REQUEST FOR PROPOSAL FOR PROJECT MANAGEMENT CONSULTANCY FOR Supply … · PROJECT MANAGEMENT CONSULTANCY FOR Supply of summer and winter uniforms for students of SDMC School ... Consultant

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REQUEST FOR PROPOSAL FOR

PROJECT MANAGEMENT CONSULTANCY FOR

Supply of summer and winter uniforms for students of SDMC School

No.D/1684/AO/Pur/Edu./HQ/SDMC/2013 Dated:23.01.2013

OFFICE OF THE DIRECTOR EDUCATION,SDMC 23rd FLOOR, DR. S.P.M. CIVIC CENTRE,

J.L.N. MARG, NEW DELHI-110002.

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DISCLAIMER

The information contained in this tender document or subsequently provided to Bidder(s) or Applicant’s whether verbally or in documentary form by or on behalf of Education Department , South Delhi Municipal Corporation (SDMC) or any of their employees or advisors, is provided to the Bidders on the terms and conditions set out in this tender document and all other terms and conditions subject to which such information is provided. This tender document is not an agreement and is not an offer or invitation by the Education Department ,SDMC to any parties other than the Applicants who are qualified to submit the proposal’s Bidder(s). The purpose of this document is to provide the Bidders with information to assist the formulation of their proposals. This document does not purport to contain all the information each bidder may require. This document may not be appropriate for all persons, and it is not possible for Education Department ,SDMC, their employees or advisors to consider the investment objectives, financial situation and particular needs of each Bidder who reads or uses this document. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this document and where necessary obtain independent advice from appropriate sources. The Education Department SDMC, their employees and advisors make no representation or warranty and shall incur no liability under any Law statute rules or resolutions as to be accuracy reliability or completeness of the RFP document. The Education Department , SDMC may in their absolute discretion but without being under any obligation to do so, update amend or supplement the information in this document.

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1. Scope of Work

1.1 The Education Department of SDMC proposes to engage a Project Management Consultant to design, procure(stitched) and distribute Summer & Winter Uniform including shoes to the students (age group 5-12 year) of SDMC schools in a time-bound and transparent manner.

1.2 The Enrollment of boys and girls student of SDMC Schools are as under:

- Category Numbers

Boys 158000(Approx)

Girls 163000(Approx)

Total 321000(Approx)

1.3 The Components/items to be provided in the Uniform are as follows-

(a) Summer Uniform Category

Boys One Half Pant & half Shirt, one full

pant & full Shirt, two pair socks, one

pair PVC shoes

Girls One Skirt & Koty, one tunic full sleeves

koty, two pair socks, one pair PVC

shoes

(b) Winter Uniform

Category

Boys Full sleeved acrelic Jersey

Girls Full sleeved acrelic Jersey

Size: 5 to 7 years 30% of total number of students 7 to 10 years 35% of total number of students 11 to 12 years 35% of total number of students

1.2 The schedule of Distribution of Uniforms is as follows-

(c) Distribution of Summer Uniform (each boy/girl): 1st July 2013 to 15th July 2013

(d) Distribution of Winter Uniform (each boy/girl): 1st November 2013 to 15th November 2013

2. Basic Information to Bidders & Important Dates

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(a) Bidders may submit requests for clarification to this RFP by sending an email on our address [email protected]. Clarification requests must be received by 29/01/2013. (b) The Pre-bid Conference will be held on 31/01/2013 at the Office of Director (Education) (HQ) at 10:00 a.m. Bidders are required to intimate by email the names and titles of the 2 people attending on their behalf latest by 29/01/ 2013. (c) The prospective Bidders may also make suggestions for modification(s) in eligibility or evaluation parameters/ methodology for making the bid/ competition more fair and qualitatively better. Any such suggestion should be made through e-mail latest by 29/01/2013. The Education Department of SDMC however reserves the right to accept or reject any or all the suggestions made in this regards. (d) Minutes of the Pre-Proposal Conference listing questions and the related clarifications of the Solicitation Documents will be placed on the SDMC website mcdonline.gov.in (e) The Education Department of SDMC may, whether at its own initiative, or in response to a clarification requested by an invited firm, modify the conditions of this bid by way of an addendum that would be notified on the web-site, (which would be done at least 7 days before the last date for submission of the bid). The government may, at its discretion, extend the deadline for submission of proposals or cancel the requirement in part or in whole. (f) Offers are required to be submitted in sealed cover containing three further sealed covers (i.e Packet A, Packet B & Packet C), to :

OFFICE OF THE DIRECTOR EDUCATION (H.Q)

23rd FLOOR, DR. S.P.M. CIVIC CENTRE, J.L.N. MARG, NEW DELHI-110002.

