NAME OF THE WORK: REQUEST FOR PROPOSAL FOR SORTING

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NAME OF THE WORK: REQUEST FOR PROPOSAL FOR SORTING, PHYSICAL SEGREGATION OF LOAN FILES/DOCUMENTS,SCANNING AND DIGITISATION AT VARIOUS SBI CENTRES UNDER LHO HYDERABAD NIT NO: DATE: Ref:SBI/HYD/REHBU/2021-22/01 Dated :15.04.2021

PRE-BID MEETING CLARIFICATIONS The Committee deliberated on the various queries raised by the intending bidders received through mail and in the pre-bid meeting held on 29.04.2021 and decided to issue the following replies to the queries of the bidders. The replies will be uploaded in the website as a Corrigendum.

Sl No Page No and Clause Existing Conditions Query Prebid Clarifications

1) Page:10 10. Bid Preparation and submission: Clause 10.1

Technical Proposal for physical segregation of Loan files /records/documents into various pre-defined folders/sets/buckets, Scanning and Digitization, storing of physical loan files into color coded folders in response to RFP No. Ref: SBI/HYD/REHBU/2021-22/01 Dated :15.04.2021

According to this clause it seems that bid physical will have to be submitted. Sir, due to pandemic and Covid-19 physical presence is very risky and impossible now, so I request you kindly arrange the electronically / online pre-bid meeting and acceptation of bid & other documents

The vendor has to submit physically or through courier / post.

2) Page: 9 9. Earnest Money Deposit (EMD): Clause 9.1.1

The Bidder shall furnish, as part of its Bid, an EMD of Rs. 25000/- (Rupees Twenty-Five Thousand only) by way of Pay Order / Demand Draft, issued by a Scheduled Commercial Bank in India, drawn in favour of State Bank of India payable at Guwahati along with Bidders letter for EMD as per Annexure N

Request you kindly allow the exemption of EMD for ESME organization asper MSME guide line and OFFICE MEMORANDUM of Bid Security/ Earnest Money Deposit, 512, Lok Nayak Bhawan, New Delhi, Dated the 12th November 2O2O No bid Security is implied for any tender as per the directives

EMD & Cost of tender is exempted under submission of valid MSE certificate.

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of the Ministry of Finance (Department of Expenditure) Procurement and Policy Division till 31/12/2021. Please refer the attached document

3) Page:14, Clause:10.3 All the envelopes shall be addressed to the Bank and delivered at the address given in Part-II of this RFP and should have name and address of the Bidder on the cover.

Considering the restrictions on movement because of COVID-19 pandemic, we request you to accept documents in connection with technical eligibility online, instead of physical submission. EMD & Tender Fee may be transferred to the bank account which you may specify in connection with this RFP.

All documents should be submitted physically or through courier / post. DD of EMD & tender fee to be submitted along with application

4) Requests you to please confirm the Volume (No. of Files Available for Scanning).

Enclosed

5) Page : 50,Clause ii Vendor has to carry out the task of sorting, physical segregation of Loan files/documents/associated enclosures into various pre-defined folders/sets/buckets, quality scanning, digitization, storing, uploading and indexing of Loan files and storing the physical documents in color coded folders supplied by bank as well as imparting training to staff within the given timelines.

Each Document How Many Fields/Parameters we have to do the index from where we have to capture the Index contents. Data Type : Alpha/Numeric, or Both

(a) Physical loan files to be segregated and placed in sub folders as under: i. KYC and loan application and Appraisal cum Sanction Report. ii. TIR and Valuation reports iii. Income documents. iv.Property Documents (Title Deeds, Sale deeds chain etc.). v. Executed loan documents. vi. PSS reports along with property inspection reports. vii. Others (Suraksha Loan files should be placed in the

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sub folder of underlying Home Loan account folders under “Others” bucket)

6) Page : 50,Clause iii Loan files and relevant documents/records may be in A4/Legal size or any other size as may be directed by the Bank. The entire process of digitization of Loan files and relevant documents/records would involve retrieval of the Loan files and relevant documents/records from the storage place, open the bundles held in lots, remove the staple pin, sorting, segregating the physical files into separate buckets/sets , Scanning each page of all Set, Digitizing, indexing, uploading, stamping the physical Loan files and relevant documents/records and finally re-bundle the Loan files and associated documents/records and storing the physical files into color coded folders( provided by bank) after stapling and hand over to the authorized person of

In one Loan Application Form, how many Pages..? And what are the other supporting documents, and what are ID Proof, & Proof of address. Please specify with the names how many type of documents are available in single loan application form.

