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Municipal Corporation of Jalandhar (MCJ)

MUNICIPAL CORPORATION OF JALANDHAR (MCJ)


WATER SUPPLY DIVISION

REQUEST FOR PROPOSAL

FOR

APPOINTMENT OF CONSULTANTS FOR SCADA / TELEMETRY AND


INTEGRATION OF TUBEWELLS/WASTE WATER DISPOSALS IN JALANDHAR
CITY

Commissioner
Municipal Corporation of Jalandhar (MCJ)
Jalandhar

Section 1: Instructions to Bidders -i-


Municipal Corporation of Jalandhar (MCJ)

INDEX

SL. NO. CONTENTS PAGE NO.

1 Data Sheet

2 DEFINITIONS AND ABBREVIATIONS

3 Notice Inviting Tender

Section – 1 – Information to Consultants

Section – 2– Terms of Reference

4 Appendices

Section 1: Instructions to Bidders - ii -


Municipal Corporation of Jalandhar (MCJ)

DATA SHEET

Tender Inviting authority Commissioner, Municipal Corporation of Jalandhar,


Jalandhar

Name of the Work APPOINTMENT OF CONSULTANTS FOR


SCADA / TELEMETRY AND INTEGRATION
OF TUBEWELLS/WASTE WATER DISPOSALS
IN JALANDHAR CITY

Start Date for the Sale of Tender


15/9/2010
Documents
Last date & Time for Sale of Tender
04/10/2010, 13:30 hrs
documents
Cost of Tender Document Rs. 500 (Rupees Five Hundred only) in cash or by
Demand Draft In FAVOR OF “Commissioner,
Municipal Corporation, Jalandhar” and payable at
Jalandhar
Date and Time of Pre-Bid
27/9/2010, 03:30 PM.
Conference, if necessary
Last date and time for submission of
04/10/2010, 03:30 PM.
Bids
Opening of Bids 04/10/2010, 04:00 PM.
Place of Opening of Technical
Mayor office of MCJ Jalandhar
Proposal
Earnest Money Deposit (EMD) Rs. 50,000 (Rupees Fifty thousand only) by Demand
Draft in favor of - Commissioner, Municipal
Corporation, Jalandhar and payable at Jalandhar
Mode of EMD Deposit or Payment Demand Draft in favor of Commissioner, Municipal
of Cost of Tender Document Corporation of Jalandhar and payable at Jalandhar
Contact Person and Designation Superintending Engineer (O&M), Municipal Corporation of
Jalandhar, Jalandhar
Email: amardeep.dhaliwal@rediffmail.com
Mobile: 09988824055
Address for Communication Commissioner Municipal Corporation of Jalandhar,
Jalandhar 144001
Other important criteria specified by the Tender Inviting Authority:
1. Detailed eligibility criteria is given in the Tender Document.Table:1
2. Tender received after due date and time will be summarily rejected.

Section 1: Instructions to Bidders - iii -


Municipal Corporation of Jalandhar (MCJ)

DEFINITIONS AND ABBREVIATIONS


The following words and expressions shall have the meanings hereby assigned to them.

1. “Contract” means the Conditions of Contract, the Employer’s Requirements, the Bid,
Consultant’s Proposal, the Schedules, the Letter of Acceptance, the Contract Agreement
and such further documents as may be expressly incorporated in the Letter of
Acceptance or Contract Agreement.

2. “Bid” means the Consultant’s offer to the Employer for the Services

3. “Appendix to Bid” means the completed appendices comprised in the bid,


wherever the term “Appendix to Bid” is used, this shall mean “Appendix to Technical Proposal”
and/or “Appendix to Financial Proposal”, as may be appropriate.

4. “Consultant’s Proposal” means the preliminary proposal submitted with the bid.

5. “Schedules” means the information and data submitted with the Bid.

6. “Schedule of Payments” means the Schedule designated as such (if any).

7. “Letter of Acceptance” means the formal acceptance of the bid by the Employer.

8. “Employer” means Commissioner, Municipal Corporation of Jalandhar, or authorized


representative thereof.

9. “Consultant” means the proprietary firm/company, who’s Bid has been accepted by the
employer and the legal successors in title to such person, but not (except with the consent of
the Employer) any assignee of such person.

10. “Consultant’s Representative” means the person (if any) named as such in the Contract
or other person appointed from time to time by the Consultant & notified as such to the Employer.

