DEHRADUN MUNICIPAL CORPORATION
DEHRADUN, UTTARAKHAND
NOTICE INVITING REQUEST FOR PROPOSAL (RFP)
No. Date: 31-12-2013
Engaging the Independent Engineer cum Project Management Consultant for the establishment of the Integrated MSW Processing Facility with Engineered Sanitary Landfill Facility at Dehradun & Project Operation Monitoring in Dehradun under Public Private Partnership mode
The Dehradun Municipal Corporation (DMC) has appointed an Operator for constructing and operating a waste processing facility with landfill through Public-Private participation on a DFBOOT model. In this connection, the DMC intends to engage a firm of consultant who will act as the Independent Engineer cum Project Management Consultant upon the award of the project to the private operator. The selected consultant will work with DMC in establishing the project including developing adequate control systems and procedures as Independent Engineer as well as act as the Project Management Consultant during the Construction, Operation & Maintenance phase of the project. Interested consultants must provide information indicating that they are qualified to perform the services (Brochures, Description of similar assignments, experience in similar conditions, availability of appropriate skills among staff etc). Interested consultants may obtain further information at the address below from 10.00A.M up to 2.00P.M on all working days from 31-12-2013 to 14-01-2014.
The RFP response may be delivered to the address below on or before 14-01-2014 at 2.00PM. The Mukhya Nagar Adhikari, Dehradun Municipal Corporation, Dehradun, Uttarakhand.
The RFP document can be obtained from the Office of Mukhya Nagar Adhikari, Dehradun Municipal Corporation, by paying demand draft/ pay order from any nationalized/ scheduled bank for Rs.1000/- (One Thousand Only) towards cost of the document, in favor of “The Mukhya Nagar Adhikari, Dehradun Municipal Corporation” payable at Dehradun on the dates mentioned in the RFP document. The document can also be downloaded from the website www.nagarnigamdehradun.com. Any queries pertaining to the RFP document can be emailed to .
While submitting the downloaded document, a demand Draft of Rs.1000/- (Rupees One Thousand Only) drawn on any nationalized/scheduled Bank in favour of “The Mukhya Nagar Adhikari, Dehradun Municipal Corporation” shall be submitted.
Mukhya Nagar Adhikari
Dehradun Municipal Corporation
Dehradun
SCOPE OF PROJECT AND TERMS FOR BIDDING
1. The RFP will be available on web site http://nagarnigamdehradun.com. The Request for Proposal [RFP] is open to all eligible firms
2. A firm will be selected under the Quality and Cost based Selection (QCBS) procedures described in this RFP.
3. The Proposals (Technical & Financial) can be submitted by sealed hardcopy at Dehradun Municipal Corporation.
4. Tender will be available on website from 31.12.2013 to 14.01.2014 up to 14.00Hrs., and has to be submitted on 14.01.2014 upto 14.00Hrs and will be opened on the same day by 16.00hours.
The Scope of Work of this Assignment is:
· Engagement as Independent Engineer cum Project Management Consultant for assisting the Municipality in establishing the Project;
· Review, inspection and monitoring of construction works, examination of the designs/drawings and conduct of tests;
· Issue of progress reports and completion certificates during and after completion of the construction period;
· Review and inspection of the operations and maintenance arrangements and monitoring compliance with the performance and maintenance standards, during the operations period;
· Identifying delays and lapses that require action on part of the Procuring Entity for enforcing agreement terms;
· Determining the reasonableness of costs for any works or services, as required under the Concession Agreement;
· Determining the period or extension thereof, for performing any duty or obligations, as required under the Concession Agreement;
· Carrying out such responsibilities as are assigned by the Procuring Entity
· Function as the Project Engineer, as per the terms of the Concession Agreement.
· In addition to the above scope, the selected Consultant shall assist DMC in preparing and tendering the collection and transportation of Solid Waste so as to ensure adequate supply of waste to the processing facility. The selected Consultant shall function as the Project Management Consultant for the C&T Operation as well in addition to the PMC assignment of the processing facility.
1. The following documents are enclosed to enable you to submit your proposal:
a) Terms of reference (TOR) (Annexure - 1);
b) Supplementary information for consultants, including a suggested format of curriculum vitae (Annexure - 2); and
c) A Sample Form of Contract for Consultants' Services under which the services will be performed (Annexure - 3).
d) Evaluation sheet (Annexure - 4).