Number of pages varies in each loan applicaiton. (a) Physical loan files to be segregated and placed in sub folders as under: i. KYC and loan application and Appraisal cum Sanction Report. ii. TIR and Valuation reports iii. Income documents. iv.Property Documents (Title Deeds, Sale deeds chain etc.). v. Executed loan documents. vi. PSS reports along with property inspection reports. vii. Others (Suraksha Loan files should be placed in the sub folder of underlying Home Loan account folders under “Others” bucket)

7) Page : 50,Clause iv The quality and clarity of scanning should be beyond doubt and Bank‟s decision in this regard will be final. Scanned images should be of 150 to 200 dpi resolution, gray scale. Scanning to comply with C-KYC specifications. Maximum size per folder should not exceed 15 MB. If the digitized file size exceeds 15 MB,

As per our understand we have make it defult scanning resolutation in setting 150- DPI if quality is not good we have make it 200 DPI, please specify on this.

Scanned images to be of 150 to 200 DPI resolution on grey scale

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the file should be compressed below 15 MB.

8) Page : 50,Clause v The scanned images to be saved in PDF form based on account number. It should be accessible in EDMS based on account numbe

As per the our understanding after scanning the file is convert into PDF File and then Save the File by using Account Number is File naming convention…Please Specify

Refer Page No:50 of RFP

9) Page : 51,Clause ix The document (Loan files and relevant documents/records) should be properly and securely kept for digitization and returned to the authorized officer on daily basis. A log register should be properly maintained detailing all the movement of document (Loan files and relevant documents/records) and should be returned with all the pages intact and secured.

what is the size of voule generation on daily basis in each location. Approx in counts…?


10) Page : 51,Clause xi The vendor shall arrange good quality and in sufficient numbers of scanners, computers and servers, NAS boxes, LAN networking at his own apart from deploying sufficient and skilled manpower.

1) How Many Computer are require in Eeah Location..? 2 How many Scanners are requre and type of scanners..? How is LAN/WAN Setup in Location..?

Infrastructure should be provided by vendor as per daily work i.e 40000 images and 200 loan accounts per day. LAN/WAN setup in all locations will be taken care by the Bank.

11) Page : 51,Clause xiii Bank will have the right to add/amend/modify scope of the work as per its discretion/requirement though with mutual agreement/consent.

In Present Scope of work given by SBI- and they have the rights to make it ADD/Amend/Modify scope. This all are under coming Change Request and Extra Cost will be

With mutual agreement/consent if major chunk is amended/modified.

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applicable on this please specify on the clause.

12) Page :51 ,Clause xv Scanned images should be compatible with EDMS software installed in EDMS server at GITC Rabale and end user (Branch) should be able to able to view and download digitized documents through remote login. Vendor to test check this compatibility first before going for full scale scanning and digitization. and repair the digitized files if so required to make them compatible with the EDMS software without any additional cost.

As per specification given in the RFP we will follow and scanned the documents. but before uploading the the document in EDMS Server we require specifications of the doucment which lying into the EDMS Sever. Please specify on clause

Refer Clause no 6m of Page:56 Vendor to test check this compatibility first before going for full scale scanning and digitization

13) Page : 54,Clause vii Physical Loan files will be segregated into 7 buckets or sets or as decided by the Bank. While segregating, care should be taken, so that the physical files are segregated as per specification given by the Bank.

Please specify of on segregated 7 Sets like Documents type clarify in the clause.

a) Physical loan files to be segregated and placed in sub folders as under: i. KYC and loan application and Appraisal cum Sanction Report. ii. TIR and Valuation reports iii. Income documents. iv.Property Documents (Title Deeds, Sale deeds chain etc.). v. Executed loan documents. vi. PSS reports along with property inspection reports. vii. Others (Suraksha Loan files should be placed in the sub folder of underlying Home Loan account

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folders under “Others” bucket)

14) Page : 54,Clause b Vendor will attach the generated barcode as a Unique file ID for all the files before scanning. Bar code will pasted on the file cover (Including Front File Cover,Back File Cover and internal Noting Pages)

Total How many Barcode Generate and paste it to single scanned file please specify.

