NOTICE INVITING TENDER FOR - Kerala Financial · PDF filenotice inviting tender for software, hardware, networking, connectivity for implementing core financial solutions and integrated

NOTICE INVITING TENDER FOR

SOFTWARE, HARDWARE, NETWORKING, CONNECTIVITY FOR

IMPLEMENTING CORE FINANCIAL SOLUTIONS AND

INTEGRATED ADMINISTRATIVE SYSTEM

AT KERALA FINANCIAL CORPORATION

Tender Number : KFC/SYS/01-0209/08-09 Date of Tender Notice : 20.02.2009 Closing Date : 06.03.2009

KERALA FINANCIAL CORPORATION, VELLAYAMBALAM, THIRUVANAMTHAPURAM – 695033, KERALA, INDIA Ph : +91-471-2318319 (7 lines) Fax: +91-471-2311750/ 2729293 Web: http://www.kfc.org Email: [email protected]

Tender for Implementing Core Financial Solution and Integrated Administrative System

Kerala Financial Corporation KFC/SYS/01-0209/08-09 Page 2

TABLE OF CONTENTS INDEX PAGE NO PART – I : GENERAL 7 SECTION I 8

1.NOTICE INVITING TENDERS 8 2.THE ORGANIZATION 10

BRANCH OFFICES 11 3.ELIGIBILITY CRITERIA 13

3.1 QUALIFYING CRITERIA FOR TENDERER 13 3.2 QUALIFYING CRITERIA FOR SOFTWARE SOLUTION 13 3.3 QUALIFICATION CRITERIA FOR HARDWARE/NETWORKING/CONNECTIVITY 15

4.SUBMISSION OF TENDER 16 CONDITIONS FOR SUBMISSION OF TENDER 16 5.ACCEPTANCE LETTER 19 6.TENDER FORM 20

SECTION II 21 7.SCOPE OF THE WORK 21 7.1 LIST OF MODULES/FUNCTIONS NEED TO BE COVERED IN THE SOFTWARE SYSTEM 21 7.2 LIST OF HARDWARE COMPONENTS NEED TO SETUP THE DATA CENTRE 23 7.3 LIST OF FUNCTIONALITIES REQUIRED NETWORKING/CONNECTIVITY 23 8.INSTRUCTIONS TO BIDDERS 24 A.INTRODUCTION 24

1.DEFINITIONS 24 2.COST OF BIDDING 25

B. THE BID DOCUMENTS 25 3.CLARIFICATION OF BID DOCUMENTS 26 4.AMENDMENT OF BID DOCUMENTS 26

C. PREPARATION OF BIDS 26 5.DOCUMENTS COMPRISING THE BID 26 TECHNICAL BID 26 TECHNICAL EVALUATION 27 COMMERCIAL BID 31

6. BID PRICES 31 7.EARNEST MONEY DEPOSIT (EMD) 32 8.PERIOD OF VALIDITY OF BIDS 32 9. FORMAT AND SIGNING OF BID 32

D.SUBMISSION OF BID DOCUMENTS 33 10. MARKING OF BIDS 33

11.SUBMISSION OF BIDS 33 12.LATE BIDS 33 13. MODIFICATIONS AND WITHDRAWAL OF BIDS 33

E. BID OPENING AND EVALUATION 34 14. OPENING OF TECHNICAL BIDS 34 15. PRELIMINARY EVALUATION 34 16. CLARIFICATION OF BIDS 34 17. EVALUATIONS & COMPARISON OF SUBSTANTIALLY RESPONSIVE-TECHNICAL BIDS. 34 18. OPENING OF THE COMMERCIAL BIDS 35 19. CONTACTING THE USER 35 20. AWARD OF CONTRACT 35



21. USER’S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS 35 22. ISSUE OF WORKS ORDER 36 23. SIGNING OF CONTRACT 36 24. ANNULMENT OF AWARD 36 25. TRANSFER OF TENDER DOCUMENT 36 26. QUALITY ASSURANCE REQUIREMENTS 36

SECTION – III 37 1.GENERAL TERMS & CONDITIONS OF THE CONTRACT 37

1.APPLICATION 37 2.DISCREPANCIES AND ADJUSTMENT OF ERRORS 37

SECTION – IV 38 2.SPECIAL CONDITIONS OF CONTRACT 38

1. GENERAL 38 2. DETAILS OF TENDER 38 3. RESTRICTIONS IN WORKING HOURS 38 4. PROCUREMENT OF DEVELOPMENT TOOLS 38 5. TURNOVER TAXES/WORKS CONTRACT TAXES 39 6. PRELIMINARY SOFTWARE REQUIREMENT SPECIFICATIONS(SRS) 39 7. CONTRACT DOCUMENTS 39 8. PROGRAMME OF WORK AND PROGRESS OF REPORTS 39 9. PROGRESS REPORTS AND SCHEDULES 39 10. SRS/ PRELIMINARY DESIGN 40 11. BYE-LAWS 40 12. CO-ORDINATION 40 13. ROYALTY 40 14. INSURANCE 41 15. COMPENSATION FOR DELAY 41 16. COMPLETION SOURCE CODE, DOCUMENTATION, MANUALS ETC 42 17. GUARANTEE 42 18. PHASING OF WORKS 42 19. PAYMENT TERMS 42 20. CONFORMITY TO ACT, RULES AND REGULATIONS 43 21. GENERAL REQUIREMENTS OF COMPONENTS 43 22. COMMISSIONING ON COMPLETION 43 23. COMPLETION PLAN AND COMPLETION CERTIFICATE 44 24. PERFORMANCE WARRANTY 44 25. IMPORTANT POINTS 44

26.ADDITIONAL CONDITIONS 45 A. AUTHORITY OF PERSON SIGNING THE CONTRACT ON BEHALF OF THE SERVICE PROVIDER 45 B. ADDRESS OF THE SERVICE PROVIDER AND NOTICES AND COMMUNICATIONS ON- BEHALF OF THE PURCHASER 46

27.PERFORMANCE GUARANTEE 46 A) CONTRACT PERFORMANCE GUARANTEE 46 B) SOFTWARE PERFORMANCE GUARANTEE 46

28.VARIATION IN PRICES 47 29.DEDUCTIONS FROM CONTRACT PRICE 47 30.PATENT RIGHTS, COPY RIGHTS AND ROYALTIES: 47 31.TERMINATION OF CONTRACT AT PURCHASER'S INITIATIVE 47



32.LONG TERM AVAILABILITY OF SOFTWARE TOOLS / DRIVERS 48 33.DEFECT AND JURISDICTION OF CONTRACT 48

34.INSTRUCTIONS MANUALS 48 35.DEFENCE OF SUITS 48 36.TAXES, PERMITS & LICENSES 49 37.TRANSPORTATION AND INSURANCE 49 38.ANNUAL MAINTENANCE CONTRACT (AMC) AND WARRANTY 49

PROFORMA FOR WARRANTY AS TO QUALITY 49 SECTION – V. 50

3.PARTICULAR SPECIFICATIONS OF CONTRACT 50 1.GENERAL 50 2.PROJECT MANAGEMENT 50 3.STUDY, ANALYSIS AND DESIGN OF CORE FINANCIAL SOLUTION AND INTEGRATED ADMINISTRATIVE SYSTEM 51 4.PREPARATION OF SRS/ PRELIMINARY DESIGN /BLUE PRINT DOCUMENT 51 5.ACCEPTANCE OF SRS/ PRELIMINARY DESIGN 51 6.ASSUMPTIONS 51 7.SOURCE CODE 51 8.TRAINING 52 9.SYSTEM MANAGEMENT 53 10.HARDWARE, NETWORKING AND OPERATING SYSTEM SPECIFICATION 53 11.SYSTEM INTEGRATION 54 12.DATA ENTRY 54 13.MIGRATION OF DATA FROM EXISTING SYSTEMS 54 14.PERIOD OF COMPLETION 55 15.CHANGE MANAGEMENT PROCESS 55 16.REQUIREMENTS OF STATUTORY/LEGAL/REGULATORY NATURE 55 17.STANDARDS 55 18.WARRANTY AND ANNUAL MAINTENANCE CONTRACT (AMC) 55 19.SCOPE OF CONSULTANCY DURING WARRANTEE AND AMC PERIOD 57 20.TECHNICAL MANUAL 58 21.DELIVERY AND DOCUMENTS 58

22.PAYMENT TERMS 58 22.1. GENERAL 58 22.2. SOFTWARE PRODUCT LICENSE, IMPLEMENTATION & SUPPORT COST 58 22.3. HARDWARE/NETWORKING/CONNECTIVITY PAYMENT TERMS 59

23.CHANGE IN WORKS ORDER 60 24.SUBCONTRACTS 60 25.EXTENSION OF TIME: (FOR SEEABLE DELAYS) 60 26.EXTENSION OF TIME: (FORCE MAJEURE -BEYOND THE CONTRACTORS CONTROL) 60 27.COMPENSATION FOR DELAY 61 28.DISPUTE RESOLUTION MECHANISM 61 29.SET OFF 62 30.JURISDICTION 62

PART II : 63 QUALITATIVE REQUIREMENTS FOR CFS & IAS 63

1.GENERAL 64 1.1.BACKGROUND 64 1.2.OBJECTIVES 64



1.3.SYSTEM DESCRIPTION – IN BRIEF 65 1.4.CONTENT 66 1.5.SCOPE 66 1.6.PROJECT MILESTONES 67 1.7.DELIVERABLES 67

2.OPERATIONAL REQUIREMENTS 68 2.1.CONTENT 68 2.2.PRESENT SCENARIO 68 2.3.BASIC FUNCTION 68

1.PRIMARY FUNCTION 68 2.TECHNICAL ARCHITECTURE 69 3.SCALABILITY 69 4.USER FRIENDLY 69 5.MULTI-USER MULTI-TASKING 69 6.OPEN DATA STRUCTURE 69 7.STANDARD COMMUNICATION MECHANISM 70 8.PERSONALIZATION 70 9.SECURITY 70 10.INSTALLATION LOGISTICS 70 11.TEST SERVER 70 12.PRODUCTION SERVER 70 13.HOT STAND BY 70 14.ONLINE/OFFLINE ARCHITECTURE 71 15. PURGING 71 16.BACK UP 71 17.HELP FACILITY 71 18.AUDIT TRAIL 71 19.INTERFACES FOR INSTALLATION AND ADMINISTRATION 71 20.ACCESS MANAGEMENT 71 21.USER LOGGING 71 22.ALERTER 72

2.4.FUNCTIONAL MODULES 72 3.APPLICATION SOFTWARE DEVELOPMENT/CUSTOMISATION METHODOLOGY 73 3.1.DEFINITIONS 73

3.2.REQUIREMENT STUDY 73 3.3.DESIGN 73 3.4.INTEGRATION 74 3.5.TESTING AND MEASUREMENT 74 3.6.DEVELOPMENT & TESTING 75 3.7.IMPLEMENTATION 75 3.8.ACCEPTANCE TESTING 75

4.TRAINING 75 PART III : SOFTWARE SPECITICATIONS 76 SECTION - I 77 1.DEPARTMENT WISE FUNCTIONS 77

1. PERSONAL AND ADMINISTRATION 77 2. APPRAISAL AND MONITORING 77 3. RECOVERY AND REHABILITATION (RR 3 ZONES) 77 4. TECHNICAL SECTIONS 77



5. ACCOUNTS SECTION 77 6. ISO CELL 78 7. INTERNAL AUDIT 78 8. GRIEVIANCE CELL 78 9. BUSINESS DEVELOPMENT 78 10. SYSTEMS DEPARTMENT 78 11. LEGAL DEPARTMENT 78 12. MD’S OFFICE 78

2.SOFTWARE REQUIREMENT SPECIFICATION 79 1. LOAN MANAGEMENT 79 2. FINANCIAL ACCOUNTING 84 3. FIXED ASSET ACCOUNTING 87 4. HR AND PAY MODULE. 88 5. KFC CARE 92 6. CONSULTANCY & TRAINING DIVISION 92 7. INVESTMENT SUBSIDY 92 8. MARGIN MONEY 92 9. KFC SOCIETY 92 10. DOCUMENT MANAGEMENT 93

3. HARDWARE SPECIFICATIONS 93 4. NETWORKING/CONNECTIVITY SPECIFICATIONS 94 PART VI : FORMATS 95 SECTION - I 95 1.TECHNICAL QUALIFICATION FORMATS 95 DETAILS OF THE BIDDER 96 BIDDER’S BACKGROUND 97 PARTICULARS OF TURNOVER 98 PARTICULARS OF SOFTWARE PROJECTS RELATED TO FINANCIAL/BANKING/PSU... 99 EXPERIENCE & TRACK RECORD OF THE SOFTWARE SOLUTION IN FINANCIAL SECTOR 100 GUARANTEE FROM THE SOFTWARE DEVELOPER 101 LIST OF APPROVED PRODUCTS 102

LIST OF FUNCTIONALITIES 103 PROPOSED HARDWARE(S) VENDOR(S): CREDENTIALS 106 GUARANTEE FROM THE HARDWARE SUPPLIER 108 LIST OF APPROVED HARDWARE PRODUCTS 109 LIST OF APPROVED NETWORKING/CONNECTIVITY PRODUCTS 110 MANUFACTURE’S AUTHORIZATION FORM 111

SECTION - II 112 2. COMMERCIAL QUALIFICATION FORMATS 112 COMMERCIAL BID (SOFTWARE) 113 ADDITIONAL USER LICENSE 114 COMMERCIAL BID(HARDWARE).... 115 EXPECTED COST ESTIMATE FOR NEXT FOUR YEARS 116 COMMERCIAL BID(NETWORKING) 117 COMMERCIAL BID(CONNECTIVITY) 118



PART – I : GENERAL



SECTION I

1. NOTICE INVITING TENDERS Tenders are invited on behalf of Kerala Financial Corporation(KFC) for Implementation of Core Financial Solution and Integrated Administrative System.

Tender Number : KFC/SYS/01-0209/08-09 Date of Tender : 20.02.2009 Name of Work: : Software, Hardware, Networking & Connectivity for Implementing Core Financial Solution & Integrated Administrative System at Kerala Financial Corporation. Period of Sale of tender : 20.02.2009 to 28.02.2009 from 10:30AM to 5:00PM (working days only) Last date of submission of - Technical & Commercial bid : 06.03.2009 up to 5:00 p.m. Period of Completion : Implementation period - 6 Months Evaluation period - 3 Months Warranty& Support - 1 Year Earnest Money Deposit & Tender Cost : Software/Hardware EMD : Rs. 2,00,000/- (in the form of DD) Cost of Tender (Non-refundable) : Rs. 1000/- (in the form DD) or Rs. 1200/- (by post) Networking/Connectivity EMD : Rs. 1,00,000/- (in the form of DD) Cost of Tender (Non-refundable) : Rs. 1000/- (in the form DD) or Rs. 1200/- (by post) Note: 1. The tender has two parts

Part – I : Software/Hardware; should cover the software solution and data centre hardware required for the proper functioning of the proposed software system. Part – II : Networking/Connectivity; should cover the Networking and Connectivity requirements , specified in the Section-II Scope of Work, for the centralized access of the software solution The Tenderer can participate in any one Part or both.

2. Tenderers who participating both the Part-I and II shall submit separate Tender Cost, EMD, Technical bid and Commercial bid

3. All Demand Draft should be in favor of “Kerala Financial Corporation”, payable at Thiruvananthapuram



4. Tender form can be downloaded from KFC website www.kfc.org. In this case, a non-refundable amount of Rs.1000/- by Demand Draft should be enclosed along with Bid towards Cost of Tender. Bid submitted without Cost of Tender will be rejected. Tenderer should submit the participation letter in the prescribed form by e-mail ( [email protected], [email protected] ), post or fax on or before 06.03.2009 up to 5:00 p.m to KFC

Sealed Tender should be sent by Registered Post at the following address or handed over to Chief Manager(Systems) or dropped in the tender box kept at Systems Department at KFC . THE MANAGING DIRECTOR, KERALA FINANCIAL CORPORATION VELLAYAMBALAM, THIRUVANAMTHAPURAM - 695 033, KERALA. Tele: 91- 471- 2318319 (7 lines) ,Fax : 91- 471- 2311750/ 2729293 The cover should be superscribed : “Tender for Computerization No: KFC/SYS/01-0209/08-09 dated: 20.02.2009, Due date: 06.03.2009”



4. THE ORGANIZATION Kerala Financial Corporation (KFC) incorporated under the State Financial Corporations Act of 1951, is a trend setter and path breaker in the field of long term finance, playing a major role in the development and industrialisation of Kerala. It was established as the Travancore Cochin Financial Corporation on 01.12.1953. Consequent to the reorganization of states on linguistic basis in November 1956, Kerala State was formed and the Travancore Cochin Financial Corporation was renamed as Kerala Financial Corporation. Now KFC has 16 Branch Offices with its Head Quarters at Thiruvanamthapuram and Zonal Offices at Kozhikode, Ernakulam and Thiruvanamthapuram The provisions of SFCs Act 1951 as amended in 2000 control and guide the functions of Corporation. The main objective of KFC is the rapid industrialization of the state by extending financial assistance to Micro, Small and Medium Enterprises in manufacturing and service sector. SFCs Act empowers KFC to formulate suitable loan schemes for achieving the above said objectives. Corporation can give financial assistance for setting up of new units and for the expansion / modernization / diversification of existing units in both manufacturing and service sectors. Since inception KFC has disbursed over Rs. 3000 Crores to more than 40,000 projects, spread over the length and breadth of the State. The Corporation is the first PSU in Kerala and first SFC in India to initiate Corporate Social Responsibility activity. As part of its Corporate Social Responsibility, KFC has set up KFC-CARE (Centre for Assistance and Rehabilitaion) to rehabilitate and serve the marginalized sections of the community. Going Forward The Corporation has now emerged as a financial supermarket giving the customers a wide range of products and services. The Corporation is one of the best State Financial Corporations in the country with a competent tech savvy team of professional at the core of services. All along our constant endeavour has been to bring a sharper focus on the requirements of our customers and to provide the highest levels of service. KFC now means more than term loans. Corporation also provides Working Capital finance and Short Term Finance apart from schemes focused at the weaker sections of the society. Modernisation schemes for SSIs, Special schemes for Resorts, Hospitals, TV Serial Production etc are some of the innovative schemes introduced to suit changing customer requirements. KFC has also set up KFC Consultancy Division with a view to render excellent Consultancy Services to our Clients as a Total Service provider. KFC has also has made a small beginning to nurture and develop a new managerial cadre that can dream, envision and create a new future by starting the KFC Training Division. We offer training programmes which are at par, with the programmes offered by any institutions of advanced learning in India



Branch Offices The following are the addresses of the Corporation Branches. Sl:No Location Address 1 Thiruvanamthapuram Kerala Financial Corporation, Branch Office,

Vellayambalam Thiruvanamthapuram – 33 Ph:0471-2318441, Fax:0471-2313143 Email : [email protected]

2 Kollam A.G.C Complex, Beach Road, Kollam - 691001. Ph:0474-2743769, Fax:0474-2743604 Email:[email protected]

3 Alappuzha Kumaranasan Smaraka Mandiram, Court Road, Alappuzha. Ph: 0477-2244594, Fax:0477-2243207 Email:[email protected]

4 Pathanamthitta Pazhamannil Jessy Towers, Ist Floor, Near Municipal Stadium, Pathanamthitta. Ph:0468-2221973, Fax:0468-2222718 Email : [email protected]

5 Kottayam Geetha Trade Centre, East of YWCA, M.C Road, Kottayam Ph:0481-2563681/2569649, Fax:0481-2302760 Email: [email protected]

6 Thodupuzha Pulimoottil Shoping Arcade, Muvattupuzha Road, Thodupuzha. Ph: 0486-2223170, Fax: 0486-2226070 Email: [email protected]

7 Kattapana/Idukki Pulickal Bldg,Chennatumattom Junction, Kattappana, Idukki. Ph: 04868-272418, Fax: 04868-272998 Email: [email protected]

8 Eranakulam Finance Towers, Ist Floor, Kaloor road, Eranakulam - 682 017. Ph: 0484-2401884/1645/2915, Fax: 0484-2401982 Email : [email protected]

9 Perumbavoor S.N.D.P Shopping Complex, P.P Road, Perumbavoor. Ph: 0484-2521969, Fax: 0484-2592663 Email: [email protected]

10 Thrissur 2nd Floor, K.M.M Complex, Kokala Junction, Thrissur. Ph: 0487-2441176, Fax: 0487-2421912 Email : [email protected]

11 Palakkad Ist Floor, Century Complex, Matha Koil St.Sultanpet, Palakkad-01 Ph: 0491-2544641, Fax: 0491-2544638 Email: [email protected]



12 Malappuram Manjeri Road, Uphill, Malappuram. Ph: 0483-2779440, Fax:0483-2734957 Email: [email protected]

13 Kozhikode M Square Building, Pavamani Road, Kozhikode. Ph : 0495-2723432, Fax:0495-2721940 Email: [email protected]

14 Waynad No. KP. VI/382, Kalpetta, Waynad. Ph: 04936-202059, Fax: 04936-202059 Email: [email protected]

15 Kannur Chandroth Complex,Nethaji Rd, Kannur-1. Ph: 0497-2702194, Fax: 0497-2704734 Email: [email protected]

16 Kasaragod High Lane Plaza, M.G.Road,Anebagilu, Kasargode. Ph: 04994-230256, Fax: 04994-230156 Email: [email protected]

All the branches having Telephone/ Fax and IT communication modes



3. ELIGIBILITY CRITERIA

3.1 Qualifying Criteria for Tenderer (Software/Hardware/Networking/Connectivity)

1. The Tenderer should have achieved a annual turnover of at least Rs. 5 Crores in the IT software services business during each of the last three financial years

2. Software : Tenderers should have undertaken, executed & completed satisfactorily at least one integrated project on Loan Management, Credit Management, Financial Accounting, HR & Payroll for Financial Institution/ Banking Organization / Public Sector Undertaking / Government Department / Quasi Govt. organization / Local self-government institution in India, preferably in Kerala

3. Hardware/Networking/Connectivity : Vendor/Partner should have minimum of five years of experience in such similar line of business and having adequate experience in such similar projects.

4. Tenderers company should be certified at SEI CMM Level 3 or above for Software and ISO 9001: 2000 or above for Hardware/Networking/Connectivity

3.2 Qualifying Criteria for Software Solution 1. The proposed solution must have been successfully implemented in at least one

Financial/Banking/PSU Institutions in India. 2. All part of the proposed solution should have the ability to support Browser based User

Interface and it should support browsers like Firefox, Netscape, Chrome etc. 3. The proposed solution should not require any application to be installed on the client

machines. 4. The vendor should provide the source code access for the customer and should

be ready to execute an undertaking to that effect 5. The Proposed solution should be a Non Banking Financial Institution specific single solution

which satisfies all the requirements of KFC and not any part of the Core Banking Solution 6. All the proposed solutions components must be seamless integrated real-time on the

same platform to allow interoperability 7. The Solution shall provide an application architecture which can be integrated with third

party/ legacy applications using the built-in integration tools technology 8. Workflow including approval with thresholds shall be an integral part of the solution and

shall interface with email systems supporting POP3 & SMTP. 9. The Solution should include tools/ mechanism for System, Database and performance

measurement activities 10. The solution should be able to demonstrate a clear and easily expandable roadmap for

next 5 to 10 years without disruption to any business 11. Should have the ability to generate report output directly in Excel, PDF, Text, XML ,HTML or

such other file types 12. Ability to allow users to select column, apply filters and sort orders, apply aggregate

functions, drill down / drill up for creating their own views or reports and charts with ease 13. Should have the ability to allow users to select column, apply filters and sort orders, apply

aggregate functions, drill down/ drill up for creating their own views or reports and charts with ease

14. The solution shall be able to import data from various formats (Text, Excel, CSV, XML etc.) OR The solution shall be able to import data from various RDBMS like MS SQL, Sybase.



