A Pre-bid meeting in connection to the above RFP was held on April 12, 2019 at 3:00 pm at 20th Floor Conference Room, HRMD, Central Office, RBI, Fort, Mumbai. The list of companies present in the pre-bid meeting were M/s Enthralltech, M/s Disprz, M/s C & K Management and M/s Stratbeans. The queries raised by the prospective bidders on the captioned RFP were addressed and the details of the discussion that emanated from the meeting in this regard are as under:
| RFP Clause No. / Page No. | Section / Heading of the Clause | Query | RBI’s Response / Reply |
| 4.2.1 | Functional Requirements
3. Platform & Domains
Point iii | ‘The system should have the ability to manage text throughout the website.’
Please elaborate what is the exact requirement. | The platform should have consistency of text layout and fonts. |
| 4.2.1 | Functional Requirements
8. Learning Content Creation & Management
Point viii | The system should manage grade book by marking any learning object as complete or incomplete.’
Please elaborate what is the exact requirement. | The system should be able to track the progress of the course undertaken by the learner/user with real time updated status. |
| 4.2.1 | Functional Requirements
8. Learning Content Creation & Management
Point xxviii | ‘The system should be capable to automatically set recurrence for courses based on rules.’
Please elaborate what is the exact requirement. | The system should have the capability to allow the learner to take courses or assessment quiz again if approved by admin. |
| 4.2.6 | Training for Users | We assume this training material which the vendor has to create is for only for training the user on ‘how to use’ the LMS and not any other topics such as soft skills or RBI course, etc.
Please confirm. | Yes |
| 4.2.6 | Training for Users Point 1. | By on call training, we assume that it can be over phone call or web meetings such as Zoom. In person or classroom type of training won’t be required.
Please confirm. | Admin user trainings should be planned as classroom training during the implementation. |
| 4.3 | SaaS (Software as a Service) | Our LMS is a SaaS. We however generally suggest a IaaS (Infrastructure as a Service) as the deployment approach to our clients.
Will IaaS be an acceptable as a deployment approach?
Please confirm. | No change. |
| Not specific | Not specific | In one of the points of the RFP it says
‘The system should have the ability to integrate with thousands of courses ...’
Would it be possible to provide a tentative number of courses and also the tentative size?
The cloud hosting charges are based on annual consumption pattern. From cost estimation perspective it would be helpful to know the approximate consumption expected.
If the consumption crosses the budgeted usage the additional consumption will have to be done billed as actuals (will be done in a transparent manner). Will this be acceptable? | 2 TB |
| 13.2 | Minimum Eligibility Criteria | When should the documents for minimum eligibility criteria be submitted?
Will it be along with the Technical and Commercial bid or will the documents have to be submitted earlier? | Along with Technical bid. |
| 14.1 | Instructions for Bid Submission Point 6. | a. Pre-requisites: Compliance to Integrity Pact
Would Integrity Pact be the 13.2 Minimum Eligibility Criteria documents? Or will it be any other documents?
If these are other documents, please can you provide us the format/template. | Uploaded along with Corrigendum. |
| 14.1 | Instructions for Bid Submission Point 8. | As per this point, the NDA (Non-disclosure Agreement) should be submitted along with the Integrity Pact.
We did not find the NDA format in the RFP. Please can you share the NDA format or document. | Uploaded along with Corrigendum. |
| 14.9 | Format and Signing of Bid | In this clause it says all pages of the bid documents should be signed. Now since the bid has to be submitted online, would we have to sign the bid and submit a scanned copy? | Yes |
| Not specific | Not specific | Do you need content creation ability? | Yes |
| Not specific | Not specific | Are MSME exempted to pay EMD? | MSME bidders are exempted but they must provide relevant certificates. |
| 4.2.1 (3.v) | 1. Platform & Domains | RFP States “The system may have the capability Single-sign-on functionality with third party tools. For example if required it can be integrated with Samadhan (HR system of the Bank) solution.”
Please indicate the expected protocol for the single sign on functionality.
(E.g. LDAP, AD, or Open Access) | AD mechanism should be available in the system however it is on the discretion of RBI to implement it or not. |
| 4.2.1 (4.ii) | 2. User Interface | RFP states “The system should be intuitive and have built in wizards to guide administrators on difficult tasks.”
