Request for Engagement of Consultancy Firm for tender process …transport.delhi.gov.in/sites/default/files/All-PDF... · 2018-06-14 · Consultancy Firm for tender process of High

Tender for engagement of consultancy a g e n c y for i n i t i a t i n g a n d f i n a l i z a t i o n o f t e n d e r p r o c e s s o f H i g h S e c u r i t y R e g i s t r a t i o n P l a t e s , i n G o v t . o f N C T o f D e l h i .

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Request for Engagement of

Consultancy Firm for tender

process of High Security

Registration Plates by Transport

Department, Government of NCT

of Delhi

Transport Department, Govt. of NCT of Delhi,

5/9, Under Hill Road, Delhi-110054


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Important Information / Time schedule of Bid

# Information Details

1. Project Name/ Name of Work Tender for engagement of Consultancy agency for preparation of tender documents, finalization of tender and preparation of Concession Agreement for High Security Registration Plates for Transport Department, Government of NCT of Delhi.

2. Tender Reference No. DC/OPS/TPT/2018/01

3. Ministry/Division Transport Department, Government of NCT of Delhi 4. Procuring Entity and Agency

Name Secretary-cum-Commissioner (Transport), Government of

NCT of Delhi, 5/9, Under Hill Road, Delhi – 110054.

5. Procurement Method Financial Bid.

6. Mode of Tendering e-tender through e-procurement portal of GNCTD at

(https://govtprocurement.delhi.gov.in)

7. EMD Amount INR.1,50,000/- (Indian Rupees One Lakh & Fifty Thousands only) EMD amount in form of Bank Guarantee or FDR in original should reach to Deputy Commissioner (Operations ) Room No.105, Transport Department, 5/9, Under Hill Road, Delhi - 110054 on or before the date and time of closing of the bid (by 1500 hours on 15.03.2018).

8. Last Date for submission of written queries for clarification

Bidders shall have to post queries by email to [email protected] on or before 02.03.2018.

9. Pre-bid meeting - Date, time, and venue

Pre-Bid conference will held on 07.03.2018 at 11.00

A.M. in the Conference Room of Transport Department, 2nd

Floor, 5/9, Under Hill Road, Delhi – 110054.

10. Date, Time and Address for submission of bids

15.03.2018 up to 1500 hours through e-procurement portal (https://govtprocurement.delhi.gov.in)

11. Date and Time for opening of Technical bid

15.03.2018 at 1530 hours (Room No.105, Transport Department, 5/9, Under Hill Road, Delhi – 110054).

12. Date and Time for opening of Commercial Bid

To be intimated to the technically qualified bidders subsequently.

13. Contact details S.S. Chauhan, Deputy Commissioner, Transport

Department, 5/9, Under Hill Road, Delhi – 110054, Phone No: 011 – 23927304, Mobile No.9717788555

Email ID: [email protected] 14. Estimated cost of the Bid Rupees Forty lakhs only.

Special Instruction:

1 . B i d s h o u l d b e i n c l u s i v e o f a l l a p p l i c a b l e t a x e s i n c l u d i n g G S T .

2 . All the pages of the bid/response should be numbered and signed by the authorized signatory.

3. Total number of pages should be indicated in the covering letter (Form 1).

https://govtprocurement.delhi.gov.in/

mailto:[email protected]

https://govtprocurement.delhi.gov.in/

mailto:[email protected]


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2. About the Tender 2.1 a. A prospective Bidder requiring any clarification on the tender document may submit his queries, via email, to the following e-mail id on or before 02.03.2018 Email Id for submission of queries: [email protected].

b. TD will host a Pre-Bid Meeting for queries (if any) by the prospective

bidders. The representatives of the bidders may attend the pre-bid meeting at

their own cost. Date, Time and Venue for the Pre-Bid Meeting.

c. Venue for Pre-Bid conference: Conference Room, Transport Department, 2nd

Floor, 5/9, Under Hill Road, Delhi – 110054.

d. The queries should necessarily be submitted in the following format:

REQUEST FOR CLARIFICATION

Name and Address of the

Organization submitting request

Name and Position of

Person submitting request

Contact Details of the

Organization / Authorized

Representative

Tel: Mobile: Fax:

Email:

Sr. No Tender Document Reference

(Section No., Page No.)

Content of the Tender requiring clarification

Clarification Sought

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2.2 This tender is being issued with no financial commitment and the TD reserves the

right to change or vary any part thereof at any stage.

mailto:[email protected].


