r Fp Ve Llore Bus Stand 190813

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GOVERNMENT OF TAMIL NADU

COMMISSIONERATE OF MUNICIPALADMINISTRTION

6th Floor Ezhilagam, Annex Building

Chepauk, CHENNAI- 600 005.Phone No. 044-28411364,

28410363, 28549921

FAX 044-28518079

Reference:49354/2012/E3

Email ID [email protected]

NVITATION FOR REQUEST FOR PROPOSAL (RFP) FOR CONSULTANCYASSIGNMENT TO PREPARE THE FEASIBLITY STUDY REPORT ONIMPROVEMENT OF EXISTING BUS STAND IN VELLORE CITY CORPORATION.

1. The Commissioner of Municipal Administration invites sealed bids fromeligible, willing and qualified consultants who are in the field for the

five years or more and Government/Quasi Government Organisation

for providing Consultancy Assignments.

Sl.No.

Name of the work Earnestmoneydeposit

Duration ofservice

1. Preparation offeasibility study

report on theimprovement ofexisting bus stand inVellore Corporation

Rs.30,000/- 3 months

2. The tender will be available on websites http://tntenders.gov.in andhttp://municipality.tn.gov.in/tenders

3. The Request for Proposal (RFP) is open to all eligible firms.4.

A firm will be selected under the quality and Cost Based Selection(QCBS) procedure described in this RFP in accordance with the

provision of the Tamil nadu Transparency in Tenders Act-1998.

5. The Proposals (Technical and Financial) can be submitted by -tendering procedure as well as sealed hardcopy at the CMA office.


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6. Tender document will be available on the website from 20 -08-2013up to 11.09.2013 15.00 hrs, and tender has to be submitted on

11.09.2013 up to 15.00 hrs. and technical bids will be opened on the

same day by 16.00 hrs.

7. Prebid meeting will be held in the office of the CMA on 30-8-2013 at11.00 hrs.

Any clarification required may be sought from the Chief Engineer,

Office of the Commissioner of Municipal Administration, Chennai @

Telephone No. 044-28412396 and through email [email protected]

The bid document can be downloaded from the web site

www.tn.gov.in/cma

Commissioner of Municipal Administration.


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REQUEST FOR PROPOSAL (RFP)

For

CONSULTANCY ASSIGNMENTS

CONSULTINGSERVICESFORAPPOINTMENTOFACONSULTANTFORPREPARATIONOFFEASIBILITYREPORTFORIMPROVEMENTOFEXISTINGNEWBUSSTANDWITHALLFACILITIESFORVELLORECITYMUNICIPAL

CORPORATION

Firms/Organizations

Lump sum - Least Cost

Commissioner of Municipal Administration

6th Floor, Ezilagam Annex Building

Chepauk

Chennai 600 005


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LETTER OF INVITATION

Dear Sirs,

Subject: Consulting Services for appointment of a consultant for preparation of

feasibility report for improvement of existing new bus stand with all facilities forVellore City Municipal Corporation -reg.

1. You are hereby invited to submit Pre qualification, technical and financialproposals for consultancy services required for preparation of feasibility report forimprovement of new bus stand with all facilities for Vellore City MunicipalCorporation, which could form the basis for future negotiations and ultimately acontract between your firm and The Commissioner, Commissioner of Municipal

Administration, (CMA), 6th Floor, Ezilagam Annex Building, Chepauk, Chennai 600 005.

2. The purpose of this assignment is consultancy services for preparation offeasibility report for improvement of new bus stand with all facilities for VelloreCity Municipal Corporation

3. A firm will be selected under Least Cost Selection (LCS) procedures described inthis RFP and in accordance with the procurement guidelines of the TAMIL NADUTRANSPARENCY IN TENDERS ACT, 1998.

4. The following documents are enclosed to enable you to submit your proposal:

(a) Terms of reference (TOR) (Annexure 1);

(b) Pre-qualification Criteria (Annexure 2);(c) Supplementary information for consultants, including a suggested format ofcurriculum vitae (Annexure

3);(d) A Sample Form of Contract for Consultants' Services under which the

services will be performed(Annexure 4); and

(e) Bank Guarantee (Annexure 5);

5. A pre-proposal conference open to all prospective consultants will be held on 30-08-2013 @ 11.00 hrs in the Office of the Commissionerate of Municipal

Administ rat ion Chepauk Chennai 600 005. The prospective consultant willhave an opportunity to obtain clarification regarding the scope of the work, termsof reference, contract conditions and any other pertinent information.

The Clarification/Amendments if any in the Pre Proposal Conference will bepublished in the Government Web site www.tenders.tn.gov.in,www.tenders.gov.in, and www.tn.gov.in/cma,In order to obtain first hand information on the assignment and the localconditions, it is considered desirable that a representative of your firm visit theproject sites and to office of The Chief Engineer, office of the Commissioner of


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Municipal Administration, (CMA), 6th Floor, Ezilagam Annex Building, Chepauk,Chennai 600 005 Email: [email protected], [email protected],consultancy before the proposal is submitted. Please ensure that advanceintimation regarding your visit is sent to enable them to make appropriatearrangements.

6. The Submission of Proposals:

6.1 The proposals addressed to The Commissioner of Municipal Administration 6 thFloor, Ezhilagham Annex, Chepauk, Chennai 600 005. shall be submitted inthree parts, viz., Pre-qualification, Technical and Financial and should follow theform given in the "Supplementary Information for Consultants."

