RFP for Appointment of TPIMA

Request for Proposal For Appointment of Third Party Inspection and Monitoring Agencies for Projects (TPIMA) Basic Services to Urban Poor (BSUP) and Integrated Slum and Housing Development Programme (IHSDP) Greater Ranchi Development Agency Limited (Govt. of Jharkhand Undertaking) 3rd Floor, RRDA Building, Pragati Sadan, Kutchery Road, Ranchi-834001. Tel: 0651-2200192, Fax: 0651-2200212. Oct., 2010 Request for Proposal (RFP) T P IM A 2 Contents Sl.No Topic Page 1 Background …………………………………………… 3 2 Need for TPIM ……………………………………….. 4 3 Scope of Services …………………………………….. 5-6 4 Time Frame …………………………………………… 7 5 Deliverables …………………………………………... 7-9 6 Conflict of Interest …………………………………… 9 7 Mechanism ……………………………………………. 10 8 Bids – Submission and Evaluation ……………….. 10 9 Proposal – Content and Evaluation ………………. 10 APPENDICES 1 Technical Bid Format ……………………………….. 12-25 2 Financial Bid Format ……………………………….. 26-27 3 Checklist for Quality Control ………………………. 28-34 Request for Proposal (RFP) T P IM A 3 Jawaharlal Nehru National Urban renewal Mission (JNNURM) aims at reform-driven integrated and planned development of cities/towns with efficiency in urban infrastructure and service delivery mechanisms, provision of basic services including improved housing to urban poor, community participation and accountability of Urban Local Bodies (ULBs) and Parastatal agencies towards citizens. Its two components, Basic Services to the Urban Poor (BSUP) and Integrated Housing and Slum Development Programme (IHSDP) focus on improving the living conditions of the slum population. These projects are aimed at integrated development of slums for providing shelter, basic services and other related civic amenities to the urban poor. Both sub-missions have a strong Housing component. Mission Directorate in the Ministry of Housing & Urban Poverty Alleviation (MoHUPA) has evolved a state level mechanism for Third Party Inspection and Monitoring of projects sanctioned under JNNURM. This process of inspection and monitoring will keep track of physical & financial progress of projects throughout the project life cycle. The purpose of this model RFP is to : • Enable the Greater Ranchi Development Agency Limited-GRDA (State Level Nodal Agnecy-SLNA) to appoint Third Party Inspection and Monitoring Agencies (TPIMA) for review and monitoring of all JNNURM projects implemented by Urban Local Bodies (ULBs), parastatals and other state agencies • Bring standardization and consistency in the process, functioning and scope of activities of external Third Party Monitoring Agencies engaged for monitoring of JNNURM projects • Provide a structured report on the projects under JNNURM 1. Background : Request for Proposal (RFP) T P IM A 4 The Mission Directorate, MoHUPA is currently implementing a web enabled Management Information System (MIS) for JNNURM Project Tracking and Integrated Urban Poverty Monitoring System (IPOMS). The system is designed to capture physical & financial progress of JNNURM projects. The information is critical for release of subsequent installments for the projects. The information provided by MIS can be cross verified with independent reports from TPIMA to identify the constraints and issues in the project implementation and enable a corrective action if necessary. TPIM would enable achievement of • Better Project Quality • Cost Control • Time Control • Improved Planning & Budgeting • Control over Fund Flow & Utilization • Measuring Project Outputs • Measuring Impact of JNNURM JNNURM projects are approved by Central sanctioning & Monitoring Committee at the Centre after Detailed Project Reports (DPRs) prepared by ULBs are approved by State Level Steering Committee (SLSC) and appraised by specialist agencies of the Central Government. At each stage , there may be suggestions and recommendations and TPIM would ensure that these points are incorporated in the implementation of the projects. TPIM would ensure periodic feedback to all key stakeholders. It is, therefore, imperative that each project is covered by TPIM and periodic feedback is given to all stakeholders at ULB/Town/City, State & Central level. 