STAR UNION DAI-ICHI LIFE INSURANCE CO. LTD. final.pdf · Union Dai-ichi Life Insurance Co. Ltd. Unauthorized access, ... Navi Mumbai – 400703. ... is to solicit proposals from a

STAR UNION DAI-ICHI LIFE INSURANCE CO. LTD.

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Tender Document Request for Proposal (RFP)

Tender Ref. No.: SUD/OPS/Outsourcing of Decentralized Scanning Activity/001 dated 9th October 2012

Notice inviting tender from reputed vendors for Outsourcing of Decentralized Scanning Activity

This document and the information contained herein are confidential to and the property of Star Union Dai-ichi Life Insurance Co. Ltd. Unauthorized access, copying and replication Are prohibited. This document must not be copied in whole or in part by any means, without the written authorization of SUD LIFE.

Last date of submission of RFP: 19th October 2012 Star Union Dai-ichi Life Insurance Company Limited 11th Floor, Raghuleela Arcade, Vishwaroop IT Park, Sector – 30A, Opp. Vashi Railway Station, Vashi, Navi Mumbai – 400703. Website: www.sudlife.in Contacts:

Ms. Priyanka Bagul 022-3954 6289 [email protected]

Mr. Manish Sule [email protected]

http://www.sudlife.in/

mailto:[email protected]



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1. INTRODUCTION AND BACKGROUND:

Star Union Dai-ichi Life Insurance Company Ltd. (SUD Life) is a joint venture between Bank of India

& Union Bank of India, India's leading public sector banks and The Dai-ichi Life Insurance Company,

Japan one of the top ten world leaders in insurance. SUD Life has been incorporated with the

primary objective of carrying out life insurance business in India.

Star Union Dai-ichi Life Insurance Co. Ltd. (SUD Life), with the strength of the domestic partners in

the Indian Financial Sector coupled with the Dai-ichi Life’s strong domain expertise is a strong player

in the Indian Life Insurance market.

Within three years of starting operation, SUD Life has emerged as the 11th largest private Life

Insurance players in India in terms of New Business mobilization. As on FY 2011-12, New Business

(Individual Life) Premium has grown by an impressive 22% vis-à-vis FY 2010-11. During the same

period number of Policy (NOP) has grown by 55%. As on FY 2011-12, Group Business premium has

also shown a growth of 45% vis-à-vis FY 2010-11 and the company’s Assets under Management is

above Rs.2,800 crores as on 31st March 2012.

DISCLAIMERS

The information contained in this Request for Proposal (RFP) document or information provided

subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of

SUD Life is provided to the bidder(s) on the terms and conditions set out in this RFP document and

all other terms and conditions subject to which such information is provided. This RFP is neither an

agreement nor an offer and is only an invitation by SUD Life to the interested parties for submission

of bids. The purpose of this RFP is to provide the bidder(s) with information to assist the formulation

of their proposals. This RFP does not claim to contain all the information each bidder may require.

Each bidder should conduct its own investigations and analysis and should check the accuracy,

reliability and completeness of the information in this RFP and wherever necessary obtain an

independent advice. SUD Life makes no representation or warranty & shall incur no liability under

any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. SUD

Life may in its absolute discretion, but without being under any obligation to do so, update, amend

or supplement the information in this RFP.


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ELIGIBILITY CRITERIA

The Bidder should have prior experience of implementing similar solution in Life Insurance

organizations. Similar implementation in BFSI sector would be added advantage in the

geographical categorization below.

The bidder should have presence in at least 90% of the locations mentioned here. The bidder

should also have capability to scale up its operations and share future operation expansion plan.

The bidder should not be blacklisted earlier.

The bidder should have yearly turn over not less than Rs.10 Crores.

The bidder should have permanent office in Mumbai.

Financial statements i.e. Audited Balance sheet and Profit & Loss accounts for last three years of

the bidder will have to be submitted. The bidder must have registered a net profit continuously

for the last 3 years.

Should have minimum 100 employee strength on its payrolls.

Requirement for Scanning Activity:

o Capacity to scan 1 crore pages on an annual basis.

o Demonstrated capability to handle huge volumes within decided SLA. Please provide

examples. The module should have scalability for future business requirements.

OBJECTIVE

The Company invites proposals from interested participant(s) of repute for providing decentralized

scanning activities at various Regional Offices, Agency Offices (AO) and Business Support Centre

(BSC) as detailed in the scope below.