6.2 The Pre-qualification,"Technical" and "Financial" proposals must besubmitted in three separate sealed envelopes (with respective marking in boldletters) following the formats/schedules given in the Pre-qualification forconsultants (Annexure-2), supplementary information for consultants(Annexure-3). The first envelope marked Pre-qualification criteria in one

separate cover, viz., Cover-1 must be sealed with sealing wax and initialedtwice across the seal. This cover should contain the Earnest Money Deposit

(EMD) ofRs.30,000/- in the form ofDemand Draft to be taken in the nameof Commissioner of Municipal Administration, Chennai 600 005. TheEMD of unsuccessful consulting firms will be returned within 45 days of thedate of completion of selection / tender process.

6.3 The second envelope, viz., Cover-2 marked "Technical proposal for thecaptioned project" must also be sealed with sealing wax and initiated twiceacross the seal and should contain information required in Annexure 3 viz.,supplementary information for consultants.

6.4 The first and second envelopes should not contain any cost informationwhatsoever. The third envelope viz., Cover-3 marked 'Financial Proposal for thecaptioned project"' must also be sealed with sealing wax and initiated twiceacross the seal and should contain the detailed price offer for the consultancyservices.

You will provide detailed break down of costs and fees as follows:

- Staffing billing rate plus overheads;- Travel and accommodation;

- Report reproduction; and- Others (if any) Pl. specify

The sealed envelopes Cover 1, Cover 2 and Cover3 should again be placed in aseparate sealed in one cover, which shall be clearly marked with the name of theassignment and received in the office of the, Commissionerate of Municipal

Administ rat ion Chepauk Chennai 600 005 up to 15.00 hours on

11.09.2013.


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If the cover of proposals is not marked with the name of the assignmentindicating the bid submission date and time, the cover will not be opened andreturned to the consultant unopened treating as Not Qualified.

6.5 Opening of proposal

The proposals (first envelope (cover 1) containing pre-qualification criteria only)

will be opened by CMA or his authorized representative in his office at 16.00hours on 11.09.2013. It may please be noted that the second envelopecontaining the technical proposal will not be opened until pre-qualification criteriais evaluated, and detailed price offer will not be opened until technical evaluationhas been completed and the result approved and notified to all consultants.

7. Evaluation

7.1 A three-stage procedure will be adopted in evaluating the proposals:i) a pre qualification of consultants will be verified, which will be carried out prior

to opening of technical proposal (as per Annexure 2)

ii) a technical evaluation, which will be carried out prior to opening any financialproposal;

iii) a financial evaluation.

7.2 Pre-qualificationFirms who have the following qualifications may submit the proposal

(i) Consultants who have completed at least three similar assignments(Feasibility study for Bus Stand / Truck terminal Sector) in the last 5 years.It should be noted that assignment along with c lient certificate will only beconsidered for evaluation.

(ii) Average annual turnover of Rs. 100.00 lakhs for the last three years.(iii) Covers wi thout EMD will be treated as non responsive and will be dis-qualified.

Eligible firms proposals will only be considered for technical and financialevaluation. The technical and price envelopes of others will not be consideredand returned unopened after completing the selection process.

7.3 Technical Proposal

The evaluation committee appointed by the Client will carry out its evaluationapplying the evaluation criteria and point system specified below. Eachresponsive proposal will be attributed a technical score (St).


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(i) Approach and methodology (10 points)

(ii) Qualifications of definitely assigned personnel (90 points).

S. No Particulars Marks

1 Urban Planner - Team Leader 30

2 Financial Specialist & PPP Expert 20

3 Infrastructure Specialist 20

4 Architect 20

Total 90

Total (100 points).

Curriculum vitae of senior personnel in each discipline for assessing thequalifications and experience of the personnel proposed to be deployed for thestudies should be included with the proposal (in the format of the samplecurriculum vitae). These personnel will be rated in accordance with:

(I) General qualifications - (40 points)(ii) Adequacy for the project (suitability to perform the duties for thisassignment. These include education and training, length of experience onfields similar to those required as per terms of reference, type of positionsheld, time spent with the firm etc) - (60 points)

The Team Leader proposed shall be full time for this assignment only. In case,the proposed Team Leader is already assigned to any other full time assignmentassociated with the client. The evaluation marks for the Team Leader willconsidered as zero.

Quality and competence of the consulting service shall be considered as theparamount requirement. Technical proposals scoring not less than 80% of thetotal points will only be considered for financial evaluation. The price envelopesof others will not be considered and returned unopened after completing theselection process. The client shall notify the consultants, results of the technicalevaluation and invite those who have secured the minimum qualifying mark foropening of the financial proposals indicating the date and time.

7.4 Financial Proposal

7.4.1 Opening:

The financial proposal shall be opened in the presence of the consultantsrepresentatives who choose to attend. The name of the consultant, the quality


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scores and the proposed prices shall be read out and recorded. The client shallprepare minutes of bid opening.

7.4.2 Evaluation:

7.4.3 The Client will select the lowest proposal [evaluated price] among those thatpassed the minimum technical score and invite them for negotiations. The lowest will

be invited for negotiations.