Please confirm if we can provide the context-sensitive help system instead of Wizards to guide administrators on difficult tasks. | No change |
| | Communication & Collaboration | Communication & Collaboration RFP states “Interface - Business Intelligence integration and Learning tools interoperability LTI”
Does RBI expect BII to be part of the LMS functionality or a separate BI tool to be integrated? | It should be part of LMS. |
| 4.2.1 (12.x) | 4. Communication & Collaboration | RFP states “3rd-party connectors - 3rd party connectors like Salesforce, Zapier If required support for creation of own connectors as API support is required”.
Please provide the purpose and more information about this requirement. | LMS bidder should have the capacity to build API connectors. |
| 4.2.1 (12.xiv) | 5. Communication & Collaboration | RFP states “The system should be able to handle the 200 number of concurrent users using the system simultaneously.”
Please indicate the total number of users. | This RFP is for 200 licenses hence the maximum number of users can be 200 at any point in time |
| 4.2.2 (iv) | 6. User Management | RFP states “Web services Application Program Interphase (API) to allow user data to be imported”.
Please confirm if this is a feature requirement or part of solution interface. | It is a part of Solution Interface. |
| 5.3 (3) | 7. Implementation | RFP states “The bidder will also setup the LMS solution at the DR site and perform relevant testing to ensure consistency in performance”. Please provide more information on the DR requirements. What is the Recovery Point Objective (RPO) and Recovery Time Objective (RTO) expected? | The DR should be exact replica of the Production environment and should be able to seamlessly shift from Prod to DR whenever required. Bidder should submit RPO an RTO in Technical response. |
| Not specific | 8. Approximate Value in Tender Notification | The tender notification published in RBI’s portal indicates the approximate value of the project to be Rs. 12,00,000/-.
Please confirm if the indicated value (12 lacs) is for the base product cost only. Since the RFP mentions about hosting and DR, can we assume that all other features will be charged extra in addition to the product cost (12 lacs) Or, 12 lacs is the total budget (including hosting and DR) allocated for this project.
Please confirm. | 12 lacs is the total budget (including hosting and DR) allocated for this project. |
| 3.1.1 (14) | Detailed Project Plan along with Estimated work plan and Time Schedules for providing services for assignment under this RFP | What is the expected time line to complete the project? | Bidder has to provide estimated timelines. |
| 5.6.6 / 20 | The bidder will need to assign a manager/engineer for the support activities. | Will the manager/ engineer required to be deputed on-site? | Bidders to use their judgement |
| 10.2.3 | Purpose and Objectives of SLA | What would be the issue resolution time for the levels 2,3 & 4 SLA's? | Level 1 - Average Time to Recovery (ATTR) - 2 hours if service is disrupted during Business Hours / Non-Business Hours
Level 2 - 4 Hours
Level 3 - 1 day
Level 4 - Maximum 2 working days |
| 13.2.3 | The bidder should have prior experience in implementing at least 3 Learning Management Systems. | Can this clause be relaxed to minimum 2 projects? | NO |
| 6 / 19 | Creation of training content | Will RBI be providing the training content? If yes, what are the various types of content required? Example, audio, text, video, animations, etc.. | Functionality to create training content should be provided |
| 5.3 (1) | The rollout shall consist of implementing the proposed LMS application, including the customizations and other solutions covered within the scope of the project. It also includes relevant training to all users of the proposed LMS, and submission of manuals | 1. What would be the mode of training?
2. How many training sessions are required? | 1. Hands-on for the end users and admin user
2. Minimum two training sessions are required to train all the prospective users. |
| 7.3 (1) | The Bidder would ensure that all bugs are fixed as per the Service Levels. In case of any discrepancies, the Bidder will undertake to compensate the Bank appropriately for any financial loss suffered as determined by the Bank. The overall penalties are limited to 10% of the total project cost, i.e., the agreement between the successful Bidder and the Bank | What is the penalty amount per instance of Service Level violations? | overall penalties are limited to 10% of the total project cost, i.e., the agreement between the successful Bidder and the Bank. The penalty amounts per instance will be a part of the agreement terms. |
| 9.11 | The per license cost needs to be proportionally decreased in case the number of users are increased from the existing requirements of 200 users. | Is there a minimum % slab reduction in per license cost that bank is looking for? | No |
| 9.10 | The Bidders should note that the contract entered with the successful Bidder will be for implementation and post go‐live period of 1 year and extendable by another 3 years at the Bank’s discretion on yearly basis. The Bank will have the right, in its sole discretion to renegotiate the prices/ terms and conditions. | What would be the basis for price negotiations for the extended period of contract if the decision is based on Banks's sole discretion? | This is at Bank's sole discretion |
| 3.1.3 | Project Cost (A) Includes all cost related to the implementation of LMS
1. LMS Application Software cost including customization, support, training and other costs and license cost for 1 year for 200 users
2. Other Annual Charges | What is the storage size you are expecting or what type of content will be uploaded video, ppt etc and what will be the average size and quantity for 1st year, 2nd year till the contract period? | 2 TB |
| 4.2.1 | 7. Registration:
2. The system should be able to register users with/without manager approval.
4. The system should be able to manage the waitlist and roster. | Please clear this business case | Query is not clear |
| 4.2.1 (8.xiv) | The system should be able to access online resources which the instructor has posted for a course in pdf, ppt or doc formats. | What all formats the system should support? Is video included? If yes what about video streaming services, can vendor choose or RBI will suggest? | Course can be of any format including pdf, ppt, doc, 3rd party authoring tool content (ex: Articulate Storyline, Captivate, dominKnow, etc.), 3rd party content by different providers, Videos, etc. Video streaming service can be chosen by vendor in consultation with RBI. |
| 4.2.1 (8. xxvi.) | The system should be able to set auto-reminder email for assigned students / instructors / managers / administrators regarding due date for entire learning plan | Email gateway will be provided by RBI or vendor has to manage? | Vendor has to manage the Email gateway. |
| 4.2.1 (12.v) | Payments - Cross charging among various departments | Please clarify this point. Is there any Payment Gateway integration? If yes PG will be provided by RBI or Vendor has to arrange | There is no PG integration |
| 4.2.1 (12.ix) | Course Content Library - Provide a content library including internally developed content or from outside LMS | Content outside LMS is not clear, please elaborate the point. | RBI can provide SCORM compliant course content which would be included in course library as it is. |
| Not specific | Project Duration | Please specify the development, implementation, User Acceptance duration. And also post go live how many years of operation, support and maintenance is required to be included in this proposal. | Bidder has to provide the estimated project duration |
| General / 16 | - | Are you only allowing single bidders or can consortiums also participate with a lead bidder being responsible for all the deliverables? | No |
| 13.2 (3) Minimum Eligibility Criteria, on page 26 | A) Bidder to submit satisfaction/ credential letter from the client clearly stating the scope of work and number of customers serviced
OR
Completion letter from the client indicating the scope of work executed by the bidder and number of customers serviced
B) Copy of purchase order and completion certificate between the bidder and its client and documentary evidence proving the number of customers
The onus of proving the credential via documentary evidence will fall on the bidder. | We have developed and deployed LMS as part of the overall eLearning projects for different clients. Kindly confirm that such projects will also be accepted.
We will submit the copies of the Work Orders in our proposal. However, satisfaction/ credential letter or Completion letter are not available as the projects are on-going and in maintenance phases and the client is not willing to give completion certificate at this point of time.
You are therefore requested to amend the clause to accept work order only. | No change in terms |
| 3.1.2 | 1. Ability to manage text throughout the website | Is it for integration with different website. If yes, is the website content is dynamic? | No |
| 4(i) | Ability to modify/customize the user interface | what level of customization required. Please specify. | The system should be able to customise components of the landing page. |
| 3.1.2 | Change user name | who should have the access to change username (learner or administrator). Typically, in an LMS, the admin creates the users and has the right to create any user name. Kindly elaborate your point. | Admin shall have the access to change username. |
| 5(ii) | Ability to create new learner to request an account | who can create and who will approve request. How this will ensure secure authentication | Admin shall have the right to approve request for user creation. |
| 5(iii) | Ability to create new learner to create an account without approval | who can create? How this will ensure secure authentication. This point is in contradiction to point 5(ii) | The system should have the feature to allow users to create a new account without approval. However, this feature can be enabled/disabled by admin. |
| Pre-bid Meeting Queries | Security Requirements | What should be security requirements? | As per mentioned in the RFP |
| Pre-bid Meeting Queries | Migration Data | Is there any requirement of migration of legacy data? | No |
| Pre-bid Meeting Queries | Mobile friendly interface | Is there a requirement for LMS to have mobile friendly interface? | As per mentioned in the RFP |
| Pre-bid Meeting Queries | Support | What are the application support hours? | Business working hours from Monday to Saturday |
| Pre-bid Meeting Queries | Support | What are the location for on-site support? | Mumbai |
| Pre-bid Meeting Queries | References | Can the bidder use RBI logo for further marketing? | No |
| Pre-bid Meeting Queries | References | Can the bidder use RBI for references for further bidding of other projects? | Yes, only the successful bidder |
| Pre-bid Meeting Queries | Ready-made content | Does the bidder have to provide ready-made/ e-learning content on various domains? | No |