(g) Contact Person on behalf of Director(Education), SDMC for this bid is-

ADMINISTRATIVE OFFICER, EDUCATION (H.Q) 23rd FLOOR, DR. S.P.M. CIVIC CENTRE,

J.L.N. MARG, NEW DELHI-110002.

(h) Last date of submission of the bid is 19/02/ 2013 before 3:00 pm . The ‘Packet ‘A’ of the bids would be opened immediately thereafter. (i) Proposals must remain valid for a period of 120 days of the submission. (j) Earnest Money Deposits of the bidders, other than the successful bidder will be refunded within 1 month from the completion of the bid process without any interest. (k) The successful bidder would be required to submit (and keep active for the life of the project) a performance guarantee (by way of bank guarantee) for Rs. 5,00,000/- or an amount of 10% of the contract price( whichever is higher) for successful performance of the activities in the contract. (l) The Performance Guarantee deposits will be released to the PMC after 6 months from the date of successful completion and handing over of the project on being satisfied about the proper execution of the project. (m) Education Department of SDMC have attached the format of Performance Guarantee to the successful bidder. (n) In case the Applicant proposes to apply as a group of entities (the “Consortium”), coming together to implement the Proposal under an existing binding agreement in the form of a Consortium Agreement-

(a) Such Consortium Agreement should clearly define the roles and responsibilities of individual members and their inter-se relationship, particularly with reference to financial, technical and operating obligations of the individual members for the Proposal.

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(b) Such Consortium Agreement should clearly specify one member as the ‘Lead Member’, who shall be responsible for the execution of the Proposal and respective obligations as may be agreed between Government and such Consortium on behalf of the members of such Consortium, who shall issue a Power of Attorney signed by all the members of the Consortium in favour of the Lead Member to act for and on behalf of all the members of the Consortium.

(c) Such Consortium Agreement should be for a minimum period of 5 (five) years or till the proposed project is executed, whichever is later. ( however the Education Department of SDMC can terminate the agreement before expiry of 5 years and no penalty will be paid for early termination of agreement)

(d) Such Consortium should clearly specify that all Consortium members shall be jointly and severely liable for the execution of the Proposal in accordance with the terms and conditions of the agreement(s) as may be executed with Government.

(e) The Lead Member of the Consortium shall be the single point of contact for Government with relation to project execution, monitoring and any matter connected therewith.

(f) A copy of the Consortium Agreement is required to be submitted along with the Proposal, failing which the Proposal shall be considered incomplete.

(g) Such members of the Consortium may also enter into a joint venture agreement to execute the Proposal incorporating the above terms, however in all circumstances, the members forming such a joint venture shall remain jointly and severely liable for the execution of the Proposal in accordance with the terms and conditions of the agreement(s) as may be executed with Government.

(o) The selected Agency has to sign an Agreement with the Education Department of SDMC for rendering satisfactory services and completion of the projects in a time bound manner. The Agreement shall include provisions for taking performance guarantee, damages for delay or award for early completion besides other clauses as are finalized by the Education Department of SDMC.

3.0 Role & Responsibilities of PMC

Scope Value

1. Prepare a design for each category of school uniform befitting the work requirement. Apart from being aesthetic, it should have the logo of SDMC necessary visibility to show the public. The proposed design would be considered by Committee set up for the purpose; and design to be finalized in consultation with the committee. One set of Sample Uniform (of each type) to be submitted for finalization (cost to be borne by consultant).

10%

2. Distribution- Undertake a survey & assessment of distribution of uniform at various Schools of SDMC in the area; and thereafter prepare & design a foolproof system for distribution of Uniform to various schools at various locations in SDMC. The system should ensure convenience & satisfaction of students and Teachers, transparency, prevent pilferage, ensure maintenance of records, and facilitate audit.

5%

3. Prepare detailed (generic) specification of each of the garment in the uniform– of fabric, components & accessories, stitching, processing, embroidery etc. The said specification would be utilized in the RFP.

2.5%

4. Prepare Terms & Condition of supply – to ensure quality & timely supply and distribution of uniforms. (Including replacement policy).

5%

5. Prepare an estimate of cost of uniforms. 2.5%

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6. Testing- Prepare Quality Assurance Procedure to be adopted in the proposed supply. This also includes prescribing record maintenance(by vendor), sampling procedure, sample size, testing procedure/ parameters, lab selection, confidence levels for determining pass/fail.