As per requirement vendor has to generate sufficient barcodes.

15) Page : 56,Clause ii Images will be segregated according to type of doc like Loan application and placed in 7 sub folders (maximum size of each sub folder: 15 MB) under account no wise folders

The Main Folder creation by using the Unnic ID on Loan Account Number in that folder remaing 6 folder has to be create.. Please specify in this clause.

Each file doc will be indexed by vendor with a unique identification no. such as loan account no with sub folders like KYC, INC, TVR, PROP, ELD, PSS and others

16) Page : 57,Clause 8 Data Transfer to Bank‟s ADS enabled storage facility/NAS Box: After quality check, vendor will arrange to transfer data to Bank‟s ADS enabled storage facility located at RACPC/RASMEC/RACC/DAC/Branches/Other offices on daily basis. The data transfer process may be online or through manual process as advised by GITC from time to time. Scanned images should be compatible with EDMS software installed in EDMS server at GITC Navi Mumbai and end user (Branch) should be able to view and download digitized documents through remote login. Vendor to test check this compatibility first before going for full

For processed Data transfer into main EDMS Sever, for this we need maximum internet speed is require. At present what the the bandwith is avaible in LHO. While uploding the data into server if we fould internet issue who will address this issue. Please specify on this clause..

It will be taken care of by Bank’s ITS Department.

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scale scanning and digitization.

17) Page : 57,Clause iii Vendor should ensure scanners, desktop, NAS Box, Manpower are made available in working Condition on priority on request raised by the bank.

For NAS Box, who will provde the support on post installation. Like congiguration in NAS Box in Banking Network Domain. To Access NAS Box, to upload the data into Main Central Server please specify this clause

Will be taken care by the Bank.

18) Total Number of Locations

Refer annexure:B of RFP Page No: 40&41

19) Sizes of Document and Quality A0/A1/A2/A3/A4/ LEGAL

Cost will be paid per image either A0/A1/A2/A3/A4/ LEGAL. Majority documents will be in A4 size.

20) What type of Scanner require?


21) Man Power requirement for Each Locations? Technical / Non Technial

Refer page No:57 clause No:9.1 &9.3 of RFP

22) NAS Box are how many is require at each location? Is the any existing DMS Application is avaible in SBI at Present?

Refer page No:47 clause No:5 of RFP

23) Total Documents Volume. Online / back log

Total Volume enclosed

24) Scanned Document Output Formats..?

Refer Clause no step 4 of Page:54

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25) Scanned Data File Size Minimise/ maximize

Refer Clause no step 4 of Page:54

26) Level of Indexing : Documents/Folder

Each file doc will be indexed by vendor with a unique identification no. such as loan account no with sub folders like KYC, INC, TVR, PROP, ELD, PSS and others

27) Page: 10, 10. Bid Preparation and submission: Clause 10.1

Technical Proposal for physical segregation of Loan files /records/documents into various pre-defined folders/sets/buckets, Scanning and Digitization, storing of physical loan files into color coded folders in response to RFP No. Ref: SBI/HYD/REHBU/2021-22/01 Dated :15.04.2021

According to this clause it seems that bid physical will have to be submitted. Sir, due to pandemic and Covid-19 physical presence is very risky and imposable now, so I request you kindly arrange the electronically/online pre-bid meeting and acceptation of bid & other documents. SBI Delhi is doing the same through i.e. www.tenderwizard.com/SBIETENDER. Please refer the attached document

All documents should be submitted offline mode only including technical eligibility. EMD, Cost of tender / Copy of exemption for EMD/ cost of tender document

28) Page no 51 - Annex-D-Point vii

The vendor will impart simultaneous training to bank staff regarding various digitization process including scanning, digitizing, indexing, uploading and retrieval in the software and related issues. The vendor will provide all end-user support to the Bank.

Please Clarify

Guidelines as per RFP.

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29) Page no 53-Point h

Scanning documents will have the following paper size (A0 / A1 / A2 / A3 / A4 / Legal and others

Please provide bifurcation for number of pages

Cost will be paid per image either A0/A1/A2/A3/A4/ LEGAL. Majority documents will be in A4 size.