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3. Part I- Scope of Work 3.1 Background

High Security Registration Plate has been introduced by the Government of India as the

highly sensitive product for prevention of counterfeiting and duplication of Registration Plate and the Government of NCT of Delhi intends to continue the implementation of the aforesaid scheme as prescribed in Rule 50 of the Central Motor Vehicles Rules, 1989 (hereinafter referred to as “Rules”) and order issued in this respect by the Government of India and to ensure uniformity in size, colour and specification of the High Security Registration Plate for all type of vehicles being registered/already registered as per provisions of the Rules. It is, therefore, intended to select an eligible Bidder having type approval certificate from agencies authorized in this behalf by the Government of India and who has required experience, expertise and exposure for such complex work in India.

The Commissioner (Transport), on behalf of the Govt. of NCT of Delhi invites Bids for selecting Consultants, who can assist Transport Department, Govt. of NCT of Delhi for selection process of Bidder to create infrastructure for supplying and affixing of High Security Registration Plate in entire NCT of Delhi in conformity with the said Rules.

The HSRP Bidder implementing the project will establish necessary infrastructure for the

issuance and affixing of High Security Registration Plates, maintain and operate the infrastructure, formalities, services and establishment so created, at his own risk and costs including Site implementation and Networking within the National Capital Territory of Delhi.

3.2. Tender Preparation, Bid Management and signing of Concession

Agreement (Estimated time – 3 months): The objective of this tender is

engagement of consultant to prepare tender document, bid management activities &

finalization of tender. The activities which a consultant will be perform interalia as under:-

i. To prepare Tender Document for implementation of High Security Registration

Plates in NCT of Delhi.

ii. To prepare Bid Invitation Notice.

iii. To organize Pre-Bid Conference for the above tender. Consequent to the Pre

Bid Conference, preparation of replies to the suggestions/ clarifications/

queries received from the prospective bidders and to suggest changes

acceptable, if any, before finalisation of Tender Document.

iv. To suggest changes as necessary for approval of Transport Department, GNCT

of Delhi and to freeze the Tender Document after the Pre-Bid Conference.

v. To remain present at the time of Receipt of Bids and Opening of Bids by

Transport Department, GNCT of Delhi to assist the department.

vi. To do the complete evaluation of Tender Bids including Technical & Commercial

evaluation and submission of final report to the competent authority for

approval/ further action.


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vii. Preparation of Techno-Commercial Report examining technical responsiveness

of the Bidders on Technical, Commercial and all other Terms and Conditions

provided in the RFP Document, including Financial Capacity & Capability of the

Bidders to perform the contracts because of RFP Document.

viii. Preparation of the Final Bid Evaluation Report recommending the Bidder for

‘Award of Contract’ or otherwise and to submit the same to Transport

Department, GNCT of Delhi for approval and acceptance.

ix. Determination of reasonableness of the L-1 quoted prices/ charges and

justification thereon. Besides this, the Consultant should be able to clearly spell

out the methodology adopted and the basis for arriving at the justified prices.

x. To prepare Letters of Acceptance, Concession Agreement, etc. for the

implementation of project of High Security Registration Plates.

xi. To provide legal assistance in case any dispute arises on this Contract.

xii. To undertake all activities as indicated above at the Consultant’s expenses

without cost escalation (i.e. without additional cost to Transport Department,

GNCT of Delhi), in the event of annulling of the tender/ retendering due to any

reason.

xiii. Any other activity related to ‘Bid Process Management’ till Final completion.

3.3 The Consultant shall prepare the complete Tender Document [Request for

Proposal – (RFP)] for Commercial Terms and Technical Specifications for

procurement of High Security Registration Plates taking into account the

requirement of terms & conditions for open tendering process and

particularly the following parameters amongst others:

i. Qualification Criteria for Bidders.

ii. Criteria for Evaluation of Bids. ‘Techno-Commercial Bid Evaluation’ &

‘Price Bid Evaluation’ Formats which will form part of the Tender

Document.

iii. To include all such conditions in the tender document which are

essentially required to safeguard the interest of vehicle owners and also

the conditions which should be prescribed to ensure strict compliance of

law on the subject and also safeguard the interest of the Transport

Department.

iv. To study the shortcomings in the present tender and also to study the

deficiencies noted in the performance of the existing tender and to

suggest suitable modifications to ensure that such deficiencies are taken

care of.


