By:

V. L. Patankar
Additional Director General M/O Road Transport & Highways

Type of Consultancy Services

Preparation of Feasibility / DPR Construction Supervision Independent Engineer for PPP projects Authoritys Engineer for EPC projects

Selection Method of Consultant

Quality based selection (QBS) Consultancy services is awarded to the firm which secures highest marks in the technical proposal Quality and Cost Based Selection (QCBS) Relative weight to be given for quality (evaluation of technical proposal) and cost (financial proposal) Least Cost Lowest cost amongst consultants who secure marks above pre-defined benchmark after evaluation of technical proposal.

Selection of Consultants
Short list based on Expression of Interest Request For Proposal (RFP) Pre bid meeting Receipt of bids Evaluation of bids Negotiations Approval Award of services

Request For Proposal (RFP)

Letter of Invitation (LOI) Instructions to Consultants Application Submission Forms Terms of Reference (TOR) Draft Contract Agreement

Details to be given by Client

Details of services required Evaluation criteria and method of evaluation (QBS, QCBS, CBS) Bid validity Bid security Date and time of pre-bid meeting Date and time of submission bids

Details to be given by Client (Contd.)

Brief description of service and its objective Scope of services Inception report & Q A plan Details of works to be performed Design standard Reports and documents to be submitted

Details to be given by Client (Contd.)

Interaction with the client Payment schedule List of key personnel, their duties and their minimum qualification & experience requirement

Details to be furnished by the Consultant

Details of the firm including financial capacity Past experience including experience in similar project/services Appreciation of the project/services Comments and response to the TOR

Details to be furnished by the Consultant (Contd.)

Methodology & Work Plan Proposed quality assurance plan Equipment and software available Detailed CVs of key personnel Financial proposal

Invitation of Bids
Two covers Technical proposal Financial proposal

Key Personnel
1.

2. 3. 4. 5. 6.
7.

Senior Highway/ Bridge Engineer cum Team leader Senior tunnel engineer, if required Highway Engineer Pavement Specialist Bridge Engineer Traffic Engineer.

Key Personnel (contd)

8. 9. 10. 11. 12. 13. Material cum Geotechnical Engineer Senior Survey Engineer. Transport Economist Environmental specialist Resettlement & Rehabilitation Expert. Quantity surveyor/ Documentation expert

Criteria for Evaluation of Technical Proposal

Sl. No.
1 2 3 4

Description
Firms Relevant Experience in last 7 years Adequacy of Approach and Methodology Survey & Investigation Equipment and Software proposed to be used Qualification and Relevant Experience of the Proposed Key Personnel Total

Points
15 5 10 70 100

Weight-age Points for Key Professionals Description Weight (%)

General Qualification
Employment with Firm Relevant Experience and Adequacy for the Project Total

25
5 70 100

(i)

The number of points to be given under each of the evaluation criteria are: Firms relevant experience in last 7 years (2002 onwards)

(a) Specific experience of the DPR consultancy related to the Points Assignment for eligibility 12 (b) DPR of Bridge having length more than 100 m 3 . Total 15 (ii) Adequacy of the proposed work plan and methodology in responding to the TOR Sub-Criteria: 5 (a) Understanding TOR 2 (b) Quality Methodology 2 (c) Work Programme and Manning Schedule 1 .. Total 5 (iii) Survey and investigation equipment and software proposed to be used 10 (iv) Qualification and competence of the key staff for adequacy of the Assignment 70

The weight-age for various key staffs are as under:

Sl. No. 1 2 3 Key Personnel Team Leader cum Sr. Highway Engineer Highway Engineer cum Pavement Specialist Bridge Engineer Points 25 15 10

4
5 6 7 8 9 10

Traffic Engineer
Material-cum-Geo-technical Engineer Senior Survey Engineer Financial Analyst Environment Specialist Resettlement & Rehabilitation Specialist Quantity Surveyor / Documentation Expert Total

