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JHARKHAND STATE SPORTS PROMOTION SOCIETY (A CCL- State Govt. of Jharkhand joint initiative) C/o Mega Sports Complex, Khelgaon, Hotwar, Ranchi- 835217

Tel: 0651-2270050

OUR MISSION- OLYMPIC GOLD MEDALS

Ref. No. CEO/LMC/JSSPS/EOI/Talent Hunt/2017-791 23 Aug 2017

SHORT EOI-cum-RFQ NAME: SPORTS TESTING AND ANALYSIS AGENCY FOR ASSESEMENT AND SPORTS TALENT IDENTIFICATION AMONGST THE YOUNG CHILDREN IN THE STATE OF JHARKHAND. EXPRESSION OF INTEREST-CUM-REQUEST FOR QUOTE (EOI-cum-RFQ) FOR APPOINTMENT OF SPORTS TESTING AND ANALYSIS AGENCY FOR ASSESEMENT AND SPORTS TALENT IDENTIFICATION AMONGST THE YOUNG GRASSROOT LEVEL CHILDREN (8 YEARS TO 12 YEARS) IN THE STATE OF JHARKHAND FOR THE ACADEMIC SESSION COMMENCING 01 APR 2018 AT MEGA SPORTS COMPLEX, KHELGAON, HOTWAR, RANCHI, JHARKHAND Applications are invited from reputed Sport Management companies desirous of association with the Jharkhand State Sports Promotion Society (JSSPS) for sport testing, analysis and talent identification in the State of Jharkhand through an open and transparent bidding process. This Expression of Interest-cum-Request for Quote is intended to select a competent Sport Management company/ Organisation/ Trust/ Firm/ Proprietary Firm etc to provide services for the Scope of Work. Agencies having past or present experience of similar work and suitable financial capability as per the eligibility criteria may submit their application with all supporting documents on or before 01st Sep 2017 by 12:00 Noon either by post or by hand and will be opened by 2:00 P.M. on the same day. The application should be accompanied with the cost of this NON-REFUNDABLE TENDER DOCUMENT as Rs. 1,000.00/- (Rupees One Thousand Only) and REFUNDABLE EARNEST MONEY DEPOSIT of Rs. 2,00,000.00/-(Rupees Two Lakhs Only) in the form of a Demand Draft/ Bankers Cheque in favour of JSSPS, Payable at Ranchi. The CEO, JSSPS shall not be responsible for postal delay, if any. The said amount (separately and in duly marked envelopes) is to be forwarded along with Bid Submission document. The EOI-cum-RFQ document can be downloaded from our website www.jharkhandcclsports.in. Eligibility Criteria: 1. The bidder may be an Agency, Corporate House or Private Limited Company/ Company/ Organisation/ Trust/ Firm/ Proprietary Firm etc which has minimum three years extensive and relevant sport testing experience in India and/or abroad and have sufficient understanding of sport testing, athlete demographics and physiology that helps identify sporting talent in India or assists Sports Academies in establishing quality talent which is same or similar to the Scope of Work. Self certificates along with copies of Work Orders supporting the claim are to be given in this regard. JSSPS may verify the claim made and decide on the organization/ individuals merit in this regard.

सेंट्रल कोलफील्ड्स लललिटेड

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2. Should have a strong financial background with an average turnover of at least Rupees Fifty Lakhs only in the last 3 years (consolidated) with a Certificate from a practicing Chartered Accountant duly supported by Accounting Reports certifying the audited turnover during the last three/two Financial Years ending 31st March 2017. 3. Sufficient human and other resources, the bidder should at least have 20 employees on its role having knowledge and experience to provide for meeting the Scope of Work as contemplated, and the Scope of Work Agreement, including, without limitation, a sufficient number of suitably qualified employees or contract employees who will be involved in the provision of the Scope of Work including Project Manager, Site supervisors, Security personnel (which may be outsourced by the party to an extent) etc. 4. Should have experience in measurement and accurate assessment of an individual’s athletic ability and fitness. JSSPS shall however give broad guidelines such as Forms; software used previously, parameters in line with National Physical Fitness programme for school children and guidelines for National Sports Talent Search Scheme (NSTSS) etc. 5. Sufficient contacts, expertise and resources in order to provide the Scope of Work generally. The Organisation / Firm/ Company may be asked to make certain changes in the capacity building of the talent pool and the same has to be undertaken with due diligence and concern for the Societies requirement. 6. Agencies are required to submit the Documentary Evidence of the following:

i) Permanent Account Number (PAN) ii) GST Registration No. iii) Particulars of Registration with EPF along with current registered EPF Number and

proof of last three months payment details/Other statutory authorities. iv) Duly filler IT Return for last three years v) List of Technical personnel with qualifications proposed to be included for carrying

out the tests vi) Bank Account Details of the Firm duly verified from the respective Bank/ (A copy of

Pass Book front page OR Latest Bank Statement duly endorsed by the Bank and self attested shall suffice in this regard.

vii) Copies of Work order of similar works/ similar nature works executed as per Para 7 below.

7. The bidder should have experience of providing or conducting similar services in the past. In support of the above experience, following documents/details shall be submitted along with the bid:

i) Job Completions/ Interim Completion Certificate (s) or ii) Copy of Contract/ Agreement/ Award Letter/ Work orders from the employer and

running details raised by the applicant iii) Manpower detail indicating specialist/expertise components of works in the project

and including their names and complete profile.

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8. The bidder should not be blacklisted by any Government Departments, Undertakings and Agencies in India. 9. Agencies satisfying the above criteria are required to send a presentation in a CD/ DVD along with a detailed plan of action in line with the requirement of JSSPS suggesting changes (if any) to conduct the scientific testing methods for the identification of sporting talent in the State of Jharkhand. THIS PRESENTATION SHOULD NOT INCLUDE THE COSTS/ PRICES ETC. In case the same is enclosed, the proposal shall be summarily rejected. 10. Objective of the Assignment:

(a) To create a database that can be utilized for the development of National and International players from grass root level purely on the basis of Motor ability tests (Battery Tests) suitable for the Age group of 8 Years to 12 years separately for Boys & Girls. This test report shall be utilized to prepare the merit list of the Top 500 children (in each age and gender category) for selection in the Jharkhand State Sports Promotion Society.