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Geographical Categorization: SUD Life is working on a hub and spoke model across the locations and looking for the scanning

services provider across its Offices spread throughout India.

List of Regional Offices (RO) List of Agency Offices

(AO) List of Business Support

Centers (BSC)

Ahmedabad Bhagalpur Vishakhapatnam

Bangalore Guwahati Vijayawada

Bhopal Patna Nellore

Bhubaneswar Darbhanga Belgaum

Chandigarh Gaya Coimbatore

Chennai Shillong Madurai

Delhi Silchar Salem

Ernakulum (Cochin) Pune Dhanbad

Guwahati Lucknow Hazaribagh

Hyderabad Ranchi Jamshedpur

Jaipur Delhi Muzaffarpur

Kolkata Ludhiana Siliguri

Lucknow Varanasi Durgapur

Ludhiana Jaipur Howrah

Mumbai Chandigarh Rewa

Nagpur Nagpur Indore

Patna Ernakulam (Cochin) Raipur

Pune Mangalore Jabalpur

Ranchi Indore Baroda

Varanasi Raipur Rajkot

Jabalpur Gandhinagar

Ahmedabad

Kolkata

Bhubaneswar

Bhopal

However, the number of RO and AO will be increasing in near future. In addition, Business Support

Centre (BSC) have been planned to open at 48 new locations.


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2. “Scanning Of Documents”: Request for Proposal

2.1 Goals and objectives

The purpose of this Request for Proposal (RFP) is to solicit proposals from a list of participant/s to

work with SUD Life in the area of “Scanning of Documents” in atleast 90% of the locations

mentioned herein above and it will involve activities like Receiving, Inwarding, Scrutiny of

Application forms, Policy Servicing Request Forms, Customer Requests as per business rules,

Scanning of documents received, Upload of Application Forms for data entry or SUD Life Repository

System etc.

2.2 Scope

SUD Life is looking for a vendor to manage the “Scanning of Documents” and various aspects

involved for this. The detailed scope of area where SUD Life is currently looking at is classified as

follows:-

Operating from SUD Life Office Premises:

Service Provider will operate from SUD Life premises utilizing Vendor’s own manpower and scanning

equipments. Desktop computers will be provided by SUD Life if the scanning activity is performed at

SUD Life Premises. However, if the vendor has the capability to operate from Vendor premises, it

will be advantageous.

Four Types of Documents:

1. New Business Application Forms

2. Group Business Application Forms

3. Policy Service Request Forms

4. Customer Requests

Document Preparation:

1. Receiving the Application form + enclosed documents + any other documents as

requirements of some previous proposals + medical reports + special reports + customer

service request forms or receiving the scanned documents.

2. Noting of serial number on all the papers of proposal form.

3. Inwarding and Scrutiny of applications received though scanned / courier from different SUD

Life Offices and other SUD Life administrative offices as per checklist provided by the

company.

4. Discrepancy management as per the process e.g.: non receipt of document or receipt of

incomplete document and appropriate management of the discrepant cases as laid down

processes from time to time.

5. Batching and Refilling

6. Mailroom management viz. inward, outward, internal distribution and collection of

documents.


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Scanning and Image Repository Association:

1. Scanning of Physical Application Forms, Policy Service Request Forms and Customer Service Requests received directly.

2. Indexing the documents (As per the company specifications). 3. Storing the images as back-up in case of power off or crash of system. 4. Uploading the scanned images for data entry. 5. Image repository Association with scanned images in SUD Life Repository System. 6. Uploading of Policy Service Request Forms and Customer Service Requests in SUD Life Call

Management System module or any other CRM module.

Post Scanning Activities:

1. Rearranging the detached papers in a set of Application form in a pre-defined manner. 2. Dispatch of the physical papers to the destination mentioned under proper

acknowledgement for submission of the same to the SUD Life. 3. Keeping a record of the images scanned, uploaded on day-to-day, weekly, fortnightly,

monthly and quarterly basis. 4. Reconciliation & MIS Reporting 5. Notifying / escalating any system related issues.

