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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Ref : CO/ITSD/EDMS/2015-16/RFP Dated: 05/03/2016 INVITATION FOR REQUEST FOR PROPOSAL

Request for Proposal (RFP) for Upgradation of the existing

Enterprise Document Management System (EDMS) of

Life Insurance Corporation of India Central Office, Information Technology Department, 6th Floor, Yogakshema (West Wing), Jeevan Bima Marg, Nariman Point, Mumbai - 400021. PHONE: +91-022-22841109 EMAIL: [email protected]

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

This document is the property of Life Insurance Corporation of India (LIC). It should not be copied, distributed or recorded on any medium, electronic or otherwise, without LIC’s written permission. Use of contents given in this document, even by the authorized personnel/agencies for any purpose other than the purpose specified herein, is strictly prohibited as it shall amount to copyright violation and thus shall be punishable under the Indian law.

INVITATION FOR REQUEST FOR PROPOSAL (RFP) For Upgradation of the existing

Enterprise Document Management System (EDMS)

Life Insurance Corporation of India invites Request for Proposal (RFP) from the System Integrators for the Upgradation of the existing EDMS Project. The existing EDMS Project was implemented in the year 2007 and it is still in operation.

The Upgradation of the existing EDMS in the revised System Architecture comprising of updated hardware, software etc., should use the existing huge repository of documents in the form of images, presently available to Corporation's Core Business processes. This should continue to remain available in an uninterrupted state and also should be made available to other IT Systems of LIC.

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TABLE OF CONTENTS Particulars

Page No.

1 - RFP Terminology 1.1 Definitions 1.2 Abbreviations

6 7

2 - Request for Proposal 2.1 2.2 2.3 2.4

Invitation to Bid Time Schedule Project Background Objective for RFP

8 8 9 10

3 - Instructions to Bidders 3.1 General Instructions 3.2 Pre-bid Meeting and Clarifications 3.3 Issue of Corrigendum 3.4 Right to accept any bid and reject any or all Bids 3.5 Bid Processing Fee 3.6 Earnest Money Deposit (EMD) 3.7 Submission of Bids 3.8 Preparation of Bids 3.9 Evaluation Process 3.10 Tender Opening and Validity 3.11 Tender Evaluation

11 12 13 13 14 14 14 16 21 21 22

4 - Criteria for Evaluation 4.1 4.2 4.3 4.4 4.5

Pre-Qualification Criteria Technical Qualification Criteria Scoring Model Commercial Bid Evaluation Online Reverse Auction

23 23 24 26 29

5 - Terms and Conditions 5.1 Award Criteria 5.2 Notification of Award of Contract 5.3 Contract Finalization and Award 5.4 Performance Guarantee 5.5 Signing of Contract 5.6 Failure to agree with the terms and conditions of the RFP 5.7 Normalization of Bids 5.8 Standards 5.9 Patent Rights 5.10 Inspection and Tests 5.11 Warranty 5.12 Conflict of Interest 5.13 Payment 5.14 Prices 5.15 Change Orders 5.16 Contract Amendments 5.17 Assignments Confidential Life Insurance Corporation of India

31 32 33 33 33 34 34 35 35 35 36 37 38 39 39 39 39 Page 3 of 124

RFP for Upgradation of EDMS 5.18 5.19 5.20 5.21 5.22 5.23 5.24 5.25 5.26 5.27 5.28 5.29 5.30 5.31 5.32 5.33 5.34 5.35 5.36 5.37 5.38 5.39

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Delivery of the System Penalties Termination for Default Force Majeure Termination for Insolvency Termination for Convenience Resolution of Disputes / Arbitration Limitation of Liability Governing Language Applicable Law Notices Taxes and Duties Bidder Integrity Bidder's Obligations Insurance Site Preparation and Installation Hardware Installation Hardware Maintenance Components of the Contract Non-Disclosure Clause Disclaimer Integrity Pact

39 39 42 43 43 43 44 44 45 45 45 45 45 45 46 46 46 46 46 47 47 47

6 - Scope of Work 6.1 6.2 6.3 6.4 6.5 6.6 6.7

Executive Summary Detailed Scope of Work Continuity of Operations Data Backup and Archival Performance Benchmarking Project Documentation Acceptance Criteria and Sign-off Framework

48 48 61 62 62 63 65

7 - Project Timelines 7.1 Products 7.2 Application / Modules

66 67

8 - Service Level Agreement 8.1 8.2 8.3 8.4 8.5 8.6

Service level definitions Service Level for the restoration for the application calls Escalation Hierarchy and Matrix System Availability Availability measurements and Performance parameters Application Implementation

68 69 69 70 71 72

9 - Tables Tables 1 to 12

74

10 - Annexure Annexure - 1 Annexure - 2 Annexure - 3 Annexure - 4 Confidential

Capability of the Bidder / System Integrator Pre-Qualification Criteria Bank Guarantee Format for EMD Technical Bid particulars to be provided by the Bidder Life Insurance Corporation of India

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Annexure - 5 Non-Disclosure Agreement Format Annexure - 6 Benchmark Specification Annexure - 7 Service Support Details Annexure - 8 Financial Bid Covering Letter Annexure - 9 Financial Bid Form Annexure - 10 References Annexure - 11 Pre Contract Integrity Pact

110 111 112 113 114 116 117

Checklist

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1 - RFP Terminology 1.1 Definitions Throughout this RFP, the terminologies mentioned below would carry the following meaning:

1

Agreement

2

Bid

3

Bidder

4

Clarification

5

Confidentiality

6

Contract Period

7

Contract Value

8

Corporation / LIC / LICI / LIC of India

9

Corrigendum

10

EDMS

11

e-FEAP

12

OEM

13

Other Software

Confidential

Any written contract between the Life Insurance Corporation of India and a successful Bidder with respect to any or all deliverables or services contemplated by this RFP. Any Agreement shall be deemed to incorporate, as schedules, this RFP, all addenda / corrigenda issued by LIC, the Bid of the Successful Bidder and any mutually agreed modifications thereto. The Bidder’s written reply or submissions in response to this RFP is referred to as Bid. A Bidder is a firm submitting a Bid in response to this RFP. Clarification is with respect to this RFP in writing, either by way of letter or Standard electronic means. The contents of this RFP and the supporting documentation are confidential to LIC and are provided solely for the purpose of response to the RFP for Upgradation of EDMS Project and will be governed by the Non-Disclosure Agreement. The duration of the Contract unless terminated in accordance with the clauses stipulated in the Contract. For this RFP, the Contract Period is 7 years . The grand total of all the prices quoted by the successful Bidder after conclusion of online reverse auction. Reference to the “Corporation or LIC or LICI or LIC of India” shall be determined in context and means without limitation “Life Insurance Corporation of India” a statutory Corporation established under section 3 of Life Insurance Corporation Act, 1956. Any clarification issued by LIC will be in the form of a Corrigendum, a copy of which will be published on our LIC Website and in GOI Website. The term "EDMS" used throughout the RFP would mean End-to-End Solution pertaining to Enterprise Document Management System (EDMS) related to Work Flow, Software, Hardware, Operational functionalities like Logistics, Scanning, Upload, System Administration, Project Management, Technical Support (Onsite and Offsite) for Software as well as Hardware, Complaint Management System, Portal, Reporting (MIS), Training, Business Activity Monitoring (BAM), Business Process Monitoring (BPM) tools, Mobile Device Technologies, Integration with LIC's Core Systems and other Systems etc. EDMS is defined to have Enterprise Content Management features required to fulfill the requirements of LIC to capture, store, manage, preserve and deliver content in an electronic format. The term "content" includes, but is not limited to: paper of any size, electronic documents (PDF, XML, Text Files, Computer generated outputs, emails and any other outputs), and rich media (picture, video, audio and computer aided design drawings etc.). Enterprise Front End Application Package. Core Business System currently in use by LIC. Original Equipment Manufacturer of Software, Hardware etc. OEM may be the System Integrator or its partner approved by LIC. Other Software means Operating System, RDBMS, Application Server, Web Server, Messaging Software, Scanning Software, Migration Utilities, Back-up Utilities, Replication tools, Mobile Technologies, any other monitoring and control Tools and third party software etc., commercial or open source as approved by LIC which are essential for the End-to-End implementation of this EDMS Project.

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RFP for Upgradation of EDMS 14

RFP

15

RMF

16

Service Centres

17

Solution / Services / Work / System

18

System Integrator

19

TAT

20

TCO

21

UAT

22

Users

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

The Request for Proposal document in its entirety, inclusive of any addenda / corrigenda that may be issued by LIC at a later date. Record Management Facility is the Divisional level remote location managed by LIC where all the physical records of the respective Divisions are stored after digitization. LIC has Mini Offices, Customer Zones (CZee), Metro Area Service Hub (MASH), Premium Points, etc. as Service Centres. “Solution or Services or Work or System” means all services and deliverables to be provided by the Bidder as described in the RFP and include services ancillary to the supply of the Systems, such as transportation and insurance, permits wherever required and any other incidental services, such as installation, migration, provision of technical assistance, training, after sales services and other obligations of the Bidder covered under the RFP and the Contract. System Integrator shall mean the successful Bidder with whom LIC enters into an agreement with respect to the deliverables or services contemplated by this RFP. The System Integrator should manage the Technical as well as Operational aspects of EDMS either by themselves or through their Service partners duly approved by LIC and the System Integrator is SPOC and is responsible for all activities. Turn-Around-Time is the total time taken between the submission of a task / activity / process for execution and the return of the desired output. Total cost of ownership (TCO) is a financial estimate for this RFP intended to help buyers and owners determine the direct and indirect costs of End-to-End EDMS. User Acceptance Test (UAT) – The final phase in software development process in which the software will be tested for functionality by a panel of users to ensure it can handle required tasks in real-world scenarios according to the specifications. The term "Users" will include Employees of LIC or its Subsidiaries, Agents and other Field force and such others that LIC may authorize from time to time.

1.2 Abbreviations 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

AMC ATS BAM BO BPM CO CZEE DO EDMS e-FEAP EMD GOI INR IT LoI MASH MDC NDA

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Annual Maintenance Contract Annual Technical Support Business Activity Monitoring Branch Office Business Process Monitoring Central Office Customer Zone Divisional Office Enterprise Document Management System Enterprise Front End Application Package Earnest Money Deposit Government of India Indian Rupees Information Technology Letter of Intent Metro Area Service Hub Management Development Centre Non-Disclosure Agreement

19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

Life Insurance Corporation of India

ODS OS PBG PO PS POC RHEL RPO RTO SI SIT SLA SO SPOC STC VAT ZO ZTC

Online Data Store Operating System Performance Bank Guarantee Purchase Order Policy Servicing Proof Of Concept Red Hat Enterprise Linux Recovery Point Objective Recovery Time Objective System Integrator System Integration Testing Service Level Agreement Satellite Office Single Point of Contact Sales Training Centre Value Added Tax Zonal Office Zonal Training Centre

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2 - Request for Proposal 2.1 Invitation to Bid

L

ife Insurance Corporation of India

(LIC), a statutory Corporation established under Section 3

of Life Insurance Corporation Act 1956 and having its Corporate Office at “Yogakshema”, Jeevan Bima Marg, Mumbai – 400021, hereinafter referred to as "LIC", is a major public sector enterprise and the largest insurer in India and is mainly engaged in the business of life insurance. LIC invites sealed responses towards 'Request for Proposal' hereinafter referred to as "RFP" from eligible, experienced and reputed System Integrators for Upgradation of the existing EDMS deployed in Offices of LIC as detailed out in the Scope of Work under Section 6 of this RFP Document. This invitation to Bid is open to all Bidders meeting the Pre-Qualification Criteria as mentioned in Section 4.1 of this RFP.

2.2 Time Schedule Time Schedule of Various RFP related events

1

Date of availability of RFP Document for Upgradation of existing EDMS on LIC Website and GOI Website

05/03/2016

2

Last date for Submission of Queries

14/03/2016 1700 hrs IST

3

Last date for confirmation for attending the Pre-Bid Meeting

16/03/2016 1700 hrs IST

4

Pre-Bid Meeting

21/03/2016

5

Issue of Pre-Bid Query Responses and Corrigendum (if any)

30/03/2016

6

Last date and time for submission of Bid (Refer Section 3.7 for details)

21/04/2016 1530 hrs IST

7

Date and Time of opening of Bid

21/04/2016 1600 hrs IST

8

Addressee and Office Address for Communication / Place of submission of Bid and opening of Bid Document

Executive Director (IT/SD)

Life Insurance Corporation of India, Central Office, Information Technology Department, 2nd Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. Email : [email protected] 9

RFP Bid / Bid Processing Fee

` 1,00,000/-

(Non-refundable)

(Rupees One Lakh Only)

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10

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 (To be paid at the time of RFP submission by way of Demand Draft favouring Life Insurance Corporation of India drawn on any Nationalized / Scheduled Bank payable at Mumbai) ` 2,00,00,000/-

Bid Security

(Rupees Two Crores Only) (In the form of Bank Guarantee as per proforma in Annexure - 3) 11

Bid Validity Period

Bid is valid for 365 days from the date of publication of the Bid

12

Name of the contact person for any clarification

Ms. Rosaline Kurien Secretary (IT/SD) Life Insurance Corporation of India, Central Office, Information Technology Department, Ground Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. Phone: 022-67090324 E-mail : [email protected]

CO/ITSD/EDMS/2015-16/RFP Dated: 05/03/2016 The above Time Schedule is subject to change and notice in writing of any such change will be provided wherever feasible. LIC reserves the right to cancel the RFP at any time without penalty and without incurring any financial obligation to the Bidder. LIC reserves the right to extend the last date for the receipt of RFP Bids. 13

RFP Reference Number

2.3 Project Background LIC's Business and Services are supported by the IT systems like Enterprise Front-End Application System (e-FEAP), Enterprise Document Management System including Work Flow System (EDMS), Portal, Online Data Store (ODS), Corporate Active Data Warehouse (CADW), Mobile Technologies and other standalone Legacy Systems based on different platforms handled by various operating Departments. LIC has an Enterprise Document Management System, including Workflow and Record Management Solution hereinafter referred to as "EDMS" in place to manage the digital Office Records (Policy files, Agents files, Administrative files and other documents) and Administrative functionalities. At present, LIC has a distributed architecture across 2048 Branch Offices for EDMS and 13 other Additional Units/Offices. The EDMS Servers provided at Branch are being used by the Branch, Satellite Offices and Customer Zone Users for servicing purpose. Apart from this, additional servers are provided at 105 Divisions as a backup for Branches and Vice Versa. For Work Flow System, Servers are provided to 8 Zones and Central Office and also to LIC’s Management Development Centre (MDC). LIC's EDMS Project is operational for the past 8 years and is functioning with the customization of DMS Software done during these years as per LIC's requirements. The DMS Software license covers OmniDocs / OmniFlow Suite of Products compatible with three Databases namely PostgreSQL, Oracle and MS SQL. The database currently in use is PostgreSQL7.3 and the Operating System is RedHat Enterprise Linux (RHEL4.4) with 32 bit architecture. The DMS Solution, i.e., OmniDocs Suite of products is customized to suit LIC’s Business requirements and integrated with eFEAP, which is the Core Business System of LIC for Policy and Agency Docket Systems. A Policy Docket is an

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envelope, identified by the unique Policy Number containing all the papers pertaining to that corresponding policy. Similarly, an Agency Docket is an envelope, identified by the unique Agency Code containing all the papers pertaining to that Agent. Currently, the all India image data consists of more than 45 Crores Policy Dockets (approximately 20 pages each), 13 Crores of Incremental Documents (Documents pertaining to service requests received from the Customer containing approximately 6 pages per request), 15 Lakhs Agency Dockets (approximately 20 pages each) and a number of Administrative files, stored in proprietary file format. The year-on-year increase of New Business is on an average 3 Crores. At present, the scanning load is approximately on an average, 25 lakhs of Policy dockets and 25 lakhs of Incremental documents every month across India and it is done by the approved partners of the existing System Integrator. Total number of images is around 900 Crores. Logistics Operations include the movement of documents from the Branch / Service Centre to the Scanning Centre and further to RMF after scanning and successful upload of images in the EDMS Server, which is also done by the partners of the existing System Integrator. At present, 50 pages of incremental transactions constitute as one docket for logistics purpose. For Policy dockets, each docket is a unit for arriving at logistic cost. Turn-Around-Time (TAT) of 5 business days starts from the time the documents are picked up from the Branch / Servicing Centres till the scanned images are uploaded on to the DO EDMS Server (which will be inclusive of one day for LIC QC). The existing System Integrator is managing the Technical as well as Operational aspects of the EDMS either by themselves or through their Service partners approved by LIC and the System Integrator is SPOC and is responsible for all activities.

2.4 Objective for RFP With this RFP, LIC intends to enter into a turnkey contract with a suitably qualified Bidder / System Integrator to provide End-to-End EDMS Solution comprising of but not limited to the following. • Supply, Install, Upgrade, Commissioning and maintenance of Hardware •

Supply, Install, Upgrade, Commissioning and maintenance of DMS Software including Workflow



Migration of the existing image data and database data as well as data from other Systems whenever required



Providing a robust Disaster Recovery (DR) Solution.



Database Management and System Administration



Operational Services as Scanning, Upload, Logistics



Provide Complaint Management System and Services



Provide Project Management Services



Provide Training



EDMS Integration including Workflow with core business System and other Systems wherever required



Providing the customized features of existing EDMS with upgradation and enhancement of features



Provide technically qualified Personnel and Administrators as required



Provide responses to any Regulatory and / or Statutory requirements on priority basis



Improve the System from time to time throughout LIC



Providing the above services at any of internal or external Offices as LIC may consider in future.



Providing any other Additional Services, deliverables related to EDMS as LIC may require in future

The Bidders desirous to take up the project should have expertise in large scale System Integration Business and have the capability as defined in Annexure - 1, to provide End-to-End EDMS. The Bidders are requested to give technical and financial Bids in accordance with the Terms and Conditions as per Section 5. Evaluation criteria, evaluation of the responses to the RFP and subsequent selection of the successful Bidder will be entirely at the discretion of LIC. LIC's decision shall be final and no correspondence about the decision shall be entertained.

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3 - Instructions to Bidders 3.1 General Instructions 1. The RFP provides an overview of the requirements, bidding procedures and contract terms. While every effort has been made to provide comprehensive and accurate background information, requirements and specifications, Bidders must form their own conclusions about the Solution keeping in view, LIC's requirements. The information contained in this RFP and corrigendum, if any, should be taken as a guideline for Bidders. 2. The Bidder is expected to examine all Instructions, Statements, Forms, Terms and Specifications in the bidding documents. 3. Failure to furnish all information required by the bidding documents or submission of a Bid not responsive to the RFP in every aspect will be at the Bidder’s risk and may result in rejection of the Bid. 4. LIC has used or will use its best judgment and assessment to fairly and reasonably represent the nature and scope of the work in order to submit viable Bids. However, LIC shall not be deemed to give any guarantees or warranties of accuracy of any of the information in this RFP or any corrigenda, nor of its being comprehensive or exhaustive. Nothing in this RFP or any corrigenda is intended to relieve Bidders from forming their own opinions and conclusions in respect of the matters addressed in this RFP or any corrigenda, as applicable. 5. In response to this RFP, the submission of the Bid by the Bidder will be deemed as consent to all the terms and conditions mentioned in this RFP along with its Annexure(s), Clarifications, if any. 6. All the terms and conditions and the contents of the RFP along with the Annexure(s), Clarifications, if any, will be contractually binding and will form part of the resulting agreement and any purchase orders, to be issued to the successful Bidder, from time to time as an outcome of this RFP Process. 7. All the information provided by the Bidder will be treated as contractually binding on the Bidder: a. During the Bid Evaluation Process b. In case, LIC executes a contractual Agreement with the Bidder as an outcome of the Bid Evaluation Process, throughout the contract period 8. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of LIC. Any notification of preferred Bidder status by LIC shall not give rise to any enforceable rights to the Bidder. 9. Failure to comply with the requirements of this RFP and Corrigendum, if any, may render the Bid non-compliant and the Bid may be rejected. Hence, Bidders must: a. Include all required Documents, Certificates, etc. specified b. Follow the format provided and respond to each element in the order as set out c. Comply with all requirements as set out 10. This RFP is the final communication and supersedes and replaces any previous public documentation and communications regarding EDMS and Bidders should place no reliance on such communications.

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3.2 Pre-Bid Meeting and Clarifications 1. LIC shall hold a Pre-Bid Meeting with the Bidders as stated in Section 2.2 at the Venue mentioned below: Venue: LIC of India, Conference Hall, Central Office, Information Technology Department, 3rd Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. 2. Pre-registration by Bidder(s) and confirmation by LIC for attending the Pre-bid Meeting is mandatory. The Bidders should send an e-mail to [email protected] to confirm participation for attending the Pre-Bid Meeting. 3. Bidders should prepare for the Meeting by reading this RFP Document and list out the queries, if any, for clarification during the Meeting. All the queries should be received on or before the prescribed date, as per Section 2.2, through e-mail only with subject line “Queries to RFP for EDMS”. All queries regarding the RFP should be sent to [email protected] only. 4. The Bidder should submit the queries in the following excel format ONLY with filename as _EDMS_RFP_Queries. Any other format will be rejected.

S. No.

RFP Document Reference(s) (Section & Page Number(s))

Content of RFP requiring Clarification(s)

Points for clarification

1 2 5. Based on the number of Bidders, LIC shall restrict the number of representatives of each Bidder who would be allowed to attend the Pre-Bid Meeting and shall inform the same to the Bidders beforehand. 6. The names and designation of the representatives of the Bidder attending the Pre-Bid Meeting along with their mobile number, e-mail id should be informed through e-mail to LIC as per Section 2.2. 7. For security purpose, the representatives of the Bidders should carry their Company Photo Identity Card to identify their bonafides for attending the Pre-Bid Meeting. 8. The representatives of the Bidder / System Integrator are only authorized and allowed for the Pre-Bid Meeting. 9. A Bidder requiring any clarification of this RFP may notify LIC in writing or e-mail to [email protected] as prescribed in Section 2.2 of this RFP. 10. LIC will respond to any such request for clarification of the RFP, which it receives before the deadline for submitting the queries, as prescribed by LIC in Section 2.2 of this RFP. LIC’s response will be made available on websites, as mentioned in Section 3.3 of this RFP. 11. Verbal communication of queries will not be entertained. 12. If a Bidder discovers any significant ambiguity, conflict, discrepancy, omission or other deficiency in this RFP, the Bidder should immediately notify LIC and request for the modification or clarification of the RFP document, which shall be at the sole discretion of LIC.

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3.3 Issue of Corrigendum 1. LIC will endeavour to provide timely response to all queries in good faith. However, LIC at its discretion, may not respond to the query which is not under the purview of this RFP. 2. At any time prior to the last date for receipt of Bids, LIC may, for any reason, whether at its own initiative or in response to a clarification requested by a Bidder, modify the RFP Document by a corrigendum. 3. The Corrigendum (if any) and clarifications to the queries from all Bidders will be posted on LIC's website www.licindia.in under Tenders Section and also under the link http://eprocure.gov.in/cppp/ of GOI Website. 4. Any such corrigendum shall be deemed to be incorporated into this RFP. 5. In order to allow Bidders a reasonable time to take the amendments, if any, into account in preparing their Bids, LIC, at its discretion, may extend the last date for the submission of Bids. 6. Any change in the timelines as decided by LIC will be posted in LIC Website and GOI Website. The Bidders, in their own interest are requested to check both the Websites regularly to know the updates.

3.4 Right to accept any bid and reject any or all Bids 1. LIC reserves the right to accept or reject any or all Bids without assigning any reasons. Bids may be accepted or rejected in total or in any part or items thereof. Any Bid not containing sufficient information, in the view of LIC, may be rejected. 2. LIC reserves the right to verify the validity of Bid information and to reject any Bid where the contents appear to be incorrect, inaccurate or inappropriate in LIC’s estimation. 3. LIC shall have the right to determine in its own best judgment, the Bidders who will qualify for the short list, if any, and thereafter, the final selected Bidder shall undertake the work after the Agreement is signed by both the parties. 4. Bids not conforming to the requirements of this RFP may not be considered by LIC. However, LIC reserves the right, at any time, to waive any of the requirements of this RFP, if, in the sole discretion of LIC, the best interests of LIC would be served. 5. If, in the opinion of LIC, any Bidder has clearly misinterpreted the work and /or underestimated the hours and / or the value of the work to be performed as reflected in the Bid content and submitted price(s) / rate(s), then LIC may reject the Bid as imbalanced (i.e. not representative of the Work Scope). Bidder may seek clarification, if required within the stipulated timelines as mentioned in Section 2.2. 6. Further, LIC shall have the right to postpone/ withdraw/ cancel the RFP process at any time prior to award of the contract, without thereby incurring any liability to the affected Bidder/s. Reasons for Postponement/ Withdrawal /Cancellation, as determined by LIC in its sole discretion, include, but are not limited to, the following: a. Solution / Services contemplated are no longer required b. Requirements and terms of reference (Scope of Work) of this RFP were not adequately or clearly defined due to unforeseen circumstances and / or factors and / or new developments c. The RFP did not allow for consideration of all significant elements of LIC for the work (e.g. new / additional matters have arisen)

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d. Proposed price is unacceptable for the work e. The Project is not in the best interest of LIC.

3.5 Bid Processing Fee 1. The Bidder may download the RFP documents from the websites mentioned below: a. LIC Website (http://www.licindia.co.in/tender_notice.htm) b. GOI Website (http://eprocure.gov.in/cppp/) 2. The Bid Processing Fee shall be `1,00,000 (Rupees One Lakh Only) payable by way of a non-refundable Demand Draft drawn in favour of Life Insurance Corporation of India, payable at Mumbai, drawn on any Nationalized or Scheduled bank. 3. The Demand Draft has to be enclosed along with documents submitted for and as a part of Pre-Qualification Criteria mentioned in Section 4.1. Bids received without or with inadequate Bid Processing Fee shall be rejected. 4. If multiple Bids are submitted, the Bidder will have to pay Bid Processing Fee separately for each of the Bids. However, one EMD will be sufficient for a Bidder.

3.6 Earnest Money Deposit (EMD) 1. The Bidder shall submit, along with its Bid, EMD of ` 2,00,00,000/- (Rupees Two Crores Only), in the form of a Bank Guarantee (in the format specified in Annexure - 3) issued by any Nationalized Bank in favour of Life Insurance Corporation of India, payable at Mumbai and should be valid for 410 days from the date of publication of Bid. 2. The Bid security is required to protect LIC against the risk of Bidder’s action detrimental to LIC's interest, which would warrant the forfeiture of the security. 3. EMD (in the form of Bank Guarantee) of all unsuccessful Bidders would be returned by LIC within 30 days of the Bidder being notified as being unsuccessful. The Bidder is not entitled to any interest on EMD. 4. The Bank Guarantee submitted as EMD, for the amount mentioned above, of successful Bidder would be returned upon the submission of Performance Bank Guarantee. 5. The Bid submitted without EMD, mentioned above, will be summarily rejected. 6. The EMD may be forfeited: a. If a Bidder withdraws its Bid during the period of Bid validity after opening of the Bid b. If the successful Bidder fails to sign the Contract in accordance with this RFP and Corrigendum, if any c. If the successful Bidder does not furnish Performance Bank Guarantee as per the timelines informed by LIC.

3.7 Submission of Bids 1. The submission of Bids need to be made at the address, time and date as stated in this RFP Section 2.2. All envelopes should be securely sealed and stamped. The authorized signatories of the Bidder should initial on all pages of the Bid.

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2. The Bidder needs to submit one Master Envelope. This master envelope should contain three sub-envelopes. Master Envelope should be superscibed as: LIC EDMS Upgradation Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 Submitted by All the 3 sub-envelopes must be superscribed with the following information: a. Envelope - 1: Response to Pre-Qualification Criteria (Annexure – 2) (1 Original, 1 Copy and 1 CD) Bid Processing Fee, EMD (Annexure – 3), NDA (Annexure – 5) and Integrity Pact (Annexure – 11) RFP Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 Submitted by b. Envelope - 2: Technical Bid (1 Original, 1 Copy and 1 CD) RFP Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 Submitted by c. Envelope - 3: Financial Bid (1 Original) RFP Ref: CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 Submitted by Each set of Bid should also be marked as "Original" or "Copy" as the case may be. 3. The envelopes shall be addressed to LIC as given below: The Executive Director (IT/SD), Life Insurance Corporation of India, Central Office, Information Technology Department, 2nd Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. 4. LIC assumes no responsibility of Bids delivered to any address other than the above mentioned delivery address; it will be the Bidder's responsibility to ensure that Bids are submitted at the correct delivery address. 5. The name and address of the Bidder should be mentioned on the envelope along with telephone number and e-mail ID of the Bidder. 6. Any Bid received by LIC after expiry of the date and time of submission of Bids prescribed by LIC in Section 2.2 will be considered as Late Bids. Refer Section 3.8.4 for treatment of Late Bids. 7. Bid should be spirally bound securely before submitting. Bids submitted in loose sheets will be rejected as noncompliant. 8. All the pages of the Bid must be sequentially numbered and the Bid must contain the list of contents with page numbers. Any deficiency in the documentation may result in the rejection of the Bid.

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9. The Bid shall be typed or written on A4 size paper in indelible ink and each page of the Document, Annexure(s) submitted as a part of the Bid or called for by LIC subsequently, shall be initialed and stamped by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. 10. The authorization shall be indicated by a written Power-of-Attorney accompanying the Bid or duly certified copy of Board Resolution appointing the authorized Signatory. The person or persons signing the Bid shall initial / sign all pages of the Bid, except for un-amended printed literature. 11. The original Bid shall contain no interlineations or overwriting, except as necessary to correct errors made by the Bidder itself. Any such corrections must be initialed / signed by the person (or persons) who sign(s) the Bids. 12. Master Envelope (Pre-Qualification Criteria, Technical and Financial) must be received by LIC at the address specified above not later than the time and date as stated in Section 2.2. 13. Bids will be opened on the stated day at the stipulated time at the given address as mentioned in Section 2.2, in the presence of the Bidders’ representatives who wish to attend. If the said date of opening is declared as a holiday, the Bids will be opened on the next working day of LIC at the same time and venue. 14. If the envelope is not sealed and not marked as required, LIC will assume no responsibility for the Bid’s misplacement or premature opening. 15. e-mail Bids and scanned Bids will be rejected. No correspondence will be entertained on this matter. 16. LIC may, at its discretion, extend the deadline for submission of Bids by amending the Bid documents in case any Corrigendum is published, in which case all rights and obligations of LIC and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 17. In case of any discrepancy observed by LIC in the contents of the submitted original paper Bid document with respective copies, the information furnished in Original Bid document on Paper will prevail over others. 18. Bidder must ensure that the information furnished by him in respective CDs is identical to that submitted by him in the Original paper Bid document. In case of any discrepancy observed by LIC in the contents of the CD and Original paper Bid document, the information furnished on Original paper Bid document will prevail over the soft copy.