5%

7. Design Penalty provisions for failure to meet quality standards, or supply/ distribution standards or requirements.

5%

8. Prepare a ‘Responsibility Matrix’ for the stakeholders for successful implementation of the project. (Each of the activity/ sub-activity required for implementing the project, from manufacture to distribution to release of payments, should be mapped and responsibilities assigned to various stakeholders).

2.5%

9. Prepare Vendor Qualification/ Eligibility Criteria – To ensure the twin objective of timely supply of quality material as well as transparency in purchase procedure.

2.5%

10. Prepare criteria for Technical Bid: Components, Marking methodology, & Bid Evaluation procedure, Minimum Qualifying marks.

5%

11. Prepare the methodology for obtaining the Financial Bids. Also design the payment schedule/ milestones to ensure timely supplies, quality and protection of interest of the Education Department of SDMC.

5%

12. Design Bid evaluation methodology. Also design methodology for selection of multiple vendor for a supply, if required (e.g. in case single vendor does not have sufficient capacity). The vendor(s) selection methodology should be as per General Financial Rules (GFR) 2005 & meet the CVC guidelines for selection of vendor.

5%

13. Prepare EOI Notice, RFP document, Draft Contract. 5% 14. Prepare an analysis of cost of manufacture, supply & distribution of

uniform to calculate the reasonableness of rates. 2.5%

15. Assist Education Department of SDMC in pre-bid meetings, Bid evaluations, determine qualified bidders, and selection of vendors.

5%

16. PMC will be responsible for management of material receipt & distribution of uniforms as per the plan. All necessary support for managing the distribution as per process evolved by the consultant. Consultant to conduct Pre-audit of school children to whom uniform is to be distributed.

7.5%

17. PMC will arrange for sample collection, testing of samples. Also determine & report failures, delays, defaults, violations, shortcomings etc. (if any) on the part of the vendor and assist Education Department of SDMC in determining & imposing penalties for the same.

5%

18. Maintain an independent record of receipts, stocks, distributions, returns, rejections etc. Submit a copy the records (through reports) to Education Department of SDMC on daily basis (electronically as well as paper) during the time of supply & distribution.

7.5%

19. Verify & certify the bills submitted by the vendor for payment, and assist in closure of contract.

5%

20. Audit the records & systems of the vendor(s) to ensure proper record-keeping, and to certify that whether the vendor has followed due diligence and procedures in maintaining the quality and quantity of supply.

7.5%

TOTAL VALUE 100%

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3.2 Obligations Of The Consultant (a) The Consultant shall perform the services and carry out their obligation hereunder with all

due diligence, efficiency and economy, in accordance with generally accepted and time tested professional techniques and practices, and shall observe sound management practices, and employ appropriate advanced technology and safe and effective equipment, machinery, materials and methods. The consultant shall always act, in respect of any matter relating to this contract or to the Services, as faithful adviser to the Education Department of SDMC, and shall at all times support and safeguard the Education Department of SDMC’s legitimate interests in any dealing with third parties.

(b) The consultant/s is bound to supervise the work of the contractor through out the day and night if the work goes on executing in day and night to achieve the mile stone of progress of work. 3.3 Fortnightly Reports The consultants will prepare a brief weekly progress report summarizing the work accomplished by the supervision team for the preceding month. The report will outline all the problems encountered (administrative, technical or Financial) and give recommendations on how these problems may be overcome. The report should record the status of payment of contractors monthly certificates, of all claim for cost or time extensions, and of action required by Education Department of SDMC and the other agencies to ensure unconstrained works implementations.. 3.4 Sectional and Final Completion Reports The consultant will prepare a comprehensive final completion report for each defined section of the contract, after such section reaches a stage of substantial completion during the period of the services. These reports must be submitted immediately after the completion of the work. 4 Payment Terms 4.1. On successful completion of each of the activity mentioned in para 3.1 of RFP document above the consultant shall be paid as follows- Payment for Milestone = [Bid Amount] * [Milestone value] * [Season factor] Milestone Value = Value (in %) assigned to each of the Milestones/activities as in para 2 Season Factor = 100% for One time activities (Sl 1 to 15 in para 2)

In respect of activities which are to be carried out separately for distribution of summer & winter uniform (activities 16 to 20 in para 2) - 50% for summer uniform ; 50% for Winter uniform process.