3. RFP Schedule:

Particulars Due Date

Distribute RFP to Participant/s 9th October 2012

Pre Bid Meeting 12th October 2012

Proposal response due date 18th October 2012

Opening of Technical bid 22nd October 2012

Opening of Commercial bid 23rd October 2012

Finalization of Vendor 29th October 2012

Issuance of LOI 2nd November 2012

RFP Coordinator: Ms. Priyanka Bagul and Mr. Manish Sule Centralised Procurement Department, Star Union Dai-ichi Life Insurance Co. Ltd. 11th Floor, Raghuleela Arcade, Vishwaroop IT Park, Sector-30A, Opp. Vashi Railway Station, Vashi, Navi Mumbai – 400703. E-mail: [email protected] & [email protected]




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4. Service Level Agreement & Bench Mark in Services provided: In line with SUD Life’s service provider sourcing strategy, quality matrix and accuracy measures will

be defined, (to be provided by the Participant/s). Given that there are multiple transaction activities,

the service level definition will be arrived at for each such activity.

Below are the detailed Service & Quality SLA parameters which need to be compiled by the service

providers, which is in conjunction with SUD Life’s operational guidelines.

Activity Service Level Description

Timeline of Scanning (TAT) 100% of the documents to be scanned on T+0 Day (Working Day)

Post Scanning Activity (TAT) 100% of the documents to be kept ready for further dispatch on T+0 Day (Received & completed till 6pm)

QUALITY of Scanning 98% of scanned application should be accurate, without resulting in rescan & creation of work item from HO Team.

** “T”- being the proposal receive date at RO / AO / BSC.

Error %age should not be more than 2%.

Refer Annexure IV for the expected volume of document scanning at each location (RO/AO).

4.1 REPORTS & MIS Details in RFP

MIS Reports on Scanning Activity should be sending to SUD Life on Daily / Weekly / Fortnightly & Monthly parameters.

However below listed are critical service standards to be adhered to:

I. Quality / Accuracy. II. Uniformity.

III. Quick positive response. IV. Timely delivery. V. Accuracy in submission of bill with supporting documents.


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5. VALIDITY OF CONTRACT

In the event that the Participant/s is acquired by or merges with another company by operation of

law, the terms and conditions of the contract resulting from this RFP shall remain in full force and

effect with the acquiring company.

Initially contract can be of ONE year which can be renewed by mutual consent of both the parties

for every year.

This documentation is provided in Annexure as identified below.

Annexure I – Company Contact Information Annexure II – General Information Form

Proposal format Instructions: The Proposal shall be submitted in two separate sealed envelopes – Part I covering the Technical,

and Masked Commercial and Qualification aspects hereinafter referred to as “Technical Proposal”

and Part II covering only the price schedules hereinafter referred to as the “Commercial

Proposal”. The two parts should be in two separate covers each superscribed with the name of the

Project “Proposal for Outsourcing of Decentralized Scanning Activity” as well as “Technical Proposal”

and “Commercial Proposal” as the case may be. Both the Technical and Commercial proposal sealed

envelopes to be submitted within a single sealed envelope superscribed with the name of the Project

“Proposal for Outsourcing of Decentralized Scanning Activity”

6. TEMPLATE OF LETTER OF INTENT (LOI)

6.1 Technical Parameter for Evaluation:

The Proposal should broadly cover the following:

Understanding of the Scanning Process : [20%]

Process flow to be shared for implementation of activity

Number of locations covered : [20%] Bidder having presence in 90%- 95% current locations as per the SUD Life Offices list -

[10%]

Bidder having presence more than 95% current locations as per the SUD Life Offices list - [20%]

IT Infrastructure: Technical requirements and IT manuals: [20%]

Domain Expertise and Experience in implementing the solution Physical Infrastructure Flexibility and Scalability in entire process. Turn Around Time Security and Confidentiality of data (Vendor to sign NDA (Non Discloser Agreement))


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Company Information and Financial Standing & Strengths:[20%]

To be provided by Participant/s as per Annexure II Cost benefit and cost control techniques.

Business Continuity (BC):[10%] Please provide details of your DR plan in terms of Data Recovery/ Management. Please share the DR & BC Policy documents

Overview and previous clientele: (5%) Performance Management.

Operations management –Organizational Structure. Quality of processes. List of Insurance clients. List contact person and Number of other clients.

Accreditations (5%)

Accreditation (References) – ISO certification any other quality certifications

7. Annexure:

7.1 Annexure I - Company Contact Information

Referring to enclosed file, the following Company Contact Information (Annexure I) needs to be provided, which will be used throughout SUD Life RFP process. Any updates or changes to this information should be sent to the RFP Coordinator.