15. The future versions of the solution shall support functionalities provided in the earlier versions.

16. The proposed solution should provide migration tool for the higher release upgrade without any extra cost, whenever KFC choose to upgrade to the next higher release during the next three years.

17. Should have the ability to work concurrently with any other security, surveillance and other application software for functioning e.g. Anti Virus, Firewall, MSOffice, Tally, etc.

18. Security is not only at data base level or application level. Should have security at both level

19. Should have the ability to restrict data updation/creation only through application layer and should keep the record for all such operations. Also the deletion of records should not be allowed through the application layer.

20. Should have the ability for real time transaction processing, real time master data update 21. Should have the ability to create custom objects/ formulas for repeated use in reporting

tool. 22. Should have the ability of reporting both at branch level and head office level 23. Should have the ability to provide MIS dashboards for senior management 24. Should have the ability to archive reports and use in Document management 25. Should have the ability to schedule reports to run at periodic intervals 26. Should have the ability to support TCP/IP,HTTPS, HTTP protocols 27. Should have the ability to provide database & application programs migration tool for

migrating from one server to another 28. System should have single sign-on access across applications and should be intuitive,

easy-to-use user interface that can be accessed via the web interface. 29. Should provide Online Documentation, On-line help, Field-level help, Screen-level help

etc. 30. Should have the capability of retaining the data structure and format even after

release/loading of future updates/upgrades. 31. Should have the capability of maintaining data on continuous basis without purging and

without affecting system performance 32. Should have the capability to define various work-flows 33. Should have the capability to generate standard text based report, which shall be

editable 34. Should have the capability to generate user friendly/customized reports across all

modules, which shall be meaningful, consolidated and concise, could work as an effective tool for top executives for decision making

35. Should have the capability to provides user-friendly, multi-dimensional analysis and information on real-time / updated basis

36. Should have the capability to provide/display data in tabular form, text form & graphical form

37. Should enable to build scenarios suitable to our business requirements. Should help to visualize Business Process by scenario description, product documentation, demos, and transactions

38. Should facilitate to handle the version migration 39. Should provide the guiding tool to go through the complex issues in technical

implementation like System Landscape planning, sizing, data consistency etc 40. Should facilitate to assign user roles, modify the user access rights as part of application

security control mechanism



3.3 Qualifying Criteria for Hardware/Networking/Connectivity

1. The proposed product/components should be reliable, upgradable and industry proven equipments and should support all standards and protocols

2. The products/components should be able to demonstrate a clear and easily expandable roadmap for next 10 to 15 years without disruption to any business.

3. KFC Reserves Right to assign total project among from multiple vendors for components like Hardware, Networking, Connectivity etc .



4. SUBMISSION OF TENDER The tender document can be purchased from Systems Department, Kerala Financial Corporation, Vellayambalam, Thiruvananthapuram, Kerala – 695033 during the period 20.02.2009 to 28.02.2009 between 10:30 a.m. to 5:00 p.m. The cost of tender documents can be remitted in the form of Demand Draft in favor of Kerala Financial Corporation payable at Thiruvananthapuram. Kerala Financial Corporation reserves the right to change the qualifying criteria at their discretion and to accept or reject any or all tenders without assigning any reason thereof. The tenders not accompanied by EMD shall be summarily rejected. 4.1 Conditions for submission of Tender 1. Tender shall be treated as two parts,

Part I – Software/Hardware Part II – Networking/Connectivity

2. Tenderer can participate in any one or both parts. 3. All the tender conditions are same for both the Part – I & II 4. Tender shall be in the prescribed form 5. Respective tenders shall be received by the Accepting Authority upto the date and time

as mentioned in the tender form 6. The tender shall be accompanied by Earnest Money Deposit of Rupees Two Lakhs (Rs

2,00,000/-) for Part –I Software/Hardware and Rupees One Lakhs (Rs 1,00,000/-) for Part –II Networking/Connectivity in the form of Demand Draft from any Nationalized Bank in favor of Kerala Financial Corporation, payable at Thiruvanamthapuram.

7. Tenderers shall submit two bids namely (a) Technical bid and (b) Commercial bid. The details of preparation of bids is mentioned under Section II Clause C

8. Tenderers who participating both the Part-I and II shall submit separate Tender Cost, EMD, Technical bid and Commercial bid

9. Tenderers must submit the following documents along with their bids. i. Signed Copy of Audited Balance Sheet and P&L for the years 2005-06, 2006-

07,2007-08 and provisional balance sheet of 2008-09(for nine months ended 31.12.2008)

ii. Tenderer should submit satisfactory completion certificate from the clients in software project related to Finance & Banking sector with following details. 1)Name of Project. 2) Scope of Project 3)Details of Implementation 4)Time taken for completion 5) Platform, Database, Programming languages, tools used. 6) Satisfaction level of the project 7) Satisfaction level of the support provided. 8) Cost of the project 9) Cost of the AMC 10) Contact details of the client A copy of work order also needs to be attached.

iii. Proof of being certified in CMM level 3 or above in case of Software and ISO 9001:2000 or above for Hardware/Networking/Connectivity

iv. Details of local offices, office at Thiruvananthapuram or next nearest office. 10. Not more than one tender shall be submitted by a service provider or by firm of service

provider. 11. No two or more concerns in which an individual is interested, as proprietor and / or

partner shall tender for the execution of same works. If they do so all such tenders shall be liable to be rejected.



12. KFC will not be responsible for any cost or expense incurred by the bidder in connection with the preparation or delivery of the bids

13. The detailed licensing policy of the quoted solution and other 3rd party software for this entire project should be clearly indicated in the technical bid. The bidder has to ensure that all the licensing and other items required for the project are covered in the financial bid submitted. Any new condition or item or price will not be accepted during the entire contract period.

14. A responsive bidder is one who submits priced tender and accepts all terms and conditions of the specifications and contract documents without any modifications.

15. A modification is one which affects in any way, the quality, quantity and period of completion of the work or which limits in any way the responsibilities or liabilities of the Bidder or any right of KFC as required in the specifications and contract documents. Any modification in the terms and conditions of the tender, which are not acceptable to KFC, shall also be treated as a major modification.

16. A tenderer submitting a tender shall deem to have full knowledge of the scope of the work. All tenderers are also requested to make on their own investigation & obtain clarifications required.

17. Submission of a tender by a tenderer implies that the agency has read this notice and all other contract conditions and has made themselves aware of the scope of the assignment and other factors bearing on the execution of the assignment.

18. A tenderer should quote in figures as well as in words rate(s) tendered. The amount for each item should be worked out and the requisite totals given. The total amount should be a rounded figure and shall be written both in figures and in words.

19. All rates shall be quoted on the commercial bid attached along with this tender document. Rates quoted on the commercial bid shall only be considered.

20. Canvassing in connection with tenders is strictly prohibited and the tenders submitted by the tenderers who resort to canvassing will be liable to rejection.

21. Tenderer shall submit the tender which satisfies each and every condition laid down in this notice, failing which, the tender will be liable to be rejected.

22. All pages of the tender document must be duly signed and returned as an evidence of conformity to the requirements, failing which, the tender will be liable to be rejected.

23. Conditional tenders are liable to rejected. MD of KFC shall have the right to reject or accept any or all the tenders without assigning any reason what so ever. Tenderer are required to submit the bids strictly in the format specified in the tender documents. Bids received in any other format or without proper inputs or with more than one option will be liable to be rejected

24. The offer shall remain valid for a period of 150 days from the date of opening of tenders(commercial bid ), for acceptance.

25. If any tenderer withdraws his tender before the said period or makes any modifications in the terms and conditions of the tender which are not acceptable to the company then KFC shall, without prejudice to any other right or remedy, be at liberty to forfeit the full said earnest money deposit absolutely.

26. On acceptance of tender, Earnest Money Deposit(EMD) will be treated as part of the security deposit. 10% of each bill would be deducted as security deposit and added with the EMD till it reaches 10% of the total project cost. This amount would be payable after the warranty period of 1year from the date of final commissioning ,integration, acceptance and evaluation of all the modules. The same may be released 3 months after the final commissioning, integration, acceptance and evaluation of the project against an equivalent unconditional, irrevocable bank guarantee valid up to 90 days.



But releasing of security deposit against bank guarantee would be the sole discretion of KFC

27. The Security Deposit and bank guarantee shall be refunded to the service provider after the successful commissioning and acceptance of the Software system by KFC. Kerala Financial Corporation will return the earnest money deposited without any interest to the unsuccessful tenderers.

28. The terms and conditions of this notice of tender shall form part of the contract document.

29. On acceptance of the tender, the name of the accredited representative(s) of the service provider should be informed to Managing Director of KFC.

30. All the tenderers must indicate the capacity and authority of the individual signing the tender

31. Delivery of Tender: The sealed tenders can be handed over to Chief Manager(Systems) or drop the tender in the tender box kept at Systems Department at KFC. All outstation tenders can be sent by Registered post. One cover/envelop should contain one tender only. Tenderers must note that each copy of the tender should be a complete document and should preferably be bound as a volume.

32. Work Contract Tax/ Income tax: - Tax on works contract, income tax, service tax etc which are to be deducted at source at applicable rate will be deducted from the payment before disbursement.

33. All taxes and levies if any, in respect of the tender shall be included in the bid amount and shall be payable by the tenderer.

34. If it is desired to quote for excise/Custom Duty/Entry Tax/Octroi/Service tax as extra, the same must be specifically stated so. In the absence of such stipulation, it will be presumed that the prices include all such charges and no claim for the same will be entertained.

35. If the Sales Tax to be paid extra the same must be specifically stated. In absence of any such stipulation in the tender, it will be presumed that prices quoted by the tenderer are inclusive of sales tax and no liability for payment of Sales Tax or other taxes will be developed upon the purchaser. On tenders quoting sales tax extra, sales tax will be paid to the seller at the rate at which it is liable to be assessed or has actually been assessed provided the transaction of sale is legally liable to sales tax and the same is payable as per terms of the contract.

36. Any dispute regarding this tender (Pre Tender or Post Tender) shall be subjected to the jurisdiction of courts in Thiruvananthapuram District

For and on behalf of Kerala Financial Corporation MANAGING DIRECTOR



5. ACCEPTANCE LETTER (TO BE SUBMITTED IN COVER # 1 OF THE TECHNICAL BID) The Managing Director Kerala Financial Corporation Vellayambalam, Thiruvanamthapuram 695033, Kerala Sir, ACCEPTANCE OF KFC’S TENDER CONDITIONS

1. Tender document for the work “Implementation of Core Financial Solution and Integrated Administrative System for Kerala Financial Corporation” has been issued to me/us by KFC, and I/we hereby unconditionally accept the tender conditions of KFC’s tender documents in its entirety for the above work.

2. Clauses of Conditions of the tender document have been noted wherein it is clarified

that the unconditional acceptance of tender conditions in its entirety is a precondition for acceptance of the tender. It is further noted that it is not permissible to put any remarks / conditions (except unconditional rebates on quoted rates, if any) in the tender in which case, I / we agree that the tender shall be rejected and shall without prejudice to any other right or remedy is at liberty to forfeit the Earnest Money Deposit.

3. EMD Details :

Amount: DD no: Date : Bank:

Yours faithfully, (Signature of the Tenderer with rubber-stamp/office seal) Date : Place :



6. TENDER FORM TENDER FOR ‘IMPLIMENTING CORE FINANCIAL SOLUTION & INTEGRATED ADMINISTRATIVE SYSTEM’ FOR KERALA FINANCIAL CORPORATION(KFC). Technical Bid 1. To be submitted to : The Managing Director Kerala Financial Corporation Vellayambalam, Thiruvanamthapuram 695033, Kerala On or before 05:00 p.m. on 06.03.2009 Commercial Bid 1. To be submitted to: The Managing Director Kerala Financial Corporation Vellayambalam, Thiruvanamthapuram 695033, Kerala On or before 05:00 p.m. on 06.03.2009 Issue of Tender does not automatically make the purchaser of Tender Document eligible to bid. Decision of the Core Committee regarding the eligibility of the bidder to bid shall be final Issued to _____________________________________________ (Name of the Service Provider) Issued by

The Managing Director Kerala Financial Corporation Vellayambalam, Thiruvanamthapuram 695033, Kerala



SECTION II 7. SCOPE OF THE WORK The scope of the project includes Supply, Study, Analysis, Configuration, Installation, Customization, Data Migration, Documentation, Testing, Training and commissioning of the chosen Software, Hardware, Networking and Connectivity Solutions as mentioned in clause 1.5 (scope) in Part II, Qualitative Requirements The bidder should provide the proposal for all the relevant components of the products of their product stack/ suite. The list of modules/functions that needed in the software system and components for Hardware and Networking is given below. These modules/functions/components are the minimum requirements as per the present understanding of KFC. However, it is the responsibility of the bidder to quote for the additional modules/functions/components as required in order to meet the functional specifications and requirements of KFC as outlined in the Tender. The proposed product should meet the qualitative requirements which mentioned in clause Part II (QUALITATIVE REQUIREMENTS). 7.1 List of modules/ functions need to be covered in the Software System No Sub system / Functional areas. 1 Loan Management

1.1 Application Processing 1.2 Appraisal 1.3 Credit Rating 1.4 Sanctioning and Acceptance 1.5 Disbursement 1.6 Documentation 1.7 Safe custody of security title deeds and documents 1.8 Refinancing 1.9 ALM and Risk management 1.10 Loan Portfolio Management & Tracking 1.11 Legal Aspects 1.12 EMI Calculation 1.13 Managing Schemes(Product & Interest Rate Configuration) 1.14 Email & Alerts 1.15 MIS Reports

2 Credit Management 2.1 Asset Health Monitoring 2.2 Early Alert System 2.3 Non Performing Asset Management 2.4 Automatic Provisioning 2.5 Asset Movement & Tracking 2.6 Suit Filed Accounts 2.7 Take over assets under Sec.29 of SFCs Act 2.8 Assets Under Revenue Recovery 2.9 Communication System (Correspondence & Tracking)

3 Financial Accounting 3.1 Account Type 3.2 Fixed Asset register 3.3 Asset liability Management 3.4 Group Heads



3.5 Transactions through voucher 3.6 Management & Cost accounting 3.7 Budgeting 3.8 Profitability of branch offices 3.9 Reports

4 Fund Management 5 Human Resource Management System

5.1 Recruitment 5.2 Employee Database 5.3 Employee Confidential & History Details 5.4 Probation 5.5 Performance Appraisal & Auto Rating 5.6 Promotion 5.7 Transfer 5.8 Increment 5.9 Leave Master & Leave Application Process 5.10 Managing Training 5.11 Retirement 5.12 Terminal Benefits 5.13 Resignation 5.14 Termination 5.15 Punishments 5.16 Deputation 5.17 Maintaining Service Book 5.18 Accreditation 5.19 Training attended records

6 Payroll processing system 6.1 Payroll Heads 6.2 Payroll rules and accounts integration 6.3 Allowance & Deductions 6.4 Employee Loans and Advances 6.5 Monthly payroll process 6.6 Salary disbursement and pay slip generation 6.7 Festival and Seasonal advances 6.8 Calculation of bonus and incentives 6.9 Pay scale revisions 6.10 Gratuity and Settlement Processing 6.11 IT and other tax deduction processing 6.12 Settlement Details 6.13 PF (Trust and its activities) 6.14 Types of internal loans 6.15 Medical and Other Reimbursements 6.16 Leave surrender 6.17 Arrear Processing(Allowance arrear & Salary Revision) 6.18 Payroll year end process 6.19 E-Mail pay slip to individual employees 6.20 Incentives 6.21 Group gratuity 6.22 Bank/Deduction/Advances

7 Stationery Management 8 Fixed Deposit System 9 KFC CARE

9.1 Registration 9.2 Meeting Records 9.3 Donations and Sponsors 9.4 Accounting, Bank A/cs and Statements



9.5 Receipt & Vouchers 9.6 Event history & Reports

10 Consultancy Cell & Training Division 10.1 Consultant & in-house experts registration 10.2 Work order and status reports 10.3 Receipt, vouchers & statements 10.4 Reports

11 Society 11.1 Money transaction and related reports

12 Investment subsidy 12.1 Subsidy Claim 12.2 Subsidy Receipt 12.3 Branch allocation 12.4 Cancellation & Rea allocation 12.5 Subsidy Recall & Reports

13 Margin Money 13.1 Receipts & Payouts 13.2 Collection and refund 13.3 Statements and reports

14 Benefit fund 15 Audit 16 Reports

16.1 Accounting 16.2 MIS & Dash board information 16.3 SIDBI Reports 16.4 Appraisal etc

17 Data Migration 18 Document Management System 7.2 List of Hardware Components need to setup the Data Centre 1. Application Server 2. Database Server 3. SAN Storage 4. Backup Devices 5. Rack, switches, cabling & other related equipments 7.3 List of functionalities required for Networking/Connectivity 1. Secure connectivity between the Branches, Head Office & Data Centre 2. Voice over IP 3. Video & Tele Conference between the branches and head office 4. Mail server & Open source solution for Mailing, should support archiving and content filtering 6. Wi-Fi connectivity at Head Office premises, provision to identify the users over the network, content filtering, manages unauthorized access. 7. Centralized solution for Virus/Spam control.



8. INSTRUCTIONS TO BIDDERS

A. INTRODUCTION 1. Definitions The “Accepting Authority” is the Managing Director of Kerala Financial Corporation and he shall be the accepting authority of Tender offer hereinafter referred to as such for the purpose of award of this work. “The User or Purchaser” means the Kerala Financial Corporation(KFC) “Corporation” means the Kerala Financial Corporation(KFC) “The Bidder or Service Provider or Integrator or Service provider or Tenderer” means the individual/firm/company who participate in the tender and submits bid and who are willing to undertake the Study, Analysis, Design, Development, Data Migration, Documentation, Installation, Training, Implementation and Maintenance of the “Proposed Software/Hardware System” for the Core Financial & Integrated Administrative System of the corporation “The Dealer or Technology Partner” means the authorized firms who have the source code of the software or the hardware manufacturer and the authority to sell and support the same. “Qualitative Requirements ” means the document that defines qualitative requirement of the User. “The Works ” means all the activities defined in the QR and software specifications such as supply and customization of the software solution, development of all modules, system testing, commissioning, data migration, system administration, training of the personnel nominated by the user, maintenance of the system and all activities defined as scope of work in clause 1.5 in Qualitative Requirements. “The Works Order” means the order placed by the User on the Contract signed by the User including all attachments and appendices thereto and all documents incorporated by reference therein. “The Contract” means the agreement signed between the User and the Service Provider as per the terms and conditions contained in the works order. “The Contract Price” means the price payable to the service provider under the works order for the full and proper performance of its contractual obligations. “Validation” means a process through which the System is tested to ascertain its performance defined in the Qualitative Requirements. “Non-responsive Bid” means a bid, which is not submitted as per the instructions to the bidders or Earnest Money Deposit has not been attached, or the required data has not been provided with the Bid or intentional errors have been committed in the Bid.



“SRS” means Software Requirement Specifications, which give the entire details about the software which is installing along with the design of the same “RFP” means Request for Proposal “MIS” means Management Information System, which give the different types of queries and reports required for the management function from the software. “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the act ion of a public official in the procurement process or in contract execution “Fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract “Collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the Purchaser to establish bid prices at artificial, non-competitive levels “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract. 2. Cost of Bidding The Bidder shall bear all costs associated with the preparation and submission of the bid. The User, will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. B. THE BID DOCUMENTS 1.1 The required materials, bidding procedures and contract terms are prescribed in the Bid

Document. The Bid Document includes:

a) Tender Notice b) Acceptance Letter c) Tender Form d) Instruction to Bidders e) General Terms & Conditions of the Contract including KFC’s Conditions of contract f) Special Conditions of the Contract. g) Particular Specifications of the Contract. h) Technical Qualification formats i) Commercial Bid j) Feasibility study report k) Evaluation Matrix l) Qualitative Requirements m) Software specifications and related documents n) Any other documents as decided by KFC.



1.2 The Bidder is expected to examine all instructions, forms, terms and specifications in the Bid Document. Failure to furnish all information required as per the Bid Document or submission of bids not substantially responsive to the Bid document in every respect will be at the bidder’s risk and shall result in rejection of the bid.

3. Clarification of Bid Documents The prospective bidder, requiring any clarification of the Bid Documents shall notify the User in writing/Email at the User’s address indicated in the Tender Notice not later than 5 days prior to the date for the submission of bids. The User shall respond in writing/EMail to any request for clarification of the Bid Documents, which it receives not later than 5 days prior to the date for the submission of bids. 4. Amendment of Bid Documents 1. At any time, prior to the date of submission of bids, the User may, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective Bidder, modify the bid documents by amendments.

2. The amendments shall be notified in writing or by Fax or by email to all prospective bidders on the address intimated at the time of purchase of bid document from the User and these amendments shall form integral part of the tender document. All such amendments issued must be signed and delivered to KFC along with tender document & they shall form part of tender document.

3. In order to afford prospective bidders reasonable time in which to take the amendments into account in preparing their bids, the User may, at its discretion, extend the deadline for the submission of bids suitably and the new dates shall be intimated to all the tenderers.

C. PREPARATION OF BIDS 5. Documents Comprising the Bid The tender has two parts Part – I Software/Hardware; should cover the software solution and data centre hardware required for the proper functioning of the proposed software system. Part – II : Networking/Connectivity, should cover the Networking and Connectivity requirements , specified in the Section-II Scope of Work, for the centralized access of the software solution The Tenderer can participate in any one Part or both. The bid prepared by the bidder shall be in two parts, to be submitted as per Section II D. (SUBMISSION OF BID DOCUMENTS), each part to contain the following components: 1.1. TECHNICAL BID Technical bid in two separate covers (marked Cover 1, Cover2) as given below super scribing the name of the work-technical bid, address of the Accepting Authority and address of the tenderer.



1) Cover 1 . EMD in the form of Demand Draft and Acceptance Letter as per the specimen shown in the tender document

2) Cover 2. Following documents shall be included (a) Tender document (except commercial bid) duly filled, signed in all the pages. The bidder

shall sign each page of document as an evidence of conformity to the requirements (b) Profile of the Organization. (c) Details of proposed Software/Hardware or Networking/Connectivity Solutions. (d) Details of proposed Datacenter Servers, Disaster Recovery, Networking, Connectivity and

other Hardware devices require for the software implementation (e) No. of installations of the proposed system in India especially in Finance/Banking Sector

with credentials to prove the same. (f) Credentials to prove the relationship with Service provider as authorized Vendors for

license in case of Proposed System being provided by a third party. (g) Duly filled and signed forms mentioned under Part IV: Section I (TECHNICAL

QUALIFICATION FORMATS) in this document itself (h) Credentials to prove the relationship with Hardware/Networking/Connectivity Provider as

authorized Vendors for license in case of Proposed Hardware/Networking/Connectivity System being provided by a third party.

