EXPRESSION OF INTEREST. For. Preparation of DPR and RFP SMART ROAD. Municipal Corporation Gurgaon. September 2016

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1 EXPRESSION OF INTEREST For Preparation of DPR and RFP of SMART ROAD Municipal Corporation Gurgaon Introduction September 2016 Gurgaon is located 30 km south of national capital New Delhi, about 10 kilometers from Dwarka sub- city and 268 km south of Chandigarh, the state capital. Over the past 25 years the city has undergone rapid development and construction. Gurgaon is one of Delhi's four major satellite cities and is part of the National Capital Region. It is within commuting distance of Delhi via an expressway and Delhi Metro. Gurgaon is the second largest city in the Indian State of Haryana and is the industrial and financial center of Haryana. It has the 3rd highest per capita income in India after Chandigarh and Mumbai. Gurgaon is also the only Indian city to have successfully distributed electricity connections to all its households. It is also the IT hub &centre of various BPO companies. Municipal Corporation Gurgaon (MCG) s main responsibilities are Providing basic civic amenities To manage its own assets and collection of Property Tax Building Regulation Registration of Birth and Death Construction, and maintenance of municipal markets and regulation of trades Sanitation & Public Health Maintenance of public parks, gardens or recreational centers Smart City Mission was launched by the Hon ble Prime Minister of India with an aim of modernizing the various cities of the country thorugh Smart measures viz.greater use of technology as a means of increasing the capacity and performance of cities. This is being taken as a challenge globally in terms of an economic opportunity and citizen facilitation. In this regard Municipal Corporation, Gurgaon seeks to be a pioneer by commissioning of a Smart Road of the existing MG Road that should set the trend for further adoption of this initiative across Haryana and India.

2 PRESS NOTICE No. Dated: Municipal Corporation Gurgaon Notice Inviting Tender 1. Online bids are hereby invited on behalf of Commissioner MCG for the works mentioned below:- Name of Work:- Expression of interest For Preparation of DPR and RFP of SMART ROAD Municipal Corporation Gurgaon Sr no. Earnest Money in Rs. Time Limit in Years /- 12 Months Tender Docume nt Fee in Rs. Downloading of Tender Document and online bid preparation / hash Submission Date & Time 5000/ Upto During date & Time Submission of online bid (Re-Encryption of Bids) Date & time Upto 1. Tender will be opened on dated from 10:00 AM to 18:00 PM. 2. The detail tender notice can be seen on website: 3. Possession of Digital Signature Certificate (DSC) and registration of the bidders on the portal i.e. is a prerequisite for e-tendering. Kindly contact O/o Nextenders (India) Pvt. Ltd., O/o Municipal Corporation Faridabad, B.K. Chock, NIT Faridabad. Contact persons : Sh. Sanjay Kumar For any other queries, please contact Executive Engineer-III, Municipal Corporation Gurgaon Tel. (M) Address: Plot No. C-1, Infocity, Sector-34, Gurgaon. 4. The Earnest Money will be submitted through Online payment or deposited in MCG through G-8 in CFC Branch Municipal Corporation Gurgaon. Demand Draft will not be accepted in any case. For further details and e-tendering schedule, visit website For & on behalf of Commissioner MCG Sd/- Joint Commissioner-I Municipal Corporation, Gurgaon