8. Negotiations

8.1 Negotiations normally take a day. The aim is to reach agreement on all points,and initial a draft contract by the conclusion of Negotiations.

8.2 Negotiations will commence with a discussion of your technical proposal, theproposed methodology (work plan), costing, staffing and any suggestions youmay have made to improve the TORs. Agreement must then be reached on thefinal TORs, the staffing and staff months, logistics and reporting.

8.3 Changes agreed upon will then be reflected in the draft contract, using proposedunit rates (after negotiation of the unit rates, including the man month

rates).

8.4 The negotiations will be concluded with a review of the draft form of Contract.The Client and the Consultants will finalize the contract to conclude negotiations.

8.5 The Contract will be awarded after successful negotiations, with the selectedConsultant as per the T.T Act.

9.. Fraud and Corrupt Practices

9.1 The Consultant and its Personnel shall observe the highest standards of ethicsand shall not have engaged in and shall not hereafter engage in any corruptpractice, fraudulent practice, coercive practice, undesirable practice or restrictivepractice (collectively the Prohibited Practices). Notwithstanding anything to thecontrary contained in this Agreement, the Client shall be entitled to terminate this

Agreement forthwith by a communication in writing to the Consultant, withoutbeing liable in any manner whatsoever to the Consultant, if it determines that theConsultant has, directly or indirectly or through an agent, engaged in anyProhibited Practices in the Selection Process or before or after entering into of

this Agreement. In such an event, the Client shall forfeit and appropriate theperformance security, if any, as mutually agreed genuine pre-estimatedcompensation and damages payable to the Client towards, inter alia, the time,cost and effort of the Client, without prejudice to the Clients any other rights orremedy hereunder or in law.

10. Please note that the CMA is not bound to select any of the firms submittingproposals. Further, as quality is the principal selection criterion, the CMA doesnot bind itself in any way to select the firm offering the lowest price.


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11. It is estimated that about 100 man months of services will be required for the

study and generally you should base your financial proposal on this figure.However, you should feel free to submit your proposal on the basis of man-months considered necessary by you to undertake the assignment.

12. You are requested to hold your proposal valid for 120 days from the date ofsubmission without changing the personnel proposed for the assignment and

your proposed price. The CMA will make its best efforts to select a consultantfirm within this period.

13. Please note that the cost of preparing a proposal and of negotiating a contractincluding visits to CMA , if any is not reimbursable as a direct cost of theassignment.

14. Assuming that the contract can be satisfactorily concluded in June 2013, you willbe expected to take-up/ commence with the assignment in July 2013.

15. The successful bidder will be invited for signing agreement. The bidder is

requested to furnish a performance Security at the rate of 10% of the finalizedagreement value in the form of Irrevocable Bank Guarantee from any one of theNationalized Bank in India taken in favour of the CMA, Chennai valid for a periodof 12 months. The same will be released on successful completion of all theworks satisfactorily. The validity of performance security will be extendedaccording to the extension of contract period as per the agreement executed.

16. The Earnest Money Deposit of the successful Tenderer will be discharged whenthe Tenderer furnishes the required Security Deposit and signs the Agreement

17. The Earnest Money Deposit may be forfeited

If the consulting firm withdraws the tender after Tender opening during theperiod of validity of the tender.

If the consulting firm withdraws the Tender after the issue of letter ofacceptance of his Tender.

In the case of a successful consulting firm, if the consulting firm failswithin the specified time limit to:

furnish the required performance security or

sign the Agreement

accept the Letter of Intent

if the consulting firm has furnished incorrect information on qualification

and experience.

18. We wish to remind you that any manufacturing or construction firm with whichyou might be associated with, will not be eligible to participate in bidding for anygoods or works resulting from or associated with the project of which thisconsulting assignment forms a part.

19. The fees shall be quoted in Indian Rupees only. Please note that theremuneration which you receive from the contract will be subject to normal tax


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liability in India. Kindly contact the concerned tax authorities for furtherinformation in this regard if required.

20. CMA means Commissioner of Municipal Administration Chennai.5

21. Please note that mobilization advance will not be given to the Consultant.

22. Please note that if you consider that your firm does not have all the expertise forthe assignment, there is no objection to your firm associating with another firm toenable a full range of expertise to be presented. The request for a joint ventureshould be accompanied with full details of the proposed association andconfirming joint and several liabilities.

23. Please note that the remuneration which you receive from the contract will besubject to normal tax liability in India. Kindly contact the concerned tax authoritiesfor further information in this regard if required.

24. All documents relating to the Bid and all communications in connection with the

Bid shall be in English language. All the pages should be serially numberedand signed by the Consultants.

25. Any dispute arising out of the Contract, which cannot be amicably settledbetween the parties, shall be referred to adjudication/arbitration in accordance withthe Arbitration & Conciliation Act 1996. The place of arbitration shall be at Chennai.

Yours faithfully,

Commissioner of Municipal Administration

Enclosures:

1. Terms of Reference.2. Supplementary Information to Consultants.3. Draft contract under which service will be performed.


