GOVERNMENT OF MAHARASHTRA PUBLIC WORKS DEPARTMENT

Transcription

1 GOVERNMENT OF MAHARASHTRA PUBLIC WORKS DEPARTMENT Consulting Services for Feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred-Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/000. REQUEST FOR PROPOSAL (RFP) February, 2013 Executive Engineer, Public Works Division No.- 3, Nagpur 0

2 Consulting Services for Feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred-Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/000. I N D E X S. No. Particulars Page No. 1 Invitation of Proposal From To 2 Tendering Procedure 3 Letter of Invitation 4 Data Sheet with forms 5 Schedule 5 Terms of Reference (TOR) 6 Contract Agreement 7 General Conditions of contract 8 Special Conditions of contract 9 Appendix A to J 1

3 GOVERNMENT OF MAHARASHTRA PUBLIC WORKS DEPARTMENT Invitation of Proposal Sub: Consulting Services for feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred-Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/000. On line Lum Sum tender in C form are invited by Executive Engineer P.W. Division No. -3 Nagpur on the basis of National competitive bidding for the following work: S.No MSH No. Stretch Approx. Length (in km) Packa ge No. Period of assignment 1 9 Consulting Services for feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred- Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/ DPR 1) Two month for survey and investigation 2) Four month for preparation of DPR 2. You are hereby invited to submit your proposal for above Consultancy Tender form, conditions of contract, specifications and contract drawings can be downloaded from the etendering portal of Public Works Department, Government of Maharashtra i.e. after entering the details payment of Rs 5000/- (Rupees Five Thousand only) in the form of DD/ Pay Order of scheduled or Nationalised Bank in favour of Executive Engineer, Public Works Division, No.-3 Nagpur payable at Nagpur. The DD/Pay Order shall be adjusted against as fees of tender document and it will be non refundable. Further information regarding the work can be obtained from the above office. The Tender Fee in the form of DD / Pay Order, Drawn in the favour of Executive Engineer, Public Works Division, No.-3 Nagpur, should be submitted by Registered Post / Courier service / by hand in sealed covers addressed to the Superintending Engineer, Public Works Circle Nagpur with the name of the work written at the top of the envelope will be received through in the office of the Superintending Engineer, Public Works Circle, Nagpur, as per address mensioned in the Tender Schedule. 2

4 TENDERING PROCEDURE: A. Blank Tender Forms. Tender Forms can be downloaded from the etendering Portal of Public Works Department, Government of Maharashtra i.e. http//:pwd.maharashtra.etenders.in after entering the details of payment towards Tender Fees as per the Tender Schedule. 1.2 B PRE-TENDER CONFERENCE: Pre-tender conference open to all prospective tenderers who have downloaded tender form before the date of Pre-tender Conference, will be held on at Hrs. in the office of the Chief Engineer, Public Works Region, Nagpur wherein prospective Tenderers will have an opportunity to obtain clarifications regarding the work and the Tender Conditions. The prospective tenderers are free to ask for any additional information or clarification either in writing or orally concerning the work, and the reply to the same will be given by the Chief Engineer, in writing and this clarification referred to as Common Set of Deviations (C.S.D.), shall form part of tender documents and which will also be common and applicable to all tenderers. The point/points if any raised in writing and/or verbally by the Consultant in pre-tender conference and not finding place in C.S.D. issued after the prebid conference, is/are deemed rejected. In such case the provision in RFP shall prevail. No individual correspondence will be made thereafter with the Consultant in this regard The tender submitted by the tenderer shall be based on the clarification, additional facility offered (if any) by the Department, and this tender shall be unconditional. Conditional tenders shall be summarily REJECTED All tenderers are cautioned that tenders containing any deviation from the contractual terms and conditions, specifications or other requirements and conditional tenders will be treated as non responsive. The tenderer should clearly mention in forwarding letter that his offer (in envelope No. 1& 2) does not contain any conditions, deviations from terms and conditions stipulated in the tender Tenderers should have valid Class II / III Digital Signature Certificate (DSC) obtained from any Certifying Authorities. In case of requirement of DSC, interested Bidders should go to and follow the procedure mentioned in the document Procedure for application of Digital Certificate The Tenderers have to make a payment of Rs 1038/- online as service charges for the use of Electronic Tendering during Online Bid Data Decryption and Re-encryption stage of the Tender For any assistance on the use of Electronic Tendering System, the Users may call the below numbers: Landline No / 56 Landline No (Ext 25 / 26) 3