(b) To conduct high performance analysis and record the details thereof for the athletes at grass root level (08 Years to 12 years as per specified parameters) and for specific sports selected by the Agency during various rounds, a detail of which is placed as an Para 18 of this EOI cum RFQ.

(c) To unearth sports talent for further development and guide current talent into right kind of training and direction. The report so created shall be exclusively for utilization of JSSPS and may be used for future talent hunt and / or be utilized for preparing the right curriculum.

(d) The party is required to successfully complete the following tasks:

(i) To utilize digital methods of data collection of at least 1,00,000 (One Lakh Children including both boys and girls) in the age group of 8 to 12 years of age from across the state of Jharkhand as per Trial Calendar Dates placed at Enclosure-1. (ii) The scientific testing methods must include utilization of adequate testing protocols and scientific tracking and assessment devices that will provide high quality and accurate results. (iii) The results obtained from these tests must be available in an application based on easily accessible database. JSSPS shall share its previously used software and results extrapolated there from. The party at its own risk/ discretion may test the software and bring changes whatsoever to include the marks/ profile changes etc or bring in new software altogether for an efficient and transparent conduct of trial. JSSPS shall not be responsible for any bugs/ lacunas or errors in the result sheet and bears no guarantee of the previously owned and utilized software, its integration with the client’s current software etc. It is strongly suggested that, given the limited time frame, a software expert be kept ready to ensure that new software is prepared exclusively for the selection trials.

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Such a testing or result compiling tool shall be the property of the firm/ organization which has developed the same only with information sharing rights. (iv) The agency must have the ability to efficiently and accurately test thousands of athletes in each of the 24 districts of Jharkhand with the immediate ability to analyze and compile the results (both district wise and state wise) as per the limited time line given by JSSPS Management. Towards this, the end result so compiled should include basic data such as name, father’s name, Age, individual marks obtained, total marks obtained in the first round etc. This is to be undertaken as per the current archive of the results and which is available on our website www.jharkhandcclsports.in (v) The agency is required to provide analysis and results of athlete data which would enable the state to work on talent in the appropriate direction.

11. Bid Opening:

(i) A committee duly appointed by CEO, JSSPS will open all the Bids in the presence of the Bidders / Authorised Representatives who choose to attend, at the time and date and place mentioned above.

(ii) The bidders present shall sign a register for evidence purpose that they have

been present at venue of Bid opening. In the event of the specified date of the Bid opening being declared a Holiday for JSSPS or Bandh, the bids shall be opened on the next working day. An information in this regard shall only be sent by an E-mail/ Phone Call to the Bidders.

Bid Evaluation:

The proposals so received will be evaluated in terms of both Technical and Financial parameters with respective weightage of 70% and 30% as per the table below:

Sl No Particulars Maximum Score

(i) Technical Parameters:

(a) NON-REFUNDABLE TENDER DOCUMENT

Fees Rs. 1,000.00/- and,

(b) REFUNDABLE EARNEST MONEY DEPOSIT of Rs. 2,00,000.00/- enclosed along with the

Bid

05 Pts

05 Pts

(ii) Meeting the Eligibility criteria as follows: (a) Details of Organisation/ Firm/ Trust

etc along with proof of Incorporation* (b) Average turnover of at least Rupees Fifty

Lakhs in the last 3 years*

(c) PAN Card* (d) GST Registration No*

(e) EPF/ ESIC Registration details (f) Bank Statement duly authenticated

(g) IT Return of last Three (03) Years*

10 Pts (equal marks)

For Sl (ii) (a) and (b)

05 Pts (One mark each)

For Sl (ii) (c) to (g)

* Mandatory parameters

(iii) Past experience and domain knowledge in measurement and accurate assessment of an

15 Pts

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individual’s athletic profile especially at grass root level

(iv) Technical presentation on How to conduct the

selection trial in Jharkhand as per Govt norms

30 Pts

SUB TOTAL 70 Pts

Financial Parameters:

(v) Financial Bid/ Offer 30 Pts#

TOTAL POINTS 100 Pts

The financial offer (separately showing GST) must be submitted in the enclosed format. # The financial weightage carrying 30 marks will be computed on the basis of overall percentage of party charges quoted for the proposed project. The bidder quoting the lowest will be equated with maximum of 30 marks and for all other applicants marks will be calculated downwards on pro rata basis. (i) A detailed study with relevance to requirement of JSSPS in the initial selection phase (Phase-I) Mass trials shall be undertaken by the committee and marks/points awarded. The committee is not authorized to divulge the marks obtained to any/all personnel/ bidders. The committee will determine the substantial responsiveness of the bid and the responsive bid is one which conforms to all the Terms & Conditions of the Bidding documents without deviation. The committee as a whole or one of the members is also empowered to raise query, clarifications and authentication or substantiate the claims made by the bidders including visits if necessary. (ii) The committee will especially evaluate details of high expenditure and those which are unnecessary and not in conformation to the requirements of the trials at Phase-I. No changes / cuttings/ use of error pens etc is permitted in the calculations or in the Financial Bid as per Enclosure-2 to this EOI-cum-RFQ. (iii) The bidder’s presentation shall be studied by JSSPS Management on the proposed talent hunt procedure. The Project report, presentation may be sent with the Proposal for study. (iv) The deciding factor for short listing of any Agency (One, more than one or none) shall be on a simple marking method and this shall be used in the basis of presentation, past experience of JSSPS to conduct similar trials/ DPR and support documents enclosed to substantiate the claims made for similar works. In general, the experience, pricing and presentation including relevant other parameters, past success stories (both in India and abroad) shall be the point/ marks bearer for the evaluation of Technical Bids. 12. The CEO, JSSPS reserves the right to: (a) To scrutinize application by a designated Committee of the Society/ State Govt of

Jharkhand or any other body duly empowered and within the ambit of auditing the claims made, applications received or tests undertaken including manual, physical results etc.

