensation as required by law.
5.33 Site Preparation and Installation
The site for carrying out the scanning of dockets will be provided by LIC. LIC will be responsible for site readiness as
follows:
1. For systems to be installed at Divisional Offices, Zonal Office, Central Office and any other location as LIC deems
fit, as per the Hardware configurations mentioned in this RFP, LIC will ensure that site is made available before
the Systems arrive.
2. With regard to infrastructure for scanning equipments to be provided by the Bidder, please note that LIC will
provide the space for scanning centre, available raw power supply, would also be allowed to be used if
available on chargeable basis. However, the Bidder cannot give any excuse for lower output due to nonavailability of enough furniture, Generator, UPS Supply, Air conditioning and frequent power failure etc. In such
cases the Bidder shall make his own arrangement to ensure quality and timely delivery.
5.34 Hardware Installation
The Bidder is responsible for all unpacking, assemblies, wiring, installations, cabling between hardware units and
connecting to power supplies. The Bidder will test all hardware operations and accomplish all adjustments
necessary for successful and continuous operation of the hardware at all installation sites.
5.35 Hardware Maintenance
1. The Bidder should do preventive and breakdown maintenance activities to ensure that all Hardware execute
without defect or interruption for at least 99.5% up time for 24 hours a day, 7 days of the week of operation of
the machine worked on a quarterly basis.
2. If any critical component of the entire configuration is out of service for more than three days, the Bidder shall
either immediately replace the defective unit or replace System at its own cost. The Bidder will respond to any
complaints through a site visit by a qualified technician and commence/attend to the repair work on the
equipment within 4 hours of being notified of equipment failure.
5.36 Components of the Contract
1. The Contract will be based on this RFP, the conditions of the Contract that will be executed at the time of
award of contract, the Bidder(s) response to the questions in this RFP, written clarification by LIC and further
response by the Bidder in writing and subsequent queries and clarifications, if any, by both the parties.
2. If any of the terms and conditions under this Contract is held invalid, illegal or unenforceable, this will not affect
the validity, legality or enforceability of the other terms and conditions under this Contract.
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5.37 Non-Disclosure Clause
To be executed by the Bidder on a ` 250.00 Legal Stamp Paper as per proforma given in Annexure – 5 and to be
duly notarized.
The Bidder (and his employees) shall not, unless LIC gives permission in writing, disclose any part or whole of this
RFP document, of the Bid and/or contract, or any specification, plan, drawing, pattern, sample or information
furnished by LIC (including the users), in connection therewith to any person other than a person employed by the
Bidder in the performance of the Bid and/or contract. Disclosure to any such employed person shall be made in
confidence and shall extend only as far as may be necessary for purposes of such performance. The employees or
the third party engaged by the Bidder will maintain strict confidentiality.
The Bidder, his employees and agents shall not without prior written consent from LIC make any use of any
document or information given by the user, except for purposes of performing the contract award. In case of
breach, LIC shall take such legal action, as it may be deemed fit.
5.38 Disclaimer
Subject to any law to the contrary, and to the maximum extent permitted by law, Life insurance Corporation of
India including its subsidiaries and its Officers, Employees, Contractors, Agents, and Advisers disclaim all liability
from any loss or damage suffered by any person acting or refraining from acting because of any information
including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it
whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or
misrepresentation on the part of Life Insurance Corporation of India including its subsidiaries or any of its Officers,
Employees, Contractors, Agents or Advisers.
5.39 Pre Contract Integrity Pact
This RFP is an offer made on the condition that the bidder will sign the Integrity Pact with LIC. Only those Bidders
who have entered into Pre Contract Integrity Pact with LIC would be eligible to participate in the bidding. The “Pre
Contract Integrity Pact” is provided in Annexure - 11.
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6 - Scope of Work
6.1 Executive Summary
LIC has a Central Office at Mumbai with certain Offices under jurisdiction of Central Office located in other cities in
India. LIC has 8 Zonal Offices on date, located at Bhopal, Chennai, Delhi, Hyderabad, Kanpur, Kolkata, Mumbai and
Patna. As on date, LIC has 113 Divisional Offices under these 8 Zones, 4 SSS Units, about 30 other Operational
Offices and 2048 Branch Offices spread Pan-India (including one Branch at Andaman). Some large Branches have
one or more Satellite Offices as an extension. Further, LIC has Mini Offices, Customer Zones (CZee), Metro Area
Service Hub (MASH), Life Plus Offices, Premium Points, etc. as Service Centres. LIC also has overseas operations in
Countries such as Bahrain, United Kingdom, Fiji, Mauritius, Saudi Arabia, Nepal, Kenya, Srilanka, Singapore and
Bangladesh on date.
EDMS project was taken up in LIC with an intention of providing a strong image repository of all policy dockets as
well as Administrative and Agency documents, which will facilitate viewing of images from anywhere with
simultaneous access to more than one authorized user at different locations. As of now, the volume of Policy
dockets has crossed 45 crores and apart from this, we have digitized incremental documents, Agency dockets and
certain CO/ZO departmental Administrative documents also. Approval Work Flow is customized for some
Administrative functionalities in LIC. There are other standalone Work Flow System like Propsino also.
The Operating System is RHEL 4.4 and database is PostgreSQL7.3 on 32 bit architecture. The images are viewed in
tiff format and stored in Proprietary software format. LIC is having perpetual licence for DMS Software - OmniDocs
Suite of Products and OmniFlow Suite of Products.
LIC has its own Core Business Application with Servers located at every Division at the respective Divisional Mini
Data Centre. EDMS is integrated with Core Business Application for image view based on the requirement for the
authorised Users. The images are available throughout LIC Offices in India and multiple concurrent users across
locations can access a document simultaneously over intranet irrespective of the policy servicing location. The print
files/endorsements generated by the Core Business System are auto archived to the corresponding digitized policy
folder.
6.2 Detailed Scope of Work
Based on the contents of this RFP, the Bidder shall be required to arrive at a best suitable End-to-End Solution for
LIC considering effort estimation for implementation, resources and equipment requirements. The Bidder shall be
responsible to provide requisite services, resources and equipments as may be required for the successful
completion of the entire project at no additional cost to LIC, apart from the agreed Commercials, throughout the
contract period.
The Bidder is expected but not limited to carry out the following activities as a part of its scope of work. The Bidder
shall provide, as part of the response to this RFP, any additional items that it deems necessary to adhere to the
Scope of Work.
Components / Activities
The following components/activities are to be carried out by the Bidder/System Integrator and/or its partners
approved by LIC and/or the OEMs approved by LIC. LIC's requirements for all these components are mentioned
below. Based on these requirements, a detailed explanation of each of the components given below should be
provided by the Bidder/System Integrator along with neat diagrams, wherever necessary.
1. Logistics
2. Scanning Activities and Upload
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3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
System Architecture
Network
Hardware Sizing
Hardware Delivery and Installation
Software
Software Maintenance and Support
Data Migration
Integration with Core Business System of LIC
Integration with other Systems of LIC
User and System Administration
Testing
Pilot run
Roll-out
Support Teams
Complaint Management System
Project Management
Implementation Management
Training
1. Logistics:
Policy dockets and Incremental documents shall be collected from each Branch/Servicing Centre at regular
intervals in Batches. Currently one batch consists of 1000 policy dockets. However, the batch may contain less
than 1000 policy dockets, as per LIC's requirements. The collected records need to be transported to Divisional
Scanning Centres in dedicated secured vehicles. After completing the scanning, indexing and uploading of
images at the Divisional EDMS Server(s), physical records shall be transported to Record Management Facility
(RMF) or any other location for storage as decided by LIC mostly within the geographical spread of the Division.
The Bidder is responsible for safe transportation of the records adhering to the Turn Around Time (TAT). The
Bidder shall provide a module for tracking the records and status of the operations. The Bidder is required to
provide for transit insurance covering the entire period from picking up the dockets from the respective Branch
/Servicing Centre till the physical records reach the final destination i.e. Record Management Facility (RMF).
The movement of documents/records should happen in sturdy, safe cartons providing security from humidity,
water and other factors affecting papers during the logistics. Apart from the policy dockets and Incremental
documents at Branches, Administrative records at Divisional/Zonal/Central Office may be required to be
collected and sent to the Scanning Centre of that office.
The approximate distance between Branches and the Divisional Offices is provided for reference. The
information provided in Table-9 may be used for arriving at the Logistics cost.
To arrive at the Logistics Volumes, the number of Policy Dockets and Incremental Documents is provided based on
the average of the past 3 years data for all the locations throughout the Country. A year-on-year increase of 10% in
the volume is assumed. For Logistics of Incremental documents, 30 scanned images is considered as one docket
and the Logistics cost should be calculated based on the number of dockets provided in Table-10
2. Scanning Activities and Upload:
The scanning of the LIC records include but not limited to Policy and Agency Dockets as well as the Incremental
documents and Administrative records of LIC offices. The policy dockets, incremental documents and
Administrative records picked up by the logistics team of the Bidder shall be scanned at the designated
Scanning Centre. The Bidder is responsible for pre and post scanning activities as described below:
a. Inwarding of Records received from Logistics
b. Prepare documents batch wise for scanning
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c.
d.
e.
f.
g.
h.
i.
j.
k.
Scanning of records as per the approved standard(s)
Quality Checking of Scanned images by Bidder Team/Scanning Service Provider
Indexing of scanned images as per the approved standard
Quality Check by LIC
Rescanning/Re-indexing of images reported by LIC QC Team
Creation of soft file and Media Cutting
Upload of approved batches on designated EDMS server(s)
Re-packing of scanned papers
Outwarding of Records (Handing over the Batches to Logistics Partner)
The Bidder is responsible for providing a module for designated LIC officials to verify the scanned and indexed
data (Quality Checking). After verification/certification from LIC QC Team, soft file containing the checked data
should be prepared and the same should be uploaded at designated EDMS Server(s).
The Bidder is required to bring its own hardware like scanners, PCs, skilled manpower, any other tools,
furniture, equipments, accessories etc., required for setting up of Scanning Centre. Only space will be provided
by LIC for Scanning Centre setup. LIC may provide the raw power supply, if available, on chargeable basis.
However, the Bidder cannot give any excuse for lower output due to non-availability of any of the above. In
such cases the Bidder shall make his own arrangement to ensure quality and timely delivery. Insurance for all
the equipments provided by the Bidder will be at all times the Bidder's responsibility. The bidder is required to
adhere to all statutory rules and regulations regarding safety and maintenance of premises occupied by the
bidder.
Bidder is required to follow the norms for scanning the documents as per the requirements set by LIC. Bidder
needs to scan certain documents in colour, based on the business requirements of LIC. The Images shall be
made available in any one or combination of formats (Tiff, JPEG, PDF, etc) as per the requirements of LIC.
Based on the business requirements, some documents needs to be digitized and made available to LIC on
urgent basis. The Bidder shall suggest a procedure for such requirement. The Bidder shall also suggest the best
practices and norms for scanning operations as per the best standards in operation.
After the scanned records (Unit to be measured in a Batch(es)) are checked and certified by LIC and uploaded
on the Divisional Server, the same have to be made available on EDMS Servers at Zonal level. Though LIC
desires to upload the images over network, Bidder shall propose best and alternate approaches in his project
plan. The Bidder is responsible to provide data in Media like DVDs or Tapes etc., and should ensure sufficient
media. The updation on Divisional server will be over network during off peak hours or it will be through media
wherever network upload is not possible.
At each stage of Logistics, Scanning and Upload the security of both the physical policy dockets, incremental
documents and of corresponding digital images must be ensured. Necessary control procedures, access rights
and audit trails must be defined and used for these operations. Administration of the Scanning Centre for
Bidder staff will be the responsibility of the Bidder. Bidder needs to adhere to all the provisions/rules /acts of
the Government agencies for the staff deployed by him for implementation. The Bidder needs to provide a
detailed Project Management Plan in respect of Scanning, Logistics and Upload operations covering following
aspects:
a. Recommending and establishing best procedures for scanning operations
b. Norms for scanning, indexing, quality checking for all types of documents
c. Providing details of output specification for scanned records, defining the routing of documents through
scanning operations, docketing and quality control parameters
d. Mechanism for providing Status report for all operational aspects
e. Mechanism for error correction and subsequent upload of such data
f. Monitoring and Quality Control of the Document conversion activity
g. Fulfill the urgent scanning requirements within the timelines as decided by LIC
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To arrive at the Scanning Volumes, the number of Policy Dockets and Incremental Documents is provided based on
the average of the past 3 years data for all the locations throughout the Country. A year-on-year increase of 10% in
the volume is assumed. For Policy dockets, the number of average images is calculated considering 20 pages per
docket and for Incremental documents, 6 pages per transaction. The total number of images per year for 7 years
shall be the presumed scanning load and the cost should be calculated based on this volume for the bid. This
estimated scanning volume is in lakhs and inclusive of Agency dockets and Administrative files pertaining to some
locations only. Please refer Table-11.
3. System Architecture:
The Primary System will be at the Divisional level, Disaster Recovery Site at Zonal level and an MIS and Central
Index Server at Central Office.
Each Division will have its own DMS, Database and Image Repository on a suitable Storage for providing robust
System with two high-end Servers in Active-Active mode for high availability so that if one Server fails, the
other Server will ensure that the users continue to experience seamless services. Replication of the data to the
Zonal Storage will be through a replication tool. Replication tool to be provided by Bidder based on the
proposed solution. This could be controller based or host based. If it is host based there should be no impact of
production performance and for controller based required replication licenses to be provided. Apart from this,
for Admin Workflow, the Divisional, Zonal and Central office users will be accessing the respective Admin
Workflow Servers at DO/ZO/CO. However, the Branch users will be accessing the DO Server for Workflow.
The vendor should also propose all peripheral components which are required to host servers at DO/ZO
locations, which should include UPS capacity , floor space/rack required, cooling requirements and other data
center maintenance requirements.
The facility to upload images via mobile/TAB/Other Systems of LIC to EDMS image repository, flow of the
images to external entities such as IRDA, RTI, Portal systems, Integration with e-FEAP, callable routines for
image uploading and acceptance individually or as a batch, mailing provisions etc., is to be included in this
upgradation exercise. The facility to view/search images with an app is required using normal/rendition
technology is required with proper authentication and security systems. The Bidder has to provide the
architecture and flow of these accepts by providing the Indian standards of exchange images, buffer exchanges,
etc. Standardization of these aspects are to be specified in interacting with external systems with a provision of
security systems. Every interaction should contain log/audit logs, Provisions with monitoring aspects are to be
submitted as a proposal. Adherence to the industry standards with respect to ISO/CMMi Level provisions is a
must. The bidder has to ensure the above works on live data and if the Primary system has a failure the DR
system would need to be invoked. Time-lags is to be minimum in invoking the DR Server. The time-lines and
schedule creations will be decided by LIC. Two staging Servers are proposed at the Central Office level with
scalable architecture for this purpose.
The pictorial representation of the EDMS Architecture Deployment is depicted below:
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4. Network:
The selected Bidder will not be responsible for network upgrades, since they will be handled by LIC’s
Information Technology Department. The Bidder should consider the existing network infrastructure given
below for the proposed solution, which includes all other application traffic also:
a. Branch Office to Divisional Office
b. Divisional Office to Zonal Office
c. Zonal Office to Central Office
- 2 MBPS
- 4 MBPS
- 8 MBPS
The existing setup is mainly leased lines with BSNL with a backup MPLS.
5. Hardware Sizing:
The bidder has to provide the sizing of hardware (Server, Storage, Backup and replication) as per user and
existing storage details mentioned in Table-12.
Equipment, hardware or software proposed by the Bidder should not have been announced by the OEM as End
of Sale/End of Life/End of Support product. Bidder also need to provide detailed calculation and basis of their
sizing in their response. Please refer Table-12 for the existing data and future volume and proposed growth
percentage is as mentioned in Tables 10 and 11.
Keeping the above scale in mind, the processing capability of Servers at Division and Zone must be
appropriately decided. The hardware architecture should use x86 architecture with latest processor series, and
other components as required by solution. The Bidder shall suggest their own configuration. Indicative
requirements are given below:
Divisional Office:
2* 8 Cores with 128 GB RAM + 2 * 1 TB HDD + 2 FC HBA + 4 NIC + Storage
for existing + Next seven years projected DB and Images
Zonal Office
:
Central Office :
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All associated hardware/software required for backup and connectivity (like Tape library, backup software,
tapes, switch, cables etc.) as applicable will be required at each location. Bidder to standardize 3 configurations
for large, medium and small Divisions.
A UAT set up at CO consisting of Six Servers is also required. Further to these, any new additional Division/
Zone, if created, or if any other office as decided by LIC, should also be provided with the above configuration.
Spares, consumables and support for the hardware should be available for the tenure of the Contract of seven
years from the date of installation of the Hardware irrespective of whether the equipment is manufactured by
the Bidder or procured from any other OEM. The entire responsibility will rest on the Bidder for servicing and
proper functioning of the equipment supplied. During specified tenure, if it is found that spares/consumables
or support is not available, the hardware will have to be replaced by equivalent or higher model by the Bidder
at no extra cost to LIC.
If the sizing provided by the Bidder does not support the desired performance levels and SLAs as mentioned in
the RFP, cost for any additional hardware to meet performance standards will be recovered from the Bidder.
This cost will be over and above the penalty levied for not adhering to the SLAs provided.
6. Hardware Delivery and Installation:
The Bidder is responsible for all unpacking, assembling, wiring, installing, cabling between hardware units and
connecting to power supplies. The Bidder shall test all hardware operations and accomplish all adjustments
necessary for successful and continuous operation of the hardware at all installation sites. The Bidder is
required to provide for transit insurance covering the entire shipment period of all the hardware items till the
date of installation of the same at LIC's site but limited to a maximum period of 10 days from the date of
delivery.
7. Software:
The Bidder has to clearly mention the software required for the End-to-End Solution of the new EDMS along
with the details of the licenses. The software includes Operating System, Web and Application Server,
Database, DMS Software, Replication tools, Migration tools, Project Management tools, Cluster agents, any
add-on features like BAM, BPM, Mobile Device Application Software etc. If the DMS Software is proposed as
OmniDocs Suite of Products, then, only support charges for maintenance and customization should be
mentioned. For other DMS Software, the cost should be separately provided for licence and annual support for
maintenance and customization.