3 MUNICIPAL CORPORATION GURGAON NOTICE INVITING E-TENDER Online bids are hereby invited for the following work:- Name of Work: Expression of interest For Preparation of DPR and RFP of SMART ROAD Municipal Corporation Gurgaon Time Tender Submission of online Limit in Document bid (Re-Encryption of Years Fee in Rs. Bids) Earnest Money in Rs /- 12 Months Downloading of Tender Document and online bid preparation / hash Submission Date & Time 5000/ Upto Date & time Upto Tender documents can be downloaded online from the Portal: by the Firms / Individual registered on the Portal. As the Bids are to be submitted online and are required to be encrypted and digitally signed, the Bidders are advised to obtain Digital Signature Certificate (DSC) at the earliest. For obtaining Digital Certificate, the Bidders should follow Point No.- 2 under Annexure-A Conditions of e-tendering. Key Dates Sr. No. MCG State Bidder Stage Start Date and Time 1 Release of Tender document 09:00 Hrs. 2 - Downloading of Tender Documents 18:01 Hrs. along with Tender fees 3 - Online Bid Preparation & Hash 18:01 Hrs. Submission 4 Pre-bid Meeting :00 Hrs. 5 Technical & Financial Lock Re-Encryption of Online Bids 18:01 Hrs. 7 Open EMD & Technical/PQ Bid 10:01 Hrs. 8 Eligibility criteria evaluation 10:01 Hrs. 9 Open Financial/Price-Bid :00 Hrs. Expiry Date and Time :00 Hrs

4 Note:-Pre-Bid Meeting will be held on at 10:00 Hrs. to 13:00 Hrs. in Conference Hall, Plot No. C-1, Infocity, 3 rd Floor, Sector-34, Gurgaon. The Bidders can download the tender documents from the Portal: Tender Documents Fees has to be paid online through payment gateway during the Online Bid Preparation & Hash Submission stage Willing Bidders shall have to pay the Tender Document Fees through payment gateway during the Online Bid Preparation & Hash Submission stage. However, Bid Preparation and the details of the EMD are required to be filled at the time of keep the EMD details ready beforehand. Hash Submission Stage; the Bidders are required to The tender shall be submitted by the bidder in the following two separate envelops online: 1. Earnest Money and all the documents In support of eligibility criteria - Envelope T1 2. Price Bid - C1 Reference of the EMD is to be mentioned online In the first instance, the Envelop T1 of all the Bidders containing the statement of Earnest Money and documents supporting eligibility criteria shall be opened online. If the Earnest Money and eligibility of bidder is found proper, the Envelop C1 containing financial bids shall be opened online in the presence of such bidders who either themselves or through their representatives choose to be present. The financial bid shall be opened only if the bidders meet the eligibility criteria as per the Bid document. Envelope T1 Earnest Money Deposit and eligibility criteria Envelope Physical Technical Envelope Photocopies in support of eligibility criteria and photocopy of document of transaction made in support of deposit of Earnest Money. Online Technical Envelope Reference details of the Earnest Money Deposit instrument and scanned copy of documents supporting deposition of EMD and eligibility criteria. CI Price Bid To be submitted mandatory online- Information related to Price Bid of the Tender.

5 The bidder can submit their tender documents as per the dates mentioned in the schedule above. CONDITIONS:- EMD of 1% of DNIT Cost and Others bidder shall submit full Earnest Money Conditional tenders will not be entertained & are liable to be rejected. The undersigned reserves the right to reject any tender or all the tenders without assigning any reason. The societies shall upload & produce a copy of the resolution authorizing the person to file the tender from the Co-Operative department for e- tendering. The tender without earnest money payment will not be opened. The jurisdiction of court will be at Gurgaon. The tender of the bidder who does not satisfy the eligibility criteria in the bid documents will be rejected summarily without assigning any reason and no claim whatsoever on this account will be considered. Bids shall be valid for 3 months from the date of expiry of online Re- Encryption of online Bids stage. The bid for the work shall remain open for acceptance during the bid validity period to be reckoned from the expiry date of Re-Encryption of online Bids stage. If any bidder withdraws his bid during bid validity period, any modifications in the terms and conditions of the bid, the said earnest money shall stand forfeited. For & on behalf of Commissioner MCG Sd/- Joint Commissioner-I Municipal Corporation Gurgaon