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Annexure - 1

TERMS OF REFERENCE FOR CONSULTING SERIVES FOR APPOINTMENT OF ACONSULTANT FOR PREPARATION OF FEASIBILITY REPORT FORIMPROVEMENT OF EXISTING NEW BUS STAND WITH ALL FACILITIES FOR

VELLORE CITY MUNICIPAL CORPORATION

1. Introduction:

The Vellore City is an important Urban Centre and is the biggest city in theVellore District. It is at a distance of 135 km west of Chennai. Palar River is runningWest to East in the middle of the City. The century old of CMC Hospital with 1800 bedsand 3000 out patient a day is a significant laid mark. VIT, Vellore Fort, Golden Templeare situated within city limit. The City spreads over an area of 87.2 sq km with 60 wards.Total population of this city is 504079.

Vellore Municipal Corporation is in the process of upgrading the existing new busstand situated within the Corporation limit. In this regard, Commissioner of Municipal

Administration (CMA), Chennai has requested TNUIFSL to identify a consultant forpreparation of Feasibility Report for Improvement of Existing New Bus Stand withadditional bays, Car parking, ticket reservation counters and other facilities.

2. Objectives:

The objectives of this assignment is to prepare a Feasibility Study forImprovement of New Bus Stand with all required facilities & amenities located in an

extent of 8.79 acres in Vellore City Municipal Corporation area in Vellore District.. TheFeasibility Report shall include various concepts for improvement of the bus stand withall facilities & amenities catering for the next 20 years. The Feasibility Report shall alsoinclude other improvements, developments, rearrangement of existing services,ascertaining the availability of land for present and future, land requirement for futuredevelopment, identification of revenue generation components with PPP concept,financial plan, prioritization, packaging & phasing, conducting necessary field surveys,etc., complete.

3. Detailed Scope of work:

The scope of work of the consultants includes but is not limited to-

a. The consultant shall develop Feasibility Plan for upgradation andimprovement of the existing new bus stand for the entire site consisting ofvarious models, concepts (atleast three), options for the proposed withvarious combinations as per the existing rules and regulations catering to thenext 20 years

b. Based on the need and requirement consultant to study the additional landrequired for the improvement of the bus stand with required facilities andamenities in consultation with the Vellore Corporation


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c. The proposed improved new bus stand shall be with latest technology and

environmentally friendly. The suggested models shall abide by all existingregulations required to make it sustainable.

d. The consultants shall study prepare layout for providing suitable infrastructurefacilities and amenities

e. The proposed bus stand shall be differently abled friendly

f. Solar lighting and green concepts shall be suitably incorporated in the masterplan. Methods for Energy conservation shall be studied and incorporatedsuitably by the consultants.

g. Carry out economic analysis and justify the investment proposal.

h. Conduct market research for assessing the demography, site conditions,demand, supply, factors through direct and indirect sources for theimprovement to the exiting New Bus stand.

i. The site analysis shall be based on the connectivity and approach,Orientation, Terrain and Topography

j. The consultants shall study and propose internal circulation pattern andexternal connectivity with the suitable approach, internal roads and parkingfacilities required with in the project area.

k. Suggest appropriate technologies for disposal of wastesl. The consultants shall analyze and suggest the Environmental, Health, and

Safety aspects of the proposed Bus stand and other facilities.m. The consultants shall propose environmental monitoring during construction

and post construction period.n. Study the various rules, regulations guidelines such as land classification,

zoning, setbacks, height restrictions, open areas, parking requirements etcand apply the same for the project.

o. Financial arrangement, source of funds, Grants available and revenue optionslinked to Feasibility Report

p. List of clearances to be obtained from different agencies, Governmentdepartments, etc., To prepare the necessary set of documents, reports anddata's required for obtaining necessary clearances, if applicable.

q. To study, analyze and report the court/legal rulings, guidelines, etc.,pertaining the assignment

r. To make presentations at all levels of the work to various agencies andgovernment at all times during the assignment period as required.

s. Collection of data about present volume of bus traffic on existing bus standand the additional volume projected by the state transport authorities.

t. Carry out traffic survey to estimate the local, city, intercity and interstate routebuses proposed in the present bus stand and the number of buses that will beutilizing the bus stand. Estimate the growth of traffic for the design horizon.

u. Study and analyse the general functioning of the existing bus stand.


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v. Assessment of areas, built up area requirements for the main terminal as well

as space allocation for city Bus Terminal and allied activities/facilities, basedon projected volume of bus traffic, both through as well as destination traffic.

w. Need based demand assessment of prospective occupants belonging to thecommercial establishments based on the market surveys have to be carriedout.

x. Study the various rules, regulations guidelines such as land classification,zoning, setbacks, restrictions, open areas, parking requirements etc andapply the same for the project.

y. Suggest ways and means of improving the traffic circulation in and around thebus terminal. Appropriate entry and exit point to the terminal may be fixed toavoid traffic conflicts and congestion onto Bye pass Road. Linkages to themain highways, national highways and bypasses are to be considered.

z. Suggest ways and means for generating alternative revenues such as payand use toilets, Advertisements (panels, hoardings and compound wall) andparking lot.

aa. Financial analysis considering the projected cost components, Riskassessment, Implementation Strategy, Recommendations, Project Approach& Way forward.

bb. Preparing a holistic plan for the proposed facility considering the entire VelloreTown and other similar facilities

4. Study Area

The study areas in this assignment are given as annexure to the TOR for which theconsultant shall prepare feasibility study (Site map enclosed) for existing new Bus Standin Vellore City Municipal Corporation.

