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Expression of Interest (EOI) cum Request for Proposal (RFP)

For Hiring of Expert Agency for Third Party Inspection and Monitoring for Mughal Museum Project at, Agra, U.P.

Terms of Reference

1. Background:

Agra is revered as an abode of three world heritage monuments, i.e., Taj Mahal, Agra fort and

Fatehpur Sikri. The Taj Mahal a peerless monument in pristine marble is proclaimed as one of the

wonders of the world. There are three entry gates of Taj Mahal and at present the visitor approach to all

these three gates, which over a period of time have become highly congested and disorganized. With a

view to re do the visitor’s approach to Taj Mahal as per international standards with world class

landscape to establish visual integrity of the monument, the Department of Tourism, GoUP is

implementing a project called Mughal Museum near Taj Mahal Agra”. This project aims at improving the

facilities near the Taj Mahal to benefit not only the visitors who flock there from all parts of the world

every year but also to the adjacent residents of Tajganj who are part of living cultural heritage of the

same era. (Department of Tourism, Govt. of Uttar Pradesh has commenced with Mughal Museum

Project and working for improvement of basic facilities and amenities.) The work on ground is on full

swing and is being undertaken by U.P. Rajkiya Nirman Nigam Ltd. A brief summary of the main proposed

works under the project is summarized at Annexure-1.

2. Objective of the Consultancy:

The main objective of hiring of Third Party Inspection and Monitoring Agency (TPIMA) is to

ensure quality assurance as per desired work standards and specifications of the approved DPR through

Independent assessment of technical quality through an external agency at various stages of

construction. In order to carry out the quality audit tasks the consultants will, but not limited to:

a. Provide quality facility (Quality testing laboratory or/and mobile testing laboratory as

appropriate to different sites) for testing of construction materials required for ongoing and completed

projects.

b. Conduct technical audits at different construction sites in different stages to ascertain and

certify the standard of implementation and adhere to guidelines and disaster resistant features.

c. Co-ordination with various agencies/ teams such as Nodal agency, implementing agency, Line

Departments and Monitoring and Review committees.

d. Provide audit reports regarding quality and progress (physical and financial).

3. Scope of services:

a) The consultant shall do their job by field visits, arranging the necessary quality assurance tests for

materials and the construction works, analyzing the test results and furnishing the

comments/observations thereon and providing general observations on construction materials and

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work. The Consultant shall submit their report to the Director General Tourism, GoUP. The indicative

test requirement is given at Annexure-1.

b) The Consultant shall check and report whether work has been executed according to the drawings,

designs and specifications and in line, level as per approved drawings.

c) The Consultant shall be responsible for bringing-out in writing to the notice of U.P. Tourism any

instances of deviations from accepted quality of construction materials, workmanship and general

quality of works at appropriate stages of construction.

d) The Consultant shall inspect the construction site during the works under progress to achieve the

stipulated standards of quality in the project. If there is any discrepancy/error/omission, the team shall

point out the same with suggestions and remedial measures with code provisions.

e) The Consultant shall highlight the problem area if any, and also suggest steps/ solutions to rectify the

same so as to achieve the overall target of quality Assurance.

f) Apart from the specific activities as described above, the consultant shall also inspect and advise the

U.P. Tourism concerned officials on the Implementation and compliance of the:

Following of accepted environmentally sound practices of control of dust, noise, water, air and

soil pollution due to construction activities, and

General safety and security on the construction sites etc.

g) The consultant shall also:

Inspect and recommend testing laboratories available in the region.

Inspect, review and report the adequacy and competence of contractor’s staff, labour and

machinery.

Review contractors work program and advice the needs on corrective measures in cases where

such matters are referred by the Engineers/Employers.

Develop and prepare all the reporting formats including transmittal methodology and follow the

same for the entire period of services:

h) The Consultant shall arrange testing of materials used in construction work and concrete casted

during the course of work through reputed laboratories/institutions preferably Government Testing

Centres. All standard tests as per Government norms shall be arranged. The testing shall be independent

and objective, and the Consultant in the presence of U.P. Tourism’s authorized representative shall

collect random samples. The Consultant shall report the results of testing to the Director General

Tourism GoUP with suggestions and remedial measures.

i) The Consultant shall record their independent observations/suggestions/remedial measures in the

visit book kept at work site. These views should also reflect in the report submitted as mentioned in the

TOR.

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ii) Consultant will also review and suggest the progress of work according to timeline along with

financial progress.