6 CONDITIONS OF E-TENDERING Instruction to Bidder on Electronic Tendering These conditions will over-rule the conditions stated in the tender documents, wherever relevant and applicable. Registration of bidders on E-tendering Portal:- All the Bidders intending to participate in the tenders processed online are required to get registered on the Electronic Tendering System on the Portal more details, please see the information on the Registration info link on the home page. Obtaining a Digital Certificate: 2.1 The Bids submitted online should be encrypted and signed electronically with a Digital Certificate to establish the identity of the bidder bidding online. These Digital Certificates are issued by an Approved Certifying Authority, by the Controller of Certifying Authorities, Government of India. 2.2 A Digital Certificate is issued upon receipt of mandatory identity (i.e. Applicant s PAN Card) and Address proofs and verification form duly attested by the Bank Manager/ Charted Accountant/ Any Gazatted Officer whose stamp carrying emblem of Ashoka. Only upon the receipt of the required documents, a digital certificate can be issued. 2.3 The bidders may obtain Class-II digital certificate from any Certifying Authority or Sub-certifying Authority authorized by the Controller of Certifying Authorities or may obtain information and application format and documents required for the issue of digital certificate from: M/s NexTenders (India) Pvt. Ltd. YUCHIT, Juhu Tara Road, Mumbai Chandigarh@nextenders.com or NexTenders (India) Pvt. Ltd. O/o PWD (B&R) Haryana Nirman Sadan Building (Basement) Plot No.-1, Dakshan Marg Sector - 33 A, Chandigarh Tel. No chandigarh@nextenders.com. 2.4 Bid for a particular tender may be submitted online using the digital certificate, which is used to encrypt the data and sign the hash during the stage of bid preparation & hash submission. In case, during the process of a particular tender, the user loses his digital certificate (be it due to virus attack, hardware problem, operating system or any other problem) he will not be able to submit the bid online. Hence, the users

7 are advised to keep a back up of the certificate and also keep the copies at safe place under proper security (for it s use in case of emergencies). 2.5 In case of online tendering, if the digital certificate issued to the authorized user of a firm is used for signing and submitting a bid, it will be considered equivalent to a no-objection certificate/power of attorney /lawful authorization to that User. The firm has to authorize a specific individual through an authorization certificate signed by all partners to use the digital certificate as per Indian Information Technology Act Unless the certificates are revoked, it will be assumed to represent adequate authority of the user to bid on behalf of the firm in MC GURGAON tenders as per Information Technology Act The digital signature of this authorized user will be binding on the firm. 2.6 In case of any change in the authorization, it shall be the responsibility of management / partners of the firm to inform the certifying authority about the change and to obtain the digital signatures of the new person / user on behalf of the firm / company. The procedure for application of a digital certificate however will remain the same for the new user. 2.7 The same procedure holds true for the authorized users in a private/public limited company. In this case, the authorization certificate will have to be signed by the directors of the company. 3 Opening of an Electronic Payment Account: For purchasing the tender documents online, bidders are required to pay the tender documents fees online using the electronic payments gateway service. For online payments, please refer to the Home page of the e-tendering Portalhttp://mcg.etenders.in 4 Set up of machine: In order to operate on the electronic tender management system, the user s machine is required to be set up. A help file on setting up of the system can be obtained from M/s Nextenders (India) Pvt. Ltd. or can be downloaded from the home page of the website Online Viewing of Detailed Notice Inviting Tenders: The bidders can view the detailed N.I.T and the time schedule (Key Dates) for all the tenders floated through the electronic tendering system on the MC GURGAON e-tenders website 6 Download of Tender Documents: The tender documents can be downloaded from the Electronic Tendering System through the Portal 7 Key Dates: The bidders are strictly advised to follow dates and times as indicated in the Notice Inviting Tenders. The date and time will be binding on all bidders. All online activities are time tracked and the system enforces time locks that