5 Mobile No / 04 / Tenderers should install the Mandatory Components available on the Home Page of under the section Mandatory Components and make the necessary Browser Settings provided under section Internet Explorer Settings 1.3 Guidelines to Bidders on the operations of Electronic Tendering System of Public Works Department. A. Pre-requisites to participate in the Tenders processed by PWD: 1.Enrolment and Empanelment of Consultants on Electronic Tendering System: The Consultants interested in participating in the Tenders of Public Works Department processed using the Electronic Tendering System shall be required to enrol on the Electronic Tendering System to obtain User ID. After submission of application for enrolment on the System, the application information shall be verified by the Authorized Representative of the Service Provider. If the information is found to be complete, the enrolment submitted by the Vendor shall be approved. For participating in Limited and Restricted tenders the registered vendors have to apply for empanelment on the sub-portal of PWD in an appropriate class of registration. The empanelment will have to be approved by the respective officer from the PWD. Only empanelled vendors will be allowed to participate in such tenders. The Consultants may obtain the necessary information on the process of enrolment and empanelment either from Helpdesk Support Team or may visit the information published under the link Enrol under the section E-Tendering Toolkit for Bidders on the Home Page of the Electronic Tendering System. 2. Obtaining a Digital Certificate: The Bid Data that is prepared online is required to be encrypted and the hash value of the Bid Data is required to be signed electronically using a Digital Certificate (Class II or Class III). This is required to maintain the security of the Bid Data and also to establish the identity of the Consultant transacting on the System. The Digital Certificates are issued by an approved Certifying Authority authorized by the Controller of Certifying Authorities of Government of India through their Authorized Representatives upon receipt of documents required to obtain a Digital Certificate. Bid data / information for a particular Tender may be submitted only using the Digital Certificate which is used to encrypt the data / information and sign the hash value during the Bid Preparation and Hash Submission stage. In case during the process of preparing and submitting a Bid for a particular Tender, the Consultant loses his/her Digital Signature Certificate (i.e. due to virus attack, hardware problem, operating system problem); he / she may not be able to submit the Bid 4

6 online. Hence, the Users are advised to store his / her Digital Certificate securely and if possible, keep a backup at safe place under adequate security to be used in case of need. In case of online tendering, if the Digital Certificate issued to an Authorised User of a Partnership Firm is used for signing and submitting a bid, it will be considered equivalent to a no objection certificate / power of attorney to that User to submit the bid on behalf of the Partnership Firm. The Partnership Firm has to authorize a specific individual via an authorization certificate signed by a partner of the firm (and in case the applicant is a partner, another partner in the same form is required to authorise) to use the digital certificate as per Indian Information Technology Act, Unless the Digital Certificate is revoked, it will be assumed to represent adequate authority of the Authority User to bid on behalf of the Firm for the Tenders processed on the Electronic Tender Management System of Government of Maharashtra as per Indian Information Technology Act, The Digital Signature of this Authorized User will be binding on the Firm. It shall be the responsibility of Partners of the Firm to inform the Certifying Authority or Sub Certifying Authority, if the Authorized User changes, and apply for a fresh Digital Signature Certificate. The procedure for application of a Digital Signature Certificate will remain the same for the new Authorised User. The same procedure holds true for the Authorized Users in a Private / Public Limited Company. In this case, the Authorisation Certificate will have to be signed by the Director of the Company or the Reporting Authority of the Applicant. For information on the process of application for obtaining Digital Certificate, the Consultants may visit the section Digital Certificate on the Home Page of the Electronic Tendering System. 3. Recommended Hardware and Internet Connectivity: To operate on the Electronic Tendering System, the Consultants are recommended to use Computer System with at least 1 GB of RAM and broadband connectivity with minimum 512 kbps bandwidth. 4. Set up of Computer System for executing the operations on the Electronic Tendering System: To operate on the Electronic Tendering System of Government of Maharashtra, the Computer System of the Consultants is required be set up. The Consultants are required to install Utilities available under the section Mandatory Installation Components on the Home Page of the System. The Utilities are available for download freely from the above mentioned section. The Consultants are requested to refer to the E-Tendering Toolkit for Bidders available online on the Home Page to understand the process of setting up the System, or alternatively, contact the Helpdesk Support Team on information / guidance on the process of setting up the System. 5. Payment for Service Provider Fees: In addition to the Tender Document Fees payable to PWD, the Consultants will have to pay Service Providers Fees of Rs. 1,038/- through online payments gateway service available on Electronic Tendering System. For the list of options for making online payments, the Consultants 5

7 are advised to visit the link E-Payment Options under the section E-Tendering Toolkit for Bidders on the Home Page of the Electronic Tendering System 6