4.2 E.g. if the Total Bid amount quoted by the consultant is Rs. 10 Lakh, on completion of an activity, say activity No 16 for distribution of Summer Uniform, the Consultant shall be paid = Rs 10 Lakh * 7.5% * 50% = Rs. 37,500/- (Value assigned for activity 16 is 7.5% , which is to be divided 50:50 for Winter & summer uniform distribution). Same amount will be paid when the distribution of winter uniform is completed.

5. Intellectual Property Rights

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5.1. IPR of all the reports, documents, information, material etc. that would be developed in this assignment would vest in Education Department of SDMC. Consultant or any other person would not utilize it for any other purpose/ contract without the permission of Education Department of SDMC.

6. Clash of Interest

6.1 The successful bidder, (i.e. the consultant engaged), its Principal, its partners, or its agents, or its sister organisations would not participate in the RFP that would be issued for supply of uniforms in this project. No person having interest in the Consultant’s firm should hold any interest in the firm that would be engaged to supply the uniforms. (in case it came to the knowledge of Education Department of SDMC that the consultant has relation with tender/bidder the bid can be cancelled) 6.2 The Consultant (or its partner organizations) should not associate, in any manner, with any manufacturer/supplier firm, for providing any kind of services, for the purpose of manufacturing/supply to be made in this project. However, there is no bar if the consultant is providing any professional services to the said manufacturing/ supply firm for some other supplies or matters unrelated to this project. 6.3 The Consultant would be required to certify No Clash of Interest in any form or manner in the execution of the Project. 6.4 If at any stage, any clash of interest is detected and proved against the consultant, the Consultant shall be liable to pay to Education Department of SDMC, damages, that would be equal to the total value of the consultancy assignment. 7. Tender Methodology: (a) The Bids would be evaluated on a Technical –cum-Financial Evaluation methodology. The (b) Technical Performance would be assessed by the Evaluation Committee on the basis of points awarded to each of the bidder. (c) On the basis of preliminary evaluation of the Technical criteria, the top four (4) bidders will be required to make an oral presentation. Information from the oral presentation will also be used as part of the technical evaluation process. Based on the oral presentation, the final marks under the heading “Project Methodology & Approach” Criteria would be awarded by the evaluation committee. (d) The purpose of the oral presentation and question and answer session is to test the Bidder’s understanding of the work by addressing some case scenarios. Each Bidder will be allowed 30 minutes to make their oral presentation. The time should be divided into: 20 minutes for bidder’s presentation and 10 minutes for Questions and Answers. (e) Minimum Marks for Qualifying the Technical Bid is 50. (Out of 100 Marks in Technical Evaluation Criteria).

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(f) Amongst the bidders who achieve the Minimum Qualifying Technical Marks, only the Top 3 bidders in the Technical Evaluation would qualify for opening of the Financial Bid. (g) In case, less than 3 bidders get the Minimum Qualifying Marks, the top three bidders would be selected and qualified for opening the financial bid. (h) In final Evaluation, The weight-age of the Technical Bid would be 70%. (i) The weight-age of the Financial Bid would be 30%. The Financial Marks would be determined by the formula: Financial Marks (F) = 30 * [Financial Quote given by the Lowest bidder]

[Financial Quote Given by the Bidder] Note (A): Financial Quote means the Consolidated Quote given for activities (a) to (f) of para 8 Note (B) : The Quote towards additional/optional service requirement (activity (j) of para 8) would not be considered for evaluating the Financial Marks (j) The Bids would be finally evaluated on Total marks determined by following formula: Total Marks (M) = 0.7 x T + F Where T = Technical marks (out of 100) awarded to the bidder (See Para 14) F = Financial Marks (k) The Bidder obtaining highest Total Marks (M) would be selected. 8. Technical Evaluation Criteria The Criteria for evaluating the Technical Bids would be as follows- S. No.

Heading Description Criteria for point allotment Points Alloted

1 Firm’s Experience

a. Years of Experience as management Consultant

<5 year experience = 0 5-7 year experience = 2 8-9 year experience = 4 ≥ 10 year experience = 5

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b. Turnover of the company

Average turnover during last 3 years <5 Crores = 0,

5-10 Crores = 1, 10-20 crores = 2, 20-30 Crores = 3; 30-50 Crores = 4 >50 Crores = 5

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c. Experience, expertise and resources in Apparel Manufacturing and textile manufacturing industry

• Experience in ≥ 5 Projects = 5 • Experience in 4 projects as above =4 • Experience in 3 projects as above = 3 • Experience in 4 projects as above = 2 • Experience in 1 projects as above= 1 • No Experience in Projects as above = 0