Annexure I.xls

7.2 Annexure II - Vendor Information Form

General information about the company needs to be provided in enclosed format (Annexure II).

Annexure II.xls

7.3 Annexure III - Rate Quotation Form

The rate for the transactional activities needs to be provided in enclosed format (Annexure III).

Annexure III-scan.xlsx

7.4 Annexure IV – Approximate Scanning Quantity at Location

Enclosed is the approximate scanning quantity at each location.


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Annexure IV_v3.xlsx

7.4 Annexure V – List of SUD Life Offices across India

Enclosed is the list of SUD Life Offices across India. Participants need to confirm whether these are serviceable by them.

Annexure V.xlsx

8. INFRASTRUCTURE OF IT, SUPPORT SYSTEMS-QUERIES AND CHECKLISTS:

Vendor Details to include

Company Information, Support and Development

o Total number of employees?

o Year Company was established?

o How many technical staff is engaged in development of the system?

o Project plan / methodology.

o Overall timelines suggested starting the project.

o Resource Availability for project implementation and ongoing support.

o Implementation & Post Production Support by Vendor or 3rd party.

Location / Presence

o User Locations

o What is the Business Continuity Planning (BCP) setup of the Vendor / Service Provider?

Revenue

o Please provide the most recent fiscal year revenues.

o Previous year revenues.

o 1 year growth percentage.

o 5 year growth percentage.


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8.1 IT Related Requirement for Scanning Activity

1. Scanner Details with capacity to scan pages in a minute 2. Scanned pages should not be more than 40KB in size 3. Image resolution after scanning (Scanner DPI 100/200/300) 4. Software Solution Details

INSTRUCTIONS TO VENDORS

Cost of Bidding:

The Bidder shall bear all costs associated with the preparation and submission of its Bid, and SUD

Life will be in no case be responsible or liable for these costs, regardless of the conduct or outcome

of the Bidding process.

Submission of Proposals (Methodology):

The Proposal shall be submitted in two separate sealed envelopes – Part I covering the Technical,

and Masked Commercial and Qualification aspects hereinafter referred to as “Technical Proposal”

and Part II covering only the price schedules hereinafter referred to as the “Commercial

Proposal”. The two parts should be in two separate covers each superscribed with the name

of the Project “Proposal for Outsourcing of Decentralized Scanning Activity “as well as

“Technical Proposal” and “Commercial Proposal” as the case may be. Both the Technical and

Commercial proposal sealed envelopes to be submitted within a single sealed envelope superscribed

with the name of the Project “Proposal for Outsourcing of Decentralized Scanning Activity”.

Documents comprising the Technical Proposal Envelope, should:

(a) Comply with the TCC

(b) Comply with the Technical Specifications of each item

(c) Provide details with respect to the Service and Support

(d) Be accompanied by duly filled in Proposal Form (FORM-1). The form must be duly signed by the

vendor.

(e) Masked price – Form 3 (containing all the information except the prices)

Any Technical Proposal not containing the above will be rejected. Any Technical

Proposal containing any price information will be rejected.

Price Proposal Envelope should be accompanied by duly filled in Proposal Forms (FORM 2) AND

(FORM 3). The vendor must duly sign the forms.

The vendors shall seal the “Technical Proposal” and “Price Proposal” separately and the same

shall:

(i) Be addressed to SUD Life at the address given above; and

(ii) Bearing the Name “PROPOSAL FOR OUTSOURCING OF DECENTRALISED

SCANNING ACTIVITY”


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Proposals must be received by SUD Life at the address specified, not later than the date & time

specified in this Request for Proposal.

Question and Answer process

Participant/s may make inquiries and request clarification concerning this RFP and its contents by

following the process outlined below:

Question submission instructions Inquiries and request for clarification concerning this Letter of Intent (LOI) must be submitted in

writing to SUD Life / RFP coordinator (email, fax or courier) given above by October 19, 2012.

Inquiries will not be accepted beyond this date.

8.2 TERMS AND CONDITIONS OF CONTRACT (TCC)

SUD Life reserves the right to reject any or all proposals or accept in part. Award of contract, if made by the management will be based upon a comprehensive review and analysis of each proposal and the estimated costs to maintain and operate the proposed environment over a period of 2 to 3 years.