8 B. Steps to be followed by Consultants to participate in the e-tenders processed by PWD 1. Preparation of online Briefcase: All Consultants enrolled on the Electronic Tendering System of Government of Maharashtra are provided with dedicated briefcase facility to store documents / files in digital format. The Consultants can use the online briefcase to store their scanned copies of frequently used documents / files to be submitted as a part of their bid response. The Consultants are advised to store the relevant documents in the briefcase before starting the Bid Preparation and Hash Submission stage. In case, the Consultants have multiple documents under the same type (e.g. multiple Work Completion Certificates) as mentioned above, the Consultants advised to either create a single.pdf file of all the documents of same type or compress the documents in a single compressed file in.zip or.rar formats and upload the same. It is mandatory to upload the documents using the briefcase facility. Therefore, the Consultants are advised to keep the documents ready in the briefcase to ensure timely bid preparation. Note: Uploading of documents in the briefcase does not mean that the documents are available to PWD at the time of Tender Opening stage unless the documents are specifically attached to the bid during the online Bid Preparation and Hash Submission stage as well as during Decryption and Re-encryption stage. 2. Online viewing of Detailed Notice Inviting Tenders: The Consultants can view the Detailed Tender Notice along with the Time Schedule (Key Dates) for all the Live Tenders released by PWD on the home page of PWD e-tendering Portal on under the section Recent Online Tender. 3. Download of Tender Documents: The Pre-qualification / Main Bidding Documents are available for free downloading. However to participate in the online tender, the bidder must purchase the bidding documents online by filling up details of Demand Draft towards the cost of Tender Form Fee 4. Online Bid Preparation and Submission of Bid Hash (Seal) of Bids: Submission of Bids will be preceded by online bid preparation and submission of the digitally signed Bid Hashes (Seals) within the Tender Time Schedule (Key Dates) published in the Detailed Notice Inviting Tender. The Bid Data is to be prepared in the templates provided by the Tendering Authority of PWD. The templates may be either form based, extensible tables and / or uploadable documents. In the form based type of templates and extensible table type of templates, the Consultants are required to enter the data and encrypt the data using the Digital Certificate. In the uploadable document type of templates, the Consultants are required to select the relevant document / compressed file (containing multiple documents) already uploaded in the briefcase. Notes: a. The Consultants upload a single document or a compressed file containing multiple documents against each unloadable option. b. The Hashes are the thumbprint of electronic data and are based on one way algorithm. 7

9 The Hashes establish the unique identity of Bid Data. c. The bid hash values are digitally signed using valid Class II or Class III Digital Certificate issued any Certifying Authority. The Consultants are required to obtain Digital Certificate in advance. d. After the hash value of bid data is generated, the Consultants cannot make any change / addition in its bid data. The bidder may modify bids before the deadline for Bid Preparation and Hash Submission as per Time Schedule mentioned in the Tender documents. e. This stage will be applicable during both, Pre-bid / Pre-qualification and Financial Bidding Processes. 5. Close for Bidding (Generation of Super Hash Values): After the expiry of the cut off time of Bid Preparation and Hash Submission stage to be completed by the Consultants has lapsed, the Tender will be closed by the Tender Authority. The Tender Authority from PWD shall generate and digitally sign the Super Hash values (Seals). 6. Decryption and Re-encryption of Bids (submitting the Bids online): After the time for generation of Super Hash values by the Tender Authority from PWD has lapsed, the Consultants have to make the online payment of Rs. 1,038/- towards the fees of the Service Provider. After making online payment towards Fees of Service Provider, the Consultants are required to decrypt their bid data using their Digital Certificate and immediately re-encrypt their bid data using the Public Key of the Tendering Authority. The Public Key of the Tendering Authority is attached to the Tender during the Close for Bidding stage. Note: The details of the Processing Fees shall be verified and matched during the Technical Opening stage. At this time, the Consultants are also required to upload the files for which they generated the Hash values during the Bid Preparation and Hash Submission stage. The Bid Data and Documents of only those Consultants who have submitted their Bid Hashes (Seals) within the stipulated time (as per the Tender Time Schedule), will be available for decryption and re-encryption and to upload the relevant documents from Briefcase. A Consultant who has not submitted his Bid Preparation and Hash Submission stage within the stipulated time will not be allowed to decrypt / re-encrypt the Bid data / submit documents during the stage of Decryption and Re-encryption of Bids (submitting the Bids online). 7. Technical evaluation procedure and short listing of Consultants for Financial Bidding Process: The Tendering Authority will first open the Technical Bid documents of all Consultants and after scrutinizing these documents will shortlist the Consultants who are eligible for Financial Bidding Process. The shortlisted Consultants will be intimated by . 8

10 8. Opening of the Financial Bids: The Consultants may remain present in the Office of the Tender Opening Authority at the time of opening of Financial Bids. However, the results of the Financial Bids of all Consultants shall be available on the PWD e-tendering Portal immediately after the completion of opening process. 9. Tender Schedule (Key Dates): The Consultants are strictly advised to follow the Dates and Times allocated to each stage under the column Consultant Stage as indicated in the Time Schedule in the Detailed Tender Notice for the Tender. All the online activities are time tracked and the Electronic Tendering System enforces time-locks that ensure that no activity or transaction can take place outside the Start and End Dates and Time of the stage as defined in the Tender Schedule. At the sole discretion of the Tender Authority, the time schedule of the Tender stages may be extended iv) Last date of submission technical Proposal of bid in hard copy at the office of Superintending Engineer, Public Works Circle,Old Secreteriate Building, Civil Lines, Nagpur : on or before at Hrs. and online financial proposal on or before at Hrs. Executive Engineer, Public Works Division No.- 3, Nagpu. 9