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d. Experience, expertise and resources in Apparel

• Experience in ≥ 5 Projects = 5 • Experience in 4 projects as above =4 • Experience in 3 projects as above = 3

5

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retail, Supply chain, vendor management

• Experience in 4 projects as above = 2 • Experience in 1 projects as above= 1 • No Experience in Projects as above = 0

e. Experience, expertise and resources in Inventory Management, order fulfillment & delivery


5

f. Experience, expertise and resources in Quality Control, Quality Audit in textiles/ apparel industry


5

g. Experience, expertise and resources in Financial Audit of projects (preferably procurement projects)


5

h. Experience, expertise and resources in Designing, sizing of apparel for Indian population.


5

h. Evaluation of 2 Key Projects executed by the Firm that are closest to the current assignment

As per criteria C1 below 5 x 2

2 Project Methodology & Approach

a. Technical Approach, Methodology & Work-plan

Subjective. Would be assessed by a Committee. Clarity &

comprehensiveness of approach would be assessed.

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b. Manpower Deployment

Subjective. Would be assessed by a Committee. It would be

examined whether the PMC is deploying sufficient manpower

resources for the project.

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3 Key Personnel CV of Project Leader As per criteria C2 below 8

CV of Key Personnel-1 Also See Note Below 4

CV of Key Personnel-2 CV of Key Personnel - 3 4

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GRAND TOTAL 100

Note : For this Assignment, the Bidder needs to identify the best suited project team for the execution of the assignment. The proposed team should have experts in the relevant areas required for the assignment which needs to by specified in the reply to Criteria 2(c) {Manpower Deployment}. We are deliberately not fixing the specific fields in which the Key Personnel / Project Leader should have expertise. The bidder, based on his experience & knowledge needs to identify & mention the specific field of expertise the Project Leader & Two Key Personnel in the team would be deployed. CVs of these three persons of the team be provided. It is expected

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that the Project team (amongst themselves) should have knowledge & experience of Textiles & Apparel Sector; Retailing & vendor management; Financial Audits & Project Management. C1: Criteria For Key Project Evaluation Criteria Max Marks Value of the Assignment 1 Client 1 How much near to the current assignment 3 Client Satisfaction 1 TOTAL 5 C2: Criteria for CV Evaluation:

Max Marks

Evaluation of CV of Key Personnel

Educational Qualifications As may be appropriate 20

Experience >10 years = 40; 7-9 years = 30; 5-6 years = 20; 3-4 years = 10; < 3 years = 0

40

Experience in Similar assignment

No assignment = 0 1-2 assignment = 20 >2 assignment = 40

40

Total Marks 100

Points to be carried forward = (Marks / 100) * points allotted to the key personnel

9. Minimum Qualifications for the Bidder/ Eligibility Criteria: (a) Minimum Turnover – 5.0 Crores in each of the last 3 years (Management consultancy assignment). (b) Minimum Experience – Should have been working in the consultancy assignments for a minimum 5 years. (c) Minimum Employee strength – 50 (d) The organization should have knowledge and experience of the Textile & Apparel Industry. (e) The organisation should have an experience in procurement processes. 10. Bid Format: (a) The Three sealed covers within the main cover should contain:

(a) Qualification, Credentials and Earnest Money Deposit clearly superscribed “Packet A” (b) Technical bid clearly superscribed “Packet B” and (c) Financial bid clearly Superscribed “Packet C”

The Name of the Bidding Firm should be clearly mentioned on all the three Envelopes. All the envelopes shall clearly bear the following identification: “Project Management consultancy for PROCURING (STICHED) AND DISTRIBUTING

SUMMER AND WINTER UNIFORMS TO STUDENTS OF SDMC SCHOOLS.” All the envelopes shall be addressed to: Director(Primary Education)

SOUTH DELHI MUNICIPAL CORPORATION OFFICE OF THE DIRECTOR, EDUCATION DEPARTMENT (H.Q), 23RD FLOOR, DR. S.P.M. CIVIC CENTRE, J.L.N. MARG, NEW DELHI-110002

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(b) The Packet ‘A’ should contain –

(a) Proposal submission form (in format F1) containing details of the Bidder, Contact Address, email, phone, Fax, Name of Contact person for this project.