4. Time Frame: The total time frame for this consultancy shall be either till March, 2017 or till the

project gets completed (whichever is less).

5. Method of Selection: The consultancy will be selected in accordance with the Quality Cum Cost Based

System (QCBS) procedures as described in this RFP.

6. Deliverables:

a) Inception Report: Desk review of documents and periodical site visits:

Ensuring all project documents, including outcomes, outputs, specifications, estimates of

quantities, work packages, project implementation plan. Including milestone, periodic progress

indicators, oversights etc., on-site management systems, such as rerouting of transient services,

temporary connections, worker accommodation, labour insurance, procurement & storage of

materials, inventory management; delivery hand-over, exit and financial closure plans are in

place.

Site visits will be organized at different stages as indicated by the implementing agencies as

‘milestones’ in their work plan, which may consist of intermediate stages of development of

work or contracting packages. Indicative milestones, such as foundations, superstructure,

fenestration, services, finishes and commissioning may be taken as comparatives from the

assessment side to help translate progress reports to non-technical personnel at reporting sites.

Filling and sending all inspection reports to Director General, U.P. Tourism Lucknow.

b) Physical Progress Report 1: Capture, wherever possible, moderated and structured perceptions of

the beneficiaries on various aspects of project implementation including communicating project

rationale, strategy, outcomes, results, rights and responsibilities of all stakeholders.

c) Physical Progress Report 2: Estimate the degree of beneficiary buy – in as regards the project(s); to

capture qualitative feedback in narrative and in separate documents;

d) Physical Progress Report 3: To report the progress with respect to implementation as per the

appropriate stage of the project under development;

e) Final Draft Report: Matrix of Monitoring/ inspection- Quality Control Report: Compliance and

exception reports in process trail, technical and qualitative standards, financial propriety and integrity.

In case of any processes being certified, the monitoring report much clearly mention this in case of

concerned implementing agency to the party to be reported to, i.e. Project Implementation Agency.

f) Recommendations as to how to reduce exceptions, including if milestones need to be re-phased, or

any process that may need to be streamlined.

g) Follow-up action of the report, which would be ascertained in the next report.

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7. Conflict of interest for a TPIMA is defined as:

Any agency/ Individual involved as a consultant in project preparation, supervision or

implementation work in Mughal Museum Project applying for TPIMA is a conflict of interest.

Any agency or it’s subsidiary/ sister concern, black listed or debarred would not be eligible for

appointment of TPIMA.

8. Preparation of Proposal, Submission

8.1 Preparation of Proposal

The intending Consultants are expected to prepare Proposals covering the following aspects:-

(i) Technical Proposal- The Technical Proposal should cover:

a) Covering letter (Form-I).

b) Consultant’s background and general experience in the field of Quality Assurance of Civil Works

(Form-II).

c) List of relevant Completed Projects executed by the Consultant in (form-III).

d) Methodology

e) Staff and facility available with the Consultant in (form-IV).

f) List of members of the expert team along with CVs of experts.

(ii) Financial Proposal- In the Financial Proposal (As per Form-V) the Consultant are expected to indicate

the amount to be charged by them for Quality Assurance Work as per the Scope of Works and Time

duration.

8.2 Submission

The Technical and Financial Proposals should be submitted in separate sealed envelopes and

both of them should be put in another big envelope, which should be sealed and marked as “Request for

Proposal for Hiring of Expert Agency for Third party Inspection and Monitoring for Mughal Museum

Project at, Agra. U.P.” The authorized representative of the Consultant should sign all the pages of

Technical and Financial Proposals.

The Proposal must be sent to the following address on or before 01 September, 2016 by 3:00

PM The Director General Department of Tourism, Government of Uttar Pradesh 4th Floor, Paryatan

Bhawan, C-13, Vipin Khand, Gomti Nagar, Lucknow-226010. Any Proposal received by the Client after

the deadline for submission shall be returned unopened. The Client shall open the Technical Proposal

immediately after the deadline for their Submission.

Department of Tourism, GoUP reserved all the rights to reject or accept any/all RFP

applications, without assigning any reason. The Department takes no responsibility for the delay, loss or

non-receipt of any submission or letter sent by post, within the prescribed time period.

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8.3 Right to accept and reject any or all the proposals

8.3.1 Notwithstanding anything contained in this RFP Document, the department reserves the right to

accept or reject any bid and to annul the bidding process and reject all the bids, at any time

without any liability or any obligation for such acceptance, rejection or annulment, without

assigning any reason.