11. “Arbitrator” means the person or persons named as such in the Contract, or other
person or persons appointed from time to time by the Govt. of Punjab.

12. “Services” means the services provided by the Consultant.

13. “MCJ” means Municipal Corporation of Jalandhar.

14. “Bidder” means a proprietary firm or a company incorporated under the Indian Law that
plan to undertake to execute the project.

15. “GoP” means Government of Punjab.

16. “GOI” means Government of India.

17. “EMD” means Earnest Money Deposit.

18. “ULB” means Urban Local Body (also called as Municipal Body).

19. “Commissioner” means Commissioner of Municipal Corporation of Jalandhar

20. “SCADA Consultant” means the agency appointed to perform services for the MCJ under
this contract.
Section 1: Instructions to Bidders - iv -
Municipal Corporation of Jalandhar (MCJ)

SECTION -I

NOTICE INVITING PROPOSAL

CONTRACT NO: xxxxxx/xxxxxx/xxxxxxx/xxxxxxxxx/xxxx

CONSULTANCY SERVICES FOR SCADA/TELEMETRY AND INTEGRATION OF


TUBEWELLS IN JALANDHAR CITY

1 The Municipal Corporation of Jalandhar (MCJ) invites Technical and Financial Proposals from
interested firms to assist in preparing a detailed project report, preparation of bid document,
evaluation of bids, award of contract and supervision of the contract for SCADA / Telemetry and
integration of tube wells & Waste water disposals in Jalandhar city

2 The request for proposal can be collected from the office of Superintending Engineer (O&M),
Municipal Corporation, Jalandhar.

3 The terms of Reference (TOR) and Data sheet mentioning the requirement of key professional
staff are furnished in this bid document.

4 Bid document will be available at our website for sale from 15/09/2010 to 04/10/2010.

5 The last date of receipt of proposals is up to 3.30 pm on 04/10/2010 and should be delivered at
the address given in data sheet. Proposals received after the submission deadline will not be
considered and returned un-opened.

6 If required, the firms may obtain further information from the office of Superintending Engineer
(O&M), on any working day between 10.00 hrs and 16.00 hrs, one week before the final date of
submission of the proposal

7 The Tender document shall be available for sale against non-refundable payment of Rs. 500
(Rupees Five Hundred only) by cash/demand draft drawn in favour of “Commissioner, Municipal
Corporation of Jalandhar” and payable at Jalandhar. The Tender Document is not transferable to
any other bidder. Firms, who downloads the RFP from the official website of the Corporation
(www.mcjalandhar.in) shall have to submit the Cost of tender document (Rs 500/-) by a
separate demand draft besides their EMD, while submitting their bids (tenders). Else, their
tenders shall not be accepted. Although all efforts to update the website shall be made in time,
however, all bidders, who have downloaded the RFP from the “website”, must inform MCJ, about
their desire to bid, providing their email addresses, so that any addendum/communication could
be sent to them also. Failure to indicate their intention of bidding to MCJ may deprive them of
ongoing communications and clarifications from MCJ.

8 Validity of submitted Bid (both Technical and Financial Proposals) shall be for 120 days after the
last date for bid submission.

9 Two cover Bidding procedure will be adopted and the Consultant will be selected in accordance
with the procedures set out in the bidding document.
10. Bid Security (Earnest Money Deposit -EMD)
a. Bidders along with their Bids, shall have to submit a Bid security or EMD of Rs. 50000
(Rupees Fifty thousand only), in the form of a Demand Draft in favor of “Commissioner,
Municipal Corporation of Jalandhar” and payable at Jalandhar.
b. The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders within
a reasonable time (normally on signing of agreement with successful bidder) consistent with
the rules and regulations in this behalf. The EMD of successful bidder would be returned only
after the successful fulfilment of the works, as specified under payment schedule.

Section 1: Instructions to Bidders -v-


Municipal Corporation of Jalandhar (MCJ)

c. Bid without adequate bid security/EMD are liable for rejection without providing any
opportunity to the bidder concerned.
d. The above EMD held by the MCJ till it is returned to the unsuccessful Bidders will not earn
any interest thereof to the bidder.