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(b) The Jharkhand State Sports promotion Society (JSSPS) may nominate Technical and Financial representatives for scrutiny of the claims made limited to submission of bills with reference to trials undertaken.

(c) To postpone/change/cancel the above mentioned dates as per enclosed list, modify the dates or extend the testing dates/ period/ time intervals or take over the entire process if found to be undertaken with misrepresentation of facts, figures etc and postby imposing due penalty on the party.

(d) The terms and conditions include new items and conditions, to split and distribute the work amongst more than one agency, etc. in the interest of the project without assigning any reason whatsoever. In normal circumstances, the entire project is to be on a Turn-Key basis.

(e) To be at its discretion to also ask for further certifications, etc. anytime as and when required, the CEO JSSPS may call upon a party to make a suitable reply for the cause and action of the activity undertaken.

(f) To be at liberty to cancel the advertisement/pre-qualification of the agency against the above notice at any time without assigning any reason whatsoever for which no claim whatsoever on any ground shall be entertained.

(g) To verify the particulars furnished by the tenderers independently and if any information furnished by any of the tenderers if found incorrect at any stage, the agency shall be liable to be debarred from tendering/ cancellation of order including imposition of penalty or any other action as deemed necessary by JSSPS.

(h) To accept or reject any or all the applications received, at its own discretion without assigning any reasons whatsoever for which no claim on any ground shall be entertained. EOI’s in which additional conditions are put forth by the agencies shall be summarily rejected.

13. Opening of Financial Bid and Award of Contract

(i) The committee will open the financial Bids/ Proposals of only those prospective Bidders who have been found technically qualified to take the job as desired by JSSPS Management. (ii) The price quoted may be subject to negotiations as per the committee discretion and mutual consent of both the parties without compromising on the expected standards so expected. (iii) The committee may choose to exclude a few parameters and pay for the costs so as to bring down the commercials so as to suitably make the project economically viable and executable. (iv) In case of failed negotiations or over-budgeted bids, the committee reserves

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the right to call the second bidder and so on.

(v) Subject to Clause above, the JSSPS will award the Contract to the Bidder who’s Bid has been determined to be cost effective, efficient and in the overall interest of JSSPS ideology and selection procedure and is substantially responsive to the bidding documents and who has offered the lowest evaluated Bid Price; and

(vi) Is within the available bid capacity adjusted to account for his bid price which is evaluated as the lowest in any of the EOI-cum-RFQs received and opened by the Committee. (vii) The CEO, LMC JSSPS shall, based on committee recommendations, award the contract to the successful bidder who has been determined to be the most responsive and aligned to JSSPS ideology along with a competitive pricing.

(viii) The bidder in such a case shall be notified about the Award of Contract and be called upon to execute the contract by signing a Formal Agreement as per Para 15 below.

14. JSSPS Right to accept any Bid and to reject any or all Bids

Notwithstanding Clause at 13 above, the JSSPS reserves the right to accept or reject any Bid to cancel the bidding process and reject all bids, at any time prior to the award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Employer’s action.

15. Signing of Agreement

15.1 The Bidder whose Bid has been accepted will be notified of the award by the

Society prior to expiration of the Bid validity period by email or facsimile confirmed by registered letter. This letter (hereinafter and in the Conditions of Contract called the “Letter of Acceptance”) will state the sum that the Society will pay the Agency in consideration of the execution and completion of the jobs by the Party as prescribed by the contract (hereinafter and in the contract called the “Contract Price”).

15.2 The notification of award will constitute the formation of the Contract, subject only to the furnishing of a performance security (in the form of EMD adjusted against a Performance Bank Guarantee as given by the successful bidder along with the EOI-cum-RFQ) in accordance with the provisions.

15.3 The Agreement will incorporate all agreements between JSSPS and the successful Bidder. It will be signed by JSSPS and sent to the successful Bidder, within 03 days following the notification of award along with the Letter of Acceptance. Within 05 days of receipt, the successful Bidder will sign the Agreement and deliver it to the CEO, JSSPS.

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15.4 Upon the furnishing by the successful Bidder of the Performance Security, JSSPS will promptly notify the other Bidders that their Bids have been unsuccessful and return their EMD (without Interest).

15.5 Performance Security

(a) Within 03 days of receipt of the Letter of Acceptance, the successful Bidder shall

give an undertaking to convert the Earnest Money Deposit into a Performance Security/ Bank Guarantee for Rupees Two Lakhs only as irrevocable Bank Guarantee) and that in the event of failure to execute the Contract as per Terms and Conditions of JSSPS, the same may be forfeited by JSSPS.

(b) A bank guarantee from any of the Nationalised/ Scheduled Bank situated within

the state of Jharkhand in the form given or Certified Cheque/Bank Draft may also suffice in lieu.

15.6 Failure of the successful Bidder to comply with the requirements of Sub-Clause 15.5 (a) shall constitute grounds for cancellation of the award and forfeiture of the Bid Security.