The Participant/s shall abide by the decision of SUD Life. No Participant/s may withdraw their Proposal for a period of ninety (90) days after the date

set for the opening of proposals.

All prices shall be firm and not subject to increase during the term of any contractual agreement arising between SUD Life and the Participant/s as a result of this RFP process.

SUD Life management reserves the right to reject any or all Proposals or any one or all items of such Proposals, accept in part and to be the sole judge as to the suitability of the current process and the merit of this model to meet the needs of SUD Life.

Penalty will be charged if the Vendor is not adhering terms (refer point no.7 below) agreed with SUD Life. The penalty charges will be 1% to 5% of the contract value signed off and the same shall be settled against the immediate payment pending with vendor.

1) Definitions

1.1. In this Contract, the following terms shall be interpreted as indicated:

(a) “The Goods” means any equipment, software, and/or other materials, which the Service

Provider if supplied to SUD Life;

(b) “SUD Life” means the Star Union Dai-ichi Life Insurance Company Ltd.

(c) “TCC” means the Terms and Conditions of Contract contained in this section;

(d) “The Supplier”, “The Bidder”, “ The Service Provider” or “the Vendor” means the individual

or firm supplying or intending to supply the Goods and Services under this Contract; and

(e) “The Project Site” means Corporate Office / Head Office / Various Administrative Offices of

SUD Life.


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2) Use of Contract Documents and Information

(i) The Service Provider shall not, without SUD Life’s prior written consent, discloses the

Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or

information furnished by or on behalf of SUD Life in connection therewith, to any person

other than a person employed by the Service Provider in the performance of the Contract.

Disclosure to any such employed person shall be made in confidence and shall extend only

as far as may be necessary for purposes of such performance.

(ii) The Service Provider shall not, without SUD Life’s prior written consent, make use of any

document or information enumerated in this document except for purposes of performing

the Contract.

(iii) Any document, other than the Contract itself, shall remain the property of SUD Life and shall

be returned (in all copies) to SUD Life on completion of the Service Provider’s performance

under the Contract, if so required by SUD Life.

3) Inspection and Quality Control Tests

SUD Life’s Auditors / Promoters / Regulator shall have the right to access; inspect the premises of

the service provider in relation to the provision of the said services. The audit will be a surprise audit

and will be carried out by the designated staff of SUD Life / Regulator.

4) Confidentiality

SUD Life will have the complete and continued ownership of data / documents processes / workflow

/ programs provided to the service provider and output generated on this basis. Further, in case of

termination of the service, vendor will hand over the same immediately in an orderly fashion.

5) Payment Schedule

Payment shall be made in Indian Rupees, in the following manner:

On receipt of the bills (Tax Invoice), SUD Life will reconcile with the actual performance of service

rendered and accordingly payment will be made on a monthly basis

6) Prices

Prices payable to the Service Provider as stated in the Contract shall be firm and not subject to

adjustment during performance of the Contract, irrespective of reasons whatsoever, including

exchange rate fluctuations, changes in taxes, duties, levies, charges etc. Participant/s shall quote

the prices in the format given as Annexure III (Rate quotation form). Upon acceptance of the offer

by SUD Life, Participant/s shall sign an agreement with SUD Life comprising of two documents –

“Master Service Agreement” and the “Scope of Work (SOW)”. The concluded contract would come

into existence only upon signing of the agreement. The terms of the LOI shall form part of the

agreement.


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7) Delay in Service Provider’s Performance and Liquidated Damages:

In the event of the Bidder:

not adhering to the TAT in providing the said services

Processing wrongly (if exceeds 2%)

not generating control information and / or MIS reports

not complying with the process guidelines / instructions

Non compliance of the above conditions will attract penalty as per the company rules.

8) Taxes and Duties

The Service Provider will be entirely responsible for all applicable taxes, duties, levies, charges,

license fees, road permits, etc. in connection with any related activity.

9) Award Criteria

The SUD Life will award the Contract to the successful Bidder, out of the Bidders who have

responded to SUD Life's Invitation for Quotation, who has been determined to perform the Contract

satisfactorily, and whose Bid has been determined to be substantially responsive, and is the lowest

evaluated Bid.