5. Data inputs by client:

Available data with Corporation will be provided too the consultant after issue of Letterof Award. Vellore City Municipal Corporation shall make available their officials availablefor consultations

6. Outputs and related payment schedule:

S.N. Stage of Report Time line Payment1 Submission and acceptance of

Inception reportTwo weeks from the date ofLetter of Award (LOA)

15%

2 Submission and acceptance ofDraft Feasibility Report

Four weeks from the date ofapproval of inception report

45%

3 Submission and acceptance offinal feasibility report

Three weeks from the date ofapproval of Draft FeasibilityReport

40%


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7. Review Committee: A committee will be formed to review the reports submitted bythe consultant. The committee may consist of -

(a) Representatives from Commissioner of Municipal Administration

(b) Representatives from Vellore City Municipal Corporation

(c) Any other expert as desired by CMA / Corporation

8. Key professionals:

S. No Key Professionals Experience

1 Urban Planner - TeamLeader

A Masters in planning with about 15years of professional experience in urbaninfrastructure planning or areadevelopment with minimum 5 yearsexperience in relevant field.

2 Financial Specialist & PPP

Expert

A post graduate in Finance / Chartered

Accountants with about 10 years ofexperience in finance, especially indeveloping financial models in relevantfield.

3 Infrastructure Specialist Graduate in engineering with masterdegree in construction technology andhaving at least 10 years experience inrelevant field.

4 Architect A graduate in architecture with about 10years of experience in relevant field

Adequate support staff such as Demand/Market Research Expert, Environmental,Social Specialists, Traffic Expert, etc may be brought in by the consultants.


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Annexure - 1

Site Map


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Annexure - 2

PRE - QUALIFICATION CRITERIA FOR CONSULTANTS

I. Brief description of organization

II. Outline of recent experience of assignments :

Name of the assignment

Name of the project

Name of the owner or sponsoring authority

Brief description of assignment

III. Cost of assignment (Fees)

IV. Area of developed as part of assignment

V. Attach Client certificate for completion of project

1. Date of commencement

2. Date of completion

3. Client certificate attached Yes / No

VI. Annual Turnover of the firm

S. N Year Amount in Rs.

1 2009-10

2 2010-11

3 2011-12

Average


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Duly certified by a Chartered Accountant

VII. Contact Person / Details:

Name :

Phone No:

email id :


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Annexure - 3

SUPPLEMENTARY INFORMATION FOR CONSULTANTS

Proposals

(1) Proposals should include the following information:

(a) Technical Proposal

(i) A brief description of the firm/organization and an outline of recentexperience on assignments/ projects of similar nature executedduring the last 5 years in the format given in Form F-2.

(ii) Any comments or suggestions of the consultant on the Terms ofReference (TOR).

(iii) A description of the manner in which consultants would plan toexecute the work. Work plan time schedule in Form F-3 andapproach or methodology proposed for carrying out the requiredwork.

(iv) The composition of the team of personnel which the consultant wouldpropose to provide and the tasks which would be assigned to eachteam member in Form F-4.

(v) Curricula Vitae of the individual key staff members to be assigned tothe work and of the team leader who would be responsible forsupervision of the team. The curricula vitae should follow theattached Format (F-5) duly signed by the concerned personnel.

(vi) The consultant's comments, if any, on the data, services and facilitiesto be provided by the Client indicated in the Terms of Reference(TOR).

(vii) The consultants Work program and time schedule for keypersonnel in Form No.F-7.

(b) Financial Proposals

proposals should include the Schedule of Price Bid in Form No.F-6 with costbreak-up for the work program indicated in Form F-7.


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(2) Two copies of the technical proposals should be submitted to CMA-

Chennai 600 005. along with soft copy in CD.

(3) Contract Negotiations

The aim of the negotiation is to reach an agreement on all points with the

consultant and initial a draft contract by the conclusion of negotiations.Negotiations commence with a discussion of Consultant's proposal, costing, theproposed work plan, staffing and any suggestions you may have made to improvethe Terms of Reference. Agreement will then be reached on the final Terms ofReference, the staffing plan and the bar chart, which will indicate personnel,periods in the field and office, man-months, and reporting schedule. Based onthese, adjustments necessary will be discussed and agreed. The Contract will beawarded after successful negotiations, with the selected Consultant. Ifnegotiations fail, the Client will invite the Consultants having obtained the secondhighest score to Contract negotiations.

(4) Contracts with Team Members. Firms are advised against making firm financialarrangements with prospective team members prior to negotiations.

(5) Nomination of Experts

Having selected a firm partly on the basis of an evaluation of personnel presentedin the firm's proposal, CMA expects to negotiate a contract on the basis of theexperts named in the proposal and, prior to contract negotiations, will requireguarantees that these experts shall, in fact, be made available. As the expecteddate of mobilization is given in the letter inviting proposals, CMA will not considersubstitution after contract negotiations, except in cases of unexpected delays on

the starting date or incapacity of an expert for reasons of health, or leaving thefirm. The desire of a firm to use an expert on another project shall not be acceptedfor substitution of personnel.

(6) Terms of Payment

The mode of payments to be made in consideration of the work to be performed bythe consultant shall be as follows:

As per ToRNote: All payments shall be made on submission of pre-receipted bills by theconsultants in quadruplicate for respective stages.