11 Letter of Invitation (LOI) No Dated: Dear Sir, Subject: Invitation of Proposals Consulting Services for preparation of feasibility study and Detailed Project Report (DPR) for Four Laning of Nagpur- Umred-Chandrapur (M.S.H. - 9) Road from Km. 6/500 to Km. 64/ Introduction The stretch of of Nagpur-Umred-Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/000. in the States of Maharashtra is proposed to be widen to Four Lane on DBFOT pattern. 1.1 Executive Engineer, Public Works Division No.- 3, Nagpur invites proposal for carrying out feasibility study and detailed project preparation A brief description of the assignment and its objectives are given in the enclosed Terms of Reference. 1.3 You are hereby invited to submit proposals in the manner prescribed in the RFP Only. one set of document regarding would suffice. One clearly marked envelope contains Proof of eligibility. 1.4 The Second envelope containing the Technical Proposal shall be marked envelope contains Technical Proposal and third the financial proposal shall be submitted in e tender format. The most preferred bidder for package would be determined on the basis of Quality and Cost. 1.5 To obtain first hand information on the assignment and on the local conditions, you are encouraged to pay a visit to the client, Executive Engineer, Public Works Division No.- 3, Nagpur s office and the project site before submitting a proposal. You must fully inform yourself of local and site conditions and take them into account in preparing your proposal. 1.6 Financial Proposals will be evaluate for all technically qualified consultants in accordance with Clause 5.2 hereof. The consultancy services will be awarded to the consultants on the basis of Quality and Cost. 1.7 Please note that (i) costs of preparing the proposal and of negotiating the contract, including visits to the Client etc., are not reimbursable as a direct cost of the assignment; and (ii) Client is not bound to accept any of the proposals submitted and reserve the right to reject any or all proposals without assigning any reasons. 1.8 The proposals must be properly signed as detailed below: i. by the proprietor in case of a proprietary firm; ii. by the partner holding the Power of Attorney in case of a firm in partnership (A certified copy of the Power of Attorney shall accompany the proposal); 10

12 iii. by a duly authorized person holding the Power of Attorney in case of a Limited Company or a corporation (A certified copy of the Power of Attorney shall accompany the proposal); Joint Venture shall not be acceptable for this assignment Any alternative proposal will be summarily rejected The proposal of a firm is liable to be rejected if the firm makes any false or misleading statement in the proposal(s) without prejudice to the rights of PWD to initiate further proceedings against the said Firm(s). 2.0 Documents 2.1 To enable you to prepare a proposal, please find and use the attached Documents listed in the Data Sheet. 2.2 Consultants requiring a clarification of the Documents must notify the Client, in writing, on or before at Hrs. after duly visiting the project stretch. Any request for clarification in writing or by telefax must be sent to the Client s address indicated in the Data Sheet. The Client will respond by cable, tele-fax to such requests and copies of the response will be sent to all Consultants who have purchased the RFP document. 2.3 At any time before the submission of proposals, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by a Consulting firm, modify the Documents by amendment. The amendment will be notified in writing or telefax to all consulting firms who have purchased the RFP document and will be binding on them. The Client may at its discretion extend the deadline for the submission of proposals. 3.0 PREPARATION OF PROPOSAL Your proposal shall be prepared in three separate parts, each to be contained in a separate cover as follows: Cover 1: Documents in support of Proof of Eligibility (Submit in hard copies) Cover 2: Technical Proposal (Submit in hard copies) Cover 3: Financial Proposal (to be submitted online in E tender Format)(Do not submit financial proposal in hard copy) The information shall be furnished in the formats prescribed in Appendices I, II & III format of Financial Proposal given in RFP Document. Please submit digitally signed Blank Tender Form and CSD issued by department in word format only. 3.1 Proof of eligibility The envelope marked DOCUMENTS IN SUPPORT OF PROOF OF ELIGIBILITY shall contain the following in the formats prescribed in Appendix I of Data Sheet. (i) Firm s experience: (ii) Firm s turnover for the last 5 years supported by copies of audit reports certified by chartered account 11

13 (iii) Earnest Money Deposit in the form of Government treasury challan or Term Deposit Receipt valid for a period of one year of Rs /- issued from any Schedule Bank and duly endorsed in the name of Executive Engineer Public Works Division No 3 Nagpur, The experience claimed in sub para (i) of the above para shall be in respect of completed projects and supported by certificates/proof of completion from the officer not below the rank of Executive Engineer and shall be more than the minimum specified in the Data Sheet. Certificate should indicate clearly the firms Design/DPR/construction supervision experience, in 4/6-laning of highways, structures like bridges, viaducts, grade separator and interchanges. Scope of services rendered by the firm should be clearly indicated in the experience certificate obtained from the client The minimum essential requirement in respect of eligibility has been indicated in the data sheet, the proposal found deficient in any aspects of these requirements will not be considered for further evaluation. 3.2 Technical Proposal Under the technical proposal, only the CVs of the key personnel in the prescribed format as per Appendix-II form VII is to be furnished. It may please be ensured that the format is strictly followed and the information furnished therein is true and correct. The CV must indicate the work in hand and the duration till which the person will be required to be engaged in that assignment You are expected to examine all terms and instructions included in the Documents. Failure to provide all requested information will be at your own risk and may result in rejection of your proposal During preparation of the technical proposal, you must give particular attention to the following: i) Total assignment period is as indicated in the enclosed TOR. A manning schedule in respect of requirement of key personnel is also furnished in the TOR. You shall make your own assessment of support personnel both technical and administrative to undertake the assignment. Additional support and administrative staff need to be provided for timely completion of the project within the total estimated cost. It is stressed that the time period for the assignment indicated in the TOR should be strictly adhered to. ii) No alternative to key personnel may be proposed and only one CV may be submitted for each position in the format given at Appendix-II, Form VII. The minimum requirements of Qualification and Experience of all key personnel are listed in Enclosure-II. The proposal not meeting the minimum requirement specified shall not be evaluated further. However, the client reserves the right to lower the minimum requirements in the interest of work without giving any notice. iii) All the team members should be available from beginning of the project and for entire duration of the assignment. 12