10) SUD Life’s Right to Reject Any or All Bids or change the RFP Eligibility Criteria

SUD Life has reserves the right to accept or reject any Bid or change the RFP Eligibility Criteria, and

to annul the Bidding process and reject all Bids at any time, without thereby incurring any liability to

the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the

grounds for SUD Life’s action. The Cut-Off mark is 80% of Technical Score. SUD Life has the right to

select more than one bidder based on volumes and requirements and also reserves the right to

place orders to multiple vendors.

11) Continuity of business

SUD Life requires a vendor to present a plan that specifically addresses through what type of resources, how long and what load capacity will be available to ensure continued service in the event of a disaster. This plan will be the part of quarterly audit and must be updated. Participant/s shall provide details of the Disaster Recovery & Business Continuity Plan (BCP).

12) Disposition of responses

All materials submitted in response to this RFP shall become the property of SUD Life.

13) Termination :

SUD Life can terminate the agreement without assigning any reasons by giving three months notice

and is not liable to pay any penalty to the service provider on termination for any reasons.


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9. TECHNO - COMMERCIAL SCORING The commercial bid of the technically shortlisted bidders will be opened and the bidders will be

ranked as L1, L2, L3 etc. on the basis of their prices offered (final offered price will be calculated on

the basis of weighted average prices for various items).

There would be a weight-age of 50% to the Technical score and 50 % for the Commercial price.

The maximum marks (Total score) for Technical and Commercial proposals would be 100. It would

be normalized as under for each bidder:-

Total Score = 0.5 x T (s) + 0.5 x F(s)

Where;

F(s) = (LP / BP) x 100

Acronyms:

T(s) stands for technical score out of 100 for the bidder.

F(s) stands for percentage of a bidder’s commercial price compared to the lowest quoted

price among the bidders whose commercial bids are opened.

BP stands for Bidder’s price.

LP stands for lowest price among all the bidders.

The proposals will be ranked in terms of Total Scores arrived at as above. The proposal with the

highest Total Score will be considered first for award of contract and will be invited for price and

contract negotiation.

The bidders are requested to note the following:

(i) Strictly conforming to the specifications as mentioned in the Tender should be quoted.

(ii) All standard (default) items / components and optional items / components, if any, should

be separately and clearly mentioned. Detailed cost breakup should be furnished in the Price

Schedule as per the format prescribed.

(iii) Technical Details (in the prescribed format) should be furnished along with the Bid, for all

the standard and optional items if any offered. Otherwise the offer would be treated as Non-

responsive.

(iv) Any deviation from the specifications in the products offered should be separately brought

out explicitly, in the column provided for this purpose.

(v) SUD Life reserves the right to accept or reject in part or full, any or all the offers without assigning any reasons thereof.


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FORM 1 PROPOSAL FORM (TECHNICAL PROPOSAL)

(To be kept in the Technical Proposal Envelope) Date: To, Centralized Procurement Department Star Union Dai-ichi Life Insurance Company Limited 11th Floor, Raghuleela Arcade, Vishwaroop IT Park, Sector-30A, Opp. Vashi Railway Station. Vashi, Navi Mumbai 400703. Sir / Ma’am, Re: RFP for Outsourcing of Decentralized Scanning Activity Solution

1. We, the undersigned are duly authorized to represent and act on behalf of [Bidder Name]

(“Bidder”) in terms of the enclosed RFP.

2. Having reviewed and fully understood all information provided in the RFP dated [08/10/2012] issued by the Company, [Bidder] is hereby tendering the Bid. As required we are enclosing the following:

a. Bid as per the RFP;

b. Other details and supporting documents (as applicable) in response to the requirements outlined in the RFP.

3. Our Bid is unconditional, valid and open for acceptance by the Company up until 90 days from the last date of submission of the RFP.

4. We undertake that we shall make available to the Company any additional information /

clarification it may find necessary or require to supplement or authenticate the Bid.

5. We hereby agree, undertake and declare as under: a. We have examined and have no reservations in respect of the RFP document. b. Our Bid is, in all respects, in compliance with the requirements of the RFP. Without prejudice

to the foregoing, notwithstanding any qualifications or conditions, whether implied or otherwise, contained in our Bid, we hereby represent and confirm that our Bid is unqualified and unconditional and is without any deviations, conditions or any assumptions in all respects;

c. Notwithstanding any qualifications or conditions, whether implied or otherwise, contained in our Bid, we hereby agree and undertake to keep this Bid valid and open for acceptance without unilaterally varying or amending its terms for the period, including any extended period, as specified in accordance with the RFP;

d. We declare that in the event that the Company discovers anything contrary to our above declarations, it is empowered to forthwith disqualify us and our Bid.