16. Preparation and Submission of Proposals/ Bids (EOI-cum-RFQ)

16.1 Sealing and marking of Proposal is to be undertaken strictly as per the guidelines mentioned herein. 16.2 The proposal including Eligibility and financial shall be submitted in SEPARATE SEALED ENVELOPES. The envelope containing the proposals shall have written on the top as the case may be:- 16.3 Envelope ‘A’- Technical Bid: Proof of Eligibility for providing services for the works of SPORT TESTING AND ANALYSIS AGENCY FOR ASSESSMENT AND SPORT TALENT IDENTIFICATION AMONGST THE YOUNG CHILDREN IN THE STATE OF JHARKHAND and a Presentation on the Scope of Work as per the Bidder and suggestive changes (within the Scope of Work if any) along with duly signed copy of the EOI-cum-RFQ and List of Tests to be carried out (Enclosure-1) and Affidavit (Enclosure-3). 16.4 Envelope ‘B’: Bid Security for providing services for the works of SPORT TESTING AND ANALYSIS AGENCY FOR ASSESSMENT AND SPORT TALENT IDENTIFICATION AMONGST THE YOUNG CHILDREN IN THE STATE OF JHARKHAND i.e. Tender Document Fees and Earnest Money Deposit Fees in the Form of a Demand Draft is to be placed in this Envelope. NO FINANCIAL BID DOCUMENT IS TO BE PLACED IN THIS ENVELOPE. IN CASE ANY OTHER DOCUMENT IS FOUND, THE TENDER SHALL BE SUMMARILY REJECTED. 16.5 Envelope ‘C’: Financial proposal/ Bid for providing services for the works of SPORT TESTING AND ANALYSIS AGENCY FOR ASSESSMENT AND SPORT TALENT IDENTIFICATION AMONGST THE YOUNG CHILDREN IN THE STATE OF

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JHARKHAND for undertaking Phase-I Selection trials along with Work Sheet as per Para 18 (g) is to be Enclosed. 16.6 The aforementioned three envelopes A, B, and C shall be sealed in an outer envelope and marked as follows:- Proposal for providing services for the works of SPORT TESTING AND ANALYSIS AGENCY FOR ASSESSMENT AND SPORT TALENT IDENTIFICATION AMONGST THE YOUNG CHILDREN IN THE STATE OF JHARKHAND. The Scope of Work, Eligibility Criteria, About the Project details and other General and specific information is placed below for the potential bidders. 16.7 Important Note:

(a) Each of the three envelopes shall indicate the complete name, address, telephone numbers (with country and city code), electronic mail address and facsimile number of the bidder.

(b) Each envelope containing the proposal shall be addressed to” The CEO, Jharkhand State Sports Promotion Society (JSSPS), C/o Mega Sports Complex, Khelgaon, Hotwar, Ranchi- 835217 and the confirmation of sending the Courier/ Tender document etc may please be intimated to Email : alok20007@gmail.com and vikrantmalhan@gmail.com

17. About the Project and Scope of Work for “JSSPS KHEL MAHAKUMBH-2017”

(a) The Jharkhand State Sports Promotion Society (A CCL-State Govt of Jharkhand joint

initiative) is a unique initiative for the promotion of Sports and preparation to WIN THE OLYMPIC GOLD MEDALS. The Society (Regd under Society Registration Act, 1860) is already running 05 (Five) Sports Academies in Athletics, Archery, Football, Taekwondo and Wrestling at its sprawling 35 Acre campus at Mega Sports Complex, Khelgaon, Hotwar, Ranchi.

(b) This year too, like the last two years we intend to carry out the selection trials for

the following Sports in addition to the above:

Judo, Boxing, Weightlifting, Badminton, Table Tennis, Hockey, Cycling, Shooting, Swimming and Synchronised Diving commencing Sep’ 2017. Here, we intend to select meritorious children (both boys and girls) in the age bracket of 8 to 12 Yrs from across the 24 districts of Jharkhand. These children are, in the past, selected on the basis of certain Motor Ability Tests (Battery tests) which are conducted through a streamlined (and to an extent automated) procedure. The entire proceedings are videographed and uploaded on our website www.jharkhandcclsports.in. Details placed at Enclosure 1.

(c) In all, we intend to have a participation of One Lakh children this year (2018-19

Batch) in phase-I and towards this we have already initiated dialogue with the various bodies, associations and State Govt officials. We generally do get support

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from the local bodies and the following would therefore be the Terms & Conditions:

(i) A dedicated team of 20+01 officials who are competent to carry out the trials on behalf of the Agency (Technical officials). (ii) A team of Physio/ Para-Medics (2-3 persons) for monitoring on-site injuries during trials.

(iii) Provision of light refreshment to the participants (One Juice 200 ml and One packet biscuit) on completion of trial by each child. (iv) Media Management (pre and post). This includes strategically building the brand “JSSPS KHEL MAHAKUMBH 2017” and brand building of JSSPS with strategically made brochures, banner contents, Social Media updates, Press release, issue of participation certificates for Top 2500 children (in Phase-II) etc. (v) Record Management with on-line updating of records on website including provision of dedicated new software. JSSPS shall need the viewing rights to this software as per its demand and the same needs to be undertaken in quick time. (vi) Issue of Bib-Cards/ Chest numbers for the participants on arrival, their registration, ushering and other related activities. (vii) Tent/ Plastic Table/ Chairs/ Umbrellas/ Mike & PA System for officials in ground. The entire layout of the Talent Hunt is to be inviting and required set-up is to be completed for each day (prior to commencement of the days activity). (viii) Stationary for record keeping/ Internet connections/ Computers and peripherals for updating etc. A team of personnel needs to be mobilized for record management and upkeep in the area. The daily records are to be updated the same night and populated as per JSSPS directives. (ix) Meals for the Technical Officials on site at each district as per the discretion of the Agency. (x) Security of the venue/ Crowd Management etc. including desk management, coordination with the technical experts, supervising of the site layout, management of the day’s activities etc. (xi) On-Site installation of branding, towards this, the banner material is to be submitted at least 48 Hrs prior to proceeding for tour to JSSPS to ensure the same is printed as per specified size and in the quantity so desired.