8.3.2 The department reserves the right to reject any proposal if:

A. At any time, a material misrepresentation is made or discovered, or

B. The Applicant does not respond promptly and diligently to requests for supplemental

information required for the evaluation of the Proposal

C. An Applicant which has been barred by the Central Government, any State Government,

Statutory Department or a Public sector undertaking, as the case may be, from participating in

any project, over the last 5 years would not be eligible to submit a proposal either by itself for

through its Associates or Subsidiaries. An undertaking pertaining to the same has to be

submitted as per (form-VI).

D. An Applicant or its Associates should have, during the last three years, neither failed to perform

any agreement, as evidenced of a penalty by an arbitral or judicial Department or a Judicial

pronouncement or arbitration award against the Applicant or its Associates, nor expelled from

any project or agreement nor have had any agreement terminated for breach by such Applicant

or its Associates.

E. An Applicant shall not have a conflict of interest that may affect the selection process. Any

Applicant found to have a conflict or interest shall be disqualified.

8.3.3 Rejection of the Proposal by the department as aforesaid would lead to the disqualification of

the Applicant. If such disqualification/rejection occurs after the bids have been opened and the

best Applicant gets disqualified/rejection, then the department reserves the right to:

A. Either invite the next best Applicant to match the Proposal submitted by the best Bidder; or

B. Take any such measures as may be deemed fit, including annulment of the bidding process.

9. Tender Documents Fees

Tender document may be purchased from the office of Director General, C-13, 4th Floor,

Parytan Bahwan, Vipin Khand, Gomti Nagar, Lucknow-226010 from 09:30 am to 06:00 pm, for a

nonrefundable fee of Rs. 1000/- (One thousand rupees only) in the form of Demand Draft on any

scheduled bank payable at Lucknow in favour of “Director General of Tourism, Government of Uttar

Pradesh”. Interested bidders may obtain further information at the same address.

Tender document may also be downloading from the office website, in this case the bidder

shall provide the tender document fees i.e. Rs 1000/- with their proposals as per above mentioned

details.

Tender documents requested by mail will be dispatched by courier/ registered/ speed per post

on payment of an extra amount of Rs 50/- The Department of Tourism, GoUP will not be held

responsible for the postal delay if any, in the delivery of the documents or non-receipt of the same.

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10. Earnest Money Draft (EMD)

An Earnest Money Deposit (EMD) of Rs. 10,000/- (Rupees Ten Thousands Only), in the form of

Demand Draft in favour of "Director General Tourism, Government of Uttar Pradesh''. payable at

Lucknow, must be submitted along with the Proposal. The EMD of the unsuccessful proposals will be

returned to the submitters within one month of signing of the Contract.

11. Eligibility Criteria

Only those firms fulfilling criteria mentioned below are eligible to participate in the third party

quality assurance competition:

a) Should be ISO Certified.

b) Relevant experience of consultancy services to Govt./Semi. Govt./other institutes of repute

having annual turnover of Minimum Rs. 10.00 Crore per annum during the last three financial years.

c) The firm should be atleast 10 years old and should have a minimum of 5 years experience in

provided comprehensive consultancy services for third party quality assurance of civil works.

d) Should submit at least 5-experience certificates in relevant field. (Certificates must be issued

by competent govt. authority)

12. Team Requirements

The agency shall deploy a team of experts in relevant fields to carry out the inspection work.

S.No. Expert Minimum Qualifications Experience Marks

1 Civil Engineer (Team Leader)

Degree in Civil Engineering 20 years 5

2 Quality control & safety Engineer

Degree in Civil Engineering 5 years 5

3 Electrical/networking Expert

Degree in Electrical Engineering 10 years 5

4 Support Team

Relevant experience (According to requirement) 5

13. Evaluation Criteria and Selection Process

a) The Authority has adopted a two-stage selection process (collectively the “Selection Process”) in

evaluating the Proposals comprising Technical and Financial proposals to be submitted in two separate

sealed envelopes. In the first stage, a technical evaluation will be carried out as specified below.

b) The Authority shall open the Proposals at 4.00 pm on the Proposal Due Date, at the Office of Director

General Tourism, Government of Uttar Pradesh and in the presence of the Applicants who choose to

attend.