(i) Feasibility study report. (j) Back up Methodology and Devices. (k) The detailed licensing terms for the quoted Software and other 3rd party software for this

entire project should be clearly indicated. (l) The detailed licensing terms for the proposed Hardware/Networking/Connectivity

Systems for this entire project should be clearly indicated. (m) Evaluation matrix (n) The technical bid should also include the product literature, manual and a short

description of the product proposed to be supplied. In case, the product as specified in the BOM is end of life or not being manufactured by the OEM, the vendor is required to provide sufficient proof of such claim and is allowed to quote for an alternate product with such similar working capability.

• The cover 2 of the technical tender of only those tenderers who provide the EMD and

Acceptance letter in Cover 1 will be opened. • If any quoted price mentioned in the technical bid, the bidder will be disqualified.

TECHNICAL EVALUATION The bidder has to make a detailed presentation in front of an Organisational Technical Committee constituted by KFC. The following points should be explained in detail during the presentation. The date and time of the technical evaluation will be intimated later. 1. Company details and strengths of the company. 2. Details of proposed Software Solution, database, programming languages 3. Software solution details and advantages of the suggested solution and how it suits KFC’s

requirements 4. Experience of the company in the mentioned software solution with no. of installations of

the said software solution



5. Experience of the company in Financial Institution software related to Financial and Banking Industry.

6. Experience of the company in PSU implementation 7. Explanation of Feasibility study report.

a) Mapping of the organizational structures, processes & environment of the organization into the corresponding proposed model

b) Possibility of an exact mapping of current system in the proposed system. c) Explain merits & demerits of required local changes in the new system. d) List out the areas which require local changes if KFC require exact mapping. e) Clearly explain how the proposed model is to take advantage of the best practices

in industry that come embedded with the proposed software. f) What are the processes or business rules need to be changed by KFC in order to

accept best practices in the industry that come embedded in proposed solution. 8. Detailed demonstration of the software as per the technical details mentioned in the

tender document including the business process inbuilt in the software. 9. The Bidder shall clearly define the technical architecture proposed to meet the

functionality and the same shall be based on the state-of-the-art solution 10. Model for the online/offline model as well as the information mechanism from primary

documents. 11. Methodology proposed for the project 12. Extend of onsite support 13. Details of local offices in Kerala/nearest which can provide support in case of necessity

will be given weightage 14. Number of concurrent users and licensing details including cost 15. Hardware configuration required at Data centre and Client for implementing the

proposed system 16. Network connectivity and broadband/lease line requirements for the implementation of

the proposed system 17. Backup methodology 18. Details of activities during AMC and warrantee period. 19. Costing of additional requirements during the development stage and AMC and

warrantee period 20. Budgetary cost for the software and hardware. 21. The detailed licensing policy of the quoted Software Solution and other 3rd party

software for this entire project should be clearly explained. The evaluation template is provided below.

SL:No Evaluation Criteria & Evaluation sub criteria

Max. Marks for

sub criteria

Max. Marks for

evaluation Criteria

1 Compatibility of the available off the shelf products including the modules with KFC's requirements 50/100

Loan Management 15

Credit Management 10 Financial Accounting 10 Fund Management 7 Human Resource Management System 9



Payroll processing system 7 Stationery Management 2 Fixed Deposit System 3 KFC CARE 3 Consultancy Cell 3 Society 2 Investment subsidy 3 Margin Money 3 Benefit fund 2 Reports 5 Data Migration 5

Document Management System 4 Datacenter/Branch Hardware & Networking 7

Total 100 2 Capability of the proposed Software Solution 25/100

Experience of the Proposed System in Financial Organisations in India/Kerala 20

Experience of the Proposed System in Banking Industry in India/Kerala 15

Public Sector Organizations: Implementation experience of the Proposed System in PSUs in India 10

Database independency: Capability of the proposed System which support different databases like MS SQL 10

Source code availability and access (Standard and customised) for the customer 20

Scalability or maximum number of concurrent users the system can support. 15

Audit Management capability of the proposed System (internal or external or AGS audits) 10

Total 100 3 Capability of the integrator 15/100 Turnover of the bidder (implementation partner) 10 Employee/ Professional strength of the Bidder in Kerala 20 Certification (Quality, process etc.) of the bidder 10 Experience of the bidder in Financial Sector in Kerala 20 Experience of the bidder in Banking Industry 20

Public Sector Organizations: Implementation experience of the bidder in PSUs in India 20

Total 100

4 Suitability of the Core Financial IT system architecture considering future requirements for an Financial/Banking industry 10/100

System architecture 50 Methodology to implement the system 50

Total 100 Total Weightage 100/100



Weightage given to Technical bid T = 100 Weightage given to Commercial Bid F=0 The commercial bid will be opened based on the technical committee’s evaluation report. The technical evaluation would be on the basis of the technical bid, experience of the proposed system/bidder in industry and the marks obtained from the presentation. The bidder should answer for the queries raised by the committee. The points mentioned in the presentation and the answers given to the queries should be submitted to the corporation as a signed document. KFC reserves the right to terminate the contract in case the details furnished in this document are found to be incorrect.



1.2. COMMERCIAL BID Commercial Bid part shall include the following documents, duly filled signed in a Separate cover(marked Cover 3). It should include the following documents. a. Abstract of Prices duly filled signed b. Provide a detailed price quotation, including a summary of all costs and a detailed list of

each item proposed, its associated cost and total cost. The cost should also include user training cost.

c. In case of Software, the commercial bid shall be submitted in the format enclosed (Form No. KFC-S2-1A, Commercial Bid) and the cost of additional user license also to be in the format enclosed (Form No. KFC-S2-1B, Additional user license).

d. The commercial bid for Hardware shall be submitted in the format enclosed (Form No. KFC-S2-2A, Commercial Bid) and approximate cost estimate for next four year shall be submitted in the format enclosed (Form No. KFC-S2-2B, Commercial Bid).

e. The commercial bid for Networking/Connectivity shall be submitted in the format enclosed (Form No. KFC-S2-3A and KFC-S2-3B, Commercial Bid).

f. Quote should include network implementation at all locations mentioned in the RFP. g. The implementation cost should be inclusive of all expenses like travelling, lodging, and

boarding for consultants. h. The cost should be inclusive of all type of taxes, It should be noted separately i. The bidder shall complete the Bid Form and the appropriate Price Schedule furnished in

the Bid Documents, indicating the Items to be supplied, a brief description of the Items, quantity and price. The bidder shall quote the rates in English language and international numerals. The rates shall be written in both figures as well as in words. AMC rates after the 1-year warranty period also should be indicated in the Bid Form

j. The functional grouping in the forms (Form No. KFC-S2-1A & Form No. KFC-S2-1B) are grouped according to KFC’s basic requirements. The bidder can have the freedom of grouping the functional modules according to architecture or the availability of the proposed software package. But the bidder should ensure that the grouping meet all the functional requirements mentioned in the formats.

6. Bid Prices

1. The bidder shall give the total composite price inclusive of all levies and taxes, packing,

forwarding, freight & insurance etc. The basic unit price of each module and the total price shall be quoted using the price biding form given. The offer shall be firm in Indian Rupees.

2. Prices shall be written in both figures as well as words. If there is a discrepancy between the prices written in words and figures, the rate written in words will be taken as the quoted price.

3. The prices quoted by the bidder shall remain firm during the entire period of contract and shall not be subject to variation on any account.

4. The price approved by user for procurement will be inclusive of levies and taxes, packing, forwarding, freight and insurance as mentioned in clause 1 of this paragraph (above).

5. The bidder should consider the project as two parts, part – I for Software/Hardware and part –II for Networking/Connectivity, and all the relevant prices should be included in the bid form. No hidden cost would be allowed during the entire project period. Hence no extra claim would be entertained.



6. The bidder should submit the bids strictly in the format specified in the tender documents. Bids received in any other format or without proper inputs or with more than one option will be liable for disqualification

7. Earnest Money Deposit (EMD) 1. The tender shall be accompanied by Earnest Money Deposit of Rupees Two Lakhs (Rs

2,00,000/-) for Part-I Software/Hardware and Rupees One Lakhs (Rs 1,00,000/-) for Part-II Networking/Connectivity in the form of Demand Draft on any bank in favor of Kerala Financial Corporation, payable at Thiruvanamthapuram

2. The User shall reject a bid as non-responsive if it is not secured in accordance with Clause 1 above.

3. The EMD of the unsuccessful bidder other than the first three successful top competent bids will be discharged/returned as applicable.

4. The successful bidder’s EMD shall be converted as security deposit. 5. The EMD may be forfeited a) If a bidder withdraws his bid during the period of bid validity specified by the bidder on

the Bid form or b) In the case of a successful bidder, if the bidder fails to accept the Work Order, and / or to

sign the contract. Or c) If the bidder violate any of the tender terms or fails to perform the contract

8. Period of Validity of Bids 1. The Bid shall remain valid for 150 days from the date of commercial bid opening. 2. In exceptional circumstances, the User may request the bidder’s consent for an extension

to the period of bid validity. The request and the responses thereto shall be made in writing.

3. The items may be procured as and when required during the execution of the project hence the quoted price should be valid till the completion of the project after initial award.

9. Format and Signing of Bid 1. The Bids should be signed by the bidder or a person or persons duly authorized to bind

the bidder to the contract. Written power-of-attorney accompanying the bid shall indicate the letter of authorization. The person or persons signing the bid shall sign and affix rubber stamp/seal on all pages of the tender document. The bids submitted shall be in original as specified in Clause 10 (Marking of Bids).

2. The bid should contain no interline insertions, erasures or overwriting. Any correction if necessary shall be made by scoring the incorrect figures/words and should be signed by the person or persons signing the bid. Such corrections are allowed only in places, which are to be filled by the tenderer. No correction shall be made to the tender document of KFC.



D.SUBMISSION OF BID DOCUMENTS 10. Marking of Bids 1. The bidders shall duly mark both the envelopes separately as ‘Technical Bid for KFC Software/Hardware System ’or ‘Technical Bid for KFC Networking/Connectivity System ’ and ‘Commercial Bid for KFC Software/Hardware System’ or ‘Commercial Bid for KFC Networking/Connectivity System’ and submit them in a common outer envelope. 2. The inner and outer envelopes shall be:

1. Addressed to : The Managing Director Kerala Financial Corporation., Vellayambalam, Thiruvanamthapuram - 695033, Kerala.

2. Bear the Project Name, the tender number and the words ‘Do not open Before’ (due date); and

3. The inner and outer envelopes shall indicate the name and address of the bidder 4. Tenders shall either be sent by Reg. post or delivered in person. The responsibility for

ensuring that tenders are delivered in time would vest with the bidder.

3. Bids delivered in person shall be dropped the bid on the tender box provided at Systems Department at KFC Head on or handed over to Chief Manager(Systems) on or before 05:00 p.m. of due date. The User shall not be responsible if the bids are delivered elsewhere. The user will not be responsible for any postal delay.

11.Submission of Bids 1. The User at the address specified under Clause 10.2 (Marking of Bids), must receive bids

not later than the prescribed time on due date. 2. The bidder shall submit his bid offer only against a set of bid documents Purchased by

him. 12.Late Bids The user shall reject any bid received by the User after the last date and time for submission of bids. 13. Modifications and Withdrawal of Bids 1. The bidder may withdraw his bid after submission provided that the User prior to the

deadline prescribed for submission of bids receives the written notice of the withdrawal. 2. A withdrawal notice may also be sent by telex / fax but followed by a signed

confirmation copy, by post not later than the deadline for submission of bids. 3. No bid shall be modified subsequent to the submission of bids.



E. BID OPENING AND EVALUATION 14. Opening of Technical Bids 1. The User shall open Technical Bids on the next working day of the due date of the tender 15. Preliminary Evaluation 1. The User shall evaluate the bids to determine whether they are complete, whether any

computational errors have been made, whether required EMD has been furnished, whether the documents have been properly signed and whether the bids are generally in order.

2. Prior to the detailed evaluation, pursuant to Clause 17 (Evaluations and Comparison of Substantially Responsive Technical Bids), the User will determine the substantial responsiveness of each bid to the Bid documents. For purposes of these clauses, a substantially responsive bid is one, which conforms, to all the terms and conditions of the Bid Documents without material deviations.

3. A bid determined as substantially non-responsive will be rejected by the Tender Opening committee and shall not, subsequent to the bid opening, be made responsive by the bidder by correction of the non-conformity.

4. The User may waive any minor infirmity or non-conformity or inadvertent errors in a bid, which does not constitute a material deviation, provided such waiver, does not prejudice or affect the relative ranking of any bidder.

16. Clarification of Bids To assist in the examination, evaluation and comparison of bids the User may, at its discretion ask the bidder for the clarification of its bid. The request for clarification and the response shall be in writing/email. However, no post bid clarification at the initiative of the bidder shall be entertained. 17. Evaluations & Comparison of Substantially Responsive Technical Bids A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the Bidding Documents without material deviation, reservation or omission. A material deviation, reservation, or omission is one that : (a) affects in any substantial way the scope, quality, or performance of the proposed system

as specified in the tender document (b) limits in any substantial way, inconsistent with the Bidding Documents, the User’s rights or

the Bidder’s obligations under the Contract ; or (c) if rectified would unfairly affect the competitive position of other bidders presenting

substantially responsive bids.

If a bid is not substantially responsive to the Bidding Documents, it shall be rejected by the User and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission. The evaluation process will consist of two stages: Technical and Commercial. Technical evaluation will consist of two stages.



a) Evaluation to confirm that all terms and conditions specified in the tender document are met without any material deviation or reservation.

b) Product presentation and Technical evaluation The bidder shall furnish as part of bid documentary evidence to the satisfaction of the user that the solution offered confirms to the technical specification and standards. The user may invite the bidders to demonstrate the solution and the dates will be communicated. The bidders should make their own arrangements for the demonstration and will not be eligible for reimbursement of expenses. Commercial bid of those vendors who qualified technically after the evaluation process only will be opened. If at any stage prior to the award of contract if the user feels that the bid is not substantially responsive, the User shall reject the bid without thereby incurring any liability. Similarly, if it is found that a bidder directly or through an agent, is engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract in question, the user shall reject the bid. The User will compare all substantially responsive bids to determine the lowest -evaluated bid. 18. Opening of the Commercial Bids Commercial Bids of those vendors who qualify technically shall be opened after the technical evaluation processes are over. 1. The comparison for evaluation shall be of the total cost of the bid inclusive of all Taxes,

Levies and other charges. 2. The latest commercial bid received before the due time and date for submission of bids

shall be considered as the final bid. 3. If any modification is made only to part of the commercial bid, then it shall be specifically

stated and affirmed that this shall form part of the commercial bid. 4. The signatory to the original bid shall sign any modification of bid.

19. Contacting the User 1. No bidder shall try to influence the User on any matter relating to its bid, from the time of

the bid opening till the time contract is awarded. 2. Any effort by a bidder to influence the User in the User’s bid evaluation, bid comparison

or contract award decisions shall result in the rejection of the bid. 20. Award of Contract The User shall normally consider placement of Works Order for the provision of KFC Software System on the bidder whose offer has been found technically and financially most suitable to the requirements. The user’s decision in awarding the contract shall be final and binding on all the bidders. 21. User’s right to accept any Bid and to reject any or all Bids 1. The User reserves the right to accept or reject any bid, and to annual the bidding

process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever.



2. The User shall award the Contract to the Bidder whose offer has been determined to be the lowest evaluated bid and is substantially responsive to the Bidding Documents, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. The accepting authority shall be the sole judge in awarding the contract. Depending upon the competency requirement, the Managing Director of KFC shall be at liberty to award the tender to tenderer

22. Issue of Works Order 1. The issue of a Works Order shall constitute the intention of User to enter into the contract

with the bidder. 2. The acceptance of the bid offer shall duly be communicated to the bidder 3. The successful bidder shall within 7 days of receipt of the work order, give his

acceptance to the tender as required by KFC. 23. Signing of Contract 1. The issue of Work Order by KFC and acceptance of the work order by the bidder shall

constitute the award of contract on the bidder. The terms of the contract shall be reduced to writing in proper non-judicial stamp paper. The signing of the Contract shall be completed within 15 days of the acceptance of the Works Order or within the time fixed by KFC.

2. Upon acceptance of work order, KFC shall have the right to instruct the bidder to comply with various requirements under the contract like depositing security deposit or submission of performance guarantee, bank guarantee etc as contained in this tender

24. Annulment of Award Failure of the successful bidder to comply with the requirement of Clause 22.2 (Issue of Works Order) shall constitute sufficient ground for the annulment of the award and forfeiture of the EMD in which event the User may make the award to any other bidder at his discretion or call for new bids. However, KFC shall have the right to extend the time for acceptance of the tender or to issue a renewed offer to the same bidder, as it may deem fit to KFC. In such case, the annulment of award shall not take place automatically. 25. Transfer of Tender Document Transfer of Tender Documents by a Bidder to anybody else is not permissible. 26. Quality Assurance Requirements The service provider shall certify that all works comply to standards specified in the Qualitative Requirements



SECTION – III 1. GENERAL TERMS & CONDITIONS OF THE CONTRACT 1. Application The General Terms & Conditions shall apply in the Contract to be made by the User for all Works involved in the provision of the KFC Core Financial Solution and Integrated Administrative System. 2. Discrepancies and Adjustment of errors In case of discrepancy in the specifications and /or the drawings the following order of preference shall be observed. 1. Software Requirement Specification 2. Particular Specifications of contract 3. Special Conditions of contract 4. Drawings or Qualitative requirements 5. General terms & Conditions of contract



SECTION – IV 2. SPECIAL CONDITIONS OF CONTRACT 1. General 1. The following Special conditions shall be read in conjunction with general conditions of contract and amendments/corrections there to. If there are provisions in this Special condition, which are at variance with the provisions in the above-mentioned documents, the provisions in these Special conditions shall take precedence. The work in general shall be carried out as per the nomenclature of the individual items and in the particular specifications. For item of works, not covered above, the same shall be carried out as per relevant international/Indian standards with up to date correction slips. 2. For any other item of work, not covered in the above Para, the same shall be done as per the latest relevant BIS codes of practice. For any other item of work, not covered in the above Para, the same shall be done as per the sound engineering practice as directed/approved by Core committee. 2. Details of tender The tender specifications consist of the details shown below:- 1. Scope of work 2. General Terms & conditions of contract 3. Special conditions of contract 4. Particular Specifications 5. Qualitative requirements 6. Software specifications 7. Technical Qualification format 3. Restrictions in working hours 1. Since the work has to be carried out within the corporation and office premises of KFC, Service Provider should obtain prior permission from the competent authority. The service provider’s staff working in the corporation and office premises will obey the instructions of the KFC Officials. 2. The development & implementation shall be done in close co-ordination with other agencies and as directed by Systems Department. 4. Procurement of Development tools Service Provider shall make his own arrangements for the procurement and storage of all required tools for the work.



5. Turnover taxes/works contract taxes Deductions will be made from the bills towards income tax, sales tax, Service tax, tax on works contract as per the K.G.S.T Act/VAT as per the relevant regulations 6. Preliminary Software Requirement Specifications(SRS) A Preliminary SRS shall be submitted with tender documents. However, the Preliminary SRS is purely indicative of the scope of work only functionality of the proposed system. The Service Provider shall prepare SRS / detailed design necessary for the approval by the Systems Department at the time of execution. 7. Contract documents The Contract document is confidential and must strictly confined to the service provider’s own use and for the purpose of the contract. 8. Programme of work and progress of reports Service Provider to submit programme After the acceptance of Tender, the Service Provider shall, within fifteen days, submit to the Systems Department for his approval, a detailed programme taking into account the total time period stipulated in the contract showing the order, the procedure and method in which he proposes to carry out the works. He shall furnish the particulars in writing the arrangements for manpower, development tools and any other resources owned or required and dedicated to this work. In support of this programme, the Service Provider shall submit a work schedule in the form of a Project Management chart (Critical Path Method(CPM)/ Programme Evaluation Review Technique (PERT)). The KFC shall modify the programme submitted by the Service Provider and approval shall be given indicating the major milestones. The program approved by the KFC shall be final and binding on the service provider. The approval by the KFC of such program, or furnishing of such particulars shall not relieve the Service Provider of any of his duties or responsibilities under the contract. During the progress of work, the service provider shall be required to furnish the resource mobilisation plan as required by the KFC to keep the target date of completion. 9. Progress reports and schedules The Service Provider shall submit to KFC by the third working day of every month, three copies of a report duly updated along with CPM/PERT in an approved performa showing the progress made in the works during the previous month. The Service Provider shall also submit by the end of every month their planning schedule for all items of work for the following month in three copies in an approved proforma to the KFC.



10.SRS/ Preliminary design The SRS/ Preliminary design etc. are to be prepared by the service provider as per the relevant standards/ specifications/ guidelines and should obtain necessary statutory approvals/sanctions if any prior to execution. SRS/ Preliminary design provided by KFC, if any, shall at all times be properly correlated before execution. In case of any discrepancy, the same should be brought to the notice of KFC immediately. 11.Bye-laws The service provider shall comply with all bye-laws and regulations of local and statutory authorities having jurisdiction over the works and shall be responsible for obtaining prior approval, if any, and payment of all fees and other charges, giving and receiving of all necessary notices and keeping the Systems Department informed of the said compliance with the bye-laws, payments made, notices issued and received. The Service Provider shall indemnify KFC against all claims in respect of royalties, patent rights, design trade marks of name or other protected rights for SOFTWARE, DEVELOPMENT TOOLS like COMPILERS, INTERPRETERS, EDITORS, CASE TOOLS, RDBMS, UTILITIES includes any software or hardware materials used for or in connection with the work or temporary works and from and against all claims, demands proceedings, costs, charges and expenses whatsoever in respect of or in relation thereto. The Service Provider shall defend all actions arising from such claims and shall himself and every sort that may be legally incurred in respect thereof. The works shall be carried out as per standards/specifications/guidelines . The service provider shall get the statutory approval if any and safety certificate if required from statutory authorities after the completion of work. The Service Provider shall comply with proper and legal orders and directions of local or public authority or corporation and abide by their rules and regulations and pay all fees and charges which may be liable during the contract period. 12.Co-ordination The Service Provider shall co-operate and co-ordinate with all other agencies working in the same project, compare plans, specifications and the time schedules and so arrange his work so that there will be no interference. The Service Provider shall forward to KFC all correspondence and Documentations. Failure to do so will render the Service Provider responsible for subsequent change found necessary and its cost. However, the Service Provider shall arrange necessary facilities to execute the work simultaneously with other agencies. No claim on this account shall be entertained by KFC. 13.Royalty No payment/compensation will be made to the Service Provider for damage caused by rains, floods, cyclones, earthquakes, subversion, riots or other natural calamities during the



execution of the Project. The damage caused to work shall be made good by the Service Provider at his own cost and no claim on this account shall be entertained. The rates quoted by the Service Provider for all items except those where specific provisions indicated in the contract shall include all leads, lifts and nothing extra shall be paid on this account. The Service Provider shall adjust his labour, staff, machinery, etc. according to the requirement of work from time to time with particular regard to approved phases of work and no claim shall be entertained on account of idle labour, machinery, etc., due to any reason whatsoever. The payment of final bill will be subject to the compliance of this condition by the service provider. All tenderers shall sign a declaration under the Official Secret Act for maintaining secrecy of the tender documents, drawings, SRS/ Preliminary design or other records connected with the work given to them. 14.Insurance The Service Provider shall arrange, secure and maintain insurance as may be necessary and for all such amounts to protect his risks as required for the contract. However, irrespective of such acceptance, the responsibility to maintain adequate insurance coverage on comprehensive all risks basis at all times during the period of contract shall be of the Service Provider. The Service Provider's failure in this regard shall not relieve him of any of his contractual responsibilities and obligations. The completion of work shall not, in any, way relieve the Service Provider of the above responsibilities during the period of the contract. Such copies of documents shall be submitted to KFC immediately after such insurance coverage. The Service Provider shall also inform the KFC in writing at least twenty (20) days in advance regarding the expiry / cancellation and/or change in any of such documents and insurance revalidation/renewal, etc., well in time as may be necessary. The risks that are to be covered under the insurance shall include but not be limited to the loss or damage in transit, theft, pilferage, riot, civil commotion, weather conditions, accidents of all kinds, fire, etc. The scope of such insurance shall cover the entire value of the work from time to time. 15.Compensation for delay If the service provider fails to complete the work and clear the site for any particular phase on or before the stipulated completion time of that respective stage or extended period of completion, he shall, without prejudice to any other right or remedy of KFC on account of such breach, pay as agreed a compensation of the amount calculated on the basis of General Conditions of Contract. The Service Provider shall maintain in perfect condition all works executed till the completion of the entire works allotted to him. The provisions mentioned above will apply to each phase including the evaluation period.