Suitable Work Flow should be suggested by the Bidder for the business and policy servicing aspects. The entire
flow chart should be provided by the Bidder. The suggested work flow should utilize the existing images as well
as the images coming from internal or external resources, incorporate various signatory levels across LIC, able
to incorporate data from all levels associated with the business processes.
8. Software Maintenance and Support:
Software Maintenance and Support include Business requirement Study, System Requirement Specification
Document, Requirement Analysis, Testing, Verification and Installation of the software and roll-out of the
software at all designated locations along with version control mechanisms, in accordance with bug fixes,
emergency changes and program changes initiated by LIC.
The Business Requirement Study is to understand the existing and new requirements including enhancements,
if any, and transform the same into desired system technical requirements which will pave a way to design the
application to meet the needs of LIC.
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The business and technical requirements gathering will consist of interaction with LIC Users by way of
interviews, workshops, questionnaires etc. LIC will have a team of business users, subject matter experts to
provide the details on the current and the expected functionality of the desired Solution. The Business
Requirement Study document should be submitted by the Bidder for approval by LIC.
The detailed System Requirement Specification Document will have to be provided at the end of the
requirement analysis cycle to LIC. The System Requirement Specification Document will be reviewed by LIC and
any feedback as received shall be immediately incorporated in the document and shall be resubmitted for
review. Upon approval, the document shall be signed off by LIC. Based on the approval, the Bidder/System
Integrator should carry out the activities.
The selected Bidder will be responsible for the day-to-day maintenance of the EDMS for the entire seven year
period of Contract. A review will be conducted by LIC at regular intervals for analyzing Bidder's performance.
The contract term includes the Warranty from the date of contract and further AMC/ATS, covering the
following:
a. All product upgrades, modifications, enhancements that have to be provided to LIC.
b. Upgrades would include product releases made by the Bidder to incorporate technological changes,
consolidating all bug fixes and enhancement requests made by LIC.
c. Ensuring integration with other LIC platforms.
d. Modifications would include minor changes, bug fixes, error resolutions and minor enhancements that are
incidental to proper and complete working of the System.
e. Enhancements would include changes in the software due to Statutory and Regulatory changes and
changes required due to changes in industry and other Insurance practices in India. It will also include all
the functionalities as per requirement of LIC from time to time.
f.
Enhancement / Changes to the System will go through all phases of testing by the Bidder. The test results
must be documented and provided to LIC for approval before a decision is made to release the same. All
relevant system documentation should be updated and provided to LIC at the conclusion of any system
changes.
g. Installing/Commissioning the Hardware/Software at the designated locations/changed designated location
at no additional cost or fees or expenses to LIC whenever required. Installing/commissioning the upgrades/
new versions /new releases of software at the designated locations/changed designated location at no
additional cost or fees or expenses to LIC.
h. Perform System administration and User administration tasks such as managing the user access, creating
and managing users, taking backups etc.
i.
Performance tuning of the EDMS to ensure adherence to SLAs and performance requirements as indicated
in this RFP.
j.
Unscheduled requirements, corrective and remedial maintenance and support services.
k. The Bidder shall use its best efforts in remedying any program error. All Program Errors shall be reported in
accordance with the procedure prescribed in respect thereof and shall be accompanied by sufficient
information including the input data that generated the program error so as to enable the Bidder to
reproduce and verify the reported program error. On receipt of request together with all such information
and data the Bidder shall use all-out efforts, consistent with the severity of the program error, to remedy
such program error which is within the purview of the system logic, that it has been able to reproduce and
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verify. Such remedies may include providing instructions to LIC to cure the program error or delivering
updates at no additional cost. The Bid warrants that any or all program errors that are reported will be
remedied.
l.
In the event, the Bidder determines that the error reported/ problem notified in the support request is not
a Program Error, it shall advise LIC whether it can correct or assist in resolving such error/problem on a best
effort basis.
9. Data Migration
Data migration is primarily concerned with the transfer of image data and database data from the Existing
System to the Proposed System. Currently both image data and database data are available on Divisional EDMS
Servers. Also, the Work Flow System which is currently running over customized DMS Software should be
migrated to the new EDMS. The other standalone Work Flow System should also be migrated and merged with
the new EDMS. The cropping of the signature part from the existing signature page document to be stored as a
blob, in order to provide to Core Business System at a later date should also be a part of migration.
a. The latest version of DMS Software should be incorporated replacing but not affecting the existing System
which is stable across the Country. Further, already customized features need to be made available with
any new product Upgrades whenever released by the OEM, considering the security aspects.
b. The Bid needs to contain a proposed data migration strategy including usage of import/export tools and
implementation plan, taking into account LIC's priorities.
c. The Bidder will be responsible for formulating the Data Migration Strategy and process documents which
will have to be reviewed and signed off by LIC prior to commencement of the data migration exercise.
d. The Bidder should provide a reconciliation tool to facilitate the migration process. In the event of any gaps
in the field mapping reports, the same would be discussed with LIC and the agreed solution would be
documented by the Bidder and signed-off from LIC. The Bidder shall ensure that workarounds or default
values, moved to the production database as a result of gaps in the field mapping, are duly taken care of
after successful migration to the new system and that LIC is informed of the same in writing.
e. It will be the responsibility of the Bidder to ensure complete data cleansing and validation for all data
migrated from the legacy systems to the upgraded System. The Bidder shall use scripts to check the data
quality, validation results and share the results of the same with LIC for review and assessment of quality of
data migration carried out. The Bidder must also highlight any gaps in the data. LIC may then capture and
provide these data.
f. The Bidder shall ensure that sufficient training is imparted to the data migration team of LIC with regards to
the new data structure during System upgradation for aspects like field mapping requirements, field
validations, default values and gaps in field mapping reports.
g. The Bidder shall perform sample data migration tests to validate the migrated data.
h. The Bidder has to carry out the migration activity minimum of one Division per Zone as a Pilot run. The
issues faced should be recorded and the solution for the same should become part of the Migration Plan.
i.
After successful migration of data pertaining to one Division, the same should be replicated in the
respective Zonal Server so that simultaneously the migration of the Divisional data and updation of the
Zonal Server is completed.
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j.
The Bidder will be responsible for assisting LIC in conducting the acceptance testing and in verifying the
completeness and accuracy of the data migrated.
k. LIC may, at its will, verify the test results provided by the Bidder.
l.
The Bidder will be responsible to develop control reports for verification of the data both before and after
migration.
m. The migration activity should ensure Business Continuity. During migration, parallel run with the existing
and new Systems should be operational.
n. The Bidder should provide a migration fallback Policy/Plan for the worst case scenario which is a totally
failed migration.
o. The Bidder is responsible to provide any ancillary hardware required for migration activity.
p. The proposed migration activity should be planned with zero downtime considering the activity hours on
business days.
q. In order to optimize business process LIC may decide to add/remove/modify/relocate existing images
before loading into new architecture. Bidders proposal should consider this optimization exercise.
r. Validation checks such as number, parity checks if any, consistency of the image transmission, if change of
image format is suggested by the bidder, the image consistency checks, bulk processing of images transfer,
control on images and scripts migration and its reports are to be provided for a sample Division as a pilot
and as a whole in PAN India migration.
s. As migration is specified in a phased manner (i.e. some divisons are as pilot and rest of them as batch wise),
transmission of old format to new format provisions are to be taken care.
t. Purification of the image records, Data transmission errors are to be generated and given to LIC. After
purification and certification, the data is to be migrated. An Indication is to be passed to LIC data such that
the record migration is an error. Reconciliation of such cases are to be provided by the bidder.
Inconsistency between data and image provisions are to be taken care before proceeding for migration.
Certificate for migration is to be obtained from LIC after migration.
10. Integration with Core Business System of LIC:
The Core Business Application of LIC is e-FEAP System. Currently, e-FEAP is connected with EDMS through
connectors. Tight integration along with reconciliation of transactions between these two Systems is strongly
required. The Bidder shall suggest suitable approaches for tight coupling of these two Systems, considering no
loss of any data.
11. Integration with other Systems of LIC:
To integrate with other LIC Systems such as Portal, Data Warehouse, Mail Servers, Propsino Pearl, etc., the
Bidder shall suggest a Road Map, considering security aspects. Propsino is a standalone underwriting Work
Flow System and this should also be merged with the existing DMS.
12. User and System Administration
The selected Bidder must ensure the security aspects related to the proposed EDMS and the data throughout
the contract period. The outcome of this task must include, but not limited to, the following information on:
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a. Granting or restricting access to all the application and data to the Users as decided by LIC from time to
time.
b. Managing user creation, assignment of new User ID (User Identification/password/Salary Roll Number,
individual role assignments and privileges, and activity monitoring).
c. Compliance, including the approach to maintaining compliance with law, standards, best practices and LIC’s
enterprise security requirements.
d. Secure Sockets Layer (SSL) for providing communications security over the internet.
e. Types of events that require logging and monitoring in response to specific situations:
•
Successful and unsuccessful log on and log offs.
•
Successful and unsuccessful attempts to access folders/files.
•
Log information on read, modify operations.
•
Configuration changes made.
•
Unsuccessful usage of user identification or authentication mechanisms.
•
Administrator logons, changes to the administrator group, and account lockouts.
•
Actions following log storage failure or exceeding threshold levels.
•
Modifications to user groups within a role.
•
Access denials resulting from excessive numbers of log on attempts.
•
Blocking or blacklisting of user ID, terminal, or access port.
•
Rejections of new sessions based on limits to number of concurrent sessions.
•
Installation of any other software which is not approved by LIC.
•
Defining an image transmission policy to external sources and for accepting images from external
resources.
•
Define the acceptance policy and logs creation for audit and adhering to industry standards. (Bidder
has to share the information on industry standards and provisions)
13. Testing
The Bidder should provide a suitable testing strategy and the plan for testing at various levels such as approach
for creating the test environments, System Integration Testing, User Acceptance Testing, System Regression
Testing, Load testing, Training with regards to testing for LIC users. Documentation is to be submitted to LIC
along with test scripts and along with system process flow documents, very light web pages and screen shots
etc. LIC will provide only the testing tools for the activity. All responsibility of set up, test cases, scenarios and
using the tools to conduct the testing will be responsibility of the Bidder.
14. Pilot run
a. The Bidder has to implement the upgraded EDMS system in the location(s) identified by LIC on pilot basis.
Bidder will be responsible for installing the applications with all the customizations. The Bidder will set all
the parameters in the application as accepted in the test environment. The Bidder shall be responsible for
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accuracy of the parameters set according to the business needs of LIC. The sequence for the pilot will be
decided during the course of the implementation of the upgraded EDMS.
b. The Bidder will be responsible to migrate the image data and database data as explained in “Data
migration” section.
c. The Bidder will be responsible for ensuring that all the client software is installed at the appropriate servers
for going live.
d. The pilot implementation phase will be deemed complete once the Bidder has obtained a sign-off for
implementation at all the pilot locations. The identified Divisions for pilot will need to run successfully for a
period of at least one week before giving signoff for the pilot implementation.
e. In the event of any deviation/discrepancies/errors observed at the pilot, the sign off will only be given by
the Division once the deviation/discrepancies/errors reported by the respective Division have been
successfully rectified by the Bidder.
f.
The Bidder shall depute relevant personnel to attend and resolve all the issues observed during pilot run
immediately.
g. During the entire pilot implementation the Bidder should provide minimum of 2 dedicated skilled onsite
resources who are having similar experience of migration on a full time basis including an onsite project
manager as part of their team.
15. Roll-Out
The Bidder needs to roll-out the upgraded EDMS (Hardware as well as Software) as specified in the RFP across
LIC. Any new Office opened by LIC would also be considered for roll-out as and when intimated by LIC. The
Bidder has to submit a detailed roll-out plan incorporating all learning observed during the pilot within
reasonable timelines. The Bidder is expected to factor in all effort required to adhere to these timelines. LIC will
not accept any plea by the Bidder at a later date for deviating from these timelines on the pretext that the
same was not explicitly mentioned in the RFP.
LIC reserves the right to alter the delivery schedule and quantities based on the implementation plan. This will
be communicated formally to the Bidder, if a need arises. LIC, at its discretion, may decide to accelerate the
implementation and the Bidder would need to meet the requirements. The Bidder is required to adhere to the
timelines specified for all the activities strictly unless communicated by LIC otherwise, such as "Site not ready",
etc.
16. Support Teams
The Bidder is required to describe the proposed project support team structure identifying all project
individuals including Project Director, Project Manager, Senior Support Engineers, Support Engineers, Onsite
Development team, Offsite Engineers, System Administrators and others as mentioned in Section 4.3. The
Onsite Development team will constitute the Development team of DMS Software as well as support team
members from the Operating System, Database etc. Any other professional required for this activity shall be
suggested by the Bidder.
17. Complaint Management System
The Bidder is required to provide one integrated Complaint Management System portal for EDMS Support on
24*7 basis. This Complaint Management System shall be the Single Point of Contact (SPOC) for reporting the
issues related with EDMS. This Complaint Management System will be the central collection point for contact
and control of the problem, change and service management processes. This includes both incident
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management and service request management. The Complaint Management System related to Hardware,
Software, Migration, Operational issues, etc. should be made available before the new System is launched at
any location.
The Bidder will have to service, track and route requests for service and to assist end users for resolving
problems related to the EDMS system and covering basic functionality, hardware, DC, DR, etc., at all the
offices. Based on the severity level of the reported issue, the Bidder shall depute a representative/support
personnel/Engineer who will provide onsite support. All incidents that occur as part of ongoing operations must
be addressed and resolved within a reasonable time frame as per the SLAs described in this RFP.
To provide Complaint Management System Support for users in case of difficulties in use of the software,
answering procedural questions, providing recovery and backup information, and any other requirement that
may be incidental, prompt receipt, analysis and reporting of deficiencies in the operation of the software and
supply of information and advice on such deficiencies. The Bidder has to provide the resolution/service as per
the defined service levels. The Bidder has to make sure that the methodology proposed for addressing and
resolving problems is aligned to the required and defined service levels. Software support will be for critical
code level changes or application failure related issues. This support is required for all components that are
expected to be provided by the Bidder as part of this RFP. The Bidder should staff persons in support who are
conversant with the solutions deployed and are capable of resolving routine problems and queries through the
service desk application.
a. DMS Software Support: A centralized team at the mutually discussed location for effectively leveraging the
LIC EDMS system will be deployed.
b. Other Software Support: To provide support for other Software Support like Linux Installation, bug fixing,
upgradation of OS, issues in web and application layer and other services.
18. Project Management:
The Project Management Plan should describe how project objectives shall be met and provides a road map for
executing the project to meet the requirements of LIC. The Bidder is required to provide effective project
upgradation strategy considering the existing EDMS components and design the time bound management plan
for successful implementation. The Bidder is required to have an effective Project Management System with
progress monitoring tools. The Bidder needs to work closely with LIC. The Bidder shall update and maintain the
Project Plan throughout the duration of the project period. For any changes, LIC will review and approve the
proposed changes. A review will be conducted by LIC at intervals mutually decided for analyzing Bidder's
performance vis-à-vis project deliverables and timelines.
The Bidder’s plans for the execution of the project must contain, but not limited to, the following:
a. Project Work Plan: This plan documents the project vision and goals, items that are in-scope and out-ofscope and their prioritization, dependencies between the scope items, and risks associated with the
inclusion and removal of items from scope. Mutually agreed upon timelines for all activities should be
clearly defined. The plan also defines the process used to modify project scope.
b. Migration Plan: This plan should detail the steps involved in migration with timelines and the tools to be
used for migration. The Bidder should provide the required infrastructure.
c. Post Project Migration Plan: The Bidder will be responsible for migration of the System to the new System
then proposed at the end of the Contract period of 7 years. A declaration to this effect should be provided
by the Bidder.
d. Resource Allocation Plan: The Bidder is responsible for providing requisite manpower for the different
project activities. The Bidder has to ensure that the manpower resources provided are fully aware of the
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jobs to be handled, knowledge about the processes, the different stages available and should be trained
before being allotted to the project.
e. Communication Hierarchy and Performance Report: The plan must specify the various levels of hierarchy
for information sharing and reporting the project status, accomplishments, issues, challenges etc. at predecided intervals at all levels i.e. DO/ZO/CO through web interfaces and Monitoring systems maintained
centrally (Central MIS Server).
f.
Roll-out Plan: Roll-out Plan details the various releases by way of Hotfixes, patches and upgrades of the
Software throughout the tenure of the Project.
g. Implementation Plan: The Bidder must implement all application functionalities and must satisfy functional
and technical requirements specified in this document. All functions must work correctly and efficiently
according to the approved Implementation Plan.
h. Training Plan: Training Plan is required to provide essential information on the training and the frequency
of training.
i.
Sign-off Plan: Sign-off Plan gives details of the successful delivery of the assigned activities in a prescribed
format approved by LIC. Acceptance Certificates (for Logistic, Scanning & DO Upload) should be system
generated without any manual intervention.
19. Implementation Management
The Bidder should create the Implementation Plan, detailing how the objectives of the plan will be achieved. At
a minimum, the plan must include:
a. Description of the activities needed immediately prior to implementation such as identification of the
number, type, skill level, roles of the personnel needed and a definition of the issue management process
b. Description of the implementation activities, including description of each task and schedule, timelines
and dependencies such as completion of knowledge transfer
c. Inventory of all hardware and software necessary for the application to support the design, development,
testing, training, staging and production environments
d. Inventory of all hardware and software necessary for efficient ongoing operation and maintenance of the
application
e. Disaster recovery provisions to include hardware and software necessary assuming all of the functions of
the production environment
f.
Checklist of all items that must be verified prior to onset of production operations
g. Checklists of work to be performed and/or outputs to be produced on the first day and at the end of the
first week, month, quarter, and year of operation
h. Outstanding issues and mitigation plan for the same
i.
Roll back plan to include in detail what will be done if the implementation does not succeed. This plan
must include risks (decision points and triggers), identification of individual decision makers and recovery
actions to be taken.
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j.
The Bidder is responsible for setting up of Systems essential at the locations specified by LIC, for
Development, System Integration, Software Testing, Production Setup and Disaster Recovery Site including
continuous monitoring of these activities during the entire tenure of the Contract.
20. Training
The selected Bidder shall be responsible for training LIC employees (as identified by LIC) in the areas of
implementation, operations, management, error handling, etc. The bidder will be responsible for Training of
LIC’s in-house technical teams on all the aspects of solution, development and support functions and providing
System / User Manuals. The training needs to be imparted once in a year.