14 iv) Age limit for Key professionals is 65 years as on the date of bid submission. The proof of age and qualification of the key personnel must be furnished in the technical proposal. v) An undertaking from the key personnel must be furnished that he/she will be available for entire duration of the project assignment and will not engage himself/herself in any other assignment during the currency of his/her assignment on the project. After award of contract, in case of non availability of key personnel in spite of his/her declaration, he/she shall be debarred for a period of two years for all projects of PWD vi) Age limit for supporting staff to be deployed on project is not more than 60 years as on the date of bid submission. vii) A good working knowledge in English Language is essential for key professional staff on this assignment. Study reports must be in ENGLISH Language. viii) Photo, contact address and phone/mobile number of key personnel should be furnished in the CV. 3.3 Your technical proposal must include the following information but not limited to the formats attached in Appendix II. ( Form I to X ) i) The composition of the proposed Team and Task Assignment to individual personnel ii) iii) iv) Original Curriculum Vitae (CV) for package need to be recently signed in blue ink by the proposed key professional staff and also by an authorized official of the Firm and each page of the CV must be signed. The key information shall be as per the format. Photocopy of the CVs will not be accepted. Unsigned copies of CVs shall be rejected. Proposed work programme and methodology for the execution of the services illustrated with bar charts of activities, including survey equipment and procedure, any change proposed in the methodology of services indicated in the TOR, and procedure for quality assurance. Estimates of the total time effort (person x months) to be provided for the services, supported by bar diagrams showing the time proposed (person x months) for each Key Professional staff. v) The proposal should clearly identify and mention the details of Material Testing LABFACILITIES to be used by the Consultants for the project. In this connection, the proposals of the Consultants to use in-house LAB FACILITIES up to a distance of maximum 50 km. from the project site being feasible would be accepted. For all other cases suitable nearby material Testing Laboratory shall be proposed before Contract Agreement is executed. vi) In case the consultant envisages to out source certain specialized services (e.g. geotechnical investigation, topographical survey etc.) to the expert agencies, the details of the same indicating the arrangement made with the agencies need to be furnished. These agencies would however, be subject to approval of the client to ensure quality input by such agencies during technical negotiation before award of 13

15 the work. For out-sourced services, proposed firms/consultants should have such experience on similar projects. vii) Comments or suggestion on the TOR, if any. The data obtained from the topographic surveys should be handed over to Executive Engineer, Public Works Division No.- 3, Nagpur, after the completion of services. The data should be in a form amenable to digital terrain model (DTM) commonly used by highway design software (MOSS/MX or equivalent as is being used in PWD.) 3.4 The technical proposal must not include any financial information. 3.5 Financial Proposal The Financial proposal should be filled in the format of E-tender only The financial proposal shall take into account all types of the tax liabilities including service tax. 4.0 Submission of Proposals 4.1 The Proof of Eligibility and Technical Proposal shall be submitted in hard bound form with all pages numbered serially and by giving an index of submissions. Applications submitted in other forms like spiral bound form; loose form etc shall be rejected The financial proposal shall be submitted in the format of E-tender only. 4.2 You must submit the proposal as indicated in the Data Sheet. Proof of eligibility and technical proposal will be sealed in an outer envelope, which will bear the address and information indicated in the Data Sheet. The envelope must be clearly marked: Project Name.. Do not open, except in presence of the evaluation committee This outer envelope will contain three separate envelopes as below : Envelope No. I - clearly marked Documents in support of Proof of eligibility and shall contain documents towards proof of eligibility and Earnest Money Deposit. Envelope No. II clearly marked Technical Proposal and shall contain form I to X The technical proposal must be prepared in indelible ink and must be signed by the authorized representative of the consultants. The letter of authorization must be confirmed by a written power of attorney accompanying the proposals. All pages of the original technical proposals must be numbered and initialed by the person or persons signing the proposal. 4.3 The proposal must contain no interlineations or overwriting except as necessary to correct errors made by the Consultants themselves, in which cases such corrections must be initialed by the person or persons signing the proposal. 4.4 Your completed proposal must be delivered on or before the time and date stated in Data Sheet. 14