3.8 Preparation of Bids 1. Bid preparation costs: The Bidder shall be responsible for all costs incurred in connection with participation in the RFP process, including, but not limited to, costs incurred in conduct of informative and other diligent activities, participation in Meetings / Discussions / Presentations, preparation of Bid, in providing any additional information required by LIC to facilitate the evaluation process or all such activities related to the Bid process. LIC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. It is also clarified that no binding relationship will exist between any of the Respondents / Bidders and LIC until execution of a contractual agreement in response to this RFP or any of the part thereof. 2. Language of Bid: The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and LIC shall be written either in Hindi or English language. For purposes of interpretation of the Bid, the English translation shall govern. As far as numbers are concerned the same should be in Modern Arabic Numerals (0 to 9). 3. Venue and Deadline for Submission of Bids: Bids, in its complete form in all respects as specified in the RFP, must be submitted to LIC at the address specified below:

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Executive Director (IT/SD) Life Insurance Corporation of India Central Office, Information Technology Department, 2nd Floor, Jeevan Seva Annex,

Address

S. V. Road, Santacruz (W), Mumbai-400054. Telephone e-mail ID Last date and time of submission

022-67090324 [email protected] 21/04/2016 1530 hrs IST

4. Late Bids: a. LIC shall not be responsible for any postal delay or non-receipt / non-delivery of the bid documents. No further correspondence on the subject will be entertained. b. Bids received after the due date and the specified time (including the extended period if any) for any reason whatsoever, shall not be entertained and shall be returned unopened. 5. Deviations: The Bidder may provide deviation to the contents of this RFP document at the time of submission of the Bid in envelope containing the Technical Bid in the format given below. It may be noted that once the deviations are provided, the Bidder would not be allowed to withdraw the deviation submitted. The Bid Evaluation Committee would evaluate and re-classify them as “Material deviation” or “Non-material deviation“. In case of material deviation, the committee may decide to “monetize” the value of the deviations, which will be added to the financial bid submitted by the Bidder or declare the Bid as non-responsive. The Bidders would be informed in writing on the committee’s decision on the deviation, prior to the announcement of technical scores. The Bidders would not be allowed to withdraw the deviations at this stage. No correspondence in this matter will be entertained. In case of non-material deviations, the deviations would form a part of the Bid and contract. S. No. 1

Deviation

Material

NonMaterial





Impacted Deliverable(s)

Impacted Timeline(s)

Financial Impact





6. Restricting Competition: a. By submitting a signed Bid, the Bidder’s signatories certify that in connection with this procurement the Bidder’s Organization or an agent of the Bidder’s Organization has arrived at the prices in its Bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition. b. The prices quoted in the Bid should not be disclosed by the Bidder’s Organization or by any agent of the Bidder’s organization directly or indirectly, to any other Bidder or to any Competitor. c. No attempt would have been made or will be made by the Bidder’s Organization or by any agent of the Bidder’s Organization to induce any other person or Bidder to submit or not to submit a Bid for the purpose of restricting competition. 7. Document constituting the Bid: The Bid prepared by the Bidder shall comprise the following components:

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a. Response to Pre-Qualification Criteria – Details establishing the qualification of the Bidder as mentioned in Section 4.1. b. Technical Bid – Technical Bid will comprise of a Bid Form along with covering letter as per Annexure - 4, Technical details, Qualification Requirements, Service Support Details, Training, Financial Bid format with all quantities and line items without the price quoted in the financial bid (blank financial bid as per Annexure 9) and detailed delivery Schedule for Systems and Services at all locations. The Technical Bid should take care of the following: • • • • • • • •

Functional Requirements Technical Requirements Commercial Bid Details (masked) Technical Covering Letter Technical Evaluation Criteria Personnel Deployment Hardware Sizing Bandwidth Details

c. Financial Bid – Financial Bid will comprise of Bid Form, Price Schedule component-wise for all components mentioned in Annexure - 9. d. Documentary evidence that the Bidder is qualified to perform the contract if its Bid is accepted and that the Bidder has financial, technical and production capability necessary to perform the contract and meets the criteria outlined in the Qualification Requirement and Technical Specification and fulfill all the conditions of the Contract. e. Documentary evidence that the Systems and ancillary services to be supplied by the Bidder conform to the bidding documents and Technical Specifications. f.

Bid security amount in accordance with Section 3.6.

g. An undertaking from the Bidder that the Bidder is complying with all the conditions of the RFP and Technical Specifications of the bidding Document if no deviation is mentioned. h. The Bidders should submit the response to pre-qualification criteria in a separate sealed cover in addition to sealed covers containing Technical and Financial Bids. 8. Covering Letter / Bidder Certifications: Covering letter and the certifications required for submission of a Bid should be included in the Bid. Bids submitted in response to this RFP must be signed by the person working in the Bidder’s organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. Each Bid shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof. 9. Reference Data Sheet: For the proposed End-to-End EDMS, the Bidder must furnish a list of a minimum of one (1) reference that will be capable of verifying information supplied by the Bidder in their Bid. Bidders should submit additional Reference Data Sheet forms if they have more than one (1) reference. 10. Site visits by LIC: LIC reserves the right to contact and/or visit any party listed or not listed as a reference, which has previously utilized or is presently utilizing product(s) and/or service(s) identical or similar to those being proposed by the Bidder. It may also utilize other sources of information about the product(s) and/or service(s)

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proposed by the Bidder where these sources are publicly available and are equally available for all competing Bidders. The Bidder should not be present during site visits, if so desired by LIC. 11. Summary: Provide a narrative summary of the Bid being submitted. This summary should identify all product(s) and service(s) that are being offered in the Bid. 12. Financial Stability Documentation: Bidders responding to this RFP must be able to substantiate their financial stability. Financial statements for the years as stated in this RFP along with additional supporting documentation must be submitted with the Bid. 13. Bid Form: The Bidder shall complete the Financial Bid Form as per Annexure - 8 and Annexure - 9 and the appropriate Price Schedule furnished in the bidding documents, including the description of the proposed Solution. 14. Price Schedule: The Bidder shall indicate on the Price Schedule the unit prices and total bid price in the Financial Bid format, of the systems, components and the services it proposes to provide under the Contract. Prices indicated on the component-wise Price Schedule and Financial Bid format shall be entered separately in the following manner: a. Component wise Price of all components like Hardware, Operating Systems, DMS & other Software, Customization as per LIC's requirements including workflow systems during the entire contract term, Mobile Device Applications, Database, scanning services and tools quoted (ex-works, ex-factory, exshowroom, ex-warehouse or off-the-shelf, as applicable), including all duties and sales and other taxes already paid or payable towards any Indian duties, sales and other taxes which will be payable on the Systems if the Contract is awarded, breakup of all taxes and duties should be clearly mentioned as a separate line item. b. The cost of implementation should include the Cost of Migration of the existing data and images to the new version, Roll-out Charges, Software Support and Project Management for the entire contract period. c. The price of other incidental services like logistics for record movement from LIC Branch / Servicing Centre to Scanning Centre and further to RMF. d. In case of Policy and Agency Docket, per image scanning cost, which will include all costs including quality control, indexing, image upload, bar-coding if any, etc., and finally making the digitized records available for LIC usage at the respective Offices. e. For Policy and Agency Docket, each docket will be considered as one docket for logistic purpose. One batch will contain 1000 dockets. f.

In case of incremental transactions, one batch shall consist of 1000 transactions (20 flat files containing 50 transactions each). However, the cost will be considered taking 30 scanned images as one docket for logistic purpose.

g. In case of Administrative files, scanning and uploading costs including quality control, indexing, etc. and making the documents online for LIC usage. h. The Annual Maintenance Cost for 4 years after expiry of 3 year warranty period. i.

Proper breakup should be given for per person per month cost for regular maintenance activities, for providing key developers/support personnel of the Bidder within the scope of this RFP.

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Training Costs: Training will have to be imparted using train the trainers approach. Training will have to be conducted onsite once every year at the Central Office and Zonal Centres, and other participants will join through Video-Conferencing. All costs pertaining to training should form a part of the Financial Bid.

k. The Bidder’s separation of the price components will be solely for the purpose of facilitating the comparison of Bids by LIC and will not in any way limit LIC’s right to contract on any of the terms offered. l.

The proposed End-to-End EDMS Solution should provide Enterprise-wide Corporate License with unlimited users without any territory restriction. The term "users" will include Employees of LIC, Agents and other field force and any other users that LIC may authorize from time to time. The Licenses should include all components required for End-to-End EDMS Solution excluding the licenses already available with LIC.

15. Bid Currencies: Prices for all the components shall be quoted in Indian Rupee(s). 16. Document establishing Bidder's Qualification: The Bidder shall furnish, as part of its Technical Bid, documents establishing the Bidder’s qualification to perform the Contract if the Bid is accepted and should establish to LIC’s full satisfaction that the Bidder has the financial and technical performance capability necessary to perform the Contract and meet the criteria outlined in the Pre-Qualification Criteria. Bids that do not fully comply shall be rejected. The Bids should adhere to Annexure - 2 of this RFP. 17. Document establishing Solution Conformity to Bidding Documents: The following documents must accompany the response to this RFP: a. The Bidder shall furnish, as part of its Technical Bid, documents establishing the conformity to the bidding documents of all Systems and Services, which the Bidder proposes to supply under the contract. All responses to the Technical Bid should be strictly as per the order of documents / sections mentioned in the RFP, responses in any other format will not be acceptable. The Financial Bid should be as per the format provided in the RFP vide Annexure - 8 and Annexure - 9. b. The documentary evidence of conformity of the Systems and Services to the bidding documents may be in the form of literature, drawings and data, and shall consist of a detailed description of the essential technical and performance characteristics of the proposed Solution. c. A list giving full particulars, including available support necessary for the proper and continued functioning of the System for a total period of seven years including warranty period of three years, from the date of implementation of the End-to-End EDMS Solution. d. An item-by-item commentary on LIC’s Business and Technical Specifications, demonstrating substantial responsiveness of the proposed solution to those specifications. Any deviations/exceptions to the provisions of the Technical Specifications will not be accepted. e. A confirmation that the Bidder is either the OEM or the Bidder has proper authorization from the respective OEM/s for their proposed deliverables of the Solution. f.

Willful misrepresentation of any of the facts will lead to the cancellation of the contract without prejudice to other actions that LIC may take. All the submissions, including any accompanying documents, will become the property of LIC. The Bidders shall be deemed to license and grant all rights to LIC, to reproduce the whole or any portion thereof for the purpose of evaluation, to disclose the contents of submission to other Bidders and to disclose and / or use the contents of submission as the basis for this RFP process.

18. Response to General, Technical, Performance and Support Requirements: Provide a point-by-point response to each and every requirement specified in this RFP. Responses must indicate that either Bidder’s Bid “does comply" with specifications or that it "does not comply". A concise explanation of how each requirement can be met or cannot be met must be included.

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19. Additional Information: Include additional information, which will be essential for better understanding of the Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation, which would clarify and / or substantiate the Bid. Any material included here should be specifically referenced elsewhere in the Bid. 20. Glossary: Provide a glossary of all abbreviations, acronyms and technical terms used to describe the services or products proposed. This glossary should be provided even if these terms are described or defined at their first use in the Bid response. 21. Presentation: Bidders may be required to make presentations and/or demonstrations to supplement their Bids, if requested by LIC. LIC will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Bidder. Failure of a Bidder to complete a scheduled presentation to LIC may result in rejection of the Bid.

3.9 Evaluation Process 1. LIC will constitute a Bid Evaluation Committee to evaluate the responses of the Bidders. 2. The Bid Evaluation Committee constituted by the LIC shall evaluate the responses to the RFP and all supporting documents/documentary evidence. Inability to submit requisite supporting documents/documentary evidence, may lead to rejection. 3. The decision of the Bid Evaluation Committee in the evaluation of responses to the RFP shall be final. 4. The Bid Evaluation Committee may ask for meetings with the Bidders to seek clarifications on their Bid. 5. The Bid Evaluation Committee reserves the right to reject any or all Bids on the basis of any deviations. 6. Each of the responses shall be evaluated as per the criteria and requirements specified in this RFP as mentioned below: There will be following four stages of the Evaluation Process: a. b. c. d.

Scrutiny of Bids as per Pre-Qualification Criteria Evaluation of Technical Bids Opening of Financial Bid Conducting Online Reverse Auction for the qualified Bidders.

3.10 Tender Opening and Validity 1. The Bids submitted up to 1530 hrs IST on 21/04/2016 will be opened at 1600 hrs IST on 21/04/2016 by a Committee authorized by LIC, in the presence of those Bidders or their representatives who may be present at the time of opening. 2. In the event of the specified date of Bid Opening being declared a holiday for LIC, the Bids shall be opened at the appointed time and location on the next working day. 3. The Bidder’s representatives who are present shall sign a register evidencing their attendance. 4. The representatives of the Bidders are advised to carry the Photo identity card and a letter of authority from the tendering firms to identify their bonafides for attending the opening of the Bid. 5. Bids shall remain valid for 365 days after the date of bid publication by LIC as in Section 2.2.

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6. LIC will prepare the minutes of the Bid Opening.

3.11 Tender Evaluation 1. Initial Bid scrutiny will be held and those Bids with incomplete details as given below will be treated as non-responsive, if Bids : a. b. c. d. e. f. g.

Are not submitted as specified in the RFP document Received without the Letter of Authorization (Power of Attorney) Are found with suppression of details With incomplete information, subjective, conditional offers and partial offers submitted Submitted without the documents requested in the checklist Have non-compliance of any of the clauses stipulated in the RFP With shorter validity period

2. All responsive Bids will be considered for further processing as below: LIC will prepare a list of responsive Bidders, who comply with all the Terms and Conditions of the Tender. All eligible Bids will be considered for further evaluation by a Bid Evaluation Committee according to the Evaluation process defined in this RFP document. The decision of the Evaluation Committee will be final in this regard. 3. In exceptional circumstances, LIC may solicit the Bidder’s consent to an extension of the period of validity. The request and the response thereto shall be made in writing (or by e-mail). The Bid security validity period shall also be suitably extended. A Bidder may refuse the request without forfeiting its Bid security. A Bidder granting the request will neither be required nor permitted to modify its Bid. 4. During the evaluation of Bids, LIC may, at its discretion, ask the Bidder for a clarification of its Bid. The request for clarification and the response shall be in writing.

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4 - Criteria for Evaluation 4.1 Pre-Qualification Criteria 1. The Bidder must be a Company / Corporate / Firm / Government Organization, registered in India. 2. Bidder should have ISO-9001-2008 (or equivalent) certification for quality management and minimum of CMMi Level 3 certification valid as on date. Due consideration will be given for any relevant additional valid Certifications, pertaining to Information Technology. 3. If the Bidder is not an OEM, then authorization letter from all the OEMs of deliverables like Servers, Storage, Operating System, Database, Web and Application Server Software, DMS Software, Mobile Device Application Software, etc., should be obtained, stating that the OEM will fully support the Bidder for the implementation of the End-to-End EDMS in LIC, throughout the Contract period as envisaged within the scope of this RFP. 4. The Bidder shall provide Enterprise Content Management Software – where the OEM is appearing in Magic Quadrant for Enterprise Content Management 2015 and is a part of it. 5. Audited Balance Sheet along with Profit and Loss Statements for the last three accounting years (2014-15, 2013-14, 2012-13) should be submitted, showing profit on all the last three accounting years. The turnover of the Company should be more than ` 200 Crores per year in all the three years. 6. The Bidder must provide at least one reference account, where they are presently providing or have provided similar Service or Services of similar magnitude in the past five years. Name of the Organization, individual/s to contact, phone number and address should be submitted. Reference must prove Bidder's Project experience as System Integrator related to the supply, installation, migration, customization and implementation of project at Enterprise Level. 7. The Bidder must execute a Non-Disclosure Agreement as per the format provided in Annexure – 5 on a stamp paper of amount `250 (Rupees Two Hundred and Fifty Only). 8. The Bidder must submit, along with the complete Bid, the EMD in the form of Bank Guarantee from a Nationalized / Scheduled bank for ` 2,00,00,000 (Rupees Two Crores Only), as per Annexure - 3. 9. The Bidder should not have been blacklisted as on the date of RFP by any Government / PSU / Corporation for corrupt or fraudulent practices or non-delivery or non-performance, in the last three financial years. A selfdeclaration from the Bidder is required. 10. Pre Contract Integrity Pact - Only those Bidders who have entered into Pre Contract Integrity Pact with LIC would be eligible to participate in the bidding. The “Pre Contract Integrity Pact” as Annexure - 11, should be provided by the Bidder.

4.2 Technical Qualification Criteria 1. Preliminary scrutiny of all the Bids received will be done and Bids not meeting the Pre-Qualification Criteria stipulated in Section 4.1 would be rejected without further evaluation. Only the qualified Bids will be further technically evaluated and the evaluation will be based on a point scoring method as mentioned in detail under Section 4.3. 2. As LIC needs to understand the tangible and intangible benefits derived out of the proposed End-to-End EDMS Solution, it becomes very much critical for all Bidder(s) to demonstrate their experience and proven skills in adopting the existing EDMS technology already in place with LIC along with the proposed Solution comprising of Hardware, Software, Operating System, Database, including Operational Strategy etc. This aspect will be

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evaluated based on the comparable successful System Integration and/or similar DMS projects carried out by the Bidder elsewhere in the recent past. All the Bidders will have to make detailed presentations on the proposed Software and Hardware Solution and Implementation Plan covering all aspects of Project planning, Migration, Implementation and Support that would be made available during the entire contract period. The time schedule for this presentation will be intimated after Bid Opening. 3. Integration of the existing DMS Solution with the proposed End-to-End EDMS Solution along with other add-on features is of utmost importance to LIC. The offered Solution should meet the expected performance required by LIC. Each distinct short listed Solution of all the qualified Bidders will have to conduct a benchmark on the actual Hardware/Software to demonstrate the performance and scalability of the offered Solution (Refer Annexure - 6 for Benchmark Specification). This benchmark test will have to be conducted at Bidder’s cost at a site (within India) mutually agreed upon. A Solution which does not meet the scalability requirement will be rejected. A Solution that meets the scalability but under-performs will have to be demonstrated to work with additional hardware components. Such additional components will then be loaded to the Bid during normalization process. (Refer Annexure - 6 for details on Benchmark for Performance and scalability) 4. Technical Clarifications : Technical Clarifications will include a discussion of the Technical Bid, the proposed technical approach and methodology, work plan, Organization and staffing, and any suggestions made by the Bidder to improve the Terms of the RFP. LIC and the Bidders will finalize the Terms of the RFP, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as “Description of Services”. Special attention will be paid to clearly defining the inputs and facilities required from LIC to ensure satisfactory implementation of the assignment. LIC shall prepare minutes of clarifications which will be signed by LIC and the selected Bidder.

4.3 Scoring Model 1. Technical Evaluation of the Bids will be carried out by a Technical Committee of LIC using a point scoring method as per the following table: S.No 1 2 3 4 5 6

Evaluation Criteria Project Implementation Capability Architecture / Software / New Features / Functional Evaluation Hardware Configuration Project Management Scanning Activities & Logistics Migration Activities Total

Percentage (%) 15 20 15 18 17 15 100

2. The Technical Committee of LIC shall evaluate Technical forms on the basis of their responsiveness to the Terms of Reference and by applying the evaluation criteria specified in this RFP. At the first stage of evaluation, a Bid shall be rejected if it is found deficient as per the requirement indicated in this RFP. Only responsive Bids shall be further taken up for evaluation. a. Technical Committee of LIC shall first ensure that Bidder fulfills the Minimum eligibility as per the “Pre-Qualification Criteria” in Section 4.1. b. Please note if the Bidder does not qualify in respect of minimum eligibility above, the Bids of such Bidder would not be evaluated further and such non-qualifying Bidder(s) would stand disqualified. c.

In respect of those which qualify as per (a) above, Evaluation Committee of LIC will evaluate Technical forms kept in the sealed envelope marked as “Technical Bid” and at this stage envelope marked as “Financial Bid” will remain unopened. Thus, Evaluation Committee of LIC while evaluating the Technical Bids shall have no access to the Financial Bids until the technical evaluation is concluded.

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3. Each Bid will be evaluated for the given Evaluation Criteria on the RFP requirements. The evaluation will be done on a total score of 1000. Based on the percentage provided in the above table, the marks are proportionately allotted to each of the above mentioned category as per Table-1. a. Project Implementation Capability: Bidder must have adequate Personnel and experience to ensure ongoing ability to deliver and support the proposed total solutions throughout the System's useful lifetime, including the ability to provide timely response and service to LIC over the period of Contract. Previous experience, reference sites of implementing similar large multi location projects, Technical Professional Strength, Pan-India presence, etc. are some of the components by which a Bidder's Project Implementation Capability can be assessed. The Table-2 provides the evaluation criteria for the Project Implementation Capability. b. Architecture / Software / New Features / Functional Evaluation: Clarity in architecture design, Licensing details for DMS Software, Database, Operating System, Web Server and Application Server, Reconciliation procedures for Integrated Systems, Backup Procedures, Replication Strategy, Security Features. Ability to leverage the existing EDMS System and other workflow systems for better and enhanced performance. Any additional features which will add-on to the existing features in servicing aspects. Please refer Table-3. c. Hardware Configuration: Specifications to be provided for Hardware, Hardware sizing details, Hot spares for Hardware, Performance Benchmark results for volumes stipulated in RFP, Demonstration of scalability for Hardware, ability to handle maximum concurrent users, Implementation strategy for Disaster Recovery System, etc. Please refer Table-4. d. Project Management: Project plan, Timelines, Deployment Strategy, Implementation Methodology, Complaint Management System and Support Mechanism, System Administrators, Database Administrators, Onsite and Offsite Support, System Monitoring and Maintenance, Portal for Centralized Monitoring and Control, Payment Module, MIS Reports at each level of the Organizational Structure, Training, including Refresher Training. The key personnel mentioned by the Bidder for this Project should be available from the inception of the Project till the expiry of the Contract. In case of the key personnel moving out of this Project due to unavoidable circumstances, the Bidder should ensure to provide similar expertise personnel along with the knowledge transfer by the previous personnel. Please refer Table-5. e. Scanning Activities and Logistics: Scanning Services and conversion of any image input received, Compression techniques, Detailed Digitization standards, Ramp up plan for digitization activities during peak volumes as per LIC’s business scenario, Scanning capability per month, Exporting tools, Scanning equipment and production level infrastructure availability, document volumes, quality of scanning, compliance with service schedules. Tools to convert the documents received in the form of image to the required format. A plan for the movement of the physical records from the source to the Scanning Centre and then to the desired destination. Please refer Table-6. f.

Migration Activities: Overall Migration Strategy including data transfer, Tools being used, Timelines, User interventions, Downtime Requirement, Business Continuity Plan during migration, Infrastructure requirement for migration activities, Checklist for pre and post migration activities, Deployment strategy for migration in all locations with Roadmap. Please refer Table-7.

4. In order to technically comply with this RFP a Bid must receive a minimum score of 50% under each subhead, and must receive a minimum total score of 60%. Though only such Bids will be considered technically qualified for further financial evaluation, Corporation reserves the right to make changes in the minimum total score as per its need to have minimum 3 Bidders to be qualified for Commercial Bid Evaluation. 5. If a Bid is not responsive or not fulfilling all the conditions of the Contract or not meeting the Technical Specifications and Qualification Requirement, the same may be rejected by LIC and may not subsequently be made responsive by the Bidder by correction of the non-conformity.

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6. Bid will be reviewed to assess compliance with the requirements set out in this RFP. Bids that do not fully comply with the minimum requirements may be rejected without further consideration.

4.4 Commercial Bid Evaluation 1. After the evaluation of Technical Bid, LIC shall notify the Bidders whose Technical Bids were considered acceptable to LIC indicating the date, time and place for opening of the Financial Bids. The notification may be sent by email. 2. The Financial Bid shall be opened in the presence of Bidders/its representatives who choose to attend, from amongst those being notified. 3. LIC will prepare the minutes of the Bid Opening. 4. Price Comparison: Price comparison will take into account all initial payments and all future payments (assuming an annual interest rate of 9% compounded) anticipated as follows:

a. Price Comparison may take into account normalization of the Hardware Configuration if necessitated by observations of the Technical Evaluation Committee. For each hardware, provide the following information in a table: •

Reference of the Server / Storage information



Quantity



Make and Model



Year of Introduction



Operating System along with Version details



Processor and Number of Cores Offered



RAM / HDD / LAN Ports / HBA etc.



Additional Information required to indicate the compliance to the requirements in the RFP

b. Annual Maintenance Charges shall be the charges payable to the Bidder after the period of warranty of 3 years from the date of implementation and should be constant throughout those 4 years.

c. If the DMS Software is proposed as OmniDocs Suite of Products, then only support charges for maintenance and customization should be mentioned. For other DMS Software, the cost should be separately provided for licence and annual support for maintenance and customization.

d. The cost and licence details for Database, Web and Application Server should be mentioned. e. The cost and licence details for tools like Replication tool, Business Activity Monitoring, Business Process Monitoring, etc., should be mentioned.

f. The cost and licence details of Mobile Device Application Software, Cluster Agent etc., should be mentioned.

g. Annual Technical Charges shall be the charges payable to the Bidder for Software Upgrades, Enhancements, Customization, etc.

h. Migration Cost will be the cost of migration of the existing image data, database data, workflow data, merging of the other workflow systems to DMS, etc. The copying of the signature part from the existing

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signature page document, storing the same as a blob, and then providing it later to our Core Business System will also be a part of migration.

i.

Project Management Charges shall be the charges payable to the Bidder for the Complaint Management System, System Maintenance and Support, etc.

5. Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and the quantity, the unit price shall prevail and the total price shall be corrected. If there is a discrepancy between words and figures, the amount in words shall prevail. If the Bidder does not accept the correction of errors, the Bid will be rejected and the EMD may be forfeited. 6. Financial Bid of only those Bidders who fulfill the minimum criteria and are technically qualified as per the condition defined shall be opened on the date and time specified in the Section 2.2 in the presence of the Bidders representatives who choose to attend. The representatives of the Bidder should carry their Company photo identity card and a letter of authority from the Bidder for attending the opening of the Bids. 7. Evaluation Committee of LIC will correct any computational errors. When correcting computational errors, in case of discrepancy between a partial amount and the total amount, or between word and figures, the former will prevail. 8. After opening of Financial Bid, Online Reverse Auction will be held at a later date. LIC shall use lowest cost as per lowest Bid or any other price which LIC deems appropriate as “Indicative price” for the purpose of Online Reverse Auction. All the technically qualified Bidders will be allowed to participate subject to fulfilling further criteria described for reverse auction mentioned below, in an Online Reverse Auction for the final price discovery of the procurement. Technical scores will be shared individually without disclosing details of other firm, after the process of online reverse auction gets over but before finalization of the Bidder for awarding the contract. 9. The final financial Bid of the Bidders for award of contract will be arrived at on the basis of Online Reverse Auction. Only those Bidders who submit the prescribed undertaking to LIC can participate in Reverse Auction. This undertaking is to be submitted along with the Bid. Any Bidders not willing to submit such an undertaking shall be disqualified for further participation. 10. Disqualifications LIC may at its sole discretion and at any time during the evaluation of Bid, disqualify any Bidder, if the Bidder has: a. Made misleading or false representations in the forms, statements or attachments submitted in proof of the eligibility requirements; b. Submitted multiple Options under a single Bid; c. Been Declared ineligible by the Government of India/State/UT Government/ PSUs or by any other legal entity for corrupt and fraudulent practices or blacklisted. d. Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations, inordinately delaying completion or financial failures, etc. in any project in the preceding three years; e. Submitted a Bid that is not accompanied by required documentation or is non-responsive; f.

Failed to provide clarifications related thereto within the time frame prescribed by LIC, when sought;

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g. Submitted a Bid with price adjustment/variation provision. 11. Fraudulent and Corrupt Practices a. The Bidder and their respective officers, employees, agents and advisers shall observe the highest standard of ethics during the Selection Process. Notwithstanding anything to the contrary contained in this RFP, LIC shall reject a Bid without being liable in any manner whatsoever to the applicant, if it determines that the Bidder has directly or indirectly or through an agent, engaged in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice (collectively the “Prohibited Practices”) in the evaluation Process. In such an event, LIC shall, without prejudice to its any other rights or remedies, forfeit and appropriate the Earnest Money Deposit (EMD) or Performance Guarantee, as the case may be, as mutually agreed genuine pre-estimated compensation and damages payable to LIC for, inter alia, time, cost and effort of LIC, in regard to the RFP, including consideration and evaluation of such Bidder’s Bid. b. Without prejudice to the rights of LIC under this Clause and the rights and remedies which LIC may have under this RFP or the contract, if Bidder, as the case may be, is found by LIC to have directly or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice during the Selection Process, or after the issue of the Letter of Intent or the execution of the contract, such Bidder shall not be eligible to participate in any tenders or RFP issued by LIC during a period of 3 years or more from the date such Bidder, as the case may be, is found by LIC to have directly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as the case may be. c. For the purposes of this Section, the following terms shall have the meaning, but not limited to, hereinafter respectively assigned to them:

a. “corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of any person connected with the Selection Process (for avoidance of doubt, offering of employment to or employing or engaging in any manner whatsoever, directly or indirectly, any official of LIC who is or has been associated in any manner, directly or indirectly with the Selection Process or the LOI or has dealt with matters concerning the Agreement or arising there from, before or after the execution thereof, at any time prior to the expiry of two years from the date such official resigns or retires from or otherwise ceases to be in the service of LIC, shall be deemed to constitute influencing the actions of a person connected whether during the Selection Process or after the issue of the LOI or after the execution of the Agreement, as the case may be, any person in respect of any matter relating to the Project or the Award or the Agreement, who at any time has been or is a legal, financial or technical bidder/adviser of LIC in relation to any matter concerning the Project;

b. “fraudulent practice” means a misrepresentation or omission of facts or disclosure of incomplete facts, in order to influence the Selection Process;

c. “coercive practice” means impairing or harming or threatening to impair or harm, directly or indirectly, any persons or property to influence any person’s participation or action in the Selection Process;

d. “undesirable practice” means": o

o

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establishing contact with any person connected with or employed or engaged by LIC with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Selection Process; or having a conflict of Interest; and

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e. “restrictive practice” means forming a cartel or arriving at any understanding or arrangement among Bidders with the objective of restricting or manipulating a full and fair competition in the Selection Process.