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e. We undertake that in case due to any change in facts or circumstances or applicable law during the Bidding process, we are disqualified in terms of the RFP, we shall intimate the Company of the same immediately.

f. We further declare that we have not been declared ineligible for corrupt or fraudulent practices in any bid process in the past five years and have not been blacklisted by any governmental or regulatory authority or stock exchange in the past five years;

g. We confirm that the Company and its authorized representatives are hereby authorized to conduct any inquiry or investigation to verify the veracity of the statements, documents, and information submitted in connection with this Bid and to seek clarifications from our advisors and clients regarding any financial and technical aspects.

h. We hereby irrevocably waive any right which we may have at any stage at law or howsoever otherwise arising to challenge or question any decision taken by the Company in connection with the selection of the Bidder, or in connection with the Bidding process itself, in respect of the above mentioned Proposed Tie-up and the terms and implementation thereof.

6. We understand that: a. All information submitted under this Bid shall remain binding upon us; and b. The Company may in their absolute discretion reject or accept any Bid, cancel the Bidding

process for the Proposed Tie-up and reject all Proposals. c. We acknowledge the Right of the Company to reject our Bid without assigning any reason or

otherwise and hereby waive our right to challenge the same on any account whatsoever. d. The Company is not bound to accept any Bid that it may receive pursuant to the RFP;

7. We acknowledge that the Company will be relying on the information provided in the Bid and the documents accompanying such Bid for selection of the Bidders and we declare that all statements made by us and all the information pursuant to this letter are complete, true and accurate to the best of our knowledge and belief.

8. We hereby unconditionally undertake and commit to comply with the timelines as specified in terms of the RFP or as extended by the Company from time to time at its sole discretion.

9. This Bid shall be governed by and construed in all respects according to the laws of India. Courts in Mumbai, India, shall have exclusive jurisdiction in relation to any dispute arising from the RFP, this Bid and the Bid process.

10. All the terms used herein but not defined, shall have the meaning as ascribed thereto under the RFP.

Name of the Bidder Signature of the Authorized Person Name of the Authorized Person Company rubber stamp / seal


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FORM 2

PROPOSAL FORM (PRICE PROPOSAL) (To be kept in the Price Proposal Envelope)

Date: To, Centralized Procurement Department Star Union Dai-ichi Life Insurance Company Limited 11th Floor, Raghuleela Arcade, Vishwaroop IT Park, Sector-30A, Opp. Vashi Railway Station. Vashi, Navi Mumbai 400703. Sir / Ma’am, Re: Request for Proposal for Outsourcing of Decentralized Scanning Activity Solution Having examined the Proposal Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to render services in conformity with the said Proposal documents for the sum of..................... (Total Proposal amount in words and figures) or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Proposal. We agree to abide by the Proposal and the rates quoted therein for the orders awarded by SUD Life. Until a formal contract is prepared and executed, this Proposal, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India namely “Prevention of Corruption Act 1988”. We understand that you are not bound to accept the lowest or any Proposal you may receive. Dated this ....... day of ............................ 20…. _________________________________ ________________________________ (signature) (In the capacity of) Duly authorized to sign Proposal for and on behalf of _________________________________****


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10. ABBREVATIONS:

1. RFP: Request For Proposal 2. SLA: Service Level Agreements 3. RO: Regional Office 4. BO: Branch Office 5. AO: Agency Office 6. TAT: Turn Around Time

Company Name

Company Address

Primary Contact Secondary Contact

Name:

Title:

Telephone Number:

Fax Number:

Internet Email Address:

Dated : ________________

Vendor understands and will abide by non-disclosure requirements as outlined.

______________________ ____________________________

Vendor Company Name Vendor Company Location

______________________ ____________________________

Name of Approving Authority Signature of Approving Authority

______________________ ____________________________

Title of Approving Authority Date Signed

Annexure 1- Company Contact Details

Annexure I

A. Name of Company

Address

Phone

Fax

Email

Registered Office

B. Year of Establishment

C. Type of Organisation Single Owner Vendor-ship Private Ltd Public Ltd

D. Statutory Registration Exice Sales Tax PAN Central Sales Tax Work Contracts PF & ESI

E.Details Of Turnover/Profit last 3

yearsFinancial Year Turnover Profit Market Share

FY 2008-2009

FY 2007-2008

FY2006-2007

F. List of Active Customers: Customers Name Contract DetailsNature and details of

work

G. Details of Quality Certification

H.Organisation Structure with Contact

Details of CEO

I.Nature of Association/Business Area

J.