6.3 Continuity of Operations
The selected Bidder must provide a methodology for resumption of applications, data, hardware, communications
(such as networking) and other IT infrastructure related to the EDMS application in the event of a disaster. The
methodology must also address activities for the prevention and detection of such an event and the regular testing
of the controls and strategies to ensure the protection of data.
The Bidder must develop a Business Continuity and Disaster Recovery Plan that provides for adequate backup and
recovery for all EDMS operations, both manual and automated, including all functions required to meet the backup
and recovery. In the Disaster Recovery Plan, the Bidder must identify every resource that requires backup and the
extent up to which backup is required. In addition, the Bidder must identify the software and data backup
requirements.
a. The plan must include at a minimum the following:
•
Recovery procedures from all events ranging from a minor malfunction to a major disaster
•
Checkpoint / restart capabilities
•
Retention and storage of backup files and software
•
Hardware backup for the main processor
•
Application and operating system software libraries, including related documentation
•
Identification of the core business processes involved in the EDMS application
•
Documentation of contingency plans
•
Definition of triggers for activating contingency plans
•
Plan for replacement of hardware and software
b. An indicative list of activities to be performed by the selected Bidder is mentioned below:
•
Designing and implementing adequate data backup, business continuity and restoration procedures for the
application data (including but not limited to the database, attachments and all other data elements
created in and generated by the application and users)
•
Ensuring that there is no single point of failure and adequate level of redundancy is built in to meet the
uptime and other requirements of this RFP.
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•
Ensuring data backup till the last transaction occurring in the application to ensure enhanced service levels,
the frequency of updation cycle period should be clearly mentioned.
•
Any storage space / media required to maintain backups and other requirements of this RFP should be
provisioned for by the selected Bidder in his Bid.
•
Designing and implementing data synchronization procedures for the DR Site. Periodic testing may be done
to ensure that all replication and data synchronization procedures are in place all the time. Replication
between EDMS Server Site and EDMS DR Site as well as change-over during disaster should be automatic
and real-time for minimal impact on user experience.
6.4 Data Backup and Archival
The Bidder is expected to propose an approach to Data Backup and Archiving designed to support multiple layers
of data backup protection using a combination of both disk based and tape based technologies to meet the
proposed system backup and recovery requirements. At any given point in time, all the data must be maintained in
the Data Archival Solution for business continuity requirements. Users must be allowed to query historic data.
Archival policy should ensure that there is no loss of data. It must be possible to restore the archived data for
specific queries by the users in less than 2 minutes.
The purging of records should be a continuous activity based on LIC's discretion. The purged records for lapsed
policy records should be archived in a separate Server/Folder and should be available as and when required. The
retrieval methodology should be available to retrieve a single record also if required.
The Bidder shall provide the benchmark for backup strategy considering the components like architecture,
network, size of data, volume of data etc. as mentioned in the RFP. The downtime for data backup should be
minimal preferably zero time without affecting the regular business activities.
6.5 Performance Benchmarking
The Bidder will have to perform the benchmark exercises for the purpose of this project, incorporating the
proposed technology architecture for the EDMS application and proposed hardware. Benchmark needs to be
validated and reported by reputed independent third party who has the experience of reporting performance
benchmark specific to the Core Insurance application designed by the Bidder with due concurrence of LIC.
The Bidder will have to perform a product benchmark at the benchmarking centre as identified by the Bidder in the
presence of LIC and its appointed representatives. The objective of this exercise is to demonstrate that the
proposed hardware meets the sizing requirements and provides the required service levels in terms of number of
the necessary transactions per second (TPS), image upload, image retrieval, movement of image through LIC's
network, user concurrency, Business Volumes and Growth Projections, along with the necessary number of
concurrent transactions, total number of transactions during a single day's business hours, time taken for End of
Day, batch processing and meet the required response time as expected by LIC.
The benchmark must include at a minimum the following:
a. Identification of any automated tools that will be used in performance and stress testing
b. Performance testing will check for the availability and capability of system resources including items such as
Central Processing Unit (CPU), memory, network, etc.
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c. Bidder will measure response times, transaction rates, and other time-sensitive requirements
d. Volume testing to verify that the application performs correctly and is usable with production volumes of data
e. Stress testing to verify the applications behavior under conditions that overload its resources
f.
Load testing to verify whether it can handle the load and the processes involved
g. The results of this test must be provided for validation and verification of the tests performed and the Bidder
will be the responsible for the following:
•
Performance, Volume and Stress testing strategy and planning
•
Tool selection
•
Script generation
•
Performance, Volume and Stress test execution
•
As part of test execution the Bidder needs to capture the following parameters
o
Response times with different loads
o
Throughput
o
Application server monitoring
o
Data base monitoring
o
Test data preparation
o
Analysis & Report
o
Infrastructure like network and bandwidth utilization
o
The benchmarking exercise should be successfully completed prior to go – live of the first pilot Division
and immediately after UAT
Any costs for performing the benchmark such as travel, stay, etc. would be borne by the Bidder only. The Bidder
shall ensure that the Solution provided and sized by the Bidder is capable of meeting LIC’s current and year-on-year
transaction and business volumes. Empirical evidence of the appropriateness of the server sizing by means of
comparison with independently assessed benchmarked data on a similar environment as proposed to LIC will be
mandatory. The Bidder has to provide all necessary support to LIC to prove that the Solution sizing is appropriate.
6.6 Project Documentation
The bidder shall create and maintain all project documents that shall be passed on to LIC as deliverables as per the
agreed project timelines. The documents created by the Bidder will be reviewed and approved by LIC.
The following documentation, shall be prepared by the Bidder and included in the System Maintenance and
Support Plan provided to LIC:
1.
The Technical Documentation including detailed instruction for operation and maintenance is to be delivered
with every unit of the equipment supplied. The language of the documentation shall be English.
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2.
Such manuals will include illustrated catalogues, reference manuals, technical manuals and operation manuals
for the purpose of operating the Solution.
3.
Complete documentation of the Solution must include the following:
a. Hardware manuals
b. Operating System/s manuals
c. Utilities and general software reference manuals
d. Manuals for every software package including Third Party software
e. On-line tutorials and Help documentation
•
Development of a system support structure and organization, including estimates of manpower
requirements to support operation and maintenance of the system
•
System Installation and Administration Manual
•
Completed Customized Code for all release version during the contract period
•
System troubleshooting and system tuning procedures
•
System administration procedures, such as file management and code management
•
Operating Procedures Manual: Includes Diagnostic procedures, backup and restore procedures, batch
and online processing procedures, monitoring procedures and disaster recover procedures
•
Maintenance Manual: Information to aid in analyzing and debugging the software, apart from
information already available in other delivered documentation
•
Updated system architecture diagrams and inventory (systems, servers, etc.) that clearly identify what
is in production use
•
Solution Database Schema
•
Complete Data Dictionary
•
Any level/version changes, addendums, explanation and/or clarifications or corrections in the above
mentioned documentation, made during the tenure of the Contract, shall be supplied by the Bidder
free of cost, as and when such changes are generally made available.
•
The sets of documents and manuals, supplied and delivered by the Bidder, shall be in reasonable detail,
and be current at the time of delivery, be in English language, include System Operations, Operating
System and the Third Party Software products, include error recovery instructions, include Hardware
and Software debuggers/diagnostics/listing, include ready reference, and include illustrated parts and
catalogues.
The bidder shall share a list of deliverables that they shall submit based on the methodology they propose. The
bidder shall prepare the formats/templates for each of the deliverables upfront based upon industry standards and
the same will be approved by LIC prior to its use for deliverables.
All project documents are to be kept up-to-date during the course of the project. The bidder shall maintain a log of
the internal review of all the deliverables submitted. Soft copy of logs shall be submitted to LIC on regular basis.
Selected bidder is required to use standard project management tools such as precedence diagrams, critical path
charts, etc. to create and manage implementation plan and schedule.
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6.7 Acceptance Criteria and Sign-off Framework
The sign-off will be given by LIC at various locations, when all the deliverables as mentioned in this RFP for that
locations, are delivered in good condition, installed, commissioned, data migrated, tested, implemented and
accepted along with the associated certification, documentation and training provided to LIC’s employees in
compliance with the terms of this RFP and as per the requirements of the contract executed between LIC and the
Bidder and the acceptance criteria defined in this document is fully met.
All Bidder deliverables will be subject to review by LIC prior to final approval, acceptance, and payment.
LIC will accept or reject the deliverables in writing. In the event of the rejection of any deliverable, the Bidder shall
be notified in writing giving the specific reason(s) for rejection. The Bidder shall have five (5) working days to
correct the rejected deliverable and return it to LIC. All the deliverables must be tracked and notified to LIC.
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7 - Project Timelines
7.1 Products
LIC expects to implement the Upgraded EDMS System across all Offices, within 6 months of signing of the Contract.
Data migration, testing and pilot should be planned accordingly considering the customized DMS on latest version
without disturbing the existing stable features in use. Functional features which are already available in the existing
EDMS is provided under Section 2.3.
S. No.
Project Activity
Deliverables
To understand th e
software/application and expected
application code changes and plan for
migration activity
Based on inputs, submission of BRS
and SRS
UAT environment readiness for
testin g purpose
Supply of Hardware to pilot
destination (Simultaneous with
discussion)
Timelines (from
Signing of
Contract)
1
Discussion with LIC for understanding
the Software/Application (Kick off
meeting)
2
Preparation of BRS / SRS
3
Creation of UAT environment at
Central level
4
Hardware Order placement
5
Intimation / Instructions to Pilot
Divisions about the basic amenities to
be provided for setting up of the
Scanning Cen tre
To make the Scanning Cen tre ready
for scanning at Pilot Divisions
10 days
6
Software Customization
Customised software / migration tool
for UAT
15 days
7
To make the Divisions ready for Pilot
run
8
UAT for migration and DMS solution
9
Fixing the bugs / errors observed
during UAT
10
Final UAT for software / migration
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Supply and installation of Hardware,
Software and other eq uipments
(Scanners / PCs) and providing
Services (Project Management
services, Logistics Services, Scanning,
Integration Services, and Support
Services including Data Base
Management, Backup Services) for all
the Pilot Divisions (Simultaneous
activity)
To test the image data and database
data migration, testing of proposed
solution
To make the customised DMS solution
read y for LIC
To approve / accept th e DMS
software / migration tool
5 days
10 days
3 days
5 days
12 days
15 days
10 days
7 days
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11
Supply and installation of customised
software / migration tool to the Pilot
Divisions
12
Data Migration
13
Batch preparation and scanning with
selected DMS solution
14
Sign-off for Pilot activity
15
Release order for other Offices
16
Data Migration
17
User training
Customised software / migration tool
for Pilot roll-out (Simultaneous
activity)
Data available with selected database
compatible with adopted DMS
solution for Pilot Divisions
(Simultaneous activity)
Scanning and upload test for Pilot
Divisions on live data
Successful migration and DMS
software acceptance from LIC Pilot
Divisions
Supply and installation of Hardware,
Software and other eq uipments
(Scanners / PCs) and providing
Services (Project Management
services, Logistics Services, Scanning,
Integration Services, and Support
Services including Data Base
Management, Backup Services) for all
the Divisions as per approved
schedule
Data available with selected database
compatible with adopted DMS
solution for all other Divisions
(Parallel activity)
Training
5 days
5 days
2 days
5 days
21 days
15 days
5 days
7.2 Applications / Modules
The product migration should ensure all the modules and applications are migrated to the latest version of the
software and available as is with respect to the user. The System Integrator should ensure sufficient number of
Technical Personnel to be deployed, to achieve this within prescribed timelines.
The required applications / modules will have to be made available at all the locations provided below:
Office
No. of locations
Central Office (including MDC)
1
Zonal Office (including ZTCs)
8
Divisional Office
113
Total number of locations
122
LIC may decide to have additional implementation at Divisions or Zones. Details for the same would be shared
with the Bidder and implementation modalities will be arrived at with mutual consent. Any new Office formed
during the period of contract, should also be taken care by the Bidder, as and when it is formed.
Scanning Centres setup need to be established with scanners along with the support team and Logistics
arrangements should be made available at each and every location as specified in this RFP.
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8 - Service Level Agreement (SLA)
8.1 Service level definitions
This Schedule describes the service levels that have been established for the Services offered by the Bidder to LIC.
The Bidder shall monitor and maintain the stated service levels to provide quality customer service to LIC’s
customers. Necessary monitoring tools at centralized level will be required. The Service level Agreement for
Operational issues will be finalized with the successful Bidder at the time of signing of Contract, based on the
Service Delivery Models proposed by the Bidder. The operations include logistics, scanning and upload with all
related activities. The timelines and penalties will be finalized basing on the time schedules for logistics and other
activities agreed upon before signing the contract.
Severity Level
I. Critical
II. Key
III. Significant
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Situation Details
Complete loss of a
business process
where work cannot
reasonably continue.
Any problem due to
which the entire
system is inoperable
affecting 100 or more
users.
Multiple Divisions
pertaining to one
Zone or multiple
Zones are
experiencing a similar
problem. Any
problem due to which
the system is not
entirely down, but
some major
functionality is, and
no workaround for it
is available and which
affects 10 to 99 users.
Individual unable to
use non-mission
critical application(s).
LIC can work with
minimal impact to
their productivity. Any
incident due to which
some major
functionality is down,
but for which an
acceptable
workaround has been
provided affecting 1
to 9 users.
Hardware Calls (HW)
Server completely
down due to critical
components like
Hard disk,
Motherboard and
SMPS of Servers
Server Booting issue
Storage failure
Utilized space
exceeding 85%
resulting in nonwriting of the
transactions
Linux Calls (OS)
Server completely
down due to
Operating System
issues
File systems
corruption
Logical Volume
Mirroring (LVM)
broken and remirroring process
is running
System is running
in single user mode
due to some issues
in the Operating
System
Application Calls
(App.)
Missing /
corrupted Control
Files that enable
application
performance
Business hours
- Within 2 hours
Database issue /
corruption Image
data partition not
accessible
Non-business
hours
- Within 4 hours
Database Crash,
Application Crash
Business hours
- Within 6 hours
Application
slowness
Re-indexing issue
Invalid File Format
Error
Inability to view
the images due to
Invalid File Format
Error
Re-building process
after replacing the
Storage / Server
Utilized space
exceeding 75%
Backup script is not
running due to
Operating
System related
issues
Expected
Resolution
Policy Images
mismatch /
merging issue
Non-business
hours
- Within 10
hours
Business hours
- Within 12
hours
Non-business
hours
- Within 24
hours
Issue in image
upload
Issues requiring
Customization of
the Software
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Issues related to
already
customized and
released Software
in the form of
HotFix / Upgrades
etc.
Failure of Non-critical
components like
Keyboard, Mouse,
Tape drive, Batteries
of the Server,
Storage Batteries,
Monitor, LTO Tapes
etc.
Minimal
organizational or
business impact.
Individual request or
problem that does not
impact business /
operations. The
situation has impaired
operations, however
user can continue to
work on the system.
IV. Minor
Linux configuration
related issues, user
creation, password
change etc.
Business hours
- Within 48
hours
Replication issues
System slowness
Non-business
hours
- Within 72
hours
Issues due to poor
environment and
infrastructure at
Server room
8.2 Service Level for the restoration of Systems
S.No.
Restoration Time
(In hours)
Service Measure
% of penalty of the System
1
Support for Critical Level
Business hours
Non-business hours
2
4
0
2
4
0.25
>2&<3
>4&<8
0.5
>3&<4
> 8 & < 12
1 per hour
>4
> 12
2
Support for Key Level
Business hours
Non-business hours
6
10
6
10
>6&<7
> 10 & < 12
>7&<8
> 12 & < 24
>8
> 24
3
Support for Significant Level
Business hours
Non-business hours
12
24
12
24
> 12 & < 24
> 24 & < 72
> 24 & < 48
> 72 & < 96
> 48
> 96
4
Support for Minor Level
Business hours
Non-business hours
48
72
48
72
> 48 & < 72
> 72 & < 96
> 72 & < 96
> 96 & < 120
> 96
> 120
The overall penalty cap is applicable at Central level.
8.3 Escalation Hierarchy and Matrix
The escalation hierarchy for LIC will be jointly decided by LIC and the Bidder, once the Bidder is on boarded. The
indicative escalation hierarchy for the Bidder is illustrated below in the table. The Bidder will propose the exact
escalation hierarchy once it is on board.
a. Escalation Hierarchy:
Incident to be reported within (if unresolved)
2 hours
4 hours
6 hours
Confidential
System Integrator
Support Engineer
Senior Support Engineer
Project Manager
Page 69 of 124
8 hours
10 hours
12 hours
18 hours
Project Director
Delivery Head
Country Manager
Region Head
b. Escalation Matrix:
Elapsed
Time
Critical
Key
Significant
Minor
2 hours
Support Engineer
4 hours
AO (IT) / Senior
Support Engineer
Support Engineer
6 hours
Manager (IT) / Project
Manager
AO (IT) / Senior
Support Engineer
Support Engineer
8 hours
Secretary (IT) / Project
Director
Manager
AO (IT) / Senior
Support Engineer
Support Engineer
10 hours
Regional Manager (IT)
/ Delivery Head
Director
Manager
AO (IT) / Senior
Support Engineer
12 hours
Chief (IT/SD) / Country
Manager
Regional Manager (IT) /
Delivery Head
Director
Manager
18 hours
ED (IT/SD) / Region
Head
Manager
Delivery Head
Director
ED (IT/SD) / Region
Head
Manager
Delivery Head
ED (IT/SD) / Region
Head
Manager
24 hours
48 hours
96 hours
ED (IT/SD) / Region
Head
8.4 System Availability
System availability is defined as:
((Scheduled operation time – System downtime)/ (Scheduled operation time)) * 100
Where:
a. “Scheduled operation time” means the scheduled operating hours of the System. All planned downtime on
the System would be deducted from the total operation time to give the scheduled operation time.
b. “System downtime” subject to the SLA, means accumulated time during which the System is totally
inoperable due to in-scope system or infrastructure failure and measured from the time Company and/or
its customers log a call with the Bidder Complaint Management System of the failure or the failure is
known to the Bidder from the availability measurement tools to the time when the System is returned to
proper operation.
c. The business hours are 10.00 am to 6 pm on any calendar day the EDMS location is operational. The Bidder
however recognizes the fact that the location will require to work beyond the business hours on need
basis, specifically during fortnightly-ends, month-ends and year-ends.
d. Response may be offsite or onsite. In case the issue cannot be resolved offsite, the Bidder will need to
provide onsite assistance within response resolution window.