(b) Documents in support of the eligibility criteria for this bid. (as per Para 9) (c) EMD by way of Demand Draft drawn in favour of “South Delhi Municipal Corporation”

for an amount of Rs. 1,00,000/-. (d) Demand draft for Rs. 1,000/- towards cost of tender documents. (e) Copies of Income tax (PAN), Service Tax Registration. Bids not supported with EMD & cost of tender documents shall be summarily rejected. Technical bids of eligible bidders will only be opened.

(c) The Technical Bid (Packet ‘B’) should contain – Technical bids shall contain information/ Documents in support of the Technical Criteria specified in the following format- S. No.

Heading Description Information to be provided Points claimed

1 Firm’s Experience

a. Years of Experience as management Consultant

Quantum for the company in respect of the parameter indicated be mentioned here; Proof to be attached separately.

d. Turnover of the company

Quantum for the company in respect of the parameter indicated be mentioned here; Proof to be attached separately.

c. Experience, expertise and resources in Apparel Manufacturing and textile manufacturing industry

Please provide a list of project title, value of the project, Year & customer references for which similar service is currently provided by the bidder (Details of relevant assignment be provided in Format F2)

d. Experience, expertise and resources in Apparel retail, Supply chain, vendor management


e. Experience, expertise and resources in Inventory Management, order fulfillment & delivery


f. Experience, expertise and resources in Quality Control, Quality Audit in textiles/ apparel industry


g. Experience, expertise and resources in Financial Audit of projects (preferably

Please provide a list of project title, value of the project, Year & customer references for which similar service is currently provided by the bidder (Details of relevant assignment be provided in

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procurement projects) Format F2) h. Experience, expertise and resources in Designing, sizing of apparel for Indian population.


h. Evaluation of 2 Key Projects executed by the Firm that are closest to the current assignment

Please provide details of 2 Key assignments which you think are closest to the present assignment which your company has executed in Format F3.

2 Project Methodology & Approach

a. Technical Approach, Methodology & Work-plan

Please provide the Technical Approach & Methodology format F4

Please Provide Activity & work Schedule

for above activities separately in the format (F5).

b. Manpower Deployment

Please also provide time schedule for deployment of key personnel in the

format (F6)

3 Key Personnel CV of Project Leader

Name of the personnel (and field of expertise) who would be deployed for the project. CV to be attached separately.(Format for CV (F7))

CV of Key Personnel-1 -do-

CV of Key Personnel-2 CV of Key Personnel - 3

-do- -do-

GRAND TOTAL (d) The Financial Bid (Packet ‘C’) should contain – Financial Quote for the Total Bid Value in the Format F8. There should be No Cutting/ Over-writing in the financial Quote Submitted. The Financial Quote should be duly signed by the Authorised Signatory. 11. Validity of Proposal

11.1 The Proposal shall remain valid for a period not less than One hundred and twenty days

(120) days from the Proposal Due Date. Education Department of SDMC reserves the right to reject any proposal/all proposals that does not meet this requirement without assigning any reasons.

11.2 Prior to expiry of the Proposal Validity Period, Education Department of SDMC may request the Bidders to extend the period of validity for a specified additional period.

11.3 The Successful Bidder shall, where required, extend the Proposal Validity Period till the date of execution of the consulting contract.

12. Performance Security

12.1 Within 7 (seven) calendar days from the date of issue of the Letter of Acceptance from

the Education Department of SDMC, the successful Bidder shall furnish to the Education Department of SDMC a Performance Security (in form of Bank Guarantee valid for the period of the contract) of Rs.5,00,000/- or an amount of 10% of the contract price (whichever is higher) (That is, the total Price quoted in the bid) and in accordance with the Conditions of Contract. Format for Bank Guarantee – F9.

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12.2 Failure of the successful Bidder to provide the requisite Performance Security in

accordance with the requirements of Clause 12.1 shall constitute grounds for annulment of the award and forfeiture of the Earnest Money made at the time of bidding.

13. Negotiations 13.1 The objective of negotiations is to reach an agreement on all points and sign a contract.

The negotiations shall be held with the lowest bidder amongst the qualifiers. 13.2 Negotiations will include discussions on technical proposal, work plan, staffing and on the

financial bid. 13.3 In the event the negotiations fail with lowest Bidder, Education Department of SDMC will

have liberty to negotiate with the next lowest bidder. 14. Confidentiality

Information relating to the examination, clarification, evaluation and recommendation for the short-listed bidders would not be disclosed to any person not officially concerned with the process. Education Department of SDMC would treat all information submitted as part of the Proposal in confidence and will ensure that all who have access to such material treat it in confidence. Education Department of SDMC would not divulge any such information unless ordered to do so by any Government authority that has the power under law to require its disclosure.