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c) All the proposals will be scrutinized and candidates shortlisted. The Applicants will be evaluated based

on appropriate marking system. The categories for marking and their respective marks are as under:

Criteria Maximum Marks

1. Firm's Background (Profile, Presence,Core competencies etc. of the firm)

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2. Financial Capacity of the Firm (Rs 10.00 crore or above for last three FY)

10

3. Proven track record of relevant projects. (Max. 5 marks for 1 completed projects)

40

4. Approach and Methodology 20

5. Staff & Technical Facilities Available A. Civil Engineer (Team Leader) ( 20 years experience) 5 marks B. Quality control & safety Engineer ( 5 years experience) 5 marks C. Electrical/networking Expert ( 10 years experience) 5 marks D. Support Team 5 marks

20

Total Marks 100

d) Quality and competence of the consulting service shall be considered as the paramount requirement.

e) In the first stage, the Technical Proposal will be evaluated on the basis of Applicant’s expertise and

work experience. Only those Applicants who’s Technical Proposals get a score of 70 marks or more out

of 100 (St) will only be considered for financial evaluation. The financial proposal of others will not be

considered and returned unopened after completing the technical selection process. The client shall

notify the consultants results of the technical evaluation and invite those who have secured the

minimum qualifying mark for opening of the financial proposals indicating the date and time.

f) In the second stage, the financial evaluation will be carried out. Applicant shall submit the Financial

Proposal in the specified format clearly indicating the total cost of the Consultancy.

g) The Authority will determine whether the Financial Proposals are incomplete, unqualified and

unconditional.

h) The lowest financial proposal (Fm) will be given a financial score (St) of 100 points. The financials

scores of all the proposals will be computed as follows:

Sf=100xFm/F(F-amount of financial proposal.

i) Proposals will finally be ranked according to their combined technical (St) and financial (Sf) scores

using a weight of 70% for technical proposal and 30% for financial proposal.

S=St x 0.70 + Sf x 0.30

j) The Proposal securing the Highest Combined Score and ranked H-1 shall be recommended for award

of contract.

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Form-I: Covering letter

Dated:

To,

Director General Tourism,

Government of Uttar Pradesh

4 th Floor, Paryatan Bhavan,

C-13 Vipin Khand, Gomti Nagar

Lucknow-226010(Uttar Pradesh)

Sub: For Selection of Agency for Third Party Inspection and Monitoring (TPIMA) of Mughal Museum

project for DoT, GoUP.

Sir,

1. With reference to your advertisement, and having examined the RFP Document and understand their

contents. I hereby submit this proposal for the said post. My proposal is unconditional and unqualified.

2. I acknowledge that the Authority will be relying on the information provided in the RFP document for

selection and I certify that all information provided therein is true and correct: nothing has been omitted

which renders such information misleading: and all documents accompanying this proposal are true

copies of their respective originals.

3. I shall make available to the Authority any additional information it may find necessary or require to

supplement or authenticate the proposal.

4. I acknowledge the right of the Authority to reject the proposal without assigning any reason or

otherwise and hereby waive, to the fullest extent permitted by applicable law, our right to challenge the

same on any account whatsoever.

5. I certify that I fulfil the qualification and experience as sough by the Authority.

6. I also certify that the proposal is valid for a period of 90 days from the date of opening of the Financial

Proposal.

7. I further certify that no investigation by a regulatory authority is pending aginst me.

Yours faithfully,

Date:(Signature and name of the Applicant)

Address

Mobile No:

E-mail ID:

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Form-II: Consultant’s Background and Experience

A- Consultant’s Background

[Provide here a brief (not more than two pages) description of the background and organization of the

Consultant and, if applicable, each joint venture partner for this assignment.]

B- Consultant’s Experience

[Using the format below, provide information on each assignment engaged in the past five years or on-

going for which your firm and each joint venture partner for this assignment, was legally contracted

either individually as a corporate entity or as a lead firm or one of partners within a joint venture, for

carrying out consulting services on Quality Assurances of Civil Works under Mughal Museum project

Agra.

SI No Components Description

1 Assignment name:

2 Approx. Value of the contract (in current Indian Rupee):

3 Narrative description of Project

4 Country: Location within country

5 Name and Address of Client:

6 Start Date [month/year]: Completion date [month/year]:

7 Name of joint venture partner or subConsultants, if any:

8 No of professional provided by the joint venture partners or Sub-Consultants or team members:

9 Name of senior regular full-time employees1 of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):

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Form – III

List of relevant Completed Projects executed by the Consultant

S.No Name Project Dept/Agency the Project

Project Cost Cost of Q.A. provided by

Remarks of Agency completion

1

2

3

4

5

6

7

8

9

10

11

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Form – IV

Staff and Facilities available with the Consultant

A- List of Staff other than experts with consultant

No Name of Staff Professional Expert input(in form of a bar chart)

Address Qualification Experience in relevant field

1

2

3

B- List the Facility available for testing of materials/works

1

2

3

4

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Form V

Financial Proposal

Dated:

To

Director General Tourism

Government of Uttar Pradesh

4 th Floor, Parytan Bhavan,

C-13 Vipin Khand, Gomti nagar

Lucknow-226010(Uttar Pradesh)

Sub: For Selection of Agency for Third Party Inspection and Monitoring (TPIMA) of Mughal Museum

project for DoT, GoUP.