4.5 Online Reverse Auction The Business Rules for Online Reverse Auction are given below:

a. LIC shall provide a web based e-tender system for reverse auction. b. Price quoted by the Bidders at the end of online reverse auction will be taken as the final commercial quote for evaluation of that Bidder.

c. During reverse auction, the participating Bidders shall input only the total cost that they have to offer. This amount shall be arrived at by the bidder themselves off-line by using the formula mentioned for evaluation to outbid the earlier Bid as mentioned in Table-8.

d. Only fixed price financial Bids indicating total price for all the deliverables and services specified in this Bid document will be considered.

e. The commercial figure quoted will be an all-inclusive figure – indicating cost of deliverables, including duty related components and exclusive of Octroi / LBT, vat, service tax, cess etc.

f. Any conditional Bid would be rejected. g. The Bidder shall arrange the Digital certificates (at no cost to LIC) from a Certifying Agency notified by Comptroller of Certifying Authority (CCA) as per Information Technology Act, 2000 as amended from time to time.

h. In case, only one Bidder enters the reverse auction process, no reverse auction will take place. i.

The prices once finalized through online reverse auction will be termed as the “approved prices”.

j.

LIC will determine the Start Price and other parameters for the Reverse Auction: •

on its own and / or



Evaluating the price band information available in the commercial bids of the technically qualified bidders based on the basis of the lowest quote received in the commercial bids.

k. Based on the Total Cost of Ownership (TCO) declared by the Bidders during the Reverse Auction, the Bidders will be categorized as L1, L2, L3 etc. (In the ascending order, i.e. L1 being the Bidder with the lowest TCO, followed by L2 with the next lowest score and so on.)

l.

The Bidder with the L1 Quote post the Online Reverse Auction and Commercial evaluation will be declared L1 Bidder. However, if the prices discovered as a part of the Online Reverse Auction are felt to be unrealistic for the products offered or beyond LICs budget requirement, to give a fair chance to the Bidder, LIC shall call the Bidder along with the OEM for a price negotiation. Post this only the commercial bid process will be termed as complete.

m. The final outcome of the bidding process will be published on the LIC website. n. The Bid price shall be in Indian Rupees. Confidential

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o. Errors & Rectification: Arithmetical errors will be rectified on the following basis: “If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If there is a discrepancy between words and figures, the amount in words will prevail”.

p. The bidder would need to provide total bid amount in Annexure - 8. The detailed cost summary will flow into the Summary sheet of Annexure - 9.

q. In the event the Bidder has not quoted or has omitted any product or service, then it will be deemed that the Bidder shall provide the same product and/or service at no additional cost to LIC.

r. The Bidder shall not add any conditions/deviations in the commercial bid. Any such conditions/deviations may make the Bid liable for disqualification.

s. The bank guarantee of the unsuccessful Bidder(s) shall be returned to their bankers. LIC will send a letter to such Bidders informing them of the returning of bank guarantee.

t. The Bidder with the lowest quote at the end of the reverse auction process will become the successful Bidder.

u. Any force majeure or other condition leading to postponement of auction shall entitle LIC to postponement of auction even after communication, but, LIC shall be obliged to communicate to all participating Bidders the ‘postponement’ prior to commencement of such ‘Reverse Auction’.

v. LIC reserves the right to modify/issue afresh business rules for online reverse auction. However, the changes, if any, in the business rules for reverse auction shall be intimated to all those Bidders who fulfill the minimum eligibility and are technically qualified and eligible to participate in Online Reverse Auction Process.

w. The Bidders are advised to get in touch with the Service Provider for the Reverse Auction for any assistance needed for participation in Reverse Auction.

x. Bidders are expected to maintain the proportion of prices for various line items of Bill of Material, when the total price has reduced in the online reverse auction, at the same time ensuring adherence to the laws of the land. For example, if the TCO is 100 Crores and after online reverse auction it becomes 50 Crores, then all the components should be approximately reduced by 50%.

y. The details of the total cost as per Net Present Value should be mentioned as per Table-8.

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5 - Terms and Conditions 5.1 Award Criteria 1. LIC will determine to its satisfaction whether the Bidder that is selected as having submitted the lowest evaluated responsive Bid meets the criteria specified in Section 4, and is qualified to perform the contract satisfactorily. 2. The determination will take into account the Bidder’s financial, technical and performance capabilities. It will be based upon an examination of the documentary evidence of the Bidder’s qualifications, expertise, capability submitted by the Bidder, pursuant to Section 4, as well as such other information as LIC deems necessary and appropriate. 3. Award of Contract will be subject to the Bidder qualifying all the evaluation criteria decided by LIC. 4. The Financial Evaluation Committee will select the L1 Bidder on the basis of the lowest rates quoted by the Bidder during Online Reverse Auction, for End-to-End Solution for upgrading and implementation of Enterprise Document Management System as requested vide this RFP and who satisfy all the conditions of the contract and meet the technical specifications & qualification requirement of the bidding document. 5. L1 Criteria: For the purpose of arriving at the L1 Bidder / Bid, the following price components will be taken into consideration to determine the entire Project Cost, i.e., Total Cost of Ownership (TCO) for seven years. a. Hardware: One time cost including three year warranty for all Hardware Components like Servers, Storage, Storage Switch, Back-up Systems, Replication Tools at various locations, etc., Hardware Support including Annual Maintenance Charges (after expiry of the warranty period). b. Software: Operating System, Database, Application Server, Software Customization involving loose coupling of the base product and integration with other LIC’s services and platform, Application enhancements / modifications / additional integration, Software Support including per year Annual Technical Support charges for all components of Software License. c. Add-on features to the existing DMS Solution like Mobile Device Application for popular OS including iOS, Portability to other systems (Insurance Regulatory Compliances), Security Enhancements internal to LIC and external systems, providing web interfaces to outside of LIC, etc. d. Migration Cost: Cost involved for migration of the image data and database data. The EDMS project will be continued with the upgrade of Application Software latest version, customization and migration of data with zero data loss and minimal business disruption. It is desirable to carry out migration activity on Pilot basis in some Divisions. Depending on the outcome, all the remaining Divisions in all the Zones can be taken up for migration simultaneously. This activity includes the consolidation of data at Zonal Servers also. The selected System Integrator will be solely responsible for the End-to-End implementation, migration and maintenance of the EDMS Project. LIC will interact only with the Selected System Integrator in case of any issues or clarifications for the Project as a single point of contact (SPOC). e. Scanning and Logistics Services: This will be based on Total number of Policy Dockets, Agency Dockets, incremental documents and administrative files projected to be scanned during the contract period and the logistic cost for the same, wherever applicable. f.

Project Management: The Bidder will be solely responsible for the End-to-End implementation, migration and maintenance of the EDMS Project at all sites as decided by LIC. Project Management will necessarily include follow up with the partners of the Bidder to ensure that the end deliverables and timelines are met

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according to the schedules fixed and Scope of work defined by LIC. The Bidder shall provide a detailed Project Plan for approval by LIC. Project Management will necessarily include but shall not be limited to the following components: •

Requirement Study



Setting up of Infrastructure for scanning i.e. equipment necessary to carry out scanning services in locations as decided by LIC.



System Delivery & Installation of Hardware and Software components at all locations identified within the scope.



Successful Migration to the proposed Solution. Getting the scanning and quality control done as per agreed schedule. Arranging logistics pertaining to dockets (Policy /Agency /Office files /Any other document) movement for scanning, indexing, quality control and final storage at RMF locations as per defined workflow.



Monitoring the Quality Control and carrying out Developmental activities involved in customizing the software, workflow solutions & Record management software and multiple utilities for use by LIC.



Progress meetings: Regular review meeting will be held between Bidder and authorized person of LIC to discuss any issues in relation to the provision of the Services. The frequency of such progress meeting will be weekly during the implementation phase and monthly thereafter unless any other frequency is agreed to by LIC in writing.



Reporting: The Bidder must provide LIC with reports in accordance with the Scope of Work.



Offsite Support Teams including manpower required for routine operations and Database Administration, System Administration, Reporting, Bug resolution, Complaint Management System etc.



Onsite Support Teams: Software application migration, Customization of the software codes as per LIC's requirements, UAT, deployment of the patches, upgrades, hotfixes etc.



Training: Training to Trainers, other Users as decided by LIC through various modules including System Administration, Database Administration, Integration Aspects, User Administration, Access Rights, etc.



Ensuring that the project is delivered within timelines.



System Integrator shall recommend relevant and viable strategies to achieve all the work objectives and requirements contained in this RFP.

5.2 Notification of Award of Contract 1. Prior to the expiry of the period of Bid validity, LIC will notify the successful Bidder after the reverse auction through mail or registered letter, that its Bid has been accepted. The Bidder, in turn, has to confirm the acceptance for the Offer made by LIC through mail or registered letter. 2. Upon the successful Bidder’s furnishing of Performance Bank Guarantee, LIC will promptly discharge the EMD. Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the annulment of the award and forfeiture of the EMD, in which event LIC may make the award to the next lowest evaluated Bidder or call for new Bids.

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5.3 Contract Finalization and Award LIC shall reserve the right to negotiate with the Bidder(s) whose Bid has been ranked best value Bid on the basis of Technical and Commercial Evaluation/Reverse Auction to the proposed Project, as per the guidance provided by CVC. On this basis the draft contract agreement would be finalized for award and signing.

5.4 Performance Guarantee 1. Within 21 days of the execution of the Contract between the Parties, the successful Bidder shall furnish the Performance Bank Guarantee in accordance with the Conditions of Contract, in the Form acceptable to LIC. 2. Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the annulment of the award and forfeiture of the EMD, in which event LIC may make the award to the next lowest evaluated Bidder or call for new Bids. 3. The successful Bidder shall furnish a Performance Bank Guarantee every year to LIC for an amount equal to 20% of the contracted amount and further valid for 6 months over and above the contract period of 7 years. 4. In the event of any replacement of defective system (i.e., the complete system) during the warranty period, the warranty for the replaced material shall be extended to a further period of 3 years. The Performance Bank Guarantee for proportionate value shall be extended by 6 months over and above the extended warranty period. 5. The proceeds of the Performance Bank Guarantee shall be payable to LIC as compensation for any loss resulting from the Bidder's failure to fulfill its obligations under the Contract. 6. The Performance Bank Guarantee shall be denominated in Indian Rupees and shall be in the following forms only: a. A Bank guarantee issued by a Nationalized/Scheduled bank located in India acceptable to LIC. Initially the bank guarantee can be valid for a period of 12 months subject to its renewal in the 11th month for a further period of 12 months till the complete contract period. b. The Performance Bank Guarantee will be discharged by LIC and returned to the Bidder not later than 6 months following the date of completion of the Bidder's performance obligations including any warranty obligations under the contract. c. In the event of any contract amendment the Bidder shall within 21 days of receipt of such amendment furnish the amendment to the Performance Bank Guarantee rendering the same valid for the duration of the Contract as amended, for 6 months after the completion of performance obligations including warranty obligations. d. In the event of non-performance of obligation or failure to meet the terms / requirements of this RFP, along with the modifications, if any, proposed and mutually agreed, LIC shall be entitled to invoke the performance guarantee without notice or right of demur to the Bidder. LIC reserves its right to invoke the Performance Bank Guarantee besides cancellation of the entire Purchase Order in the event of breach and/or non-observance of any of the guaranteed performance.

5.5 Signing of Contract 1. At the same time as LIC notifies the successful Bidder that its Bid has been accepted, LIC will send the Bidder the Contract Form incorporating all Agreements between the two parties.

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2. Within 21 days of receipt of the Contract Form, the successful Bidder shall sign and date the Contract and return it to LIC. (LIC reserves the right to decrease or increase the number of days). 3. At the end of 7 years, the contract may be renegotiated as mutually agreed by both parties. The Bidder shall not add any conditions / deviations in the Commercial Bid. Any such conditions / deviations may make the Bid liable for disqualification.

5.6 Failure to agree with the terms and conditions of the RFP Failure of the successful Bidder to agree with the Draft Legal Agreement and Terms & Conditions of the RFP shall constitute sufficient grounds for the annulment of the award, in which event LIC may award the contract to the next best value Bidder or call for new Bids from the interested Bidders.

5.7 Normalization of Bids 1. LIC may, at its sole discretion, decide to seek more information from the respondents in order to normalize the Bids. However, respondents will be notified separately, if such normalization exercise is resorted to. 2. Normalization will be done to the extent possible and feasible to ensure that Bidders are meeting the requirements of the RFP to the extent possible and that the interest of LIC is protected. LIC reserves the right to normalize any or all of the technical bids. If such normalization has a bearing on the price, LIC may at its discretion ask the bidders eligible for technical evaluation to submit the technical and commercial bids once again for scrutiny. 3. The submissions can be requested by LIC in the following two manners: a. Incremental technical bid and/or incremental price submissions in part of the requested clarifications by LIC (or) b. Revised technical and/or price submissions of the part or whole Bid 4. The process of normalization may be iterative till such time LIC is satisfied with the response of the Bidders. 5. Post the normalization process in case any Bidder has not quoted for any of the components, the response would be deemed to conclude that the unquoted components required for meeting the functional and technical requirements including the service levels specified in this RFP have been included in the total fixed cost in the Annexure - 8 and Annexure - 9, which is the Commercial Bid. 6. The Bidder by participating in this tender agrees to the normalization process being followed and adopted by LIC and has no reservation on the process adopted. In the event the Bidder has any query on the normalization process the same may be raised by the Bidder as part of the pre-bid queries. 7. This clause is applicable for only those items where the Bidder has quoted inadequately in terms of quantity or description or sizing, in such cases the bidder will provide the additional quantities at the same rates quoted in the price Bid. 8. This clause is not applicable for items where the Bidder has missed out quantities or scope items, in such cases the bidder will have to make good such items or scope at no additional cost to LIC. 9. LIC can repeat this normalization process at every stage of bid submission till LIC is satisfied. The Bidders agree that they have no reservation or objection to the normalization process and all the Bidders will, by responding

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to this RFP, agree to participate in the normalization process and extend their co-operation to LIC during this process. 10. The Bidders, by submitting the response to this RFP, agree to the process and conditions of the normalization process.

5.8 Standards The Solution offered under this Contract shall conform to the standards mentioned in the Technical Specifications, and, where no such applicable standard is mentioned; to the authoritative standard appropriate to the Solution’s Country of origin and such standards shall be the latest issued by the concerned institution. However this does not override LIC’s discretion in deciding the Standard.

5.9 Patent Rights 1. The Bidder shall indemnify LIC against all third-party claims of infringement of Patent, Intelligent Property Rights (IPR), Trademark, Copy right or Industrial Design Rights arising from use of the Solution or any part thereof throughout the Offices of LIC. The Bidder shall after due inspection and testing get the DMS solution redesigned for LIC, for Trademark/Copyright, Industrial design etc, on behalf of LIC at no extra cost. 2. In the event of any claim asserted by a third party of infringement of Patent, Intelligent Property Rights (IPR), Trademark, Copy right or Industrial Design Rights arising from the use of the Systems or any parts thereof in LIC’s country, the Bidder shall act expeditiously to extinguish such claim. If the Bidder fails to comply and LIC is required to pay compensation to a third party resulting from such infringement, the Bidder shall be responsible for the compensation including all expenses (court costs and lawyer fees, etc.). LIC will give notice to the Bidder of such claim if it is made, without delay, as and when received.

5.10 Inspection and Tests Inspection and tests at final acceptance are as follows: 1. The inspection of the Systems shall be carried out to check whether the Systems are in conformity with the technical specifications attached to the contract and are in line with the inspection/test procedures laid down in the Technical Specifications and the Conditions of Contract. 2. The following broad test procedure will generally be followed for inspection and testing of the Systems. The Bidder will dispatch the Systems to the designated office of LIC, after internal inspection testing along with the Bidder's Inspection Report and manufacturer’s warranty certificate. 3. LIC will test the equipment after completion of the installation and commissioning at the site of the installation. Complete Hardware and Software and Scope of Work should be supplied, installed and commissioned properly by the Bidder prior to commencement of performance tests. 4. Acceptance of the System will be based on the following criteria and to LIC’s satisfaction: a.

Successful test of migration of image data and database data

b. Successful test of all required and proposed functions, c. Successful demonstration that the System performance is as required and proposed, d. Successful completion of all required training and Delivery of the complete documentation to LIC.

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5. The acceptance-testing period must be mutually agreed upon with the Bidder, but cover no less than thirty (30) trouble-free days. Should Hardware or Software failures occur during this period, the Bidder must take all necessary actions to correct the failure, whereupon the thirty (30) day trouble-free period will be restarted. More than 3 failures of the same type may be deemed a total failure, and may terminate the acceptance test which may lead to cancellation of the contract. The acceptance test period will be part of the implementation plan. The Bidder must agree that failure on the part of the Bidder to correct a functional or technical deficiency in the Bidder's specified Solution shall be deemed to be a total failure and LIC, at its option, may terminate the acceptance test and cancel the contract. 6. The acceptance test will be conducted by LIC. LIC may seek help of external resources/entities to carry out the acceptance test on its behalf, at its option. There shall be no additional charges for carrying out acceptance tests. 7. Successful conduct and the conclusion of the acceptance test for the installed systems and equipment shall be the sole responsibility of the Bidder. 8. The conduct and the conclusion of the acceptance test will be at the cost of the Bidder. 9. The acceptance Test procedure and timelines for acceptance will be decided by LIC . There shall be no "Deemed Acceptance" of the System. 10. The inspections and tests are to be conducted at the Systems final destination point. After the System passes in the inspection and tests, the Bidder shall install the System at the respective sites. 11. Should any inspected or tested Systems fail to conform to the specifications, LIC may reject the Systems and the Bidder shall either replace the rejected Systems or make alterations necessary to meet specification requirements without any cost to LIC. 12. The right of LIC to inspect, test and, where necessary, reject the Systems after the Systems’ arrival at Project Site shall in no way be limited or waived by reason of the Systems having previously been inspected, tested and passed by LIC or its representative prior to the Systems shipment. 13. Manuals and Trainings: Before the Systems and Services are taken over by LIC, the Bidder shall supply Operation and Maintenance Manual together with sufficient training of the Systems and Services. These shall be in such detail as will enable LIC to operate, maintain, adjust and keep functional all parts of the System as stated in the specifications. 14. The manual and trainings shall be in the ruling language (English or Hindi) and in such form and numbers as stated in the contract. 15. Unless and otherwise agreed, the Systems and Services shall not be considered to be completed for the purpose of acceptance until such manuals and training have been provided to LIC.

5.11 Warranty 1. The Bidder warrants that the Systems supplied under this Contract at all times are new, unused, of the most recent or current models and they incorporate all recent improvements in design and materials unless provided otherwise in the Contract. The Bidder further warrants that all Systems supplied under this Contract shall have no defect arising from design materials or workmanship or from any act or omission of the Bidder that may develop under normal use of the supplied Systems in the conditions prevailing in the Country of final destination. 2. The warranty shall be comprehensive and the period of warranty shall be 3 years from the date of acceptance of the Hardware supplied under this RFP. The Bidder shall in addition comply with the performance guarantees

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specified under the contract. If for reasons attributable to the Bidder, these guarantees are not attained in whole or in part, the Bidder shall, make such changes, modifications and or additions to the Systems or any part thereof as may be necessary in order to attain the contractual guarantees specified in the Contract at its own cost and expense and to carry out further performance tests in accordance with Conditions of Contract. 3. LIC shall promptly notify the Bidder in writing of any claims arising under this warranty. 4. In the event of any replacement of defective system (i.e., the complete system) during the warranty period, the warranty for the replaced material shall be extended to a further period of 3 years. The Performance Bank Guarantee for proportionate value shall be extended by 6 months over and above the extended warranty period. 5. Period for correction of defects during the warranty period is 2 business days of LIC. (Saturdays, Sundays and Holidays for the respective locations will not be considered as business days). 6. The Bidder shall guarantee a 99.5% uptime of Computer Systems/Peripherals. Uptime is the amount of time the System (Software and Hardware where appropriate) is fully operational measured over a 24 hours period excluding mutually agreed preventive maintenance time windows. 7. If any Computer System /Hardware /Storage System /Peripherals give continuous trouble, say six times in one month during the warranty period, the Bidder shall replace the System with a new System without any additional cost to LIC. 8. The Bidder should adhere to the Recovery Time Objective (RTO) and Recovery Point Objective (RPO) as decided by LIC. 9. The maximum response time for maintenance complaint from any of the destinations specified in the Schedule of Requirement (i.e. time required for Bidder’s Maintenance Engineer to report at the installation site after a request call/Complaint Management System registration etc.) shall not exceed 1 business day.

5.12 Conflict of Interest 1. Warranty that there is no conflict of interest: The Bidder will warrant that, to the best of its knowledge after making diligent inquiry, at the date of signing the contract no conflict of interest exists or is likely to arise in the performance of its obligations under the contract. a. A Bidder will not have a conflict of interest that may affect the Services. b. LIC requires that the Bidder provides professional, objective, and impartial services and at all times hold LIC’s interests paramount, avoid conflicts with other assignments or its own interests, and act without any consideration for future work. The Bidder shall not accept or engage in any assignment that would be in conflict with its prior or current obligations to LIC, or that may place it in a position of not being able to carry out the assignment in the best interests of LIC. c. Without limiting the generality of the above, a Bidder shall be deemed to have a Conflict of Interest, if there is a conflict among this and other assignments of the Bidder (including its personnel and other members, if any) and any subsidiaries or entities controlled by the Bidder or having common controlling shareholders. The duties of the Bidder will depend on the circumstances of each case. While providing services to LIC for this particular assignment, the Bidder shall not take up any assignment that by its nature will result in conflict with the present assignment 2. Notification of a conflict of interest: The Bidder shall make a disclosure to LIC as soon as any potential conflict comes to their notice but in no case later than 7 (seven) days and any breach of this obligation of disclosure shall be construed as Conflict of Interest. LIC shall, upon being notified by the Bidder under this Clause, decide

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whether it wishes to terminate this Services or otherwise, and convey its decision to the Bidder within a period not exceeding 15 (fifteen) days.

5.13 Payment Payment for Systems and Services shall be made in Indian Rupees as follows: 1. The payments will be made in a phased manner depending on the actual project implementation as follows: Hardware:

a. 70% of the Hardware cost will be paid on successful delivery of the Systems. b. 30% of the Hardware cost will be paid on successful installation of Hardware, Software including configuration of the OS, Database, DMS software, Backup Software, Storage software, Migration and Training to users on System operations.

c.

AMC for the 4th to 7th year will be paid on quarterly basis.

Software: The cost of Software like Application Server, DMS Software etc., will be paid as follows:

a. 25% of the Software cost will be paid upon the receipt of License and media. b. 25% of the Software cost upon successful installation. c. 25% of the Software cost upon completion of Migration activities at all the Divisional /Zonal Offices /Any other Offices as LIC decides.

d. 25% of the Software cost upon the completion of customization of the Software. e. ATS Charges will be paid on half-yearly basis at Central Office. Implementation Cost: Implementation means the completion of supply, installation, migration etc. and 85% of the First year costs such as Project Management, Support and Services will be paid in the first year and the remaining 15% will be paid after the end of the second year of the Contract. Operational Cost: From second year onwards, the Annual Operational costs will be paid on half-yearly / yearly basis. This will also include completion of Training to users on System Administration and use of DMS Workflow solution in the Central / Zonal / Divisional Offices as well as any other Offices as decided by LIC. PMO Charges will be paid half-yearly at Central Office. Logistics cost will be paid on the actual movement of the policy dockets and incremental documents from the Branch/Service Centre to the Scanning Centre and further to Record Management Facility (RMF). This payment will happen on a month to month basis, at the respective Divisional /Zonal /Central Office locations. Scanning Activities and Upload cost will be paid based on actual job done i.e. depending on the number of policy dockets and incremental documents scanned, quality controlled and made available online to the users. This payment will happen on a month to month basis, at the respective Divisional /Zonal /Central Office locations. 2. Part payments for part deliveries or for partly completed jobs, will not be done. 3. The System acceptance will be defined as the successful deployment and smooth running of the Upgraded Endto-End EDMS Solution including migration of existing image data and database data.

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4. Payment Module: A payment module is to be provided by the Bidder on Portal comprising of all the payments mentioned above.

5.14 Prices 1. Fixation of Prices: Prices payable to the Bidder as stated in the Contract shall be fixed at the time of finalization of the Contract. 2. Escalation of Costs: The Bidder shall in no circumstances be entitled to any escalation of costs or price of any material/items supplied or services tendered under the contract. The prices shall not be subject to variation on any account. A Bid submitted with an adjustable price quotation will be treated as non-responsive and rejected.

5.15 Work Orders 1. Any change in the work order will be informed to the Bidder in writing. 2. If any such change causes an increase or decrease in the cost of, or the time required for, the Bidder's performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Bidder for adjustment under this clause must be asserted within fifteen (15) days from the date of the Bidder's receipt of LIC’s change order. 3. It would be the Bidder's responsibility to quote for person day/person month charges specifically for work orders as a line item. Absence of such a quote would imply that change request will be handled within the implementation cost.

5.16 Contract Amendments Subject to condition of contract, no variation in or modification of the terms of the contract shall be made except by written amendment signed by both the parties.

5.17 Assignments The Bidder shall not assign, in whole or in parts its obligations to perform under the Contract, except with LIC’s prior written consent.

5.18 Delivery of the System 1. If at any time during performance of the Contract the Bidder should encounter conditions impeding timely delivery of the Systems and performance of Services, the Bidder shall promptly notify LIC in writing, of the fact of the delay, it's likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, LIC shall evaluate the situation and may, at its discretion, extend the Bidder's time for performance with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract. 2. A delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to conditions of Contract unless an extension of time is agreed upon pursuant to conditions of Contract without the application of liquidated damages.

5.19 Penalties Confidential

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1. Penalty for Late Delivery of System/Installation of the system: If the Bidder fails to comply with the Hardware Delivery date laid down in the Contract, or fails to install the System within the stipulated date it shall be liable to a penalty not exceeding 1% per cent per week of the value of the System used as a basis for the calculation subject to a maximum of 20 % of the System cost for the year. 2. Penalty for failure to provide immediate repair/replacement (H/W): Failure to arrange for the immediate repair/replacement will be liable for a penalty @ 1% of the cost of non performing system per week chargeable on daily basis after Turn Around Time of 1 business day excluding reporting date. The upper limit of penalty will be 20% of the non performing System cost per year. In case the reported system is not made functional within 30 days from the date of reporting of the issue, or if persistent failure of the system is observed even after repair/replacement of the faulty part, the Bidder should replace the server with a new server of the same configuration or the latest version without any charge to LIC. 3. Penalty for delay in scanning: Turn-Around-Time (TAT) of 5 business days starting from the time the documents are picked up from the Branch/Servicing Centres till the scanned images are uploaded on to the DO EDMS Server (which will be inclusive of one day for LIC QC). The Penalty will be charged @ 1% of total batch value for each day of delay subject to a maximum of 20%. Turn-Around-Time (TAT) for New Business Cases (Proposals) will be 2 hours. In this case however, the time starts from the Delivery of Papers by LIC to the Scanning Centre. The TAT for special cases which comes under the purview of services defined by the Regulator will be 2 hours. Here too, the delivery of papers to the Scanning Centre will be done by LIC. 4. Penalty for loss of documents: Penalty on Loss of Policy Docket and Incremental Document will be charged @ Rs. 2000/- for each Policy Docket lost and for each Incremental Transaction lost or part thereof. 5. Penalty for delay in resolving the reported issue on Complaint Management System: OS Failure, Application/s failure and other operational issues. Based on the criticality /severity level (as mentioned in Section 8 of this RFP) of the reported issue the penalty will be levied as follows: a. Critical - Rs.2000/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue on Complaint Management System excluding reporting date.

b. Key - Rs.1500/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue on Complaint Management System excluding reporting date.

c. Significant - Rs.1000/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue on Complaint Management System excluding reporting date.

d. Minor - Rs.500/- per Calendar day after the Turn Around Time of 1 Business Day from registering the issue on Complaint Management System excluding reporting date. Penalties will be determined on a case by case basis. 6. Penalty for not conducting the Preventive Maintenance of the System : 10% of annual cost of the System for each such case. 7. Non availability of Onsite Support team : 1% annual cost of such resource/personnel for 1 week or part thereof if no replacement is provided. The maximum cap will be 20% of Project Management cost.

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Recovery of Penalty: The total amount of penalties to be recovered from the Bidder shall be deducted from the Amount payable against amount due or thereafter becoming due, to the System Integrator. LIC shall notify him of the amount deducted.

Objection to Penalties: The Bidder may object within thirty (30) Days from the date of receipt of notification of penalties levied. Failing such objection within this period, the System Integrator shall be deemed to have accepted the penalties.

Sole Recourse for late Delivery: Unless the delay is due to gross negligence or willful misconduct on the part of the Bidder, no damages other than the penalties provided above can be claimed for late delivery. No penalty will be levied or chargeable for delays attributable to LIC. The Bidder will be responsible for End-to-End execution of the project and will be responsible for any delays in the project as per the schedule.