16 4.5 Your proposal must be valid for the number of days stated in the Data Sheet from the closing date of submission of proposal. 5.0 Proposal Evaluation 5.1 A three-stage procedure will be adopted in evaluating the proposal. In the first stage, eligibility of the firm will be ascertained on the basis of experience certificates, firm s turnover and other information required to be submitted in Appendix I. The firms failing to meet the minimum requirement will be rejected. In the second stage a technical evaluation will be carried out. Only those technical proposals, which score at least 75 points out of 100, shall be considered for financial evaluation in the third stage. The firms will be ranked using combined technical and financial scores, as indicated in the Data Sheet. 5.2 Evaluation of Technical Proposal The evaluation committee appointed by the Client will carryout its evaluation applying the evaluation criteria and point system specified in the Data Sheet. Each responsive proposal will be assigned a technical score (ST). 5.3 Evaluation of Financial Proposal For financial evaluation, total cost of financial proposal will be considered. The Financial Proposal shall inclusive of service tax The evaluation committee will determine whether the financial proposals are complete, qualified and unconditional. The cost indicated in the financial proposal shall be deemed as final and reflecting the total cost of services. Omissions, if any, in costing any item shall not entitle the firm to be compensated and the liability to fulfill its obligations as per the terms of reference within the total quoted price shall be that of the consultant. The Committee will correct the computational errors, if any. The lowest financial proposal (FM) will be given a financial score of 100 points. The financial scores (SF) of other proposals will be computed as follows: SF = 100 x FM/F (F = amount of financial proposal converted in the common currency) 5.4 Combined Evaluation of Technical and Financial Proposals Proposals will finally be ranked according to their combined technical (ST) and financial (SF) scores using the weights indicated in the Data Sheet: S = ST x T + SF x F Where, T and F are weights assigned to technical and financial Proposals respectively as given in the Data Sheet. The firm scoring highest combined score i.e. Technical & Financial Score shall be most preferred bidder and will be awarded the assignment. 6.0 Negotiations 15

17 6.1 Prior to the expiration period of proposal validity, the Client will notify the most preferred Consultant i.e. the lowest bidder consultant in writing by registered letter, cable, telex or facsimile and invite him to negotiate the Contract. 6.2 Each key personnel of the preferred consultant shall be called for interview at the time of negotiation at the cost of consultant before the award of work. 6.3 Negotiations normally take two to three days. The aim is to reach agreement on all points and initial a draft contract by the conclusion of Negotiations. 6.4 Negotiations will commence with discussion on technical proposal, the proposed methodology (work plan), staffing and any suggestions made to improve the TOR, the staffing and bar charts, which will indicate activities, staff and periods in the field and in the home office, staff months, logistics and reporting. The financial proposal is subject to rationalization. Special attention will be paid to optimize the required outputs from the Consultants within the available budget and to define clearly the inputs required from the Client to ensure satisfactory implementation of the Assignment. 6.5 Changes agreed upon will then be reflected in the financial proposal using proposed unit rates. 6.6 Having selected Consultants, among other things, on the basis of an evaluation of proposed key professional staff, the Client expects to negotiate, within the proposal validity period, a contract on the basis of the staff named in the proposal and, prior to contract negotiations, will require assurances that the staff will be actually available. The Client will not consider substitutions during contract negotiations except in cases of incapacity of key personnel for reasons of health. Similarly, after award of contract the Client expects all of the proposed key personnel to be available during implementation of the contract. The client will not consider substitutions during contract implementation except under exceptional circumstances. For the reason other than death/ extreme medical ground (i) for total replacement upto 33% of key personnel, remuneration shall be reduced by 5% (ii) for total replacement between 33% to 50%, remuneration shall be reduced by 10% (iii) for a total replacement between 50 % and 66 % remuneration shall be reduced by 15 % (iv) for total replacement beyond 66% of the total key personnel, the Client may initiate debarment proceedings so as to debar such consultant for future projects of PWD for a period of 24 months. If, for any reason beyond the reasonable control of the consultants, it becomes necessary to replace any of the personnel, the consultants shall forthwith provide as a replacement a person of equivalent or better qualification and experience. 6.7 The details related to para 3.3 (v), 3.3 (vi) would also be finalized during negotiation. 6.8 The negotiations will be concluded with a review of the draft form of Contract. The Client and the Consultants will finalize the contract to conclude negotiations. 7.0 Performance Securities The consultant will furnish within 10 days of the issue of Letter of Acceptance (LOA), an unconditional Bank Guarantee from the Nationalised / Schedule Bank (Generally, by SBI or its subsidiaries or any Indian nationalized bank or IDBI or ICICI or ICICI Bank or by a foreign bank through a correspondent bank in India) for an amount equivalent to 5 % of the total contract value to be received by him towards Performance Security valid for a 16

18 period of three months beyond the date of completion of services. The Bank Guarantee will be released by PWD upon successful completion of services. Upon submission of Performance Security, the Earnest Money Deposit will be returned by PWD. 8.0 Award of Contract 8.1 The Contract will be awarded after successful Negotiations with the successful Consultants. If negotiations (as per para 6 above) fail, the Client may invite the 2 nd most preferred Consultant for Contract negotiations. 8.2 The selected Consultant is expected to commence the Assignment on the date and at the location specified in the Data Sheet. 9. Confirmation We would appreciate you informing us by telex/facsimile: i. Your receipt of the letter of invitation ii. Whether or not you will submit a proposal. Thanking you. Yours sincerely, Executive Engineer, Public Works Division No.- 3, Nagpur. 17