11 Contract period for completion of the consultancy work is: 15 months

Section 1: Instructions to Bidders - vi -


Municipal Corporation of Jalandhar (MCJ)

SECTION II – INSTRUCTIONS TO BIDDERS


TABLE OF CONTENTS
A. General
1. SCOPE OF BID ............................................................................................................................................... 9
2. ETHICS ........................................................................................................................................................ 9
3. ELIGIBLE BIDDERS ........................................................................................................................................ 9
4. QUALIFICATION OF THE BIDDER ................................................................................................................... 9
5. ONE BID PER BIDDER .................................................................................................................................. 10
6. COST OF BIDDING ....................................................................................................................................... 10
7. SITE VISIT ................................................................................................................................................... 10

B. Bidding Documents....................................................................................................................... 11
8. CONTENT OF BIDDING DOCUMENTS ........................................................................................................... 11
9. CLARIFICATION OF BIDDING DOCUMENTS .................................................................................................. 11
10. AMENDMENT OF BIDDING DOCUMENTS.................................................................................................... 11

C. Preparation of Bids........................................................................................................................ 12
11. LANGUAGE OF BID .................................................................................................................................... 12
12. DOCUMENTS COMPRISING THE BID .......................................................................................................... 12
13. BID PRICES ............................................................................................................................................... 13
14. CURRENCIES OF BID AND PAYMENT ......................................................................................................... 13
15. BID VALIDITY ........................................................................................................................................... 13
16. BID SECURITY ........................................................................................................................................... 13
17. ALTERNATIVE PROPOSALS BY BIDDERS.................................................................................................... 14
18. PRE-BID MEETING .................................................................................................................................... 14
19. FORMAT AND SIGNING OF BID .................................................................................................................. 14

D. Submission of Bids ....................................................................................................................... 15


20. SEALING AND MARKING OF BIDS .............................................................................................................. 15
21. DEADLINE FOR SUBMISSION OF BIDS ........................................................................................................ 16
22. LATE BIDS ................................................................................................................................................ 16
23. MODIFICATION AND WITHDRAWAL OF BIDS ............................................................................................. 16

E. Opening and Evaluation of Technical Proposals .......................................................................... 17


24. OPENING OF TECHNICAL PROPOSALS ....................................................................................................... 17
25. PROCESS TO BE CONFIDENTIAL ................................................................................................................. 17
26. PRELIMINARY EXAMINATION OF TECHNICAL PROPOSALS AND DETERMINATION OF RESPONSIVENESS ..... 17
27. EVALUATION AND COMPARISION OF TECHNICAL PROPOSALS ................................................................... 18
28. CLARIFICATION OF TECHNICAL PROPOSAL ................................................................................................ 19
29. INVITATION TO ATTEND OPENING OF PRICE PROPOSALS ........................................................................... 19

F. Opening and Evaluation of Price Proposals .................................................................................. 19


30. OPENING OF PRICE PROPOSALS ……… ................................................................................................... 19
31. PROCESS TO BE CONFIDENTIAL ............................................................................................................... 20
32. PRELIMINARY EXAMINATION OF PRICE PROPOSALS AND DETERMINATION OF RESPONSIVENESS .............. 20
33. CLARIFICATION OF PRICE PROPOSALS ........................................................................................................ 20
34. CORRECTION OF ERRORS .......................................................................................................................... 20
35. CONVERSION TO SINGLE CURRENCY ......................................................................................................... 21
36. EVALUATION AND COMPARISION OF PRICE PROPOSALS ........................................................................... 21

G. Award of Contract.......................................................................................................................... 22
37. AWARD ..................................................................................................................................................... 22
38. EMPLOYER'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS ............................................ 22
39. NOTIFICATION OF AWARD ........................................................................................................................ 22
40. SIGNING OFAGREEMENT ........................................................................................................................... 22

Section 1: Instructions to Bidders - vii -


Municipal Corporation of Jalandhar (MCJ)

41.PERFORMANCE SECURITY ......................................................................................................................... 22