Confidential
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e. Service Levels should be complied with irrespective of the changes/customizations that the application
would undergo during the tenure of the Contract.
f. Typical Resolution time will be applicable if application is not available to LIC users and customers and
there is a denial of service
8.5 Availability measurements and Performance parameters
Availability Report will be provided on monthly basis and a review shall be conducted based on this report. A
monthly report shall be provided to LIC at the end of every month containing the summary of all incidents reported
and associated Bidder performance measurement for that period. All Availability Measurements will be on a
monthly basis for the purpose of Service Level reporting. Audits will normally be done on monthly/quarterly basis
or as required by LIC and will be performed by LIC or LIC appointed third party agencies.
1. Availability Measurements:
Type of
Infrastructure
Business
Application
Measurement
Availability of Application
supporting functions
Minimum Service Level
during Business hours
Minimum Service Level during
Non- business hours
99.5%
95.00%
and
The mechanism for monitoring the SLA would need to be proposed by the Bidder and agreed by LIC.
Performance Measurements: Performance measurements will be done on monthly basis or as required by LIC.
Bidder representative will assist LIC in performing Performance Measurements. (All logs are to be as per LIC's
requirements).
Type of
Infrastructure
Day–end,
month–end,
year–end
(Peak time)
Day–end,
month–end,
year–end
(Peak time)
System
Response
Time
Concurrent
Users
Measurement
Minimum
Service Level
During the peak time, the hardware utilization
(CPU and memory) should not exceed 90%
99.5%
Periodic audits
based on the logs
AMC
During these periods all offices / units
operations should be available and there
should be no performance degradation at that
time
99.5%
Periodic audits
based on the logs
AMC
99%
Periodic audits
based on the logs
AMC
99%
Periodic audits
based on the logs
AMC
99.5%
Periodic audits based
on the logs
AMC
98%
on the logs
AMC
Response time for images should be < 3
seconds
Should support concurrent users defined in
the RFP
Business operations to resume from Disaster
Recovery Site within 30 minutes of the Data
Centre failing.
Disaster
Recovery Site
Availability
The RPO required is 15 min and RTO required
is 2 hours.
Each planned down-time for application,
database and operating system servicing,
Down time for delivery channels and interface servicing
servicing
(HotFixes, Upgrades, Bug fixing, Patch uploads,
Regular maintenance etc.) will not be more
than 4 hours. This activity will not be carried
Confidential
Measurement Tool Cost Reference
Page 71 of 124
Type of
Infrastructure
Measurement
Minimum
Service Level
out during business hours.
However, the above mentioned activities
which require more than 4 hours or required
to be carried out during Business hours will be
Down time for scheduled in consultation with LIC. In case the
servicing
downtime exceeds the planned hours the
additional time taken for servicing will be
considered for infrastructure or System
downtime.
System
Number of security breaches: 0 security
Security
breach
Time window for backup should be zero time
System Backup
with zero data loss
Report
Response times for all report previews should
Preview
be < 60 seconds
98%
100%
99%
100%
Measurement Tool Cost Reference
on the logs
on the logs
on the logs
on the logs
AMC
AMC
AMC
AMC
8.6 Application Implementation
The SLA for Application Implementation (timely delivery of each milestone in the project plan, reporting and
resolution of bugs during testing phase) is to be mutually agreed between the Bidder and LIC, based on the Project
Plan.
Service Level
Description
Measurement
Minimum Measurement
Service Level
Tools
Gap / Bugs /
Defects
resolution
All gaps observed in the functional
specifications, current system study, business
process re-engineering, parameterization,
testing and Launch implementation shall be
resolved within defined and mutually agreed
time frames.
Gap / Bugs /
The Bidder shall ensure that all bugs
Defects reporting reported by the users / testing team will be
duly logged and assigned a unique ID for
reference purposes.
Critical Gap /
Bugs / Defects / reported by the users/ testing team will be
Showstoppers
resolved within 24 hours from reporting.
Gap / Bugs /
Defects /
reported by the users / testing team will be
resolution
duly resolved maximum within 3 calendar
days or as per the UAT approach agreed
between LIC and Bidder.
Modification /
The Bidder shall ensure that all
Enhancements
modifications, enhancements reported by LIC
resolution
will be duly resolved as per the agreed
timeframes.
Handholding
The Bidder shall provide on-site team as per
the handholding requirements by LIC. Any
technical problems or errors faced by the user
will be resolved by the Bidder within 48 hours
Confidential
Cost Reference
99%
Manually
tracked during
the testing
Customization,
Implementation
100%
Manually
tracked during
the testing
Customization,
Implementation
100%
Manually
tracked during
the testing
Manually
tracked during
the testing
Customization,
Implementation
99%
Manually
tracked during
the testing
Customization,
Implementation
99%
Feedback from Customization,
users
Implementation
Handholding
99%
Customization,
Implementation
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Service Level
Description
Measurement
Minimum Measurement
Service Level
Tools
Cost Reference
of problem identification / reporting.
Interface
The Bidder will identify and develop
identification and interfaces to the existing / proposed Systems
development
to meet the functional requirements
Confidential
100%
Manually
Tracked
Customization,
Implementation
Page 73 of 124
9 - Tables
Table-1: Evaluation Criteria
S.No.
Components for Evaluation
I. Project Implementation Capability
Marks
Supporting Document
150
1
Past experience with Reference Sites
80
Purchase Order / Credential Letters
from client stating that the solution
is implemented properly and
working satisfactorily
2
Technical Professional Strength
50
Details of the Personnel
3
Pan-India servicing capabilities
20
List of locations to be specified
II. Architecture / Software / New Features / Functional
Evaluation
4
5
6
7
Clear understanding of the Architecture
Software, Database, Operating System, Web
Server, Application Server and any other
Software
Software Application migration and
customization
Tools like Replication, Monitoring,
Migration, etc.
200
10
With a neat diagram
20
Along with licensing details
20
Existing DMS Software Codes
15
Name of each tool with description of
feature
8
Add-on features - BAM, BPM, Mobile Device
Application etc.
15
Details of the add-on features
9
Security aspects, Version Control, Audit
trails etc.
20
Details required
10
100
III. Hardware
150
11
Specifications provided for Hardware / Bill of
Quantity item wise
45
Detailed configuration
12
Hardware sizing / Hot spares for hardware
45
Sizing for Server and Storage
13
Disaster Recovery System
45
Plan and approach
14
After sales support
15
Plan for AMC and other hardware
support
IV. Project Management
180
15
Project Plan
60
16
Support Team
40
17
Complaint Management System
40
18
Centralized Monitoring and Control
30
19
Training
10
V. Scanning Activities and Logistics
Confidential
Project Plan with timelines
Role of Support Team at each
location
Complaint Management System and
Support mechanism
Portal for Centralized Monitoring and
Control
Training details
170
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20
Logistics
50
Record movement plan
21
Scanning Operations
80
Detailed Digitization standards
22
Ramp up plan
20
During peak time
23
Upload strategy
20
Upload through network
VI. Migration Activities
150
24
Checklist for pre and post migration
activities
25
With efficient timelines
25
Migration Plan
90
For extraction, transformation and
loading (ETL)
10
With Reports
5
To be arranged by the Bidder
20
Existing Workflow using DMS and
Non-DMS Solutions
26
27
28
Confidential
Reconciliation and auditing of the migrated
data
Infrastructure requirements for migration
activities
Separate migration strategy for Workflow
Page 75 of 124
Table-2: Project Implementation Capability
Components for Evaluation
Project Implementation
Capability
Maximum Marks
Total Marks 150
Past Experience with Reference
Sites
Marking Criteria
Supporting Documents required - Purchase Order /
Credential Letters from client stating that the
solution is implemented properly and working
satisfactorily
80
(i) If the reference site is a Banking, Financial services
and Insurance (BFSI) / Public Sector Organizations in
India, then 10 marks
(a) As System Integrator
15
(ii) If the reference site is other than (i) above, then 5
marks only (no additional marks even if it is more
than one reference)
(iii) If more than one reference site including (i)
above, then 15 marks
(i) If the reference site is one, then 5 marks
(b) For Scanning
10
(c) For Logistics
10
(d) For Workflow
10
(e) For Migration of Database /
Image data / Workflow / webapplication server
35
Technical Professional Strength
50
(a) Project Director
10
(b) Project Manager
10
Confidential
(ii) If the reference site is more than one, then 10
marks
marks
marks
Experience in the migration of database - 10 marks
Experience in the migration of image - 10 marks
Experience in the migration of Workflow - 10 marks
Experience in the web-application server - 5 marks
Total marks - 35
Readiness to provide for:
1 Professional (2.5 marks for each criteria)
Minimum Qualification - B.Tech / B.E / MBA / MCA
Service - Minimum of 15 years experience in IT
Projects
Certification - ITIL / PMP or equivalent
Experience - Experience in delivering multi-year and
multi-location complex projects, including large DMS
projects
1 Professional (2.5 marks for each criteria)
Minimum Qualification - B.Tech / B.E / MBA / MCA
Projects
Certification - IT Certifications on different platforms,
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database and SDLC
Experience - Experience in Software Project
management
8 Professionals
(2.5 marks for each criteria)
(c) Senior Support Engineer
10
(d) Support Engineer
10
(e) Onsite Engineers of System
Integrator
2
(f) Onsite Engineers of DMS
Software OEM
2
(g) Offsite Engineers of System
Integrator / OEM for Complaint
Management System
2
(h) Support Engineer for
Operating System
2
(i) Support Engineer for Database
2
Pan-India servicing capabilities
20
Minimum Qualification - B.Tech / B.E / BCA
Projects
Certification - IT Certifications on different platforms,
database and SDLC
Experience - Experience in Application Development
and support and in delivering multi-location complex
projects
113 Professionals
(2.5 marks for each criteria)
Minimum Qualification - Graduates / Diploma
holders with IT knowledge
Projects
Certification - IT Certifications on Linux
Administration
Experience - Experience in Hardware management
like Server, Storage, Network, Backup, Collect logs
etc.
2 Professionals for coordinating between the OEMs
and the Senior Support Engineers and immediate
trouble shooting of LIC's issues along with
deployment of patches / upgrades in all the locations
10 Professionals for Business Requirement Study,
Software Development, Customization, Testing and
Implementation of the DMS Software and
modifications related to Web and Application layers
also to be addressed
2 Professionals per Zone (16) for attending to the
Complaint Management System calls immediately
during business and non-business hours of LIC.
Wherever the issue is related to enhancement of the
DMS Software or modification / customization in the
DMS Software, the same should be escalated to the
Onsite Engineers of System Integrator
2 Professionals for immediate trouble shooting of
LIC's Operating System issues along with Onsite
Engineers of System Integrator
2 Professionals for immediate trouble shooting of
LIC's DMS Solution Database issues along with Onsite
Engineers of System Integrator
A list of such locations should be provided by the
Bidder.
Scanning / Logistics Partner(s) at less than 50
locations, then 5 marks
Confidential
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Scanning / Logistics Partner(s) at more than 50 and
less than 100 locations , then 10 marks
Scanning / Logistics Partner(s) at more than 100
locations, then 20 marks
Confidential
Page 78 of 124
Table-3: Architecture / Software / New Features / Functional Evaluation
S.
No.
Components for
Evaluation
II. Architecture / Software / New
Features / Functional Evaluation
1
2
3
Clear understanding of the
Architecture
Software, Database,
Operating System, Web
Server, Application Server
and any other Software
Software Application
migration and
customization
Maximum
Marks
Marking Criteria
Total Marks
200
Supporting Documents required -Purchase Order /
Credential Letters from client stating that the solution is
implemented properly and working satisfactorily
10
20
20
4
Tools like Replication,
Monitoring etc.
15
5
Add-on features - BAM,
BPM, Mobile Device
Application etc.
15
6
Security aspects, Version
Control, Audit trails etc.
20
7
100
7.01
API tool kit
7.02
Application Server
7.03
Desktop Client
7.04
Desktop Client
7.05
Digital Signature
7.06
Digital Signature
7.07
Document Management
7.08
Document Management
7.09
Document Management
7.10
Document Management
Confidential
With a neat diagram
(a) Details of each component along with license
procurement
(b) Reconciliation procedures for Integrated Systems
(c) Back up Procedures
(a) Migration of the software codes without disturbing the
existing features
(b) Additional features
(a) Name of each tool with description of feature
(b) Replication Strategy and frequency of replication
(c) Recovery Point Objective and Recovery Time Objective
to be specified
(a) Details of the add-on features with benefits
(b) How these features will be incorporated in the new
EDMS?
(a) Details of the security aspects if the image is provided to
the Customer through internet
(b) How the DMS is secure even when it is integrated with
other standalone Applications / Systems as well as with
other Systems?
(c) How to upgrade the existing EDMS with the latest
Version of DMS and thereafter whenever a new Version is
released?
(d) How the logs are maintained internally as audit trails?
API tool kit for application development and integration
both at server side and client side.
The EDMS Server must support J2EE and XML based
Application Server or Web Services.
Document Scanning support from browser and client
should be available.
The EDMS product must support all versions of Windows
and Linux clients.
Digital Signature should be possible for Work Flows.
The proposed EDMS solution must support digitally signed
objects.
Association of data classes with documents and folders for
easy search and retrieval
Creation of User-defined data classes with multiple userdefined indexes on various data types. Functionality for
defining user-defined indexes or fields that could be
associated to any document across the cabinet.
Document Repository for managing information
EDMS must provide Inbox and Outbox for individual users
for posting documents.
Page 79 of 124
7.11
Document Management
7.12
Document Management
7.13
Document Management
7.14
Document Management
7.15
Document Management
7.16
Document Management
7.17
Document Management
7.18
Document Management
7.19
Document Management
7.20
Document Management
7.21
Document Management
7.22
Document Management
7.23
Document Management
7.24
Document Management
7.25
Document Management
7.26
Document Management
7.27
Document Management
7.28
Document Management
7.29
Document Management
7.30
Document Management
7.31
Document Management
7.32
Document Processing
Capability
Confidential
Facility to add keywords with documents to act as quick
reference for the documents.
Filing and indexing of documents for quick retrieval
It is desirable for the EDMS solution NOT to store
annotations in image headers.
It is desirable for the EDMS solution to be able to catalogue
documents that are stored off-line.
It is desirable for the EDMS solution to store documents up
to 1,000 pages in length.
Linking of documents for cross-referencing related
documents.
Lock documents and folders for modifications
Support for auto indexing using CSV import from other
applications.
Support for indexing the documents or folders on user
defined and system defined parameters.
Support for setting event based alarms and time based
reminders.
The EDMS product must provide convenient page viewing
features such as rotate, zoom, go to “n” page, book marks
etc.
The EDMS product must support a hierarchical organization
of documents in cabinets, folders and subfolders or any
other comparable structure for Classification of information
and hierarchical storage management for large volume of
documents.
The EDMS solution must be able to produce an audit trail
for various document activities such as add, delete, view,
print etc.
The EDMS solution must have the capability to rendition
documents from MS Word to PDF format.
The EDMS solution must provide creation, viewing and
printing of annotations on documents, pages and folders.
The EDMS solution must provide the capability to any user
to view or “play” any electronic object types stored in the
repository.
The EDMS solution must provide the capability to restrict
document manipulation functions (add, delete, modify) to
certain users based on user selectable parameters (e.g.,
folder type and document type).
The EDMS solution must restrict access to annotations to
unauthorized users.
The EDMS solution must support concurrent read/print
access to documents by multiple users.
The EDMS solution must support XML documents.
Version control for tracking document revisions. Check-in
and Checkout support for collaborative working on
documents.
The proposed system must have the capability to extract
data from any form, structured or unstructured. Perform
the data extraction using techniques such as OMR, ICR,
OCR, MICR, Barcodes etc. Export the data to the document
management system for image retrieval.
Page 80 of 124
7.33
Document Viewing
7.34
Document Viewing
7.35
Document Viewing
7.36
Document Viewing
7.37
Document Viewing
7.38
Document Viewing
7.39
Document Viewing
7.40
Document Viewing
7.41
Document Viewing
7.42
DMS Software
7.43
DMS Software
7.44
DMS Software
7.45
DMS Software
7.46
DMS Software
7.47
DMS Software
7.48
DMS Software
7.49
DMS Software
7.50
DMS Software
7.51
DMS Software
7.52
DMS Software
7.53
DMS Software
Confidential
Bookmark pages for viewing
Should recognize and launch appropriate application for
any object type for which software does not have viewer
Facility of viewing or taking printouts with or without
annotations.
Multiple document windows open at once by single user
Support for Document View through browser based plug-in.
Support for Image viewing applet for platform independent
image
Support for Thumbnails and direct page level access within
a document should be possible.
Support for Viewing Non Image documents like MS Word,
Excel, power point etc, without native applications in PDF
or HTML format. Support viewing of common file formats
without launching application that created them (viewers),
including images i.e. able to view file formats without
requiring the native application
Should use a variety of page display methods and support
user in moving through document in variety of ways, such
as: display pages one at a time, multiple pages on screen at
once, select desired page easily, go to first/last page.
Facility to traverse to next page/previous page or specific
page for viewing multi page documents.
Viewer must allow strip-by-strip display of the image in
case of low band width availability
Support for Billions of documents in the image repository.
Support for separate image and server(s) for storing actual
images.
Support for web services or other messaging standards and
also standard EAI products (Corporation is currently using
TIBCO)
The EDMS product must be compatible with latest version
of Linux at the server. It should not have any requirement
of commercial OS.
The EDMS product must support access to repositories and
workflow functionality over the LAN, Internet and LIC
intranet (WAN).
The EDMS product must support access to the document
repositories and workflow functionality through Internet
Explorer, mozilla firefox, open source and other industrystandard browsers.
The EDMS product must support fail-over back-up and
recovery capabilities.
The EDMS product must support various data storage
platforms appropriate to the size and requirements of LIC
application
The System should support for multi image servers
connecting to single database.
The proposed Solution should be capable of continuing the
existing EDMS features currently in operation.
Highly integrated product architecture with tightly
integrated back-end application server.