8 ensure that no activity or transaction can take place outside the start and end dates and the time of the stage as defined in the Notice Inviting Tenders. 8 Bid Preparation (Technical & Financial) Online Payment of Tender Document Fee and Submission of Bid Seal (Hash) of online Bids: 8.1 The Payment can be made by eligible / bidders online directly through Credit Cards / Internet Banking Accounts / Cash Cards. The bidders have to pay the cost of the tender documents online by making online payment of tender document fees using the service of the secure electronic payment gateway. The secure electronic payments gateway is an online interface between bidders and credit card / online payment authorization networks. 8.2 Submission of bids will be preceded by submission of the digitally signed bid seal (Hash) as stated in the time schedule (Key Dates) of the Tender. 9 Generation of Super Hash: After the submission of Bids (Hash) by the Bidders, the bidding round will be closed and a digitally signed Super Hash will be generated by the authorized Municipal Corporation GURGAON officers. This is equivalent to sealing the tender box. 10 Submission of actual online bids: Contactors have to submit their encrypted bids online and upload the relevant documents for which they generated the hash at the stage of hash generation & submission after the generation of Super Hash. The process is required to be completed within the date and time as stated in the Notice Inviting Tenders (Key Dates). The electronic bids of only those contactors who have submitted their bid seals (Hashes) within the stipulated time, as per the tender time schedule (Key Dates), will be accepted by the system. A bidder who does not submit his bid seal (Hash) within the stipulated time will not be allowed to submit his bid. Note:- Bidders participating in e-tendering shall check the validity of his/her Digital Signature Certificate before bidding in the Tenders floated online at e-tendering portal of MC Gurgaon websitehttp://mcg.etenders.in.

9 Salient components of the DPR would be the following (TOR): The following areas of solutions to be implemented in the pilot Smart city Wi-Fi Smart Public Safety Smart Parking violation Smart Lighting Smart connected Transport Smart Remote Government expert Smart Kiosk City Portal Citizen Apps Remote Education Smart City Datacenter Propose a revenue model to ensure self-sustaining maintenance of the park over years Assess the risk associated with the park and propose risk management tools, and Propose management structure Evaluate and suggest training and capacity building needs of the community, management personnel, and other stakeholders. Enlist internationally accepted best management practices and propose a model of management to ensure adoption of such practices Clear SLA s (Service Level Agreements) for all parameters. Assess relevance of current legal framework in adoption of best management practices Appointment and timelines: The DPR & draft RFP shall be submitted within 30 days of publishing of this EOI, the following shall be adhered to - Expected Person Days Expert Person Days Team Leader 60 Civil Engineer(s) 30 IT Experts(s) 60 Financial Expert(s) 20 Total 170 Required Qualification and Experience, and Selection Process: The team of Consultants will be led by a team leader with excellent relevant academic credentials and experience. He must hold a post graduate degree in

10 Engineering and diploma or experience in computer aided designing. The consultant can seek services of other trained professional such as civil engineer, project management experts for preparing the DPR and Landscape specialist. Submission of Offer Original documents and two of their copies have to be submitted on the specified date and time to: Joint Commissioner 1 Municipal Corporation Gurgaon Near Civil Hospital Gurgaon Telephone Number: ID: jc1@mcg.gov.in Deadline for submission of the Final DPR& Model RFP: One month from the date of publication in the vernaculars / hosting on the Departmental web site, whichever is earlier. Technical and financial proposals will be submitted separately, Technical in print format & Financial online through E-Tendering. Part II: Instructions to Bidders 1. General Aspects Contracting Authority is MCG (Municipal Corporation Gurgaon). The decision of the Commissioner MCG will be final and non-challengeable. He will designate a contact person for facilitating the consultation process. Proposals must state, services for the total requirement of formulation and supervision during implementation of the said project. Proposals stating only part proposal will be rejected straightaway. The bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in this Request for Tenders and related documents. Failure to comply with these documents will be at the bidder s risk and may affect the evaluation of the proposal at the selection of successful bidder. Following public competitive bidding through E-Tendering, the contract will be awarded to a qualified firm. The selection and contract awarding procedure will be governed by the Guidelines of Government of Haryana & MCG. 2. Scope and Content of the Bid 2.1 Scope and Content of the Technical Bid The technical offer should include the following: Analysis and interpretation of the Terms of Reference (TOR): The bidders are invited to present their critical comments and related suggestions on the TOR. Proposals, including conception and methodology, for the implementation of the Terms of Reference and the achievement of services.