42.EXECUTION OF WORK ORDER.......................................................................................................... 23
43.ASSIGNING OF TENDER WHOLE OR IN PART ................................................................................ 23
44.REVIEW MEETINGS .............................................................................................................................. 23
45.SUBMISSION OF DELIVERABLES ..................................................................................................... 23
46.TERMINATION OF SERVICES ............................................................................................................ 23
47.PAYMENT TERMS................................................................................................................................. 24
48.OTHER TERMS AND CONDITIONS.................................................................................................... 24
49.THE MINIMUM QUALIFICATION CRITERIA ARE AS FOLLOWS ................................................. 25
TABLE-1- SUMMARY EVALUATION SHEET OF TECHNICAL PROPOSALS…………………….25
TABLE-2- KEY PERSONNEL, THEIR EXPERIENCE…………………………………………………26
50. PROPOSAL PRESENTATIONS............................................................................................................. 26
51. NEGOTIATIONS WITH THE SUCCESSFUL BIDDERS ..................................................................... 27
52. OUTLINE OF TAKS TO BE CARRIED OUT AND DELIVERABLES ................................................ 27
SECTION-III ...................................................................................................................................................... 29
53. TERMS OF REFERENCE....................................................................................................................... 29
54. DETAILED SCOPE OF CONSULTING SERVICES ............................................................................. 29
SECTION-IV...................................................................................................................................................... 31
55. APPENDIX-1 COVERING LETTER ON BIDDERS LETTERHEAD................................................... 31
56. PROPOSAL FOR SELECTION AS PROJECT CONSULTANT............................................................ 32
57. APPENDIX-2 GENERNAL INFORMATION........................................................................................ 34
58. APPENDIX-3 SPECIFIC DETIALS ....................................................................................................... 36
59. APPENDIX-4 FORM OF AGREEMENT ............................................................................................... 38
60. APPENDIX-5 PERFORMANCE BANK GUARANTEE ....................................................................... 40
61. APPENDIX-6 FINANCIAL OFFER FORMAT ..................................................................................... 41

Section 1: Instructions to Bidders - viii -


Municipal Corporation of Jalandhar (MCJ)

SECTION II
INSTRUCTIONS TO BIDDERS

A. GENERAL

1. Scope of Bid 1.1 The Municipal Corporation of Jalandhar (MCJ) through the
Office of the Commissioner, Jalandhar, (hereinafter referred to
as the Employer), wishes to receive Bids for providing:
Consultancy services for SCADA / Telemetry and integration
of tube wells in Jalandhar city

1.2 The successful bidder will be expected to complete the works,


within fifteen (15) months from the date of commencement of
the Works.

2. Ethics 2.1 The Employer requires that the bidders observe the highest
standard of ethics during the procurement and execution of
such contracts. In pursuance of this policy, MCJ will;
(a) reject a proposal for award if it determines that the bidder
recommended for award has engaged in corrupt or
fraudulent practices in competing for the contract in
question; and
(b) recognize a Bidder as ineligible, for a period determined
by MCJ, to be awarded a contract funded with its funds if
it at any times determines that the Bidder has engaged in
corrupt or fraudulent practices in competing for, or in
executing, another contract with the Employer
.

3. Eligible Bidders 3.1 This Invitation to Bid is open to bidders only who have
requisite experience and qualifications. The bidder should have
imparted consultancy services (Strategy, advisory,
implementation, Project Management) including assistance to
utilities in design/engineering, installation, testing &
commissioning of at least one (1) or more SCADA Projects in
last ten years. At least one of these projects should have been in
successful operation for at least one year.

4. Qualification of the Bidder 4.1 To be qualified for award of Contract, bidders shall:

(a) submit a written power of attorney authorizing the


signatory of the bid to commit the bidder; and

4.2 Bids submitted by association of two or more firms as partners


shall comply with the following requirements:

(a) the bid, and in case of a successful bid, the Form of


association shall be signed so as to be legally binding on
all partners;

(b) one of the partners shall be authorized to be in charge;


and this authorization shall be evidenced by submitting a

Section 1: Instructions to Bidders -9-


Municipal Corporation of Jalandhar (MCJ)

power of attorney signed by legally authorized


signatories of all the partners;

(c) the partner-in-charge shall be authorized to incur


liabilities, receive payments and receive instructions for
and on behalf of any or all partners of the association and
the entire execution of the contract;

(d) The designated lead partner of the association or the joint


venture shall be liable for the execution of the Contract in
accordance with the Contract terms, and a relevant
statement to this effect shall be included in the
authorization mentioned under (b) above as well as in the
Bid Form and the Form of Agreement for joint venture;

(e) A copy of the agreement/association entered into by the


partners shall be submitted with the Technical Proposal;
and

5. One Bid per Bidder 5.1 Each bidder shall submit only one bid either by itself, or as a
partner in a joint venture or as association member. A bidder
who submits or participates in more than one bid will be
rejected and disqualified.