(7) Review of reports

A review committee consisting of following officers will review all reports ofconsultants and suggest any modifications/changes considered necessary within15 days of receipt. The decision / suggestion carried out will be reviewed in thenext meeting.

FORM F-1


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From To

Sir:

Hiring of Consultancy services forof Regarding

I/We consultant/consultancy firm/organization herewith

enclose Technical and Financial Proposal for selection of my/our firm as consultant for

.

We underscore the importance of a free, fair and competitive procurement process

that precludes fraudulent use. In this respect we have neither offered nor granted, directly

or indirectly, any inadmissible advantages to any public servants or other persons in

connection with our bid, nor will we offer or grant any such incentives or conditions in the

present procurement process, or in the event that we are awarded the contract, in the

subsequent execution of the contract.

We also underscore the importance of adhering to minimum social standards

(Core Labour Standards) in the implementation of the project. We undertake to comply

with the Core Labour Standards ratified by the country of India.

We will inform our staff about their respective obligations and about their obligation

to fulfill this declaration of undertaking and to obey the laws of the country of India.

Yours faithfully,

Signature:

Full name

and address:

(Authorized Representative)


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FORM F-2

ASSIGNMENTS OF SIMILAR NATURE SUCCESSFULLY COMPLETED DURING

LAST 5 YEARS

1. Brief Description of the Firm/Organization:

2. Outline of recent experience on assignments of similar nature:

S.No. Name ofassignment

Name ofproject

Owner orsponsoringauthority

Cost ofassignment

Date ofcommencement

Date ofcompletion

Wasassignmentsatisfactorilycompleted

1 2 3 4 5 6 7 8

Note: Please attach certificates from the employer by way of documentary proof. (Issuedby the Officer of rank not below the rank of Superintending Engineer or equivalent.)


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FORM F-3

WORK PLAN TIME SCHEDULE

A. Field Investigation

Sl. Item Fort Night -wise ProgramNo. 1st 2nd 3rd 4th 5th 6th

B. Compilation and submission of reports

1. ..............Report } As indicated under TOR}

2. .

3. .

4. .

4. ...............Report

C. A short note on the line of approach and methodology outlining various steps forperforming the study.

D. Comments or suggestions on "Terms of Reference."


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FORM NO.F-4

Composition of the Team Personnel and the task which would be assigned to eachTeam Member

1. Technical/Managerial Staff

S.No. Name Position Task assignment

2. Support Staff

S.No. Name Position Task assignment


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FORM F-5

FORMAT OF CURRICULUM VITAE (CV)FOR

PROPOSED KEY PROFESSIONAL STAFF

Proposed Position:

Name of Firm:

Name of Staff:

Profession:

Date of Birth:

Years with Firm/Entity: Nationality:

Membership in Professional Societies:

Detailed Tasks Assigned:

Key Qualifications:

[Give an outline of staff members experience and training most pertinent to tasks on

assignment. Describe degree of responsibility held by staff member on relevant previousassignments and give dates and locations. Use about half a page.]

Education:

[Summarize college/university and other specialized education of staff member, givingnames of schools, dates attended, and degrees obtained. Use about one quarter of apage.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List allpositions held by staff member since graduation, giving dates, names of employingorganizations, titles of positions held, and locations of assignments. For experience inlast ten years, also give types of activities performed and client references, whereappropriate. Use about two pages.]


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Languages:

[For each language indicate proficiency: excellent, good, fair, or poor; in speaking,reading, and writing ]

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these datacorrectly describe me, my qualifications, and my experience.

Date:[Signature of staff member and authorized representative of the Firm]

Day/Month/Year

Full name of staff member:______________________________________

Full name of the authorized representative:_________________________


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FORM NO.F-6

SCHEDULE OF PRICE BID

Items AmountIn figures In words

1. Consultancy services for

2. Consultancy ServiceTax @ %

3. Total

Signature of Consultant

(Authorized representative)


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Cost Estimate of Services *

Remuneration of Staff

Staff Name Daily (Monthly) Rate Working Days Total Cost

(in currency) (Months) (in currency)

a) Team Leader __________b) " __________c) " __________

Sub-Total (Staff) __________

Out-of-Pocket Expenses:

a) Per Diem1

Room Subsistence Total DaysCost ____ _____ __________

b) Air fare: __________

c) Lump Sum Miscellaneous Expenses:2 __________

Sub-Total (Out-of-Pocket) __________

Contingency Charges: __________

TOTAL COST ESTIMATE __________

CONSULTANCY SERVICES __________

TAX @ %

1 Per Diem is fixed per calendar day and need not be supported by receipts.2 To include reporting costs, visa, inoculations, routine medical examination, minor surface

transportation and communications expenses, porterage fees, in-and-out expenses, airport taxes, and

such other travel related expenses as may be necessary.

* The information in this form is used to finalize Annexe C to the Contract


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FORM F-7

WORK PROGRAM AND TIME SCHEDULE FOR KEY PERSONNEL

MONTHS

Name Position 1 2 3Number of

months

Total

Reports Due/Activities and Duration

1.2.3.4.5.6.

7.8.9.10.