11 Organizational aspects and logistical services, including work break down structure, a tentative project schedule, as well as a chronological structure of the allocation of personnel, including duration and length of the work by experts consultants. Office, transportation and logistical support (if required); A proposal for personnel. Please note that key staff (team leader) presented by the Consultant should be available throughout the entire assignment. The technical offer should not contain any financial information. 2.2 Scope and Content of the Financial Bid The Financial Proposals shall be structured as follows for submission through E- Tendering. Overall Cost for project shall be calculated as per the following - Fees of the experts per person per day (includes salary according to expert personnel months, social charges and overhead cost, home office cost, normal communication cost with regard to the study, normal home office services, professional, personnel and administrative support, cost of electronic data processing, company's professional insurance, risk and profit). Lodging and Boarding Expenses Travel Expenses local (Lump sum) Travel Expenses Flight (lump sum) Other Miscellaneous cost Report preparation and submission Reports: Production of reports and copies (3 copies of Final Report) will be submitted as per the schedule discussed above. Other costs beyond the above-mentioned will not be accepted in the financial offer, nor considered for payment. If bidders consider that an important cost factor has not been covered by these instructions, its inclusion can be solicited. Such a solicitation should be presented in the offer and justified In order to allow for a fair evaluation of tenders, the financial proposal for the project shall be a Single Figure i.e. All Included amount. The offer price should be made in Indian Rupees. Taxes, duties and other public charges shall be included in the Bid amount.

12 All rates presented in the financial part of the offer shall be considered fixed for the duration of the assignment. 3. Requests for Clarification of Tender Documents and Collection of Further Information Requests for further information or clarification regarding this tender should be addressed by to: Joint Commissioner 1 Municipal Corporation Gurgaon Near Civil Hospital Gurgaon Telephone Number: ID: jc1@mcg.gov.in All requests (exclusively in English language) should be submitted not later than 14 days before the closing date. The response (including an explanation of the query, but without identifying the source of inquiry) will be circulated to all tenders. Consultants may wish to prepare their bids using information collected during a study visit to the intervention area. Such an information visit is not obligatory for participating in the tender. It should be understood that none of the cost incurred in this regard will be reimbursed to the Consultant. Applicants are advised that these contacts are exclusively intended to familiarize with local conditions and with documentation available. 4. Language of the Proposal The bid prepared by the bidder and all correspondence and documents relating to the bid exchanged with the bidder and MCG shall be in writing in English language. 5. Cost of Proposal The bidder shall bear all costs associated with the preparation and submission of the bid. MCG will not in any case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. 6. Associations Consultants may form an association with another consultant to enhance their technical competence. However, pooling of firms in any unethical manner to enhance the cost of bid is strictly prohibited. 7. Assessment of Bids 7.1 General Principles The evaluation of the bids will follow a two-step procedure: a technical and a financial assessment. The assessment of the technical proposals will be completed prior to any price proposal being opened and evaluated.

13 Bids are in principle disregarded if: The consultant has influenced the selection procedure with illegal payments or by granting or promising other advantages, or if circumstances suggest that such influence has been exercised; The bid has been received after expiry of the deadline, unless the applicant can prove that he is not responsible for the delay, which is due to force majeure; The bid does not fulfill the criteria in the request for tenders in essential points, if it is incomplete or contains inadmissible restrictions; The statement by the applicant that he is associated with other companies does not clearly show that the former or the latter will not apply to participate in the same project as manufacturers, suppliers or construction firms; No envelope containing any price quotations shall be submitted and only E-Tendering shall be utilized by applicants, bids of those who have achieved the minimum points to be awarded in the technical assessment of the bids for services shall be processed. 7.2 Technical Assessment QCBS (Quality & Cost Based Selection) criteria and their individual weight will be employed for evaluation of the technical proposals 1. Concept and methodology 75 Points Critical analysis of the project s objectives and Terms of Reference (i.e. additional information requirements, strengths and weaknesses, proposals for modification or refinement) Concept and methodology proposed including e.g. project implementation schedule, personnel assignment schedules, project monitoring and co-ordination; conceptual approaches for it s development and management. Clarity and completeness of the bid Qualification of proposed staff (and duration of assignment) 15 Points 30 Points Only offers which have attained minimum 75 points in the technical evaluation will be further considered, and the financial proposals of only these proposals will be opened and assessed. The technical proposal will account for 80 % of the overall rating. The bid for services with the highest rating will receive the maximum possible number of points, i.e. 80 points. The number of points awarded to the other bids for services is reached by dividing the rating of each by the rating of the top bid for services, and then multiplying by the maximum possible number of points. P (Tech) = 80 x (C0/ C) Where P = resulting points for the technical proposal being evaluated C0 = attributed points for the technical proposal being evaluated C = attributed points for the technical proposal with the highest points