(xii) Still and Videography to cover all evolution during trials and their real time updating on our website www.jharkhandcclsports.in

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(xiii) Equipment for conduct of trials (Ball, Stop Watch, Measuring tapes, Chalk, Safety pins, Marking boards etc) of prescribed quality/ quantity. (xiv) Site announcements for JSSPS initiative through a suitable individual and Central Coalfields Ltd/ State Govt of Jharkhand role in the conduct of event at such a large scale.

(xv) Undertaking of both Online and Off-line registration of the Candidates at JSSPS Website. The hard copy of the forms so received till the run up to the trials shall be required to be filled by the selected Agency. Besides, On the Spot Registration is to be carried out in record time to facilitate trials in an accurate and speedy manner. (xvi) The on-line registered children to be called at venue for each of the trial dates as per venue list. Here, over One Lakh SMSes are to be sent one/two day prior to the conduct of the Trials (Phase-I). (xvii) Any other item required for conduct of trials along with submission of a closure report to JSSPS.

(d) Post evaluation of One Lakh Children from the 24 Districts of Jharkhand, The Top 2500 are to be brought to Mega Sports Complex, Khelgaon, Ranchi for the Phase-2 trials at Ranchi in Mar 2018. Here, experts from each of the mentioned 15 Sports discipline are to be brought to Khelgaon to evaluate the children for final selection in liaison with our existing Coaches. On an average 415 Children per day are to be evaluated spread over 06 (six) days. These children are to be examined therefore, only for a day. JSSPS shall make boarding and lodging arrangements for the candidates. Invitation to the Top 2500 Children and ensuring that at least 85% children turn up for the Phase-II trial shall be the onus of the Agency/ Party. For ensuring this, at their own cost, the bidder has to provide SMS service and send bulk messages to the verified candidate and also call individuals. Phase-II trial shall commence from 01st March 2018 onwards. The cost for bringing the Technical Experts along with their relevant qualification is to be placed separately in the Financial Bid. JSSPS may or may not take this offer ahead and this being an independent activity from the Phase-I Talent Hunt, shall be evaluated separately.

(e) Subsequently, the merit list for State of Jharkhand for Top 222 children is to be prepared (point wise) and another 20% list of candidates as reserve list (both from boys and girls) and handed over in a time bound manner, latest by 15 March 2018 to JSSPS along with individual profile, score card and recommendation of the Party/ firm etc. These children shall be thereafter subjected to a Medical and Psychological examinations for ascertaining Medical ailments, congenital medical problems, knock knees, flat foot, age verification test etc. The Party is required to provide a Doctor with a suitable experience to undertake the same along with a panel of Doctors from JSSPS, State Govt of Jharkhand or any other Organisation. The Medical format also is to be provided and the ushering activity/ test details are to be brought out in advance by the party to whom the work order will be awarded. The details of such are to be provided separately in the Financial Bid. JSSPS may or may not take this

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offer ahead and this being an independent activity from the Phase-I Talent Hunt, shall be evaluated separately.

(f) JSSPS follows strict application scrutiny criteria which includes age verification

through Aadhar and Birth certificate (issued within 05 years of Birth from a Municipality Office/ Block) etc. These details shall be meticulously maintained by the party. The form for selection shall be prepared and submitted both on-line and off-line (either on site on the day of test or sent prior to the various collection centres). All Off-line forms have to be entered on-line by the Agency for ease of operations on site and record keeping purpose.

(g) Since the popularity of such a large scale trial has increased manifold, the bidding agency is to be prepared to deal with heavy number of participants at many districts. JSSPS Management shall independently assist in establishing liaison with various District authorities, officials and ensure large pool of participation. The Agency too shall make considerable efforts in ensuring that the children are permitted to participate after due document verification and no time is wasted. First cum First Served is to be maintained and multiple registration counters to be kept open to ensure effective crowd management and control. Additional manpower may be deployed at the discretion of the party but at no point in time, the children should wait for more than two (02) hours to appear for the selection trials.

(h) The selection trial comprising a series of tests are to be conducted in an ergonomic manner ensuring good discipline and managing the weather demands. As per experience of JSSPS Management, each of the testing counters can be kept occupied where the endurance tests are not undertaken, and therefore, multi pronged approach to sending children to various counters simultaneously and in an organised manner is the key to event management at such a large scale.

(i) Parents/ guardians/ instructors/ friends/ family members or any outsiders should not be permitted to enter the test centers without the permission of the JSSPS Management. Record keepers, technical officials, time keepers etc should be instructed to safely keep the record and not permit any viewing rights to third party. Tempering with records, over writing etc is not permitted.

(j) You are kindly requested to suggest the various tests that you propose to carry out

in the initial selection tests (Motor Ability Test) and specific game based skill tests. Also, since this requires a larger pool of participation, you may kindly suggest if the methodology above is suitable to your Organsiation and suggest changes (if any) in the presentation submitted. The suggestions made, incorporated, used or dropped will be the sole property of JSSPS and the prospective bidders shall not put forth any claim for the same if they are incorporated by JSSPS for the betterment of Sports.

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(k) Please note that no branding of any other organisation is permitted without the approval of JSSPS and therefore, if sponsorship is proposed to be generated, specific approval of JSSPS is required in advance.

(l) This being an annual activity, the scale of operations shall increase each year and next year onwards it is proposed to conduct trails across India. At present, the schedule of trials is being prepared in consultation with State Holiday and other requirements eg festivals, exam schedules etc. The success of such large trials is essentially dependent on good rapport and liaison with effective media campaign and therefore early and quick preparation is required.

(m) At no point in time, external influence including sharing of statistics pertaining to an

athlete’s profile, extraordinary treatment or any other favoritism etc to be undertaken for the candidates. This being an activity of State interest, cast, creed, religion, sex related bias (if reported) shall be dealt with as per Society regulations and Management decision including forfeiture of the Work order, debarring of the Organisation etc may be undertaken to prevent misuse, recurrence of such nature. JSSPS encourages equal participation for all entities and strives to achieve so.