Field Full Time Part TimeReports Due

Activities Duration


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Annexure - 4

Consulting Services

Draft Letter of Contract for Small Assignments Carried out by Consultants

Subject: (Name of Assignment)

(Name of Consultant)

1. Set out below are the terms and conditions under which (Name of Consultant) hasagreed to carry out for (Name of Client) the above-mentioned assignment specified inthe attached Terms of Reference.

2. For administrative purposes (Name of responsible staff of Client) has beenassigned to administer the assignment and to provide [Name of Consultant] with allrelevant information needed to carry out the assignment. The services will be requiredin (Name of Project) for about __________ days/months, during the period from

_________________ to ________________ .

3. The (Name of Client) may find it necessary to postpone or cancel the assignmentand/or shorten or extend its duration. In such case, every effort will be made to giveyou, as early as possible, notice of any changes. In the event of termination, the(Name of Consultants) shall be paid for the services rendered for carrying out theassignment to the date of termination, and the [Name of Consultant] will provide the

(Name of Client) with any reports or parts thereof, or any other information anddocumentation gathered under this Contract prior to the date of termination.

4. The services to be performed, the estimated time to be spent, and the reports tobe submitted will be in accordance with the attached Description of Services.

5. This Contract, its meaning and interpretation and the relation between the partiesshall be governed by the laws of Union of India

6. This Contract will become effective upon confirmation of this letter on behalf of(Name of Consultant) and will terminate on ___________________, or such other date

as mutually agreed between the (Name of Client) and the (Name of Consultants).

7. Payments for the services will not exceed an total amount of Rs.________________.

The (Name of Client) will pay (Name of Consultant), within 15 days of receipt ofinvoice after approval of the report, which is as follows:

Amount Currency


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As per TOR

The above remuneration includes all the costs related to carrying out the services,including overhead and ............... any taxes imposed on [Name of Consultants.]

8. The [Name of Consultants] will be responsible for appropriate insurance coverage.In this regard, the [Name of Consultants] shall maintain workers compensation,employment liability insurance for their staff on the assignment. The Consultantsshall also maintain comprehensive general liability insurance, including contractualliability coverage adequate to cover the indemnity of obligation against alldamages, costs, and charges and expenses for injury to any person or damage toany property arising out of, or in connection with, the services which result from thefault of the [Name of Consultants] or its staff. The [Name of Consultants] shallprovide the (Name of Client) with certification thereof upon request. The risks andthe coverage shall be as follows:

(a) Third Party liability insurance with a minimum coverage of Value of assignment[cost of assignment

Quoted by the consultant ];(b) professional liability insurance, with a minimum coverage of Value of

assignment [cost of assignmentQuoted by the consul tant];

(c) employers liability and workers compensation insurance in respect of thePersonnel of the Consultant and of any Sub-Consultants, in accordancewith the relevant provisions of the Applicable Law, as well as, with respect to suchPersonnel, any such life, health, accident, travel or other insurance as may beappropriate;

9. The [Name of Consultants] shall indemnify and hold harmless the (Name of Client)against any and all ......................claims, demands, and/or judgments of any naturebrought against the (Name of Borrower) arising out of the services by the [Name ofConsultants] under this Contract. The obligation under this paragraph shall survive thetermination of this Contract.

10. The Consultant agrees that, during the term of this Contract and after its termination,the Consultant and any ................ entity affiliated with the Consultant, shall be disqualifiedfrom providing goods, works or services (other than the .......... Services and anycontinuation thereof) for any project resulting from or closely related to the Services.

11. On issue of Letter of Award (LoA), an acceptance for LoA shall be sent by consultantswithin 14 days and ....................... subsequently execute agreement with the client within 21days from the date of issue of LoA. Failing to do adhere to ..... this, the client reserves theright to cancel the consultancy work.

12.The consultants shall mobilize the key personnel as per the schedule of activitiesindicated in their technical ...........proposal. The consultants shall meet the client with allthe key personnel, as a proof of mobilization and ................. commence work within 14


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days from the date of receipt of the LoI. Failing to comply with this will be considered asnon-mobilization of key personnel and the client reserves the right to cancel theconsultancy work.

13. The Consultant shall furnish a Bank Guarantee amounting to 5% of the negotiatedconsultancy value inclusive of ..... all taxes, duties, levies in the form specified at the endof the RFP, within 21 days from the date of issue of LoA. ..... The format is enclosed in

Annexure- 5.

14. The Client shall have the right to invoke and appropriate the proceeds of thePerformance Security, in whole or in part, without notice to the Consultant in theevent of breach of the work assigned in the ToR or the finalized Agreement.

15.All final plans, drawings, specifications, designs, reports and other documents orsoftware submitted by the ..........[Name of Consultants] in the performance of theServices shall become and remain the [property of the Client. The Consultants mayretain a copy of such documents but shall not use them for purposes unrelated to this

Contract without the prior written approval of the Client.

16. The Consultant undertake to carry out the assignment in accordance with thehighest standard of professional and ethical competence and integrity, having dueregard to the nature and purpose of the assignment, and to ensure that the staffassigned to perform the services under this Contract, will conduct themselves in amanner consistent .......................herewith.

17. The Consultant will not assign this Contract or sub-contract or any portion of it withoutthe Clients prior written

consent.

18. The [Name of Consultants] shall pay the taxes, duties fee, levies and otherimpositions levied under the ........Applicable law and the Client shall perform such duties,in regard to the deduction of such tax, as may be ................. lawfully imposed.