19 DATA SHEET (References to corresponding paragraphs of LOI are mentioned alongside) Detail of the stretch proposed for feasibility study S. No. MSH No. Stretch Location Approx. Length (in Km.) Period of assignment 1 9 Consulting Services for feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred- Chandrapur (M.S.H. - 9) Road from Km. 6/500 to Km. 64/000. Nagpur District ) Two month for Feasibility Study 2) Four month for obtaining project related clearance 1. The Name of the Assignment is Consulting Services for preparation of Feasibility study for FourLaning of Nagpur-Umred-Chandrapur (M.S.H.9) Road from Km. 6/500 to Km. 64/000 (Name of Project as mentioned at Annexure-I (The Name of project and Package No. should be indicated by the firm in the format given in the technical proposal) 2. The Name of the Client is: Executive Engineer, Public Works Division No.- 3, Nagpur 3. The Description of the Project: The existing stretch is hving two lane B.T. Rod having carriage way 7.00 m wide and Right of way is 30 m. The stretch is to be developed as four lane divided carriageway from Km. 6/500 to Km. 64/000. on DBFOT pattern, 4. Date and Time for submitting queries Date: on or before at Hrs. Address: Chief Engineer, Public Works Region, Nagpur 5. The Documents are: i. Appendix-I: Proof of Eligibility ii. Appendix-II: Formats for Technical Proposal ( Form I to X ) iii. Appendix III -Financial Proposal Format iii. Appendix -IV Terms of Reference (TOR) v. Appendix-V Draft Contract Agreement 18

20 6. Tax and Insurance (Ref. Para 3.5.2) 1. The Consultants and their personnel shall pay all taxes (including service tax), custom duties, fees, levies and other impositions levied under the laws prevailing seven days before the last date of submission of the bids. The effects of any increase / decrease of any type of taxes levied by the Government shall be borne by the Client / Consultant, as appropriate 7. The number of copies of the proposal required to be submitted: Only one proposal (in original) (Ref para 4.1) 8. The address is --- Superintending Engineer, Public Works Circle, Nagpur The envelopes must be clearly marked: i. ORIGINAL PROPOSAL; ii. TECHNICAL PROPOSAL or PROOF OF ELIGIBILITY as Appropriate; and, iii. DO NOT OPEN, EXCEPT IN PRESENCE OF THE EVALUATION COMMITTEE on the outer envelope. iv. Consultancy Package No. : v. Project Name : vi. Name and Address of Consultant The proposal for Technical Proposal and Financial Proposal be submitted as per para 3 of LOI. 9. The date and time of proposal submission are: (Ref. Para 4.4) : Technical Proposal of bid in hard copy on or before at Hrs. and online financial proposal on or before at Hrs. 10. Proposal Validity period (days, date): 120 days (Ref. Para 4.5) 11. Evaluation criteria: (Ref. Para 3 & 5) 11.1 First stage evaluation Eligibility requirement of experience and the following information shall be provided for evaluation (Ref. Paras 3.1 & 5.1) i) Firm s Experience of projects and turnover during last five years shall be submitted in Forms I and II respectively of Appendix-I. The certificates from the clients in support of the experience claimed in Form I shall be as per the sample format given in Form III of Appendix-II. ii) Eligibility criteria for sole applicant firm. 19

21 S. No. Minimum Experience of the Firm in Preparation of DPR (in last Ten years) Annual Turnover 1 The firm should have experience of preparation of detailed project reports of fourlaning projects (NH/SH/Expressways) of aggregate length of 100 km. or more equivalent four laning with 2 major bridges ( ie bridge length > 60 m. ) Annual turnover for DPR preparation including traffic survey (average of last 5 years) of the firm should be equal to or more than Rs. 200 lakh. iii) No Joint Venture is allowed for this assignment. The experience of the firm shall be given weightage as below : Note: The weights for experience shall be considered as follows: S.No. Status of the firm Weightage for experience 1. Sole firm 100 % 2. Lead partner in a JV 75 % of JV share 3. Other partner in a JV 25 % of JV share 4. Associate 10 % of JV share Experience of any constituent of the firm or any subsidiary or holding company of the firm shall not be taken into consideration for evaluation of the experience of any firm. (iv) List of minimum essential equipment,which the firm must possess for eligibility 1) Pavement condition survey equipment Bankelman Beam Rough meter or any other suitable equipment Laboratory facility Soil testing facility for Atterrberg limits, soil classification, moisture contain, density,cbr Value etc. 2) Survey equipment Total station with appropriate softwares 3) Office equipment Computer, plotter 4) Software MX / MOSS or equivalent Auto CAD, STAD or equivalent (v) Additional essential equipment 1 GPS survey The firm can either own this necessary equipment for this specialized service of furnish an undertaking the arrangement for carrying out such services 2 3 Geotechnical Investigation Condition survey The firm can either own this necessary equipment for this specialized service or furnish an undertaking the arrangement for carrying out such services through empanelled consultant with MORT & H / NABL 20