Unit for measurement

TurnAround- Maximum Penalty Time for Cap resolution

Sr.No

Particulars

Penalty Norms

1

Penalty for Late Delivery of System / Installation of the system

1% per week or part thereof of the value of the System for the delay calculated from the date of Hardware Delivery/ Installation date laid down in the Contract

1 week or part thereof in the form of calendar Day

Not applicable

20% of the cost of System

2

Penalty for failure to provide immediate repair / replacement (HW)

1% of the cost of non performing system per week chargeable on daily basis

LIC's 1 business day excluding reporting date

1 business day excluding reporting day

20% of the cost of System

LIC's 1 business day

5 business days starting from the time the documents are picked up from the Branch / Servicing Centres

20% of the total batch value

LIC's 1 business hour

2 hours from time the Delivery of Papers by LIC to the Scanning Centre

20% of the total scanning charges of such delayed cases

3 (a)

Penalty for delay in scanning of dockets/ Admin files/any other records

3 (b)

Penalty for delay in scanning New Business Cases - Proposals and for all policies opting for e-Services.

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1% of total batch value for each day of delay or part thereof

5% of total scanning charges of delayed cases for each hour of delay or part thereof

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4

Penalty for loss of documents

Rs. 2000/- for each Policy Docket lost and for each Incremental Transaction lost

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Not applicable

Not applicable

Not applicable

5 Penalty for delay in resolving the reported issue on Complaint Management System:

Per Calendar Day

1 business day excluding reporting day

20% of the cost of System for which complaint is logged

Per Calendar Day

1 business day excluding reporting day

20% of the cost of System for which complaint is logged

Per Calendar Day

1 business day excluding reporting day

20% of the cost of System for which complaint is logged

20% of the cost of System for which complaint is logged

(A) Critical

Rs. 2000/- for each case /issue reported/logged on Complaint Management System

(B) Key

Rs. 1500/- for each case /issue reported/logged on Complaint Management System

(C) Significant

Rs. 1000/- for each case /issue reported/logged on Complaint Management System

(D) Minor

Rs. 500/- for each case /issue reported/logged on Complaint Management System

Per Calendar Day

1 business day excluding reporting day

6

Penalty for not conducting the Preventive Maintenance of the System

10% of annual cost of the System for each such case

Not applicable

Not applicable

Not applicable

7

Non availability of Onsite Support team

1% annual cost of such resource /personnel for 1 week or part thereof if no replacement is provided

Not applicable

Not applicable

20% of Project Management cost

5.20 Termination for Default 1. If the Bidder fails to deliver any or all of the Systems within the period(s) specified in the Contract, or within any extension thereof granted by LIC or if the Bidder fails to perform any other obligation(s) under the Contract, LIC may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or part. 2. In the event LIC terminates the Contract in whole or in part, LIC may procure, upon such terms and in such manner, as it deems appropriate. Systems or Services similar to those undelivered, and the Bidder shall be

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liable to LIC for any excess costs for such similar Systems or Services. However, the Bidder shall continue the performance of the Contract to the extent not terminated.

5.21 Force Majeure 1. Notwithstanding the provisions of conditions of contract, the Bidder shall not be liable for forfeiture of its Performance Bank Guarantee, liquidated damages or termination for default, if and to the extent that, the Bidder's delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. 2. For purpose of this Clause, Force Majeure means an event explicitly beyond the control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include, but are not limited to, acts of LIC either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes. 3. If a Force Majeure situation arise the Bidder shall promptly notify LIC in writing of such conditions and the cause thereof within 2 Weeks. Unless otherwise directed by LIC in writing, the Bidder shall continue to perform its obligations under the Contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 4. In such a case the time for performance shall be extended by a period (s) not less than duration of such delay. If the duration of delay continues beyond a period of three months, LIC and the Bidder shall make an effort to find a solution to the problem. Notwithstanding the above, the decision of LIC shall be final and binding on the Bidder.

5.22 Termination for Insolvency LIC may at any time terminate the Contract by giving written notice to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent. In this event termination will be without compensation to the Bidder, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to LIC.

5.23 Termination for Convenience 1. LIC, by written notice sent to the Bidder may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for LIC’s convenience, the extent to which performance of the Bidder under the Contract is terminated, and the date upon which such termination becomes effective. The notice period shall be 30 days. 2. The Systems, i.e., the Server, Storage etc., that are complete and ready for shipment within 30 days after the Bidder's receipt of notice of termination shall be accepted by LIC at the Contract terms and prices. For the remaining Systems, LIC may elect to have any portion completed and delivered at the Contract terms and prices, and/or to cancel the remainder and pay to the Bidder an agreed amount for partially completed Systems and for materials and parts previously procured by the Bidder. 3. The agreement shall be terminated wholly or in part by LIC by giving two month notice without assigning any reason thereof. However, if the Bidder contravenes any of the provisions of the Contract or in case of unsatisfactory services, this agreement will stand terminated forthwith without giving advance notice as stated herein above.

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5.24 Resolution of Disputes / Arbitration 1. All disputes or differences of any kind, whatsoever, arising out of or in connection with this contract or in discharge of any obligation arising out of this Contract (whether during the progress of work or after completion of such work and whether before or after the termination of this contract, abandonment or breach of this contract), the Parties to this contract shall endeavour to settle such disputes and/or difference amicably. If both the parties fail to reach such amicable settlement, either party (LIC or the Bidder) may within 30 days of such failure, give a written notice to the other party clearly setting out there in the specific dispute/s and/or difference/s, which require to be arbitrated upon. Such dispute/s and/or difference/s shall be referred to a sole arbitrator mutually agreed upon. In the absence of consensus about the single arbitrator, the dispute may be referred to joint arbitrator, one to be nominated by each party and the said arbitrators shall nominate a presiding arbitrator, before commencing the arbitration proceedings. 2. Arbitration proceedings shall be held at Mumbai, India, and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English or Hindi. 3. The arbitration shall be covered by the provision of the Arbitration & Conciliation Act, 1996 or any statutory modification or re-enactment thereof and rules framed there under from time to time. 4. In the event of the arbitrator or any of the arbitrators, as the case may be, dying or resigning or being unable to act by reason of physical disability or as the case may be, it shall be lawful for the appointing party of such arbitrator(s) to appoint another arbitrator in the place of the said arbitrator in the manner provided herein above. 5. The arbitrator or the arbitrators, appointed under this contract, shall have the power to extend the time to make the award with the consent of the Parties hereto. 6. Pending reference to arbitration and award thereon, the parties hereto shall make all endeavour to complete all the items of work, obligations etc. under this Contract in all respects and disputes/differences, if any, shall be finally settled in arbitration. 7. Upon every or any such reference to arbitration, as provided herein, the cost of the incidental to the reference and award respectively shall be at the discretion of the arbitrator or the arbitrators and the presiding arbitrator, as the case may be. However the expenses incurred by each party in connection with the preparation, presentation etc. of its proceedings as also the fees and expenses paid to the arbitrator appointed by such party or on its behalf shall be borne by each party itself. 8. In case, during the arbitration proceeding, the parties hereto mutually settle, compromise or compound their dispute(s) or difference(s), the reference to the arbitrator and the appointment of the arbitrator or the arbitrators or the presiding arbitrator, as the case may be, shall stand withdrawn or terminated with effect from the date on which the parties hereto file a joint memorandum of settlement thereof with the arbitrator or the arbitrators and the presiding arbitrator, as the case may be. 9. The arbitrator(s) or the presiding arbitrator, as the case may be, shall give detailed reasons in respect of each claim or counter claim, irrespective of the amount, while passing the award. 10. The decision of the arbitrator(s) or the presiding arbitrator as the case may be shall be final and binding upon both parties.

5.25 Limitation of Liability Except in cases of criminal negligence or willful misconduct and in the case of infringement pursuant to Conditions of Contract, the Bidder shall not be liable to LIC, whether in contract tort or otherwise, for any indirect or consequential loss of damage, loss of use, loss of production, or loss of profits or interest costs, provided that this

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exclusion shall not apply to any obligation of the Bidder to pay liquidated damages to LIC and the aggregate liability of the Bidder to LIC, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price provided that this limitation shall not apply to the cost of repairing or replacing defective equipment during the applicable warranty period.

5.26 Governing Language The Contract shall be written in English or Hindi language. Subject to condition of contract, English language version of the Contract shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the parties, shall be written in the same language. As far as numbers are concerned the same should be in Modern Arabic Numerals.

5.27 Applicable Law The Contract shall be interpreted in accordance with the laws of the Union of India.

5.28 Notices 1. Any notice given by one party to the other pursuant to this Contract shall be sent to other party in writing or by e-mail and confirmed in writing to the other Party’s address. For the purpose of all notices, the following shall be the address of LIC and Bidder: The Executive Director(IT/SD), Central Office, Life Insurance Corporation of India, ‘YOGAKSHEMA’ 6th Floor, West Wing, Jeevan Bima Marg, Mumbai 400 021. Bidder: (To be filled in at time of Contract signature) ……………………………… ……………………………… ................................................ 2. A notice shall be effective when delivered or on the notice’s effective date whichever is later.

5.29 Taxes and Duties Bidders shall be entirely responsible for all taxes including Service Tax and VAT, duties, freight, license fees, octroi, road permits, cess etc., incurred until delivery of the contracted Systems and Services to LIC.

5.30 Bidder Integrity The Bidder is responsible for and obliged to conduct all contracted activities in accordance with the contracts using state-of-the-art methods and economic principles and exercising all means available to achieve the performance specified in the contract. The Bidder should submit the Pre Contract Integrity Pact as provided in Annexure - 11.

5.31 Bidder's Obligations 1. The Bidder is obliged to work closely with LIC’s staff, act within its own authority and abide by directives issued by LIC and undertake implementation activities. 2. The Bidder is to abide by the job safety measures prevalent in India and will undertake all demands or responsibilities arising from accidents or loss of life the cause of which is the Bidder's negligence. The Bidder will pay all indemnities arising from such incidents and will not hold LIC responsible or obligated.

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3. The Bidder is responsible for managing the activities of its personnel and will hold itself responsible for any misdemeanors. The Bidder will treat as confidential all data and information about LIC, obtained in the execution of his responsibilities, in strict confidence and will not reveal such information to any other party without the prior written approval of LIC.

5.32 Insurance Obligation to maintain insurance: In connection with the provision of the Services, the Bidder must have and maintain for the Contract Period, valid and enforceable insurance policies for: public liability; either professional indemnity or errors and omissions; workers' compensation as required by law.

5.33 Site Preparation and Installation The site for carrying out the scanning of dockets will be provided by LIC. LIC will be responsible for site readiness as follows: 1. For systems to be installed at Divisional Offices, Zonal Office, Central Office and any other location as LIC deems fit, as per the Hardware configurations mentioned in this RFP, LIC will ensure that site is made available before the Systems arrive. 2. With regard to infrastructure for scanning equipments to be provided by the Bidder, please note that LIC will provide the space for scanning centre, available raw power supply, would also be allowed to be used if available on chargeable basis. However, the Bidder cannot give any excuse for lower output due to nonavailability of enough furniture, Generator, UPS Supply, Air conditioning and frequent power failure etc. In such cases the Bidder shall make his own arrangement to ensure quality and timely delivery.

5.34 Hardware Installation The Bidder is responsible for all unpacking, assemblies, wiring, installations, cabling between hardware units and connecting to power supplies. The Bidder will test all hardware operations and accomplish all adjustments necessary for successful and continuous operation of the hardware at all installation sites.

5.35 Hardware Maintenance 1. The Bidder should do preventive and breakdown maintenance activities to ensure that all Hardware execute without defect or interruption for at least 99.5% up time for 24 hours a day, 7 days of the week of operation of the machine worked on a quarterly basis. 2. If any critical component of the entire configuration is out of service for more than three days, the Bidder shall either immediately replace the defective unit or replace System at its own cost. The Bidder will respond to any complaints through a site visit by a qualified technician and commence/attend to the repair work on the equipment within 4 hours of being notified of equipment failure.

5.36 Components of the Contract 1. The Contract will be based on this RFP, the conditions of the Contract that will be executed at the time of award of contract, the Bidder(s) response to the questions in this RFP, written clarification by LIC and further response by the Bidder in writing and subsequent queries and clarifications, if any, by both the parties. 2. If any of the terms and conditions under this Contract is held invalid, illegal or unenforceable, this will not affect the validity, legality or enforceability of the other terms and conditions under this Contract.

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5.37 Non-Disclosure Clause To be executed by the Bidder on a ` 250.00 Legal Stamp Paper as per proforma given in Annexure – 5 and to be duly notarized. The Bidder (and his employees) shall not, unless LIC gives permission in writing, disclose any part or whole of this RFP document, of the Bid and/or contract, or any specification, plan, drawing, pattern, sample or information furnished by LIC (including the users), in connection therewith to any person other than a person employed by the Bidder in the performance of the Bid and/or contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance. The employees or the third party engaged by the Bidder will maintain strict confidentiality. The Bidder, his employees and agents shall not without prior written consent from LIC make any use of any document or information given by the user, except for purposes of performing the contract award. In case of breach, LIC shall take such legal action, as it may be deemed fit.

5.38 Disclaimer Subject to any law to the contrary, and to the maximum extent permitted by law, Life insurance Corporation of India including its subsidiaries and its Officers, Employees, Contractors, Agents, and Advisers disclaim all liability from any loss or damage suffered by any person acting or refraining from acting because of any information including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or misrepresentation on the part of Life Insurance Corporation of India including its subsidiaries or any of its Officers, Employees, Contractors, Agents or Advisers. 5.39 Pre Contract Integrity Pact This RFP is an offer made on the condition that the bidder will sign the Integrity Pact with LIC. Only those Bidders who have entered into Pre Contract Integrity Pact with LIC would be eligible to participate in the bidding. The “Pre Contract Integrity Pact” is provided in Annexure - 11.

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6 - Scope of Work 6.1 Executive Summary LIC has a Central Office at Mumbai with certain Offices under jurisdiction of Central Office located in other cities in India. LIC has 8 Zonal Offices on date, located at Bhopal, Chennai, Delhi, Hyderabad, Kanpur, Kolkata, Mumbai and Patna. As on date, LIC has 113 Divisional Offices under these 8 Zones, 4 SSS Units, about 30 other Operational Offices and 2048 Branch Offices spread Pan-India (including one Branch at Andaman). Some large Branches have one or more Satellite Offices as an extension. Further, LIC has Mini Offices, Customer Zones (CZee), Metro Area Service Hub (MASH), Life Plus Offices, Premium Points, etc. as Service Centres. LIC also has overseas operations in Countries such as Bahrain, United Kingdom, Fiji, Mauritius, Saudi Arabia, Nepal, Kenya, Srilanka, Singapore and Bangladesh on date. EDMS project was taken up in LIC with an intention of providing a strong image repository of all policy dockets as well as Administrative and Agency documents, which will facilitate viewing of images from anywhere with simultaneous access to more than one authorized user at different locations. As of now, the volume of Policy dockets has crossed 45 crores and apart from this, we have digitized incremental documents, Agency dockets and certain CO/ZO departmental Administrative documents also. Approval Work Flow is customized for some Administrative functionalities in LIC. There are other standalone Work Flow System like Propsino also. The Operating System is RHEL 4.4 and database is PostgreSQL7.3 on 32 bit architecture. The images are viewed in tiff format and stored in Proprietary software format. LIC is having perpetual licence for DMS Software - OmniDocs Suite of Products and OmniFlow Suite of Products. LIC has its own Core Business Application with Servers located at every Division at the respective Divisional Mini Data Centre. EDMS is integrated with Core Business Application for image view based on the requirement for the authorised Users. The images are available throughout LIC Offices in India and multiple concurrent users across locations can access a document simultaneously over intranet irrespective of the policy servicing location. The print files/endorsements generated by the Core Business System are auto archived to the corresponding digitized policy folder.

6.2 Detailed Scope of Work Based on the contents of this RFP, the Bidder shall be required to arrive at a best suitable End-to-End Solution for LIC considering effort estimation for implementation, resources and equipment requirements. The Bidder shall be responsible to provide requisite services, resources and equipments as may be required for the successful completion of the entire project at no additional cost to LIC, apart from the agreed Commercials, throughout the contract period. The Bidder is expected but not limited to carry out the following activities as a part of its scope of work. The Bidder shall provide, as part of the response to this RFP, any additional items that it deems necessary to adhere to the Scope of Work. Components / Activities The following components/activities are to be carried out by the Bidder/System Integrator and/or its partners approved by LIC and/or the OEMs approved by LIC. LIC's requirements for all these components are mentioned below. Based on these requirements, a detailed explanation of each of the components given below should be provided by the Bidder/System Integrator along with neat diagrams, wherever necessary. 1. Logistics 2. Scanning Activities and Upload

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System Architecture Network Hardware Sizing Hardware Delivery and Installation Software Software Maintenance and Support Data Migration Integration with Core Business System of LIC Integration with other Systems of LIC User and System Administration Testing Pilot run Roll-out Support Teams Complaint Management System Project Management Implementation Management Training

1. Logistics: Policy dockets and Incremental documents shall be collected from each Branch/Servicing Centre at regular intervals in Batches. Currently one batch consists of 1000 policy dockets. However, the batch may contain less than 1000 policy dockets, as per LIC's requirements. The collected records need to be transported to Divisional Scanning Centres in dedicated secured vehicles. After completing the scanning, indexing and uploading of images at the Divisional EDMS Server(s), physical records shall be transported to Record Management Facility (RMF) or any other location for storage as decided by LIC mostly within the geographical spread of the Division. The Bidder is responsible for safe transportation of the records adhering to the Turn Around Time (TAT). The Bidder shall provide a module for tracking the records and status of the operations. The Bidder is required to provide for transit insurance covering the entire period from picking up the dockets from the respective Branch /Servicing Centre till the physical records reach the final destination i.e. Record Management Facility (RMF). The movement of documents/records should happen in sturdy, safe cartons providing security from humidity, water and other factors affecting papers during the logistics. Apart from the policy dockets and Incremental documents at Branches, Administrative records at Divisional/Zonal/Central Office may be required to be collected and sent to the Scanning Centre of that office. The approximate distance between Branches and the Divisional Offices is provided for reference. The information provided in Table-9 may be used for arriving at the Logistics cost. To arrive at the Logistics Volumes, the number of Policy Dockets and Incremental Documents is provided based on the average of the past 3 years data for all the locations throughout the Country. A year-on-year increase of 10% in the volume is assumed. For Logistics of Incremental documents, 30 scanned images is considered as one docket and the Logistics cost should be calculated based on the number of dockets provided in Table-10 2. Scanning Activities and Upload: The scanning of the LIC records include but not limited to Policy and Agency Dockets as well as the Incremental documents and Administrative records of LIC offices. The policy dockets, incremental documents and Administrative records picked up by the logistics team of the Bidder shall be scanned at the designated Scanning Centre. The Bidder is responsible for pre and post scanning activities as described below: a. Inwarding of Records received from Logistics b. Prepare documents batch wise for scanning

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Scanning of records as per the approved standard(s) Quality Checking of Scanned images by Bidder Team/Scanning Service Provider Indexing of scanned images as per the approved standard Quality Check by LIC Rescanning/Re-indexing of images reported by LIC QC Team Creation of soft file and Media Cutting Upload of approved batches on designated EDMS server(s) Re-packing of scanned papers Outwarding of Records (Handing over the Batches to Logistics Partner)

The Bidder is responsible for providing a module for designated LIC officials to verify the scanned and indexed data (Quality Checking). After verification/certification from LIC QC Team, soft file containing the checked data should be prepared and the same should be uploaded at designated EDMS Server(s). The Bidder is required to bring its own hardware like scanners, PCs, skilled manpower, any other tools, furniture, equipments, accessories etc., required for setting up of Scanning Centre. Only space will be provided by LIC for Scanning Centre setup. LIC may provide the raw power supply, if available, on chargeable basis. However, the Bidder cannot give any excuse for lower output due to non-availability of any of the above. In such cases the Bidder shall make his own arrangement to ensure quality and timely delivery. Insurance for all the equipments provided by the Bidder will be at all times the Bidder's responsibility. The bidder is required to adhere to all statutory rules and regulations regarding safety and maintenance of premises occupied by the bidder. Bidder is required to follow the norms for scanning the documents as per the requirements set by LIC. Bidder needs to scan certain documents in colour, based on the business requirements of LIC. The Images shall be made available in any one or combination of formats (Tiff, JPEG, PDF, etc) as per the requirements of LIC. Based on the business requirements, some documents needs to be digitized and made available to LIC on urgent basis. The Bidder shall suggest a procedure for such requirement. The Bidder shall also suggest the best practices and norms for scanning operations as per the best standards in operation. After the scanned records (Unit to be measured in a Batch(es)) are checked and certified by LIC and uploaded on the Divisional Server, the same have to be made available on EDMS Servers at Zonal level. Though LIC desires to upload the images over network, Bidder shall propose best and alternate approaches in his project plan. The Bidder is responsible to provide data in Media like DVDs or Tapes etc., and should ensure sufficient media. The updation on Divisional server will be over network during off peak hours or it will be through media wherever network upload is not possible. At each stage of Logistics, Scanning and Upload the security of both the physical policy dockets, incremental documents and of corresponding digital images must be ensured. Necessary control procedures, access rights and audit trails must be defined and used for these operations. Administration of the Scanning Centre for Bidder staff will be the responsibility of the Bidder. Bidder needs to adhere to all the provisions/rules /acts of the Government agencies for the staff deployed by him for implementation. The Bidder needs to provide a detailed Project Management Plan in respect of Scanning, Logistics and Upload operations covering following aspects: a. Recommending and establishing best procedures for scanning operations

b. Norms for scanning, indexing, quality checking for all types of documents c. Providing details of output specification for scanned records, defining the routing of documents through scanning operations, docketing and quality control parameters d. Mechanism for providing Status report for all operational aspects

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To arrive at the Scanning Volumes, the number of Policy Dockets and Incremental Documents is provided based on the average of the past 3 years data for all the locations throughout the Country. A year-on-year increase of 10% in the volume is assumed. For Policy dockets, the number of average images is calculated considering 20 pages per docket and for Incremental documents, 6 pages per transaction. The total number of images per year for 7 years shall be the presumed scanning load and the cost should be calculated based on this volume for the bid. This estimated scanning volume is in lakhs and inclusive of Agency dockets and Administrative files pertaining to some locations only. Please refer Table-11. 3. System Architecture: The Primary System will be at the Divisional level, Disaster Recovery Site at Zonal level and an MIS and Central Index Server at Central Office. Each Division will have its own DMS, Database and Image Repository on a suitable Storage for providing robust System with two high-end Servers in Active-Active mode for high availability so that if one Server fails, the other Server will ensure that the users continue to experience seamless services. Replication of the data to the Zonal Storage will be through a replication tool. Replication tool to be provided by Bidder based on the proposed solution. This could be controller based or host based. If it is host based there should be no impact of production performance and for controller based required replication licenses to be provided. Apart from this, for Admin Workflow, the Divisional, Zonal and Central office users will be accessing the respective Admin Workflow Servers at DO/ZO/CO. However, the Branch users will be accessing the DO Server for Workflow. The vendor should also propose all peripheral components which are required to host servers at DO/ZO locations, which should include UPS capacity , floor space/rack required, cooling requirements and other data center maintenance requirements. The facility to upload images via mobile/TAB/Other Systems of LIC to EDMS image repository, flow of the images to external entities such as IRDA, RTI, Portal systems, Integration with e-FEAP, callable routines for image uploading and acceptance individually or as a batch, mailing provisions etc., is to be included in this upgradation exercise. The facility to view/search images with an app is required using normal/rendition technology is required with proper authentication and security systems. The Bidder has to provide the architecture and flow of these accepts by providing the Indian standards of exchange images, buffer exchanges, etc. Standardization of these aspects are to be specified in interacting with external systems with a provision of security systems. Every interaction should contain log/audit logs, Provisions with monitoring aspects are to be submitted as a proposal. Adherence to the industry standards with respect to ISO/CMMi Level provisions is a must. The bidder has to ensure the above works on live data and if the Primary system has a failure the DR system would need to be invoked. Time-lags is to be minimum in invoking the DR Server. The time-lines and schedule creations will be decided by LIC. Two staging Servers are proposed at the Central Office level with scalable architecture for this purpose. The pictorial representation of the EDMS Architecture Deployment is depicted below:

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4. Network: The selected Bidder will not be responsible for network upgrades, since they will be handled by LIC’s Information Technology Department. The Bidder should consider the existing network infrastructure given below for the proposed solution, which includes all other application traffic also: a. Branch Office to Divisional Office b. Divisional Office to Zonal Office c. Zonal Office to Central Office

- 2 MBPS - 4 MBPS - 8 MBPS

The existing setup is mainly leased lines with BSNL with a backup MPLS. 5. Hardware Sizing: The bidder has to provide the sizing of hardware (Server, Storage, Backup and replication) as per user and existing storage details mentioned in Table-12. Equipment, hardware or software proposed by the Bidder should not have been announced by the OEM as End of Sale/End of Life/End of Support product. Bidder also need to provide detailed calculation and basis of their sizing in their response. Please refer Table-12 for the existing data and future volume and proposed growth percentage is as mentioned in Tables 10 and 11. Keeping the above scale in mind, the processing capability of Servers at Division and Zone must be appropriately decided. The hardware architecture should use x86 architecture with latest processor series, and other components as required by solution. The Bidder shall suggest their own configuration. Indicative requirements are given below: Divisional Office:

2* 8 Cores with 128 GB RAM + 2 * 1 TB HDD + 2 FC HBA + 4 NIC + Storage for existing + Next seven years projected DB and Images

Zonal Office

:

2* 16 Cores with 256 GB RAM + 2 * 1 TB HDD + 2 FC HBA + 4 NIC + Storage for existing + Next seven years projected DB and Images

Central Office :

2* 16 Cores with 256 GB RAM + 2 * 1 TB HDD + 2 FC HBA + 4 NIC + Storage for existing + Next seven years projected DB and Images

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All associated hardware/software required for backup and connectivity (like Tape library, backup software, tapes, switch, cables etc.) as applicable will be required at each location. Bidder to standardize 3 configurations for large, medium and small Divisions. A UAT set up at CO consisting of Six Servers is also required. Further to these, any new additional Division/ Zone, if created, or if any other office as decided by LIC, should also be provided with the above configuration. Spares, consumables and support for the hardware should be available for the tenure of the Contract of seven years from the date of installation of the Hardware irrespective of whether the equipment is manufactured by the Bidder or procured from any other OEM. The entire responsibility will rest on the Bidder for servicing and proper functioning of the equipment supplied. During specified tenure, if it is found that spares/consumables or support is not available, the hardware will have to be replaced by equivalent or higher model by the Bidder at no extra cost to LIC. If the sizing provided by the Bidder does not support the desired performance levels and SLAs as mentioned in the RFP, cost for any additional hardware to meet performance standards will be recovered from the Bidder. This cost will be over and above the penalty levied for not adhering to the SLAs provided. 6. Hardware Delivery and Installation: The Bidder is responsible for all unpacking, assembling, wiring, installing, cabling between hardware units and connecting to power supplies. The Bidder shall test all hardware operations and accomplish all adjustments necessary for successful and continuous operation of the hardware at all installation sites. The Bidder is required to provide for transit insurance covering the entire shipment period of all the hardware items till the date of installation of the same at LIC's site but limited to a maximum period of 10 days from the date of delivery. 7. Software: The Bidder has to clearly mention the software required for the End-to-End Solution of the new EDMS along with the details of the licenses. The software includes Operating System, Web and Application Server, Database, DMS Software, Replication tools, Migration tools, Project Management tools, Cluster agents, any add-on features like BAM, BPM, Mobile Device Application Software etc. If the DMS Software is proposed as OmniDocs Suite of Products, then, only support charges for maintenance and customization should be mentioned. For other DMS Software, the cost should be separately provided for licence and annual support for maintenance and customization. Suitable Work Flow should be suggested by the Bidder for the business and policy servicing aspects. The entire flow chart should be provided by the Bidder. The suggested work flow should utilize the existing images as well as the images coming from internal or external resources, incorporate various signatory levels across LIC, able to incorporate data from all levels associated with the business processes. 8. Software Maintenance and Support: Software Maintenance and Support include Business requirement Study, System Requirement Specification Document, Requirement Analysis, Testing, Verification and Installation of the software and roll-out of the software at all designated locations along with version control mechanisms, in accordance with bug fixes, emergency changes and program changes initiated by LIC. The Business Requirement Study is to understand the existing and new requirements including enhancements, if any, and transform the same into desired system technical requirements which will pave a way to design the application to meet the needs of LIC.

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The business and technical requirements gathering will consist of interaction with LIC Users by way of interviews, workshops, questionnaires etc. LIC will have a team of business users, subject matter experts to provide the details on the current and the expected functionality of the desired Solution. The Business Requirement Study document should be submitted by the Bidder for approval by LIC. The detailed System Requirement Specification Document will have to be provided at the end of the requirement analysis cycle to LIC. The System Requirement Specification Document will be reviewed by LIC and any feedback as received shall be immediately incorporated in the document and shall be resubmitted for review. Upon approval, the document shall be signed off by LIC. Based on the approval, the Bidder/System Integrator should carry out the activities. The selected Bidder will be responsible for the day-to-day maintenance of the EDMS for the entire seven year period of Contract. A review will be conducted by LIC at regular intervals for analyzing Bidder's performance. The contract term includes the Warranty from the date of contract and further AMC/ATS, covering the following: a. All product upgrades, modifications, enhancements that have to be provided to LIC. b. Upgrades would include product releases made by the Bidder to incorporate technological changes, consolidating all bug fixes and enhancement requests made by LIC. c. Ensuring integration with other LIC platforms. d. Modifications would include minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the System. e. Enhancements would include changes in the software due to Statutory and Regulatory changes and changes required due to changes in industry and other Insurance practices in India. It will also include all the functionalities as per requirement of LIC from time to time. f.