16.Completion source code, documentation, manuals etc. On completion of works, the service provider shall submit three sets of installable version of executable programs, source code, documentation, role based user manual, detailed operation manuals etc. The documentation and user manual should be both in the form of printed book and in installable format in compact disc. These are to be submitted to KFC before submission of the final bill. The details of the documents to be submitted are as given below: a) Name of work, job number, accepted tender reference, actual date of completion,

names of Division/Sub-Division, and name of the firm who executed the work with their signature(s).

b) License documents c) Source code with proper comments for all packages of the software system. In the case

of 3rd party off the shelf packages source code for the customization and developments done on the core package should be provided

d) Technical document and Configuration document for all the software provided e) System flow diagrams f) Database Diagrams g) Full system Manuals h) Role based Manuals i) Other relevant documents as per this tender 17.Guarantee At the close of work and before issue of final completion certificate by KFC, the service provider shall furnish a written guarantee indemnify the KFC against defective software design, bugs, improper tuning, wrong configurations, defective hardwares etc and workmanship for a period of one year after completion. Any storage or process device /CD/DVD supplied by KFC, which is to be damaged or destroyed as a result of defective workmanship/manufacturing defects by the Service Provider. The Service Provider shall hold himself fully responsible for reinstallation or replacement free of cost to the KFC during the defect liability period as stipulated above. 18.Phasing of works The total period for completion of works under this contract is 9 months (6 months for implementation and 3 months for evaluation). The work has to be carried out in phases as approved by the KFC from time to time so that the total project work can progress smoothly with least obstruction to the operations of the corporation and also works of other Contractors/agencies. 19.Payment terms The terms of payment for the price of equipment as stated herein shall be made as per terms mentioned in clause 22 of Section V (Payment terms under Particular specification of contract).



20.Conformity to act, rules and regulations 1. All works shall be carried out in accordance with the provisions of Statutory Rules&

regulations Prevailing and amended upto date (date of call of tender unless specified otherwise)

2. The works shall also conform to relevant Software and Security standards. 21.General requirements of components 1. Quality of materials, codes, items, products, software All materials, codes, item, products, software and hardware equipments supplied by the service provider shall be new. They shall be of such design, size and material as to satisfactorily function under the rated conditions of operation and to withstand the environmental conditions at site. Only licensed products/items/codes/materials/ software should be supplied by the service provider. 2. Inspection of material, codes, products, items, software and Equipments a. Inspecting Authority: 1) Managing Director, KFC or 2) his authorized representative. - - - - - - - - - - - - - - - - - - - - - b. Inspection by Service provider: Before offering the PRODUCT to the KFC, the service provider should carry out a thorough pre-inspection to satisfy himself that the product fully conform to the technical specifications. Proper and sufficient Data input should be provided and tested for accurate output/reports. The product should be subjected to the following tests. a) Functionality test b) DATA Integrity test under various Data sets. c) Integration Test with other modules. d) Concurrent use Test. e) Data availability test f) Load tests. g) Data security tests. h) Year ending Process test. i) Dynamic configuration Test. j) Backup and Recovery Tests. k) OS & Network adaptability Tests. l) Scalability test. m) User Acceptability test n) Over lapping financial year test. The service provider should supply, install and commission the product with all its features at his own responsibility and cost. 22.Commissioning on completion After the work is completed, it shall be ensured that the installation is tested (reference Under clause 21 ) and commissioned. All the test/validation certificates, documentation, source



code, detailed operation manual, role based user manual and maintenance manual (3 sets) shall be submitted to KFC before handing over of the system. 23.Completion plan and completion certificate For all works completion certificate as given in the pro-forma for test results shall be submitted to KFC after completion of work. 24.Performance warranty a. All the Software / application MODULES and installations shall be guaranteed to be free

from bugs / defective workmanship; or materials for a period of 12 months from the date of commissioning and handing over.

b. The service provider should ensure that the user shall able to complete all the financial year ending activities himself , without any DIRECT DATA CORRECTIONS , PROCESSING OR INVOLMENT FROM THE SERVICE PROVIDER, and can produce final BALANCE SHEET/P&L Accounts and all other related reports within the next day after finishing the last Closing activity of the Month / Financial year.

c. The service provider should ensure that the Corporation can smoothly work on current year while closing activity of the previous year is being in progress.

d. Satisfactory Completion of at least one financial year is one of the necessary preconditions for declaring “Success Full Completion of The Project”

e. The service provider at his own cost shall rectify any defect that may appear during the period.

f. During this period, the service provider shall without any extra cost, carry out all routine and Special maintenance of the work executed by him and attend to any difficulties and defects that may arise in the day to day operation.

g. The service provider shall train the KFC staff during the implementation and familiarize them with the operation and maintenance of the installations.

h. In the case of hardware the service provider should ensure that all the hardware related to the system is performing well.

25.Important points a. The contract agreement shall be executed on a non-judicial stamp paper of value not

less than Rs.100/-, and the cost of the stamp paper shall be borne by the service provider. b. The tender shall be valid for 150 days from the date of opening of commercial bid. c. All hardware/software tools and PCs/Laptops etc, employees skilled and semi-skilled

including their housing, sanitation, procurement of food stuff, medical aid etc. are to be arranged by the service provider. Cost of Transportation of employees & other equipments shall be borne by the service provider.

d. The service provider shall keep the equipments or computers at the corporation strictly as per the instructions of KFC keeping in view of the operational requirements.

e. In the event of any dispute of any kind related to the execution of contractual obligations, decisions of the KFC shall be final and binding.

f. Responsibility of the service provider: Service provider is responsible for the employees employed by them in the execution of the contract.



g. The service provider shall be responsible for any damage resulting from his negligence to existing facilities/installations and will restore, replace or repair any such damages at his cost to the complete satisfaction of the KFC

h. Service provider has to comply necessary statutory requirements on Contract Labour Regulations and Abolition Act 1970 as well as do comprehensive insurance for his workmen before deploying them on the job.

i. The tenderer has to select the hardwares/softwares meeting the general/technical specifications mentioned in the tender.

j. The KFC operations are fully functional and hence minimum completion time of the system with least disturbance to the existing system shall be ensured during installation of the new system. Work has to be carried out strictly as per the rules and regulations of KFC without causing inconvenience to the day to day operations.

k. The tenderer has to return the original tender document duly signed and stamped in all pages.

l. Tender with incomplete/ambiguous details are liable to be rejected without seeking any further clarifications.

m. Any variation in terms and conditions from general/Special condition for payment, security deposit, etc. are not acceptable to KFC. Any objection to the tender terms can be clarified before submitting the tender

n. KFC shall not be responsible for any postal delay in respect of receipt of tender document, etc. It is the responsibility of the tenderer to make sure that the tender is received in time.

o. The tenderers own printed terms and conditions shall not be considered for evaluation. Hence, no such documents need to be attached.

p. Catalogue/brochure/technical information with drawings of all equipment/ machinery/item shall also be enclosed along with the Tender.

q. All the statements made by the service provider should be true and all documents produced should be true copies of original documents. At any point of time if KFC finds that any statements or documents made or produced by the service provider is not true or false or manipulated, KFC reserve the right to penalize the service provider for its damages and all the EMDs Security deposits etc. would be forfeited. At that condition KFC reserve the right to cancel the contract and to encash the bank guarantee submitted by the service provider. Service Provider has to repay all the amounts paid under this or other contracts to him.

26.Additional conditions a. Authority of person signing the contract on behalf of the Service provider.

A person signing the Tender or any other document in respect of the contract on behalf of the Service provider without disclosing his authority to do so shall be deemed to warrant that he has authority to bind the contract. If it is discovered at any time that the person so signing has no authority to do so, the Managing Director, Kerala Financial Corporation, may without prejudice to any other right or remedy of the purchaser, cancel the contract and make or authorize the making of a purchase of the equipment at the risk and cost of such person and hold such person liable to the purchaser for all costs and damages arising from the cancellation of the contract including any loss which the purchaser may sustain on account of such purchase.



b. Address of the Service Provider and notices and communications on behalf of the Purchaser.

For all purpose of the contract, including arbitration there under, the address of the Service provider mentioned in the tender shall be the address to which all communications addressed to the Service provider shall be sent, unless the Service provider has notified a change by a separate letter containing no other communication and sent by registered post acknowledgement due to the Managing Director, Kerala Financial Corporation. The Service provider shall be solely responsible for the consequence of any omission to notify any change of address in the matter aforesaid. Any communication or notice on behalf of the purchaser, in relation to the Service provider may be issued to the Service provider by purchaser and all such communications and notices may be served on the Service provider at his notified address either by registered post or under certificate of posting or by ordinary post or by hand delivery at the option of the purchaser. 27. Performance Guarantee

A) Contract Performance Guarantee 1. As contract security, the service provider shall furnish a Bank Guarantee from a

Nationalized Bank to this work order in favour of service provider. The guarantee amount shall be equal to 5.0 % of the gross value of the contract price less EMD already paid and it shall guarantee the faithful performance of the contract in accordance with the terms and conditions specified in this order and specifications. The guarantee shall be valid up to the completion of the defects liability period (warranty period). The purchaser has the right to encash this bank guarantee if the performance is not satisfactory.

2. Contract Performance Guarantee shall be converted as hardware/software Performance Guarantee after handing over of hardware/software to purchaser in a satisfactory working condition.

B) Software/Hardware Performance Guarantee 3. The Performance Guarantee for software/hardware system shall cover the following

guarantees to the purchaser: a) The Service provider agrees to the successful and satisfactory operation of the

software/hardware furnished as per the specifications and documents. b) The Service provider further guarantees that the software/hardware supplied by him

shall be free from all defects in design, material and workmanship and shall, upon written notice from the purchaser fully remit free of expenses to the purchaser such defects as developed under the normal use of the software within the period of guarantee specified in the relevant clause of the general terms and conditions of the Work Order.

4. The Service provider shall enter into a contract agreement with the Purchaser within 15 days from the date of acceptance of work order or within such extended time as may be granted by the purchaser. The Contract Performance Bank Guarantee for the proper fulfillment of the contract shall be furnished by the service provider within 30 days from the date of receipt of Work Order.



28. Variation In Prices

Prices quoted are firm and no escalation due to any reason whatsoever will be acceptable. 29. Deductions from contract price

All costs, damages or expenses which the Purchaser may have paid, for which under the contract the Service provider is liable, will be claimed by the Purchaser to the Service provider regularly as and when they fall due. Such bills shall be supported by appropriate and certified vouchers or explanations, to enable the Service provider to properly identify such claims. Such claims shall be paid by the Service provider within fifteen days of the receipt of the corresponding bills and if not paid by the Service provider within the said period, the Purchaser may then deduct the amount, from any moneys due or becoming due by him to the Service provider under the contract or may be recovered by actions of law or otherwise, if the Service provider fails to satisfy the Purchaser of such claims. 30. Patent rights, copy rights and royalties:

Royalties and fees for patents covering software, algorithms, devices, equipments or processes used in the works shall be deemed to have been included in the contract price. The Service provider shall satisfy all demands that may be made or any time for such royalties or fees and he alone shall be liable for any damages or claims for patent infringements and shall keep the Purchaser indemnified in that regard. The Service provider shall at his own cost and expense, defend all suits or proceedings that may be instituted for alleged infringement of any patents involved in the works and in case of an award of damages, the Service provider shall pay for such award. In the event of any suit or other proceedings instituted against the Purchaser, the same shall be defended at the cost and expenses of the Service provider who shall also satisfy comply any decree, order, order of award made against the Purchaser. But, it shall be understood that no such hardware, algorithms, software or thing has been used by the purchaser for any purpose or any manner other than that for which they have been furnished and installed by the Service provider and specified under these specifications. In the event of any hardware or tools or software or any part there of furnished by the Service provider is in such suit or proceeding held to constitute infringement, and its use is enjoined, the Service provider shall, at his option and at his own expense, either procure for the Purchaser, the right to continue use of said apparatus, infringing apparatus or modify it, so it becomes non infringing. Purchaser (KFC) would be entitled to hold the patent and copy right of the developed or customized system or software created by KFC’s know how, domain expertise, process knowledge etc. Any part of this cannot be used for purpose other than that of KFC without the written permission of KFC. 31. Termination of contract at Purchaser's initiative

a. The purchaser reserves the right to terminate the contract either in part or in full due to

the reasons other than specified herein. The purchaser shall in such an event give 15 days notice in writing to the Service provider of his decision to do so.

b. The Service provider upon receipt of such notice shall discontinue the work on the date and to the extent specified in the notice, make all reasonable efforts to obtain cancellation of all orders and contracts to the extent they are related to the work



terminated and terms satisfactory to the purchaser, stop all further sub-contracting or purchasing activity related to the work terminated, and assist the purchaser in maintenance, erection, and disposition of the works acquired under the contract by the purchaser.

c. The service provider shall not be entitled for any loss of profit which he should have earned, had the contract not been cancelled / determined as above.

32. Long Term availability of software tools / drivers

a. The Service provider shall guarantee the availability of software tools / drivers to the purchaser for a period of ten years. The service provider shall guarantee that before going out of production/support of software tools/drivers of the Software system covered under the contract even after ten year, he shall give the purchaser at least 12 months advance notice so that the latter may procure as stand-by requirement of Software tools/ drivers if he so desires.

b. The Service provider shall provide to the purchaser with a 'DIRECTORY' of co-implementers/ consultants giving full addresses and other particulars etc. The Purchaser so desires, shall have the right to procure / hire service directly from the co-implementers/ consultants.

33. Defect and jurisdiction of contract

a. The contract shall be considered as having come into force from the date of issue of

letter of award of the contract by the purchaser. b. The above agreement shall be subjected to the jurisdiction of courts in

Thiruvanamthapuram District 34. Instructions manuals

a. The service provider shall submit Instruction Manuals for all the PRODUCTS covered under

the contract within the time agreed upon between the KFC and service provider. The Instruction Manuals here referred as detailed operation manual, role based user manual & technical manual. In role based user manual, the role is related to functional areas. The instruction manuals complete in all respects shall be submitted by the service provider within 30 days after the Installation.

b. After commissioning and initial operation of the product if the instruction manual requires any modification/ additions/ changes the modified sheets shall be submitted by, the service provider to the corporation.

c. The Service provider should furnish to the Purchaser all the documents related to the licensing of software. This license should be in the name of purchaser (KFC)

35. Defence of suits

If any action in court is brought against the purchaser or an officer or agent of the purchaser for the failure or neglect on the part of the Service provider to perform any acts, matters, covenants or things under the Contract, or for damage or injury caused by the alleged omission or negligence on the part of the Service provider, his agent, representatives or his sub-Service providers, service providers or employees the Service provider shall in all such



cases indemnify and keep the purchaser, and the purchaser and/or his representative, harmless from all losses damages expenses or decrees arising of such action. In all such disputes, the jurisdiction will be of courts in Thiruvananthapuram district. 36. Taxes, Permits & licenses

The Service provider shall be liable to pay all taxes, duties, levies, octroi, entry taxes etc lawfully assessed against the purchaser or the Service provider in pursuance of the contract. In addition the Service provider shall be responsible for payment of all duties, levies and taxes lawfully assessed against the Service provider for his personal income and property. The purchaser shall have the right to deduct such taxes, duties at source, if liable to do so under any Indian Law. 37. Transportation and insurance

Transportation & Insurance charges shall be the responsibility of the Service provider. The conditions published in the Newspaper/Website while inviting tender, specifications, undertaking from the tenderer, information to the tenderer, Proforma for Bank Guarantee for Performance Contract and Equipment/software Performance and General Terms and Conditions of purchase order shall form part of this contract agreement. 38. Annual maintenance contract (AMC) and Warranty

The Service provider has to quote separately the annual charges for a Comprehensive maintenance contract for a minimum period of 3 years after the warranty period. The Annual Maintenance Contract (AMC) charges include all spares/software and labour. The AMC period would be reckoned after expiry of 1-year warranty period The Service provider should carry out regular (Monthly) preventive maintenance and testing during the warranty period and AMC Period. Documents such as guarantee card for the above mentioned years, catalogue etc., should be handed over to Purchaser during the time of installation. All efforts should be made by the Service provider to depute his service engineer immediately or in any case not exceeding the time frame specified in the clause 18.11 under the ‘Warranty and Annual Maintenance Contract (AMC)’ under Section -V on receiving fault call notice to attend to the system. If the fault could not be rectified by the stipulated time period, necessary standby arrangement should be provided by the service provider. This is applicable for both warranty and AMC period. If the service provider does not perform the duties as per this contract during both warranty and AMC period KFC reserves the right to charge necessary penalty to the service provider. Additional clauses of Warrantee/AMC related to this work are mentioned in Particular specifications ATTACHMENT PROFORMA FOR WARRANTY AS TO QUALITY Tenderer has to give undertaking regarding warranty as to quality as per the format Approved by KFC.



SECTION – V 3. PARTICULAR SPECIFICATIONS OF CONTRACT 1. General 1.1. The bidder should note that the specifications furnished in the tender are of general in

nature and it is the responsibility of the bidder to design, supply, install and commission the system and services required for the satisfactory performance of the installation. All the items of software, packages, hardware etc required for the safe and satisfactory operation of the installation should be supplied and installed by the bidder whether such software, processes, tools etc have been mentioned in the tender or not. Therefore, it shall be the responsibility of the bidder to ensure that all such requirements have been considered while submitting the tender. If there are any items conspicuously missing, the same may be specifically mentioned in the technical bid and commercial bid.

1.2. The project has to be treated in two parts. The bidder has to quote for all components required for this project including software/hardware or networking/Connectivity and operating systems, databases and even if they are not mentioned in this document. No extra claim during the project period regarding any other item will be entertained.

1.3. All the licenses , rights and copy rights for the Proposed package, and any other softwares/hardwares, materials and drivers which is essential for the project have to be procured by the service provider. The service provider should intimate KFC and obtain approval before purchasing the license. All the expenses related to the licenses, rights and copyrights has to be borne by the service provider. All such charges should be included in the commercial bid.

1.4. The service provider should ensure that the system has all the functionalities specified in the software specifications whether these functionalities are there in the Proposed package or not.

2. Project Management

2.1. Project Managers: Two project managers, each from KFC side and service provider’s side, will be there for implementation of the proposed solution. These project managers jointly will manage the project activities.

2.2. Department Coordinator: The user shall identify one coordinator from each department of the user to coordinate software activities in the respective department.

2.3. The persons deputed by the service provider should strictly follow the rules and regulations imposed by KFC. Any breach of these would attract legal actions/fines from the concerned agencies and the contracting firm along with the person who violate the rule would be responsible for such activity

2.4. The Organisational Core Committee of KFC will periodically (at least once in a month) meet and evaluate the performance of implementation activities and give proper direction and support to implementation team.

2.5. Any conflict or difference in opinion with respect to process of implementation or system functionality during implementation will evaluate and resolve by the Core Committee of KFC, if the conflict or difference in opinion is beyond the control of project managers.



3. Study, analysis and design of KFC Core Financial Solution and Integrated Administrative System

The Service Provider shall undertake a systematic study of the present software and all its elements. All formats, reports and such outputs contained in the present system should also be present in the newly developed software. However, if they are redundant or are given in a new format as per present spec / requirement, that would suffice. The necessity, purpose & usefulness of each report existing at present are to be ascertained. 4. Preparation of SRS/ Preliminary design /Blue print document

The service provider should prepare a detailed SRS (Software Requirement Specification), Preliminary design, Blue print document, Gap analyses etc. and get the same approved by KFC. Any deviation to the same during the project and after should be made in writing and got approved by KFC. The SRS/ Preliminary design should contain the detailed working of each section/process, the activities of each module, the logic behind each calculation, the inputs and outputs of each module/process, the forms, reports and queries in each module, the tables and transaction files of each module, details about tables, files and their linking, the flow charts of each module and all the details for the proper understanding of the system. 5. Acceptance of SRS/ Preliminary design

The SRS/ Preliminary design of each module/process should be agreed by project manager, project coordinator of respective departments and HOD of each department from KFC to give the SRS/ Preliminary design an accepted status. Any deviation from this should be made in writing and should be accepted by same people 6. Assumptions

The service provider is not supposed to make any assumptions in the project during its study, design, execution, customization and maintenance of the system. Any clarification required should be made in writing and the same should be clarified in writing and necessary changes in SRS/ Preliminary design should be made as per clause 5 in above. Cases like ‘No response from KFC’ would not entitle the service provider in taking his own assumptions. In such cases, the service provider could approach Project manager, Core Committee or Managing Director of KFC for necessary action. 7. Source Code

7.1. The entire system is designed and developed or customised for KFC. Hence KFC would

be the owner of the entire system developed and customized for it. Any license or driver required for the system except the server and workstation operating systems should be provided by the service provider. The cost for the same should be included in the quoted price. No additional amount will be paid for the same. The quoted amount should include the cost of software license also. Source code with proper comments for all packages should be provided. In the case of 3rd party off-the-shelf packages source



code for the customization and developments done on the core package should be provided

7.2. The detailed coding with description and flow charts linking tables and files should be provided by the service provider in both in the soft form and as paper documentation. The same should be explained to the satisfaction of KFC Systems Department before final commissioning.

7.3. The dos’ and don’ts regarding the application software should be given in writing 7.4. After the submission of items under clause 7.2, any further modification should be

updated in the items mentioned in clause 7.2 and should be resubmitted as per clause 7.2

7.5. Incase of any exams to be passed by the technical staff of KFC for getting the license to modify the source code, the service provider should provide all necessary training and tutorials.

7.6. In the case of 3rd party commercially off the shelf products, the details regarding customisation on the core package and new developments should also be provided to KFC with full documentation. The details should be explained in the technical presentation.