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v. Warranty & Guarantee Conditions.

vi. Purchase Policy/ Procedures taking into account GFR & CVC guidelines,

Government of NCT of Delhi/ Government of India’s directions on

procurement of buses.

vii. Quality Assurance Plan/ Inspection – Quality Assurance Plan/ Inspection

will form part of the Tender Document.

viii. Need for and mechanism of obtaining type Approval/ Certification of the

Authorized Testing Agency under CMVR or any other Rules applicable in

India.

ix. Grievance Redressal/ Dispute Resolution Mechanism.

x. Legal vetting of the Tender Document.

xi. Requirement of software / IT services for successful implementation of

HSRP.

4. Standards of Performance

i. The Consultant shall perform the Services and carry out their obligations as above with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate 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 “Transport Department, GNCT of Delhi, and shall at all times support and safeguard the legitimate interests of Transport Department, GNCT of Delhi in any dealings with Third parties. ii. Consultant has to ensure that relevant and extant guidelines issued by Govt. of India, GNCT of Delhi, Central Vigilance Commission, as applicable to this RFP document are strictly adhered to. iii. The Consultant shall be accountable for any advice and for any service rendered to Transport Department, GNCT of Delhi keeping in view norms of ethical business professionalism etc. iv. The Consultant must act, all times, in the interest of Transport

Department, GNCT of Delhi and render any advice/ service with professional integrity. v. The Consultant must keep in view transparency, competitiveness, economy, efficiency and equal opportunity to all prospective tenderers / bidders, while rendering any advice/ service to Transport Department, GNCT of Delhi in regard with matters related to selection of technology and determination of design and specification, bid eligibility criteria, bid evaluation criteria, mode of tendering, tender notification etc.


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vi. Confidentiality: Except with the prior written consent of the “Transport Department, GNCT of Delhi”, the Consultant and its Personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Service, nor shall the Consultant and its Personnel make

public the recommendations formulated in the course of, or as a result of, the Services.

5. Submission, Receipt and Opening of Proposal

a. The original proposal, both technical and financial proposals shall contain no interlineations or overwriting, except as necessary to correct errors

made by the Consultants themselves. The person who signed the proposal must initial such corrections.

b. An authorized representative of the Consultants shall initial all pages of the original technical and financial proposals. The authorization shall be in the form of a written power of attorney accompanying the proposal or in any other form demonstrating that the representative has been duly authorized to sign.

c. All the pages of the bid document should be numbered.

Part III- Pre-Qualification Criteria

The invitation for Response is open to all Consultancy Firms who fulfils the prequalification criteria as specified below:

No. Eligibility Criteria Document Proof

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The bidder should be duly registered company registered under Indian Companies Act, 1956 OR

A partnership firm registered under Indian Partnership Act, 1932 OR

A company registered under the Limited Liability Partnership (LLP), Act, 2008

Certificate of Incorporation/ Registration

2

The net worth of the bidder, as on 31st March, 2017, should be Positive.

Copy of last balance sheet and Profit and Loss Statement.

3

General consultancy of more than 100 crore in each financial year 2014-15, 2015-16 & 2016-17.

Auditor certificate of General consultancy of more than 100 crore in each financial year 2014-15, 2015-16 & 2016-17 be separately given


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6. Technical Qualification Criteria

a. Bidders who meet the pre-qualifications/eligibility requirements would be

considered as qualified to move to the next stage of Financial evaluation.

6.1 Commercial Bid Evaluation

a. The Financial Bids of technically qualified bidders will be opened through e- procurement portal, on the date prescribed subsequently, in the presence of bidder representatives.

b. Only fixed price financial bids indicating total price for all the deliverables and

services specified in this bid document will be considered.

c. GST and all other applicable taxes should be included in the bid. d. Any conditional bid would be rejected

7. Performance Guarantee

The TD will require the selected bidder to provide a Performance Bank Guarantee, within 15 days from the Notification of award, for a value equivalent to 10%of the total cost of tender.

8. Terms of Payment:

a) The payments in respect of the Services shall be made as follows:

i. On finalization of Bidding Document: 40% of Consultancy

Fee + Government Levies as applicable.

ii. On signing of concession agreement with successful

bidder/ (Issuance of RFP) : 50% of Consultancy Fee +

Government Levies as applicable.

iii. Commissioning/ Roll out of Project by successful bidder:

Remaining 10% of Consultancy Fee + Government Levies as applicable.

(b) The consultant shall submit the invoice for payment when the

payment is due as per the agreed terms. The payment shall be

released as per the work related milestones achieved and as per

the specified percentage.


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9. Force Majeure

Definition:

(a) For the purposes of this Contract, “Force Majeure” means an event which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or at the instance of the Party claiming to be affected by such events and which has caused the non-performance or delay in performance, and which makes a Party‘s performance of its obligations hereunder impossible or so impractical as reasonably to be

considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or other industrial action (except where such strikes, lockouts or other industrial action are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by Government agencies.