18. Calendar of Event:

(a) “JSSPS Khel Mahakumbh-2017” shall be conducted across the 24 districts of Jharkhand as per following Sports Calendar:

Sl. No.

DISTRICTS OF JHARKHAND/ CCL COMMAND AREAS

STADIUM/ VENUE DATES & TIME From 07:00 Hrs

onwards

(i) Sahibganj Sidho Kanhu Stadium, Sahibganj

04.09.2017 & 05.09.2017

(ii) Pakur Rani Jayortimay Stadium, Pakur

07.09.2017 & 08.09.2017

(iii) Godda Gandhi Stadium, Godda 12.09.2017 & 13.09.2017

(iv) Dumka Birsa Munda Outdoor Stadium Dumka

15.09.2017 & 16.09.2017

(v) Deoghar KKN Stadium, Deoghar Palajori,Ground ,Deoghar

04.10.2017 & 05.10.2017

06.10.2017

(vi) Jamtara Outdoor Stadium Jamtara 09.10.2017 & 10.10.2017

(vii) Dhanbad (BCCL) ISM Dhanbad Lower Ground Jealgora Stadium,Dhanbad

13.10.2017&14.10.2017

15.10.2017

(viii) Giridih Jila Stadium, Giridih 23.10.2017 to 25.10.2017

(ix) Koderma Bagitand Stadium, near circuit house, Koderma

02.11.2017 & 03.11.2017

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(x) Hazaribagh (CCL)- Charhi Area

St. Columba's College, Hazaribagh / Zila maidan

06.11.2017 to 08.11.2017

(xi) Bokaro (CCL)- Kathara, Dhori, B&K Areas

CCL, B & K Football Ground, B & K Area Bokaro DVC Football ground Bokaro Thermal

14.11.2017 15.11.2017 16.11.2017

(xii) Ramgarh (CCL)- Argada, Barkasayal, CRS Barkhakhana, Rajrappa, Nai Sarai Hospital, Kuju Areas

Rajrappa Stadium, Near Sr. DAV School under GM Unit, Rajrappa Area at Ramgarh

20.11.2017 to 22.11.2017

(xiii) Khunti Birsa Hockey Stadium, National Highway 75, Sonnar Colony, Khunti

28.11.2017 & 29.11.2017

(xiv) East Singhbhum JRD TATA Sports Complex, Jamshedpur

03.12.2017 to 05.12.2017

(xv) West Singhbhum Singhbhum Sports Association, Football Stadium, Chaibasa

07.12.2017 & 08.12.2017

(xvi) Sarikela Khersawa Arjuna Stadium, Saraikela Khersawa

11.12.2017 & 12.12.2017

(xvii) Simdega Albert Ekka Stadium, Samtoli Rd, Pushpur, Simdega

15.12.2017 & 16.12.2017

(xviii) Gumla Jubilee Stadium, St. Ignatius School, Sisai Road, Gumla

19.12.2017 & 20.12.2017

(xix) Garhwa Rama Sahu High School Stadium, Garhwa

05.01.2018 & 06.01.2018

(xx) Palamu (CCL)- Rajhara Area

Police Stadium Ground Daltonganj

11.01.2018 & 12.01.2018

(xxi) Chatra(CCL) – NK, Piparvar, Magadh & Amrapali

Nehru Stadium, Chatra 30.01.2018 & 31.01.2018

Dakra Stadium, N.K. Area (CCL)

01.02.2018

(xxii) Latehar St. Joseph High School, Mahuadanar

06.02.2018 & 07.02.2018

(xxiii) Lohardaga Lalit Narayan Stadium, Garha Toli, Lohardaga

13.02.2018 & 14.02.2018

(xxiv) Ranchi Mega Sports Complex, Khelgaon, Hotwar, Ranchi

20.02.2018 , 21.02.2018

& 22.02.2018

15

PHASE- II TRIALS

Mega Sports Complex, Khelgaon, Hotwar, Ranchi Top 2500 Children report to Khelgaon as per SMS / Call Approx 415 Children to be called each day for the Trials in Ranchi

01.03.2018 to 06.03.2018

PHASE-III TRIALS

Mega Sports Complex, Khelgaon, Hotwar, Ranchi

Top 500 Result to be declared on 10.03.2018

PHASE-IV TRIALS

Mega Sports Complex, Khelgaon, Hotwar, Ranchi

Top 222 Result and 20% Reserve List and

Psychological Test followed by Medical Board

at JSSPS

ACADEMIC SESSION 2018-2019

COMMENCES AT JSSPS

Sports Hostel, C/o Mega Sports Complex, Khelgaon, Hotwar, Ranchi- 835217

01 Apr 2018

(b) The selected party through a competitive bidding process shall conduct the trials as

per the marking scheme for Children in the Age Group of 8 to 12 years across Jharkhand in the first phase of selection trials placed at Enclosure 1.

(c) The Stadiums shall be booked by JSSPS at all the above venues. Barring that, all Costs

are to be included in the below spread sheet and a final price per child is to be calculated and brought into the Financial Bid from Pt 1 to 16 (Calculation Sheet for submission of Bid).

(d) Duplicity is to be avoided by the intervention of Software. In the event of a child participating multiple times, the software is to cancel the candidature strictly bringing out the anomaly and the reason thereof duly verified by the documents submitted. Duplicate bib numbers if found, the Selection trials shall be cancelled for the district and the cost of such trials shall be borne at the cost of the Agency.

(e) A penalty shall be imposed by JSSPS on each wrong data entry or non-compliance to the Management directives. This Penalty shall be twice the successful bidders quoted price per child data compilation. Therefore, a strict mechanism to ensure authenticity of data and a fair degree of correct data filing is to be done without overwriting.