8. Training

8.1. Training requirement has been defined in detail in the Qualitative Requirements. However, the service provider shall assume the following responsibilities in conduct of the Training.

8.2. Training Material: The Service Provider shall be fully responsible to provide Training Material to the Trainees, if possible prior to the commencement of the Training.

8.3. Training Groups: Each group of Trainees shall not constitute more than twenty participants.

8.4. The consultant should provide training on source code, customisation, development etc. to the technical staff of KFC. The training should cover programming languages used in the source code, tools used for source code modification, databases used for the software etc.

8.5. Training should be provided to the users as well as system administrators. The user should be trained for the usage of the system and administrators about administration, maintenance, backups, logics, source code and modification.

8.6. The installation and training will take place on site during the installation and test phase 8.7. The following points also will be dealt during system administrator training

i. System structure and development and production environment ii. Database layout iii. Communication protocols iv. Procedures for system monitoring and maintenance v. Error messages and necessary procedures vi. All subjects in the system manual & role based manual.

8.8. The in-depth system administrator training will be sufficient to allow trainees to maintain, expand and update the software of the system. It will also include software installation, setting up and operation of the software from a programmer’s or system administrator’s point of view.

8.9. Practical session shall be provided to ensure that trainees would be able to make changes to various system parameters and software modules in the operational characteristics, conditions and configuration of the system



8.10. The following points should also be dealt in user training 1. General system overview b. Logging on c. Mask layout and using application functions d. Role based functional flows and usages e. Dealing with error messages

8.11. The training should also cover entire functional modules of the proposed system to be used by KFC. The contactor has to bear all the charges for training.

9. System Management

9.1. The Service Provider should in addition to the responsibilities defined in the Qualitative

Requirements extend necessary assistance to the user to arrange Manning of the System and also in setting up the maintenance arrangement for its management after the Service Provider finish his responsibility and hands over the system to the user.

10. Hardware, networking, Connectivity and Operating System Specification

10.1. The service provider should be the system integrator for KFC. The service provider should provide the required hardware, networking and Operating System for the smooth running of the system. This includes specification for the server, workstations, Backup devices, Network cabling, routers, switches, hubs, Operating System, Database and all other components required for the system. The quoted price should include the Cost, license cost , installation & configuration cost of all the products noted above and RDBMS software.

10.2. These specifications should be expandable in nature and adequate enough for the requirement for the next 10 to 15 Years. These specifications should be provided at least 2 months before the items required for the installation so that the user would get at least 2 months time for procurement.

10.3. The service provider should certify the items before installation of the system. After which the service provider would have no right to question the capacity, speed, brand etc. of the other systems.

10.4. The supply of equipments should be done within 04 weeks from the date of purchase order

10.5. It is essential that the tenderer should provide KFC with cost and necessary specifications for hardware, networking and communication, operating system and RDBMS, provide consultancy for finalization of specifications, acceptance of hardware, networking and communication ,operating system and RDBMS at no extra cost when called for. The service provider of application software has to certify the acceptance of hardware, operating system and RDBMS. The quoted price should include the license and installation cost of RDBMS software.

a. Order Cancellation for Hardware,Networking & Connectivity Part KFC reserves its right to cancel the order in the event of one or more of the following situations: a. Delay in delivery beyond the specified period. b. Delay in installation beyond 06 weeks from the date of Purchase Order.

b. Penalty for Delay:



For any delay in installation and commissioning of the equipments beyond the specified period, Kerala Financial Corporation will charge penalty @ 0.5% of the order per week or part thereof, subject to a maximum of 6%. Incase, the amount equal to 6% of the order value is deductible as penalty and the vendor is still unable to complete successful Installation, the Institute reserves the right to cancel the order and no payment will be made to the vendor.

c. Penalty for downtime

a. Any router that is reported to be down should be either fully repaired or replaced by appropriate substitute (of equivalent configuration) within 2 working days

b. If any problem is reported regarding hardware or software, should be rectified within 4 hours.

c. In case vendor fails to meet the above standards of maintenance, there will be a penalty chargeable of Rs.5000 per day from 3rd day for router and from 5th hour for hardware and software problem complained.

d. If the problem is not resolved even after a week for router, even after a day for hardware and software from the day complained, then the corporation reserves the right to invoke the bank guarantee.

e. The contractor shall provide onsite service of the equipment (except spares) once in every 3 months during the warranty period.

f. Every month at least 2 man days of engineers with sufficient knowledge on networking technology should be made available to the corporation for required configuration as and when desired by the institute

d. Repeated failure

If during the warranty period, any system as a whole or any subsystem has any failure on two or more occasions in a period of 3 months, it shall be replaced by equivalent new equipment or any alternative steps are to be taken which would serve the purpose to the corporation.

11. System Integration

The responsibility of installing the operating system, DBMS, drivers etc. lie with the service provider. The Service Provider could insist on necessary justifiable precautions while providing specifications as per clause 9 above. 12. Data Entry

The service provider should quote for per man-day rate for data entry. The user may ask for the data entry for the system from the part of the service provider. In that case the service provider should depute sufficient number of sufficiently qualified and experienced data entry operators for the quoted rate. The payment for the same would be based on the attendance of the data entry operators at the users end. 13. Migration of Data from Existing systems

The service provider is solely responsible for migrating the required data from the existing systems. The service provider should gain a thorough knowledge of the existing systems. He should copy all the require data from existing databases like Finance voucher data, account balance , payroll, stock balances, transactions, employee details etc. to the new system without any additional charges into the proposed package and other modules in the new system. This should be done without affecting the operations of the running systems.



14. Period of completion

The period of completion of the final Commissioning of the software shall be 6 months starting from the date of award of the contract. Next 3 months will be for evaluation and rectifications. 15. Change Management Process

Any modifications/additions to the software after the final acceptance of the system should be through the change management procedure. 16. Requirements of statutory/legal/regulatory nature

The Tenderer shall be fully and solely responsible for compliance with all statutory, legal and all related regulations and standards. Further, the Tenderer shall be fully responsible to ensure that the latest applicable norms, rules and applicable standards have been applied in the development of the software. 17. Standards

The items supplied under this contract shall conform to the standards prescribed in the Qualitative Requirements and software specifications. 18. Warranty and Annual Maintenance Contract (AMC)

18.1 The Software/Hardware should be guaranteed against all defects/bugs and for a

satisfactory performance, as per all the listed features, for a period of 1 year from the date of commissioning of the system. However, all defects noticed within the 1 year after installation which is the warranty period shall be done free of cost to the full satisfaction of KFC. If any defect is noticed and communicated within warranty period, the same should be rectified.

18.2 The Service Provider should warrant that the software application/hardware system provided is free from all defects, shall be of the highest grade and consistent with the established and generally accepted standards. Deficiencies in the software/hardware should be rectified at the service provider’s own cost when called upon to do so by the User during the warranty period.

18.3 If it becomes necessary for the Service Provider to replace or renew any defective portion /portions of the software/hardware under this clause, the provisions of the clause shall apply to the portion / portions software/hardware so replaced or renewed or until the end of the above-mentioned period of twelve months, whichever may be later. If any defect is not remedied within a reasonable time, the User may proceed to do the work at the service provider’s risk and expenses, but without prejudice to any other rights, which the User may have against the service provider in respect of such defects.

18.4 The Service Provider shall make replacement/modification at site under warranty clause free of all charges including freight, insurance and other incidental charges.



18.5 The service provider shall attend at his own expense and get the defect / bugs removed in the Software/Hardware systems as detected by the User during the period of warranty/AMC.

18.6 Any damage, loss or cost either for material or for labor occurred to the user due to defects in the supplied software/hardware would be the responsibility of the service provider during the warranty and AMC period. The service provider should provide compensation to the user for such loss or cost. The user would be the sole judge in deciding the amount and type of compensation.

18.7 Any material, which gets defective due to the defective software/hardware, should be replaced with new materials with equivalent or higher configuration.

18.8 If any data needs to be reentered due to the defects in the software/hardware or due to inadequate precaution against data loss in the software, the same data should be reentered by the service provider at his own risk and cost, in addition to the rectification in the software.

18.9 AMC: After the end of warranty period, the service provider should enter into an AMC with the user for the quoted amount. All the terms and conditions of the warranty clause 18 would be applicable in the AMC period also. The submission of tender and acceptance of the work order invariably binds the tenderer to provide AMC for the software/hardware provided. If the tenderer fails to accept the AMC, then the tenderer shall forfeit his right for the refund of Security deposit and any amount payable to the tenderer available with KFC. KFC shall have full right to take any remedy including legal remedies for enforcing the terms of this tender for providing AMC for KFC Core Financial & Integrated Administrative System software and hardware and/or for seeking compensation from the tenderer for non-provision of AMC. However, KFC reserves the right to grant the AMC contract for the Core Financial & Integrated Administrative System software and hardware to any other party. KFC also has the right to change the AMC provider during the currency of the AMC, if the service provided is not satisfactory, by issuing a termination notice, 45 days in advance.

18.10 Required software patches/version changes should be supplied free of cost and applied free of cost during the warranty and AMC period as per the new/changes in rules of government or other legal agencies regarding tax and other rules related to the working of the software. All required changes in the developed or customized packages related to this should be carried out without any additional cost.

18.11 The problems of the software/hardware system are classified into 4 categories based on their severity.

18.11.1. Priority 1 - The entire business is affected and all activities come to a halt. 18.11.2.Priority 2 - A group of users is affected, a daily process come to a halt. 18.11.3.Priority 3 - A single user is affected by the problem. 18.11.4.Priority 4 - A problem, which occurs infrequently. All priority 1 problems should be attended within 30 minutes and resolved within 4 hrs. All priority 2 problems should be attended within 1 hr. and resolved within 8 hours. All priority 3 problems should be attended within 4 hrs resolved within 24 hours. All priority 4 problems should be attended within 24 hrs and resolved within 48 hours from the

time of reporting of the problem. Necessary penalty will be levied for non-attendance of the system problem within the time

specified .The penalty amount (minimum Rs.250/- per day) will be decided by KFC. 18.12 At least two experienced software/hardware engineer should be placed at KFC at the

cost of the service provider for six months from the date of live run, extendable upto



one year if desired by KFC. Their service should be available throughout the working hours of the corporation. The software engineers placed in house during this period should be fully trained on the working of Software package developed for KFC and should be capable of solving the problems themselves.

18.13 Responsibilities of onsite engineer during warrantee and AMC period 18.13.1 Rectify any bug or errors in the software/hardware. Reinstall the system whenever

required; attend the errors occurring in the software, hardware, database, operating system etc.

18.13.2 Regular back up of the data. 18.13.3 Data from available database should be recovered in case of data loss. 18.13.4 User queries should be attended without any delay. 18.13.5 Training of any changes or modifications to the user. 18.13.6 Minor Additions, modifications etc. should be carried out as part of warrantee/AMC. 18.13.7 Any problem that occurs during the AMC or warrantee period would be attended

immediately at any case not later than 60 minutes. But the service provider should ensure that the operation/business which uses the software is not stopped /critically affected more than 4 hrs. The necessary standby arrangements should be invoked by the service provider at his own risk and cost.

18.14 The service provider should quote rates of onsite comprehensive Annual Maintenance Contract for 3 years, after 1 years of Warranty. This contract would be awarded if KFC is satisfied with the performance of the service provider. KFC would be the sole judge in this regard.

18.15 AMC mode of payment should be in quarterly basis. 18.16 KFC reserve the right to change the service provider during this period. KFC reserves

the right to penalize the service provider in case the service provider decides not to accept the Annual Maintenance Contract at the quoted amount.

18.17 Any future changes, modification or up-gradation not foreseen at the time of system study in the application software should be made on reasonable charges for the same to be agreed on mutual consent.

18.18 AMC should cover the up gradation to the latest version of software. 18.19 Implementation new patches of software or up gradation of to latest version should

take care of all the existing customizations and developments without additional charges

18.20 Consultancy should be provided by the Integrator (service provider) during the warrantee and AMC period without any additional cost.

18.21 A separate contract should be signed for both WARRANTY & AMC in separate formats approved by KFC

18.22 In case of Hardware, Networking, Connectivity equipments the Vendors are required to provide onsite comprehensive warranty for a period of 3 years from the date of acceptance of the product by the corporation.

18.23 Regarding Hardware, Networking, Connectivity equipments, the insurance of the equipments would have to be borne by the supplier till the equipments have been satisfactorily installed, commissioned and integrated at the corporation and the issue of acceptance certificate by the Institute is issued to that effect.

19 Scope of consultancy during Warrantee and AMC period

The service provider should be an integrator for KFC to integrate all the manufacturing and operations related software to KFC Operational Database, Software System and to generate



MIS system. The integrator/service provider should assist KFC to technically negotiate with other 3rd party software providers. The integrator/service provider should provide detailed technical documents for the changes/additions in the existing modules to incorporate 3rd party software. 20 Technical Manual

The Service Provider should supply 3 complete sets of technical / operations and maintenance manuals (both in CD and Book format) as applicable along with the delivery. The cost of such manuals supplied will be included in the cost of the system. The language of all services, manuals, instructions, technical documentation etc. as provided under this contract should be English. 21 Delivery and Documents

Delivery of the Items and documents shall be made as contained in the Qualitative Requirements and software specifications. The delivery of the software/hardware shall be to the ultimate consignee as given in the works order. 22 Payment Terms

22.1 General

Payments shall be released to the Service Provider on submission of documents as below 1. Bills (Invoices) in duplicate 2. Stage wise System/software acceptance letter from HOD of concerned departments

or acceptance from systems department/Organizational Core Committee. 3. A copy of the Agreement (along with the first bill only) 4. 10% of each bill would be deducted as security deposit till it reaches 10% of the total

project cost. This amount would be payable after the warranty period of 1 year from the date of final commissioning, integration, acceptance and evaluation of all the modules. The same may be released 3 months after the final commissioning, integration, acceptance and evaluation of the project against an equivalent unconditional, irrevocable bank guarantee valid up to 90 days. But releasing of security deposit against bank guarantee would be the sole discretion of KFC

All the payments are made, after deducting there from the amounts already paid, the security deposit, income tax and other statutory recoveries as may be deductible or recoverable. The amount admissible for interim bills shall be normally paid within a month from the date of receipt of the bill. Pending consideration of extension of date of completion, interim payments shall continue to be made as here in provided.

22.2 Software Product License, Implementation & support Cost

The entire modules are grouped based on functional relation and data flow in Clause 2.4 (Functional modules) of Part II, Qualitative Requirements. The Group wise Payment can be released against the Milestone achievements of that Functional group.



Payment Milestone Percentage of Basis Basis

Key Requirement

Submission of documents such as project design, total system architecture, Team Mobilization, Project planning and phasing, Implementation strategy, Hardware requirement specification and backup devices and its acceptance by KFC in all respects.

5% Total Project Cost

Against an unconditional, irrevocable bank guarantee for an equivalent amount valid till 3 months after the final commissioning of project.

After the submission of detailed SRS, preliminary design document/ project blue print document by the service provider and its acceptance by KFC


None

Supply, testing, implementation and training by the service provider and its acceptance in all respects by KFC


3 months after the successful implementation, operation and acceptance of system in all respects by KFC


These three months will be counted only after the smooth running of the module with out any bugs or errors. If any such bugs or errors were found, the period will be extended to next three months from the date of rectification of the error.

As per the terms specified for the release of security deposit. 10%

Total Project Cost

None

22.3 Hardware/Networking/Connectivity Payment Terms

In case of the vendor being selected and the order being placed on the vendor, the payment terms would be as under:- a. 70% of the total order value would be paid after supply, installation & commissioning and

integration of the product at KFC and issue of acceptance certificate in writing by the corporation to that effect.

b. 30% of the order value would be paid after the completion of the warranty period or against a bank guarantee drawn on a scheduled commercial bank in favour of Kerala Financial Corporation, Thiruvanamthapuram for the equivalent amount of claim.

c. Octroi/Entry Taxes will be paid at actuals on submission of original Octroi/Entry Tax receipts and an invoice towards such claim.



d. All payments will be released based on submission of separate invoices. The bidder/vendor is required to quote CST/APGST /Service Tax Reg No. on the invoice submitted for payment without which no payment will be released.

23 Change in Works Order

23.1 The User may, at any time, by a written order given to the Service Provider, make

changes within the general scope of the contract in any one or more of the following. Specifications, where Items to be furnished under the Contract are to be specifically

developed for the User. The method of implementation or configuring The services to be provided by the Service Provider.

23.2 If any such change causes an increase or decrease in the cost of or the time required for the execution of 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 proposal by the Service provider for adjustment under this clause must be made within thirty days from the date of the receipt of the change in order.

24 Subcontracts

Neither any part of the contract nor any share or interest therein shall in any manner or degree be transferred, assigned or sub-let by the service provider directly or indirectly to any person, firm or corporation what so ever without the consent of the purchaser in writing 25 Extension of Time: (For seeable delays)

25.1 Once the contract is awarded the service provider has to submit in writing the detailed

module wise delivery schedule of the project. This will be part of the contract once it is approved by KFC.

25.2 Time is the essence of the Contract and therefore supply& implementation of software modules with customization should be carried out within stipulated time.

25.3 However, in case the Service Provider foresees any delay in completion of any module, within the stipulated time, and this delay shall affect the final date of completion of the entire project, he should request for extension of time with valid reasons and expected days of extension he needs, in writing.

25.4 The request for extension of time shall be made within ten days of the date of hindrance on account of which he desires such extension as afore said.

25.5 The User may consider this request and inform in writing to the service provider the extended number of days allowed, which shall not be greater than what is requested.

25.6 The total extended days in the project life cycle shall not be greater than 90 days.

26 Extension of Time: (force majeure -beyond the service provider’s control)

26.1 KFC may grant an extension of time limit set for the completion of the work in case the timely completion of the work is delayed by force majeure beyond the service providers control, subject to what is stated in the following sub paragraphs and to the procedures detailed their in being followed. Force majeure is defined as an event of effect that cannot reasonably be anticipated such as acts of God (like earthquakes, flood, storms etc), acts of states, the direct and indirect consequences of wars (declared or un-



declared). Hostilities, national emergencies, civil commotion. The Service Provider’s right to an extension of the time limit for completion of the work in above-mentioned cases is subject to the following procedures.

26.2 IF any of the force majeure condition exists in the place of operation of the service provider, even at the time of submission of the bid, he will categorically specify the same in the bid and stating that this will be taken in to consideration in the bid.

26.3 That within 10 days after the occurrence of a case of force majeure but before the expiry of the stipulated date of completion, the Service Provider informs the User in writing, that the Service Provider considers himself entitled to an extension of the time limit.

26.4 That the Service Provider produces evidence of the date of occurrence and the duration of the force majeure in an adequate manner by means of documents drawn up by responsible authorities.

26.5 That the Service Provider proves that the said conditions have actually been interfered with the carrying out of the contract.

26.6 That the Service Provider proves that the delay occurred is not due to his own action or lack of action.

26.7 Apart from the extension of the time limit, force majeure does not entitle the Service Provider to any relaxation or to any compensation of damage or loss suffered.

26.8 The User may consider this request and inform in writing to the service provider the extended number of days allowed, which shall not be greater than what is requested.

27 Compensation for Delay or Breach of Contract

27.1 If the Service Provider fails to complete the works within original scheduled time or allowed extended schedule time under the sec 25,26,73,74 & 75 of Indian contract Act 1872 as the case may be, he shall pay to the User without prejudice to any other rights or remedy as may be available to the User, compensation amount calculated @ 0.5 % of the total value of the unpaid portion of the work per week.

27.2 The amount of compensation for delay and waiver of compensation for delay in case of justified reasons shall be decided at the discretion of Accepting Authority and the same shall be final and binding on the service provider. Time taken by User and local statutory authorities for approval of software etc, Force Majeure reason and any other reasons beyond control of the service provider shall be considered as justified reasons. The amount of compensation may be adjusted or set off against any sum payable to the service provider under this or any other contract with User.

28 Dispute Resolution Mechanism

There are possibilities of entering into disputes between the User and the Service Provider in interpretation of contract clauses and ambiguities in the terms of contract. To resolve such issues, the Service Provider will complete contract analysis of the Contract within 30 days of signing the contract and all ambiguities or clauses requiring clear understanding of the terms will be reported in writing and written clarifications obtained before execution. However, if the issues could not be settled mutually as agreeable to both the parties, then the decision of the Managing Director of the Kerala Financial Corporation will be final.



29 Set Off

Any sum of money due and payable to the service provider (including security deposit refundable to him) under this contract may be appropriated by the User to set off the same against any claim of the User for payment of a sum of money arising out of this contract made by the Service Provider with user. 30 Jurisdiction

The above agreement shall be subjected to the jurisdiction of courts in Thiruvanamthapuram District For and on behalf of Kerala Financial Corporation Signature : Designation : Date :



PART II :QUALITATIVE REQUIREMENTS FOR

CORE FINANCIAL SOLUTION AND INTEGRATED ADMINISTRATIVE SYSTEM



1. General 1.1. Background

The system shall include the automation in collection, analysis and presentation of information for an effective and efficient management of services at the KFC for enhanced customer satisfaction & generation of the need based MIS for effective organizational management. There are multifarious functions, which need a systematic handling, necessitating the procurement of ready to use software, custom built software, integration of existing software applications at KFC, carry out end user training and undertake the task of maintaining KFC Core Financial Solution and Integrated Administrative System once it is deployed. KFC is planning to computerize its activities in single phase. The functions and modules mentioned in this document describe the requirements. By this tender KFC is looking for a system integrator who is capable of undertaking implementation of solutions but also will be capable and ready to associate for a software consultancy with KFC for the next 10 years. The vendor should have necessary domain expertise in the Financial or Banking industry to act as a consultant and integrator for the future software development. But KFC reserve the right to award/not to award the future works like developments in next phases to the vendor and to accept or reject the consultancy service from the vendor at any point of time. KFC currently has a few software applications deployed and this need replaced with the main system as possible thus creating a holistic, unified and totally integrated solution. There are many more functions, which have been described in the following sections. But KFC reserves the right to award/not to award the above work to the service provider for the first phase. The following other functions shall be implemented: a) Enterprise wide integration concept and architecture b) System and network Integration c) System interfaces d) Test, commissioning and training 1.2. Objectives

1. To provide a single, personalized, point of interaction to the employees which will help in achieving standardization in the functioning at the KFC. 2. To develop an information data bank 3. To enhance customer satisfaction 4. To make KFC installations safer for use by the visitors, passengers and others. 5. To make emergency situation handling more efficient and effective 6. To achieve greater transparency in working at the KFC. 7. To make KFC management responsive to the changing requirements. 8. To expeditiously attend to Grievances of the customers.



9. To work with KFC as a system integrator for all the activities related with computerization and automation in the KFC, taking care of future requirements 10. To streamline the flow of data from different module related to KFC 11. To develop world-class & achieve best practice business model which caters the requirements in Indian environment in accordance with Indian rules. 12. To cater to the needs of KFC in most efficient way. 13. To make the Loan in least possible time in a secure way 14. To track the repayment effectively 15. To provide effective way for NPA Management 1.3. System Description – in brief

1. KFC Software System shall essentially be a standard software package modular in

structure to provide basically the management of information, generated at various branches at KFC; and to support a databank accessible from different locations and also from remote nodes on the KFC Intranet. It is preferred that the Front end of the system be a browser for majority of applications and wherever it is the other way it should be User-friendly Graphical User Interface.