19. The [Name of Consultants] also agree that all knowledge and information notwithin the public domain .............which

may be acquired during the carrying out of this Contract, shall be, for all time and for allpurpose, regarded .......................as strictly confidential and held in confidence, and shall

not be directly or indirectly disclosed to any person .............. whatsoever, except with the(Name of Client) written permission.

20. Any dispute arising out of the Contract, which cannot be amicably settled between theparties, shall be referred to

adjudication/arbitration in accordance with the Arbitration & Conciliation Act 1996. Theplace of arbitration shall be

at Chennai.


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Place:Date: ................................ ............................ (Signature of Authorized

Representative................................ on behalf of Consultant)................................................................ (Signature & Name of the Client's

Representative)


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Annexure - 5

Bank Guarantee for Performance Security

To

The CommissionerThe Commissioner of Municipal Administration 6th floor,Ezhilagam Annexe, Chepauk,Chennai 600 005

In consideration of Commissioner of Municipal Administration acting on behalf of theGovernment of Tamil Nadu (hereinafter referred as the Client, which expression shall,unless repugnant to the context or meaning thereof, include its successors, administratorsand assigns) having awarded to M/s .., having its office at ..(hereinafter referred as the Consultant which expression shall, unless repugnant to thecontext or meaning thereof, include its successors, administrators, executors andassigns), vide the Clients Agreement no. . dated .. valued at

Rs. .. (Rupees ..), (hereinafter referred to as the Agreement)Consulting Services for Consulting Services for consultancy services required forpreparation of feasibility report for improvement of new bus stand with all facilities forVellore City Municipal Corporation and the Consultant having agreed to furnish a BankGuarantee amounting to Rs. .. (Rupees ..) to the Client forperformance of the said Agreement. We, .. (hereinafter referred to as theBank) at the request of the Consultant do hereby undertake to pay to the Client anamount not exceeding Rs. (Rupees . ) against any loss ordamage caused to or suffered or would be caused to or suffered by the Client by reasonof any breach by the said Consultant of any of the terms or conditions contained in thesaid Agreement. We, .. (indicate the name of the Bank) do hereby

undertake to pay the amounts due and payable under this Guarantee without any demur,merely on a demand from the Client stating that the amount/claimed is due by way of lossor damage caused to or would be caused to or suffered by the Client by reason of breachby the said Consultant of any of the terms or conditions contained in the said Agreementor by reason of the Consultants failure to perform the said Agreement. Any suchdemand made on the bank shall be conclusive as regards the amount due and payableby the Bank under this Guarantee. However, our liability under this Guarantee shall berestricted to an amount not exceeding Rs. .. (Rupees ..).

We, .. (indicate the name of Bank) undertake to pay to the Client any moneyso demanded notwithstanding any dispute or disputes raised by the Consultant in any suit

or proceeding pending before any court or tribunal relating thereto, our liability under thispresent being absolute and unequivocal. The payment so made by us under this bondshall be a valid discharge of our liability for payment thereunder and the Consultant shallhave no claim against us for making such payment.

We, .. (indicate the name of Bank) further agree that the Guarantee hereincontained shall remain in full force and effect during the period that would be taken for theperformance of the said Agreement and that it shall continue to be enforceable till all thedues of the Client under or by virtue of the said Agreement have been fully paid and its


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claims satisfied or discharged or till the Client certifies that the terms and conditions of thesaid Agreement have been fully and properly carried out by the said Consultant andaccordingly discharges this Guarantee. Unless a demand or claim under this Guaranteeis made on us in writing on or before a period of one year from the date of this Guarantee,we shall be discharged from all liability under this Guarantee thereafter.

We, (indicate the name of Bank) further agree with the Client that the

Client shall have the fullest liberty without our consent and without affecting in anymanner our obligations hereunder to vary any of the terms and conditions of the said

Agreement or to extend time of performance by the said Consultant from time to time orto postpone for any time or from time to time any of the powers exercisable by the Clientagainst the said Consultant and to forbear or enforce any of the terms and conditionsrelating to the said Agreement and we shall not be relieved from our liability by reason ofany such variation, or extension being granted to the said Consultant or for anyforbearance, act or omission on the part of the Client or any indulgence by the Client tothe said Consultant or any such matter or thing whatsoever which under the law relatingto sureties would, but for this provision, have the effect of so relieving us.

This Guarantee will not be discharged due to the change in the constitution of the Bank orthe Consultant(s). We, .. (indicate the name of Bank) lastly undertake not torevoke this Guarantee during its currency except with the previous consent of the Client inwriting.

For the avoidance of doubt, the Banks liability under this Guarantee shall be restricted toRs. *** * (Rupees ***** ) only. The Bank shall be liable to pay the said amount or any partthereof only if the Client serves a written claim on the Bank in accordance with paragraph2 hereof, on or before [*** (indicate date falling 90 days after the date of this Guarantee)].

For ..............................................................Name of Bank:Seal of the Bank:Dated, the . day of ., 2013


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LIST OF ANNEXURES

Annex A: Terms of Reference and Scope of Services

Annex B: Consultants Personnel

Annex C: Consultants Reporting Obligations

Annex D: Breakdown of Contract price

Annex E: Performance Guarantee

Documents

r Fp Ve Llore Bus Stand 190813