(f) JSSPS shall further, in the Second Phase of Trials repeat a series of Tests (say any three/ four) on the Top 2500 Candidates, and if the obtained score is less than the previous score, suitable penalty as per Para (e) above shall be imposed on the Agency. In short, correct data is to be maintained at all times.

16

(g) CALCULATION SHEET FOR SUBMISSION ALONGWITH THE FINANCIAL BID

Sl No

Particulars (ONLY FOR PHASE-I SELECTION TRIALS

ACROSS 24 DISTRICTS OF JHARKHAND)

Number of units

Cost per unit/day

Cost per day Remarks

1 Ground Booking 24 Districts

0.00 0.00 Ground Booking cost taken as nil

2 Technical Officials (1 Head Technical official and team of 20 officials)

21 Qualification for technical officials: - B.P Ed. Or MPEd /STO or Certified officials with Sports background, District Sports level participants Or Diploma or Certificate in PE/ Fitness

3 Refreshment for participants (Approx 4000 nos per district)*

1,00,000 Children

01 Juice (200 Ml of a reputed brand) and 01 Biscuit packet (Britannia Good Day Cashew Biscuit-58 Gms

or Equivalent) for each participant

4 Record Management with on-line updating of records on website.

10 Persons

5 Purchase of Bib's/ Chest Card (Flex material- Square) with JSSPS prominently displayed with its logo and chest Number for ease of identification

1,00,000 Nos

Approx 4000 BIB/ Chest Cards for each district and not more than One Lakh Bibs to be printed

6 Tent/ Plastic Table/ Chairs/ Umbrellas/ Mike & PA System/ Generator for electricity in ground.

High Quality sound with suitably placed speakers for calling out participant details, project details etc

to be used. electricity is to be given through Generators

7 Stationary for record keeping/ Internet connections/ Computers and peripherals for updating records etc

8 Meals for the Technical Officials/Volunteers/Security Staff etc

9 Security of the venue/ Crowd Management etc.

10 On-Site branding/ Banner/ Brochures/ Jingles for Radio/ Creative’s (Does not include Cost of Printing in Newspapers) but included submission of timely designs with Sizes etc

11 Still and Videographer to cover all evolution during trials. Short 3 (three) Videos (One to two minutes) are to be prepared on the theme and submitted to JSSPS/ Website in addition

1 Simultaneous links to Selection trials are to be uploaded and DVDs to be handed over on

culmination of each district trial duly numbered

12 Equipment for conduct of trials (Ball, Stop Watch, Measuring tapes, Chalk, Safety pins, Marking boards etc) including facilitation charges

13 Provision for Water for participants/ Officials

14 Doctor and Ambulance (May be provided by JSSPS/ State Govt and Cost be reduced). The Cost must be factored in for arriving the per child cost

1 Volunteers – (a) State / National Players (b) Physical Teachers of School.

15 T-Shirts for technical team and volunteers as per JSSPS directives

16 Volunteers for managing the participants 10 JSSPS may in addition provide 10 Employees to undertake the selection Trials as Observers

17 Total Cost for one district per day

18 Total Cost for 57 Days Trial (Phase-I)

Sl No 17 Multiplied with 57

19 Total Cost per Child* (*Based on One Lakh children)

Sl No 18 Divided by 1,00,000

17

19. Important and Relevant Note for ascertaining the Per Child Selection trial

Cost/ rate: 19.1 The calculations are based on a maximum One Lakh children appearing for Talent Hunt. In any case, the payments shall be made on actual numbers (less than or equal to One Lakh children) appeared for trials in various district as per the schedule of Trials and cannot exceed One Lakh participants duly audited by JSSPS. 19.2 The Agency so selected should ensure that on an average 4000 children are screened in each of the district and shortfall to be compensated in the larger districts of Jharkhand. In any case, JSSPS may approve the increased quantum on completion of 50% trials and depending on the authenticity of participants/ trial reports and other factors. In such a case, a written approval may be required for increase of Budgets, a decision of which shall be given by CEO, JSSPS which shall be final and binding. 19.3 No appeal shall be entertained in this regard if the same is not acceded to. Such an exercise is undertaken to control the expenditure as also to access the best talents available in the restricted budgets. 19.4 The Financial Bid shall indicate the entire project cost for One Year schedule of Trials (Phase-I) and be valid for a period of 180 days from the last date of submission as promulgated in this EOI-cum-RFQ. The payments shall be made District wise on total participation of legitimate entries of children multiplied by the per child rates given in the Financial Bid and within 21 days of duly filled bill. The registered children and their completely entered data is to be provided along with soft copy and a proof that the same is duly checked and verified by the party. 19.5 No claims for higher payments on account of non-promotion/ lesser available children in district etc shall be entertained by JSSPS. The very idea to involve a third party is to reduce the burden of marketing and therefore concentrated efforts are to be made by the Party so that a maximum of 1 Lakh children are duly screened for the selection trials in a transparent and effective manner. Price variation is NOT acceptable.

19.6 The price quoted by the bidder should be fixed for the bidder’s performance of contract and valid for 180 days or the last date of selection trials. 19.7 The price quoted should be written in figures and words to avoid any ambiguity. In case of discrepancy, the lower quoted rates shall be assumed to have been quoted by the bidder.

20. Claim for Delay in work/payment

No claim for idle labour, men and machineries and delay in payment will be entertained for any region whatsoever. In case of any reason such as Act of God, Industrial unrest, Bandh etc, the trial dates shall be amended with due notification to all and the pro-rata payment for the personnel; equipment etc shall be paid subject to it being verified by the JSSPS Management.

18

21. AFFIDAVIT

An Affidavit is required to be made as per Enclosure-3 and submitted alongwith the entire EOI-cum-RFQ duly signed and stamped by the Bidder.

22. The entire Project activity is to be completed as per the Time Schedule/ Time lines as

promulgated in the schedule of calendar for selection trials. 23. Both the parties shall deploy their Nodal Officers for the Execution of the Project. The

details of such persons shall be shared and all communications, clarifications etc shall be undertaken by and between both the parties in a time bound and affective manner.