6. Cost of Bidding 6.1 The bidder shall bear all costs associated with the preparation
and submission of its bid and the Employer will in no case be
responsible or liable for those costs, regardless of the conduct
or outcome of the tendering process.

7. Site Visit 7.1 The bidder is advised to undertake due diligence by visiting
MCJ operational area i.e. tubewells and waste water disposals
and obtain for itself on its own responsibility all the
information that may be necessary for preparing the
proposal/bid and entering into a consultancy contract for the
works. However, all the costs of such visits shall be at the
bidder’s own expense.

7.2 The bidder and any of its personnel or agents will be granted
permission by the Employer to enter upon its premises i.e.
tubewells/Waste water disposals and areas for the purpose of
such inspection, but only upon the express condition that the
bidder, its personnel and agents, will release and indemnify the
Employer and its personnel and agents from and against all
liability in respect thereof and will be responsible for death or
personal injury, loss of or damage to property and any other
loss, damage, costs and expenses incurred as a result of the
inspection.

7.3 The Employer may conduct a Pre-Bid Meeting if required


referred to in Clause 18.

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Municipal Corporation of Jalandhar (MCJ)

B. BIDDING DOCUMENTS
8. Content of Bidding 8.1 The bidding documents are those stated below, and should be
Documents read in conjunction with any Addenda issued in accordance
with Clause 11:

Section I: Invitation for Bids


Section II: Instructions to Bidders

Section III Terms of Reference

Section IV Appendices

8.2 The bidder is expected to examine carefully the contents of


the bidding documents. Failure to comply with the
requirements of bid submission will be at the bidder’s own
risk. Pursuant to Clause 28, bids which are not substantially
responsive to the requirements of the bidding documents will
be rejected.

8.3 Bidders are informed that the information which may be


provided by the Employer is only for bidders’ information and
the Employer does not warrant either its accuracy or
sufficiency. The bidder is responsible to inspect and examine
the available information and data, and to have satisfied
himself, so far as practicable, before submitting the bid as to
the form and nature of this bid, and all other risks,
contingencies and circumstances which may influence or affect
the Bid.

9. Clarification of Bidding 9.1 A prospective bidder requiring any clarification of the bidding
Documents documents may notify the Employer in writing at the
Employer’s address indicated in the Invitation for Bids/Data
sheet. The Employer will respond to any request for
clarification which it receives not later than seven (7) days
prior to the day of Pre Bid Meeting. Copies of the Employer’s
response will be forwarded to all purchasers of the bidding
documents, including a description of the inquiry, but without
identifying its source.

10. Amendment of Bidding 10.1 At any time prior to the deadline for submission of bids, the
Documents Employer may, for any reason, whether at its own initiative or
in response to a clarification requested by a prospective bidder,
modify the bidding documents by issuing addenda.

10.2 Any addendum thus issued shall be part of the bidding


documents pursuant to Sub-Clause 9.1, and shall be
communicated in writing or by fax to all purchasers of the
bidding documents. Prospective bidders shall acknowledge
receipt of each addendum and shall be a part of the bid.

Section 1: Instructions to Bidders - 11 -


Municipal Corporation of Jalandhar (MCJ)

10.3 To afford prospective bidders reasonable time in which to take


an addendum into account in preparing their bids, the
Employer may extend the deadline for submission of bids, in
accordance with Clause 21.

C. PREPARATION OF BIDS
11. Language of Bid 11.1 The bid, and all correspondence and documents, related to the
bid, exchanged between the bidder and the Employer shall be
written in the English language.

12. Documents Comprising 12.1 The bid submitted by the bidder shall comprise two envelopes
the Bid submitted simultaneously, one containing only the Technical
Proposal and the other Price Proposal

12.2 The Technical Proposal shall comprise:

1) General Requirements including power of attorney, association


letters or letter of intent of joint venture formation, individual
bidder’s company information, project experience, financial
strength and any other relevant information regarding the
concerned project,
2): Employer’s Requirements covering all the details – including
Approach/Methodology and Work plan, Comments on Terms of
Reference (TOR), Project Schedule, and personnel assignment
Schedule and short CVs of proposed personnel working on the
project.