15. Personnel 15.1 The Consultant shall employ the key personnel to carry out the assigned job as stated in

the Terms of Reference or such other personnel approved by the Employer (i.e. DIRECTOR, EDUCATION DEPARTMENT (HQ), SDMC). Employer will approve proposed replacement of key personnel only if their qualifications, abilities, and relevant experience are equal or better than those of the personnel proposed to be replaced.

15.2 If the Employer asks the Consultant to remove any of its or its Subcontractor’s personnel

and states his reasons, the Consultants it is to ensure that such personnel leaves the Site and has no further connection with the work.

15.3 The Consultants are responsible for all acts and omissions of persons engaged by the

Consultants whether or not in the course of performing the services and for the health, safety and security of such persons and their property and the Consultant shall indemnify Education Department of SDMC in respect of any claim (including legal cost incurred by Education Department of SDMC in defending such claim) made against Education Department of SDMC.

16. Subcontracting

16.1 If the Consultant cause any part of the Work to be performed by a Subcontractor, the provisions of this Contractor shall apply to such Subcontractor of his employees as if he or they were employees of the Consultant and the Consultant shall be liable for the work of

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the Subcontractor. No subcontracting shall be made without the prior written approval of the Employer.

17 Penalty Clause

Recovery from bank guarantee/Performance guarantee/Security of an equivalent amount shall be made for the loss incurred by the Education Department of SDMC, directly or indirectly due to the consultant or due to breach of contract. Compensation for delay in service can be levied and breach of contract on which decision of the deptt. shall be final. 18. Breach Of Contract

Any deviation in the time schedule to be devised for each activities mentioned in para 3 will be treated as breach of contract and action as per various contract clause will be taken.

19. Confidentiality 19.1The Consultant hereby undertakes to maintain secrecy and confidentiality of the information/documents received by it and knowledge acquired by it from Education Department of SDMC in the course of performance of the Services. This obligation shall not apply to information in the public domain, already known/deemed to be know to the public or information acquired from a third party or information required to be disclosed to a court or government agency or pursuant to any statute. The Consultant shall wherever possible, inform Education Department of SDMC before submission of any information to a court or government agency pursuant to such statutory obligation. 19.2 The Consultant and Education Department of SDMC hereby agree and undertake to treat all correspondence exchanged between the Consultant and Education Department of SDMC with regard to the Services as confidential and privileged, unless otherwise agreed to by the Parties.

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FORMATS Format F1: Proposal Submission Form PROPOSAL SUBMISSION FORM

[Location, Date] To:

DIRECTOR (PRIMARY EDUCATION ) H.Q 23rd FLOOR, DR. S.P.M. CIVIC CENTRE, J.L.N. MARG, NEW DELHI-110002.

Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for as Project Management Consultant (PMC) – for the Supply of summer and winter uniforms for Students of Schools of SDMC in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Qualification Proposal & Technical Proposal and Financial Proposal sealed under a separate envelope. If negotiations are held during the period of validity of the Proposal, i.e., before [Date] we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain,

Yours sincerely,

Authorized Signature: Name and Title of Signatory:

Name of Firm: Address:

Email: Name of Contact Person: Email: Telephone: Mobile: Fax: Address: STATEMENT OF COMPLIANCE OF ELIGIBILITY CONDITIONS (a) Minimum Turnover – 5.0 Crores in each of the last 3 years (Management consultancy assignment). (b) Minimum Experience – Should have been working in the consultancy assignments for a minimum 5 years. (c) Minimum Employee strength – 50 (d) The organization should have knowledge and experience of the Textile & Apparel Industry. (e) The organisation should have an experience in procurement projects. (f) EMD for Rs 1.00 Lakh (g) DD for Rs 1,000/- towards cost of tender documents (h) Income Tax PAN (i) Service Tax Registration

YES / NO YES / NO YES / NO YES / NO YES / NO YES / NO YES / NO YES / NO YES / NO

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Format F2 : Format for Relevant Services Carried Out in the Last Five Years at Best Illustrate Qualifications Project Title Value of Project Year Client Brief Description of the services

provided Format F3 : Details of Key Assignments that are closest to the present assignment Using the format below, provide information on 2 main assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Assignment Name: Country: Location within Country: Professional Staff Provided by Your

Firm/Entity(profiles): Name of Client: No of Staff: Address:

No of Staff-Months; Duration of Assignment:

Start Date (Month/Year): Completion Date (Month/Year): Approx. Value of Services (in Rs Lakhs):

Name of Associated Consultants, If Any:

No of Months of Professional Staff Provided by Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of Project: Description of Actual Services Provided by Your Staff: Provide a Certificate of Satisfactory Services from the Client.