Enhancement / Changes to the System will go through all phases of testing by the Bidder. The test results must be documented and provided to LIC for approval before a decision is made to release the same. All relevant system documentation should be updated and provided to LIC at the conclusion of any system changes.

g. Installing/Commissioning the Hardware/Software at the designated locations/changed designated location at no additional cost or fees or expenses to LIC whenever required. Installing/commissioning the upgrades/ new versions /new releases of software at the designated locations/changed designated location at no additional cost or fees or expenses to LIC. h. Perform System administration and User administration tasks such as managing the user access, creating and managing users, taking backups etc. i.

Performance tuning of the EDMS to ensure adherence to SLAs and performance requirements as indicated in this RFP.

j.

Unscheduled requirements, corrective and remedial maintenance and support services.

k. The Bidder shall use its best efforts in remedying any program error. All Program Errors shall be reported in accordance with the procedure prescribed in respect thereof and shall be accompanied by sufficient information including the input data that generated the program error so as to enable the Bidder to reproduce and verify the reported program error. On receipt of request together with all such information and data the Bidder shall use all-out efforts, consistent with the severity of the program error, to remedy such program error which is within the purview of the system logic, that it has been able to reproduce and

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verify. Such remedies may include providing instructions to LIC to cure the program error or delivering updates at no additional cost. The Bid warrants that any or all program errors that are reported will be remedied. l.

In the event, the Bidder determines that the error reported/ problem notified in the support request is not a Program Error, it shall advise LIC whether it can correct or assist in resolving such error/problem on a best effort basis.

9. Data Migration Data migration is primarily concerned with the transfer of image data and database data from the Existing System to the Proposed System. Currently both image data and database data are available on Divisional EDMS Servers. Also, the Work Flow System which is currently running over customized DMS Software should be migrated to the new EDMS. The other standalone Work Flow System should also be migrated and merged with the new EDMS. The cropping of the signature part from the existing signature page document to be stored as a blob, in order to provide to Core Business System at a later date should also be a part of migration.

a. The latest version of DMS Software should be incorporated replacing but not affecting the existing System which is stable across the Country. Further, already customized features need to be made available with any new product Upgrades whenever released by the OEM, considering the security aspects.

b. The Bid needs to contain a proposed data migration strategy including usage of import/export tools and implementation plan, taking into account LIC's priorities.

c. The Bidder will be responsible for formulating the Data Migration Strategy and process documents which will have to be reviewed and signed off by LIC prior to commencement of the data migration exercise.

d. The Bidder should provide a reconciliation tool to facilitate the migration process. In the event of any gaps in the field mapping reports, the same would be discussed with LIC and the agreed solution would be documented by the Bidder and signed-off from LIC. The Bidder shall ensure that workarounds or default values, moved to the production database as a result of gaps in the field mapping, are duly taken care of after successful migration to the new system and that LIC is informed of the same in writing.

e. It will be the responsibility of the Bidder to ensure complete data cleansing and validation for all data migrated from the legacy systems to the upgraded System. The Bidder shall use scripts to check the data quality, validation results and share the results of the same with LIC for review and assessment of quality of data migration carried out. The Bidder must also highlight any gaps in the data. LIC may then capture and provide these data.

f. The Bidder shall ensure that sufficient training is imparted to the data migration team of LIC with regards to the new data structure during System upgradation for aspects like field mapping requirements, field validations, default values and gaps in field mapping reports.

g. The Bidder shall perform sample data migration tests to validate the migrated data. h. The Bidder has to carry out the migration activity minimum of one Division per Zone as a Pilot run. The issues faced should be recorded and the solution for the same should become part of the Migration Plan.

i.

After successful migration of data pertaining to one Division, the same should be replicated in the respective Zonal Server so that simultaneously the migration of the Divisional data and updation of the Zonal Server is completed.

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The Bidder will be responsible for assisting LIC in conducting the acceptance testing and in verifying the completeness and accuracy of the data migrated.

k. LIC may, at its will, verify the test results provided by the Bidder. l.

The Bidder will be responsible to develop control reports for verification of the data both before and after migration.

m. The migration activity should ensure Business Continuity. During migration, parallel run with the existing and new Systems should be operational.

n. The Bidder should provide a migration fallback Policy/Plan for the worst case scenario which is a totally failed migration.

o. The Bidder is responsible to provide any ancillary hardware required for migration activity. p. The proposed migration activity should be planned with zero downtime considering the activity hours on business days.

q. In order to optimize business process LIC may decide to add/remove/modify/relocate existing images before loading into new architecture. Bidders proposal should consider this optimization exercise.

r. Validation checks such as number, parity checks if any, consistency of the image transmission, if change of image format is suggested by the bidder, the image consistency checks, bulk processing of images transfer, control on images and scripts migration and its reports are to be provided for a sample Division as a pilot and as a whole in PAN India migration.

s. As migration is specified in a phased manner (i.e. some divisons are as pilot and rest of them as batch wise), transmission of old format to new format provisions are to be taken care.

t. Purification of the image records, Data transmission errors are to be generated and given to LIC. After purification and certification, the data is to be migrated. An Indication is to be passed to LIC data such that the record migration is an error. Reconciliation of such cases are to be provided by the bidder. Inconsistency between data and image provisions are to be taken care before proceeding for migration. Certificate for migration is to be obtained from LIC after migration. 10. Integration with Core Business System of LIC: The Core Business Application of LIC is e-FEAP System. Currently, e-FEAP is connected with EDMS through connectors. Tight integration along with reconciliation of transactions between these two Systems is strongly required. The Bidder shall suggest suitable approaches for tight coupling of these two Systems, considering no loss of any data. 11. Integration with other Systems of LIC: To integrate with other LIC Systems such as Portal, Data Warehouse, Mail Servers, Propsino Pearl, etc., the Bidder shall suggest a Road Map, considering security aspects. Propsino is a standalone underwriting Work Flow System and this should also be merged with the existing DMS. 12. User and System Administration The selected Bidder must ensure the security aspects related to the proposed EDMS and the data throughout the contract period. The outcome of this task must include, but not limited to, the following information on:

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a. Granting or restricting access to all the application and data to the Users as decided by LIC from time to time. b. Managing user creation, assignment of new User ID (User Identification/password/Salary Roll Number, individual role assignments and privileges, and activity monitoring). c. Compliance, including the approach to maintaining compliance with law, standards, best practices and LIC’s enterprise security requirements. d. Secure Sockets Layer (SSL) for providing communications security over the internet. e. Types of events that require logging and monitoring in response to specific situations: •

Successful and unsuccessful log on and log offs.



Successful and unsuccessful attempts to access folders/files.



Log information on read, modify operations.



Configuration changes made.



Unsuccessful usage of user identification or authentication mechanisms.



Administrator logons, changes to the administrator group, and account lockouts.



Actions following log storage failure or exceeding threshold levels.



Modifications to user groups within a role.



Access denials resulting from excessive numbers of log on attempts.



Blocking or blacklisting of user ID, terminal, or access port.



Rejections of new sessions based on limits to number of concurrent sessions.



Installation of any other software which is not approved by LIC.



Defining an image transmission policy to external sources and for accepting images from external resources.



Define the acceptance policy and logs creation for audit and adhering to industry standards. (Bidder has to share the information on industry standards and provisions)

13. Testing The Bidder should provide a suitable testing strategy and the plan for testing at various levels such as approach for creating the test environments, System Integration Testing, User Acceptance Testing, System Regression Testing, Load testing, Training with regards to testing for LIC users. Documentation is to be submitted to LIC along with test scripts and along with system process flow documents, very light web pages and screen shots etc. LIC will provide only the testing tools for the activity. All responsibility of set up, test cases, scenarios and using the tools to conduct the testing will be responsibility of the Bidder. 14. Pilot run a. The Bidder has to implement the upgraded EDMS system in the location(s) identified by LIC on pilot basis. Bidder will be responsible for installing the applications with all the customizations. The Bidder will set all the parameters in the application as accepted in the test environment. The Bidder shall be responsible for

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accuracy of the parameters set according to the business needs of LIC. The sequence for the pilot will be decided during the course of the implementation of the upgraded EDMS. b. The Bidder will be responsible to migrate the image data and database data as explained in “Data migration” section. c. The Bidder will be responsible for ensuring that all the client software is installed at the appropriate servers for going live. d. The pilot implementation phase will be deemed complete once the Bidder has obtained a sign-off for implementation at all the pilot locations. The identified Divisions for pilot will need to run successfully for a period of at least one week before giving signoff for the pilot implementation. e. In the event of any deviation/discrepancies/errors observed at the pilot, the sign off will only be given by the Division once the deviation/discrepancies/errors reported by the respective Division have been successfully rectified by the Bidder. f.

The Bidder shall depute relevant personnel to attend and resolve all the issues observed during pilot run immediately.

g. During the entire pilot implementation the Bidder should provide minimum of 2 dedicated skilled onsite resources who are having similar experience of migration on a full time basis including an onsite project manager as part of their team. 15. Roll-Out The Bidder needs to roll-out the upgraded EDMS (Hardware as well as Software) as specified in the RFP across LIC. Any new Office opened by LIC would also be considered for roll-out as and when intimated by LIC. The Bidder has to submit a detailed roll-out plan incorporating all learning observed during the pilot within reasonable timelines. The Bidder is expected to factor in all effort required to adhere to these timelines. LIC will not accept any plea by the Bidder at a later date for deviating from these timelines on the pretext that the same was not explicitly mentioned in the RFP. LIC reserves the right to alter the delivery schedule and quantities based on the implementation plan. This will be communicated formally to the Bidder, if a need arises. LIC, at its discretion, may decide to accelerate the implementation and the Bidder would need to meet the requirements. The Bidder is required to adhere to the timelines specified for all the activities strictly unless communicated by LIC otherwise, such as "Site not ready", etc. 16. Support Teams The Bidder is required to describe the proposed project support team structure identifying all project individuals including Project Director, Project Manager, Senior Support Engineers, Support Engineers, Onsite Development team, Offsite Engineers, System Administrators and others as mentioned in Section 4.3. The Onsite Development team will constitute the Development team of DMS Software as well as support team members from the Operating System, Database etc. Any other professional required for this activity shall be suggested by the Bidder. 17. Complaint Management System The Bidder is required to provide one integrated Complaint Management System portal for EDMS Support on 24*7 basis. This Complaint Management System shall be the Single Point of Contact (SPOC) for reporting the issues related with EDMS. This Complaint Management System will be the central collection point for contact and control of the problem, change and service management processes. This includes both incident

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management and service request management. The Complaint Management System related to Hardware, Software, Migration, Operational issues, etc. should be made available before the new System is launched at any location. The Bidder will have to service, track and route requests for service and to assist end users for resolving problems related to the EDMS system and covering basic functionality, hardware, DC, DR, etc., at all the offices. Based on the severity level of the reported issue, the Bidder shall depute a representative/support personnel/Engineer who will provide onsite support. All incidents that occur as part of ongoing operations must be addressed and resolved within a reasonable time frame as per the SLAs described in this RFP. To provide Complaint Management System Support for users in case of difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental, prompt receipt, analysis and reporting of deficiencies in the operation of the software and supply of information and advice on such deficiencies. The Bidder has to provide the resolution/service as per the defined service levels. The Bidder has to make sure that the methodology proposed for addressing and resolving problems is aligned to the required and defined service levels. Software support will be for critical code level changes or application failure related issues. This support is required for all components that are expected to be provided by the Bidder as part of this RFP. The Bidder should staff persons in support who are conversant with the solutions deployed and are capable of resolving routine problems and queries through the service desk application. a. DMS Software Support: A centralized team at the mutually discussed location for effectively leveraging the LIC EDMS system will be deployed. b. Other Software Support: To provide support for other Software Support like Linux Installation, bug fixing, upgradation of OS, issues in web and application layer and other services. 18. Project Management: The Project Management Plan should describe how project objectives shall be met and provides a road map for executing the project to meet the requirements of LIC. The Bidder is required to provide effective project upgradation strategy considering the existing EDMS components and design the time bound management plan for successful implementation. The Bidder is required to have an effective Project Management System with progress monitoring tools. The Bidder needs to work closely with LIC. The Bidder shall update and maintain the Project Plan throughout the duration of the project period. For any changes, LIC will review and approve the proposed changes. A review will be conducted by LIC at intervals mutually decided for analyzing Bidder's performance vis-à-vis project deliverables and timelines. The Bidder’s plans for the execution of the project must contain, but not limited to, the following: a. Project Work Plan: This plan documents the project vision and goals, items that are in-scope and out-ofscope and their prioritization, dependencies between the scope items, and risks associated with the inclusion and removal of items from scope. Mutually agreed upon timelines for all activities should be clearly defined. The plan also defines the process used to modify project scope. b. Migration Plan: This plan should detail the steps involved in migration with timelines and the tools to be used for migration. The Bidder should provide the required infrastructure. c. Post Project Migration Plan: The Bidder will be responsible for migration of the System to the new System then proposed at the end of the Contract period of 7 years. A declaration to this effect should be provided by the Bidder. d. Resource Allocation Plan: The Bidder is responsible for providing requisite manpower for the different project activities. The Bidder has to ensure that the manpower resources provided are fully aware of the

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jobs to be handled, knowledge about the processes, the different stages available and should be trained before being allotted to the project. e. Communication Hierarchy and Performance Report: The plan must specify the various levels of hierarchy for information sharing and reporting the project status, accomplishments, issues, challenges etc. at predecided intervals at all levels i.e. DO/ZO/CO through web interfaces and Monitoring systems maintained centrally (Central MIS Server). f.

Roll-out Plan: Roll-out Plan details the various releases by way of Hotfixes, patches and upgrades of the Software throughout the tenure of the Project.

g. Implementation Plan: The Bidder must implement all application functionalities and must satisfy functional and technical requirements specified in this document. All functions must work correctly and efficiently according to the approved Implementation Plan. h. Training Plan: Training Plan is required to provide essential information on the training and the frequency of training. i.

Sign-off Plan: Sign-off Plan gives details of the successful delivery of the assigned activities in a prescribed format approved by LIC. Acceptance Certificates (for Logistic, Scanning & DO Upload) should be system generated without any manual intervention.

19. Implementation Management The Bidder should create the Implementation Plan, detailing how the objectives of the plan will be achieved. At a minimum, the plan must include: a. Description of the activities needed immediately prior to implementation such as identification of the number, type, skill level, roles of the personnel needed and a definition of the issue management process b. Description of the implementation activities, including description of each task and schedule, timelines and dependencies such as completion of knowledge transfer c. Inventory of all hardware and software necessary for the application to support the design, development, testing, training, staging and production environments d. Inventory of all hardware and software necessary for efficient ongoing operation and maintenance of the application e. Disaster recovery provisions to include hardware and software necessary assuming all of the functions of the production environment f.

Checklist of all items that must be verified prior to onset of production operations

g. Checklists of work to be performed and/or outputs to be produced on the first day and at the end of the first week, month, quarter, and year of operation h. Outstanding issues and mitigation plan for the same i.

Roll back plan to include in detail what will be done if the implementation does not succeed. This plan must include risks (decision points and triggers), identification of individual decision makers and recovery actions to be taken.

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The Bidder is responsible for setting up of Systems essential at the locations specified by LIC, for Development, System Integration, Software Testing, Production Setup and Disaster Recovery Site including continuous monitoring of these activities during the entire tenure of the Contract.

20. Training The selected Bidder shall be responsible for training LIC employees (as identified by LIC) in the areas of implementation, operations, management, error handling, etc. The bidder will be responsible for Training of LIC’s in-house technical teams on all the aspects of solution, development and support functions and providing System / User Manuals. The training needs to be imparted once in a year.

6.3 Continuity of Operations The selected Bidder must provide a methodology for resumption of applications, data, hardware, communications (such as networking) and other IT infrastructure related to the EDMS application in the event of a disaster. The methodology must also address activities for the prevention and detection of such an event and the regular testing of the controls and strategies to ensure the protection of data. The Bidder must develop a Business Continuity and Disaster Recovery Plan that provides for adequate backup and recovery for all EDMS operations, both manual and automated, including all functions required to meet the backup and recovery. In the Disaster Recovery Plan, the Bidder must identify every resource that requires backup and the extent up to which backup is required. In addition, the Bidder must identify the software and data backup requirements. a. The plan must include at a minimum the following: •

Recovery procedures from all events ranging from a minor malfunction to a major disaster



Checkpoint / restart capabilities



Retention and storage of backup files and software



Hardware backup for the main processor



Application and operating system software libraries, including related documentation



Identification of the core business processes involved in the EDMS application



Documentation of contingency plans



Definition of triggers for activating contingency plans



Plan for replacement of hardware and software

b. An indicative list of activities to be performed by the selected Bidder is mentioned below: •

Designing and implementing adequate data backup, business continuity and restoration procedures for the application data (including but not limited to the database, attachments and all other data elements created in and generated by the application and users)



Ensuring that there is no single point of failure and adequate level of redundancy is built in to meet the uptime and other requirements of this RFP.

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Ensuring data backup till the last transaction occurring in the application to ensure enhanced service levels, the frequency of updation cycle period should be clearly mentioned.



Any storage space / media required to maintain backups and other requirements of this RFP should be provisioned for by the selected Bidder in his Bid.



Designing and implementing data synchronization procedures for the DR Site. Periodic testing may be done to ensure that all replication and data synchronization procedures are in place all the time. Replication between EDMS Server Site and EDMS DR Site as well as change-over during disaster should be automatic and real-time for minimal impact on user experience.

6.4 Data Backup and Archival The Bidder is expected to propose an approach to Data Backup and Archiving designed to support multiple layers of data backup protection using a combination of both disk based and tape based technologies to meet the proposed system backup and recovery requirements. At any given point in time, all the data must be maintained in the Data Archival Solution for business continuity requirements. Users must be allowed to query historic data. Archival policy should ensure that there is no loss of data. It must be possible to restore the archived data for specific queries by the users in less than 2 minutes. The purging of records should be a continuous activity based on LIC's discretion. The purged records for lapsed policy records should be archived in a separate Server/Folder and should be available as and when required. The retrieval methodology should be available to retrieve a single record also if required. The Bidder shall provide the benchmark for backup strategy considering the components like architecture, network, size of data, volume of data etc. as mentioned in the RFP. The downtime for data backup should be minimal preferably zero time without affecting the regular business activities.

6.5 Performance Benchmarking The Bidder will have to perform the benchmark exercises for the purpose of this project, incorporating the proposed technology architecture for the EDMS application and proposed hardware. Benchmark needs to be validated and reported by reputed independent third party who has the experience of reporting performance benchmark specific to the Core Insurance application designed by the Bidder with due concurrence of LIC. The Bidder will have to perform a product benchmark at the benchmarking centre as identified by the Bidder in the presence of LIC and its appointed representatives. The objective of this exercise is to demonstrate that the proposed hardware meets the sizing requirements and provides the required service levels in terms of number of the necessary transactions per second (TPS), image upload, image retrieval, movement of image through LIC's network, user concurrency, Business Volumes and Growth Projections, along with the necessary number of concurrent transactions, total number of transactions during a single day's business hours, time taken for End of Day, batch processing and meet the required response time as expected by LIC. The benchmark must include at a minimum the following: a. Identification of any automated tools that will be used in performance and stress testing b. Performance testing will check for the availability and capability of system resources including items such as Central Processing Unit (CPU), memory, network, etc.

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c. Bidder will measure response times, transaction rates, and other time-sensitive requirements d. Volume testing to verify that the application performs correctly and is usable with production volumes of data e. Stress testing to verify the applications behavior under conditions that overload its resources f.

Load testing to verify whether it can handle the load and the processes involved

g. The results of this test must be provided for validation and verification of the tests performed and the Bidder will be the responsible for the following: •

Performance, Volume and Stress testing strategy and planning



Tool selection



Script generation



Performance, Volume and Stress test execution



As part of test execution the Bidder needs to capture the following parameters o

Response times with different loads

o

Throughput

o

Application server monitoring

o

Data base monitoring

o

Test data preparation

o

Analysis & Report

o

Infrastructure like network and bandwidth utilization

o

The benchmarking exercise should be successfully completed prior to go – live of the first pilot Division and immediately after UAT

Any costs for performing the benchmark such as travel, stay, etc. would be borne by the Bidder only. The Bidder shall ensure that the Solution provided and sized by the Bidder is capable of meeting LIC’s current and year-on-year transaction and business volumes. Empirical evidence of the appropriateness of the server sizing by means of comparison with independently assessed benchmarked data on a similar environment as proposed to LIC will be mandatory. The Bidder has to provide all necessary support to LIC to prove that the Solution sizing is appropriate.

6.6 Project Documentation The bidder shall create and maintain all project documents that shall be passed on to LIC as deliverables as per the agreed project timelines. The documents created by the Bidder will be reviewed and approved by LIC. The following documentation, shall be prepared by the Bidder and included in the System Maintenance and Support Plan provided to LIC:

1.

The Technical Documentation including detailed instruction for operation and maintenance is to be delivered with every unit of the equipment supplied. The language of the documentation shall be English.

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2.

Such manuals will include illustrated catalogues, reference manuals, technical manuals and operation manuals for the purpose of operating the Solution.

3.

Complete documentation of the Solution must include the following: a. Hardware manuals b. Operating System/s manuals c. Utilities and general software reference manuals d. Manuals for every software package including Third Party software e. On-line tutorials and Help documentation •

Development of a system support structure and organization, including estimates of manpower requirements to support operation and maintenance of the system



System Installation and Administration Manual



Completed Customized Code for all release version during the contract period



System troubleshooting and system tuning procedures



System administration procedures, such as file management and code management



Operating Procedures Manual: Includes Diagnostic procedures, backup and restore procedures, batch and online processing procedures, monitoring procedures and disaster recover procedures



Maintenance Manual: Information to aid in analyzing and debugging the software, apart from information already available in other delivered documentation



Updated system architecture diagrams and inventory (systems, servers, etc.) that clearly identify what is in production use



Solution Database Schema



Complete Data Dictionary



Any level/version changes, addendums, explanation and/or clarifications or corrections in the above mentioned documentation, made during the tenure of the Contract, shall be supplied by the Bidder free of cost, as and when such changes are generally made available.



The sets of documents and manuals, supplied and delivered by the Bidder, shall be in reasonable detail, and be current at the time of delivery, be in English language, include System Operations, Operating System and the Third Party Software products, include error recovery instructions, include Hardware and Software debuggers/diagnostics/listing, include ready reference, and include illustrated parts and catalogues.

The bidder shall share a list of deliverables that they shall submit based on the methodology they propose. The bidder shall prepare the formats/templates for each of the deliverables upfront based upon industry standards and the same will be approved by LIC prior to its use for deliverables. All project documents are to be kept up-to-date during the course of the project. The bidder shall maintain a log of the internal review of all the deliverables submitted. Soft copy of logs shall be submitted to LIC on regular basis. Selected bidder is required to use standard project management tools such as precedence diagrams, critical path charts, etc. to create and manage implementation plan and schedule.

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6.7 Acceptance Criteria and Sign-off Framework The sign-off will be given by LIC at various locations, when all the deliverables as mentioned in this RFP for that locations, are delivered in good condition, installed, commissioned, data migrated, tested, implemented and accepted along with the associated certification, documentation and training provided to LIC’s employees in compliance with the terms of this RFP and as per the requirements of the contract executed between LIC and the Bidder and the acceptance criteria defined in this document is fully met. All Bidder deliverables will be subject to review by LIC prior to final approval, acceptance, and payment. LIC will accept or reject the deliverables in writing. In the event of the rejection of any deliverable, the Bidder shall be notified in writing giving the specific reason(s) for rejection. The Bidder shall have five (5) working days to correct the rejected deliverable and return it to LIC. All the deliverables must be tracked and notified to LIC.

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7 - Project Timelines 7.1 Products LIC expects to implement the Upgraded EDMS System across all Offices, within 6 months of signing of the Contract. Data migration, testing and pilot should be planned accordingly considering the customized DMS on latest version without disturbing the existing stable features in use. Functional features which are already available in the existing EDMS is provided under Section 2.3.

S. No.

Project Activity

Deliverables To understand th e software/application and expected application code changes and plan for migration activity Based on inputs, submission of BRS and SRS UAT environment readiness for testin g purpose Supply of Hardware to pilot destination (Simultaneous with discussion)

Timelines (from Signing of Contract)

1

Discussion with LIC for understanding the Software/Application (Kick off meeting)

2

Preparation of BRS / SRS

3

Creation of UAT environment at Central level

4

Hardware Order placement

5

Intimation / Instructions to Pilot Divisions about the basic amenities to be provided for setting up of the Scanning Cen tre

To make the Scanning Cen tre ready for scanning at Pilot Divisions

10 days

6

Software Customization

Customised software / migration tool for UAT

15 days

7

To make the Divisions ready for Pilot run

8

UAT for migration and DMS solution

9

Fixing the bugs / errors observed during UAT

10

Final UAT for software / migration

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Supply and installation of Hardware, Software and other eq uipments (Scanners / PCs) and providing Services (Project Management services, Logistics Services, Scanning, Integration Services, and Support Services including Data Base Management, Backup Services) for all the Pilot Divisions (Simultaneous activity) To test the image data and database data migration, testing of proposed solution To make the customised DMS solution read y for LIC To approve / accept th e DMS software / migration tool

Life Insurance Corporation of India

5 days

10 days 3 days 5 days

12 days

15 days 10 days 7 days

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11

Supply and installation of customised software / migration tool to the Pilot Divisions

12

Data Migration

13

Batch preparation and scanning with selected DMS solution

14

Sign-off for Pilot activity

15

Release order for other Offices

16

Data Migration

17

User training

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Customised software / migration tool for Pilot roll-out (Simultaneous activity) Data available with selected database compatible with adopted DMS solution for Pilot Divisions (Simultaneous activity) Scanning and upload test for Pilot Divisions on live data Successful migration and DMS software acceptance from LIC Pilot Divisions Supply and installation of Hardware, Software and other eq uipments (Scanners / PCs) and providing Services (Project Management services, Logistics Services, Scanning, Integration Services, and Support Services including Data Base Management, Backup Services) for all the Divisions as per approved schedule Data available with selected database compatible with adopted DMS solution for all other Divisions (Parallel activity) Training

5 days

5 days

2 days 5 days

21 days

15 days 5 days

7.2 Applications / Modules The product migration should ensure all the modules and applications are migrated to the latest version of the software and available as is with respect to the user. The System Integrator should ensure sufficient number of Technical Personnel to be deployed, to achieve this within prescribed timelines. The required applications / modules will have to be made available at all the locations provided below: Office

No. of locations

Central Office (including MDC)

1

Zonal Office (including ZTCs)

8

Divisional Office

113

Total number of locations

122

LIC may decide to have additional implementation at Divisions or Zones. Details for the same would be shared with the Bidder and implementation modalities will be arrived at with mutual consent. Any new Office formed during the period of contract, should also be taken care by the Bidder, as and when it is formed. Scanning Centres setup need to be established with scanners along with the support team and Logistics arrangements should be made available at each and every location as specified in this RFP.

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8 - Service Level Agreement (SLA) 8.1 Service level definitions This Schedule describes the service levels that have been established for the Services offered by the Bidder to LIC. The Bidder shall monitor and maintain the stated service levels to provide quality customer service to LIC’s customers. Necessary monitoring tools at centralized level will be required. The Service level Agreement for Operational issues will be finalized with the successful Bidder at the time of signing of Contract, based on the Service Delivery Models proposed by the Bidder. The operations include logistics, scanning and upload with all related activities. The timelines and penalties will be finalized basing on the time schedules for logistics and other activities agreed upon before signing the contract.

Severity Level

I. Critical

II. Key

III. Significant

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Situation Details

Complete loss of a business process where work cannot reasonably continue. Any problem due to which the entire system is inoperable affecting 100 or more users.

Multiple Divisions pertaining to one Zone or multiple Zones are experiencing a similar problem. Any problem due to which the system is not entirely down, but some major functionality is, and no workaround for it is available and which affects 10 to 99 users. Individual unable to use non-mission critical application(s). LIC can work with minimal impact to their productivity. Any incident due to which some major functionality is down, but for which an acceptable workaround has been provided affecting 1 to 9 users.

Hardware Calls (HW)

Server completely down due to critical components like Hard disk, Motherboard and SMPS of Servers Server Booting issue Storage failure

Utilized space exceeding 85% resulting in nonwriting of the transactions

Linux Calls (OS) Server completely down due to Operating System issues File systems corruption Logical Volume Mirroring (LVM) broken and remirroring process is running

System is running in single user mode due to some issues in the Operating System

Application Calls (App.) Missing / corrupted Control Files that enable application performance

Business hours - Within 2 hours

Database issue / corruption Image data partition not accessible

Non-business hours - Within 4 hours

Database Crash, Application Crash

Business hours - Within 6 hours

Application slowness Re-indexing issue Invalid File Format Error

Inability to view the images due to Invalid File Format Error Re-building process after replacing the Storage / Server Utilized space exceeding 75%

Backup script is not running due to Operating System related issues

Life Insurance Corporation of India

Expected Resolution

Policy Images mismatch / merging issue

Non-business hours - Within 10 hours

Business hours - Within 12 hours

Non-business hours - Within 24 hours

Issue in image upload Issues requiring Customization of the Software

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Failure of Non-critical components like Keyboard, Mouse, Tape drive, Batteries of the Server, Storage Batteries, Monitor, LTO Tapes etc.

Minimal organizational or business impact. Individual request or problem that does not impact business / operations. The situation has impaired operations, however user can continue to work on the system.

IV. Minor

Linux configuration related issues, user creation, password change etc.

Business hours - Within 48 hours Replication issues System slowness

Non-business hours - Within 72 hours

Issues due to poor environment and infrastructure at Server room

8.2 Service Level for the restoration of Systems S.No.

Restoration Time (In hours)

Service Measure

% of penalty of the System

1

Support for Critical Level

Business hours Non-business hours

2 4

0 2 4

0.25 >2&<3 >4&<8

0.5 >3&<4 > 8 & < 12

1 per hour >4 > 12

2

Support for Key Level

Business hours Non-business hours

6 10

6 10

>6&<7 > 10 & < 12

>7&<8 > 12 & < 24

>8 > 24

3

Support for Significant Level

Business hours Non-business hours

12 24

12 24

> 12 & < 24 > 24 & < 72

> 24 & < 48 > 72 & < 96

> 48 > 96

4

Support for Minor Level

Business hours Non-business hours

48 72

48 72

> 48 & < 72 > 72 & < 96

> 72 & < 96 > 96 & < 120

> 96 > 120

The overall penalty cap is applicable at Central level.