30) Completion period - pl provide the period in which project Is to be completed

Please refer to page no. 23, clause no. 35 and Step 4 page 54 in RFP Till completion of work

31) Please provide the method of uploading on the EDMS

Vendor will not upload any scanned images in EDMS. This work will be done by Bank.

32) Page:10 clause:10 Bid submission 1) Is courier service acceptable? 2) Request to enable online submission during COVID situation?

Courier / Postal service will be accepted. Mode of submission is offline only.

33) Page:25, Caluse:39,vi Fidelity Insurance

Request to give an estimate of the insurance value as it will have impact on the project cost.

i. All the infrastructure created by the Service Provider at the site shall have to be insured by the vendor at his cost to cover all the required risks. ii. Should any loss or damage occur, to Service Provider‟s

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infrastructure, the Service Provider shall initiate and pursue claim till settlement and Promptly make arrangements for repair and / or replacement of any damaged item to the satisfaction of the Bank, irrespective of settlement of claim by the underwriters. iii. Service Provider to take adequate insurance for compensating Bank, the loss (storing or in scanning) suffered due to deficiencies in services either by the Service Provider or it‟s employees. iv. The Service Provider shall also obtain a Comprehensive Insurance Policy to cover all losses, cost, expenses or claims which the Bank may be exposed to due to the deficiency in services provided by

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the Service Provider or due to any fraud, negligence, misconduct of the Service Provider or any acts of commission / omission on the part of his officers, employees, agents, representatives or Sub-contractor of the Service Provider. The Insurance obtained shall cover all direct losses and also indirect loses such as Reputational Loss, Financial Loss, Operational Loss etc.

34) Page:43, Clause: Annexure C(i),4

...pest control, fumigation norms…

There is nothing mentioned in Annexure I relating to this Shall we submit Annexure I as it is?

Submit as per Annexure-I

35) Page: 43, clause: Ann C(i),2

Turnover from EDMS

Which is required- Turnover from EDMS services OR Any Scanning & Digitization services?

Refer page:42 clause C(i) point No:2

36) Page:48, Ann C(ii),2 Avg Annual Turnover

Which is required- Turnover from EDMS services OR Any Scanning & Digitization services?

Refer page:42 clause C(i) point No:2

37) Page:44 Clause: BEC 8

SP should have ..NAS Boxes 1) Are NAS Boxes mandatory? Bidder need to deploy NAS box at each locations? Please confirm.

1)Refer page no:11 clause no:10.3a and also page:47 clause no:5

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2)Data to be transferred to Bank's ADS enabled storage or NAS Box?

2)Yes

38) Page:58 Clause: 8 Data Transfer to Bank‟s ADS enabled storage facility/NAS Box

1) Are NAS Boxes mandatory? Bidder need to deploy NAS box at each locations? Please confirm. 2)Data to be transferred to Bank's ADS enabled storage or NAS Box?

39) Page:47, clause: Annexure C(ii),5

NAS Box 3)Nevaeh does not have NAS Boxes as we never required to purchase it. But Nevaeh has the financial capacity and experience in implementing similar SAN Storage Servers. Hence, we request you to alternatively consider the experience of implementing such hardware along with submission of a declaration that we will procure 5 NAS Boxes on AOC. 4)Are the NAS Boxes returnable on completion of project execution?

1)NAS boxes are required to be maintained at each location as specified in the RFP. 2) Yes, NAS boxes are returnable after transferring the entire Data.

40) Page:47, Clause :Annexure C(ii),4

Records Management Solutions Is SBI is looking for experience in Document Management Solution(DMS) and not Records Management Solution(RMS) which includes various other physical features, not part of the scope of this RFP?Hence, can we show our experience in implementation of DMS?

Scope of work to be followed as per RFP.

41) Page:41 Clause: List Location of work Bidder needs to start work 1.All works to be

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of RACPCs/RASMECs/RACCs

simultaneously in all locations (branch offices) or one after another? At how many locations, project to be executed?

started simultaneously in all locations. 2. No of locations specified in the RFP.

42) Page: 51, clause: Ann D iii, Ann D iii

A4/Legal size or higher than A4 size i.e. A3/A2/A1/A0

What is the estimated volume of different sizes, specially larger than A3 size? Are there any bound volume?If yes, what is the estimated volume?Is unbinding/rebinding allowed?