22 and testing of existing bridge structures Second stage: Technical Evaluation (Ref. Para 5.1 & 5.2) The points given to evaluation criteria are: Evaluation Criteria for Technical Proposal S.No. Description Points 1. Firms Relevant Experience in last 5 years Adequacy of Approach and Methodology 5 3. Qualification and Relevant Experience of the Proposed Key personnel 75 Total The number of points to be given under each of the evaluation criteria is: (i) The weightage points given to evaluation sub-criteria for qualifications and competence of key staff are Weightage Points for Key Professionals Description Weight (%) General Qualification 25 Employment with tenderer 5 Relevant Experience and 70 Adequacy for the Project Total 100 (ii) Adequacy of the proposed work plan and methodology in responding to the TOR Sub criteria: 5 (a) Understanding TOR 2 (b) Quality methodology 2 (c) Work Programme and Manning Schedule 1 Total 5 The weight-age for various key staffs is as under: SL No. Key Personnel 21 Points 1 Team Leader 17 2 Bridge Design Engineer 6 3 Highway Design Engineer 8

23 4 Pavement Engineer 8 5 Traffic /Transportation Engineer 7 6 Material-cum-Geo-technical Engineer 8 7 Senior Survey Engineer 8 8 Financial Analyst 8 9 Quantity Surveyor/Documentation Expert 5 Total 75 Total Points 75 The technical proposal should score at least 75 points out of 100 to be considered for financial evaluation. The weight (T) given to the Technical Proposal 80 Per cent. (Ref. Para 5.2) The weight (F) given to the Financial Proposal 20 per cent Third stage Evaluation of Financial proposal Financial Proposals will be opened of all qualified consultants in accordance with clause 5.3 hereof. The consultancy services will be awarded to the consultant scoring highest marks in combined evaluation of Technical and Financial proposals in accordance with clause 1.3 and 5.4 hereof. 12. Commencement of Assignment (Date, Location): The Consultants shall commence the services within fifteen days of the date of effectiveness of the contract at locations as required for the project stretch. 22

24 Consulting Services for feasibility study and preparation of Detailed Project Report (DPR) for Four Laning of Nagpur-Umred-Chandrapur (M.S.H. - 9) Road from Km. 6/500 to Km. 64/000. APPENDIX-I (Formats for Proof of Eligibility) (Form-I) Firm s Experience Sl.No. Name of the Project Name &address of Client with tel.no. Total length of NH/SH/Expressway (km) Date of Start and Completion Experience as sole firm/lead partner in a JV/ other partner in a JV/associate Brief scope of work

25 Appendix-I (Form-II) Firm s turnover for the last 5 years (certified copies of the audit reports to be enclosed) S. No. Financial Year Turnover (Rs. in Lakh ) Total Turnover Average Turnover 24

26 Appendix II (Form-I) TECHNICAL PROPOSAL FROM: TO: Sir: Subject: Consultancy Service for Regarding Technical Proposal I/We Consultant/ Consultancy firm herewith enclose Technical Proposal for selection of my/our firm/organization as Consultant for. Yours faithfully, Signature Full Name Designation Address (Authorized Representative) 25

27 (Form-II) Details of projects for which Technical and Financial Proposals have been submitted Sl. No. Name of Project Consultancy Package No. Names of Proposed Key Personnel

28 (Form-III) FIRM S REFERENCES Relevant Services Carried out in the Last Five Years Which Best Illustrate Qualifications The following information should be provided in the format below for each reference assignment for which your firm, either individually as a corporate entity or as one of the major companies within a consortium, was legally contracted by the client stated below: Assignment Name: Country: Assignment Name: Location within Country : Country: Professional Staff Provided by your firm: Name of Client : No. of Staff : Address : No. of Staff Months : Start Date (Month /Year) Completion Date (Month / Year) Approx. Value of Services : (in Rupees) Name of Association Firm(s) if any : No. of Months of Professional Staff provided by Associated Firm(s) Name of Senior Staff (Project Director / Coordinator, Team Leader) involved and functions performed: Narrative Description of Project : Description of Actual Services Provided by your Staff : Signature of Authorised Representative (Certificate from Employer regarding experience should be furnished in support) 27

29 (Form-IV) CONSULTANT NAME: APPROACH PAPER ON METHODOLOGY PROPOSED FOR PERFORMING THE ASSIGNMENT The approach and methodology will be detailed precisely under the following topics. 1) Composition of the team [not more than ½ of a page] 2) Methodology for services, surveying, data collection [not more than ½ of a page] and analysis 3) Quality Assurance system for consultancy assignment [not more than ½ of a page] 28

30 (Form-V) COMMENTS/ SUGGESTIONS OF CONSULTANT On the Terms of Reference: On the Data, services and facilities to be provided by the Client indicated in the Terms of Reference

31 (Form-VI) Composition of the Team Personnel and the task Which would be assigned to each Team Member I. Technical/Managerial Staff S.No. Name Position Task Assignment II. Support Staff S.No. Name Position Task Assignment