8.3 Escalation Hierarchy and Matrix The escalation hierarchy for LIC will be jointly decided by LIC and the Bidder, once the Bidder is on boarded. The indicative escalation hierarchy for the Bidder is illustrated below in the table. The Bidder will propose the exact escalation hierarchy once it is on board. a. Escalation Hierarchy: Incident to be reported within (if unresolved) 2 hours 4 hours 6 hours

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b. Escalation Matrix: Elapsed Time

Critical

Key

Significant

Minor

2 hours

Support Engineer

4 hours

AO (IT) / Senior Support Engineer

Support Engineer

6 hours

Manager (IT) / Project Manager

AO (IT) / Senior Support Engineer

Support Engineer

8 hours

Secretary (IT) / Project Director

Manager (IT) / Project Manager

AO (IT) / Senior Support Engineer

Support Engineer

10 hours

Regional Manager (IT) / Delivery Head

Secretary (IT) / Project Director

Manager (IT) / Project Manager

AO (IT) / Senior Support Engineer

12 hours

Chief (IT/SD) / Country Manager

Regional Manager (IT) / Delivery Head

Secretary (IT) / Project Director

Manager (IT) / Project Manager

18 hours

ED (IT/SD) / Region Head

Chief (IT/SD) / Country Manager

Regional Manager (IT) / Delivery Head

Secretary (IT) / Project Director

ED (IT/SD) / Region Head

Chief (IT/SD) / Country Manager

Regional Manager (IT) / Delivery Head

ED (IT/SD) / Region Head

Chief (IT/SD) / Country Manager

24 hours 48 hours 96 hours

ED (IT/SD) / Region Head

8.4 System Availability System availability is defined as: ((Scheduled operation time – System downtime)/ (Scheduled operation time)) * 100 Where: a. “Scheduled operation time” means the scheduled operating hours of the System. All planned downtime on the System would be deducted from the total operation time to give the scheduled operation time. b. “System downtime” subject to the SLA, means accumulated time during which the System is totally inoperable due to in-scope system or infrastructure failure and measured from the time Company and/or its customers log a call with the Bidder Complaint Management System of the failure or the failure is known to the Bidder from the availability measurement tools to the time when the System is returned to proper operation. c. The business hours are 10.00 am to 6 pm on any calendar day the EDMS location is operational. The Bidder however recognizes the fact that the location will require to work beyond the business hours on need basis, specifically during fortnightly-ends, month-ends and year-ends. d. Response may be offsite or onsite. In case the issue cannot be resolved offsite, the Bidder will need to provide onsite assistance within response resolution window.

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e. Service Levels should be complied with irrespective of the changes/customizations that the application would undergo during the tenure of the Contract. f. Typical Resolution time will be applicable if application is not available to LIC users and customers and there is a denial of service

8.5 Availability measurements and Performance parameters Availability Report will be provided on monthly basis and a review shall be conducted based on this report. A monthly report shall be provided to LIC at the end of every month containing the summary of all incidents reported and associated Bidder performance measurement for that period. All Availability Measurements will be on a monthly basis for the purpose of Service Level reporting. Audits will normally be done on monthly/quarterly basis or as required by LIC and will be performed by LIC or LIC appointed third party agencies. 1. Availability Measurements: Type of Infrastructure Business Application

Measurement Availability of Application supporting functions

Minimum Service Level during Business hours

Minimum Service Level during Non- business hours

99.5%

95.00%

and

The mechanism for monitoring the SLA would need to be proposed by the Bidder and agreed by LIC. Performance Measurements: Performance measurements will be done on monthly basis or as required by LIC. Bidder representative will assist LIC in performing Performance Measurements. (All logs are to be as per LIC's requirements). Type of Infrastructure Day–end, month–end, year–end (Peak time) Day–end, month–end, year–end (Peak time) System Response Time Concurrent Users

Measurement

Minimum Service Level

During the peak time, the hardware utilization (CPU and memory) should not exceed 90%

99.5%

Periodic audits based on the logs

AMC

During these periods all offices / units operations should be available and there should be no performance degradation at that time

99.5%

Periodic audits based on the logs

AMC

99%

Periodic audits based on the logs

AMC

99%

Periodic audits based on the logs

AMC

99.5%

Periodic audits based on the logs

AMC

98%

Periodic audits based on the logs

AMC

Response time for images should be < 3 seconds Should support concurrent users defined in the RFP Business operations to resume from Disaster Recovery Site within 30 minutes of the Data Centre failing.

Disaster Recovery Site Availability The RPO required is 15 min and RTO required is 2 hours. Each planned down-time for application, database and operating system servicing, Down time for delivery channels and interface servicing servicing (HotFixes, Upgrades, Bug fixing, Patch uploads, Regular maintenance etc.) will not be more than 4 hours. This activity will not be carried

Confidential

Life Insurance Corporation of India

Measurement Tool Cost Reference

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RFP for Upgradation of EDMS Type of Infrastructure

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Measurement

Minimum Service Level

out during business hours. However, the above mentioned activities which require more than 4 hours or required to be carried out during Business hours will be Down time for scheduled in consultation with LIC. In case the servicing downtime exceeds the planned hours the additional time taken for servicing will be considered for infrastructure or System downtime. System Number of security breaches: 0 security Security breach Time window for backup should be zero time System Backup with zero data loss Report Response times for all report previews should Preview be < 60 seconds

98%

100% 99% 100%

Measurement Tool Cost Reference

Periodic audits based on the logs

Periodic audits based on the logs Periodic audits based on the logs Periodic audits based on the logs

AMC

AMC AMC AMC

8.6 Application Implementation The SLA for Application Implementation (timely delivery of each milestone in the project plan, reporting and resolution of bugs during testing phase) is to be mutually agreed between the Bidder and LIC, based on the Project Plan. Service Level Description

Measurement

Minimum Measurement Service Level Tools

Gap / Bugs / Defects resolution

All gaps observed in the functional specifications, current system study, business process re-engineering, parameterization, testing and Launch implementation shall be resolved within defined and mutually agreed time frames. Gap / Bugs / The Bidder shall ensure that all bugs Defects reporting reported by the users / testing team will be duly logged and assigned a unique ID for reference purposes. Critical Gap / The Bidder shall ensure that all bugs Bugs / Defects / reported by the users/ testing team will be Showstoppers resolved within 24 hours from reporting. Gap / Bugs / The Bidder shall ensure that all bugs Defects / reported by the users / testing team will be resolution duly resolved maximum within 3 calendar days or as per the UAT approach agreed between LIC and Bidder. Modification / The Bidder shall ensure that all Enhancements modifications, enhancements reported by LIC resolution will be duly resolved as per the agreed timeframes. Handholding The Bidder shall provide on-site team as per the handholding requirements by LIC. Any technical problems or errors faced by the user will be resolved by the Bidder within 48 hours

Confidential

Life Insurance Corporation of India

Cost Reference

99%

Manually tracked during the testing

Customization, Implementation

100%

Manually tracked during the testing

Customization, Implementation

100%

Manually tracked during the testing Manually tracked during the testing

Customization, Implementation

99%

Manually tracked during the testing

Customization, Implementation

99%

Feedback from Customization, users Implementation Handholding

99%

Customization, Implementation

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RFP for Upgradation of EDMS Service Level Description

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Measurement

Minimum Measurement Service Level Tools

Cost Reference

of problem identification / reporting. Interface The Bidder will identify and develop identification and interfaces to the existing / proposed Systems development to meet the functional requirements

Confidential

Life Insurance Corporation of India

100%

Manually Tracked

Customization, Implementation

Page 73 of 124

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CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

9 - Tables Table-1: Evaluation Criteria S.No.

Components for Evaluation

I. Project Implementation Capability

Marks

Supporting Document

150

1

Past experience with Reference Sites

80

Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily

2

Technical Professional Strength

50

Details of the Personnel

3

Pan-India servicing capabilities

20

List of locations to be specified

II. Architecture / Software / New Features / Functional Evaluation 4 5 6 7

Clear understanding of the Architecture Software, Database, Operating System, Web Server, Application Server and any other Software Software Application migration and customization Tools like Replication, Monitoring, Migration, etc.

200 10

With a neat diagram

20

Along with licensing details

20

Existing DMS Software Codes

15

Name of each tool with description of feature

8

Add-on features - BAM, BPM, Mobile Device Application etc.

15

Details of the add-on features

9

Security aspects, Version Control, Audit trails etc.

20

Details required

10

Functional Requirements

100

III. Hardware

150

11

Specifications provided for Hardware / Bill of Quantity item wise

45

Detailed configuration

12

Hardware sizing / Hot spares for hardware

45

Sizing for Server and Storage

13

Disaster Recovery System

45

Plan and approach

14

After sales support

15

Plan for AMC and other hardware support

IV. Project Management

180

15

Project Plan

60

16

Support Team

40

17

Complaint Management System

40

18

Centralized Monitoring and Control

30

19

Training

10

V. Scanning Activities and Logistics

Confidential

Project Plan with timelines Role of Support Team at each location Complaint Management System and Support mechanism Portal for Centralized Monitoring and Control Training details

170

Life Insurance Corporation of India

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CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

20

Logistics

50

Record movement plan

21

Scanning Operations

80

Detailed Digitization standards

22

Ramp up plan

20

During peak time

23

Upload strategy

20

Upload through network

VI. Migration Activities

150

24

Checklist for pre and post migration activities

25

With efficient timelines

25

Migration Plan

90

For extraction, transformation and loading (ETL)

10

With Reports

5

To be arranged by the Bidder

20

Existing Workflow using DMS and Non-DMS Solutions

26 27 28

Confidential

Reconciliation and auditing of the migrated data Infrastructure requirements for migration activities Separate migration strategy for Workflow

Life Insurance Corporation of India

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CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-2: Project Implementation Capability Components for Evaluation Project Implementation Capability

Maximum Marks Total Marks 150

Past Experience with Reference Sites

Marking Criteria Supporting Documents required - Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily

80 (i) If the reference site is a Banking, Financial services and Insurance (BFSI) / Public Sector Organizations in India, then 10 marks

(a) As System Integrator

15

(ii) If the reference site is other than (i) above, then 5 marks only (no additional marks even if it is more than one reference) (iii) If more than one reference site including (i) above, then 15 marks (i) If the reference site is one, then 5 marks

(b) For Scanning

10

(c) For Logistics

10

(d) For Workflow

10

(e) For Migration of Database / Image data / Workflow / webapplication server

35

Technical Professional Strength

50

(a) Project Director

10

(b) Project Manager

10

Confidential

(ii) If the reference site is more than one, then 10 marks (i) If the reference site is one, then 5 marks (ii) If the reference site is more than one, then 10 marks (i) If the reference site is one, then 5 marks (ii) If the reference site is more than one, then 10 marks Experience in the migration of database - 10 marks Experience in the migration of image - 10 marks Experience in the migration of Workflow - 10 marks Experience in the web-application server - 5 marks Total marks - 35 Readiness to provide for: 1 Professional (2.5 marks for each criteria) Minimum Qualification - B.Tech / B.E / MBA / MCA Service - Minimum of 15 years experience in IT Projects Certification - ITIL / PMP or equivalent Experience - Experience in delivering multi-year and multi-location complex projects, including large DMS projects 1 Professional (2.5 marks for each criteria) Minimum Qualification - B.Tech / B.E / MBA / MCA Service - Minimum of 10 years experience in IT Projects Certification - IT Certifications on different platforms,

Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 database and SDLC Experience - Experience in Software Project management 8 Professionals (2.5 marks for each criteria)

(c) Senior Support Engineer

10

(d) Support Engineer

10

(e) Onsite Engineers of System Integrator

2

(f) Onsite Engineers of DMS Software OEM

2

(g) Offsite Engineers of System Integrator / OEM for Complaint Management System

2

(h) Support Engineer for Operating System

2

(i) Support Engineer for Database

2

Pan-India servicing capabilities

20

Minimum Qualification - B.Tech / B.E / BCA Service - Minimum of 5 years experience in IT Projects Certification - IT Certifications on different platforms, database and SDLC Experience - Experience in Application Development and support and in delivering multi-location complex projects 113 Professionals (2.5 marks for each criteria) Minimum Qualification - Graduates / Diploma holders with IT knowledge Service - Minimum of 3 years experience in IT Projects Certification - IT Certifications on Linux Administration Experience - Experience in Hardware management like Server, Storage, Network, Backup, Collect logs etc. 2 Professionals for coordinating between the OEMs and the Senior Support Engineers and immediate trouble shooting of LIC's issues along with deployment of patches / upgrades in all the locations 10 Professionals for Business Requirement Study, Software Development, Customization, Testing and Implementation of the DMS Software and modifications related to Web and Application layers also to be addressed 2 Professionals per Zone (16) for attending to the Complaint Management System calls immediately during business and non-business hours of LIC. Wherever the issue is related to enhancement of the DMS Software or modification / customization in the DMS Software, the same should be escalated to the Onsite Engineers of System Integrator 2 Professionals for immediate trouble shooting of LIC's Operating System issues along with Onsite Engineers of System Integrator 2 Professionals for immediate trouble shooting of LIC's DMS Solution Database issues along with Onsite Engineers of System Integrator A list of such locations should be provided by the Bidder. Scanning / Logistics Partner(s) at less than 50 locations, then 5 marks

Confidential

Life Insurance Corporation of India

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Scanning / Logistics Partner(s) at more than 50 and less than 100 locations , then 10 marks Scanning / Logistics Partner(s) at more than 100 locations, then 20 marks

Confidential

Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-3: Architecture / Software / New Features / Functional Evaluation S. No.

Components for Evaluation

II. Architecture / Software / New Features / Functional Evaluation 1

2

3

Clear understanding of the Architecture Software, Database, Operating System, Web Server, Application Server and any other Software Software Application migration and customization

Maximum Marks

Marking Criteria

Total Marks 200

Supporting Documents required -Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily

10

20

20

4

Tools like Replication, Monitoring etc.

15

5

Add-on features - BAM, BPM, Mobile Device Application etc.

15

6

Security aspects, Version Control, Audit trails etc.

20

7

Functional Requirements

100

7.01

API tool kit

7.02

Application Server

7.03

Desktop Client

7.04

Desktop Client

7.05

Digital Signature

7.06

Digital Signature

7.07

Document Management

7.08

Document Management

7.09

Document Management

7.10

Document Management

Confidential

With a neat diagram (a) Details of each component along with license procurement (b) Reconciliation procedures for Integrated Systems (c) Back up Procedures (a) Migration of the software codes without disturbing the existing features (b) Additional features (a) Name of each tool with description of feature (b) Replication Strategy and frequency of replication (c) Recovery Point Objective and Recovery Time Objective to be specified (a) Details of the add-on features with benefits (b) How these features will be incorporated in the new EDMS? (a) Details of the security aspects if the image is provided to the Customer through internet (b) How the DMS is secure even when it is integrated with other standalone Applications / Systems as well as with other Systems? (c) How to upgrade the existing EDMS with the latest Version of DMS and thereafter whenever a new Version is released? (d) How the logs are maintained internally as audit trails? API tool kit for application development and integration both at server side and client side. The EDMS Server must support J2EE and XML based Application Server or Web Services. Document Scanning support from browser and client should be available. The EDMS product must support all versions of Windows and Linux clients. Digital Signature should be possible for Work Flows. The proposed EDMS solution must support digitally signed objects. Association of data classes with documents and folders for easy search and retrieval Creation of User-defined data classes with multiple userdefined indexes on various data types. Functionality for defining user-defined indexes or fields that could be associated to any document across the cabinet. Document Repository for managing information EDMS must provide Inbox and Outbox for individual users for posting documents.

Life Insurance Corporation of India

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RFP for Upgradation of EDMS 7.11

Document Management

7.12

Document Management

7.13

Document Management

7.14

Document Management

7.15

Document Management

7.16

Document Management

7.17

Document Management

7.18

Document Management

7.19

Document Management

7.20

Document Management

7.21

Document Management

7.22

Document Management

7.23

Document Management

7.24

Document Management

7.25

Document Management

7.26

Document Management

7.27

Document Management

7.28

Document Management

7.29

Document Management

7.30

Document Management

7.31

Document Management

7.32

Document Processing Capability

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Facility to add keywords with documents to act as quick reference for the documents. Filing and indexing of documents for quick retrieval It is desirable for the EDMS solution NOT to store annotations in image headers. It is desirable for the EDMS solution to be able to catalogue documents that are stored off-line. It is desirable for the EDMS solution to store documents up to 1,000 pages in length. Linking of documents for cross-referencing related documents. Lock documents and folders for modifications Support for auto indexing using CSV import from other applications. Support for indexing the documents or folders on user defined and system defined parameters. Support for setting event based alarms and time based reminders. The EDMS product must provide convenient page viewing features such as rotate, zoom, go to “n” page, book marks etc. The EDMS product must support a hierarchical organization of documents in cabinets, folders and subfolders or any other comparable structure for Classification of information and hierarchical storage management for large volume of documents. The EDMS solution must be able to produce an audit trail for various document activities such as add, delete, view, print etc. The EDMS solution must have the capability to rendition documents from MS Word to PDF format. The EDMS solution must provide creation, viewing and printing of annotations on documents, pages and folders. The EDMS solution must provide the capability to any user to view or “play” any electronic object types stored in the repository. The EDMS solution must provide the capability to restrict document manipulation functions (add, delete, modify) to certain users based on user selectable parameters (e.g., folder type and document type). The EDMS solution must restrict access to annotations to unauthorized users. The EDMS solution must support concurrent read/print access to documents by multiple users. The EDMS solution must support XML documents. Version control for tracking document revisions. Check-in and Checkout support for collaborative working on documents. The proposed system must have the capability to extract data from any form, structured or unstructured. Perform the data extraction using techniques such as OMR, ICR, OCR, MICR, Barcodes etc. Export the data to the document management system for image retrieval.

Life Insurance Corporation of India

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RFP for Upgradation of EDMS 7.33

Document Viewing

7.34

Document Viewing

7.35

Document Viewing

7.36

Document Viewing

7.37

Document Viewing

7.38

Document Viewing

7.39

Document Viewing

7.40

Document Viewing

7.41

Document Viewing

7.42

DMS Software

7.43

DMS Software

7.44

DMS Software

7.45

DMS Software

7.46

DMS Software

7.47

DMS Software

7.48

DMS Software

7.49

DMS Software

7.50

DMS Software

7.51

DMS Software

7.52

DMS Software

7.53

DMS Software

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Bookmark pages for viewing Should recognize and launch appropriate application for any object type for which software does not have viewer Facility of viewing or taking printouts with or without annotations. Multiple document windows open at once by single user Support for Document View through browser based plug-in. Support for Image viewing applet for platform independent image Support for Thumbnails and direct page level access within a document should be possible. Support for Viewing Non Image documents like MS Word, Excel, power point etc, without native applications in PDF or HTML format. Support viewing of common file formats without launching application that created them (viewers), including images i.e. able to view file formats without requiring the native application Should use a variety of page display methods and support user in moving through document in variety of ways, such as: display pages one at a time, multiple pages on screen at once, select desired page easily, go to first/last page. Facility to traverse to next page/previous page or specific page for viewing multi page documents. Viewer must allow strip-by-strip display of the image in case of low band width availability Support for Billions of documents in the image repository. Support for separate image and server(s) for storing actual images. Support for web services or other messaging standards and also standard EAI products (Corporation is currently using TIBCO) The EDMS product must be compatible with latest version of Linux at the server. It should not have any requirement of commercial OS. The EDMS product must support access to repositories and workflow functionality over the LAN, Internet and LIC intranet (WAN). The EDMS product must support access to the document repositories and workflow functionality through Internet Explorer, mozilla firefox, open source and other industrystandard browsers. The EDMS product must support fail-over back-up and recovery capabilities. The EDMS product must support various data storage platforms appropriate to the size and requirements of LIC application The System should support for multi image servers connecting to single database. The proposed Solution should be capable of continuing the existing EDMS features currently in operation. Highly integrated product architecture with tightly integrated back-end application server. The DMS software should be compatible with any

Life Insurance Corporation of India

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RFP for Upgradation of EDMS

7.54

DMS Software

7.55

DMS Software

7.56

DMS Software

7.57

DMS Software

7.58

DMS Software

7.59

DMS Software

7.60

Image Capture

7.61

Image Capture

7.62

Image Capture

7.63

Image Capture

7.64

Image Capture

7.65

Image Capture

7.66

Image Capture

7.67

Image Capture

7.68

Image Capture

7.69

Image Capture

7.70

Image Capture

7.71

Image Capture

7.72

Image Capture

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 commercial RDBMS. The EDMS product must be scalable to the number of users, retrieval volume and document storage as estimated in the scope of work. The EDMS product must support TCP/IP or be network protocol independent. The product must work in network environment (web based) with multiple concurrent users. The EDMS should support open source databases as well as commercial databases for Divisional/ Central level deployment. The EDMS solution must support the estimated volume of transactions and documents through features such as server replication, clustering or any equivalent tools. The software should support a multi-tiered architecture, the logical and physical separation of metadata storage from document repository storage, and the separation of client processes, server processes and interfacing processes. The software should support creation of multiple as well as distributed repositories and provide transparent access to such document repositories from any client. Automatic segregation of batch of documents based on Barcode, Blank Page, Fixed page and auto form recognition. Extensive Reports & Audit trail like Report on total records scanned along with associated indexes, Records exported or not exported to DMS etc. Facility for assigning document types Facility to scan multiple pages into batches for auto/manual processing, support for scanning different pages of a document at different DPI resolutions. Support for all standard scanning protocols like TWAIN, WIA, ISIS, SANE etc. Support for production level scanning, Scripts for handling complex scanning using simplex and duplex scanners. The EDMS must support imaging of 8-1/2” x 11” and legal size, single-sided or double-sided pages. The EDMS must support the deletion and re-scanning of pages / documents before committing to disk. The EDMS must support all standard file formats and compression formats like TIFF multi-page files G3 and G4 compression, JPEG, GIF, XML, PDF etc. The EDMS solution must support bi-tonal and gray-scale image scanning. Should support colour scanning as per business requirement. The EDMS solution must support image capture at 150, 200, 300,400 and 600 dots per inch based on the image quality requirement. The EDMS solution must support various image enhancements and clean-up techniques such as de-skew, de-speckle and Darkening / lightening. Simplified Export of scanned batches into DMS with auto folder/sub folder creation, document filing & indexing on user defined fields.

Life Insurance Corporation of India

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7.73

Image Capture

7.74

Image Capture

7.75

Imaging Tool kit, API.

7.76

Integration

7.77

Integration

7.78

Integration

7.79

Integration

7.80

Mobile Support

7.81

Printing

7.82

Printing

7.83

Records Management

7.84

Response Time

7.85

Searching

7.86

Searching

7.87

Searching

7.88

Searching

7.89

Searching

7.90

Searching

7.91

Searching

7.92

Security / Access

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 The EDMS must support appropriate scanners for the page volumes estimated in this RFP and the quick import of the output of the scanners capable of scanning a minimum of 80 pages per minute. EDMS should support import of both image and electronic documents from any source. The EDMS must support automatic indexing through bar code recognition for standard formats. Image processing libraries that support image enhancement, image recognition, image compression, image manipulation, data extraction, form processing, image view, image download etc. Should be capable of breaking multi-page images. Interface for data import and export. Interface for rapid development of customized web interfaces The EDMS must be based on open systems standards and an interface must be available for integration of the EDMS with in-house Insurance package (e-FEAP) developed in mf cobol and java on Red Hat Linux (current version being RHEL5.4) and other line of business applications. XML or Web Based Document Management and Workflow API toolkit for system integration and application development. Should support Mobile Device applications, both offline and online. The EDMS solution must be able to send print jobs to network printers and to print from individual printers attached to workstations, subject to proper authentications. The EDMS solution must have high volume, high speed print capabilities to generate 1,000+ pages per day The EDMS should provide automatic migration of documents between storage platforms as part of the archiving and document lifecycle management process based on triggering events initiated from another system. Response time for retrieval of images should be within 2 seconds. Full text documents may be searched by phrases, word proximity search, wild cards and Boolean searches (For any index parameters). Provides a list of matching documents (repository search) listed by relevance. Save document search queries for re-use. Search single document or document repository based on user-defined criteria (index attribute or full-text). Software optimized for rapid search and retrieval on multiple very large document repositories (billion pages and above). Support fuzzy searching. Transparent Search across multiple repositories and servers. A security/access group must be able to be configured for a single individual, multiple specific users, all users and other

Life Insurance Corporation of India

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RFP for Upgradation of EDMS

7.93

Security / Access

7.94

Security / Access

7.95 7.96

Security / Access Security / Access

7.97

Security / Access

7.98

Security / Access

7.99

Security / Access

8.00

Security / Access

8.01 8.02

System System

8.03

System

8.04

System

8.05

System

8.06

Systems Admin.

8.07

Systems Admin.

8.08

Systems Admin.

8.09

Systems Admin.

8.10

Web Publishing

8.11

Web Publishing

8.12

Web Publishing

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 membership parameters. A user must be able to belong to more than one group for purposes of document access. Access restrictions must be configurable at the folder or file (collection of documents) and document (multiple pages) levels and also on user defined Indexes (Data Class). Data encryption should be possible. Disaster recovery for all levels for all activity functions. It is desirable the EDMS solution hide from view the existence of any documents the current user is not permitted access to. Secure access to EDMS application where user authentication should be based on the provision of the IT Act. Support for the password encryption. The EDMS product must permit the security/access restrictions on documents and groups to be modified, and to add/delete members to/from a group. Support for system privileges for creating, deleting users, creating indexes, workflow definition etc. The EDMS product must support very granular access and security restrictions, as described in the scope of work, including the creation of groups of users with specific document manipulation rights (add documents, delete, view, print etc.) to designated types of documents (index field) groups of documents (index field) and specific individual documents. The system should enable definition of users and groups relation in the system. Support for incremental and full Backups. Support for replicating data onto remote sites. The EDMS capabilities must include backup capabilities for the document repository and database(s). The EDMS solution must be free from any date-related malfunctions. The EDMS solution must support mirrored drives. EDMS System performance, utilization, load etc. related reports and statistics to be provided. Remote systems administration over an intranet / internet must be a feature of the EDMS. (Web based administration). Systems administration functions leverage OS (Linux) services such as User IDs, passwords and security levels. Unified systems administration for all EDMS modules (rather than separate administration for each module) are highly desirable. The EDMS solution must allow browser based users to enter information over the Internet into forms and for forms-based information to propagate through the system using the product’s workflow or other capabilities. The EDMS solution must be able to publish documents to a Web server. The EDMS solution must facilitate browser based users to search for and retrieve, download and print documents in the repository.

Life Insurance Corporation of India

Page 84 of 124

RFP for Upgradation of EDMS 8.13

Workflow

8.14

Workflow

8.15

Workflow

8.16

Workflow

8.17

Workflow

8.18

Workflow

8.19

Workflow

8.20

Workflow

8.21

Workflow

8.22

Workflow

8.23

Workflow

8.24

Workflow

Confidential

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Create Ad-hoc or predefined routes for automatic document routing on sequential or parallel routes. Divert work items to other users for delegating or substituting. Facility to act upon, forward, return or complete workitems. It is required for the EDMS to maintain a log of actions that have been taken on a document (e.g. the routing sequence, notes about problems in processing a document, people who need to review the document and other annotations). Refer work items to other users for reference. The EDMS must support adaptive workflow for routing and tracking of documents, messages and forms within or across workgroup. Collaborative working on documents in a secure environment through work-items. The EDMS must support split screen viewing (a document in one window and another application screen in a second window). The EDMS should provide the capability of routing documents based on user decisions. The workflow solution should be compatible with SMTP gateways and support transmission of document through email. The workflow system must support an “universal inbox” which is accessible concurrently by multiple users and secure inboxes (access restricted to specific users). The workflow system must support the generation of workflow statistics and status of work items reports. Workflow processes must be able to be accessed and executed over the intranet, via dial-up access and over the Internet by browser-based clients using Internet or LAN.

Life Insurance Corporation of India

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CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-4: Hardware Components for Evaluation

S. No.

Marking Criteria Total Marks 150

III. Hardware

Specifications provided for Hardware/ Bill of quantity

45

2

Hardware sizing / Hot spares for hardware

45

3

Disaster Recovery System

45

4

After sales support

15

1

Confidential

Supporting Documents required -Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily Detailed configuration for Divisions, Zones and Central Office and Bill of Quantity of each item at Division, Zone, Central Office Without Commercials (a) Hardware High-end Servers and Storage Components (b) Benchmark reports for the image data volumes (c) Scalability of Hardware Sizing for Server and Storage for all locations (a) Hardware sizing details (b) Hot spares for hardware (c) Number of maximum concurrent users Plan and approach for (a) Disaster Recovery Strategy along with re-replication techniques (b) Network requirement (c) Number of locations Detailed plan for AMC and other hardware support.

Life Insurance Corporation of India

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CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-5: Project Management S. No.

Components for Evaluation

IV. Project Management

Marking Criteria Total Marks 180

1

Project Plan

60

2

Support Team

40

3

Complaint Management System

4

Portal for Centralized Monitoring and Control

30

5

Training

10

Confidential

40

Supporting Documents required -Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily Project Plan with timelines (a) Detailed project plan till deployment with appropriate timelines (b) Deployment Strategy Role of Support Team at each location (a) Server Monitoring and Maintenance (b) User Administration (c) Database Administration (d) Software Support and reconciliation of the integrated Systems with DMS Detailed Complaint Management System Infrastructure and Support mechanism (a) Issues through ticket raising and escalating to the respective support team (b) Attending the issues within the provided Turn-around-time with the help of onsite or offsite support team (c) Replacement of the parts immediately from the hot spares (d) Software bug fixing issues escalation to the Development team (e) Call status intimation to the end-users at all stages Portal for Centralized Monitoring and Control (a) System Monitoring and Control for both Technical and Operational aspects (b) MIS Reports and Dash Boards at each level of the Organizational Structure (c) Tools for Project Management Training details including Refresher Training - Direct and through video conferencing (a) Training the trainers with a minimum of 15 participants explaining the DMS techniques, migration techniques and the entire architecture of DMS (b) Training and Refresher Training for all DMS Users

Life Insurance Corporation of India

Page 87 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-6: Scanning Activities and Logistics S. No.