Details of Business done with any

other Group Co. or SUD Life in last

financial year:

Contract No./Date Order Details Values (In Rs.) Status

Annexure II - Vendor Information Details

Annexure II

CATEGORY DETAILS

Document Preparation Scanning

Image Repository Association

Dispatch and Storage

Policy Servicing Request processing

CUstomer Servicing Request processing

RATES

Rates RatesIndividual Details of acivity as mentioned in point no. 2.2

Annexure III - Rate Quotation Form

Annexure III

Policy Related: FY 2012-13 FY 2013-14 FY 2014-15Number of Application projected 250,414 313,017 391,271Policy Service Requests projected 75,000 125,000 200,000Renewal Premium Receipting volumes

projected 300,000 500,000 800,000

Volumes Spike will be observed by 10% to 15% on month ends and about 20% in Jan, Feb March Qtr

Regional OfficeApplication #

Monthly

Application #

Yearly

Approximate No. of Pages

projected to be scanned

(25 pages)

Area OfficeApplication #

Monthly

Application #

Yearly

Approximate No. of

Pages projected to be

scanned (25 pages)

Ahmedabad 750 9,000 225,000 BHAGALPUR 75 900 22,500

Bangalore 500 6,000 150,000 DARBHANGA 100 1,200 30,000

Bhopal 2,000 24,000 600,000 GAYA 100 1,200 30,000

Bhubaneshwar 500 6,000 150,000 SHILLONG 90 1,080 27,000

Chandigarh 750 9,000 225,000 SILCHAR 75 900 22,500

Chennai 800 9,600 240,000 PATNA 50 600 15,000

Delhi 800 9,600 240,000 GUWAHATI 150 1,800 45,000

Ernalkulam 750 9,000 225,000 PUNE 100 1,200 30,000

Guwahati 750 9,000 225,000 LUCKNOW 150 1,800 45,000

Hyderabad 1,500 18,000 450,000 RANCHI 100 1,200 30,000

Jaipur 800 9,600 240,000 Grand Total 990 11,880 297,000

Kolkata 1,200 14,400 360,000

Lucknow 2,000 24,000 600,000

Ludhiana 750 9,000 225,000

Mumbai 1,200 14,400 360,000

Nagpur 1,000 12,000 300,000

Patna 700 8,400 210,000

Pune 1,200 14,400 360,000

Ranchi 1,500 18,000 450,000

Varanasi 1,200 14,400 360,000

Grand Total 20,650 247,800 6,195,000

SCAN Volume projected for FY 2012-13

Annexure IV- Approximate Scanning Quantity at SUD Locations

Worksheet in C: Users ithelpdesk AppData Local Microsoft Windows Temporary Internet Files Content.Outlook GULQ6MLP Scanning.docx

List SUD Life

Regional OfficesServiceable Yes/No

List SUD Life Area

OfficesServiceable Yes/No

List SUD Life

Business Support

Centers

Serviceable Yes/No

Ahmedabad Bhagalpur Vishakhapatnam

Bangalore Guwahati Vijayawada

Bhopal Patna Nellore

Bhubaneswar Darbhanga Belgaum

Chandigarh Gaya Coimbatore

Chennai Shillong Madurai

Delhi Silchar Salem

Ernakulam (Cochin) Pune Dhanbad

Guwahati Lucknow Hazaribagh

Hyderabad Ranchi Jamshedpur

jaipur Delhi Muzaffarpur

Kolkata Ludhiana Siliguri

Lucknow Varanasi Durgapur

Ludhiana Jaipur Howrah

Mumbai Chandigarh Rewa

Nagpur Nagpur Indore

Patna Ernakulam (Cochin) Raipur

Pune Mangalore Jabalpur

Ranchi Indore Baroda

Varanasi Raipur RajkotJabalpur Gandhinagar

Ahmedabad

Kolkata

Bhubaneshwar

Bhopal

Annexure V - List of SUD Life offices

Annexure V