2. In order to obtain first-hand information about the Assignment and the local conditions, it is considered desirable that a representative of your firm visit the Dehradun Municipal Corporation Office and also the Project Sites. Your representative may meet the following officials, in case of any clarifications:
Mukhya Nagar Adhikari,
Dehradun Municipal Corporation,
Dehradun, Uttarakhand
Please ensure that advance intimation regarding your visit is sent to the concerned so as to enable them to make appropriate arrangements.
3. The Submission of Proposals:
The proposals shall be submitted in two parts, viz., Technical Proposal and Financial Proposal and should follow the format given in Annexure - 2.
3.1 The "Technical Proposal" and "Financial Proposal" must be submitted in two separate sealed envelopes (with respective marking in bold letters) following the formats/schedules given in Annexure - 2. The first envelope marked "Technical Proposal" should include the description of the firm/organization, the firm’s general experience in the field of Assignment, the qualification and competency of the personnel proposed for the Assignment and the proposed work plan, methodology and approach in response to suggested Terms of Reference. The first envelope containing the Technical Proposal should not contain any cost information whatsoever. It should be sealed with sealing wax.
The second envelope marked "Financial Proposal" must also be sealed with sealing wax and initialed twice across the seal and should contain the detailed price offer for the consultancy services.
Both the sealed envelopes should again be placed in a sealed cover and the name of work to which it is submitted should be super scribed and it will be received in the office of the Mukhya Nagar Adhikari, Dehradun Municipal Corporation up to 14.00hours on 14.01.2014.
You shall provide a detailed breakdown of costs and fees as per the format for Financial Proposal.
The submitted Bids not adhering to these instructions will be rejected.
3.2 The Technical Proposal will be opened by the Mukhya Nagar Adhikari, Dehradun Municipal Corporation or his authorized representative in his office at 14.00hours on 14.01.2014. It may please be noted that the Financial Proposal will be opened only after the completion of technical evaluation of the Technical Proposal as per Clause 4.0 and the result approved and notified to all consultants.
3.3 A pre-proposal conference is being scheduled to be held on 14.01.2014. Bidders seeking clarifications on the project, if any, may send their queries before the pre-proposal conference date as above.
4. Evaluation
A two-stage procedure will be adopted in evaluating the proposals with the technical evaluation being completed prior to opening of the Financial Proposal. The Technical Proposals will be evaluated based on the following criteria:
1) Key Personnel for undertaking the Assignment (20 marks);
2) Appreciation of Issues (10 marks)
3) The quality of the methodology proposed (40 marks)
4) Work Plan including team organization, work division and responsibilities (10 marks)
5) Experience in Consultancy in MSW Sector (15 marks).
6) Profile of the Consultant. ( 5 marks )
The Curriculum vitae of senior personnel in each discipline should be included with the Proposal as per Form 5 for assessing the qualifications and experience of the personnel proposed to be deployed for the Assignment. These personnel will be rated based on the following criteria:
i. General qualifications - (20%)
ii. Adequacy for the project (suitability to perform the duties for this assignment. These include education and training, length of experience on fields similar to those required as per terms of reference, type of positions held, time spent with the firm etc) - (40%)
iii. Language and experience in the Region - (20%)
iv. Involvement in skills, transfer program and training ability - (20%)
The Evaluation sheet is enclosed as Annexure - 4
5. Deciding Award of Contract
5.1 The quality and competence of the consulting service shall be considered as the paramount requirement. The decision of the award of the contract would be as under through QCBS model.
5.2 The Consultants scoring a minimum of 60 marks as Technical Score (St) of the total points in technical evaluation will be considered qualified and their Financial Proposals alone will be opened. Dehradun Municipal Corporation shall notify the Consultants who have secured the minimum qualifying marks, indicating the date and time set for opening the Financial Proposals. The notification may be sent by registered letter, cable, telex, facsimile, or electronic mail.
Dehradun Municipal Corporation, at its discretion shall notify those Consultants whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the Letter of Invitation and Terms of Reference, indicating that their Financial Proposals will be returned unopened after completing the selection process.