1. Cost will be paid per image either A0/A1/A2/A3/A4/ LEGAL. Majority documents will be in A4 size. 2. As specified in the scope of work in RFP page No:52 to 58 and in other places in RFP

43) Page:51 Clause: Ann. D vi

Fragile documents What is the estimated volume of such fragile documents?

Cannot be assessed upfront. But such documents will be very minimal.

44) Page:51, Clause Ann. D vii

The vendor will provide all end-user support to the Bank

What will be the period of end-user support?

page No:23 point No:35 and Step 4 page 54 in RFP Till completion of work

45) Page:54, Clause: SoW, 4c

licensed software for Quality Check Nevaeh uses its own in-house Quality Check software for all Govt/PSU projects and installs it on its own hardware only. Is license required in this case?

Refer Page:54 clause 4.c in RFP.

46) Page:72, clause: Annexure K(i),3

Minimum Wages The engaged manpower will be skilled or semi-skilled manpower.Please specify.

Refer page :43 point 8 in RFP and page No:51 clause no:xi

47) Page:74, Clause: 1 Penalty How will the department ensure proper supply of documents?

Refer clause ix in page:51 of RFP

48) Page:50, clause: C Allocation of Work As per our understanding If L1 As per extant guidelines

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is MSE company then total volume will be allotted to L1. Please confirm

related to MSME bidder

49) Page:65 , Clause: Ann G,Note 1

Commercial Bid

As per the RFP bidder need to submit separate commercial bid for each circle/jurisdiction. Please confirm

Tender submitted in Hyderabad Circle will be applicable for Hyderabad circle only

50) Page:56 Data Transfer to Bank‟s ADS enabled storage facility/NAS Box

In case of online data transfer, please confirm the bandwidth to be provided by the bank and if uploading activity can be conducted 24/7.

NAS boxes is mandatory and it will be deployed at each location. Data to be transferred to Bank's ADS enabled storage.

51) Page”52, Clause: Annexure- D

Standard Operating Procedure (SOP) The Loan documents to be segregated, quality scanned and handover it to in 7 different colour boxes, we wanted to know about all these predefined 7 categories which are finally segregated, scanned and physically store with RACPC.

1.KYC and loan application and appraisal cum sanction report. 2. TIR and valuation reports. 3. Income Documents. 4. Property documents(Title deed, sale deed chain ,etc,.). 5. Executed loan documents. 6. PSS reports alongwith property inspection reports. 7. Others Note: Suraksha loan files should be placed under “others” bucket.

52) Page: 52 , Clause: Annexure- D

Standard Operating Procedure (SOP) 1. Can we have break up of volumes, like books/

As per SOP

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registers & Loose documents.

2. Location wise LAN volume – Approx. 17 RACPC

3. Size wise details required (A4, A3, A2, A1, A0, legal etc).

4. What %age of volumes are to be digitized for ADF & Flat bed or OH.

5. Average page of each LAN.

6. Maximum age of documents.

53) Page:57, Clause: Annexure- D

Standard Operating Procedure (SOP)- 9 Responsibility Statement

1. Working in Shifts allowed or not?

2. For keeping day to day physical files, confidential documents, is RACPC going to provide temp storage location to the service provider?

1.As per working timings of CPCs. 2. Refer Annexure “D” of Page:50 in RFP.

54) Page:34, Clause: Part II

Last date and time for Bid submission 1. As per current situation due to increase in covid cases if there is any lock down imposed before bid submission date do we have any provision to submit bid online or postpone bid submission date.

1.Extended upto 13.05.2021. 2. Mode of Submission: Offline

55) Page:55,Clause: SOP Step 5

Post Scanning / Refilling and handing over the files

1. What will be the TAT for giving files back to bank representative

Refer RFP page No:52-58 of Scope of work

56) 1.As covid cases are increasing after tender got awarded if

Refer RFP Clause 46 in page:29

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there is any lock down imposed will be there be any change in project time lines and TAT's

57) Page:51, Clause: point no 4

Scope of Work As stated in SOW each folder size should not exceed 15 MB, but due to number of pages are more in specific folder and size is more than 15 MB what needs to be done.

Refer step :6 of page:56 clause: 6.m

58) How much space will be made available to our team under your ceiling for the work to be carried out?

Refer point :12 of page:58

59) Will our computers be hooked to Bank‟s CBS? If so, what would be the protocols?

No.