(b) Force Majeure shall not include (i) any event, which is caused by

the negligence or intentional action of a Party (ii) any event, which a diligent Party could reasonably have been expected both to take into account at the time of the conclusion of this Contract, and avoid or overcome in the carrying out of its obligations hereunder.

9.1 No Breach of Contract: The failure of a Party to fulfil any of its

obligations here under shall not be considered to be a breach of, or

default under, this Contract in so far as such inability arises from an

event of Force Majeure, provided that the Party affected by such an

event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and

conditions of this Contract.

9.2 Measures to be taken:

(a) A Party affected by an event of Force Majeure shall continue to perform its obligations under the Contract as far as is reasonably

practical, and shall take all reasonable measures to minimize the

consequences of any event of Force Majeure.

(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any case not later than fourteen (14) days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.

(c) Any period within which a Party shall, pursuant to this Contract,

complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.


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(d) During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultant, upon instructions by the Transport Department, shall either:

(i) demobilize,; or (ii) Continue with the Services to the extent possible, in which

case the Consultant shall continue to be paid proportionately and on pro rata basis, under the terms of this Contract.

(e) In the case of disagreement between the Parties as to the

existence or extent of Force Majeure, the matter shall be settled according to Clause GC 8.

9.3 Suspension: The “Transport Department” may, by written notice of

suspension to the Consultant, suspend all payments to the Consultant hereunder if the Consultant fails to perform any of its obligations under

this Contract, including the carrying out of the Services, provided that

such notice of suspension (i) shall specify the nature of the failure, and

(ii) shall allow the Consultant to remedy such failure, if capable of being remedied, within a period not exceeding thirty (30) days after receipt by the Consultant of such notice of suspension.

10. Arbitration

All disputes or differences arising out of or in connection with the Contract shall be settled by bilateral discussions. Any dispute, disagreement or question arising out of or relating to the Contract or relating to construction or performance, which cannot be settled amicably, may be resolved through arbitration. In the event of any dispute or difference arising out of or in any way relating to or concerning these presents or effects of these presents, the same shall be referred to the sole arbitration of a person

to be appointed by the Commissioner (Transport), Government of NCT of Delhi.

Any litigation arising out of this contract shall be filed only in the Courts at Delhi. India.


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Covering Letter To

The Secretary-cum-Commissioner (Transport), Transport Department, Government of NCT of Delhi, 5/9, Under Hill Road, Delhi –110054.

Reference: Tender for engagement of Consultancy firm for project development and management Consultant by Transport Department

Madam, 1. This is to notify you that our company intends to submit a proposal in response to

the above cited Tender reference. 2. Primary and Secondary contacts for our company are:

3. We confirm that the information contained in this response or any part thereof,

including its exhibits, and other documents and instruments delivered or to be delivered are true, accurate, verifiable and complete. The response includes all information necessary to ensure that the statements therein do not in whole or in part mislead TD in its short listing process.

Primary Contact Secondary Contact

Name:

Title:

Company Name:

Address:

Phone

Mobile:

Fax:

E-Mail


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4. We fully understand and agree to comply that verification, if any of the

information provided here is found to be misleading the short listing process or unduly

favours our company in the short listing process, we are liable to be dismissed from the

selection process. 5. It is hereby confirmed that I/We are entitled to act on behalf of our

corporation/company/firm/organization and empowered to sign this document as well as

such other documents, which may be required in this connection. 6. This response to tender is valid until XX.

7. The proposal contain number of pages duly numbered and signed by the

authorized signatory.

Duly authorized to sign the tender response for and on behalf of XX

Yours sincerely,

(Signature) Authorized Representative

Name: Title/Appointment Name of the Company: Address:

Date: (Seal/Stamp of Bidder)

Certificate as to Authorize Signatories

I, , certify that I am the Company Secretary of _________, and that who signed the above response is authorized to bind corporation/company by authority of its governing body.

(Company Seal) Date:


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Organizational Details

1. Organizational Details

Details of the Organization

Name

Nature of business in India

Date of Incorporation

Date of Commencement of Business

Address of the Headquarters

Address of the Registered Office in India

Other Relevant Information

Mandatory Supporting Documents:

(a) Certificate of Incorporation from Registrar Of Companies (ROC) (b) Relevant sections of Memorandum of Association of the company

2. Financial Strength Details

No. Financial Information

FY 2014-15 FY 2015-16 FY 2016-17

1 Total Revenue (in INR)

2 Total Revenue in Consultancy work

3 Total Revenue in General Consultancy work

4 Profit Before Tax (in INR)

5 Other Relevant Information

6 Mandatory Supporting Documents:

(a) Auditor Certified financial statements for the Last three financial years; 2014-15, 2015-16 and 2016-17 (Please include only the sections on P&L, revenue and the assets, not the entire Balance sheet.)