2. The proposed system can be of the following types a. Operating system in MS Windows, with MS SQL Server as the RDBMS and front end

programming could be done in Java or ‘.net’ or similar web tools (or) b. The proposed system may be an ERP (SAP /Microsoft Navision) or any ERP solution

which should satisfy all the requirements of KFC. c. Any Open Source solution with MySQL as the RDBMS, which satisfy all the

requirements of KFC and it should be customizable and have full support from the solution provider

But this short listing does not automatically qualify any package. The selection would be based on matching with the technical criteria mentioned. The service provider is solely responsible for the Solution quoted. If the service provider is unable to satisfy the requirements of KFC with the Solution, database quoted in the tender, the service provider has to provide KFC with the better Solution, database at his own risk & cost. KFC will not be responsible to pay the service provider any extra amount in this regard.

3. A 3 tier or ‘n’ tier architecture is preferred for the proposed system with different application server, Business logic server (Middle ware) and database server.

4. Openness should be the core of the system and there should be multiple vendors for the quoted systems like operating systems, database, ERP packages, programming languages etc so that even if the quoted integrator withdraws support to KFC, KFC should be in a position to source them from other integrators. KFC do not prefer proprietary systems from the integrator.

5. Security should be inbuilt in to the system. Proposed system should not be vulnerable for virus attacks or hacking. Also the data in each department should not be accessed from other departments.

6. All the modules need to have a work flow and document management solution, based on Internet technologies and which can be integrated with KFC Core Financial Solution and Integrated Administrative System. The system should be integratable to standard workflow and internet management solutions like Exchange Server, Qmail, Lotus Domino/Notes. Reports from Core Financial Solution and Integrated Administrative System modules should be accessible through workflow management software clients.



7. The OS and data base should be tuned in all levels including database Tuning. As and when required, the tuning to be done and the detailed parameters needed for tuning should be discussed and finalized along with KFC

8. System shall support interface for MPLS VPN. System. Further system shall have provision for Wireless Application Protocols (WAP) for linkage to Mobile phones and other future wireless remote access requirements to implement in future.

9. Provision for automatic data pickup from the KFC automated equipments and systems and for inclusion on Internet / Intranet Web-site will also be required for which system shall make the data available as and when required. Provision for this type of scalability should be kept. Report Generation module of the package shall also reside on the Central Server for Reports generation as per the needs of KFC.

10. The software shall be customized with case of integration in mind, with Financial, HR, Payroll and other application packages to achieve efficient resource planning for KFC

11. The system should be able to handle more than 150 concurrent users. 12. A proper year-end closing system should be available with the software to restrict the size

of data. The details of this should be proposed along with the SRS/Preliminary design 13. As far as possible the application should provide single sign on across all the modules and

applications. The application would have access control rights for people with different roles. The access control system should be a feature of the application rather than custom built.

14. Collaboration between employees reduce communication costs and brings in organizational efficiency hence, KFC wants to implement the best collaboration tools. The application should have collaboration built into it for e.g emailing, instant messaging, discussion rooms etc. should all be part of the application.

15. The front end could be preferably browser for majority of applications. Any deviation should be only with separate permission from KFC. The software should provide for ultimate integration with other Applications to facilitate Enterprise Resource Planning for the organization as a whole

16. Wherever frequent changes in rates/tariffs are applicable (e.g. Income Tax, Service Tax etc), provision should be made for the user to incorporate a specific rate from a particular day. Provision is also required to fix different rate for different categories of people. These are regarded as natural changes and if above mentioned provision is not given, Integrator would have to incorporate the required changes and no charges would be paid for making such changes.

1.4. Content

This document defines the Qualitative Requirements of the KFC Core Financial Solution and Integrated Administrative System 1.5. Scope

Through this tender KFC plan to identify an application & a vendor for chosen application and other KFC business related software. The scope of work for the vendor is as given below. 1. Supply, Configuration, Installation, customization, Data Migration, Documentation,

Testing, Training and commissioning of the chosen Application 2. Develop the modules specified using the specified Application



3. Study, Analysis, Design, Development, Documentation, Data Migration Testing, Training, delivery and customization of the Core Financial Solution and Integrated Administrative System on System Administration and Data Base Management and for Users of the System is to be done. Commissioning and subsequent administration of the system is also required.

The design must address issues such as high availability, scalability of bandwidth, modularity, manageability, future development potential and low operating and maintenance costs. Applying international standards where applicable further underpins the flexibility and viability of the design

4. Develop a Corporation operational database for the operations to coordinate all the operational related activities. This should be designed considering the future requirements.

5. Develop an MIS System using the application in coordination with operational database. 6. The developed software shall be comprehensively guaranteed for one year after

commissioning of the system. Requirements defined here are conceptual, but not exhaustive. However, within the framework set herein there can be variations, depending upon on the spot study by the Service Provider and his interaction with the users, after which development and customization would be carried out.

7. The vendor has to associate with KFC at least for the next 10 years if KFC is satisfied with the vendor. During this period they have to assist KFC in technical negotiation with the 3rd

party software providers and also make necessary changes in the operational database and other modules for integrating 3rd party software systems.

This does not bind KFC to buy the future requirements from the vendor. KFC would be the sole judge in selecting software. The vendor should suggest packages which are acceptable in the Financial sector.

8. The vendor should have very good knowledge in software used in Financial or Banking industry across the globe and nation and the technical details used in this industry. They should assist KFC in selecting other Financial or Banking related modules, which are accepted internationally.

9. The vendors shall define proposed architecture of the network to meet the functionality and the same should be based on state of art solution, scalable, based on open architecture and industry standard Hardware and Software Products.

10. The integrator should assist KFC in specifying the hardware networking and other systems for the smooth operation of the system considering the future requirements with logical arguments.

This does not bind KFC to buy the future requirements from the vendor.KFC would be the sole judge in selecting a hardware component or networking component

1.6. Project Milestones

Supply, Configuration, Installation, data migration, training, testing and commissioning of the system shall be completed within 6 months. A detailed Project plan needs to be submitted by the service provider before commencement of the project. 1.7. Deliverables

The following need to be ensured during the project.

i. Enterprise wide system architecture which would cover all systems which will meet the next 5 to10 years requirements



ii. Preliminary Design 3. Project Plan along with deployment of manpower 4. Functional Requirements Specification 5. Flow charts and detailed design of the software 6. Software Requirement Specifications (SRS)/ Preliminary design Document 7. License copies of the software, hardware, Database, etc. 8. Application software, Database, etc. as per the requirement of the project implementation 9. Role based user Manuals, Overall operation manual, System Admin Manual and Trouble shooting Manuals 10. Source code of the Software and all packages with detailed comments and Descriptions 11. In the case of 3rd party off the shelf products the details of customization and developments from the core package with detailed comments and description also should be provided 12. Three complete copies of the installable software in CD. The Service Provider shall provide advanced proven products that do not require any further research and development, and are in current production and in service in a number of other locations. Products must be serviceable for a period of not less than 10 years commencing the date of Taking Over of the entire project by KFC 2. Operational Requirements

2.1. Content

This section of the qualitative requirements defines the Operational Requirements of the KFC Software System for implementation at KFC. 2.2. Present Scenario

Presently, KFC using Legacy COBOL application, which implemented in the year 1990-1995. As result of company’s growth, change in user requirements, technological changes and advancement, KFC realizes that the existing system will not be sufficient for the Corporation’s future operations. Even though the existing software system is integrated, there are many functional areas or activities to be included in the computerized system. The organization KFC, is managed by Managing Director as the over all in-charge of the Corporation. 2.3. Basic function

1. Primary Function

The transaction modules will have workflow built in to enhance collaboration. The application should be fully integrated with the workflows. The application should promote workflow integration, including appraisal and sanction process. Application should have Search technologies to make it easier to find relevant information in the least amount of time. The Integrator shall undertake a systematic study of the various software being presently used in various departments and all their elements. All formats, reports and such outputs contained in the present system should also be present in the newly developed software.



However if they are redundant or are given in a new format, that would suffix. The Vendor shall note that the specifications provided are not exhaustive. Their interconnection, relationship and specific requirements will have to be studied in depth and must be included in the SRS/Preliminary design. 2. Technical Architecture

The system comprising of the transaction modules which allows any branch banking like feature for loan repayments and shall enable the KFC Managers to transact, access and capture different information across different branches through a single application interface. The architecture should have the following features: · Separation of business logic with the web server and the database server. i.e. majority of applications should be a complete 3 tier architecture. · The Portal server integrated completely with the backend transaction modules. The Bidder shall clearly define the technical architecture proposed to meet the functionality and the same shall be based on the state-of-the-art solution having the following features. Any deviation from the mentioned architecture would be allowed only with the prior approval of KFC in writing with logical reasoning. But this should no way affect the general architecture or functions of the system. 3. Scalability

The system shall be scalable in respect of the Modules and Functionality both in respect of downsizing and upsizing facilitating its installation at larger or smaller organizations, as the case may be. · Users at the KFC operations centre accessing the applications · Other users accessing the applications · Number of vouchers per day · Number of information updates per day · Figures for the traffic estimates extrapolated by the bidder based on KFC forecasts 4. User friendly

The software in question should be such that Screens are user friendly It should have Intuitive interface based on internet application styles to significantly reduce end-user training. 5. Multi-user Multi-tasking

Complete System shall be multi-user and Multi-tasking 6. Open Data Structure

The software package shall have data structures on open architecture and as per accepted

international standards such that it facilitated easy integration with other applications on the Network.



7. Standard Communication Mechanism

Standard Intranet and Non-Intranet Communication Mechanism shall be used for inter Application Communication

8. Personalization

Personalization of content to enable users to organize their own personal workplace to view content they are interested in. The personalization should be based on the profile of the user, as well as click stream analysis. Personalization does not mean mere change of themes/colors etc 9. Security

Ensure information access to the right users, while restricting sensitive information from unauthorized users. No content can be kept in the client machine or branches. The administrator(s) must be able to create workgroups of users. Security should be inbuilt in to the system. Proposed system should not be vulnerable for virus attacks or hacking. Tightening of the security aspects of the systems, in order to safeguard against accidental or intentional damage to information and equipment should be provided.

10. Installation Logistics

When a system failure occurs, operations must continue, if possible without any noticeable interruption. To guarantee this, a second identical system which operates in hot stand by mode is provided. If a system failure occurs this second computer is in a position to take over the tasks of the original computer immediately. When a switchover of central system from main to stand by occurs , user must log in again on the new central system. 11. Test Server

All the preliminary testing should be done in the test server. The data should be periodically moved from productive environment to test server. The module testing and integration testing are done in test server along with data sets.

12. Production Server

The production server is the live server in which day to day operations are carried out. The production server will be constantly monitored for workload, to access time window for back up extra.

13. Stand by

A hot standby needs to be provided for the production server. In case of any failures of the production server, the hot standby server should be able to automatically continue the operations. The data in the hot standby needs to be synchronized with that of the Production server.



14. Online/Offline architecture

For repayment operations, the system should be an online one but it should revert to offline in case of a failure.

15. Purging There should be a facility to purge the previous year’s data as well as unwanted data.

16. Back up

There should be provision for easy backing up of the entire system and restoring the data in the event of a failure. The vendor should suggest suitable back up devices and methodology. There should be provision for taking backups using various devices. 17. Help Facility

The software should have an in built help module. A tip provider, error warning signals etc are required.

18. Audit Trail

There should be a facility to track the activities performed by individual user with date and time. This should enable the system administrator to find out the person who had performed activities like deletion of files, modification of critical data, etc. 19. Interfaces for Installation And Administration

The system has several modules dedicated to overall administration of the system. These are described in more detail in the following sub-sections:

20. Access Management

The management of access to the data and applications will be coordinated by the central system. Authorities for applications, function in the application and authorities for the individual functions will be organized there. The authorities to access the various applications and thus the data can be processed using the particular application will be checked with respect to the user ID and password. Applications for which the user has no authority will not be displayed. Functions within an application for which user has no authority will be shown as inactive on the Windows dialog. To protect certain production data from prohibited access, a “carrier “ can be specified for certain users so that they only have access to data.

21. User logging

The log-in, log-out and other actions of all the users will be automatically recorded in the audit files. A tool to evaluate these logs can be provided.



22. Alerter

The alerter is a tool that displays the alert messages that result from erroneous states in interface connections. The ‘alert ‘ tool is an independent client module that contains the functionality of an NPA reporting tool. The purpose is to indicate loan over due to the managers with regard to interface connections. Based on the information provided in the message, the manager can then take necessary action. Option should be provided to comment on such alerts and able to forward to next officer. After the repayments of the overdue, the status can be changed directly from the user interface of the alerter. Other alert messages like due date to customers should also be generated. Each interface to the different applications is assigned to a separate folder in the application. All errors from the application that occurred within the last 36 hours (at least) will be displayed in the relevant folder selected. 2.4. Functional Modules

The system shall have transaction modules like Account opening, voucher entry, Finance and accounts, Personnel and Administration etc., for their functional needs. Depending on the user profiles, the user can get to know the information or enter the information. The software solution shall have the following transaction modules for installation at KFC. Each module shall have sub-modules splitting the overall function of the corporation. Below is the list of the modules that need in the system.

SL.No No Sub system / Functional areas 1 Loan Management 2 Credit Management 3 Financial accounting, Management & Cost accounting , Budgeting 4 Fund Management 5 Fixed asset register 6 Human Resource Management System 7 Payroll processing system & Income Tax accounting 8 Stationary Management 9 Fixed Deposit System 10 PF trust accounting 11 KFC Care 12 Consultancy Cell 13 Society 14 Investment subsidy 15 Margin Money 16 Benefit fund 17 Reports, MIS , Dash board information 18 Digital Signature and E-Filing 19 Data Migration 20 Document Management System 21 Datacenter/Branch Hardware & Networking



The integrator may provide the suitable architecture so that performance of the system is not compromised. The application integrates all non-operational databases and provides one single database source for all third party systems seeking data. The solution should have well proven integration framework of its own and can also integrate with third party applications using industry standard adapters. 3. Application Software Development/Customisation Methodology 3.1. Definitions

Application Software Customization shall be carried out in following steps: · Requirement Study · Design · Design acceptance from user · Development & ‘Testing · Acceptance Testing · Installation · Training · Implementation 3.2. Requirement Study

The software development team shall carry out the study of the existing systems and shall discuss with the KFC Systems department and respective user department to validate the requirements defined in the Qualitative Requirements. The requirements of the comprehensive system shall be frozen in the form of Software Requirement Specifications (SRS)/ Preliminary design keeping the time schedule defined in the Clause 14 of Section V (Period of completion) Particular Specifications of Contract. 3.3. Design

KFC shall be provided with state-of-the-art IT, networking and equipment solutions to support operational, administrative and business requirements. The overall concept is to service all members of the KFC Community (users, employees, Customers, Service providers, government and other governmental agencies) with the most recent, applicable and sustainable technological solutions. The IT infrastructure is designed to address the needs for the next 10 years. Key criteria for the IT design shall be: · Redundancy and minimal convergence time · Limited congestion · Appropriate modularity · Sufficient and scalable bandwidth · Highest possible availability · Ease of management · Energy efficiency · Future proof design · Minimal running costs As far as possible Only proven, tested, standard based commercially available systems shall be implemented. The technology implemented shall promote safety, efficiency, affordability, service integration, innovation and commercialization.



The software team shall then translate the SRS/ Preliminary design into a design document. Functional Specifications shall be prepared for the system, as per the quality standards defined in the document. Database design for the system shall also be undertaken during this phase. This task shall be carried out in the following steps: · Preparation of Functional Specifications · Design of User Interfaces, Portals/ JSPs · Development of User Interfaces without underlying business logic · User Interface Design reviews · Detail Design — Database · Physical Database Design · Database Design reviews The design must address issues such as high availability, scalability of bandwidth, modularity, manageability, future development potential and low operating and maintenance costs. Applying international standards where applicable further underpins the flexibility and viability of the design. The areas which shall be supported by network connectivity include the following: a) Loan account opening and control b) Repayment of Loans, NPA & Suit filing c) External Communications d) Security e) Information to Service provider and Customers f) Communication infrastructure g) IT Infrastructure Robustness, stability, scalability and ease of maintenance are key considerations. As the operations are critical, the hardware, tools and backup management shall be correctly planned and provided (for later operation and maintenance). An integrated design and operational concept for an operational control centre, security control centre and crisis management centre shall be provided The design service life time of all equipment within each IT System shall be at least 10 years in the prevailing environmental conditions. 3.4. Integration

In order to ensure a perfectly operational system, a well planned and structured systems integration process shall be used. This is always important in systems development work, but the need is extra highlighted when it comes to integration of complex, large-scale systems, built-up from a large number of systems and sub-systems as is the case in a business environment. Integration is the key to improving safety, security and efficiency and also helps improve data access. 3.5. Testing and Measurement The testing methodology advocates complete and comprehensive testing of the system to ensure that all specified features and performance criteria are met. The site acceptance testing should consist of the following phases. 1. Integration testing to validate integration between systems to demonstrate that all specified system integration features are met.



2. Performance testing to validate that system meets the performance requirements. 3. Endurance Testing to validate that the system meets the endurance and high availability requirements 3.6. Development & Testing This is the phase when Acceptance Testing plan based on the Acceptance Testing procedures shall be taken up in consultation with the Systems department. Development of role based User Manuals and overall operational manual shall also be taken up and got approved by the KFC. 3.7. Implementation

The system should be implemented without affecting the operation of the KFC functions. The porting and migration of data would be the responsibility of the vendor. Necessary temporary arrangements should be made by the vendor at his cost for smooth changeover of the existing system to new system without affecting the operation. 3.8. Acceptance Testing Acceptance Testing shall be carried out using the finalized Acceptance Testing Plan. The user will devise the acceptance-testing plan. For acceptance tests a plan will be produced by the integrator that contains the procedures and responsibilities for delivery acceptance. 4. Training

4.1 The successful bidder would be responsible for training and evaluating: · KFC End Users · KFC Administrators and Super Users 4.2. The service provider shall undertake to train the operating personnel and Software

Engineering /Administration /Maintenance / and Data tuning Personnel selected by the Purchaser.

4.3. The infrastructure facilities for both instructor based training and computer based training would be provided by KFC. This infrastructure includes training room, computers, internet access, projector and printers.

4.4. All the end user training will be carried out in the Testing environment. The successful bidder is responsible for setting up the Testing environment with the relevant test data. For the future training requirements KFC would be identifying trainees who will have to be trained by the successful bidder on the products implemented by him.

4.5. All the administrator and super user training will be carried out in the Development environment. The successful bidder is responsible for setting up the Development environment with the relevant test data.

4.6. As the training will be an ongoing process, the successful bidder would also have to facilitate the setting up of a course at Vendor Premises or Vendor

Sponsored programme by providing the necessary course materials (presentations, courseware, evaluation procedure etc.) for the product implemented by him. All the training and evaluation material has to be specific to the implementation and should cover the customizations carried out to the product.

4.7. The successful bidder may also indicate if e-learning material is available with cost for same. The e-learning cost will not be included in the commercial evaluation.



PART III : SPECITICATIONS



SECTION – I : SOFTWARE 1. Department wise Functions The following are the present departments and its functions within KFC Personal and administration

17. Recruitment of staff through PSC/Employment Exchange/Direct Recruitment 18. Employee history 19. Transfers 20. Promotions 21. Consequent fixation of pay 22. Sanction of annual increments 23. Employee Trainings 24. Pay and grade revisions 25. Attendance related activities for payroll 26. Leave maintenance 27. Leave Encashment 28. monthly Attendance processing 29. PF trust accounting 30. Sanctioning of Employee Loans 31. Sanctioning of allowances. Medical, Conveyance, Telephone etc.

Appraisal and monitoring

1. Screening of application 2. Title Scrutiny 3. Land Valuation 4. Confidential Assignments 5. Lease/Rent Agreement 6. Loan Sanction Memoranda 7. Sanction Communication 8. Loan Agreement 9. Minutes of loan sanction 10. Demand Notice 11. Inspection Report

Recovery and rehabilitation (RR 3 Zones) 1. Reschedulement of repayment 2. Rehabilitation of unit 3. Release and adjust. 4. Recovery through claims 5. Take over under Sec.29 of SFCs Act 6. Court cases/R.R. cases 7. One Time Settlement 8. Closure of loan account 9. Release of Documents

Technical sections Tech feasibility report Accounts section

1. General Finance 2. Fund Management 3. Loan Accounting 4. Payroll Accounting

1. Payroll Processing 2. Supplementary Payslip 3. Payroll Journal Voucher 4. Income Tax



5. PF Accounting 6. Loan Accounting etc.

5. Work order accounting 6. Fixed asset register 7. Income Tax / Sales tax/service tax/Professional tax related accounting

ISO Cell 1. Design, implementation and control of systems & quality procedure for certification Internal audit

1. Auditing of all financial transactions within the company 2. Verification of loan before commitment.

Grievance cell 1. Records of complaints received 2. Record of replies 3. Record of hearings

Business development 1. Preparation of publicity and promotional materials 2. Conducting entrepreneurial awareness programs and clients meet 3. Publication of in-house journals 4. Participation in trade fairs and exhibitions 5. Conceiving, preparing and publishing corporate advisements 6. Customer feedback 7. Enquiry handling and follow-ups of enquiries 8. Maintaining records of sanction, disbursement of state investment subsidy

Systems department 1. Application software pertaining to :

a) Payroll System b) Financial Accounting System c) Loan Accounting System d) Legal Information System e) Loan Appraisal System f) Lease/Hire Purchase system g) MIS Reports

2. Data Processing and storage 3. Maintenance of software system

Legal department 1. Functions and structures of legal cell at Head Office 2. Functions and structures of Legal Section in Zonal Office & Branch Office 3. Powers delegated to the legal staff at Head Office/Zonal Office / Branch

Office 4. Staff pattern with name and designation

MD’s Office 1. MIS 2. Dash board information about

a. Loans approved b. Repayment of loans c. NPA Status d. Suit Files accounts e. Employee’s strength f. Employee Details g. Graphical and Tabular form of reports h. Confidential reports

3. Appointment and meetings 4. Interdepartmental Document flow



2. Requirement Specification

The following are the broad guidelines of the requirement specification and the implementation team’s duty is to identify the detailed requirements based on the list of modules given under Section II, 7.Scope Of the Work, List of modules / functions need to be covered in the proposed system. If needed Vendor can do a system study for one day to know the entire work flow with vendor’s own expenses before submitting the tender. The successful bidder should be signed and submitted the printed form of SRS while signing the contract. LOAN MANAGEMENT KFC provides term loan to small and medium scale industries/business in Kerala. The KFC aids the industrialisation of Kerala by providing long term loans to small and medium industrial unit to start new industries and also to expand I diversify and to modernise the existing industries. The activities, which qualify for financial assistance are given below:

These loans are for the complete project including Land, Building and Equipment or for purchase of land from DSIDC (in c.ase of relocation of industries scheme) or for Equipment for existing units. KFC a1so provides working capital loans. The corporation provides finance to Small Road Transport Operator (SRTO) for purchase of new commercial vehicles or to replace the old vehicles.

Typical activities involved in Loan accounting process.