8
10 7 6 6 6 7 100

The number of points to be given for qualification and competence of the key staff for the assignment are: (i) General qualification 25 Sub-criteria (a) Educational Qualification 10 (b) Professional Experience 10 (c) Training, Publication etc 5 .. Total 25 Note: 75% points will be given for personnel having minimum qualification; for any higher qualification points shall be increased suitability.
Adequacy for the project .. Sub-criteria: (a) Experience in specific positions in similar project in Developed/Developing countries etc 30 (b) Experience relevant to particular assignment as mentioned in TOR 40 Total 70 (iii) Employment with firm (ii)

70

Total Points 100 The minimum technical score required to pass is : 75 points

Typical Evaluation Sheet

Sl. No. Name of Company Technic al Score Weightage Technical Score (0.8*T.S.) Financial Quote Weight age Financ ial Score Total Score

1
2 3 4 5 6 7 8

Consultant -A
Consultant -B Consultant -C Consultant -D Consultant -E Consultant -F Consultant -G Consultant -H

93.79
87.01 80.64 91.94 84.39 76.46 85.46 89.31

75.032
69.608 64.512 73.552 67.512 61.168 68.368 71.448

32,585,500
21,276,004 37,379,399 58,616,500 21,114,500 18,102,000 29,343,659 30,334,700

11.110
17.016 9.686 6.176 17.147 20.000 12.338 11.935

86.142
86.624 74.198 79.728 84.659 81.168 80.706 83.383

PROCUREMENT OF CIVIL WORKS

Type of Projects
Public Funded Projects
- Item Rate Contracts - EPC contracts

PPP Projects
- BOT (Toll) - BOT (Annuity)

Bidding Methods
National/Local Competitive Bidding (NCB/LCB)

International Competitive Bidding (ICB)

Prequalification of Contractors
Work-wise prequalification of contractors is
required for all NH and other centrally sponsored works each costing more than Rs 5.00 Crore

Bid Documents
The bid document comprises of Volume I Invitation for Bids Section 1: Instruction to bidders Section 2: Qualification Information, and other forms Section 3: Conditions of contract Section 4: Contract data

Bid Documents
Volume II: Technical Specification Volume III: Form of Bid Bill of Quantities Securities and other forms Volume IV: Drawings Volume V: Documents to be furnished by bidder

Bid Documents
International competitive bidding based on document of FIDIC (Federation Internationale des Ingenieurs Counseils - The International Federation of Consulting Engineers)

Information for Bids

Package No. 1 Name of work 2 Approx. value of work (Rs.) 3 Bid Security (Rs.)* 4 Cost of document (Rs.) 5 Period of comple tion 6

Place of purchase, time duration

Bid security payable at, drawn in favour of, valid for 45 days beyond the validity of bid

Date / hour and place of delivery of the bid

Date, time, location of the place of pre-bid meeting Reference to bidding documents for other details

Bid security- 2 % upto 20 crore (max. 30 lacs); 1.5 % for 20-50 crore (max. 50 lacs); 1 % above 50 crore

To qualify for award of contract bidder should have in last five years (as per Appendix)
(a) Achieved a minimum annual financial turn over (civil construction works only ) in any one year (not < than 2.5 times estimated annual payments under the contract) (b) Satisfactorily completed/substantially completed (not < than 90 % of contract value as a prime contractor or as a nominated sub-contractor) at least one similar work of value not < than amount indicated in Appendix (usually not less than 40 % of estimated value of contract) (c) Executing in any one year, the minimum quantities of key items of work as indicated in Appendix (usually 80 % of the expected peak rate of construction)

Bid Capacity
Assessed Available Bid Capacity = (A*N*2-B)
Where A= Maximum value of civil engineering works executed in any one year during the last five years (updated to the price level of the year indicated in Appendix) taking into account the completed/on-going works

N=
B=

Number of years prescribed for completion of the works for which bids are invited
Value (updated to the price level of the year indicated in Appendix ) of existing commitments and on-going works to be completed during the next .. Years (period of completion of the works for which bids are invited)

Section-2 Qualification Information

Work performed as prime contractor / nominated sub-contractor in preceding five years Quantities of work executed as prime contractor / subcontractor Existing commitments and on-going works Works for which bids already submitted

Availability of key items of contractors equipment essential for carrying out the works
Qualification and experience of key personnel required for administration and execution of contract Proposed sub-contracts and firms involved Financial reports (balance sheet, profit and loss statements ) Information on litigation history in which bidder is involved

Determination of Responsiveness
Technical : Each bid should: Meets the eligibility criteria Bid has been properly signed

Bid accompanied by required securities (both value & validity)

Is substantially responsive to the requirements of bidding document

Financial
Is accompanied by priced bill of quantities Conforms to technical specifications & drawings

Conforms to all the terms, conditions, specifications without material deviations or reservations, conforms to bidders obligations and employers right to the extent that any rectification would not unfairly affect the competitive position of other bidders found responsive.