The DMS software should be compatible with any
Page 81 of 124
7.54
DMS Software
7.55
DMS Software
7.56
DMS Software
7.57
DMS Software
7.58
DMS Software
7.59
DMS Software
7.60
Image Capture
7.61
Image Capture
7.62
Image Capture
7.63
Image Capture
7.64
Image Capture
7.65
Image Capture
7.66
Image Capture
7.67
Image Capture
7.68
Image Capture
7.69
Image Capture
7.70
Image Capture
7.71
Image Capture
7.72
Image Capture
Confidential
commercial RDBMS.
The EDMS product must be scalable to the number of
users, retrieval volume and document storage as estimated
in the scope of work.
The EDMS product must support TCP/IP or be network
protocol independent. The product must work in network
environment (web based) with multiple concurrent users.
The EDMS should support open source databases as well as
commercial databases for Divisional/ Central level
deployment.
The EDMS solution must support the estimated volume of
transactions and documents through features such as
server replication, clustering or any equivalent tools.
The software should support a multi-tiered architecture,
the logical and physical separation of metadata storage
from document repository storage, and the separation of
client processes, server processes and interfacing
processes.
The software should support creation of multiple as well as
distributed repositories and provide transparent access to
such document repositories from any client.
Automatic segregation of batch of documents based on
Barcode, Blank Page, Fixed page and auto form recognition.
Extensive Reports & Audit trail like Report on total records
scanned along with associated indexes, Records exported
or not exported to DMS etc.
Facility for assigning document types
Facility to scan multiple pages into batches for auto/manual
processing, support for scanning different pages of a
document at different DPI resolutions.
Support for all standard scanning protocols like TWAIN,
WIA, ISIS, SANE etc.
Support for production level scanning, Scripts for handling
complex scanning using simplex and duplex scanners.
The EDMS must support imaging of 8-1/2” x 11” and legal
size, single-sided or double-sided pages.
The EDMS must support the deletion and re-scanning of
pages / documents before committing to disk.
The EDMS must support all standard file formats and
compression formats like TIFF multi-page files G3 and G4
compression, JPEG, GIF, XML, PDF etc.
The EDMS solution must support bi-tonal and gray-scale
image scanning. Should support colour scanning as per
business requirement.
The EDMS solution must support image capture at 150,
200, 300,400 and 600 dots per inch based on the image
quality requirement.
The EDMS solution must support various image
enhancements and clean-up techniques such as de-skew,
de-speckle and Darkening / lightening.
Simplified Export of scanned batches into DMS with auto
folder/sub folder creation, document filing & indexing on
user defined fields.
Page 82 of 124
7.73
Image Capture
7.74
Image Capture
7.75
Imaging Tool kit, API.
7.76
Integration
7.77
Integration
7.78
Integration
7.79
Integration
7.80
Mobile Support
7.81
Printing
7.82
Printing
7.83
Records Management
7.84
Response Time
7.85
Searching
7.86
Searching
7.87
Searching
7.88
Searching
7.89
Searching
7.90
Searching
7.91
Searching
7.92
Security / Access
Confidential
The EDMS must support appropriate scanners for the page
volumes estimated in this RFP and the quick import of the
output of the scanners capable of scanning a minimum of
80 pages per minute. EDMS should support import of both
image and electronic documents from any source.
The EDMS must support automatic indexing through bar
code recognition for standard formats.
Image processing libraries that support image
enhancement, image recognition, image compression,
image manipulation, data extraction, form processing,
image view, image download etc. Should be capable of
breaking multi-page images.
Interface for data import and export.
Interface for rapid development of customized web
interfaces
The EDMS must be based on open systems standards and
an interface must be available for integration of the EDMS
with in-house Insurance package (e-FEAP) developed in mf
cobol and java on Red Hat Linux (current version being
RHEL5.4) and other line of business applications.
XML or Web Based Document Management and Workflow
API toolkit for system integration and application
development.
Should support Mobile Device applications, both offline
and online.
The EDMS solution must be able to send print jobs to
network printers and to print from individual printers
attached to workstations, subject to proper
authentications.
The EDMS solution must have high volume, high speed
print capabilities to generate 1,000+ pages per day
The EDMS should provide automatic migration of
documents between storage platforms as part of the
archiving and document lifecycle management process
based on triggering events initiated from another system.
Response time for retrieval of images should be within 2
seconds.
Full text documents may be searched by phrases, word
proximity search, wild cards and Boolean searches (For any
index parameters).
Provides a list of matching documents (repository search)
listed by relevance.
Save document search queries for re-use.
Search single document or document repository based on
user-defined criteria (index attribute or full-text).
Software optimized for rapid search and retrieval on
multiple very large document repositories (billion pages
and above).
Support fuzzy searching.
Transparent Search across multiple repositories and
servers.
A security/access group must be able to be configured for a
single individual, multiple specific users, all users and other
Page 83 of 124
7.93
Security / Access
7.94
Security / Access
7.95
7.96
Security / Access
Security / Access
7.97
Security / Access
7.98
Security / Access
7.99
Security / Access
8.00
Security / Access
8.01
8.02
System
System
8.03
System
8.04
System
8.05
System
8.06
Systems Admin.
8.07
Systems Admin.
8.08
Systems Admin.
8.09
Systems Admin.
8.10
Web Publishing
8.11
Web Publishing
8.12
Web Publishing
Confidential
membership parameters.
A user must be able to belong to more than one group for
purposes of document access.
Access restrictions must be configurable at the folder or file
(collection of documents) and document (multiple pages)
levels and also on user defined Indexes (Data Class).
Data encryption should be possible.
Disaster recovery for all levels for all activity functions.
It is desirable the EDMS solution hide from view the
existence of any documents the current user is not
permitted access to.
Secure access to EDMS application where user
authentication should be based on the provision of the IT
Act. Support for the password encryption.
The EDMS product must permit the security/access
restrictions on documents and groups to be modified, and
to add/delete members to/from a group. Support for
system privileges for creating, deleting users, creating
indexes, workflow definition etc.
The EDMS product must support very granular access and
security restrictions, as described in the scope of work,
including the creation of groups of users with specific
document manipulation rights (add documents, delete,
view, print etc.) to designated types of documents (index
field) groups of documents (index field) and specific
individual documents. The system should enable definition
of users and groups relation in the system.
Support for incremental and full Backups.
Support for replicating data onto remote sites.
The EDMS capabilities must include backup capabilities for
the document repository and database(s).
The EDMS solution must be free from any date-related
malfunctions.
The EDMS solution must support mirrored drives.
EDMS System performance, utilization, load etc. related
reports and statistics to be provided.
Remote systems administration over an intranet / internet
must be a feature of the EDMS. (Web based
administration).
Systems administration functions leverage OS (Linux)
services such as User IDs, passwords and security levels.
Unified systems administration for all EDMS modules
(rather than separate administration for each module) are
highly desirable.
The EDMS solution must allow browser based users to
enter information over the Internet into forms and for
forms-based information to propagate through the system
using the product’s workflow or other capabilities.
The EDMS solution must be able to publish documents to a
Web server.
The EDMS solution must facilitate browser based users to
search for and retrieve, download and print documents in
the repository.
Page 84 of 124
8.13
Workflow
8.14
Workflow
8.15
Workflow
8.16
Workflow
8.17
Workflow
8.18
Workflow
8.19
Workflow
8.20
Workflow
8.21
Workflow
8.22
Workflow
8.23
Workflow
8.24
Workflow
Confidential
Create Ad-hoc or predefined routes for automatic
document routing on sequential or parallel routes.
Divert work items to other users for delegating or
substituting.
Facility to act upon, forward, return or complete workitems.
It is required for the EDMS to maintain a log of actions that
have been taken on a document (e.g. the routing sequence,
notes about problems in processing a document, people
who need to review the document and other annotations).
Refer work items to other users for reference.
The EDMS must support adaptive workflow for routing and
tracking of documents, messages and forms within or
across workgroup. Collaborative working on documents in a
secure environment through work-items.
The EDMS must support split screen viewing (a document
in one window and another application screen in a second
window).
The EDMS should provide the capability of routing
documents based on user decisions.
The workflow solution should be compatible with SMTP
gateways and support transmission of document through
email.
The workflow system must support an “universal inbox”
which is accessible concurrently by multiple users and
secure inboxes (access restricted to specific users).
The workflow system must support the generation of
workflow statistics and status of work items reports.
Workflow processes must be able to be accessed and
executed over the intranet, via dial-up access and over the
Internet by browser-based clients using Internet or LAN.
Page 85 of 124
Table-4: Hardware
Components for
Evaluation
S. No.
Marking Criteria
Total Marks
150
III. Hardware
Specifications provided
for Hardware/ Bill of
quantity
45
2
Hardware sizing / Hot
spares for hardware
45
3
Disaster Recovery
System
45
4
After sales support
15
1
Confidential
Supporting Documents required -Purchase Order /
Credential Letters from client stating that the solution is
implemented properly and working satisfactorily
Detailed configuration for Divisions, Zones and Central
Office and Bill of Quantity of each item at Division, Zone,
Central Office Without Commercials
(a) Hardware High-end Servers and Storage Components
(b) Benchmark reports for the image data volumes
(c) Scalability of Hardware
Sizing for Server and Storage for all locations
(a) Hardware sizing details
(b) Hot spares for hardware
(c) Number of maximum concurrent users
Plan and approach for
(a) Disaster Recovery Strategy along with re-replication
techniques
(b) Network requirement
(c) Number of locations
Detailed plan for AMC and other hardware support.
Page 86 of 124
Table-5: Project Management
S. No.
Components for
Evaluation
IV. Project Management
Marking Criteria
Total Marks
180
1
Project Plan
60
2
Support Team
40
3
Complaint
Management
System
4
Portal for
Centralized
Monitoring and
Control
30
5
Training
10
Confidential
40
Supporting Documents required -Purchase Order / Credential
Letters from client stating that the solution is implemented
properly and working satisfactorily
Project Plan with timelines
(a) Detailed project plan till deployment with appropriate
timelines
(b) Deployment Strategy
Role of Support Team at each location
(a) Server Monitoring and Maintenance
(b) User Administration
(c) Database Administration
(d) Software Support and reconciliation of the integrated
Systems with DMS
Detailed Complaint Management System Infrastructure and
Support mechanism
(a) Issues through ticket raising and escalating to the
respective support team
(b) Attending the issues within the provided Turn-around-time
with the help of onsite or offsite support team
(c) Replacement of the parts immediately from the hot spares
(d) Software bug fixing issues escalation to the Development
team
(e) Call status intimation to the end-users at all stages
Portal for Centralized Monitoring and Control
(a) System Monitoring and Control for both Technical and
Operational aspects
(b) MIS Reports and Dash Boards at each level of the
Organizational Structure
(c) Tools for Project Management
Training details including Refresher Training - Direct and
through video conferencing
(a) Training the trainers with a minimum of 15 participants
explaining the DMS techniques, migration techniques and the
entire architecture of DMS
(b) Training and Refresher Training for all DMS Users
Page 87 of 124
Table-6: Scanning Activities and Logistics
S.
No.
Components for
Evaluation
V. Scanning Activities and
Logistics
1
Logistics
Marking Criteria
Total
Marks
170
50
2
Scanning Operations
80
3
Ramp up plan
20
4
Upload Strategy
20
Confidential
Supporting Documents required -Purchase Order / Credential Letters
from client stating that the solution is implemented properly and
working satisfactorily
Record movement strategy
(a) The process of movement from Branch / Service Centre to
Scanning Centre and from Scanning Centre to RMF
(b) Precautions taken during the movement of records
(c) Security measures adopted
(d) Partnership with Logistics Vendor
(e) Experience and Pan-India presence of Logistics Partner, if any
Detailed Digitization standards
(a) Conversion of any image format to the requisite format
(b) Receipt of any image input from any source and merging it to the
existing image repository
(c) Compression techniques and percentage of compression
(d) Digitization standards proposed
(e) Capability to provide tools for importing the images from other
sources
(f) Controls proposed to ensure 100% Quality check and rectification
(g) Methods applied for Indexing
(h) Maximum total Scanning capacity per month throughout the
Country
(i) Type of scanner and maximum load per scanner including
availability of standby scanners and other hardware
(j) Strategy for urgent scanning requirements with ability to cope up
with IRDAI's guidelines
(k) Minimum time within which the scanned images can be uploaded
from the time of pickup of documents
During peak time
(a) Detailed Ramp up Plan to cope up with the huge volumes at the
year-end / month-end / fortnightly
(b) Provision for hot spares and also skilled manpower / provision for
bench strength
Upload through network
(a) Upload through media as well as through network
(b) Security of media in case of offline upload
(c) Sign-off mechanism for successful upload
(d) Auto reconciliation mechanism for upload and replica Servers
Page 88 of 124
Table-7: Migration Activities
S.No.
Components for
Evaluation
VI. Migration
Activities
Total
Marks
150
Marking Criteria
Supporting Documents required -Purchase Order / Credential Letters from client
stating that the solution is implemented properly and working satisfactorily
With timelines
1
2
3
4
Checklist for
pre and post
migration
activities
Migration Plan
Reconciliation
and auditing
of the
migrated data
Infrastructure
requirements
for migration
activities
25
90
10
5
(a) Finding out the actual image data and database data to be migrated
(b) Checklist of pre and post migration activities in detail
(c) Purification of the existing image data
(d) Reconciliation of the missing records with the Core Business System (e-FEAP)
(e) Removal of the tuples in the database data
For extraction, transformation and loading (ETL)
(a) Overall migration Strategy for image data and database data and details of the
migration tool
(b) Merging of the duplicate records using a tool
(c) Analysis of the images in the error path and merging with the original e-docket
(d) Testing of the data before and after migration
(e) Timelines of each activity of migration (Not to exceed 6 months from the date
of signing of the Contract)
(f) Details of the Personnel to be deployed for migration
(g) Conducting of a Pilot at one Division
(h) Business Continuity Plan during migration
(i) Downtime requirement for migration adhering to the Business Continuity Plan
of LIC
(j) Deployment Strategy in all locations
(k) Storing the signature from the proposal form as a blob
With Reports
(a) Reconciliation of the migrated data without missing a single record
(b) Audit trails of the migration in the form of Dash Boards and MIS Reports
To be arranged by the Bidder; Details of the infrastructure should be provided
Existing Workflow using DMS and Non-DMS Solutions
5
Separate
migration
strategy for
Workflow
Confidential
20
(a) The Workflows available at Central Office, Zonal Office and Divisional Office
Departments to be migrated to the new EDMS
(b) The Non-DMS Solutions like Propsino also contains Workflow components and
the same should also be migrated and merged with the new EDMS
Page 89 of 124
Table-8: COMMERCIAL BID FOR THE RFP (NPV)
Online Reverse Auction
Date:
Name of the Bidder:
COMMERCIAL BID FOR THE RFP (NPV)
No.
Unit
of
Office
Total Cost
Rate
Units
Description
I. Operations
Logistics Charges
Scanning and Upload Charges
(For Logistics and Scanning volumes
for 7 years, refer Section 6.2)
2. Hardware
Server (2 Nos. per location)
Server
Storage
Storage Switch (if required)
Backup Server
Tape Library
LTO6 tape drives (10 Nos. per
location)
NPV
DO
DO
234
27
122
122
113
122
DO/CO
ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
1220 DO/ZO/CO
3. Software
Operating System
DMS Software
Database
Web and Application Server Software
Cluster Agent
Business Activity Monitoring (BAM)
Tool
Business Process Monitoring (BPM)
Tool
Mobile Device Application Software
Replication Tool
4. Other Services
Migration Cost
Annual Maintenance Charges (4
years) for Hardware Maintenance
(after warranty of 3 years)
Annual Technical Charges (7 years)
for Software Maintenance
Project Management (7 years)
(Includes all the Support team
Confidential
Discount
factor
122
122
122
122
244
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
122 DO/ZO/CO
122 DO/ZO/CO
2 CO
122 DO/ZO/CO
122 DO/ZO/CO
122 DO/ZO/CO
1 CO
1 CO
Page 90 of 124
members)
Software Application Migration
1 CO
5. Any other deliverables (Please
specify)
Grand Total Cost
Grand Total Cost (NPV) - Figure to be
Quoted in Online Reverse Auction
Confidential
Page 91 of 124
Table-9: Approximate Distance Between Branches and Division
Zone
WZ
EZ
WZ
NZ
WZ
WZ
WZ
WZ
EZ
NZ
SZ
NZ
SZ
SCZ
WZ
WZ
WZ
SCZ
SZ
SCZ
NZ
NCZ
SZ
SZ
NZ
WZ
NZ
SZ
NCZ
SZ
SZ
SZ
SCZ
SZ
SCZ
NCZ
WZ
EZ
NCZ
NCZ
SCZ
NCZ
NZ
NCZ
SZ
EZ
Confidential
Division
Mumbai-SSS
KOLKATA-DO-I
MDO-IV
DELHI-1
MDO-I
MDO-III
AHMEDABAD
MDO-II
KOLKATA-II
DELHI-3
CHENNAI
DELHI-2
CHENNAI
BANGALORE - 2
GOA
VADODARA
SURAT
HYDERABAD
THIRUVANTAPURAM
BANGALORE - 1
LUDHIANA
ALIGARH
KOTTAYAM
TIRUNELVELI
JALANDHAR
THANE
CHANDIGARH
SALEM
ALLAHABAD
COIMBATORE
MADURAI
KOZHIKOE
RAJAHMUNDRY
ERNAKULAM
VISAKHAPATNAM
VARANASI
NADIAD
PATNA
BAREILY
MEERAT
MYSORE
GORAKHPUR
AMRITSAR
AGRA
THANJAVUR
BONGAIGAON
Approximate
Distance from DO
(In Kms.)