3) Other Details
(iv) Bid Security in a separate envelope;
(v) Original Power of Attorney for authorized signatory
for this bid;
(vi) Bid Form for Technical Proposal, signed by the
authorized signatory;
(vii) Appendix (1,2&3) to Tender, signed by the
authorized signatory;
(viii) In the case of Joint Venture, a copy of document
confirming Intent to form Joint Venture.
(ix) Any other information/data required to be submitted
in the Technical Proposal by the bidders in
accordance with these Instructions to Bidders.

12.3 The Price Proposal shall be comprised of the fully completed


Price Proposal Forms provided with the Bid. Without limiting
the generality of the foregoing, the Price Proposal shall
contain the following:
(i) Bid Form for Price Proposal; signed by the authorized
signatory;
(ii) Appendix:6 to Tender, signed by the authorized
signatory;

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Municipal Corporation of Jalandhar (MCJ)

(iii) Schedule of Prices and Schedule of Payments ;


(iv) Any other materials required to be completed and
submitted by bidders in accordance with these
Instructions to Bidders.

13. Bid Prices 13.1 Unless stated otherwise in the bidding documents, the Contract
shall be for the entire consultancy services.

13.2 The bidder shall give a lump sum price for the consultancy
services contract.

13.3 The bidder should make themselves familiar with the Tax laws
of India before submitting the price bid.

13.4 The rates and prices quoted by the bidder are fixed and not
subject to any adjustment during the performance of the
Contract.

14. Currencies of Bid and 14.1 The price shall be quoted by the bidder in Indian Rupees only
Payment
14.2 Payment of the Contract Price shall be made in the Indian
Rupees Only.

15. Bid Validity 15.1 Bids shall remain valid for a period of 120 days after the last
date for bid submission.

15.2 In exceptional circumstances, prior to expiry of the original bid


validity period, the Employer may request that the bidders
extend the period of validity for a specified additional period.
The request and the responses thereto shall be made in writing.
A bidder may refuse the request without forfeiting its bid
security. A bidder agreeing to the request will not be required
or permitted to modify its bid, but will be required to extend
the validity of its bid security for the period of the extension,
and in compliance with Clause 17 in all respects.

16. Bid Security 16.1 The bidder shall furnish, as part of its bid, a Bid
Security/Earnest Money in the amount of Rs 50,000/- (Rupees
fifty thousand only).

16.2 The bid security shall, be in the form of cash/ demand draft,
from a scheduled bank in favour of commissioner Municipal
Corporation Jalandhar and payable at Jalandhar.

16.3 Any bid not accompanied by an acceptable bid security/EM


shall be rejected by the Employer as non-responsive.

16.4 The bid security/ EMD would be refunded to all unsuccessful


bidders at the expense of the Bidders within a reasonable time
(normally on signing of agreement with successful bidder)
consistent with the rules and regulations in this behalf.

16.5 The bid security of the unsuccessful bidder will be returned

Section 1: Instructions to Bidders - 13 -


Municipal Corporation of Jalandhar (MCJ)

when the bidder has signed the agreement and performance


guarantee has been executed.

16.6 The bid security/ Earnest Money may be forfeited:


(a) if the bidder withdraws its bid during the period of bid
validity; or
(b) in the case of a successful bidder, if it fails within the
specified time limit to sign the Agreement, or

(c) if the bidder is determined, at any time prior to the award


of contract, to have engaged in corrupt or fraudulent
practices in competing for the Contract; or.
(d) in giving effect to any other provisions given in the
Instructions to Bidders.

17. Alternative Proposals 17.1 Bidders shall submit offers which comply with the documents.
by Bidders The attention of bidders is drawn to the provisions of Clause 28
regarding the rejection of bids which are not substantially
responsive to the requirements of the bidding documents.

18. Pre-Bid Meeting 18.1 The bidder or its official representative is invited to attend a
pre-bid meeting, which will take place at:
Office of the Mayor/Commissioner
Municipal Corporation of Jalandhar (MCJ)
Jalandhar,
on the date and at the time given in the Data sheet.

18.2 The purpose of the meeting will be to clarify issues and to


answer questions on any matter that may be raised at that stage.
18.3 The bidder is requested to submit any questions in writing to
reach the Employer not later than 7 days before the meeting.