Correction of Errors
Financial bids determined to be substantially responsive checked by the employer for any arithmetical errors. Errors corrected by the employer as follows: (a) Where there is a discrepancy between the rates in figures and in words, the rate in words governs; and (b) Where there is discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted governs On correction of Financial bids by the employer as above (a) If the Bid price increases as a result of these corrections, the amount as stated in the bid will be the bid price and the increase will be treated as rebate; (b) If the bid price decreases as result of the corrections, the decreased amount will be treated as the bid price.

Award of Contract
Award is made (subject to employers right to accept or reject any bid), if the bid is found

(i) To be substantially responsive to the bidding document and is the lowest evaluated bid price
(ii) Is within the available bid capacity lowest evaluated bid price of the package

Performance Security
5 % of the contract price + additional security for unbalanced bid, if any.

PPP Procurement
Two Stage Bidding First stage - Pre-qualification Stage (RFQ) To pre-qualify and shortlist eligible bidders for stage 2 Second stage - Proposal Stage (RFP) Invitation of financial bids

Model RFQ and RFP Documents

GOI MOF Guidelines RFQ Dtd 18th May 2009 GOI MOF Guidelines RFP Dtd 14th July 2009 To be used after applying modifications recommended by B.K. Chaturvedi Committee vide its report dated of 28th August 2009

Model RFQ and RFP Documents

- Generic document for greater transparency and predictability to the bidding process.
- Sector specific and Project specific flexibility by placing some provisions within square bracket for necessary substitution. - Explanation provided in footnotes

- More flexibility require approval of PPPAC

Technical Qualification
Eligible Projects

Category 1: PPP Project experience on Eligible Projects in highways sector.

Category 2: PPP Project experience on Eligible Projects in core sector. Category 3: Construction experience on Eligible Projects in highways sector. Category 4: Construction experience on Eligible Projects in core sector.

Technical Qualification
Eligible projects: highways sector would be deemed to include highways, expressways, bridges, tunnels and airfields; and core sector would be deemed to include power, telecom, ports, airports, railways, industrial parks, petroleum and natural gas, pipelines, irrigation, water supply, sewerage and real estate development

Category 1&2
For a project to qualify as an Eligible Project under Categories 1 and 2: It should have been undertaken on BOT, BOLT, BOO, BOOT or other similar basis of PPP. Applicant claiming experience should have held, in the company owing the Eligible Project, a minimum of 26% equity during the entire year for which Eligible Experience is being claimed. The capital cost of the project should be more than Rs. 100 crore /one tenth of the indicative project cost; and

Category 1&2
The entity claiming experience shall, during the past 5 (five) financial years preceding the Application Due Date, have Paid for development of the project (excluding the cost of land), and/ or

Collected and appropriated the revenues from users availing of non-discriminatory access.
However revenues from sale or provision of goods or services such as electricity, gas, telecommunications or fare/freight revenues and other incomes of the company owning the Project are not eligible.

Category 3&4
For a project to qualify as an Eligible Project under Categories 3 and 4, Applicant should have paid for execution of its construction works or received payments from its client(s) for construction works. Executed, fully or partially, during the 5 (five) financial years immediately preceding the Application Due Date.

Category 3&4
However, payments/receipts of less than Rs.100 crore/one tenth of the indicative project cost shall not be reckoned as payments/receipts for Eligible Projects. Construction works shall not include supply of goods or equipment except when such goods or equipment form part of a turn-key construction contract/ EPC contract for the project. The cost of land shall not be included.