Functional Requirement 1.Business Development • Generating Introduction Letter. • Registering prospects visit in Enquiry Register • Capturing loan application issue details. • System should allow user to enter, view and update atleast following details of applicant

but it not limited to: Name, Address Employment Status,

• Loan purpose • Application number generation and collecting application fee • System should allow the user to view all enquiry details date-wise and region-wise. 2. Loan origination 1) System should capture application form details like Applicant/Co-Applicant’s Personal Details, Employment Details, Loan Details, Property Details, Financial Details, Bank Account Details, salary details. Once all the details are submitted an Application File Number should be generated by the system. 2) System should be able to capture document details like Residence proof, PAN Card, Driving License details etc 3) System should allow for entry of multiple co-applicants 4) Capture co-obligator's application details. 5) Capture the documents' details submitted by the prospective borrower, Name of the document, Document Received date.



6) Collect part of processing fee.

3.Pre-screening 1) Route the application to the Prescreening team by capturing prescreening details. The prescreening report needs to be captured the prescribed format. 2) System should be flexible to build a custom credit scoring model on the basis of application information. Credit scoring Parameters and weightage should be flexible. 3) Credit scoring model should give go or no-go decision on the application. It should also give loan amount eligibility 4) Capture LVR (Land Valuation Report) as given by the legal team 5) System should allow the user to view history details of all the modifications done to the application. 6) System should allow to capture detailed information about all outstanding loans taken by applicant from the RBI Defaulters list, SIDBI’s list or other agency list already stored: Source of loans, Outstanding Amount, Purpose for taking loan, Loan taken, Monthly payable etc. 4. Appraisal note preparation 1) Capture TFR (Technical Feasibility Report) in the prescribed format. 2) Perform Credit rating of a borrower. 3) Route the TFR to the Deputy Manager(Appraisal & Disbursement) 4) Create various ratio analysis outputs, projected financial statements etc. 5) Create approved appraisal memorandum 6) The system should track all the documents through document checklist functionality. The documents are to be categorized into pre and post disbursal documents 7) System should capture details of legal appraisal of application. Following details are to be captured:

• Law officer details • Security of loan • Eligibility of loan • Collatoral and additional security • Insurance details • Loan agreement details • Title documents

8) System should maintain checklist which should be complete for financial appraisal 9) System should keep financial credit appraisal note. 10) System should have option to enter property details like Area, build-up area, cost breakup, unit description etc 11) System should be able to issue credit appraisal letter. 12) System should be able to issue sanction letter. 5.Disbursement, Post Sanction • System should be able to calculate account details like instalment amount, payment

schedule etc. • System should generate unique customer code visible across the application • System should be maintaining checklist of documents at pre-sanction and post-sanction

stage. • System should allow entering details of disbursements. Disbursement should only be

allowed only when loan is authorized • Generating Loan sanction letter and sending it to the prospective borrower. • Execution of Loan Agreement • Legal clearance certificate • Receive the balance processing fee from the borrower. • Issue insurance letter to the borrower asking him to take insurance for the project.



• Sending reminder for the renewal of this insurance on yearly basis. • Updating movement registry • System should maintain approval hierarchy for loan approval. 6.Loan scheme setup • Creating new loan scheme in accordance to the business needs of the KFC. Further

while opening up a new loan account it could be linked to an existing scheme; and hence the characteristics of a scheme shall be inherited by the loan created under the particular loan scheme.

7. Loan Servicing • Capture Loan details including borrower's details, project details, interest rate etc in a

new loan account under a particular loan scheme. • Enter, view and update the Interest Master Maintenance. Provision to Enter the Interest

Rate, Slab Min Limit and Slab Max Limit Effective • Generate loan account number • Link a base rate in the loan account. Support floating/variable interest rate. • Capture spread in the base rate and spread • Capture penal interest • Repayment schedule generation. Capture repayment schedule start and end date with

the frequency of the repayments in the loan account. • Support and capture Moratorium period. • Arrive at the interest instalment amount based on the 'actual' balance method • Ability to enter, view and update the details of Instalments for PEMI (Pre-Equated

Monthly Instalments or Equal Monthly Instalments) • Support pre-payment of the principal amount. Support preclosure of a loan. Levy

appropriate charge for such pre-closures. • System should be able to accept receipts through various receipt methods: Cash,

Cheque or ECS • Capture Disbursement Request • Capture Valuation Report in the system • Disburse the amount based on the Valuation Report • Generate disbursement notice for sending it to the borrower. • Generate repayment/demand notices prior to the actual repayment schedule date. • Support asset classification - i.e. to classify a loan as a performing, non-performing asset

or appropriately based on the overdue position of the loan • Support notices like defaulters notice, recovery notice, automatic alerts • Support generation of RR(Revenue Recovery requisition) letter, Section 29 notice, Section

29 format • Allow rephasement of a loan • Loan clearance form • The system should allow the user to view details of the amount paid towards the pre

equated monthly installments and equated monthly installments and to view amount to be paid in future for installment types like PEMI and EMI.

• System should calculate processing fee based upon the amount of loan applied for and the part payments received as part of the processing fee from the customer.

• System should perform all back-end calculations on EMI in case a receipt is reversed. • Provision to enter any type of waiver information and accounting adjustments in

receivables account. There should be approval limits for the same. • System should be able to handle customer refunds • Refund should be handled by cash/cheque/bank transfer. • System should allow for rescheduling of payment structure. It can be one of the following

but not limited to: o Fixed to floating and vice-versa o Annual reducing balance to monthly reducing balance o Re-Appraisal



o Step-up or step-down. • System must be able to maintain following components of a due:

o Principal component o Simple Interest part o Compound part o Loss of rebate o Interest penalty o Risk Charge o Interest Tax

• System should provide provision of applying one receipt from agency to multiple dues • Rules of applying one receipt to multiple dues and on interest and principal parts of a

due should be flexible and customizable as per the rules of FINANCIAL INSTITUTION 8. Recovery • Recovery module should monitor the status of recoveries and follow-up dates. • System should automatically allocate collectors on the basis of customer profile and user

defined logic. 9.Loan Accounting • System should be able to record borrower/customer data and update profile in real time

starting from the loan application • Ability to run Dues calculation, repayment and projections based on different conditions • Should be able to create / maintain / update interest rate master for various types of

interests including subsidy interest rate, which should be prevailing for a time period • Calculate Interest on Simple, Compound and Equated installment method for various

schemes offered Interest rate related to loan against loan period – resetting and restructuring should be facilitated

• Provision to define grace/moratorium period & recover interest/principal /Equated installments

• Changing of Interest rate for all or for individual loans prospectively or retrospectively. • Provision of fixation of repayment schedule of Principal, interest and other charges at the

time of first / subsequent disbursement • Repayment schedule Principal, Interest and other charges should be user configurable

for various types like • Equated installments based on periodicity of payment • Progressive Monthly Installment • No of Installments may differ for every disbursement or part of disbursement • No of installments may be changed at any time during the loan period • Recovery of Principal and Interest at different frequency • Ability to allow inter loan transfer of disbursement amount with proper authorization • Provision to reschedule already rescheduled loan • Computation of projected interest and other dues based on different type of facilities,

parameters and nature of loan • Computation of accrued interest and other dues based on different type of facilities,

parameters and nature of loan • Integration with Financial Accounting • Ability to generate Correspondences • Ability to generate of Account statements • Appropriation of the dues through direct upload of bank statement.



Collateral management • The system should be able to handle a variety of real estate assets as collateral objects • The system should be capable of capturing the details of the land register along with the

real estate object for collateral objects • The system should be able to handle a variety of vehicles as collateral objects • The system should be able to handle a variety of securities as collateral objects • The system should be able to support a variety of valuation methodology for the various

collateral objects • The system should be able to support specific valuation methodology for the real estate

collateral objects • The system should be able to support at least the forms of collateral agreements that are

given below Real Estate Lien Registered Lien Assignment Guarantee Pledge Transfer

• The system should be able to support usage of the collaterals against various loan by means of the collateral agreement

• The system should be able to support calculation of value of available collateral object for issuance of a loan

• The system should be able to support calculation of coverage gap • The system should be able to support extraction of all the collateral data for reporting

purposes • The system should be able to support configuration for managing various business

activities around collaterals

10 Legal Aspects

1. Checklist of documents required 1. Format of Title Scrutiny 2. Format of Title Report 3. Format of Land Valuation Report with mahazar attached 4. Legal clearance certificate 5. Letter of change creation to the Tahasildar|SPO|DIC Village authorities

2. Execution of loan agreement 1. Formats of :

a. Loan agreement(Company|Partnership|Trust|Society|Propritory) b. Hypothecation Deed c. Declaration d. Guarantor Deed

e. conformation of deposit of title deeds f. supplementary agreements(Company| Partnership| Trust| Society| Propritory) 2. Equitable mortgage register 3. Legal Records

3. Format of : 1. sales agreement in respect of immovable property



2. sale note in respect of movables 4. Recovery matters

1. Format of : a. upset price fixation with mahazar b. take over mahasar c. release of documents d. release of charge to RDC|SRO|Village authorities

2. Release of second charge| Margin money 5. RR cases

1. Pending list – Abstract 2. Cases fit for continuity RR action 3. Cases where OTS sanctioned| Closed, but RR not returned 4. Cases fit for sale 5. Abstract of RR charges 6. Case Diary

1. Format of court cases category wise : Advocate , Court, Branch, Stay/ Intrim order, Year and S 29|OTS|RR

7. Review of court cases 1. Abstract of total cases court wise with loan outstanding 2. Format of court cases pending category wise

1. Contesting cases 2. Fit for settlement 3. Not beneficial in contesting 4. Disposed cases

3. Advocate fee structure 4. Advocate Fee, court expense(paid/pending) case wise.

8. Right to Information , Petition branch wise & first appeal 9. High power committee matters, petition branch wise & follow-ups 10. Correspondence with government on legal aspects 11. Staff Matters

1. Disciplinary actions 2. Court pending matters 3. Execution of Housing loan agreement-format 4. Safe custody of security documents 5. Conveyance loan agreement-formats 6. Computer loan agreement-formats

Also the software could able to handle the creation/satisfaction of charge before ROC, incorporate digital signature and search for decision of HC/SC. The Legal module should be able to work with third party solutions

Financial Accounting Module KFC existing financial accounting system is computerized and is maintained by the EDP department. The books of accounts are maintained centrally in the head office and all the financial reports and statements are extracted from the Head office books. There are no separate books of accounts maintained for the branches. The vouchers are recorded at the branch and copied to HO books on a periodic basis to incorporate at the HO level. The books of accounts are maintained based on the cash basis of accounting. The accrual



entries are passed by the Head office during the year end to display the financial position in the accrual basis. The pain points with the existing financial system are detailed herewith • Financial reports are prepared manually based on the extracted trial balance from the financial accounting system. • There is no real time integration between the branches and the HO. • Financial entries from loan system are automated for certain transactions on a real time basis. • The existing system restricts the usage of multiple account heads in a voucher. Functional Requirement 1.General Ledger 1) Maintaining books of accounts based on Accrual Basis of Accounting. 2) Required to maintain both KFC books of accounts and KFC PF trust books of accounts in the system. 3) Each sub-ledger should relate to control accounts in general ledger 4) Posting to sub-ledger should result in automatic posting to control account in general ledger. 5) System should ensure that all necessary posting from sub-ledgers are complete before starting the period-close 6) Should allow for e-alerts to relevant users in case of change in master data. 2.Branches/Departments 1)The financial transactions should allow capture of transactions related to Department, Branch code, Location, Products and other dimension codes as required for future business. 2) System should generate regional office-wise trial balance and profit and loss statement 3.Year End Closure 1)Fast and reliable year end accounting procedure. 2)Preparation of Trial Balance/Financial Statements on a real time basis to identify the financial position of the corporation. 3)Facility to build account schedules supporting to the financial statements. 4) Should automatically carry forward retained earning balances and clear revenue and expense accounts at year end. 4. Recording Vouchers 1)Facility to enter Cash Payment Voucher, Cash Receipt Vouchers, Journal Vouchers 2)Facility to enter the vouchers at Head office and at branches. The system should allow branches to view the respective branch transaction and head office to view all the branch transactions. The transactions should be viewed on real time basis. 3)System should allow posting of transaction to more than one account heads. 4)Approval of vouchers through journal procedures 5)Facility to record recurring journal vouchers. 5. Bank accounts 1)KFC maintains more than 20 bank accounts across the Head office and branches. The system should facilitate setting up bank books. 2)Setting up of checks for the banks accounts 6.Bank Vouchers 1)Facility to enter Bank Payment Voucher, Bank Receipt vouchers. 2)Facility to enter the bank journals identified during the reconciliation.



7. Bank Reconciliation Facility to reconcile the bank transactions with the bank statements for major bank accounts by downloading the bank transactions 8.Bank Management Custom build report to monitor bank balances on a daily basis at Head office and at branches. 9.Inter Corporation Transactions between KFC books of accounts and KFC PF books of accounts for the transfer of funds towards employee and employer contributions needs to be automatically posted based on the review. 10. Cash Flow Management 1)Custom build report to monitor the cash flow position of the corporation. 2)Cash inflows are accounted through Refinance from SIDBI, Bonds, Branch collections, Deposits, Donation collections from KFC care, Cash available in branches 3)Cash outflow can be Employee expenses, Loan disbursement, Administrative expenses, Interests for the bond 11.Fixed Assets Management 1)Manages the full life cycle from acquisition, depreciation to disposition 2)Maintains asset status information 3)Improves control over fixed assets to drive accuracy and timeliness in accounting results 4)Supports multiple depreciation methods 12. Budgets The budgets for the expenses and revenues to be recorded and tracked for variances through reports. 13. Invoices 1)The invoices should be recorded on accrual basis and payables to vendors to be tracked. 2)Taxes are deducted for the payment to consultants and remitted to the tax department. 14. PF Books of Accounts 1)PF Personal Ledger (Employee sub ledger) needs to be maintained. 2)Loans issued to Employees needs to be maintained for disbursement, recovery and payments. 3)Custom Build Report to track the investments of the funds. 15.Integration to Loan Accounting 1)Loan Accounting for KFC is a custom build solution and integration of financial accounting entries to financial books of accounts will be performed for the following functionalities 2)Loan Processing Fee – Loan processing fee is charged at the time of sanctioning of the loan to the customers. The financial entries at the time of charging and at the time of collection will be integrated to the financial books of accounts. 3)Loan Disbursement – Loan disbursement involves cash disbursement from the bank. The financial entries for the loan disbursement will be integrated to the financial books of accounts. 4)Loan collections – Collections from the customer. The collections from the customer are recorded to gross recovery account and appropriated to the dues based on the formulae. The financial entries are passed at the time of collection from the customer. 5)Appropriation – The appropriation of gross recovery is done to expenses, interests and principal. The necessary financial entries at the time of appropriation are integrated to GL. 6)Loan Expenses/Recovery – Additional expenses/recovery of any additional expenses incurred on behalf of the customer by KFC. These expenses would be recovered from the



customer

16. Reports Ability to produce following reports in multiple levels like FINANCIAL INSTITUTION, RO, user defined period: • Profit and loss statement • Balance sheet • Trial Balance • Cash flow statement • User defined inter-organization report • Activity for a given account • Notes to financial account

System should be able to produce user defined statutory reports on VAT, TDS etc Ability to download reports to excel, pdf and word. Transaction listing by:

• Account • Voucher number • User • Date

Fixed Asset Accounting Functional Requirements

Fixed Assets

• System should be able to maintain following data of the system: o Asset number o Depreciation, Accumulated depreciation, o gain/loss on disposal o Revaluation o Information on origin of asset o Budgeting data on asset o Insurance data on asset o Depreciation data: Asset useful life, depreciation method, residual value, useful

date o Asset location, Asset class, sub-class

• Assets management system must be integrated with AP for purchase of fixed assets. • System should be able to capitalize an addition or enhancement to existing FA. • System must be able to perform splitting of an asset and transfer of asset • System should be able to capture asset disposal information such as:

o Date of retirement o Sales proceeds o Gain/loss on disposal o Reason for retirement o System should automatically raise invoice in AR in case of asset retirement o System should be able to provide various depreciation methods: o Straight line o Declining balance o User defined rate table o Useful life

• System should be able to define commencement of depreciation calculation for



automatic posting of depreciation to GL. • System should be able to maintain depreciation schedule for purpose of accounting

and taxation. • System should allow for switching depreciation method for asset and asset class • System should automatically post accumulated depreciation in user defined accounts

on monthly basis • System should be able to provide drill-down from asset descriptive details to balances,

depreciation, GL Account code • System should provide complete asset history:

o Depreciation, depletion and amortization. o Net book value and residual value for finance and tax o Remaining life o Repair and maintenance tracking o Warranty claims and settlement tracking o Acquisition and retirement date

HR and Payroll Module KFC maintains employee details at the Head office. The employee details are updated at the time of recruitment and changes to the pay, post code, district code are tracked presently in the system. KFC process the payroll at Head quarters and remits the payroll to the branches after processing. The pain points in the existing system are • Employee database is not updated periodically for information regarding education, contacts, dependents etc • Employee payroll and financial system is not integrated. • Employee information are maintained manually in registers for certain information like training, performance, punishments etc • Payments to Managing Director and Vigilance officers are not tracked. Functional Requirements

1. Employee Database 1)The employee database is a central repository to store personal data such as : Employee details, Contact information for employees and their dependents, Payroll information. Education details, Work Experience details, Training attended, 2. Transfers 1) Employees are transferred to locations, departments. The transfers and period worked should be tracked in the system. 2) Employee are assigned a post code and transfer from one post code to other post code through promotions are tracked in the system 3. Recruitment Recruitment can be from PSC or Direct Recruits. In the case of PSC the vacancy created in the organization are intimated. The candidates are proposed and send by PSC for the vacancy. In the case of direct recruits the tests, personal interviews are conducted before the recruitment as an employee



4. Leave 1) System should be able to maintain all types of leaves like earned leave, casual leave, maternity leave, sabbatical, special leave etc 2) HR Systems to maintain leave credits and balances with details of leave availed. KFC allows Earned Leave, Casual Leave, Half Pay leave and other leave as per the policy. 3) Leave availed will be recorded for the leave balance by the P&A. 4) Employee-wise leave balances for all kind of leaves should be maintained 5) System should be able to handle leave related rules as per govt of India regulations. These rules relate to accrual of leaves, lapse of balances, and combination of different types of leaves. 6) System should not allow for duplicate leave application entry. Applications will be considered duplicate if any of the leave dates fall on same or simultaneous dates 7) Leave encashment system should be in place. It should be linked with the payroll system. 8) System should have option of leave cancellation, extension and amendments 9) Administrator should be able to monitor employee-wise, all type of leave transactions 10) System should not allow employee to apply for leave beyond his/her limit. 11) System should carry forward applicable leave balances to the next year. 12) System should be linked to payroll system for processing of leave-without-pay. 5. Performance appraisal 1)Annual Confidential Report is generated for officers and employees below the rank of junior executives separately. 2)Officers perform the self rating to the predefined questionnaires and is being reviewed by the reporting officer 3)For employees below the rank of junior executives the reporting officer performs the assessment.

6. Punishments 1) Punishments awarded to the employees are tracked and is considered for the increments/ promotions. 2) The punishments awarded to be tracked including the proceedings of the court in the written text format. 7. Managing Training Internal training/training organized by KFC can be tracked • Managing Courses • Location of training • Registering Participants for a Course • Course Administration Reports 8. Employee Basic Pay/Increments 1) Employee Basic pay is based on the grade and the position. The annual increments are due on the first day of the month in which it is due. 2) Annual Increments are fixed for each grade/post and the increments are recommended on a yearly basis. 3) Annual increments are required to be automatically computed and also required a functionality to hold the increments on case to case basis. 4)Advance increments are sanctioned for higher qualifications and in some occasions 9. Employee allowances 1) Allowances can be fixed for the employee or variable. Allowances paid by KFC are Dearness Allowance, House Rent Allowance, City compensatory allowance, Washing allowance, Conveyance allowance, Hill Allowance, Xerox , Stencil, Shift allowance, Canteen, Tea, Cashier, Cycle etc



2) Medical reimbursement reports

10. Employee Deductions 1) Employee deductions can be for statutory purposes, loan recoveries, voluntary deductions etc 2) PF, VPF along with the Employer contribution is remitted to the KFC PF Trust. 11. Employee Loans 1) Employees are provided with loans for various purposes depending on the eligibility rules laid for each loans. 2) The loans are recovered on a fixed period basis. Loans such as Education loans, House Building loan, Co-operative loans, Festival Loans, Special loans, Bank loans etc are provided. 12. Employee Taxes 1) Income tax and Professional tax are deducted from the employees on a periodic basis. 2) Investments made by the employees are captured on a monthly basis. Estimated taxes are calculated on a periodic basis. 3) Professional Taxes are calculated and deducted on a half yearly basis based on amount from local authority. 13. Employee Net Pay 1) Employee net pay is calculated based on the gross pay less deductions, loan recoveries and taxes. 2) The amount is remitted to the employees either through cash or cheques. Cash payments are made if the amount of salary is less than 10000. Account payee cheques are made if the payment is more than 10000. 3) Pay slips are generated and sent to employees with the details showing the gross pay, deductions and year to date information 4) Payroll acquaintance report are generated and sent to branches for release of pay cheques/cash. 14. Financial Integration 1) System provides the facility to define the account codes for each component of salary. The financial entries are automated after the payroll is run and approved. 2) The financial entries should be posted based on the departments/branches. 15. Tax Remittance/TDS Certificates 1) TDS deducted from the employees are remitted to the Income Tax on a periodical basis. 2) TDS certificates are issued to employees for the deduction of taxes. 16. Payments to MD,VO and RR staff Payments to MD, VO needs to be processed through the payroll system for tracking the payroll 17)PAYROLL General • System should be able to calculate gross pay, deductions and net pay for each

employee • System should be able to prorate salary on the basis of mid-month joinees or

retirements. • System should withhold salary processing for people under suspension. • System should allow for but not limited to following fixed and variable earnings:

• Basic Pay



• DA/Additional DA • HRA • City Allowance • Tuition fees • Children Education Allowance • Washing Allowance • Conveyance Allowance • Transport Allowance • Others

• System should allow for but not limited to following deductions: • PF • Festival Advance • House Building Advance • Income tax/ Surcharge • LIC/NIC • Others

• System should allow for ad-hoc deductions as payments • System should be able to print salary slips on the basis of regional office and

department. • Payroll should be linked to general ledger for reconciliation. • Annual legal changes in payroll processing and tax calculation engine should be

given proactively as a patch by bidder. There should not be any manual changes in the code base.

• Tax computation should be handled as per the Income Tax Act. • Tax liability of employee should be projected for the financial year. It should be made

available to the employee, online. • System should provide option to enter employee investments eligible for tax

deduction. It should be linked to payroll processing. • System should handle unlimited number of allowances and deductions. • Reimbursements for LTA should be handled in the system. This should be paid after

employee has submitted the bills and has claimed. It should be checked against the employee limit.

• Medical reimbursements and medical insurance should be handled in the system. This should be paid after employee has submitted the bills and has put claim. It should be checked against the employee limit.