0
1
2
4
5
9
12
12
15
16
17
17
18
27
31
31
32
33
33
36
39
46
47
48
49
49
50
52
56
56
56
56
58
59
60
61
61
61
62
62
62
64
65
68
69
71
Distance Range
No of Divisions having
Branches within the
range of 0 to 10 kms : 6
Branches within the
Branches within the
Branches within the
Page 92 of 124
WZ
WZ
EZ
NCZ
NCZ
SCZ
WZ
EZ
WZ
SCZ
NCZ
SCZ
WZ
CZ
WZ
CZ
EZ
CZ
CZ
NCZ
SCZ
SCZ
WZ
EZ
SCZ
EZ
EZ
NZ
EZ
NZ
SZ
WZ
WZ
EZ
EZ
NZ
CZ
CZ
WZ
NZ
SCZ
NZ
EZ
SCZ
SCZ
CZ
EZ
SCZ
NZ
WZ
NZ
EZ
Confidential
NAGPUR
KOLHAPUR
ASANSOL
LUCKNOW
KANPUR
KARIMNAGAR
NANDED
MUZAFFARPUR
GANDHINAGAR
DHARWAD
DEHRADUN
WARANGAL
SATARA
SATNA
PUNE
GWALIOR
GUWAHATI
BHOPAL
INDORE
HALDWANI
SECUNDERABAD
BELGAUM
BHAVNAGAR
HOWRAH
MACHILIPATNAM
JAMSHEDPUR
BHAGALPUR
UDAIPUR
CUTTACK
JAIPUR
VELLORE
RAJKOT
AMARAVATI
SAMBALPUR
HAZARIGAGH
KARNAL
SHAHADOL
RAIPUR
NASHIK
JODHPUR
NELLORE
AJMER
KOLKATA SUB
UDUPI
RAICHUR
JABALPUR
JALPAIGURI
KADAPA
SHIMLA
AURANGABAD
BIKANER
BERHAMPUR
72
74
76
77
79
79
80
81
81
82
83
84
84
87
87
89
88
89
89
90
90
92
92
92
93
95
98
99
103
103
107
108
109
111
112
112
114
115
117
125
127
129
132
136
137
144
146
155
157
161
168
182
Branches within the
Branches within the
Branches within the
Page 93 of 124
EZ
EZ
Confidential
JORHAT
SILCHAR
185
192
Page 94 of 124
Table-10: Projected volumes of dockets
These are the existing 105 Divisions.
S. No.
Zone
For Logistics
1
CZ
2
CZ
3
CZ
4
CZ
5
CZ
6
CZ
7
CZ
8
ECZ
9
ECZ
10
ECZ
11
ECZ
12
ECZ
13
ECZ
14
ECZ
15
ECZ
16
EZ
17
EZ
18
EZ
19
EZ
20
EZ
21
EZ
22
EZ
23
EZ
24
EZ
25
EZ
26
EZ
27
NCZ
28
NCZ
29
NCZ
30
NCZ
31
NCZ
32
NCZ
33
NCZ
34
NCZ
35
NCZ
36
NCZ
37
NCZ
38
NCZ
39
NZ
40
NZ
41
NZ
42
NZ
43
NZ
Confidential
Division
BHOPAL
GWALIOR
INDORE
JABALPUR
RAIPUR
SATNA
SHAHDOL
BERHAMPUR
BHAGALPUR
CUTTACK
HAZARIBAGH
JAMSHEDPUR
MUZAFFARPUR
PATNA
SAMBALPUR
ASANSOL
BONGAIGAON
GUWAHATI
HOWRAH
JALPAIGURI
JORHAT
KHARAGPUR
KMDO-I
KMDO-II
KSDO
SILCHAR
AGRA
ALIGARH
ALLAHABAD
BAREILY
DEHRADUN
FAIZABAD
GORAKHPUR
HALDWANI
KANPUR
LUCKNOW
MEERAT
VARANASI
AJMER
AMRITSAR
BIKANER
CHANDIGARH
DELHI-I
Y1
Y2
3
2
5
4
5
2
2
3
7
8
4
3
6
9
3
6
2
3
5
5
3
4
4
4
5
3
3
3
3
3
3
5
6
3
4
4
6
6
4
2
4
3
4
3
3
5
4
5
2
2
3
7
9
4
4
6
10
3
7
2
3
5
5
3
4
5
4
6
3
4
3
3
3
4
5
7
3
5
5
6
7
4
3
4
4
5
Y3
4
3
6
4
6
3
3
3
8
10
5
4
7
11
3
8
2
4
6
6
3
4
5
4
6
3
4
3
4
3
4
6
8
3
5
5
7
8
5
3
4
4
5
Y4
Y5
Y6
(No. of dockets in Lakhs)
4
4
5
3
3
4
6
7
8
5
5
6
6
7
8
3
3
3
3
3
4
4
4
4
9
10
10
11
12
14
5
6
6
4
5
5
7
8
9
12
13
14
4
4
4
8
9
10
2
2
3
4
5
5
6
7
7
6
7
8
4
4
4
5
5
6
6
6
7
5
5
6
7
8
8
3
4
4
4
5
5
3
4
4
4
4
5
4
4
5
4
5
5
7
7
8
9
9
10
3
4
4
6
6
7
6
6
7
8
8
9
8
9
10
5
6
6
3
4
4
5
5
6
4
5
5
6
6
7
Y7
Total no.
of dockets
5
4
8
7
8
4
4
5
12
15
7
6
10
15
5
11
3
6
8
9
5
6
7
7
9
4
6
5
5
5
6
9
11
5
7
7
10
11
7
4
6
6
8
28
23
44
35
45
20
21
25
62
80
37
31
53
83
25
59
16
30
43
46
26
35
40
35
49
24
32
25
28
27
32
47
61
24
40
40
54
59
36
23
33
32
41
Page 95 of 124
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
NZ
NZ
NZ
NZ
NZ
NZ
NZ
NZ
NZ
NZ
NZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
Confidential
DELHI-II
DELHI-III
JAIPUR
JALANDHAR
JODHPUR
KARNAL
LUDHIANA
ROHTAK
SHIMLA
SRINAGAR
UDAIPUR
BANGALORE-I
BANGALORE-II
BELGAUM
DHARWAD
HYDERABAD
KADAPA
KARIMNAGAR
MACHILIPATNAM
MYSORE
NELLORE
RAICHUR
RAJAHMUNDRY
SECUNDERABAD
SHIMOGA
UDIPI
VISHAKHAPATNAM
WARANGAL
CHENNAI-I
CHENNAI-II
COIMBATORE
ERNAKULAM
KOTTAYAM
KOZHIKODE
MADURAI
SALEM
THANJAVUR
TIRUNELVELI
TRIVANDRUM
VELLORE
AHMEDABAD
AMRAVATI
AURANGABAD
BHAVNAGAR
GANDHINAGAR
GOA
KOLHAPUR
MUMBAI-I
MUMBAI-II
MUMBAI-III
MUMBAI-IV
MUMBAI-SSS
5
3
7
3
5
3
2
3
4
3
3
5
3
3
4
4
4
4
5
5
4
3
4
5
3
4
4
3
3
4
5
6
4
6
4
4
5
3
4
5
6
3
3
2
4
2
3
3
3
3
3
1
6
4
7
3
5
4
2
3
4
3
4
5
4
4
4
5
4
4
5
5
4
4
4
6
4
4
4
3
4
4
5
7
4
6
4
4
5
3
4
5
6
3
3
2
4
2
4
3
4
4
3
1
6
4
8
3
6
4
3
4
5
3
4
6
4
4
5
5
5
5
6
6
4
4
5
6
4
5
5
4
4
4
6
8
4
7
5
5
6
4
4
6
7
4
3
2
4
2
4
3
4
4
3
1
7
4
9
3
6
4
3
4
5
3
4
6
4
5
5
6
5
5
6
6
5
5
5
7
4
5
5
4
5
5
6
8
5
8
5
5
6
4
5
6
8
4
4
2
5
2
4
4
4
5
4
1
8
5
10
4
7
5
3
4
6
4
5
7
5
5
6
6
6
6
7
7
5
5
6
8
5
6
6
5
5
5
7
9
5
9
6
6
7
4
5
7
8
4
4
2
5
2
5
4
5
5
4
1
8
5
11
4
8
5
4
5
6
4
5
8
5
6
6
7
6
6
7
7
6
5
6
9
5
6
6
5
6
6
8
10
6
9
7
6
8
5
6
7
9
5
5
3
6
3
5
4
5
6
5
1
9
6
12
5
8
6
4
5
7
4
6
9
6
6
7
7
7
7
8
8
6
6
7
9
6
7
7
5
6
6
9
11
7
10
7
7
9
5
6
8
10
5
5
3
6
3
6
5
6
6
5
1
49
32
65
25
45
32
21
28
37
24
30
46
30
32
36
39
36
37
44
44
33
32
38
50
31
38
37
29
33
34
46
61
35
56
38
38
46
28
34
43
55
27
27
16
33
15
31
26
31
33
27
5
Page 96 of 124
96
97
98
99
100
101
102
103
104
105
Total
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
Confidential
NADIAD
NAGPUR
NANDED
NASIK
PUNE
RAJKOT
SATARA
SURAT
THANE
VADODARA
3
5
2
4
8
4
3
5
5
3
408
3
6
2
4
8
4
3
5
6
3
449
3
7
2
5
9
4
3
6
6
4
494
3
7
3
5
10
5
4
6
7
4
544
4
8
3
6
11
5
4
7
7
4
598
4
9
3
7
12
6
4
8
8
5
658
4
10
3
7
14
6
5
9
9
5
723
24
52
18
39
73
33
25
46
48
29
3,874
Page 97 of 124
Table-11: Projected volumes of Images
These are the existing 105 Divisions
S. No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
Zone
Division
For Scanning
CZ
BHOPAL
CZ
GWALIOR
CZ
INDORE
CZ
JABALPUR
CZ
RAIPUR
CZ
SATNA
CZ
SHAHDOL
ECZ
BERHAMPUR
ECZ
BHAGALPUR
ECZ
CUTTACK
ECZ
HAZARIBAGH
ECZ
JAMSHEDPUR
ECZ
MUZAFFARPUR
ECZ
PATNA
ECZ
SAMBALPUR
EZ
ASANSOL
EZ
BONGAIGAON
EZ
GUWAHATI
EZ
HOWRAH
EZ
JALPAIGURI
EZ
JORHAT
EZ
KHARAGPUR
EZ
KMDO-I
EZ
KMDO-II
EZ
KSDO
EZ
SILCHAR
NCZ
AGRA
NCZ
ALIGARH
NCZ
ALLAHABAD
NCZ
BAREILY
NCZ
DEHRADUN
NCZ
FAIZABAD
NCZ
GORAKHPUR
NCZ
HALDWANI
NCZ
KANPUR
NCZ
LUCKNOW
NCZ
MEERAT
NCZ
VARANASI
NZ
AJMER
NZ
AMRITSAR
NZ
BIKANER
NZ
CHANDIGARH
NZ
DELHI-I
NZ
DELHI-II
NZ
DELHI-III
NZ
JAIPUR
NZ
JALANDHAR
NZ
JODHPUR
NZ
KARNAL
NZ
LUDHIANA
NZ
ROHTAK
Confidential
Y1
68
52
101
82
100
46
51
58
139
182
83
69
122
179
61
140
38
67
100
110
57
80
89
82
109
54
75
57
64
64
79
111
135
58
93
94
131
131
85
55
80
76
95
112
75
151
61
106
78
51
66
Y2
75
58
112
90
110
50
56
64
153
200
92
76
134
197
67
154
42
74
109
120
63
88
98
91
120
59
83
63
70
70
87
122
149
64
102
103
144
144
94
60
88
84
104
124
82
166
67
116
86
56
73
Y3
82
63
123
99
121
55
62
70
168
220
101
83
147
217
74
170
46
82
120
132
69
97
107
100
132
65
91
69
78
77
96
135
164
70
112
113
159
159
103
66
97
92
115
136
91
182
74
128
94
62
80
Y4
Y5
(No. of images in Lakhs)
90
99
70
77
135
148
109
120
133
147
61
67
68
75
77
85
185
203
243
267
111
122
92
101
162
178
239
263
81
89
187
206
51
56
90
99
132
146
146
160
76
84
107
117
118
130
110
121
145
159
71
78
100
110
76
84
85
94
85
94
105
116
148
163
180
198
77
85
124
136
125
137
175
192
175
192
114
125
73
80
106
117
101
111
126
139
150
165
100
110
201
221
81
89
141
155
104
114
68
75
88
97
Y6
109
84
163
132
161
74
82
93
223
293
134
111
196
289
98
226
61
109
160
176
92
129
143
133
175
86
121
92
103
103
127
179
218
94
150
151
211
212
138
88
129
123
153
181
121
243
98
170
126
82
107
Y7
120
93
180
145
178
81
90
102
246
323
148
122
215
318
108
249
67
120
176
194
101
142
157
146
193
95
133
101
113
113
140
197
239
103
165
166
233
233
151
97
141
135
168
199
133
267
108
187
138
91
117
Total no.
of images
569
429
824
674
798
373
424
470
1,116
1,477
675
556
986
1,414
509
1,166
319
543
812
912
455
655
707
680
871
428
625
470
521
529
676
924
1,076
488
765
769
1,105
1,049
708
456
666
638
779
917
621
1,241
519
871
659
435
552
Page 98 of 124
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
Total
NZ
NZ
NZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SCZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
SZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
WZ
Confidential
SHIMLA
SRINAGAR
UDAIPUR
BANGALORE-I
BANGALORE-II
BELGAUM
DHARWAD
HYDERABAD
KADAPA
KARIMNAGAR
MACHILIPATNAM
MYSORE
NELLORE
RAICHUR
RAJAHMUNDRY
SECUNDERABAD
SHIMOGA
UDIPI
VISHAKHAPATNAM
WARANGAL
CHENNAI-I
CHENNAI-II
COIMBATORE
ERNAKULAM
KOTTAYAM
KOZHIKODE
MADURAI
SALEM
THANJAVUR
TIRUNELVELI
TRIVANDRUM
VELLORE
AHMEDABAD
AMRAVATI
AURANGABAD
BHAVNAGAR
GANDHINAGAR
GOA
KOLHAPUR
MUMBAI-I
MUMBAI-II
MUMBAI-III
MUMBAI-IV
MUMBAI-SSS
NADIAD
NAGPUR
NANDED
NASIK
PUNE
RAJKOT
SATARA
SURAT
THANE
VADODARA
89
59
76
116
72
79
89
97
90
96
109
108
82
79
94
122
77
97
88
74
73
83
117
148
89
138
93
98
108
70
88
109
133
62
61
39
76
37
75
59
70
75
63
16
57
120
43
86
174
80
59
103
110
68
9,179
98
65
83
127
80
86
98
107
99
106
119
119
90
87
103
135
85
106
96
82
81
91
129
163
98
152
103
108
119
77
97
120
147
68
67
43
84
41
83
65
77
83
69
17
62
132
47
95
191
88
65
114
121
75
10,097
108
72
92
140
88
95
108
118
109
116
131
131
99
96
113
148
93
117
106
90
89
100
142
179
108
167
113
118
131
85
106
132
161
75
74
47
92
45
91
72
84
91
76
19
68
146
52
105
211
97
71
125
134
82
11,107
119
79
101
154
96
105
118
129
120
128
144
144
109
106
125
163
102
129
117
99
98
110
156
197
119
184
124
130
144
93
117
145
178
82
81
52
101
49
100
79
93
100
84
21
75
160
57
115
232
107
79
137
147
90
12,217
131
87
111
169
106
115
130
142
131
141
159
158
119
116
137
179
113
142
128
109
108
121
171
217
131
202
137
143
159
102
129
159
195
90
90
57
111
54
110
87
102
110
92
23
83
176
62
127
255
118
86
151
162
99
13,439
144
96
122
186
117
127
143
156
145
155
175
174
131
128
151
197
124
156
141
119
118
133
188
239
144
222
150
158
175
113
141
175
215
99
99
63
122
60
121
95
112
121
101
25
91
194
69
139
280
129
95
166
178
109
14,783
158
105
134
205
128
139
158
172
159
170
192
191
145
141
166
217
136
171
155
131
130
147
207
263
158
244
165
173
192
124
156
193
236
109
108
69
135
66
133
105
124
133
112
28
100
213
76
153
308
142
105
183
196
120
16,261
743
507
646
995
604
660
753
827
764
836
922
917
689
675
800
1,033
661
840
722
637
592
697
1,015
1,254
770
1,173
787
854
899
600
763
934
1,124
497
494
332
618
314
633
482
565
610
517
150
471
985
349
694
1,448
673
488
829
896
562
87,084
Page 99 of 124
Table-12: Details for Sizing
Zone
Division
BHOPAL
BILASPUR
GWALIOR
INDORE
JABALPUR
RAIPUR
SATNA
SHAHDOL
CZ
ECZ
EZ
Zone Total
BEGUSARAI
BERHAMPUR
BHAGALPUR
BHUBANESWAR
CUTTACK
HAZARIBAGH
JAMSHEDPUR
MUZAFFARPUR
PATNA - I
PATNA - II
SAMBALPUR
Zone Total
ASANSOL
BARADHAMAN
BONGAIGAON
GUWAHATI
HOWRAH
JALPAIGURI
JORHAT
KHARAGPUR
KMDO - I
KMDO - II
KSDO
SILCHAR
Zone Total
AGRA
ALIGARH
ALLAHABAD
BAREILY
DEHRADUN
FAIZABAD
GORAKHPUR
HALDWANI
Confidential
No. of
Branches
21
10
16
32
21
16
12
12
Details for Sizing
Total
Work
DMS
Concurrent
Flow
Users
Users for
Users
the Division
5
10
315
5
10
150
5
10
240
5
10
480
5
10
315
5
10
240
5
10
180
5
10
180
No. of
Digitized
Policies
Existing
Database
data (In GB)
31,35,000
22,44,292
24,48,250
50,22,750
41,05,000
35,34,458
23,25,750
21,31,000
120
NEW DIVISION
113
239
254
259
125
97
Existing
Image
data (In
GB)
2925
2262
4809
3958
6011
2836
2509
140
10
14
14
9
19
18
19
14
14
12
14
157
16
12
12
20
14
23
20
10
23
18
24
14
206
20
16
18
20
20
13
22
18
5
5
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
10
10
150
210
210
135
285
270
285
210
210
180
210
29,16,205
29,30,000
33,62,440
22,72,473
65,79,527
48,58,000
38,85,000
62,69,523
43,21,408
49,85,924
24,58,000
NEW DIVISION
118
187
NEW DIVISION
291
296
220
401
314
NEW DIVISION
153
5
5
5
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
10
10
10
240
180
180
300
210
345
300
150
345
270
360
210
38,83,177
35,05,573
16,32,000
37,15,500
59,47,000
56,97,100
31,00,000
49,75,000
65,86,000
47,55,000
81,41,000
24,92,000
243
NEW DIVISION
206
283
295
374
218
318
308
212
328
100
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
300
240
270
300
300
195
330
270
42,08,000
31,62,000
40,24,500
31,29,000
30,73,000
51,87,000
66,20,250
25,10,000
239
344
342
159
144
189
187
104
2747
4417
7812
3856
3557
5805
5289
2418
5566
1732
4395
4850
4618
2934
4446
6828
4201
7255
2073
3040
3072
3557
3120
3193
3897.6
5254
2599
Page 100 of 124
NCZ
NZ
SCZ
KANPUR
LUCKNOW
MEERUT
VARANASI
Zone Total
AJMER
AMRITSAR
BIKANER
CHANDIGARH
DELHI - I
DELHI - II
DELHI - III
JAIPUR - I
JAIPUR - II
JALANDER
JODHPUR
KARNAL
LUDHIANA
ROHTAK
SHIMLA
SRINAGAR
UDAIPUR
Zone Total
BELGAUM
BENGALURU - II
BENGALURU - I
DHARWAD
HYDERABAD
KADAPA
KARIM NAGAR
MACHILIPATNAM
MYSORE
NELLORE
RAICHUR
RAJAHMUNDRY
SECUNDERABAD
SHIMOGA
UDIPI
VISHAKHAPATNAM
WARANGAL
Zone Total
CHENNAI - I
CHENNAI - II
COIMBATORE
ERNAKULAM
KOTTAYAM
KOZHIKODE
MADURAI
SALEM
THANJAVUR
Confidential
26
19
27
28
247
20
17
22
20
25
29
16
15
16
19
22
16
13
15
23
17
15
320
14
20
20
15
22
20
13
24
22
21
16
20
23
14
17
20
13
314
21
21
26
14
18
25
25
18
27
5
5
5
5
10
10
10
10
390
285
405
420
49,44,000
52,28,000
56,72,000
67,56,250
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
300
255
330
300
375
435
240
225
240
285
330
240
195
225
345
255
225
42,42,500
27,11,000
32,11,500
36,86,500
50,06,250
60,52,000
34,93,250
37,93,049
32,78,451
27,76,000
45,16,750
36,88,500
21,50,500
31,09,750
39,38,750
22,45,500
28,96,500
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
210
300
300
225
330
300
195
360
330
315
240
300
345
210
255
300
195
38,24,500
39,33,750
46,55,250
39,49,000
46,98,500
47,17,750
39,25,750
51,37,000
44,56,000
42,22,250
39,65,000
43,52,000
58,30,500
30,78,250
35,40,000
52,55,250
35,41,250
209
302
188
295
296
342
330
296
270
295
150
304
200
373
254
138
240
3743.5
3887
4619
4642
4428
5509
4350.7
5000.4
4412
4074
2900
4121
5419
2625
4405
4754
3709
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
315
315
390
210
270
375
375
270
405
43,91,000
41,51,000
49,44,250
26,99,662
45,03,250
58,59,000
51,92,750
39,98,000
53,99,250
279
223
279
312
270
288
292
280
259
3485
3645
3602
5126
4032
4691
4517
3816
3913
367
403
380
200
349
110
123
326
370
404
401
271
NEW DIVISION
128
233
147
267
158
264
67
97
4040
4915
5536
6105
3672
3051
3332
3407
5203
5615
3223.8
6468
2532
3930
3496.7
1900
2930
3607
2159
3047
Page 101 of 124
SZ
WZ
THRISSUR
TIRUNELVELI
TRIVANDRUM
VELLORE
Zone Total
AHMEDABAD
AMARAVATI
AURANGABAD
BHAVNAGAR
GANDHINAGAR
GOA
KOLHAPUR
MUMBAI - I
MUMBAI - II
MUMBAI - III
MUMBAI-IV
MUMBAI-SSS
NADIAD
NAGPUR
NANDED
NASIK
PUNE - I
PUNE - II
RAJKOT
SATARA
SURAT
THANE
VADODARA
Zone Total
Confidential
13
16
15
22
261
30
19
17
11
25
11
18
16
20
19
18
4
18
26
8
20
17
16
20
13
21
23
17
407
5
5
5
5
10
10
10
10
195
240
225
330
37,79,338
32,44,750
36,35,750
48,22,250
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
10
450
285
255
165
375
165
270
240
300
285
270
60
270
390
120
300
255
240
300
195
315
345
255
62,68,000
35,17,000
30,38,000
18,71,000
44,57,000
15,82,000
30,11,000
35,82,250
34,91,750
44,00,079
33,89,750
11,27,750
24,89,000
63,91,000
20,55,000
48,94,000
42,96,221
41,17,779
41,05,000
27,15,000
46,13,000
51,53,000
31,39,000
NEW DIVISION
202
2791
153
3465
255
4072
232
350
166
72
325
222
243
381
169
248
318
308
132
250
103
272
141
314
248
225
403
191
42
6246
3787
4122
1820
4225
1687
3215
4423.1
4039
4619
4300
3649.4
2820
6541
2233
4988
5362
5280
4180
2714
4780
5896
3832
Page 102 of 124
10-Annexure
Annexure - 1 : Capability of the Bidder / System Integrator
No.