2. Need for Third Party Inspection & Monitoring (TPIM) : Request for Proposal (RFP) T P IM A 5 The TPIM agency would undertake monitoring works pertaining to: a. Pre-construction stage ƒ Examination of project documentation with respect to sanctioned covenants ƒ Report on targeted beneficiaries of the scheme (whether socio-economic surveys and biometric identification done, stake holders consultation, process etc.) ƒ Review of Land requirement/ availability & other clearances to begin construction ƒ Examination of bid documentation & bid process ƒ Review of Project Implementation Plan and procurement process ƒ Review of Site preparation ƒ Review of Project Management Mechanisms/ Structures (eg. PERT/CPM Charts) ƒ Review of probability of Cost & Time overruns during pre-construction stage ƒ Report on targeted beneficiaries of the scheme (whether socio-economic surveys and biometric identification done, stake holder consultation/process etc.). b. Construction stage ƒ Report on compliance to statutory requirements ƒ Report on safety and Health aspects ƒ Report on convergence of scheme with education, health and social security ƒ Report on Beneficiary participation in the project ƒ Report on Physical Progress of the project ƒ Report on Financial progress and fund utilization ƒ Report on Quality Assurance systems and Project quality- as per Checklist for Quality Control 3. Scope of Services and Deliverables : Request for Proposal (RFP) T P IM A 6 ƒ Report on Social Infrastructure and aesthetics ƒ Report on variations with respect to sanctioned covenants ƒ Report on cost variations and time overruns ƒ Report on remedial measures to improve physical and financial progress and quality of the project ƒ Report on progress of resettlement and rehabilitation, if any ƒ Report on court cases/ Litigation c. Commissioning, trial run and testing stage ƒ Report on Assets created ƒ Reports on completion of projects ƒ Requirement of Operation and maintenance (O&M) ƒ System & Structure of O&M ƒ Capacity of staff of ULB ƒ Training requirements of staff d. Post construction Stage ƒ Report on functionality & usage ƒ Report on O&M of assets created including common amenities ƒ Report on social and environment impact analysis ƒ Report on user/Beneficiary satisfaction ƒ Report on capacity created ƒ Report on overall performance and sustainability of the assets created Request for Proposal (RFP) T P IM A 7 Services for TPIMA would be for entire life cycle of the projects and ideally TPIMA should be in place in the pre-construction stage and would function till one year from the filing of project completion report and give a final report on the overall performance of the project. Sl.No. Nature of Review Frequency of Reports 1. Pre-Construction Once 2. Construction As per need 3. Commissioning & Trial runs Once 4. Post Construction Quarterly TPIM Agency will undertake: a. Desk review of documents and periodical site visits: (i) Ensuring all project documents, including outcomes, outputs, specifications, estimates of quantities, work packages, project implementation plan - including milestones, periodic progress indicators, oversights etc., on-site management systems, such as rerouting of transient services, temporary connections, worker accommodation, labour insurance, procurement & storage of materials, inventory management; delivery, hand-over, exit and financial closure plans are in place (ii) Site visits will be organized at different stages as indicated by the implementing agencies as ‘milestones’ in their work 4. Time Frame : 5. Deliverables : Request for Proposal (RFP) T P IM A 8 plan, which may consist of intermediate stages of development of work or contracting packages. Indicative milestones, such as foundations, superstructure, fenestration, services, finishes and commissioning may be taken as comparatives from the assessment side to help translate progress reports to non-technical personnel at reporting sites. b. Filing and uploading of all inspection reports in the prescribed online monitoring system of the Mission Directorate as well as by sending reports to GRDA and Mission Directorate. The reports would be sent at a periodic interval as prescribed in Para-4. c. Capture, wherever possible, moderated, and structured perceptions of the beneficiaries on various aspects of project implementation including communicating project rationale, strategy, outcomes, results, rights and responsibilities of all stakeholders; d. Estimate the degree of beneficiary buy-in as regards the project(s); e. To capture qualitative feedback in narrative and in separate documents; f. To report the progress with respect to implementation as per the appropriate stage of the project under development; An appointed TPIM agency would essentially report in the following structure: (i) Baselines of the project, including entire process trail – which would ensure that all necessary processes of clearance, approvals - administrative, technical and financial sanctions are in place. At the desk review report generated at the initiation milestone, this section of the report would document the process flows and benchmarks that are adopted by the concerned level of implementation. Request for Proposal (RFP) T P IM A 9 (ii) Outcomes of the project at initiation milestone/the specific milestones – expected state of physical and financial progress. (iii) Observed physical and financial progress including execution process – this will require to be done from two ends (i) supply end, i.e. GRDA and (ii) level of implementing agency. (iv) Compliance and exception reports in process trail, technical and qualitative standards, financial propriety and integrity. In case of any processes being certified, the monitoring report must clearly mention this in case of the concerned implementing agency to the party to be reported to, i.e. Project Implementation Agency, GRDA and Mission Directorate. (v) Recommendations as to how to reduce exceptions, including if milestones need to be re-phased, or any process that may need to be streamlined. (vi) Follow-up action of the report, which would be ascertained in the next report. Conflict of interest for a TPIMA is defined as: - Any agency involved as a consultant in project preparation, supervision or implementation work in any of the JNNURM projects applying for TPIMA is a conflict of interest in the particular project/City/State (as the case may be). The team members of TPIMA should not have been employed (as an employee) by any City or State level government agency in the 5 years preceding this contract in the particular State. - Any agency black listed or debarred would not be eligible for appointment of TPIMA. 6. Conflict of Interest : Request for Proposal (RFP) T P IM A 10 GRDA shall communicate clear directions and guidance to ULBs and Implementing Agencies for extension of cooperation, sharing of information and all necessary assistance to TPIM Agencies. Mission Directorate will have close coordination with GRDA on this aspect. Separate Technical and Financial bids should be submitted to GRDA. A pre-bid conference should be held by GRDA to provide clarifications. GRDA reserves the right to accept or reject any bid. Only valid technical and financial bids are eligible. The technical bids are to be evaluated as per criteria stipulated in Para 2.4 of Technical Bid format and financial bids will be opened only for those Agencies which qualify the benchmark set for technical bids. Weightage of 60:40 would be given for Technical and Financial Bids. The technical proposal will comprise profile, credentials and experience of the firm, the proposed team and their detailed CVs, methodology and tasks assigned. Expression of Interest floated by the Government of India in this respect would be a guidance in this respect. Financial proposal should mention fees for desk review and per site visit in the prescribed Financial Bid format. All applicable taxes should be indicated separately. Evaluation of proposals shall be carried in two stages. Technical bid will be evaluated first and financial bid will be opened only for Agencies qualifying the technical benchmark. The maximum charges as stipulated in Toolkit for TPIMA will be applicable. In case lower rates are obtained through RFPs, the same will apply as terms of payment. ********* 7. Mechanism : 8. Bid- Submission and Evaluation : 9. Proposals – Content and Evaluation : Request for Proposal (RFP) T P IM A 11 APPENDICES Request for Proposal (RFP) T P IM A 12 Technical Bid Format Request for Proposal (RFP) T P IM A 13 Technical Bid for TPIM 1. Preparation of Technical Bid 1.1 The bid as well as all related correspondence exchanged by the Consultants and the Employer, shall be written in English language, unless specified otherwise. 