5.3 The Financial Proposals shall be opened publicly in the presence of the Consultants' representatives who choose to attend. The name of the Consultant, the quality scores, and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. Dehradun Municipal Corporation shall prepare minutes of the Financial Proposals opening.
5.4 Dehradun Municipal Corporation will determine whether the Financial Proposals are complete [i.e., whether they have costed all items of the corresponding Technical Proposals; if not, the Dehradun Municipal Corporation will cost them and add their cost to the initial price], correct any computational errors. The evaluation shall exclude local taxes.
The lowest financial proposal (Fm) will be given a Financial Score (Sf) of 100 points. The financial scores of all the proposals will be computed as follows: Sf = 100 x Fm/F (F-amount of Financial Proposal). Proposals will finally be ranked according to their combined Technical (St) and Financial (Sf) Scores using a weight of 80% for Technical Proposal and 20% for Financial Proposal.
S = St x 0.80 + Sf x 0.20.
5.5 The Consultant securing the highest score will be invited for negotiations.
5.6 Prior to the expiration period of proposal validity, Dehradun Municipal Corporation will notify the successful Consultant who submitted the highest scoring Proposal in writing by registered letter, cable telex or facsimile and invite it to negotiate the Contract. Negotiations normally take a day. The aim is to reach an agreement on all points, and initial a draft contract by the conclusion of Negotiations.
Negotiations will commence with a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions the successful Consultant may have made to improve the TOR. Agreement must then be reached on the final TOR, the staffing and staff months, logistics and reporting
Special attention will be paid to optimize the required outputs from the Consultant and to define clearly the inputs required from the Client to ensure satisfactory implementation of the Assignment. The changes agreed upon will then be reflected in the draft contract, using proposed unit rates (no negotiation of the unit rates, including the man month rates). Having selected the Consultant, among other things, on the basis of an evaluation of the proposed key professional staff, Dehradun Municipal Corporation expects to negotiate a contract on the basis these staff named in the proposal and, prior to contract negotiations, will require assurance that these staff will be actually available. Dehradun Municipal Corporation will not consider substitutions during contract negotiations except in cases of unexpected delays in the starting date or incapacity of key professional staff for reasons of health. In such cases the client may accept the substitutes having equal or above qualifications prescribed only after getting approval from the client. The negotiations will be concluded with a review of the draft form of Contract. Dehradun Municipal Corporation and the Consultant will finalize the contract to conclude negotiations. If the negotiations with this Consultant are successful, the award will be made to him and all other Consultants notified. If negotiations fail, and if it is concluded that a Contract with reasonable terms cannot be concluded with this Consultant, the Consultant scoring second highest score, will be invited for negotiations.
This process will be repeated till an agreed Contract is concluded. Please note that the Mukhya Nagar Adhikari, Dehradun Municipal Corporation is not bound to select any of the firms submitting proposals.
6. The duration of appointment of the Independent Engineer cum Project Management Consultant is for 5 (five) years from the date of appointment. The term may be extended by mutual consent by the Parties. The maximum increment allowed is 10% per annum of the monthly fee quoted by the Consultant during and for extension.
7. You are requested to hold your proposal valid for 180 days from the date of submission without changing the personnel proposed for the assignment and your proposed price. Dehradun Municipal Corporation will make its best efforts to select a consultancy firm within this period.
8. Please note that the cost of preparing a proposal and of negotiating a contract including visits to the municipality, if any is not reimbursable as a direct cost of the assignment.
9. Assuming that the Contract can be satisfactorily concluded by February 2014, you will be expected to take-up/commence the assignment within 7 days from the date of issue of work order.
10. If there is a delay without any valid reason, within the time limit in the submission of the reports, penalty may be imposed as follows:
For every week of delay notice: 0.01% of the monthly consultancy fees for the respective report will be deducted per week.
11. We wish to remind you that any manufacturing or construction or operating firm, with which you might be associated with, will not be eligible to participate in bidding for any goods or works resulting from or associated with the project of which this consulting assignment forms a part.
12. Please note that if you consider that your firm does not have all the expertise for the assignment, there is no objection to your firm associating with another firm to enable a full range of expertise to be presented. The request for a joint venture should be accompanied with full details of the proposed association.