24. Resolution of Disputes

(i) Any dispute arising out of the EOI cum RFQ or in connection with the Agreement or the Work Order including the validity thereof shall at the first instance be resolved amicably through negotiations or discussions between the parties. (ii) if the dispute remains unresolved, then the same shall be taken up by the Heads of both the parties or their duly authoised representatives; who shall strive to resolve the dispute amicably and without disrupting the essence of the EOI cum RFQ. (iii) In the event, parties fail to resolve their dispute/ differences amcably, the arbitration and conciliations (Amendments), 2015 will be applicable.

25. Governing Law and Jurisdiction

This EOI cum RFQ shall be Governed and construed in accordance with the Laws of India. The Courts in Ranchi, Jharkhand shall have the exclusive jurisdiction over any matter arising out of this.

26. Miscellaneous The successful Bidder has to operate as in integral part of JSSPS with no branding of their Organisation whatsoever. No Fooding/ Lodging facility shall be given to any of the Members of the Team by JSSPS in any of the Districts. Wherever possible/ available, they may be provided so at an extra cost to the Party. No claims whatsoever on account of uncomfortable/ hostile environment/ hygienic conditions or other habitability related issues/ concerns etc shall be entertained by JSSPS. As a matter of fact, none of the deliverables (if provided) can be construed as matter of right. The prospective bidders are urged to carry out local market survey, obtain inputs from credible resources, District Officials about the possible issues, terrain, and weather forecast etc and aquaint themselves with the requirements of JSSPS etc prior to bidding in the Expression of Interest cum Request for Quotes. (Alok Kumar) Chief Executive Officer Jharkhand State Sports Promotion Society

19

Aug 2017 Ranchi

ENCLOSURE-1

LIST OF TESTS TO BE CARRIED OUT FOR EACH OF THE CHILD PARTICIPATING IN THE SELECTION PROCESS (PHASE-I)

Battery of Six Tests and three

other parameters

Total Marks= 60

S.

No.

Discipline Significance and Scoring Methodology

1 30 Meter Flying Test speed, Single Attempt, Max Score 10

2 Standing Broad

Jump

Test Strength of the lower portion of the body and

explosive power, Three Attempts, Max Score 10

3 Forward Bend &

Reach

Test Flexibility, Single Attempt, Max Marks 10

4 6X10 Shuttle Run Test agility, Single Attempt, Max Marks 10

5 Medicine Ball throw Test shoulder strength, Three Attempts, Max Marks 10

6 600 Meter Race Test endurance, Single Attempt, Max Marks 10

7 Height

To Measure Height

8 Vertical Jump As per Standard Tests

9 Weight To assess the Body Mass on a Standard Digital

weighing machine

Separate marking Scheme for each gender and as per age enclosed for reference

20

(Sign and Seal)

ENCLOSURE-2

FINANCIAL BID ON THE AGENCY LETTER HEAD

To enclose the Working Sheet along with duly signed as per Para 18 (g) and submitted in a Separate Envelope

I have fully understood the Scope of Work as per the Expression of Interest-cum- Request

for Quote (EOI-cum-RFQ) and hereby submit my willingness and Quote for undertaking the Work as per the requirement sof Jharkhand State Sports Promotion Society (JSSPS).

(in INR) (a) RATE OF UNDERTAKING THE

SELECTION TRIAL PER CHILD : FOR PHASE-I (Including all costs as per the EOI e.g. Registration, Data Entry, Field work/ Marking, local Administrative and Logistics arrangements, Local Bandobast, Stationary, Facilitation Charges, Software, Refreshments etc).

(b) RATE OF PROVISION OF

TECHNICAL OFFICIALS FOR : PHASE-II (Please provide Qualification of the Experts proposed to be brought in)

(c) RATE FOR PROVISION OF A SPORTS MEDICINE : EXPERT TO CARRY OUT MEDICAL EXAMINATION OF THE TOP 222 AND 20% ADDITIONAL CHILDREN AND SUBMIT FITNESS REPORTTHEREOF AS PER INDUSTRY SPECIFIC STANDARDS PHASE-IV

(d) GST APPLICABLE ON THE SERVICE (in Percentage) : _____%

Further, I confirm that I shall not propose any hidden costs/ costs not included in the proposal above after the submission of the Financial Bids and shall abide by the costs given herein even though if I may, on the basis of costing done, make or propose to make a Loss by Executing the above Project as per Guidelines mentioned in the EOI-cum-RFQ.

SEAL OF THE ORGANISATION (AUTHORISED SIGNATORY) NAME/ DESIGNATION

21

DATE PLACE

ENCLOSURE-3

AFFIDAVIT ON A 10.00 STAMP PAPER DULY NOTARIZED (To be submitted along with the entire EOI-cum-RFQ signed and stamped)

(i) I, the undersigned, do hereby certify that all the statements made in the required attachments are true and correct with Reference to the EOI-cum-RFQ No._____________________________________________ Dated______________

(ii) The undersigned also hereby certifies that our firm M/s ______________

______________have the full capacity to undertake the work as proposed in the EOI-cum-RFQ and have understood the requirements in totality. In the event of the non-fulfillment of the Terms & Conditions of the Contract, JSSPS has the right to forfeit the entire Amount paid by me and execute the same through any other party at market driven rates without entertaining any correspondence in this regard.

(iii) The undersigned hereby authorize(s) and request(s) any bank, person, firm or corporation to furnish pertinent information deemed necessary and requested by the Department to verify this statement or regarding my (our) competence and general reputation.

(iv) The undersigned understand and agrees that further qualifying information may be requested, and agrees to furnish any such information at the request of the Department/Project implementing agency. The submitted Bid is valid for a period of 180 Days.

(Signed by an authorized Officer of the Firm)

Seal Date