• System should take care of PF computations and contributions. • System should have interfaces to upload and download PF related information from

excel. • System should take care of gratuity and superannuation computation supporting

multiple trusts and user specific contributions. • All the statutory reports related to Income Tax, PF, Pension should be made available. • Payroll Processing • Payroll processing errors should be available after each payroll run. • Simulation option should be given to test the payroll run. • Payroll run should take care of increase in salary due to normal pay revision,

promotion. • For new joinees, there should be option to enter pay related data of their earlier

employer. Tax deduction schedule should take care of tax computation in previous employer.

• System should support retrospective changes in payroll data. The dues should be paid/ deducted in the current run.

• System should handle loan processing, including the balances, interest and EMI computation.



Reporting • System should be able to generate following reports:

• Report of employee demographics • Employee salary details • Leave availed employee-wise, month-wise • Budget comparisons • Report on time spent on a grade, employee-wise • Transfer list • Form 16 • Form 24 • Annual PF report, employee-wise • PF Returns to PF commissioner: Form 5, Form 10, Form 12A, Form 4, Form 6.

• Professional tax returns KFC-CARE

• Registration of members • Record of meetings • Record of Donations and Sponsors • Financial Accounts related to KFC-CARE • Bank A/Cs and Statements of A/Cs • Receipts and vouchers • Events History • Reports

Consultancy & Training divisions

• Register of consultants • Register of in-house experts • Work Orders & Status reports • Receipt & Vouchers • Statements of accounts • Reports

Investment subsidy

• Subsidy claim from Branch Office • Subsidy claim to Directorate of Industries • Subsidy receipt from DIC • Subsidy allocation to branches • Subsidy Cancellation & Reallocation • Subsidy Recall • Reports

Margin Money

• Receipt from DIC • Payout by branches • Statements of reports • Margin Money collection and refund • Reports

KFC Society

• Employees money transaction details and related reports



The vendor should take care for other modules like • Fund Management • Stationary Management • Fixed Deposit System • Benefit fund

Document Management System(DMS) The DMS should be able to handle all the file types of the corporation. Work flow, tracking, archiving etc. Other than the functionalities explained above the system should have all the functionalities defined in the scope of work (Fund Management, Stationary Management, Fixed Deposit System, Benefit fund etc.) 3. HARDWARE SPECIFICATIONS Application Servers The software distributer should properly size the no:of servers required for the proper functioning of the proposed system. Minimum of two servers and it should be in hot standby mode or in cluster mode. It is to make sure that one server should be live. It should be a Blade Server with Quad Core processor, min 4 GB of RAM and min HDD capacity of 160 GB Database servers The software distributer should properly size the no:of database servers required for the proper functioning of the proposed system. The database server should be in cluster mode. It should be a Blade Server with Quad Core processor, min 4 GB of RAM and min HDD capacity of 160 GB Storage Device The SAN storage should be used for online data storage. As an initial requirement six Disk Storage Module can be used with 300 GB x 6 HDDs. Option should be available to add more disks based on future requirements. Backup Device Should be taken on Tape Drives Operating System Windows Server / Linux/ Solaris Database Microsoft SQL Server/ORACLE RACK, Switches and Cabling



SECTION – III : NETWORKING/CONNECTIVITY SPECIFICATIONS Connectivity MPLS VPN Connectivity between the Branches, Head Office & Data Centre. The connectivity should have 99% uptime. Branch/HO Networking One Core router at main location and 15 Access Routers at branch locations. For switching, one managed switch at main location and unmanaged switches at Branches. In all the locations the security equipments should be implemented. One high end Firewall should be implemented at the main location. Structured cabling components should also be considered. Provision should be provided for 5 nodes per branch. Necessary Rack at branches should also be considered. Voice over IP VoIP for 25 numbers, one in each branch(16 nos) and remaining at HO. Voice Call Manager with IP and Non-IP call support (Hardware and Software) Video Conference Software based videoconferencing solution with 20 user licence is required. The user should be able to use their webcam for conferencing. All locations the user can able to view all the other participants faces in his desktop. Minimum required bandwidth for the smooth functioning of conferencing should also be included within the technical bid. Mail server & Open source solution for Mailing The mail server should have the capacity of min 3GB per user. 150 user ids are required. The open source mail solution should support archiving and content filtering Wi-Fi Controller based wireless connectivity at Head Office premises. Provision to identify the users over the network, content filtering and manage unauthorized access. If needed, the solution provider should conduct a system study for the exact number of access points required to cover each nuke and corner of KFC Head office premises Centralized solution for Virus/Spam control. Software with 150 user license is required. Provision to control the system from central location should also take care



PART IV : FORMATS

SECTION - I

1. TECHNICAL QUALIFICATION FORMATS



Form – KFC-S1-1A Details of the Bidder

(To be filled and submitted along with the Technical Bid) (for Software/Hardware and Networking/Connectivity )

1. Name of the Company/Firm : 2. Address of the Company/Firm :

3. Telephone Number :

4. Fax Number :

5. Email : 6. Web-Site :

7. Date of Establishment : 8. Quality Certifications attained by the firm: 9. Name of the Contact Person Details:

Name : e-mail :

Phone : 10 Address to which work order :

to be placed 11. EMD details : 12. Whether the company or its related or associated or

Subsidiary companies has done any project at KFC : (If yes provide details of the project) Signature of the Bidder. Seal of the Bidder



Form – KFC-S1-1B Bidder’s Background


1. Sub-contractors, if any:

2. Address of the Prime Bidder and Subcontractors, If any: Global HQ and India Operations:

3. Name of the Packages(s) Proposed:

4. Proposed Application(s) Owner(s) of the Intellectual Property:

5. CEI – SMM level ______

6. Presence in India: Number of years since inception in India :

7. Presence in Kerala : Number of years since inception in Kerala :

8. Employee Strength: Number of employees on roll (Do not include temporary employee)

9. Support coverage: Number of cities in India where the Prime bidder has direct

support presence.

10. Number of employees in the Team (Pertaining to the Proposed solution)

11. Number of Sites similar project implemented (India)

12. Number of Sites similar projects implemented (Kerala)

13. Number of Sites similar solution implemented for Public sector (India/Kerala)

14. Number of customers in Banking /Financial Sector (India/Kerala)

Signature of the Bidder. Seal of the Bidder



Form – KFC-S1-1C Particulars of Turnover

In the last Five financial years in Software Development (As per audited Accounts)


Year Turnover of the firm in Software Development (Rs) Profit after Tax (Rs)

2003-2004

2004-2005

2005-2006

2006-2007

2007-2008




Form – KFC-S1-1D Particulars of Software Projects Related to Financial/Banking/PSU Institutions


Sl. No.

Name & address of The Client

Project Duration Value of

Project in Rs.

Brief Description of the Project

Contact person with tel

no & Email ID

Specify the role of the Bidder Start

Date

Completion Date

1

2

3

4

5

Note: Provide sufficient evidence such as agreements, work completion certificates to support information provided in the above table. Additional sheets can be attached if required.




Form No –KFC-S1-2A Experience & Track record of the Software Solution Implementation in

Financial Sector (To be filled and submitted along with the Technical Bid)

(for Software only )

1. Assignment Name :

2 Country

:

3 Location of the Project : 4 Name of the Client

:

5 Client address

:

8 No. Man months

:

9 Duration of Project

:

10 Modules Implemented (Attach separate sheets to describe the details of the modules)

:

11 Name of Associated Consultants, if any

:

12 No. of Months of Professional Staff, provided by Associated Consultants

:

13 Director / Coordinator, Project Manager / Project Leader)

:

14 Description of Actual Services provided by your staff

:

15 Proof of Release of work order should be attached

:




Form No. KFC-S1-2B Guarantee from the Software developer

(To be filled and submitted along with the Technical Bid if applicable) (for Software only )

Name & Address of System Developer :

Name & Address of the integrator (bidder) :

Whether the integrator has the authority to bid for this tender :

Whether there are other integrators for this Solution :

Name and address of at least 2 other integrators in India for the same Solution : Will the developer support KFC by providing other integrators in case the chosen integrator withdraws the support during warrantee /AMC period(Confirmation Letter to be provided) : Will the Software developer ensure that the integrator provide proper documentation for the customization so that another approved integrator can continue the work in case the chosen integrator discontinue the support. : Is the developer ready to support the product during warrantee period : Is the developer ready to support the product during the AMC period : No. of versions released in the last three years (Indicate number of release ,availability in India and period for which each version is supported ) : No. of installations of the same Software by the bidder :

Name and address of 2 reference sites where the said software is successfully Implemented by the bidder : Signature of the developer Signature of the integrator Seal of the developer Seal of the integrator

( If more than one solution is proposed the bidder, he should submit separate forms for each developer)



Form No. KFC-S1-2C LIST OF APPROVED PRODUCTS

(for Software Only )

Sl. No Item Approved products Product quoted Version

1 Platform

ERP Solutions like SAP/my SAP/Microsoft Dynamics

NAV / Dynamics AX etc. or Other Solutions on JAVA or

.NET or Open source

2 Operating System to be compatible Windows/Linux/Solaris

3 Database Microsoft SQL Server/ Oracle

4 Portal Programming

Java/’.net’/Open source tools

5 Workflow automation/Mailing system

Lotus Notes/Domino/ Microsoft Exchange Server or Open source packages

6 Document Management System

Share Point portal/ File net or equivalent packages or

Open source solution

7 Other third party packages quoted along with the modules they are meant for

Note: Latest version of the software, packages, and database should only be used in the system. However KFC shall have the right to demand a particular version other than the latest and the bidder has to use such version. However the bidder must also ascertain the suitability and compatibility of the version.

Signature of the integrator Seal of the integrator



Form No. KFC-S1-2D LIST OF FUNCTIONALITIES

(for Software only )

The detailed requirements on the technology of software are given below. Bidder are requires to fill in the column marked as "Bidder's Response" with "Y or T or N" to indicate that the feature is 'Yes, available out of the box from the proposed system' or 'Through third-party software bundled with the proposed system' or 'Not available in the proposed solution

No Sub system / Functional areas. Bidder's Response (Y/T/N)

1 Loan Management 1.1 Application Processing 1.2 Appraisal 1.3 Credit Rating 1.4 Sanctioning and Acceptance 1.5 Disbursement 1.6 Documentation 1.7 Safe custody of security title deeds and documents 1.8 Refinancing 1.9 ALM and Risk management 1.10 Loan Portfolio Management & Tracking 1.11 Legal Aspects 1.12 EMI Calculation

1.13 Managing Schemes(Product & Interest Rate Configuration) 1.14 Email & Alerts 1.15 MIS Reports 2 Credit Management 2.1 Asset Health Monitoring 2.2 Early Alert System 2.3 Non Performing Asset Management 2.4 Automatic Provisioning 2.5 Asset Movement & Tracking 2.6 Suit Filed Accounts 2.7 Take over assets under Sec.29 of SFCs Act 2.8 Assets Under Revenue Recovery 2.9 Communication System (Correspondence & Tracking) 3 Financial Accounting 3.1 Account Type 3.2 Fixed Asset register 3.3 Asset liability Management 3.4 Group Heads 3.5 Transactions through voucher 3.6 Management & Cost accounting 3.7 Budgeting 3.8 Profitability of branch offices



3.9 Reports 4 Fund Management 5 Human Resource Management System 5.1 Recruitment 5.2 Employee Database 5.3 Employee Confidential & History Details 5.4 Probation 5.5 Performance Appraisal & Auto Rating 5.6 Promotion 5.7 Transfer 5.8 Increment 5.9 Leave Master & Leave Application Process 5.10 Managing Training 5.11 Retirement 5.12 Terminal Benefits 5.13 Resignation 5.14 Termination 5.15 Punishments 5.16 Deputation 5.17 Maintaining Service Book 5.18 Accreditation 5.19 Training attended records 6 Payroll processing system 6.1 Payroll Heads 6.2 Payroll rules and accounts integration 6.3 Allowance & Deductions 6.4 Employee Loans and Advances 6.5 Monthly payroll process 6.6 Salary disbursement and pay slip generation 6.7 Festival and Seasonal advances 6.8 Calculation of bonus and incentives 6.9 Pay scale revisions 6.10 Gratuity and Settlement Processing 6.11 IT and other tax deduction processing 6.12 Settlement Details 6.13 PF (Trust and its activities) 6.14 Types of internal loans 6.15 Medical and Other Reimbursements 6.16 Leave surrender 6.17 Arrear Processing(Allowance arrear & Salary Revision) 6.18 Payroll year end process 6.19 E-Mail pay slip to individual employees 6.20 Incentives 6.21 Group gratuity 6.22 Bank/Deduction/Advances



7 Stationery Management 8 Fixed Deposit System 9 KFC CARE 9.1 Registration 9.2 Meeting Records 9.3 Donations and Sponsors 9.4 Accounting, Bank A/cs and Statements 9.5 Receipt & Vouchers 9.6 Event history & Reports 10 Consultancy Cell & Training Division 10.1 Consultant & in-house experts registration 10.2 Work order and status reports 10.3 Receipt, vouchers & statements 10.4 Reports 11 Society 11.1 Money transaction and related reports 12 Investment subsidy 12.1 Subsidy Claim 12.2 Subsidy Receipt 12.3 Branch allocation 12.4 Cancellation & Rea allocation 12.5 Subsidy Recall & Reports 13 Margin Money 13.1 Receipts & Payouts 13.2 Collection and refund 13.3 Statements and reports 14 Benefit fund 15 Audit 16 Reports 16.1 Accounting 16.2 MIS & Dash board information 16.3 SIDBI Reports 16.4 Appraisal etc 17 Data Migration 18 Document Management System




Form – KFC-S1-3A Proposed Hardware(s) Vendor(s): Credentials: (To be filled and submitted along with the Technical Bid)

(for Software/Hardware and Networking/Connectivity )

1. Name of the Hardware Vendor (s):

2. Address of the Hardware Vendor(s): India Operations.

3. Proposed Hardware(s) Owner(s): Enclose Proof of the same.

4. Hardware Vendor (s) – Financials Parameters 2003-04 2004-05 2005-06 2006-07 2007-08 Turn Over Profit R & D Investment Annual figures to be quoted Audited Balance sheet and P&L to be enclosed along with your response

5. Presence in India: Number of years since inception in India.

6. Employee Strength: Number of employees on roll (Do not include temporary employee)

7. Support coverage: Number of cities in India where the Prime bidder has direct support \ presence.

8. Number of employees in Support

9. Hardware Market Share (India):

10. Number of Sites similar Infrastructure implemented (India)

11. Number of Sites similar Infrastructure implemented (Kerala)



12. Number of Sites similar Infrastructure implemented for Public sector (India/Kerala)

13. Number of customers in Banking /Financial Sector (India/Kerala)

14. Give details regarding the agreement/terms with the primary Bidder.

Signature of the Hardware Vendor Seal of the Hardware

Vendor

NB : If more than one hardware equipment is proposed, separate copy of this form should be attached.



Form No. KFC-S1-3B Guarantee from the Hardware Supplier

(To be filled and submitted along with the Technical Bid if applicable) (for Software/Hardware and Networking/Connectivity )

Name & Address of Hardware supplier :

Name & Address of the integrator (bidder) :

Whether the integrator has the authority to bid for this tender :

Whether there are other integrators for your hardware equipments in India/Kerala :

Name and address of at least 2 other integrators in India/Kerala : Will the Hardware Supplier support KFC by providing other integrators in case the chosen integrator withdraws the support during warrantee /AMC period(Confirmation Letter to be provided): Will the Hardware Supplier ensure that the integrator provide proper documentation for the implementation so that another approved integrator can continue the work in case the chosen integrator discontinue the support. : Is the Hardware Supplier ready to support the product during warrantee period : Is the Hardware Supplier ready to support the product during the AMC period : No. of installations of the same kind by the bidder :

Name and address of 2 reference sites where the said software is successfully Implemented by the bidder Signature of the Hardware Supplier Signature of the integrator Seal of the Hardware Supplier Seal of the integrator



Form No. KFC-S1-3C LIST OF APPROVED HARDWARE PRODUCTS

(To be filled and submitted along with the Technical Bid if applicable) (for Hardware only )

Sl. No

Item Approved products

Product quoted and its

configuration

Part No Make & Model Description Qty

1 Application Server

IBM/ HP/ DELL/ SUN

2 Database Server IBM/HP/DELL/ SUN

3 Operating System to be compatible

Windows/Linux/Solaris

4 Database to be compatible

Oracle/ SQL Server

5 Storage IBM/ HP/ DELL/ SUN

6 Backup Device (LTO) IBM/ HP/ DELL/ SUN

7 Rack, switches etc

8 Other Hardware components if any

Note: Latest version of the hardware, Operating System, and database should only be used in the system. However KFC shall have the right to demand a particular version other than the latest and the bidder has to use such version. However the bidder must also ascertain the suitability and compatibility of the version. * Bidder can edit the sheet by adding more rows in between, change in format is not allowed. The same components should be reflected in Commercial Bid also. if any violation , the tender may rejected.




Form No. KFC-S1-3D LIST OF APPROVED NETWORKING/CONNECTIVITY PRODUCTS

(To be filled and submitted along with the Technical Bid if applicable) (for Networking/Connectivity only )

Sl. No Item Approved

products

Product quoted and its configuration

Part No Make & Model Description Qty

1 Core Router / Access Router

Cisco/Nortel/ Juniper

2 Switching Cisco/Nortel/ Juniper/DLink/ Dax

3 Central Firewall (Virus & Spam Control)


4 Wireless & Controller


5 Voice(VoIP) Cisco/Nortel/ Juniper

6 Mail Server IBM/ HP/ DELL/ SUN

7 Video Conferencing

Software Based

8 Mail solution Open Source with archiving & filtering

9 Cabling Industry known components

9

Other Hardware components, if any

Industry known components

Note: Latest version of the Networking, connectivity equipments should only be used in the system. However KFC shall have the right to demand a particular version other than the latest and the bidder has to use such version. However the bidder must also ascertain the suitability and compatibility of the version. The vender should identify any items missed out from the requirements of KFC. * Bidder can edit the sheet by adding more rows in between, change in format is not allowed. The same components should be reflected in Commercial Bid also. if any violation , the tender may rejected.




Form No. KFC-S1-3E MANUFACTURER’S AUTHORISATION FORM (MAF)

(To be filled and submitted along with the Technical Bid if applicable)

(for Hardware, Networking/Connectivity only )

No.__________dated ____________ To __________________ __________________ ___________________ We ___________________ who are established and reputable manufactures of __________________________ having offices at ______________ and ________ do hereby authorize M/S______________________________________________________________ (Name and address of Agent/Dealer) to offer their quotation, negotiate and conclude the contract with you against the above invitation for tender offer. We hereby extend our full guarantee and warranty as per the terms and conditions of the tender and the contract for the equipment and services offered against this invitation for tender offer by the above firm. Yours faithfully, (Name) for and on behalf of M/s__________ (Name of manufacturers) Note: This letter of authority should be on the letterhead of the manufacturing concern and

should be signed by a competent person of the manufacturer.



SECTION - II

COMMERCIAL BID

COMMERCIAL QUALIFICATION FORMATS These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified.

The vendors are required to submit the commercial bid strictly in the format specified below. Commercial bids received in any other format or without proper inputs or with morethan one option will be liable for disqualification.

Forms : KFC-S2-1A : Commercial Bid (Software) KFC-S2-1B : Additional User License (Software) KFC-S2-2A : Commercial Bid (Hardware) KFC-S2-2B : Cost estimate for next Four years (for Software/Hardware) KFC-S2-3A : Commercial Bid (Networking) KFC-S2-3B : Commercial Bid (Connectivity)



Form No. KFC-S2-1A COMMERCIAL BID (Software)

(These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified.)

Functional Grouping

Sub system / Functional areas.

Cost of System

License Cost (a) Tax Cost (c)

Remarks, if any.

No of users

Amount

Group 1 Loan Management

Group 2 Credit Management

Group 3 Financial management :

Group 4 HRM & Pay Roll

Group 5

Stationary Management, Fixed Deposit System, KFC Care, Consultancy, Society, Investment , subsidy, Margin Money, Benefit fund etc

Group 6 MIS : MIS , Dash board information

Group 7 Document Management System

Group 8 Data Migration

TOTAL System

Total amount in words

License Cost (a)

Tax (b)

Implementation Cost (c)




Form No. KFC-S2-1B

Additional User License

Functional Grouping


(as mentioned in KFC-S1-8A)

License Cost

Additional License Cost Remarks, if any

No of users per user blocks

Cost per block of users

Group 1

Group 2

Group 3

Group 4

Group 5

Group 6

Group 7

TOTAL System


(if the user block / no. of user are same for all modules)




Form No. KFC-S2-2A

COMMERCIAL BID (Hardware) (These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified.)


Functional Grouping


Cost of System

License Cost (a) count

Tax (b)

Cost (c)

Remarks, if any.

No of users

Amount

Group 1 Application Servers for Datacenter

Group 2 Database Servers for Datacenter

Group 3 Operating System 150

Group 4 Database 150

Group 5 Storage

Group 6 Backup Device

Group 7 Other Hardware Components

TOTAL


License Cost (a)

Tax (b)

Implementation Cost (c)



Form No. KFC-S2-2B

Cost estimate for next Four years (for Software/Hardware) (These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified. The taxes are based on the current tax rates. In case of any Miscellaneous expense, should provide the list of expense come under the miscellaneous category )

Particulars Cost/Details Consolidated

Total Software Cost

Document Management System

Total Hardware Cost

Tax (in %)

Service Tax (in %)

Implementation cost, if any

Miscellaneous expense, if any

Total Cost of the system (First 9 months (6+3))

Service and Support warranty for One Year, after the 9 months of Implementation & Evaluation

0.00 0.00

First year Expense 0.00 0.00 2nd Year Software AMC 2nd Year Hardware AMC Tax (%)

Service Tax (%)

Miscellaneous expense, if any Second year Expense 3rd Year Software AMC 3rd Year Hardware AMC Tax (%)

Service Tax (%)

Miscellaneous expense, if any Third year Expense 4th Year Software AMC 4th Year Hardware AMC Tax (%)

Service Tax (%)

Miscellaneous expense, if any Fourth year Expense TOTAL (after 4 Years & 9 months)




Form No. KFC-S2-3A Commercial Bid (Networking)

(These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified. The taxes are based on the current tax rates. In case of any Miscellaneous expense, should provide the list of expense come under the miscellaneous category )

S.No. Part No. Make & Model Description Qty.

Amount in Rs.

Unit Price Total Amount

1

..... Subtotal of the product Taxes as Applicable (Please quote the description of the tax charged and the rate applicable) Installation, commissioning & integration charges Any other additional Charges applicable Warranty charge for 3 years AMC for 3 years Grand Total of the product




Form No. KFC-S2-3B

Commercial Bid (Connectivity)

(These formats are to be submitted long with commercial bid. If any price mentioned in the technical bid, the bidder will be disqualified. The taxes are based on the current tax rates. In case of any Miscellaneous expense, should provide the list of expense come under the miscellaneous category )

S.No.

Locations

Connectivity Type

Provider

Qty

Amount in Rs.

Unit Price Total Amount

1. KFC Head Office

MPLS VPN 2Mbps (Gold)

1

2. KFC Branchs

MPLS VPN 256 Kbps (Gold)

16

Subtotal of the product Taxes as Applicable (Please quote the description of the tax charged and the rate applicable) Installation, commissioning & integration charges

Any other additional Charges applicable

Grand Total of the product




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