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Format F4 : Technical Approach & Methodology : {No specific Format. The Bidder to Provide Details, Explain & Justify the Technical Approach & Methodology} Format F5: Format for Activity (Work) Schedule A. Evaluation & Monitoring Activity [1st, 2nd, etc. are weeks from the start of assignment.] 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th Activity (Work) C. Completion and Submission of Reports (if applicable) Reports Date

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Format F6: Format for Manpower Deployment: (a) Professional Team that would work on the Project Position Name Ed. Qualifications Experience Activities/ work assigned in the

project (b) Time Schedule for Key Professional Personnel Months (in the Form of a Bar Chart)

Name Position Reports Due/Activities

1 2 3 4 5 6 7 8 9 10 11 12 Number of Months

Project Lead

Subtotal (1)

Key Prof 1 Subtotal (2) Key Prof 2 Subtotal (3)

Full-time: Part-time: Reports Due: Activities Duration: Format F7. Format for CV Sl Information provided by Bidder Marks

#

Name of Person & Position proposed

Educational Qualifications

Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained.

Experience

Starting with present position, list in reverse order every employment held. List all positions held by staff member of last 10 years giving dates, names of employing organizations, titles of positions held, and locations of assignments.

Experience in Similar assignment

Please provide a list of project brief, and position at which the personnel had worked in assignments having professional requirement similar to this project.

Total Marks Points to be carried forward

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Format F8 : Financial Bid Sub: Request For Proposals (RFP) For Operational Design & Transaction Consultants (OTMC) for Integrated Skill Development Scheme (Component – II) Dear Sirs, The Financial Proposal envelope is herewith submitted in accordance with the instructions given in the Request for Proposal. The completed Price Schedule Form constitutes bidder’s Financial Proposal and fully responds to Request for Proposal. I commit my Offer to be bound by this Financial Proposal for carrying out the range of services as specified in the solicitation package. I agree to the payment terms specified in the RFP document.

PRICE SCHEDULE Fee (In INR, exclusive of taxes) Total Fee for providing complete Project Management Consultancy services for complete work

TOTAL [Financial Quote] (in words) INR

______________________________________ __________________________________ (Signature) (Name) ______________________________________ __________________________________ (Name of Bidder) (Date) ______________________________________ __________________________________ (Address) (E-Mail) ______________________________________ __________________________________ (Telephone No.) (Fax No.) Note: (a) This Price Schedule Form must be completed in its entirety. (b) The entire Price Proposal must be place in a separate envelope pre-addressed and marked FINANCIAL PROPOSAL FORM – F8

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Format F9 SAMPLE FORM PERFORMANCE BANK GUARANTEE (UNCONDITIONAL) To:

OFFICE OF THE DIRECTOR (EDUCATION DEPARTMENT) (H.Q), SOUTH DELHI MUNICIPAL CORPORATION , 23rd FLOOR, DR. S.P.M. CIVIC CENTRE, J.L.N. MARG, NEW DELHI-110002

WHEREAS _______________________________________ {name and address of Bidder} hereinafter

called out Project Management Consultancy for WORK OF PROCUREMENT ANDDISTRIBUTION OF UNIFORMS TO STUDENTS OF SCHOOLS OF SDMC (hereinafter called the Contract);

AND WHEREAS it has been stipulated by you in the said Contract that the Bidder’s shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligation in accordance with the Contract;

AND WHEREAS we have agreed to give the Bidder such a Bank Guarantee; NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the

Bidder, up to a total of Rs. {amount of Guarantee} _________________________________________ {in word}, such sum being payable Indian Rupees in which the contract price is payable, and we undertake to pay you, upon your first written demand and without cavil or argument any sum or sums within the limits of _______________________________ {amount of Guarantee} as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Bidder before presenting us with

the demand. We further agree that no change or addition to or other modification of the terms of the Contract or of the

Works to be performed there under or of any of the Contract documents which may be made between you and the Bidder shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition or modification.

The guarantee shall be valid until the date of issue of the Defects Liability Certificate.

SIGNATURE AND SEAL OF THE GUARANTOR: _____________________________ NAME OF BANK: ___________________________ ADDRESS: ________________________________ DATE: ____________________________________

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