60) If we are required to install the computer systems, what are the system specifications and their compatibility with Bank‟s Systems?

Connections and configuration of the devices will be done by RACPC/RASMEC/ LHO IT Team 61) Are „All In One‟ PCs acceptable

to the Bank?

62) Will the Bank retain our HDDs or return to us?

Will be Returned

63) Will Bank retain the NAS Box/s with HDDs or return to us?

Will be Returned

64) Should the NAS Box be equipped with HDD or SSD: Which one would the Bank prefer?

SSD

65) Are we allowed to work in shifts? (Round the Clock)

As per CPC timings

66) Will Bank conduct a workshop/briefing for the

Bank‟s authorized official will monitor

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vendors prior to commencement of their work?

the implementation of DMS.

67) We shall be highly obliged if Bank defines the authority which/who will certify the completion of work undertaken by the vendor, on daily/periodical basis.

68) Page :50, clause: 4. Scope of Work point no .i

The Service provider has to provide services relating to digitization of Loan documents, relevant enclosures and other records pertaining to the Bank‟s RACPCs/RASMECS/RACCs at different locations in India.

Please clarify what all the different locations and provide the list of locations and No of documents to be digitized at each location

1.Refer annexure:B of page 40,41 for locations. 2. enclosed the list of volume of documents

69) Page:51 Clause: 4. Scope of Work point no .xii

Vendor has to sort, scan and digitize a minimum no of Loan files and relevant documents/records per day/per location ( Annexure K (ii) ) or as decided by the bank with mutual consent for each location.

Is it possible to provide these approximate quantities with +/-? Please mention how much minimum quantities can be taken up for scanning without seeking further permission from tendering authority?

enclosed the list of volume of documents

70) Page:45 Clause: Records Management Solutions and Processes

The Service Provider should have implemented a Comprehensive Records Management Solutions. The Service Provider have dedicated in house IT team should and have the ability to customize the process with access to the Source code of the software being used by the Service Provider at any time as per Bank requirement .

Please clarify?

Self explicit

71) Page:34 Clause: Terms of Payment

Invoices to be raised every month

for the previous month for the completed job cycle (sorting,

Segregating of Loan files/associated enclosures/records /Scanning –

Please clarify?

Self explicit

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Indexing—and storing the digitized documents in 7 folders and physical

files in two color coded folders or as defined by the Bank . ) . Payment

to be made by the Bank within 21 days of receipt of invoices, after deducting taxes and penalty if any .

72) Envelope-1: entire bid except indicative financial bid. Envelope-2: Indicative financial bid as per the format in RFP. Envelope-3: Contains Envelope -1 and Envelope-2. Please mention name of the work, name and address of the applicant on Envelope-3.

Please note that this corrigendum should be read along with RFP and forms part of the RFP.

Deputy General Manager (REHBU)

LHO, Hyderabad

30.04.2021

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Approximate no. of files in each CPC Circle BR CD Name of the CPC Number of HL

& HR Files. (A) No of HL & HR Loans other than Suraksha. (B)

Number of Suraksha accounts. (A-B)

Hyderabad 4489 RACPC, Secundarabad, Hyderabad

15320 12904 2416

Hyderabad 15330 RACPC, Madhapur-2, Hyderabad

16272 13307 2965

Hyderabad 17894 RACPC, Himayatnagar-3, Hyderabad

18429 14384 4045

Hyderabad 18915 RACPC-4, Kukatpally, Hyderabad

12336 10474 1862

Hyderabad 20994 RACPC, Gunfoundry, Hyderabad

12097 9321 2776

Hyderabad 21010 RACPC, L B Nagar, Hyderabad

13567 10377 3190

Hyderabad 21018 RASMEC, Warangal 15498 11094 4404

Hyderabad 21083 RASMEC, Karimnagar 5984 4182 1802

Hyderabad 21088 RASMEC, Nizamabad 8055 5633 2422

Hyderabad 21118 RACPC, Banjara Hills, Secundarabad

13150 10381 2769

Hyderabad 21768 RASMEC, Mahbubnagar, Mahabubnagar

5691 4213 1478

Hyderabad 22005 RASMEC, Khammam 13558 9113 4445

Hyderabad 63340 RASMEC, Kompally, Suchitra Circle, Quthbullapur

8727 6687 2040

158684 122070 36614