1.2 In preparing their bid, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a bid. 1.3 While preparing the Technical bid, Consultants must give particular attention to the following: (a) If a Consultant considers that it may enhance its expertise for the Assignment/job by associating with other Consultants in sub- consultancy, it may associate, however the details may be provided at the time of bidding. (b) The estimated number of Professional staff-months for the Assignment/job is as shown in the RFP. However, the Bid shall be based on the number of Professional staff-months or budget estimated by the Consultants. While making the Bid, the consultant must ensure that he proposes the minimum number and type of experts as sought by the Employer, failing which the proposal shall be considered as non- responsive. (c) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position mentioned. Depending on the nature of the Assignment/job, Consultants are required to submit a Technical Bid using the attached Standard Forms. Submission of the wrong type of Technical Proposal will result in the Proposal being deemed non-responsive. Form Tech – I is a Request for Proposal (RFP) T P IM A 14 sample letter of which is to be submitted alongwith the technical bid. The Technical bid shall not include any financial information. A Technical bid containing financial information may be declared non responsive. 2 Procedure for Detailed Evaluation of Technical Bid 2.1 Being primarily technical work, final evaluation of the bids will be done on Combined Quality cum Cost based System wherein Technical Bid will be given a weightage of 60 % and financial bid will be given a weightage of 40%. 2.2 Bids securing 60% and above marks in technical evaluation will only be considered for opening of Financial Bids. The Bids with the lowest cost may be given a financial score of 100 and the other bids given financial score that are inversely proportionate to their prices. 2.3 The total score, both technical and financial, shall be obtained by weighing the Technical and Financial scores and adding them up. On the basis of the combined weighted score for Technical and Financial, the consultant shall be ranked in terms of the total score obtained. The bid obtaining the highest total combined score in evaluation of quality and cost will be ranked as H-1 followed by the bids securing lesser marks as H-2, H-3 etc. The bid securing the highest combined marks and ranked H-1 shall be recommended for award of contract. The bids will be ranked in terms of total points scored. 2.4 Criteria, sub-criteria and point system for evaluation to be followed under this procedure is as under: (i) Specific experience of the consultant firm relevant to the assignment /job (30 marks) Request for Proposal (RFP) T P IM A 15 (ii) Adequacy of the proposed methodology and work plan in response to the terms of reference. (30 marks) Sub-criteria: a) Technical approach & methodology (20 marks) b) Organisation & staffing (10 marks) (iii) Key professional staff: Qualification & competency for the assignment / job. (40 marks) Qualifications and competency of each of the key professionals will be evaluated separately. The marks for key professionals will be further divided as under: a) Team Leader (12 marks) b) Other key professionals (28 marks in total & equal score assigned to each professional staff proposed) (min. number of key professionals may be specified depending on the size of the project). For evaluation of each of the key professionals the following sub- criteria can be followed: a) Educational qualifications (20%) b) Adequacy for the assignment / job (80%) (Experience in carrying out similar assignment/job). The formats of the Technical Bid to be submitted are: Form Tech 1: Letter of Proposal submission Form Tech 2 : Consultant’s organization & experience Form Tech 3 : Approach & methodology Form Tech 4 : Team composition Form Tech 5 : Curriculum vitae Form Tech 6: Information regarding any conflicting activities and declaration thereof. Request for Proposal (RFP) T P IM A 16 FORM TECH-1 LETTER OF PROPOSAL SUBMISSION [Location, Date] To: [Name and address of Employer] Dear Sirs: We, the undersigned, offer to provide the consulting Assignment/job for [Insert title of Assignment/job] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope and requisite EMD and bid processing fees. We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant] We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Request for Proposal (RFP) T P IM A 17 FORM TECH-2 TPIMA’S ORGANIZATION AND EXPERIENCE A - Consultant’s Organization [Provide here a brief description of the background and organization of your firm/entity and each associate for this Assignment/job. The brief description should include ownership details, date and place of incorporation of the firm, objectives of the firm etc. Also if the consultant has formed a consortium, details of each of the member of the consortium, name of lead members etc., shall be provided] B - Consultant’s Experience [Using the format below, provide information on each Assignment