(b) Further Auditor certificate of general consultancy of more than 100 crore in each financial

year 2014-15, 2015-16 & 2016-17 be separately given.


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3. Consu l t ancy Experience for last 3 years

General Consultancy experience

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services

Other Details

Total cost of the project

Total cost of the services provided

by the respondent

Duration of the project (no. of

months, start date, completion date,

current status)

Other Relevant Information

Mandatory Supporting Documents: a) Letter from the client to indicate the successful completion of the

projects or work order

Project Capability Demonstration

Complete details of the scope of the project shall be provided to indicate

the relevance to the pre-qualification criterion (which is part of minimum

qualification criteria).


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FORM OF BANK GUARANTEE FOR EMD

Whereas, (Name and address of bidder) (hereinafter

called “the Bidder”) wishes to submit his bid for

(Name

of work).

And Whereas, the Bidder is required to furnish a Bank Guarantee for the sum of Rs.1,50,000/- ( Rupees One lakh & Fifty thousands only) as Earnest Money Deposit (EMD) against the Bidder’s offer as aforesaid.

And Whereas, ______ (Name of the Bank) have, at the

request of the Bidder, agreed to give this guarantee as herein after contained.

KNOW ALL MEN BY THESE PRESENTS that we _____ (name and address of bank)

having our registered office at ___ (hereinafter called “the Bank”) are bound unto the

Commissioner (Transport), Transport Department, Government of NCT of Delhi, 5/9, Under Hill Road, Delhi – 110054 (hereinafter called “the Employer”) in the sum of Rs. _/- (Rupees only) for which payment will and truly to be made to the said Employer, the bank binds itself, its successors and assigns by these presents.

We further agree as follows:

a) That the Employer may without affecting this guarantee grant time or other indulgence to or negotiate further with the bidder in regard to the conditions contained in the said bid and thereby modify these conditions or add thereto any further conditions as may be mutually agreed upon between the Employer and the Bidder.

b) That the guarantee hereinbefore contained shall not be affected by any change in

the constitution of our bank or in the constitution of the bidder.

c) That any account settled between the Employer and the bidder shall be conclusive evidence against us of the amount due hereunder and shall not be questioned by us.

d) That this guarantee commences from the date hereof and shall remain in force till

(date to be filled up) (upto 180 days from the deadline

date of submission of Bid).

d) That the expression “the Bidder” and “the Bank” herein used shall, unless such an

interpretation is repugnant to the subject or context, include their

respective successors and assigns.


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THE CONDITIONS OF THIS OBLIGATIONS ARE :

a. If the Bidder withdraws his Bid during the period of Bid validity specified in the Form of Bid, or

b. If the Bidder having been notified of the acceptance of his Bid by the Employer

during the period of Bid validity :

(i) Fails or refuses to furnish the Performance Guarantee in accordance with

relevant clause of the tender and/or

(ii) Fails or refuses to enter into a contract within the time limit specified in the

relevant clause of the tender document.

We undertake to pay to the Employer mere on demand without demur upto the above amount upon receipt of his first written demand, without the Employer having to substantiate his demand provided that in his demand the Employer will note that the amount claimed by him is due to him owing to the occurrence of any one or more of the conditions (a) & (b) mentioned above, specifying the occurred condition or conditions.

Signature of

Authorized official of the Bank

Signature of the Witness Name of Official

Designation

Name of the Witness Stamp/seal

Of the Bank_

Address of the Witness


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Undertaking (on Bidder’s letter head)

<Location, Date>

To

The Secretary-cum-Commissioner (Transport), Transport Department, Government of NCT of Delhi,

5/9, Under Hill

Road, Delhi –

110054.

This is to certify that <<COMPANY NAME>> hasn’t been blacklisted by a central / state Government institution

Authorized Signatory Name of Signatory:

Bidder Name: Date Place PROFORMA FOR FINANCIAL BID.

S.No. Description of Work Financial Bid (inclusive of all applicable taxes including GST)

1. Tender for engagement of Consultancy agency for

preparation of tender documents, finalization of tender and preparation of Concession Agreement for High Security Registration Plates for Transport Department, Government of NCT of Delhi.

Rs._______/-

The bid should contain all applicable taxes including G.S.T.