Components for Evaluation

V. Scanning Activities and Logistics

1

Logistics

Marking Criteria Total Marks 170

50

2

Scanning Operations

80

3

Ramp up plan

20

4

Upload Strategy

20

Confidential

Supporting Documents required -Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily Record movement strategy (a) The process of movement from Branch / Service Centre to Scanning Centre and from Scanning Centre to RMF (b) Precautions taken during the movement of records (c) Security measures adopted (d) Partnership with Logistics Vendor (e) Experience and Pan-India presence of Logistics Partner, if any Detailed Digitization standards (a) Conversion of any image format to the requisite format (b) Receipt of any image input from any source and merging it to the existing image repository (c) Compression techniques and percentage of compression (d) Digitization standards proposed (e) Capability to provide tools for importing the images from other sources (f) Controls proposed to ensure 100% Quality check and rectification (g) Methods applied for Indexing (h) Maximum total Scanning capacity per month throughout the Country (i) Type of scanner and maximum load per scanner including availability of standby scanners and other hardware (j) Strategy for urgent scanning requirements with ability to cope up with IRDAI's guidelines (k) Minimum time within which the scanned images can be uploaded from the time of pickup of documents During peak time (a) Detailed Ramp up Plan to cope up with the huge volumes at the year-end / month-end / fortnightly (b) Provision for hot spares and also skilled manpower / provision for bench strength Upload through network (a) Upload through media as well as through network (b) Security of media in case of offline upload (c) Sign-off mechanism for successful upload (d) Auto reconciliation mechanism for upload and replica Servers

Life Insurance Corporation of India

Page 88 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-7: Migration Activities S.No.

Components for Evaluation

VI. Migration Activities

Total Marks 150

Marking Criteria Supporting Documents required -Purchase Order / Credential Letters from client stating that the solution is implemented properly and working satisfactorily With timelines

1

2

3

4

Checklist for pre and post migration activities

Migration Plan

Reconciliation and auditing of the migrated data Infrastructure requirements for migration activities

25

90

10

5

(a) Finding out the actual image data and database data to be migrated (b) Checklist of pre and post migration activities in detail (c) Purification of the existing image data (d) Reconciliation of the missing records with the Core Business System (e-FEAP) (e) Removal of the tuples in the database data For extraction, transformation and loading (ETL) (a) Overall migration Strategy for image data and database data and details of the migration tool (b) Merging of the duplicate records using a tool (c) Analysis of the images in the error path and merging with the original e-docket (d) Testing of the data before and after migration (e) Timelines of each activity of migration (Not to exceed 6 months from the date of signing of the Contract) (f) Details of the Personnel to be deployed for migration (g) Conducting of a Pilot at one Division (h) Business Continuity Plan during migration (i) Downtime requirement for migration adhering to the Business Continuity Plan of LIC (j) Deployment Strategy in all locations (k) Storing the signature from the proposal form as a blob With Reports (a) Reconciliation of the migrated data without missing a single record (b) Audit trails of the migration in the form of Dash Boards and MIS Reports To be arranged by the Bidder; Details of the infrastructure should be provided Existing Workflow using DMS and Non-DMS Solutions

5

Separate migration strategy for Workflow

Confidential

20

(a) The Workflows available at Central Office, Zonal Office and Divisional Office Departments to be migrated to the new EDMS (b) The Non-DMS Solutions like Propsino also contains Workflow components and the same should also be migrated and merged with the new EDMS

Life Insurance Corporation of India

Page 89 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-8: COMMERCIAL BID FOR THE RFP (NPV) RFP for Upgradation of EDMS CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Online Reverse Auction Date:

Name of the Bidder:

COMMERCIAL BID FOR THE RFP (NPV) No. Unit of Office Total Cost Rate Units

Description I. Operations Logistics Charges Scanning and Upload Charges (For Logistics and Scanning volumes for 7 years, refer Section 6.2) 2. Hardware Server (2 Nos. per location) Server Storage Storage Switch (if required) Backup Server Tape Library LTO6 tape drives (10 Nos. per location)

NPV

DO DO

234 27 122 122 113 122

DO/CO ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO

1220 DO/ZO/CO

3. Software Operating System DMS Software Database Web and Application Server Software Cluster Agent Business Activity Monitoring (BAM) Tool Business Process Monitoring (BPM) Tool Mobile Device Application Software Replication Tool 4. Other Services Migration Cost Annual Maintenance Charges (4 years) for Hardware Maintenance (after warranty of 3 years) Annual Technical Charges (7 years) for Software Maintenance Project Management (7 years) (Includes all the Support team

Confidential

Discount factor

122 122 122 122 244

DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO

122 DO/ZO/CO 122 DO/ZO/CO 2 CO 122 DO/ZO/CO

122 DO/ZO/CO 122 DO/ZO/CO 1 CO 1 CO

Life Insurance Corporation of India

Page 90 of 124

RFP for Upgradation of EDMS members) Software Application Migration

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

1 CO

5. Any other deliverables (Please specify) Grand Total Cost Grand Total Cost (NPV) - Figure to be Quoted in Online Reverse Auction

Confidential

Life Insurance Corporation of India

Page 91 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-9: Approximate Distance Between Branches and Division Zone WZ EZ WZ NZ WZ WZ WZ WZ EZ NZ SZ NZ SZ SCZ WZ WZ WZ SCZ SZ SCZ NZ NCZ SZ SZ NZ WZ NZ SZ NCZ SZ SZ SZ SCZ SZ SCZ NCZ WZ EZ NCZ NCZ SCZ NCZ NZ NCZ SZ EZ

Confidential

Division Mumbai-SSS KOLKATA-DO-I MDO-IV DELHI-1 MDO-I MDO-III AHMEDABAD MDO-II KOLKATA-II DELHI-3 CHENNAI DELHI-2 CHENNAI BANGALORE - 2 GOA VADODARA SURAT HYDERABAD THIRUVANTAPURAM BANGALORE - 1 LUDHIANA ALIGARH KOTTAYAM TIRUNELVELI JALANDHAR THANE CHANDIGARH SALEM ALLAHABAD COIMBATORE MADURAI KOZHIKOE RAJAHMUNDRY ERNAKULAM VISAKHAPATNAM VARANASI NADIAD PATNA BAREILY MEERAT MYSORE GORAKHPUR AMRITSAR AGRA THANJAVUR BONGAIGAON

Approximate Distance from DO (In Kms.) 0 1 2 4 5 9 12 12 15 16 17 17 18 27 31 31 32 33 33 36 39 46 47 48 49 49 50 52 56 56 56 56 58 59 60 61 61 61 62 62 62 64 65 68 69 71

Life Insurance Corporation of India

Distance Range

No of Divisions having Branches within the range of 0 to 10 kms : 6 No of Divisions having

Branches within the range of 10 to 20 kms : 7

No of Divisions having Branches within the range of 20 to 50 kms : 14

No of Divisions having Branches within the range of 50 to 75 kms : 21

Page 92 of 124

RFP for Upgradation of EDMS WZ WZ EZ NCZ NCZ SCZ WZ EZ WZ SCZ NCZ SCZ WZ CZ WZ CZ EZ CZ CZ NCZ SCZ SCZ WZ EZ SCZ EZ EZ NZ EZ NZ SZ WZ WZ EZ EZ NZ CZ CZ WZ NZ SCZ NZ EZ SCZ SCZ CZ EZ SCZ NZ WZ NZ EZ

Confidential

NAGPUR KOLHAPUR ASANSOL LUCKNOW KANPUR KARIMNAGAR NANDED MUZAFFARPUR GANDHINAGAR DHARWAD DEHRADUN WARANGAL SATARA SATNA PUNE GWALIOR GUWAHATI BHOPAL INDORE HALDWANI SECUNDERABAD BELGAUM BHAVNAGAR HOWRAH MACHILIPATNAM JAMSHEDPUR BHAGALPUR UDAIPUR CUTTACK JAIPUR VELLORE RAJKOT AMARAVATI SAMBALPUR HAZARIGAGH KARNAL SHAHADOL RAIPUR NASHIK JODHPUR NELLORE AJMER KOLKATA SUB UDUPI RAICHUR JABALPUR JALPAIGURI KADAPA SHIMLA AURANGABAD BIKANER BERHAMPUR

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 72 74 76 77 79 79 80 81 81 82 83 84 84 87 87 89 88 89 89 90 90 92 92 92 93 95 98 99 103 103 107 108 109 111 112 112 114 115 117 125 127 129 132 136 137 144 146 155 157 161 168 182

Life Insurance Corporation of India

No of Divisions having Branches within the range of 75 to 100 kms : 26

No of Divisions having

Branches within the range of 100 to 150 kms : 19

No of Divisions having Branches within the range of 150 to 200 kms : 7

Page 93 of 124

RFP for Upgradation of EDMS EZ EZ

Confidential

JORHAT SILCHAR

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 185 192

Life Insurance Corporation of India

Page 94 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-10: Projected volumes of dockets These are the existing 105 Divisions. S. No.

Zone

For Logistics 1 CZ 2 CZ 3 CZ 4 CZ 5 CZ 6 CZ 7 CZ 8 ECZ 9 ECZ 10 ECZ 11 ECZ 12 ECZ 13 ECZ 14 ECZ 15 ECZ 16 EZ 17 EZ 18 EZ 19 EZ 20 EZ 21 EZ 22 EZ 23 EZ 24 EZ 25 EZ 26 EZ 27 NCZ 28 NCZ 29 NCZ 30 NCZ 31 NCZ 32 NCZ 33 NCZ 34 NCZ 35 NCZ 36 NCZ 37 NCZ 38 NCZ 39 NZ 40 NZ 41 NZ 42 NZ 43 NZ

Confidential

Division

BHOPAL GWALIOR INDORE JABALPUR RAIPUR SATNA SHAHDOL BERHAMPUR BHAGALPUR CUTTACK HAZARIBAGH JAMSHEDPUR MUZAFFARPUR PATNA SAMBALPUR ASANSOL BONGAIGAON GUWAHATI HOWRAH JALPAIGURI JORHAT KHARAGPUR KMDO-I KMDO-II KSDO SILCHAR AGRA ALIGARH ALLAHABAD BAREILY DEHRADUN FAIZABAD GORAKHPUR HALDWANI KANPUR LUCKNOW MEERAT VARANASI AJMER AMRITSAR BIKANER CHANDIGARH DELHI-I

Y1

Y2

3 2 5 4 5 2 2 3 7 8 4 3 6 9 3 6 2 3 5 5 3 4 4 4 5 3 3 3 3 3 3 5 6 3 4 4 6 6 4 2 4 3 4

3 3 5 4 5 2 2 3 7 9 4 4 6 10 3 7 2 3 5 5 3 4 5 4 6 3 4 3 3 3 4 5 7 3 5 5 6 7 4 3 4 4 5

Y3

4 3 6 4 6 3 3 3 8 10 5 4 7 11 3 8 2 4 6 6 3 4 5 4 6 3 4 3 4 3 4 6 8 3 5 5 7 8 5 3 4 4 5

Y4

Y5

Y6

(No. of dockets in Lakhs) 4 4 5 3 3 4 6 7 8 5 5 6 6 7 8 3 3 3 3 3 4 4 4 4 9 10 10 11 12 14 5 6 6 4 5 5 7 8 9 12 13 14 4 4 4 8 9 10 2 2 3 4 5 5 6 7 7 6 7 8 4 4 4 5 5 6 6 6 7 5 5 6 7 8 8 3 4 4 4 5 5 3 4 4 4 4 5 4 4 5 4 5 5 7 7 8 9 9 10 3 4 4 6 6 7 6 6 7 8 8 9 8 9 10 5 6 6 3 4 4 5 5 6 4 5 5 6 6 7

Life Insurance Corporation of India

Y7

Total no. of dockets

5 4 8 7 8 4 4 5 12 15 7 6 10 15 5 11 3 6 8 9 5 6 7 7 9 4 6 5 5 5 6 9 11 5 7 7 10 11 7 4 6 6 8

28 23 44 35 45 20 21 25 62 80 37 31 53 83 25 59 16 30 43 46 26 35 40 35 49 24 32 25 28 27 32 47 61 24 40 40 54 59 36 23 33 32 41

Page 95 of 124

RFP for Upgradation of EDMS 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95

NZ NZ NZ NZ NZ NZ NZ NZ NZ NZ NZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ

Confidential

DELHI-II DELHI-III JAIPUR JALANDHAR JODHPUR KARNAL LUDHIANA ROHTAK SHIMLA SRINAGAR UDAIPUR BANGALORE-I BANGALORE-II BELGAUM DHARWAD HYDERABAD KADAPA KARIMNAGAR MACHILIPATNAM MYSORE NELLORE RAICHUR RAJAHMUNDRY SECUNDERABAD SHIMOGA UDIPI VISHAKHAPATNAM WARANGAL CHENNAI-I CHENNAI-II COIMBATORE ERNAKULAM KOTTAYAM KOZHIKODE MADURAI SALEM THANJAVUR TIRUNELVELI TRIVANDRUM VELLORE AHMEDABAD AMRAVATI AURANGABAD BHAVNAGAR GANDHINAGAR GOA KOLHAPUR MUMBAI-I MUMBAI-II MUMBAI-III MUMBAI-IV MUMBAI-SSS

5 3 7 3 5 3 2 3 4 3 3 5 3 3 4 4 4 4 5 5 4 3 4 5 3 4 4 3 3 4 5 6 4 6 4 4 5 3 4 5 6 3 3 2 4 2 3 3 3 3 3 1

6 4 7 3 5 4 2 3 4 3 4 5 4 4 4 5 4 4 5 5 4 4 4 6 4 4 4 3 4 4 5 7 4 6 4 4 5 3 4 5 6 3 3 2 4 2 4 3 4 4 3 1

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 6 4 8 3 6 4 3 4 5 3 4 6 4 4 5 5 5 5 6 6 4 4 5 6 4 5 5 4 4 4 6 8 4 7 5 5 6 4 4 6 7 4 3 2 4 2 4 3 4 4 3 1

7 4 9 3 6 4 3 4 5 3 4 6 4 5 5 6 5 5 6 6 5 5 5 7 4 5 5 4 5 5 6 8 5 8 5 5 6 4 5 6 8 4 4 2 5 2 4 4 4 5 4 1

Life Insurance Corporation of India

8 5 10 4 7 5 3 4 6 4 5 7 5 5 6 6 6 6 7 7 5 5 6 8 5 6 6 5 5 5 7 9 5 9 6 6 7 4 5 7 8 4 4 2 5 2 5 4 5 5 4 1

8 5 11 4 8 5 4 5 6 4 5 8 5 6 6 7 6 6 7 7 6 5 6 9 5 6 6 5 6 6 8 10 6 9 7 6 8 5 6 7 9 5 5 3 6 3 5 4 5 6 5 1

9 6 12 5 8 6 4 5 7 4 6 9 6 6 7 7 7 7 8 8 6 6 7 9 6 7 7 5 6 6 9 11 7 10 7 7 9 5 6 8 10 5 5 3 6 3 6 5 6 6 5 1

49 32 65 25 45 32 21 28 37 24 30 46 30 32 36 39 36 37 44 44 33 32 38 50 31 38 37 29 33 34 46 61 35 56 38 38 46 28 34 43 55 27 27 16 33 15 31 26 31 33 27 5

Page 96 of 124

RFP for Upgradation of EDMS 96 97 98 99 100 101 102 103 104 105 Total

WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ

Confidential

NADIAD NAGPUR NANDED NASIK PUNE RAJKOT SATARA SURAT THANE VADODARA

3 5 2 4 8 4 3 5 5 3 408

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

3 6 2 4 8 4 3 5 6 3 449

3 7 2 5 9 4 3 6 6 4 494

3 7 3 5 10 5 4 6 7 4 544

Life Insurance Corporation of India

4 8 3 6 11 5 4 7 7 4 598

4 9 3 7 12 6 4 8 8 5 658

4 10 3 7 14 6 5 9 9 5 723

24 52 18 39 73 33 25 46 48 29 3,874

Page 97 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-11: Projected volumes of Images These are the existing 105 Divisions S. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51

Zone

Division

For Scanning CZ BHOPAL CZ GWALIOR CZ INDORE CZ JABALPUR CZ RAIPUR CZ SATNA CZ SHAHDOL ECZ BERHAMPUR ECZ BHAGALPUR ECZ CUTTACK ECZ HAZARIBAGH ECZ JAMSHEDPUR ECZ MUZAFFARPUR ECZ PATNA ECZ SAMBALPUR EZ ASANSOL EZ BONGAIGAON EZ GUWAHATI EZ HOWRAH EZ JALPAIGURI EZ JORHAT EZ KHARAGPUR EZ KMDO-I EZ KMDO-II EZ KSDO EZ SILCHAR NCZ AGRA NCZ ALIGARH NCZ ALLAHABAD NCZ BAREILY NCZ DEHRADUN NCZ FAIZABAD NCZ GORAKHPUR NCZ HALDWANI NCZ KANPUR NCZ LUCKNOW NCZ MEERAT NCZ VARANASI NZ AJMER NZ AMRITSAR NZ BIKANER NZ CHANDIGARH NZ DELHI-I NZ DELHI-II NZ DELHI-III NZ JAIPUR NZ JALANDHAR NZ JODHPUR NZ KARNAL NZ LUDHIANA NZ ROHTAK

Confidential

Y1 68 52 101 82 100 46 51 58 139 182 83 69 122 179 61 140 38 67 100 110 57 80 89 82 109 54 75 57 64 64 79 111 135 58 93 94 131 131 85 55 80 76 95 112 75 151 61 106 78 51 66

Y2 75 58 112 90 110 50 56 64 153 200 92 76 134 197 67 154 42 74 109 120 63 88 98 91 120 59 83 63 70 70 87 122 149 64 102 103 144 144 94 60 88 84 104 124 82 166 67 116 86 56 73

Y3 82 63 123 99 121 55 62 70 168 220 101 83 147 217 74 170 46 82 120 132 69 97 107 100 132 65 91 69 78 77 96 135 164 70 112 113 159 159 103 66 97 92 115 136 91 182 74 128 94 62 80

Y4

Y5

(No. of images in Lakhs) 90 99 70 77 135 148 109 120 133 147 61 67 68 75 77 85 185 203 243 267 111 122 92 101 162 178 239 263 81 89 187 206 51 56 90 99 132 146 146 160 76 84 107 117 118 130 110 121 145 159 71 78 100 110 76 84 85 94 85 94 105 116 148 163 180 198 77 85 124 136 125 137 175 192 175 192 114 125 73 80 106 117 101 111 126 139 150 165 100 110 201 221 81 89 141 155 104 114 68 75 88 97

Life Insurance Corporation of India

Y6 109 84 163 132 161 74 82 93 223 293 134 111 196 289 98 226 61 109 160 176 92 129 143 133 175 86 121 92 103 103 127 179 218 94 150 151 211 212 138 88 129 123 153 181 121 243 98 170 126 82 107

Y7 120 93 180 145 178 81 90 102 246 323 148 122 215 318 108 249 67 120 176 194 101 142 157 146 193 95 133 101 113 113 140 197 239 103 165 166 233 233 151 97 141 135 168 199 133 267 108 187 138 91 117

Total no. of images 569 429 824 674 798 373 424 470 1,116 1,477 675 556 986 1,414 509 1,166 319 543 812 912 455 655 707 680 871 428 625 470 521 529 676 924 1,076 488 765 769 1,105 1,049 708 456 666 638 779 917 621 1,241 519 871 659 435 552

Page 98 of 124

RFP for Upgradation of EDMS 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 Total

NZ NZ NZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SCZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ SZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ WZ

Confidential

SHIMLA SRINAGAR UDAIPUR BANGALORE-I BANGALORE-II BELGAUM DHARWAD HYDERABAD KADAPA KARIMNAGAR MACHILIPATNAM MYSORE NELLORE RAICHUR RAJAHMUNDRY SECUNDERABAD SHIMOGA UDIPI VISHAKHAPATNAM WARANGAL CHENNAI-I CHENNAI-II COIMBATORE ERNAKULAM KOTTAYAM KOZHIKODE MADURAI SALEM THANJAVUR TIRUNELVELI TRIVANDRUM VELLORE AHMEDABAD AMRAVATI AURANGABAD BHAVNAGAR GANDHINAGAR GOA KOLHAPUR MUMBAI-I MUMBAI-II MUMBAI-III MUMBAI-IV MUMBAI-SSS NADIAD NAGPUR NANDED NASIK PUNE RAJKOT SATARA SURAT THANE VADODARA

89 59 76 116 72 79 89 97 90 96 109 108 82 79 94 122 77 97 88 74 73 83 117 148 89 138 93 98 108 70 88 109 133 62 61 39 76 37 75 59 70 75 63 16 57 120 43 86 174 80 59 103 110 68 9,179

98 65 83 127 80 86 98 107 99 106 119 119 90 87 103 135 85 106 96 82 81 91 129 163 98 152 103 108 119 77 97 120 147 68 67 43 84 41 83 65 77 83 69 17 62 132 47 95 191 88 65 114 121 75 10,097

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 108 72 92 140 88 95 108 118 109 116 131 131 99 96 113 148 93 117 106 90 89 100 142 179 108 167 113 118 131 85 106 132 161 75 74 47 92 45 91 72 84 91 76 19 68 146 52 105 211 97 71 125 134 82 11,107

119 79 101 154 96 105 118 129 120 128 144 144 109 106 125 163 102 129 117 99 98 110 156 197 119 184 124 130 144 93 117 145 178 82 81 52 101 49 100 79 93 100 84 21 75 160 57 115 232 107 79 137 147 90 12,217

Life Insurance Corporation of India

131 87 111 169 106 115 130 142 131 141 159 158 119 116 137 179 113 142 128 109 108 121 171 217 131 202 137 143 159 102 129 159 195 90 90 57 111 54 110 87 102 110 92 23 83 176 62 127 255 118 86 151 162 99 13,439

144 96 122 186 117 127 143 156 145 155 175 174 131 128 151 197 124 156 141 119 118 133 188 239 144 222 150 158 175 113 141 175 215 99 99 63 122 60 121 95 112 121 101 25 91 194 69 139 280 129 95 166 178 109 14,783

158 105 134 205 128 139 158 172 159 170 192 191 145 141 166 217 136 171 155 131 130 147 207 263 158 244 165 173 192 124 156 193 236 109 108 69 135 66 133 105 124 133 112 28 100 213 76 153 308 142 105 183 196 120 16,261

743 507 646 995 604 660 753 827 764 836 922 917 689 675 800 1,033 661 840 722 637 592 697 1,015 1,254 770 1,173 787 854 899 600 763 934 1,124 497 494 332 618 314 633 482 565 610 517 150 471 985 349 694 1,448 673 488 829 896 562 87,084

Page 99 of 124

RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

Table-12: Details for Sizing

Zone

Division BHOPAL BILASPUR GWALIOR INDORE JABALPUR RAIPUR SATNA SHAHDOL

CZ

ECZ

EZ

Zone Total BEGUSARAI BERHAMPUR BHAGALPUR BHUBANESWAR CUTTACK HAZARIBAGH JAMSHEDPUR MUZAFFARPUR PATNA - I PATNA - II SAMBALPUR Zone Total ASANSOL BARADHAMAN BONGAIGAON GUWAHATI HOWRAH JALPAIGURI JORHAT KHARAGPUR KMDO - I KMDO - II KSDO SILCHAR Zone Total AGRA ALIGARH ALLAHABAD BAREILY DEHRADUN FAIZABAD GORAKHPUR HALDWANI

Confidential

No. of Branches 21 10 16 32 21 16 12 12

Details for Sizing Total Work DMS Concurrent Flow Users Users for Users the Division 5 10 315 5 10 150 5 10 240 5 10 480 5 10 315 5 10 240 5 10 180 5 10 180

No. of Digitized Policies

Existing Database data (In GB)

31,35,000 22,44,292 24,48,250 50,22,750 41,05,000 35,34,458 23,25,750 21,31,000

120 NEW DIVISION 113 239 254 259 125 97

Existing Image data (In GB) 2925 2262 4809 3958 6011 2836 2509

140 10 14 14 9 19 18 19 14 14 12 14 157 16 12 12 20 14 23 20 10 23 18 24 14 206 20 16 18 20 20 13 22 18

5 5 5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10 10 10

150 210 210 135 285 270 285 210 210 180 210

29,16,205 29,30,000 33,62,440 22,72,473 65,79,527 48,58,000 38,85,000 62,69,523 43,21,408 49,85,924 24,58,000

NEW DIVISION 118 187 NEW DIVISION 291 296 220 401 314 NEW DIVISION 153

5 5 5 5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10 10 10 10

240 180 180 300 210 345 300 150 345 270 360 210

38,83,177 35,05,573 16,32,000 37,15,500 59,47,000 56,97,100 31,00,000 49,75,000 65,86,000 47,55,000 81,41,000 24,92,000

243 NEW DIVISION 206 283 295 374 218 318 308 212 328 100

5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10

300 240 270 300 300 195 330 270

42,08,000 31,62,000 40,24,500 31,29,000 30,73,000 51,87,000 66,20,250 25,10,000

Life Insurance Corporation of India

239 344 342 159 144 189 187 104

2747 4417 7812 3856 3557 5805 5289 2418 5566 1732 4395 4850 4618 2934 4446 6828 4201 7255 2073 3040 3072 3557 3120 3193 3897.6 5254 2599

Page 100 of 124

RFP for Upgradation of EDMS

NCZ

NZ

SCZ

KANPUR LUCKNOW MEERUT VARANASI Zone Total AJMER AMRITSAR BIKANER CHANDIGARH DELHI - I DELHI - II DELHI - III JAIPUR - I JAIPUR - II JALANDER JODHPUR KARNAL LUDHIANA ROHTAK SHIMLA SRINAGAR UDAIPUR Zone Total BELGAUM BENGALURU - II BENGALURU - I DHARWAD HYDERABAD KADAPA KARIM NAGAR MACHILIPATNAM MYSORE NELLORE RAICHUR RAJAHMUNDRY SECUNDERABAD SHIMOGA UDIPI VISHAKHAPATNAM WARANGAL Zone Total CHENNAI - I CHENNAI - II COIMBATORE ERNAKULAM KOTTAYAM KOZHIKODE MADURAI SALEM THANJAVUR

Confidential

26 19 27 28 247 20 17 22 20 25 29 16 15 16 19 22 16 13 15 23 17 15 320 14 20 20 15 22 20 13 24 22 21 16 20 23 14 17 20 13 314 21 21 26 14 18 25 25 18 27

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

5 5 5 5

10 10 10 10

390 285 405 420

49,44,000 52,28,000 56,72,000 67,56,250

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10

300 255 330 300 375 435 240 225 240 285 330 240 195 225 345 255 225

42,42,500 27,11,000 32,11,500 36,86,500 50,06,250 60,52,000 34,93,250 37,93,049 32,78,451 27,76,000 45,16,750 36,88,500 21,50,500 31,09,750 39,38,750 22,45,500 28,96,500

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10

210 300 300 225 330 300 195 360 330 315 240 300 345 210 255 300 195

38,24,500 39,33,750 46,55,250 39,49,000 46,98,500 47,17,750 39,25,750 51,37,000 44,56,000 42,22,250 39,65,000 43,52,000 58,30,500 30,78,250 35,40,000 52,55,250 35,41,250

209 302 188 295 296 342 330 296 270 295 150 304 200 373 254 138 240

3743.5 3887 4619 4642 4428 5509 4350.7 5000.4 4412 4074 2900 4121 5419 2625 4405 4754 3709

5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10

315 315 390 210 270 375 375 270 405

43,91,000 41,51,000 49,44,250 26,99,662 45,03,250 58,59,000 51,92,750 39,98,000 53,99,250

279 223 279 312 270 288 292 280 259

3485 3645 3602 5126 4032 4691 4517 3816 3913

Life Insurance Corporation of India

367 403 380 200 349 110 123 326 370 404 401 271 NEW DIVISION 128 233 147 267 158 264 67 97

4040 4915 5536 6105 3672 3051 3332 3407 5203 5615 3223.8 6468 2532 3930 3496.7 1900 2930 3607 2159 3047

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SZ

WZ

THRISSUR TIRUNELVELI TRIVANDRUM VELLORE Zone Total AHMEDABAD AMARAVATI AURANGABAD BHAVNAGAR GANDHINAGAR GOA KOLHAPUR MUMBAI - I MUMBAI - II MUMBAI - III MUMBAI-IV MUMBAI-SSS NADIAD NAGPUR NANDED NASIK PUNE - I PUNE - II RAJKOT SATARA SURAT THANE VADODARA Zone Total

Confidential

13 16 15 22 261 30 19 17 11 25 11 18 16 20 19 18 4 18 26 8 20 17 16 20 13 21 23 17 407

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

5 5 5 5

10 10 10 10

195 240 225 330

37,79,338 32,44,750 36,35,750 48,22,250

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10

450 285 255 165 375 165 270 240 300 285 270 60 270 390 120 300 255 240 300 195 315 345 255

62,68,000 35,17,000 30,38,000 18,71,000 44,57,000 15,82,000 30,11,000 35,82,250 34,91,750 44,00,079 33,89,750 11,27,750 24,89,000 63,91,000 20,55,000 48,94,000 42,96,221 41,17,779 41,05,000 27,15,000 46,13,000 51,53,000 31,39,000

Life Insurance Corporation of India

NEW DIVISION 202 2791 153 3465 255 4072 232 350 166 72 325 222 243 381 169 248 318 308 132 250 103 272 141 314 248 225 403 191 42

6246 3787 4122 1820 4225 1687 3215 4423.1 4039 4619 4300 3649.4 2820 6541 2233 4988 5362 5280 4180 2714 4780 5896 3832

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10-Annexure Annexure - 1 : Capability of the Bidder / System Integrator No. Information 1 Company Name 2. Date of Incorporation/Nature (Pvt/Pub/PSU/Govt.) 3. Company Head Office / Registered Office and Addresses Contact Person(s) Phone Mobile Fax E-mail Website 4. Name, designation and contact details of the person authorized to make commitments to LIC. (Power of Attorney for the Authorized Signatory for this bid should be enclosed) 5. Any pending or past litigation (within last three financial years)? (Yes / No) If yes, please give details 6. Please mention turnover for the last three financial years Year wise excluding the current financial year.