Information
1 Company Name
2. Date of Incorporation/Nature (Pvt/Pub/PSU/Govt.)
3. Company Head Office / Registered Office and Addresses
Contact Person(s)
Phone
Mobile
Fax
E-mail
Website
4. Name, designation and contact details of the person
authorized to make commitments to LIC. (Power of
Attorney for the Authorized Signatory for this bid should be
enclosed)
5. Any pending or past litigation (within last three financial
years)? (Yes / No)
If yes, please give details
6. Please mention turnover for the last three financial years Year wise
excluding the current financial year.
Particulars / Response
Turnover
Profit / Loss
2012-2013
2013-2014
2014-2015
7. Technical Professional Strength (Under permanent
employment with the Organization)
8. Whether the Firm / Company has widely accepted
certifications. If yes, provide details
9. Details of formal relationship with OEM of equipment
positioned as part of the RFP with description of the nature
of relationship and certified copies.
10. Profile of personnel with qualification, experience and
relevant certification who can be assigned for installation,
migration, commissioning, integration and maintenance of
the proposed infrastructure.
11. Capability of the bidder to provide 24x7 support
12. Details of similar installation (minimum one project)
atleast 1 installation where similar nature of System
Integration Services for EDMS implementation including
Operational activities have been provided.
atleast 1 installation where standard EDMS Workflow is
implemented.
alteast 1 installation where the proposed storage /
hardware solution with supporting technical and
operational personnel is implemented.
Confidential
Page 103 of 124
atleast 1 installation where the migration / upgradation
activity of EDMS Solution related to database or software is
implemented.
For all the four items stated above, provide the following
information wherever applicable as per Annexure - 10.
13 OEMs, if any
Note: In case of any OEM, please furnish the information in the above format separately.
Bidders’ Name :
Authorized Signatory
Seal:
Date:
Confidential
Page 104 of 124
Annexure - 2 : Pre-Qualification Criteria
S. No.
Details
1
Bidder should be a company incorporated under Indian
Companies Act, 2013 or a Government Concern.
2
Bidder should have ISO-9001-2008 (or equivalent)
certification for quality management and minimum of
CMMi Level 3 certification valid as on date. Due
consideration will be given for any relevant additional
valid Certifications pertaining to Information Technology.
3
If the Bidder is not an OEM, then authorization letter
from all the OEMs like DMS Software, Operating System,
Database, Web and Application Server Software, Mobile
Device Application Software etc., should be obtained,
stating that the OEM will fully support the Bidder for the
implementation of the End-to-End EDMS in LIC,
throughout the Contract period as envisaged within the
scope of this RFP.
Yes / No
Details of the Documentary
Proof attached *
Servers: OEM of high-end enterprise class Servers
compatible with Linux latest Version but should work in
the earlier Linux Versions also
Storage: Storage of requisite capacity compatible with
Linux latest Version but should work in the earlier Linux
Versions also
Operating System: Linux Latest Server Version
Database: RDBMS compatible with the DMS Software
Web Server: Any enterprise high-end Web Server
Application Server: Any standard Application Server
DMS Software: Any standard DMS Software
4
The Bidder shall provide Enterprise Content Management
Software – OEM’s appearing in Magic Quadrant for
Enterprise Content Management 2015 and should be a
part of it.
5
Audited Balance Sheet along with Profit and Loss
Statements for the last three accounting years (2014-15,
2013-14, 2012-13) should be submitted, showing profit
on all the last three accounting years. The turnover of the
Company should be more than 200 Crores per year in all
the three years.
Confidential
Page 105 of 124
6
7
8
9
10
The Bidder must provide at least one reference account,
where they are presently providing or have provided
similar Service or Services of similar magnitude in the
past five years. Name of the Organization, individual(s) to
contact, phone number and address should be included.
Reference must prove Bidder's Project experience as
System Integrator related to the supply, installation,
migration, customization and implementation of project
at Enterprise Level.
The Bidder must execute a Non-Disclosure Agreement on
a stamp paper of amount `250=00 (Rupees Two Hundred
and Fifty Only).
The Bidder must submit Bid Security in the form of Bank
Guarantee for `2,00,00,000 (Rupees Two Crores Only)
along with the complete Bid from a Nationalized /
Scheduled bank as per the attached proforma mentioned
in Annexure - 3.
Bidder should not have been blacklisted by any
Government / PSU / Corporation for corrupt or
fraudulent practices or non-delivery, non-performance in
the last three financial years. A self-declaration from the
Bidder is required.
Pre Contract Integrity Pact - Only those Bidders who have
entered into Pre Contract Integrity Pact with LIC would
be eligible to participate in the bidding. The “Pre Contract
Integrity Pact” as Annexure - 11, should be provided by
the Bidder.
* The information provided by the bidder should be accompanied by supporting documentary evidence.
Bidders’ Name :
Seal:
Date:
Confidential
Page 106 of 124
Annexure - 3 : Bank Guarantee Format for EMD
This Deed of Guarantee executed by the __________________ (Bank name) (hereinafter referred to as “the Bank”)
in favour of Life Insurance Corporation of India (hereinafter referred to as “LIC”), a statutory corporation
established under section 3 of Life Insurance Corporation Act 1956 (XXXI of 1956) and having its Corporate Office at
“Yogakshema”, Jeevan Bima Marg, Mumbai – 400021 for an amount not exceeding Rs.____________(Rupees
_____________________________
only)
at
the
request
of
(Bidder's
Name
&
Address)
________________________________________________ (hereinafter referred to as the “Bidder”).
Therefore, we hereby affirm that we Guarantee and are responsible to you on behalf of the Bidder, up to a total
amount of Rs._____________ (Rupees ________________________ only) and we undertake to pay you, upon your
first written demand, without cavil or argument, any sum or sums as specified by you within the limit of Rs.
____________ (Rupees_________________________ only).
LIC need not prove or show grounds or reasons for the demand of a part or full amount of guarantee.
This Bank Guarantee will be valid for a period up to _____________ (for a period of 410 days from the date of
publication of Bid)
The Bank hereby covenants and declares that the guarantee hereby given is an irrevocable one and shall not be
revoked by a Notice or otherwise.
This Guarantee shall not be affected by any change in the Constitution of the Bank or the Bidder.
We hereby confirm that we have the powers to issue this guarantee in your favour under the Constitution and
business procedure of the bank and the undersigned is/are the recipient of authority by express delegation of
powers and has/have full powers to execute this performance bank guarantee.
Dated at________ this_________ day of __________ 2016.
Sealed & Signed by the Bank
Confidential
Page 107 of 124
Annexure - 4 : Technical Bid particulars to be provided by the Bidder
( On Company Letterhead )
[Date]
Executive Director (IT/SD),
Central Office,
Mumbai-400054.
Ref: Upgradation of the existing EDMS
Dear Sir,
We have understood the instructions and the terms and conditions mentioned in the Bid Documents furnished by
you and have thoroughly examined the detailed scope of work laid down by you and are fully aware of the nature
and the scope of work required. We hereby confirm our acceptance and compliance to the provisions and terms &
conditions contained in the Bid Documents. Our Bid shall remain valid for acceptance for six months from the last
date of submission of the offer.
We provide detailed information about the end-to-end Solution proposed along with relevant supporting
documentations. The proposed solution is designed for high-availability with no single point of failure and at least
99.5% uptime.
We further confirm that any deviation to the clauses found anywhere in our Bid, implicit or explicit, shall stand
unconditionally withdrawn, without any implication whatsoever to LIC of India, failing which the EMD may be
forfeited.
We certify that all the information provided in our bid, including the information regarding the team members, are
true. We understand that any willful misstatement in the Bid may lead to disqualification or cancellation of award if
made or termination of contract. We also understand that in such a case we may be debarred for future
assignments with LIC of India.
We submit the Bid with components appropriate to the requirements as stated under:
1. Scope of Work as mentioned in Section 6.
2. Should necessarily state the issues and challenges that the Bidder visualizes in the proposed implementation.
Recognition of issues and challenges, effective proposed strategy to address the issues should be part of the
proposed Solution.
3. Should submit high level bill of quantity along with detailed specification and product documentation.
4. Must state the Hardware Equipment Type, Make/Model, Broad Specifications and Product Highlights.
5. Free to add any additional component in order to complete the proposed Solution.
6. Should provide compatibility matrix and benchmarks for various components as desired.
7. Should provide migration strategy, methods and tools.
Confidential
Page 108 of 124
We further undertake, if our Bid is accepted, to supply, install and commission the Enterprise Document
Management System of Life Insurance Corporation of India in accordance with the requirements and the delivery
schedule finalized by LIC.
If our Bid is accepted, we will obtain the guarantee of a bank in the form prescribed by LIC for a sum equivalent to
20% of the Contract Price for the due performance of the Contract.
We agree to abide by this Bid for the Bid validity period specified in this RFP and it shall remain binding upon us and
may be accepted at any time before the expiry of that period. Until a formal contract is prepared and executed, this
Bid, together with your written acceptance thereof and your notification of the award, shall constitute a binding
Contract between us.
We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will
strictly observe the laws against fraud and corruption in force in India.
We understand that you are not bound to accept the lowest or any Bid you may receive.
Bidders’ Name :
Seal:
Date:
Confidential
Page 109 of 124
Annexure - 5 : Non-Disclosure Agreement Format
<Name of the Company> with its registered Office at <Address of the Company>, and its employees shall not,
unless Life Insurance Corporation of India (Corporation) gives permission in writing, disclose any part or whole of
this RFP Document reference number CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 published on <Date of RFP
release> for Upgradation of the existing EDMS, or the Bid and/or Contract, or any specification, plan, drawing,
pattern, sample or information furnished by LIC (including the users), in connection therewith to any person other
than the person employed by the Bidder in the performance of the Bid and/or Contract. Disclosure to any such
employed made in confidence and shall extend only as far as may be necessary for purposes of such performance.
The employees or the third party engaged by <Name of the Company> will maintain strict confidentiality.
<Name of the Company> and its employees and agents shall not without prior written consent from LIC make any
use of any document or information given by the user, except for purposes of performing the contract award.
In case of breach LIC shall take such legal action as it may be advised.
Company Stamp
Date:
Confidential
Page 110 of 124
Annexure - 6 : Benchmark Specification
Performance and Scalability Requirements
For handling very large number of document images, the software architecture of EDMS core solution must provide
necessary performance and scalability on the offered hardware platforms, so as to give acceptable response time
and throughput to the number of users indicated in the RFP. These requirements, applicable individually to each
configuration stipulated below:
•
•
•
•
•
Average Server response time to a request from an individual concurrent user should be less than
one second.
Server should handle 2000 requests per hour.
Image retrieval time for a user should be less than one second.
Progressive display of image view for a user should complete in less than 3 seconds.
For higher-end configurations for Divisions and clusters, the throughput and number of users should
be scalable by addition of CPU & Memory.
In order to ascertain these performance and scalability requirements, Bidders are required to appropriately
configure their software and hardware. The following should be kept in mind while configuring the machines:
Linux is the standardized platform in LIC Offices. All the software components and hardware servers must be
working on these platforms and should be appropriately certified.
All the other infrastructure software components offered must comply with the open standards. LIC would prefer
use of open source products, e.g., PostgreSQL, JBOSS, etc. However Bidders may quote for commercial products as
options for higher end configurations if the open source components are unable to meet the performance and
scalability requirements. In any case all components offered must work in an integral fashion with the core EDMS
software.
Benchmark Tests
During the Technical evaluation, Bidders will be required to conduct at their cost, and at a site in India mutually
agreed to, benchmark tests on the offered hardware as described below :
For the Divisional Server, the offered server to be loaded with sample policy dockets each with 20 document
images. A multi-user test for 75 to 100 concurrent users to be conducted with average image retrieval times and
throughput for 30 minutes noted in each case. A few physical terminals should be connected to the server while
this benchmark is run, for physical retrieval and verification by LIC representatives.
For the Zonal server, a similar test be conducted for sample policy dockets each with 20 document images for 150
to 200 concurrent users. Additionally, at least one (or more) CPUs should be added and the test be repeated to
demonstrate scalability. This test should be conducted separately with open source software components and
commercial products so as to permit LIC to take a view on the final choice. This data is to be used for the above
benchmark by appropriate replication of images and auto generation of required policy number/ Branch-id, etc.
Confidential
Page 111 of 124
Annexure - 7 : Service Support Details
Support Centre
Location
Phone
No
E-mail
Confidential
Status of
Office
working
days &
time
No. of
software
professionals
No. of
hardware
professionals
No. of
Hardware
staff
Details of
professional's
certifications
Details of Staff
experience
relevant to
EDMS
Page 112 of 124
Annexure - 8 : Financial Bid Covering Letter
( On Company Letterhead )
[Date]
Executive Director (IT/SD),
Central Office,
Mumbai-400054.
Ref.: Upgradation of the existing EDMS
Dear Sir,
Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned,
offer to supply and deliver …………………… (Description of System and Services) in conformity with the said Bidding
Documents for the sum of ……..(Total bid amount in words and figures) or such other sums as may be ascertained in
accordance with the Schedule of Prices attached herewith and made part of this bid, and hereby undertake that we
accept all the conditions of the contract of the Bidding Document and will supply, implement and commission the
systems as per the Technical Specifications mentioned elsewhere in the RFP of the bidding documents. We further
undertake that we fulfill the Eligibility requirement and for this purpose we enclose the details. In addition to this,
the particulars of our Organization such as legal status, principal place of business, details of experience and past
performance, service support details, capability statement and the required the EMD amount in the form of Bank
draft are furnished with this Bid form.