14 7.2 Financial assessment The price quotations will be assessed through E-Tendering in terms of total price (including customs and excise duties, taxes and levies), after correcting any arithmetical errors and after deducting cost items that, as stated in the Request for Tenders, are not to be included in the assessment. Any items missing in individual cases can be added, and this will be done on the basis of the most expensive bid opened. Arithmetic 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 the bidder does not accept the correction of errors, the proposal will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail. The price quotation will account for 20 % of the overall rating. The price quotation with the lowest adjusted value will receive the maximum possible number of points (here: 20). The number of points awarded to the other price quotations opened is reached by dividing the total adjusted price in the lowest bid by the total adjusted price of each other bid and then multiplying by the maximum possible number of points, i.e. using the following formula: P (Fin) = 20 x (C0 / C) where P = attributed points for the financial proposal being evaluated C0 = (corrected) price of the lowest priced proposal C = (corrected) price of the proposal being evaluated 7.3 Overall Assessment and Contract Negotiations The number of points scored by the bidder for the price quotation will be added to the number awarded for the technical proposal. The order of the applicants will be determined by the total number of points awarded. The bid with the highest total number of points will be the best received. The bidder cannot exchange proposed project personnel who are firmly committed to the project after the bid has been submitted without the approval of the MCG. Any exchange of personnel can result in the bid being reassessed. There is no right of appeal for the applicants beyond the legal rights provided as per law of the land. 8. Deadline for Submission of Proposals Proposals must be received by the MCG at the address specified under clause Submission of Tender Documents not later than the date and time specified in the cover invitation letter for this tender. Any bid received after this deadline will be rejected. 9. Submission of Tender Documents The bid for services ( Technical proposal ) is to be submitted in sealed and labelled envelope to JC 1, MCG at the address given below. The technical offer must not contain financial information.

15 The technical proposal is to be submitted in three hard copies: one set of the technical proposals (hard copy) is to be marked Original and is to be signed by the authorized representatives of the bidder. The other two sets are to be marked with the word Copy. In case of any differences between original and copies of the documents, the original shall prevail. The financial proposal is to be presented online through E-Tendering. The original and three hard copies shall be addressed to and marked with Proposal for the provision of Consulting Services for Preparation of DPR & RFP for Smart Road. The inner envelopes shall indicate the name and address of the bidder. The package shall display the following words clearly visible: "Call for Tenders Not to be opened by the Postal Service. If the inner envelopes are not sealed and marked as per the instructions in this clause, the department will not assume any responsibility for the proposal s misplacement or premature opening. 10. Validity of the Offers Proposals shall remain valid for ninety (90) days from closing date of submission of proposal. A bid valid for a shorter period may be rejected on the grounds that it is non-responsive. MCG may solicit the bidder s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. A bidder granting the request will not be required nor permitted to modify its bid. 11. Others The fulfillment of the Terms of Reference and the operational plans will be considered as important performance indicators. The Commissioner, MCG shall have the right to suspend payment installments at any stage of disbursement in the event of substantial deviations from the time schedule and/or insufficient performance on the part of the Consultant. This right shall also apply to payments not based on output-related evidence of performance.