Particulars / Response

Turnover

Profit / Loss

2012-2013 2013-2014 2014-2015 7. Technical Professional Strength (Under permanent employment with the Organization) 8. Whether the Firm / Company has widely accepted certifications. If yes, provide details 9. Details of formal relationship with OEM of equipment positioned as part of the RFP with description of the nature of relationship and certified copies. 10. Profile of personnel with qualification, experience and relevant certification who can be assigned for installation, migration, commissioning, integration and maintenance of the proposed infrastructure. 11. Capability of the bidder to provide 24x7 support 12. Details of similar installation (minimum one project) atleast 1 installation where similar nature of System Integration Services for EDMS implementation including Operational activities have been provided. atleast 1 installation where standard EDMS Workflow is implemented. alteast 1 installation where the proposed storage / hardware solution with supporting technical and operational personnel is implemented.

Confidential

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atleast 1 installation where the migration / upgradation activity of EDMS Solution related to database or software is implemented. For all the four items stated above, provide the following information wherever applicable as per Annexure - 10. 13 OEMs, if any

Note: In case of any OEM, please furnish the information in the above format separately.

Bidders’ Name :

Authorized Signatory

Seal:

Date:

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Life Insurance Corporation of India

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Annexure - 2 : Pre-Qualification Criteria

S. No.

Details

1

Bidder should be a company incorporated under Indian Companies Act, 2013 or a Government Concern.

2

Bidder should have ISO-9001-2008 (or equivalent) certification for quality management and minimum of CMMi Level 3 certification valid as on date. Due consideration will be given for any relevant additional valid Certifications pertaining to Information Technology.

3

If the Bidder is not an OEM, then authorization letter from all the OEMs like DMS Software, Operating System, Database, Web and Application Server Software, Mobile Device Application Software etc., should be obtained, stating that the OEM will fully support the Bidder for the implementation of the End-to-End EDMS in LIC, throughout the Contract period as envisaged within the scope of this RFP.

Yes / No

Details of the Documentary Proof attached *

Servers: OEM of high-end enterprise class Servers compatible with Linux latest Version but should work in the earlier Linux Versions also Storage: Storage of requisite capacity compatible with Linux latest Version but should work in the earlier Linux Versions also Operating System: Linux Latest Server Version Database: RDBMS compatible with the DMS Software Web Server: Any enterprise high-end Web Server Application Server: Any standard Application Server DMS Software: Any standard DMS Software

4

The Bidder shall provide Enterprise Content Management Software – OEM’s appearing in Magic Quadrant for Enterprise Content Management 2015 and should be a part of it.

5

Audited Balance Sheet along with Profit and Loss Statements for the last three accounting years (2014-15, 2013-14, 2012-13) should be submitted, showing profit on all the last three accounting years. The turnover of the Company should be more than 200 Crores per year in all the three years.

Confidential

Life Insurance Corporation of India

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6

7

8

9

10

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

The Bidder must provide at least one reference account, where they are presently providing or have provided similar Service or Services of similar magnitude in the past five years. Name of the Organization, individual(s) to contact, phone number and address should be included. Reference must prove Bidder's Project experience as System Integrator related to the supply, installation, migration, customization and implementation of project at Enterprise Level. The Bidder must execute a Non-Disclosure Agreement on a stamp paper of amount `250=00 (Rupees Two Hundred and Fifty Only). The Bidder must submit Bid Security in the form of Bank Guarantee for `2,00,00,000 (Rupees Two Crores Only) along with the complete Bid from a Nationalized / Scheduled bank as per the attached proforma mentioned in Annexure - 3. Bidder should not have been blacklisted by any Government / PSU / Corporation for corrupt or fraudulent practices or non-delivery, non-performance in the last three financial years. A self-declaration from the Bidder is required. Pre Contract Integrity Pact - Only those Bidders who have entered into Pre Contract Integrity Pact with LIC would be eligible to participate in the bidding. The “Pre Contract Integrity Pact” as Annexure - 11, should be provided by the Bidder.

* The information provided by the bidder should be accompanied by supporting documentary evidence.

Bidders’ Name :

Authorized Signatory

Seal:

Date:

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Life Insurance Corporation of India

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Annexure - 3 : Bank Guarantee Format for EMD This Deed of Guarantee executed by the __________________ (Bank name) (hereinafter referred to as “the Bank”) in favour of Life Insurance Corporation of India (hereinafter referred to as “LIC”), a statutory corporation established under section 3 of Life Insurance Corporation Act 1956 (XXXI of 1956) and having its Corporate Office at “Yogakshema”, Jeevan Bima Marg, Mumbai – 400021 for an amount not exceeding Rs.____________(Rupees _____________________________ only) at the request of (Bidder's Name & Address) ________________________________________________ (hereinafter referred to as the “Bidder”). Therefore, we hereby affirm that we Guarantee and are responsible to you on behalf of the Bidder, up to a total amount of Rs._____________ (Rupees ________________________ only) and we undertake to pay you, upon your first written demand, without cavil or argument, any sum or sums as specified by you within the limit of Rs. ____________ (Rupees_________________________ only). LIC need not prove or show grounds or reasons for the demand of a part or full amount of guarantee. This Bank Guarantee will be valid for a period up to _____________ (for a period of 410 days from the date of publication of Bid) The Bank hereby covenants and declares that the guarantee hereby given is an irrevocable one and shall not be revoked by a Notice or otherwise. This Guarantee shall not be affected by any change in the Constitution of the Bank or the Bidder. We hereby confirm that we have the powers to issue this guarantee in your favour under the Constitution and business procedure of the bank and the undersigned is/are the recipient of authority by express delegation of powers and has/have full powers to execute this performance bank guarantee.

Dated at________ this_________ day of __________ 2016.

Sealed & Signed by the Bank

Confidential

Life Insurance Corporation of India

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Annexure - 4 : Technical Bid particulars to be provided by the Bidder ( On Company Letterhead )

[Date]

Executive Director (IT/SD), Life Insurance Corporation of India, Central Office, Information Technology Department, 2nd Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. Ref: Upgradation of the existing EDMS Dear Sir, We have understood the instructions and the terms and conditions mentioned in the Bid Documents furnished by you and have thoroughly examined the detailed scope of work laid down by you and are fully aware of the nature and the scope of work required. We hereby confirm our acceptance and compliance to the provisions and terms & conditions contained in the Bid Documents. Our Bid shall remain valid for acceptance for six months from the last date of submission of the offer. We provide detailed information about the end-to-end Solution proposed along with relevant supporting documentations. The proposed solution is designed for high-availability with no single point of failure and at least 99.5% uptime. We further confirm that any deviation to the clauses found anywhere in our Bid, implicit or explicit, shall stand unconditionally withdrawn, without any implication whatsoever to LIC of India, failing which the EMD may be forfeited. We certify that all the information provided in our bid, including the information regarding the team members, are true. We understand that any willful misstatement in the Bid may lead to disqualification or cancellation of award if made or termination of contract. We also understand that in such a case we may be debarred for future assignments with LIC of India. We submit the Bid with components appropriate to the requirements as stated under: 1. Scope of Work as mentioned in Section 6. 2. Should necessarily state the issues and challenges that the Bidder visualizes in the proposed implementation. Recognition of issues and challenges, effective proposed strategy to address the issues should be part of the proposed Solution. 3. Should submit high level bill of quantity along with detailed specification and product documentation. 4. Must state the Hardware Equipment Type, Make/Model, Broad Specifications and Product Highlights. 5. Free to add any additional component in order to complete the proposed Solution. 6. Should provide compatibility matrix and benchmarks for various components as desired. 7. Should provide migration strategy, methods and tools.

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We further undertake, if our Bid is accepted, to supply, install and commission the Enterprise Document Management System of Life Insurance Corporation of India in accordance with the requirements and the delivery schedule finalized by LIC. If our Bid is accepted, we will obtain the guarantee of a bank in the form prescribed by LIC for a sum equivalent to 20% of the Contract Price for the due performance of the Contract. We agree to abide by this Bid for the Bid validity period specified in this RFP and it shall remain binding upon us and may be accepted at any time before the expiry of that period. Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and your notification of the award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India. We understand that you are not bound to accept the lowest or any Bid you may receive.

Bidders’ Name :

Authorized Signatory

Seal:

Date:

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Life Insurance Corporation of India

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Annexure - 5 : Non-Disclosure Agreement Format with its registered Office at
, and its employees shall not, unless Life Insurance Corporation of India (Corporation) gives permission in writing, disclose any part or whole of this RFP Document reference number CO/ITSD/EDMS/2015-16/RFP dated 05/03/2016 published on for Upgradation of the existing EDMS, or the Bid and/or Contract, or any specification, plan, drawing, pattern, sample or information furnished by LIC (including the users), in connection therewith to any person other than the person employed by the Bidder in the performance of the Bid and/or Contract. Disclosure to any such employed made in confidence and shall extend only as far as may be necessary for purposes of such performance. The employees or the third party engaged by will maintain strict confidentiality. and its employees and agents shall not without prior written consent from LIC make any use of any document or information given by the user, except for purposes of performing the contract award. In case of breach LIC shall take such legal action as it may be advised.

Authorized Signatory

Company Stamp

Date:

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Annexure - 6 : Benchmark Specification Performance and Scalability Requirements For handling very large number of document images, the software architecture of EDMS core solution must provide necessary performance and scalability on the offered hardware platforms, so as to give acceptable response time and throughput to the number of users indicated in the RFP. These requirements, applicable individually to each configuration stipulated below: • • • • •

Average Server response time to a request from an individual concurrent user should be less than one second. Server should handle 2000 requests per hour. Image retrieval time for a user should be less than one second. Progressive display of image view for a user should complete in less than 3 seconds. For higher-end configurations for Divisions and clusters, the throughput and number of users should be scalable by addition of CPU & Memory.

In order to ascertain these performance and scalability requirements, Bidders are required to appropriately configure their software and hardware. The following should be kept in mind while configuring the machines: Linux is the standardized platform in LIC Offices. All the software components and hardware servers must be working on these platforms and should be appropriately certified. All the other infrastructure software components offered must comply with the open standards. LIC would prefer use of open source products, e.g., PostgreSQL, JBOSS, etc. However Bidders may quote for commercial products as options for higher end configurations if the open source components are unable to meet the performance and scalability requirements. In any case all components offered must work in an integral fashion with the core EDMS software. Benchmark Tests During the Technical evaluation, Bidders will be required to conduct at their cost, and at a site in India mutually agreed to, benchmark tests on the offered hardware as described below : For the Divisional Server, the offered server to be loaded with sample policy dockets each with 20 document images. A multi-user test for 75 to 100 concurrent users to be conducted with average image retrieval times and throughput for 30 minutes noted in each case. A few physical terminals should be connected to the server while this benchmark is run, for physical retrieval and verification by LIC representatives. For the Zonal server, a similar test be conducted for sample policy dockets each with 20 document images for 150 to 200 concurrent users. Additionally, at least one (or more) CPUs should be added and the test be repeated to demonstrate scalability. This test should be conducted separately with open source software components and commercial products so as to permit LIC to take a view on the final choice. This data is to be used for the above benchmark by appropriate replication of images and auto generation of required policy number/ Branch-id, etc.

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Life Insurance Corporation of India

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Annexure - 7 : Service Support Details Support Centre Location

Phone No

E-mail

Confidential

Status of Office working days & time

No. of software professionals

No. of hardware professionals

No. of Hardware staff

Life Insurance Corporation of India

Details of professional's certifications

Details of Staff experience relevant to EDMS

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Annexure - 8 : Financial Bid Covering Letter ( On Company Letterhead )

[Date]

Executive Director (IT/SD), Life Insurance Corporation of India, Central Office, Information Technology Department, 2nd Floor, Jeevan Seva Annex, S. V. Road, Santacruz (W), Mumbai-400054. Ref.: Upgradation of the existing EDMS Dear Sir, Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver …………………… (Description of System and Services) in conformity with the said Bidding Documents for the sum of ……..(Total bid amount in words and figures) or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid, and hereby undertake that we accept all the conditions of the contract of the Bidding Document and will supply, implement and commission the systems as per the Technical Specifications mentioned elsewhere in the RFP of the bidding documents. We further undertake that we fulfill the Eligibility requirement and for this purpose we enclose the details. In addition to this, the particulars of our Organization such as legal status, principal place of business, details of experience and past performance, service support details, capability statement and the required the EMD amount in the form of Bank draft are furnished with this Bid form. We further undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule finalized. If our Bid is accepted, we will obtain the guarantee of a bank in the form prescribed by LIC for a sum equivalent to 20% of the final Contract Price, valid for the entire contract period, for the due performance of the Contract. We agree to abide by this bid for the Bid validity period specified in this RFP and it shall remain binding upon us and may be accepted at any time before the expiry of that period. Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India. We understand that you are not bound to accept the lowest or any bid you may receive. Dated this ……….. day of …………… 20….. ________________________ ____________________________________ (Signature) (in the capacity of Duly authorized to sign Bid for and on behalf of)

Confidential

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Annexure - 9 : Financial Bid Form RFP for Upgradation of EDMS CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016 Name of the Bidder: Financial Bid No. Unit of Office Rate Unit s

Description I. Operations Logistics Charges Scanning and Upload Charges

Y 1

Y 2

Y 3

Y 4

Y 5

Y 6

Y 7

Total Cost

DO DO

(For Logistics and Scanning volumes for 7 years, refer Section 6.2) 2. Hardware Server (2 Nos. per location) Server Storage Storage Switch Backup Server Tape Library LTO6 tape drives (10 Nos. per location)

234 27 122 122 113 122 1220

DO/CO ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO

X X X X X X X

X X X X X X X

X X X X X X X

X X X X X X X

X X X X X X X

X X X X X X X

3. Software Operating System DMS Software Database Web and Application Server Software Cluster Agent Business Activity Monitoring (BAM) Tool Business Process Monitoring (BPM) Tool Mobile Device Application Software Replication Tool

122 122 122 122 244 122 122 122 122

DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO DO/ZO/CO

X X X X X X X X X

X X X X X X X X X

X X X X X X X X X

X X X X X X X X X

X X X X X X X X X

X X X X X X X X X

X

X

X

X

X

X

X

X

4. Other Services Migration Cost Annual Maintenance Charges (4 years) for Hardware Maintenance (after warranty of 3 years) Annual Technical Charges (7 years) for Software Maintenance Project Management (7 years) Software Customization (7 years)

121 DO/ZO 122 DO/ZO/CO

X

1 CO 1 CO 1 CO

5. Any other deliverables (Please specify) Grand Total Cost

Confidential

Life Insurance Corporation of India

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LIC reserves the rights to change the number of servers or adjust the configuration of deployed HW and SW. Line item prices quoted by the Bidder shall be used to determine actual HW and SW cost. All the above should be supported with component wise prices for every hardware and software proposed, for hardware the detailed component wise pricing should include prices of every component like CPU, Storage, DVD writer, Memory, Raid controller, Mother board, other components / accessories etc. Please specify the component wise pricing for any other deliverables. Year wise cost bifurcation should be provided for components which are spread over 7 years. For others, it should be part of the Year 1. Signature & Seal of Bidder

Confidential

Life Insurance Corporation of India

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Annexure - 10 : References Name of the referred site Address of the site Contact person name, designation and contact details Nature of Business Hardware and Operating System used Database used Application Environment Network Environment Date of Commencement / Completion of the service Size of the operation Volume of data Size of the database Number of Concurrent Users Architecture deployed (Whether Centralized or Distributed) Brief on Digitization Process - How Scanning is done, where (onsite / offsite). DMS for Work Flow and number of processes

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Annexure - 11 : Pre Contract Integrity Pact General: This pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is made on…………………. day of the month of …………………..201

, between, on one hand, the Life Insurance Corporation of India (hereinafter referred

to as “LIC”) a statutory Corporation established under section 3 of Life Insurance Corporation Act 1956 (XXXI of 1956) and having its corporate office at “Yogakshema” Jeevan Bima Marg Mumbai 400021. (hereinafter called the “BUYER” which expression shall mean and include, unless the context otherwise requires, his successors in office assigns) of the First part. And M/s …………………………

represented by Shri………………………………….. .(

hereinafter called the “BIDDER /SELLER” which expression shall mean and include , unless the context otherwise requires, his successors and permitted assigns) of the Second part. WHEREAS the BUYER proposes to procure (Name of the Stores/ Equipment/Item) and the BIDDER/Seller is willing to offer/has offered the stores and WHEREAS

the

BIDDER

is

a

private

company/public

company/Government

undertaking/partnership/registered export agency, constituted in accordance with the relevant law in the matter and the BUYER is performing its function under the LIC Act 1956. NOW, THEREFORE, To avoid all forms of corruption by following a system that is fair, transparent and free from any influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into with a view to:Enabling the BUYER to obtain the desired said stores/equipment/item at a competition price in conformity with the defined specifications by avoiding the high cost and the distortionary impact of corruption on public procurement, and Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to secure the contract by providing assurance to them that their competitors will also abstain from bribing and other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its officials by following transparent procedures. The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:Commitments of the BUYER 1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with the contract, will demand, take a promise for or accept, directly or through intermediaries, any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any other advantage from the BIDDER, either themselves or for any person, organisation or third party related to the contract in exchange for an advantage in the bidding process, bid evaluation, contracting on implementation process related to the contract.

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1.2 The BUYER will, during the pre-contract stage, treat all BIDDERs alike and will provide to all BIDDERs the same information and will not provide any such information to any particular BIDDER which could afford an advantage to that particular BIDDER in comparison to other BIDDERs. 1.3 All the officials of the BUYER will report to the appropriate “CVO” any attempted or completed breaches of the above commitments as well as any substantial suspicion of such a breach.

2. In case any such preceding misconduct on the part of such official(s) is reported by the BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to be correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed fit, including criminal proceedings may be initiated by the BUYER and such a person shall be debarred from further dealings related to the contract process. In such a case while an enquiry is being conducted by the BUYER the proceedings under the contract would not be stalled. Commitments of BIDDERs 3. The BIDDER commits itself to take all measures necessary to prevent corrupt practices, unfair means and illegal activities during any stage of its bid or during any pre-contract or post-contract stage in order to secure the contract or in furtherance to secure it and in particular commit itself to the following:3.1 The BIDDER will not offer, directly or through intermediaries, any bribe, gift, consideration, reward, favour, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER, connected directly or indirectly with the bidding process, or to any person, organization or third party related to the contract in exchange for any advantage in the bidding, evaluation, contracting and implementation of the contract. 3.2 The BIDDER further undertakes that it has not given, offered or promised to give, directly or indirectly any bribe, gift, consideration, reward, favour, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER or otherwise in procuring the Contract or forbearing to do or having done any act in relation to the obtaining or execution of the contract of any other contract with the government for showing or forbearing to show favour or disfavor to any person in relation to the contract of any other contract with the Government. 3.3 Foreign BIDDERs shall disclose the name and address of their Indian agents and representatives in India, and Indian BIDDERs shall disclose their foreign BUYERs or associates. 3.4 BIDDERs shall disclose the payments to be made by them to their agents/brokers or any other intermediary, in connection with this bid/contract. 3.5 The BIDDER further confirms and declares to the BUYER that the BIDDER is the original manufacturer/ integrator/authorized agent of the stores/equipment/items and has not engaged any individual or firm or company whether Indian or foreign to intercede, facilitate or in any way to recommend to the BUYER or any of its functionaries, whether officially or unofficially to the award of the contract to the BIDDER, nor has any amount been paid, promised or intended to be paid to any such individual, firm or company in respect of any such intercession, facilitation or recommendation.

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Life Insurance Corporation of India

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3.6 The BIDDER, either while presenting the bid or during pre-contract negotiations or before signing the contract, shall disclose any payments he has made, is committed to or intends to make to officials of the BUYER or their family members, agents, brokers or any other intermediaries in connection with the contract and the details of services agreed upon for such payments. 3.7 The BIDDER will not collude with other parties interested in the contract to impair the transparency, fairness and progress of the bidding process, bid evaluation, contracting and implementation of the contract. 3.8 The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair means and illegal activities. 3.9 The BIDDER/System Integrator will not commit any offence under the relevant India penal code (IPC) /Provision of corruption (PC) act .Further improperly, for purposes of competition or personal gain, pass on to others, any information provided by the BUYER as part of the business relationship, regarding plans, technical Bids and business details, including information contained in any electronic data carrier. The BIDDER also undertakes to exercise due and adequate care lest any such information is divulged. 3.10 The BIDDER commits to refrain from giving any complaint directly or through any other manner without supporting it with full and verifiable facts. 3.11 The BIDDER shall not instigate or cause to instigate any third person to commit any of the actions mentioned above. 3.12 If the BIDDER or any employee of the BIDDER or any person acting on behalf of the BIDDER, either directly or indirectly, is a relative of any of the officers of the BUYER, or alternatively, if any relative of an officer of the BUYER has financial interest/stake in the BIDDER’s firm, the same shall be disclosed by the BIDDER at the time of filing of tender. The term ‘relative’ for this purpose would be as defined in section 6 of the Companies Act 1956. 3.13 The BIDDER shall not lend to or borrow any money from or enter into any monetary dealings or transactions, directly or indirectly, with any employee or the BUYER.

4. Previous Transgression 4.1 The BIDDER declares that no previous transgression occurred in the last three years immediately before signing of this Integrity Pact, with any other company in any country in respect of any corrupt practices envisaged hereunder or with any Public Sector Enterprise in India or any Government Department in India that could justify; BIDDER’s exclusion from the tender process. 4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be disqualified from the tender process or the contract, if already awarded, can be terminated for such reason.

5. Earnest Money (Security Deposit):

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

5.1 While submitting commercial bid, the BIDDER shall deposit an amount Rs.……………………. (to be specified in RFP/Tender ) as Earnest Money as applicable/Security Deposit, with the BUYER through any of the following instruments: (i) Bank Draft of Pay Order in favour of LIC. (ii) A confirmed guarantee by an Indian Nationalized Bank, promising payment of the guaranteed sum to the BUYER on demand within three working days without any demur whatsoever and without seeking any reasons whatsoever. The demand for payment by the BUYER shall be treated as conclusive proof of payment. (iii) Any other mode or through any other instrument (to be specified in the RFP/Tender ). 5.2

The Earnest Money /Security Deposit shall be valid up to the complete conclusion of the contractual obligations to the complete satisfaction of both the BIDDER and the BUYER, including warranty period, whichever is later.

5.3

In case of the successful BIDDER a clause would also be incorporated in the Article pertaining to Performance Bond in the Purchase Contract that the provisions of sanctions for Violation shall be applicable for forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any reason for imposing sanction for violation of this Pact.

5.4

No interest shall be payable by the BUYER to the BIDDER on Earnest Money/Security Deposit for the period of its currency.

6. Sanctions for Violations: 6.1 Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the BUYER to take all or any one of the following actions, wherever required:(i) To immediately call off the pre contract negotiations without assigning any reason or giving any; compensation to the BIDDER. However, the proceedings with the other BIDDER(s) would continue. (ii) The Earnest Money Deposit (in pre-contract stage) and/or Security Deposit/ Performance Bond (after the contract is signed) shall stand forfeited either fully or partially, as decided by the BUYER and the BUYER shall not be required to assign any reason therefore. (iii) To immediately cancel the contract, if already signed, without giving any compensation to the BIDDER. (iv) To recover all sums already paid by the BUYER, and in the case of an Indian BIDDER with interest thereon at 2% above the prevailing Prime Lending Rate of State Bank of India, while in case of a BIDDER from a country other than India with interest thereon at 2% above the LIBOR (London Inter Bank Offer Rate). If any outstanding payment is due to the BIDDER from the BUYER in connection with any other contract for any other stores, such outstanding payment could also be utilized to recover the aforesaid sum and interest. (v) To encash the advance bank guarantee and performance bond/warranty bond, if furnished by the BIDDER, in order to recover the payments, already made by the BUYER, along with interest.

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Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

(vi) To cancel all or any other contracts with the BIDDER. The BIDDER shall be liable to pay compensation for any loss or damage to the BUYER resulting from such cancellation/recission and the BUYER shall be entitled to deduct the amount so payable from the money(s) due to the BIDDER. (vii) To debar the BIDDER from participating in the future bidding processes of LIC for a minimum period of seven years which any be further extended at the discretion of the BUYER. (viii) To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman or agent or broker with a view to securing the contract. (ix) In cases where irrevocable Letters of Credit have been received in respect of any contract signed by the BUYER with the BIDDER, the same shall not be opened. (x) Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any reason for imposing sanction for violation of this pact. 6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1(i) to (x) of this pact also on the Commission by the BIDDER or any one employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER), of an offence as defined in chapter IX of the Indian Penal code, 1860 or Prevention of Corruption Act, 1988 or any other statute enacted for prevention of corruption. 6.3 The decision of the BUYER to the effect that a breach of the provisions of this pact has been committed by the BIDDER shall be final and convulsive on the BIDDER. However, the BIDDER can approach the Independent Monitor(s) appointed for the purposes this Pact.

7. Fall Clause: 7.1 The BIDDER undertakes that it has not supplied/is not supplying similar product/systems/items or subsystems at a price lower than that offered in the present bid in respect of any other Ministry/Department of the Government of India or PSU and if it is found at any stage that similar product/systems or sub systems/items was supplied by the BIDDER to any other Ministry/Department of the Government of India or PSU at a lower price, then that very price, with due allowance for elapsed time, will be applicable to the present case and the difference in the cost would be refunded by the BIDDER to the BUYER, if the contract has already been concluded.

8. Independent Monitors: 8.1 The BUYER has appointed (hereinafter referred to as Monitors) for this Pact in consultation with the Central Vigilance Commission. Name address of the Monitor(s):  ………………………………………………………………………………………………………  ……………………………………………………………………………………………………………. 8.2 The task of the Monitors shall be to review independently and objectively, whether and to what extend the parties comply with the obligations under this Pact.

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Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

8.3 The Monitors shall not be subject to instructions by the representatives of the parties and perform their functions neutrally and independently. It will be obligatory for him to treat the information & documents of the Bidder /System Integrator as confidential. 8.4 Both the parties accept that the Monitors have the right to access all the documents relating to the project/procurement, including minutes of meetings. 8.5 As soon as the Monitor notices, or has reason to believe, a violation of this pact, he will so inform the Authority designated** by the BUYER. 8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction to all Project documentation of the BUYER including that provided by the BIDDER. The BIDDER will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional access to his project documentation. The same is applicable to Subcontractors. The Monitor shall be under contractual obligation to treat the information and documents of the BIDDER/Subcontractor(s) with confidentiality. 8.7 The BUYER will provide to the Monitor sufficient information about all meetings among the parties related to the Project provided such meetings could have an impact on the contractual relations between the parties. The parties will offer to the Monitor the option to participates in such meetings. 8.8 The Monitor will submit a written report to the designated authority** of BUYER /Secretary in the Department/ within 8 to 10 weeks from the date of reference or intimation to him by the BUYER /BIDDER and, should the occasion arise, submit Bids for correcting problematic situations.

9. Facilitation of Investigation: In case of any allegation of violation of any provisions of this pact or payment of commission, the BUYER or its agencies shall be entitled to examine all the documents including the Books of Accounts of the BIDDER. The BIDDER shall provide necessary information and documents in English and shall extend all possible help of the purpose of such examination/inspection.

10. Law and Place of Jurisdiction: This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the BUYER.

11. Other Legal Actions: The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in accordance with the provisions of the extent law in force relating to any civil or criminal proceedings.

12 Validity: 12.1 The validity of this Integrity Pact shall be from date of its signing and extend upto 5 years or the complete execution of the contract to the satisfaction of both the BUYER and the BIDDER/Seller, including warranty period,

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Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

whichever is later. In case BIDDER is unsuccessful, this Integrity Pact shall expire after six months from the date of the signing of the contract. 12.2 Should one or several provisions of this Pact turn out to be invalid; the remainder of this pact shall remain valid. In this case, the parties will strive to come to an agreement to their original intentions.

13. The parties hereby sign this Integrity Pact at………………….on………….

BUYER

BIDDER

Designation

Name of the Officer:

CEO

Deptt./MINISTRY/PSU

Witness 1………………………………………

1………………………………….

2……………………………………..

2…………………………………..

(* Provisions of these clauses would need to be amended/deleted in line with the policy of the BUYER in regard to involvement of Indian agents of foreign suppliers.) (** Please specify the “Name of Authority” in place of “Authority Designated” wherever mentioned in the Agreement)

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Life Insurance Corporation of India

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RFP for Upgradation of EDMS

CO/ITSD/EDMS/2015-16/RFP dated: 05/03/2016

11 - Checklist The following is a simple checklist (which is not exhaustive) for your reference. I. Pre-Qualification Criteria: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Incorporation Certificate Certificates obtained OEM Certificates for all components Analyst Reports (Gartner's Magic Quadrant) Proof of Turnover & Profit Reference Site for Bidder as System Integrator Non-Disclosure Agreement EMD with proper validity date Self-declaration regarding blacklisting Pre Bid Integrity Pact Bid Processing Fee

II. Technical Bid: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

Power of Attorney Information regarding Pending litigation (if any) Annexure - 1, 4, 6, 7 and 10 Reference sites for each component Technical professional strength Pan-India capability Capability of providing 24 X 7 services Architectural design Software including Database, Web and Application Server, DMS, Tools etc. Hardware Configuration specifications Disaster Recovery System with replication strategy Migration Road Map Reconciliation mechanism Integration technologies Project Implementation Plan with proper timelines Bill of Quantity item wise (without commercials)

III. Financial Bid: 1. Annexure - 8 2. Bill of Quantity item wise (with commercials) as per Annexure - 9

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Life Insurance Corporation of India

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