We further undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule
finalized. If our Bid is accepted, we will obtain the guarantee of a bank in the form prescribed by LIC for a sum
equivalent to 20% of the final Contract Price, valid for the entire contract period, for the due performance of the
Contract.
We agree to abide by this bid for the Bid validity period specified in this RFP and it shall remain binding upon us and
may be accepted at any time before the expiry of that period.
Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and your
notification of award, shall constitute a binding Contract between us.
We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will
strictly observe the laws against fraud and corruption in force in India.
We understand that you are not bound to accept the lowest or any bid you may receive.
Dated this ……….. day of …………… 20…..
________________________ ____________________________________
(Signature) (in the capacity of Duly authorized to sign Bid for and on behalf of)
Confidential
Page 113 of 124
Annexure - 9 : Financial Bid Form
Name of the Bidder:
Financial Bid
No.
Unit
of
Office
Rate
Unit
s
Description
I. Operations
Logistics Charges
Scanning and Upload Charges
Y
1
Y
2
Y
3
Y
4
Y
5
Y
6
Y
7
Total
Cost
DO
DO
(For Logistics and Scanning volumes for
7 years, refer Section 6.2)
2. Hardware
Server (2 Nos. per location)
Server
Storage
Storage Switch
Backup Server
Tape Library
LTO6 tape drives (10 Nos. per location)
234
27
122
122
113
122
1220
DO/CO
ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
3. Software
Operating System
DMS Software
Database
Web and Application Server Software
Cluster Agent
Business Activity Monitoring (BAM) Tool
Business Process Monitoring (BPM) Tool
Mobile Device Application Software
Replication Tool
122
122
122
122
244
122
122
122
122
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
DO/ZO/CO
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
4. Other Services
Migration Cost
Annual Maintenance Charges (4 years)
for Hardware Maintenance (after
warranty of 3 years)
Annual Technical Charges (7 years) for
Software Maintenance
Project Management (7 years)
Software Customization (7 years)
121 DO/ZO
122 DO/ZO/CO
X
1 CO
1 CO
1 CO
5. Any other deliverables (Please
specify)
Grand Total Cost
Confidential
Page 114 of 124
LIC reserves the rights to change the number of servers or adjust the configuration of deployed HW and SW. Line
item prices quoted by the Bidder shall be used to determine actual HW and SW cost.
All the above should be supported with component wise prices for every hardware and software proposed, for
hardware the detailed component wise pricing should include prices of every component like CPU, Storage, DVD
writer, Memory, Raid controller, Mother board, other components / accessories etc. Please specify the component
wise pricing for any other deliverables. Year wise cost bifurcation should be provided for components which are
spread over 7 years. For others, it should be part of the Year 1.
Signature & Seal of Bidder
Confidential
Page 115 of 124
Annexure - 10 : References
Name of the referred site
Address of the site
Contact person name, designation and contact
details
Nature of Business
Hardware and Operating System used
Database used
Application Environment
Network Environment
Date of Commencement / Completion of the
service
Size of the operation
Volume of data
Size of the database
Number of Concurrent Users
Architecture deployed (Whether Centralized or
Distributed)
Brief on Digitization Process - How Scanning is
done, where (onsite / offsite).
DMS for Work Flow and number of processes
Confidential
Page 116 of 124
Annexure - 11 : Pre Contract Integrity Pact
General:
This pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is made on…………………. day of the
month of …………………..201
, between, on one hand, the Life Insurance Corporation of India (hereinafter referred
to as “LIC”) a statutory Corporation established under section 3 of Life Insurance Corporation Act 1956 (XXXI of
1956) and having its corporate office at “Yogakshema” Jeevan Bima Marg Mumbai 400021. (hereinafter called the
“BUYER” which expression shall mean and include, unless the context otherwise requires, his successors in office
assigns) of the First part. And M/s …………………………
represented by Shri………………………………….. .(
hereinafter called the “BIDDER /SELLER” which expression shall mean and include , unless the context otherwise
requires, his successors and permitted assigns) of the Second part.
WHEREAS the BUYER proposes to procure (Name of the Stores/ Equipment/Item) and the BIDDER/Seller is
willing to offer/has offered the stores and
WHEREAS
the
BIDDER
is
a
private
company/public
company/Government
undertaking/partnership/registered export agency, constituted in accordance with the relevant law in the matter
and the BUYER is performing its function under the LIC Act 1956.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from any
influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into
with a view to:Enabling the BUYER to obtain the desired said stores/equipment/item at a competition price in conformity
with the defined specifications by avoiding the high cost and the distortionary impact of corruption on public
procurement, and
Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to secure the
contract by providing assurance to them that their competitors will also abstain from bribing and other corrupt
practices and the BUYER will commit to prevent corruption, in any form, by its officials by following transparent
procedures.
The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:Commitments of the BUYER
1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with the contract, will
demand, take a promise for or accept, directly or through intermediaries, any bribe, consideration, gift,
reward, favour or any material or immaterial benefit or any other advantage from the BIDDER, either
themselves or for any person, organisation or third party related to the contract in exchange for an advantage
in the bidding process, bid evaluation, contracting on implementation process related to the contract.
Confidential
Page 117 of 124
1.2 The BUYER will, during the pre-contract stage, treat all BIDDERs alike and will provide to all BIDDERs the same
information and will not provide any such information to any particular BIDDER which could afford an
advantage to that particular BIDDER in comparison to other BIDDERs.
1.3 All the officials of the BUYER will report to the appropriate “CVO” any attempted or completed breaches of the
above commitments as well as any substantial suspicion of such a breach.
2. In case any such preceding misconduct on the part of such official(s) is reported by the BIDDER to the BUYER with
full and verifiable facts and the same is prima facie found to be correct by the BUYER, necessary disciplinary
proceedings, or any other action as deemed fit, including criminal proceedings may be initiated by the BUYER and
such a person shall be debarred from further dealings related to the contract process. In such a case while an
enquiry is being conducted by the BUYER the proceedings under the contract would not be stalled.
Commitments of BIDDERs
3. The BIDDER commits itself to take all measures necessary to prevent corrupt practices, unfair means and illegal
activities during any stage of its bid or during any pre-contract or post-contract stage in order to secure the
contract or in furtherance to secure it and in particular commit itself to the following:3.1 The BIDDER will not offer, directly or through intermediaries, any bribe, gift, consideration, reward, favour,
any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any
official of the BUYER, connected directly or indirectly with the bidding process, or to any person, organization
or third party related to the contract in exchange for any advantage in the bidding, evaluation, contracting
and implementation of the contract.
3.2 The BIDDER further undertakes that it has not given, offered or promised to give, directly or indirectly any
bribe, gift, consideration, reward, favour, any material or immaterial benefit or other advantage,
commission, fees, brokerage or inducement to any official of the BUYER or otherwise in procuring the
Contract or forbearing to do or having done any act in relation to the obtaining or execution of the contract
of any other contract with the government for showing or forbearing to show favour or disfavor to any
person in relation to the contract of any other contract with the Government.
3.3 Foreign BIDDERs shall disclose the name and address of their Indian agents and representatives in India, and
Indian BIDDERs shall disclose their foreign BUYERs or associates.
3.4 BIDDERs shall disclose the payments to be made by them to their agents/brokers or any other intermediary,
in connection with this bid/contract.
3.5 The BIDDER further confirms and declares to the BUYER that the BIDDER is the original manufacturer/
integrator/authorized agent of the stores/equipment/items and has not engaged any individual or firm or
company whether Indian or foreign to intercede, facilitate or in any way to recommend to the BUYER or any
of its functionaries, whether officially or unofficially to the award of the contract to the BIDDER, nor has any
amount been paid, promised or intended to be paid to any such individual, firm or company in respect of any
such intercession, facilitation or recommendation.
Confidential
Page 118 of 124
3.6 The BIDDER, either while presenting the bid or during pre-contract negotiations or before signing the
contract, shall disclose any payments he has made, is committed to or intends to make to officials of the
BUYER or their family members, agents, brokers or any other intermediaries in connection with the contract
and the details of services agreed upon for such payments.
3.7 The BIDDER will not collude with other parties interested in the contract to impair the transparency, fairness
and progress of the bidding process, bid evaluation, contracting and implementation of the contract.
3.8 The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair means and illegal
activities.
3.9 The BIDDER/System Integrator will not commit any offence under the relevant India penal code (IPC)
/Provision of corruption (PC) act .Further improperly, for purposes of competition or personal gain, pass on
to others, any information provided by the BUYER as part of the business relationship, regarding plans,
technical Bids and business details, including information contained in any electronic data carrier. The
BIDDER also undertakes to exercise due and adequate care lest any such information is divulged.
3.10 The BIDDER commits to refrain from giving any complaint directly or through any other manner without
supporting it with full and verifiable facts.
3.11 The BIDDER shall not instigate or cause to instigate any third person to commit any of the actions mentioned
above.
3.12 If the BIDDER or any employee of the BIDDER or any person acting on behalf of the BIDDER, either directly or
indirectly, is a relative of any of the officers of the BUYER, or alternatively, if any relative of an officer of the
BUYER has financial interest/stake in the BIDDER’s firm, the same shall be disclosed by the BIDDER at the
time of filing of tender.
The term ‘relative’ for this purpose would be as defined in section 6 of the Companies Act 1956.
3.13 The BIDDER shall not lend to or borrow any money from or enter into any monetary dealings or transactions,
directly or indirectly, with any employee or the BUYER.
4. Previous Transgression
4.1 The BIDDER declares that no previous transgression occurred in the last three years immediately before
signing of this Integrity Pact, with any other company in any country in respect of any corrupt practices
envisaged hereunder or with any Public Sector Enterprise in India or any Government Department in India that
could justify; BIDDER’s exclusion from the tender process.
4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be disqualified from the
tender process or the contract, if already awarded, can be terminated for such reason.
5. Earnest Money (Security Deposit):
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5.1 While submitting commercial bid, the BIDDER shall deposit an amount Rs.……………………. (to be specified in
RFP/Tender ) as Earnest Money as applicable/Security Deposit, with the BUYER through any of the following
instruments:
(i) Bank Draft of Pay Order in favour of LIC.
(ii) A confirmed guarantee by an Indian Nationalized Bank, promising payment of the guaranteed sum to the BUYER
on demand within three working days without any demur whatsoever and without seeking any reasons
whatsoever. The demand for payment by the BUYER shall be treated as conclusive proof of payment.
(iii) Any other mode or through any other instrument (to be specified in the RFP/Tender ).
5.2
The Earnest Money /Security Deposit shall be valid up to the complete conclusion of the contractual
obligations to the complete satisfaction of both the BIDDER and the BUYER, including warranty period,
whichever is later.
5.3
In case of the successful BIDDER a clause would also be incorporated in the Article pertaining to
Performance Bond in the Purchase Contract that the provisions of sanctions for Violation shall be
applicable for forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same
without assigning any reason for imposing sanction for violation of this Pact.
5.4
No interest shall be payable by the BUYER to the BIDDER on Earnest Money/Security Deposit for the period
of its currency.
6. Sanctions for Violations:
6.1 Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting on its behalf (whether
with or without the knowledge of the BIDDER) shall entitle the BUYER to take all or any one of the following
actions, wherever required:(i) To immediately call off the pre contract negotiations without assigning any reason or giving any; compensation
to the BIDDER. However, the proceedings with the other BIDDER(s) would continue.
(ii) The Earnest Money Deposit (in pre-contract stage) and/or Security Deposit/ Performance Bond (after the
contract is signed) shall stand forfeited either fully or partially, as decided by the BUYER and the BUYER shall not be
required to assign any reason therefore.
(iii) To immediately cancel the contract, if already signed, without giving any compensation to the BIDDER.
(iv) To recover all sums already paid by the BUYER, and in the case of an Indian BIDDER with interest thereon at 2%
above the prevailing Prime Lending Rate of State Bank of India, while in case of a BIDDER from a country other than
India with interest thereon at 2% above the LIBOR (London Inter Bank Offer Rate). If any outstanding payment is
due to the BIDDER from the BUYER in connection with any other contract for any other stores, such outstanding
payment could also be utilized to recover the aforesaid sum and interest.
(v) To encash the advance bank guarantee and performance bond/warranty bond, if furnished by the BIDDER, in
order to recover the payments, already made by the BUYER, along with interest.
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(vi) To cancel all or any other contracts with the BIDDER. The BIDDER shall be liable to pay compensation for any
loss or damage to the BUYER resulting from such cancellation/recission and the BUYER shall be entitled to deduct
the amount so payable from the money(s) due to the BIDDER.
(vii) To debar the BIDDER from participating in the future bidding processes of LIC for a minimum period of seven
years which any be further extended at the discretion of the BUYER.
(viii) To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman or agent or broker with a view
to securing the contract.
(ix) In cases where irrevocable Letters of Credit have been received in respect of any contract signed by the BUYER
with the BIDDER, the same shall not be opened.
(x) Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any
reason for imposing sanction for violation of this pact.
6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1(i) to (x) of this pact also on the
Commission by the BIDDER or any one employed by it or acting on its behalf (whether with or without the
knowledge of the BIDDER), of an offence as defined in chapter IX of the Indian Penal code, 1860 or Prevention of
Corruption Act, 1988 or any other statute enacted for prevention of corruption.
6.3 The decision of the BUYER to the effect that a breach of the provisions of this pact has been committed by the
BIDDER shall be final and convulsive on the BIDDER. However, the BIDDER can approach the Independent
Monitor(s) appointed for the purposes this Pact.
7. Fall Clause:
7.1 The BIDDER undertakes that it has not supplied/is not supplying similar product/systems/items or subsystems
at a price lower than that offered in the present bid in respect of any other Ministry/Department of the
Government of India or PSU and if it is found at any stage that similar product/systems or sub systems/items was
supplied by the BIDDER to any other Ministry/Department of the Government of India or PSU at a lower price, then
that very price, with due allowance for elapsed time, will be applicable to the present case and the difference in the
cost would be refunded by the BIDDER to the BUYER, if the contract has already been concluded.
8. Independent Monitors:
8.1 The BUYER has appointed (hereinafter referred to as Monitors) for this Pact in consultation with the Central
Vigilance Commission.
Name address of the Monitor(s):
………………………………………………………………………………………………………
…………………………………………………………………………………………………………….
8.2 The task of the Monitors shall be to review independently and objectively, whether and to what extend the
parties comply with the obligations under this Pact.
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8.3 The Monitors shall not be subject to instructions by the representatives of the parties and perform their
functions neutrally and independently. It will be obligatory for him to treat the information & documents of the
Bidder /System Integrator as confidential.
8.4 Both the parties accept that the Monitors have the right to access all the documents relating to the
project/procurement, including minutes of meetings.
8.5 As soon as the Monitor notices, or has reason to believe, a violation of this pact, he will so inform the Authority
designated** by the BUYER.
8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction to all Project documentation
of the BUYER including that provided by the BIDDER. The BIDDER will also grant the Monitor, upon his request and
demonstration of a valid interest, unrestricted and unconditional access to his project documentation. The same is
applicable to Subcontractors. The Monitor shall be under contractual obligation to treat the information and
documents of the BIDDER/Subcontractor(s) with confidentiality.
8.7 The BUYER will provide to the Monitor sufficient information about all meetings among the parties related to
the Project provided such meetings could have an impact on the contractual relations between the parties. The
parties will offer to the Monitor the option to participates in such meetings.
8.8 The Monitor will submit a written report to the designated authority** of BUYER /Secretary in the Department/
within 8 to 10 weeks from the date of reference or intimation to him by the BUYER /BIDDER and, should the
occasion arise, submit Bids for correcting problematic situations.
9. Facilitation of Investigation:
In case of any allegation of violation of any provisions of this pact or payment of commission, the BUYER or its
agencies shall be entitled to examine all the documents including the Books of Accounts of the BIDDER. The BIDDER
shall provide necessary information and documents in English and shall extend all possible help of the purpose of
such examination/inspection.
10. Law and Place of Jurisdiction:
This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the BUYER.
11. Other Legal Actions:
The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in
accordance with the provisions of the extent law in force relating to any civil or criminal proceedings.
12 Validity:
12.1 The validity of this Integrity Pact shall be from date of its signing and extend upto 5 years or the complete
execution of the contract to the satisfaction of both the BUYER and the BIDDER/Seller, including warranty period,
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whichever is later. In case BIDDER is unsuccessful, this Integrity Pact shall expire after six months from the date of
the signing of the contract.
12.2 Should one or several provisions of this Pact turn out to be invalid; the remainder of this pact shall remain
valid. In this case, the parties will strive to come to an agreement to their original intentions.
13. The parties hereby sign this Integrity Pact at………………….on………….
BUYER
BIDDER
Designation
Name of the Officer:
CEO
Deptt./MINISTRY/PSU
Witness
1………………………………………
1………………………………….
2……………………………………..
2…………………………………..
(* Provisions of these clauses would need to be amended/deleted in line with the policy of the BUYER in regard to
involvement of Indian agents of foreign suppliers.)
(** Please specify the “Name of Authority” in place of “Authority Designated” wherever mentioned in the
Agreement)
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11 - Checklist
The following is a simple checklist (which is not exhaustive) for your reference.
I. Pre-Qualification Criteria:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Incorporation Certificate
Certificates obtained
OEM Certificates for all components
Analyst Reports (Gartner's Magic Quadrant)
Proof of Turnover & Profit
Reference Site for Bidder as System Integrator
Non-Disclosure Agreement
EMD with proper validity date
Self-declaration regarding blacklisting
Pre Bid Integrity Pact
Bid Processing Fee
II. Technical Bid:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Power of Attorney
Information regarding Pending litigation (if any)
Annexure - 1, 4, 6, 7 and 10
Reference sites for each component
Technical professional strength
Pan-India capability
Capability of providing 24 X 7 services
Architectural design
Software including Database, Web and Application Server, DMS, Tools etc.
Hardware Configuration specifications
Disaster Recovery System with replication strategy
Migration Road Map
Reconciliation mechanism
Integration technologies
Project Implementation Plan with proper timelines
Bill of Quantity item wise (without commercials)
III. Financial Bid:
1. Annexure - 8
2. Bill of Quantity item wise (with commercials) as per Annexure - 9
End of Document
Confidential
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Life Insurance Corporation of India Life Insurance Corporation of India

Transcription

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