Technical Qualification
Factors for Experience across categories Category 1 1.45 Category 2 0.85 Category 3 0.85 Category 4 0.45

Technical Qualification
The Applicant shall, over the past 5 (five) financial years preceding the Application Due Date, have:

paid for, or received payments for construction of Eligible Project(s); and/ or

paid for development of Eligible Project(s) in Category 1 and/or Category 2. and/ or collected and appropriated revenues from Eligible Project(s) in Category 1 and/or Category 2.

such that the sum total of the above is more than the indicative project cost. (the Threshold Technical Capability). Provided that at least one fourth of the Threshold Technical Capability shall be in Highways sector.

Pre-Qualification Criteria Financial Capacity and O&M Requirement

Financial Capacity: The Applicant shall have a minimum Net Worth (the Financial Capacity) of at least 25% of the Indicative project cost as at the close of the preceding financial year. O&M Experience: The Applicant shall engage an experienced O&M Contractor or hire qualified and trained personnel for operation and maintenance of the project.

Submission requirements
Application in the prescribed format Annexes and supporting documents; along with

Power of Attorney for signing the Application as per the format. If applicable, the Power of Attorney for Lead Member of Consortium as per the format. Copy of the Jt. Bidding Agreement, in case of a Consortium;

Submission requirements
Copy of Memorandum and Articles of Association, if the Applicant/ Consortium Member is a body corporate, and if a partnership then a copy of its partnership deed. Copies of Applicants/ each Consortium Members duly audited balance sheet and profit and loss account for the preceding five years; and Any other sector or project-specific requirement that may be specified by the Authority.

Request For Proposal (RFP)

To obtain financial offer from pre-qualified bidders after the RFQ stage Detailed terms of the project to be specified in the Concession Agreement which is an integral part of the bid documents Feasibility report also to be provided to bidders for their assistance but its contents are not binding.

Pre- Bid Conference

Date and time given in the schedule of bidding process Only those bidders who have purchased RFP document to be allowed

Miscellaneous
Bidding process to be governed by Laws of India. Authority right to suspend/cancel the bid process etc. Indemnify authority and its officers etc.

Appendices
Formats for Application Format for Power of Attorney for Signing of Application Format for Power of Attorney for Lead Member of Consortium

Evaluation Criteria
The Financial offer is the sole criteria for selection of a bidder Work to be awarded to the bidder quoting the lowest grant/ highest premium

Execution of Concession Agreement

Letter of Acceptance (LOA) for the Lowest Bidder Successful Bidder to accept LOA within 15 days of issue

Execution of Concession Agreement within 30 days of acceptance of LOA

Successful Bidder to provide Performance Security within the 30th day from the date of issue of LOA but prior to execution of the Concession Agreement

Technical Proposal (as per TOR)

Review of data and document Social analysis Traffic Surveys
Number and location of survey stations Classified traffic volume count survey Origin and destination and commodity movement survey Turning movement surveys Axle load surveys Speed delay surveys Pedestrian /animal cross survey Truck terminal survey Toll rate surveys Traffic demand survey

Engineering Surveys and Investigations

Reconnaissance and alignment Topographic surveys Total Station, Digital Terrain Model, survey in X,Y,Z Format Longitudinal and Cross sections Details of utility and other physical features

Road and Pavement Investigations

Road inventory, terrain, land use, widths, surfacing types, sub grade, curvature, intersection types, water bodies, culvert, bridges, structure, utilities Pavement composition Road and pavement condition Pavement roughness Benkelman beam deflection sub grade characteristics, CBR Embankment condition Drainage

Bridges and Structures, Tunnel, if any

Inventory of bridges, culverts and structures

Hydraulic and Hydrological investigation

Condition survey Geotechnical investigation soil investigation

Material Investigation

Identify sources, quarry sites, borrow areas Undertake field and laboratory test

Environmental restrictions to be considered

Detailed Design
Alignment & Geometric design Embankment design Pavement deign Design of bridges and structures Drainage system Traffic safety features, road furniture, road

marking
User facilities

Miscellaneous Provisions
Arboriculture and landscaping Toll plaza Weighing station, parking areas, rest area, bus bays Detailed plan for traffic management and safety during construction

Assessments & Analysis

Environment and social impact assessment Requirements for resettlement plan Estimation of quantities and project cost Viability and Financing options Economic analysis EIRR and NPV Financial analysis Time period for service, project team and office Reporting