Sir,

1. I the undersigned, offer to provide the consulting services for the above in accordance with your

Request for Proposal dated [Date], and my Proposal (Financial Proposal).

2. My Financial Proposal is given below:

SI No Component Particulars Cost(In Rs)

1 Price (LS) for conducting third party inspection and monitoring of Mughal Museum project at Agra for the whole project period.

Total

*The Fees payable are exclusive of Service Tax and other taxes as applicable from time to time. The Fee

quoted above shall be taken into account for financial evaluation.

3. My financial Proposal shall be binding upon me subject to the modifications resulting from contract

negotiations, if any.

4. No fees, gratuities, rebates, gifts, commissions or other payments have been given or received in

connection with this Proposal.

5. I undertake that, in competing for (and, if the award is made to me, in executing) the above contract, I

will strictly observe the laws against fraud and corruption in force in India namely “Prevention of

Corruption Act 1988”.

6. I understand you are not bound to accept any Proposal you receive.

Your faithfully,

Date: (Signature and name of the Applicant)

Address

Mobile No:

E-mail ID:

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Form-VI

UNDERTKING

Name of Work : Hiring of an expert agency for undertaking Third Party Inspection and Monitoring for

Mughal Museum Project at Agra, Uttar Pradesh

I confirm that I/Applicant do not have any outstanding bankruptcy, judgment or pending legal

action & non-performing contracts during last 5 years that could impair operating as a going concern.

Further, I/Applicant have not been blacklisted or barred by Government of India/any State Government

/Government agency or and Statutory Authority or the honorable Superem court of India during the last

5 years.

I confirm that we do not have any litigations pending with the Department of Tourism, Government of

Uttar Pradesh as on date of opening of technical Application.

------------------------------------------------

Signature of the consultant with seal

Dated :

Witness:

Address:

Occupation:

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Annexure- 1

BRIEF SUMMARY OF MAIN PROPOSED WORKS UNDER MUGHAL MUSEUM PROJECT

A. Civil Work

1. Mughal Museum building .

2. Internal and external P.H.E. work.

3. Tube well and Pump.

4. Sewerage Treatment Plant.

5. Strum water drainage system.

6. Horticulture.

7. Experience design (Flooring, wall cladding and fall sealing)

8. Signage.

B. Electricity Work

1. Wiring, system, light, Fans

2. H.T. System, L.T. Panel, M.D.B.S., L.T. Cable System

3. Earthing and Lighting Protection System

4. External illumination System

5. Fire Fighting

6. H.B.A.C.

7. Safety Equipment Item

8. Computer Networking, Telephone Networking

9. Electric Conjunction

10. 1500 K.V.A. Transformer

11. 500 K.V.A. Voltage Stabilizer

12. 640 K.V.A. D.G. Set

13. 10 K.V.A. Inverter

14. 26 passenger capacity lift- 01 No.

15. 15 passenger capacity lift- 01 No.

16. Service lift

17. Accelerator

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Annexure-2

INDICATIVE TEST REQUIREMENTS

An indicative list of tests on material and workmanship is listed her, which is to provide guidance

to the Consultant. This list is not exhaustive all the necessary and required tests on materials in

accordance with contract documents, relevant specifications and good engineering practices will need

to be carried out to ensure the objective of quality inspection which is to ensure that the works are

carried out in conformity with required standards and specifications.

1. Civil Works

The main materials to be inspected are as follows:

Reinforced concrete

Building works & service appurtenances and associated works

2. Mechanical and electrical works:

List of mechanical and electrical items required to be inspected by third parties

Mechanical

Electrical

Miscellaneous

Inspections

Pumps

Quality Checks On Materials, Equipment and Appurtenances

3. Quality monitoring of building works:

The total quality monitoring of various works will be included but not be limited to the following:

Quality of materials.

Quality of construction of various during different stages of construction.

Performance of mechanical and electrical equipment and system.