18.4 Minutes of the meeting, including the text of the questions


raised and the responses given, will be transmitted without
delay to all purchasers of the bidding documents. Any
modification of the bidding documents listed in Sub-Clause
9.1 which may become necessary as a result of the pre-bid
meeting shall be made by the Employer exclusively through
the issue of an Addendum pursuant to Clause 11 and not
through the minutes of the pre-bid meeting.

18.5 Bidders are advised to attend the pre-bid meeting. However,


non-attendance at the pre-bid meeting will not be a cause for
dis-qualification of a bidder. Bidders who do not attend the
pre-bid meeting assume the responsibility to comply with
modifications to the bidding documents mentioned in sub-
Clause 19.4 above and which are communicated through an
Addendum pursuant to Clause 11.

19. Format and Signing of 19.1 The bidder shall prepare one original and one Copy of the Bid
Bid documents comprising the bid as described in Clause 13 of
these Instructions to Bidders, bound with the volume
containing the Form of Bid, and clearly marked “ORIGINAL”
and “COPY” as appropriate. In the event of discrepancy

Section 1: Instructions to Bidders - 14 -


Municipal Corporation of Jalandhar (MCJ)

between them, the original shall prevail. To avoid discrepancies


between the original and the copies, copies shall be
photocopies of the original bid documents where possible.

19.2 The original and all copies of the Technical bid shall be typed
or written in indelible ink and shall be signed and sealed by a
person or persons duly authorized to sign on behalf of the
bidder. All pages of the bid and all entries where amendments
have been made shall be initialled by the person or persons
signing the bid.

19.3 The bid shall contain no alterations, omissions or additions,


except those to comply with instructions issued by the
Employer, or as necessary to correct errors made by the bidder,
in which case such corrections shall be numbered and initialled
by the person or persons signing the bid.

D. SUBMISSION OF BIDS
20. Sealing and Marking of 20.1 The bidder shall seal the original Technical Proposal and the
Bids copy of the Technical Proposal in separate sealed envelopes,
clearly marking each one as “ORIGINAL – TECHNICAL
PROPOSAL” and “COPY – TECHNICAL PROPOSAL” as appropriate.
These envelopes shall be placed in another sealed envelope,
clearly marked with “ORIGINAL AND COPY OF TECHNICAL
PROPOSAL”. The original Bid Security/Earnest Money shall be
placed in a separate sealed envelope within the envelope for the
original Technical Proposal and a copy of the Bid Security/EM
shall be placed in a separate sealed envelope within the envelope
containing the copy of the Technical Proposal. The Financial
proposal/Price proposal, as prescribed in the Tender should be
filled up and sealed in a separate envelope clearly marked
“FINANCIAL PROPOSAL/PRICE PROPOSAL” and submitted
along with technical proposal, all in an outer envelope. The
address of the bidder should be clearly written on the cover of the
financial proposal. Both the Technical Proposal (original & copy)
and Financial Proposal should be submitted in a single outer
cover, sealed.

20.2 The fully completed Financial proposal/price proposal shall be


submitted which will remain stored sealed until the Technical
Evaluation is complete. The Price proposal shall only be opened
only for the technically qualified bidders.

20.3 All pages of the documents shall be signed and stamped by the
authorized signatory of the Bid, in accordance with Clause 20.
The documents shall be enclosed with ‘Original’ or “Copy of
the Technical Proposal or Price Proposal as described in
Clause 12.

20.4 The outer envelope/cover(contains Technical Proposal(original


&copy) and Financial proposal) shall:
(a) be addressed to the Employer at the following address:
Office of the Commissioner,

Section 1: Instructions to Bidders - 15 -


Municipal Corporation of Jalandhar (MCJ)

Municipal Corporation of Jalandhar (MCJ)


Jalandhar.

(b) bear the following identification:


Bid for: Appointment of consultants for SCADA /
Telemetry and integration of tube wells in Jalandhar city
DO NOT OPEN BEFORE …………. [Bidder to insert
time and date for bid opening, per Sub-Clause 21.1].
20.5 In addition to the identification required in Sub-Clause 21.1,
the outer envelope shall indicate the name and address of the
bidder to enable the bid to be returned unopened in case it is
declared “late” pursuant to Clause 23.

20.6 If the outer envelope is not sealed and marked as above, the
Employer will assume no responsibility for the misplacement
or premature opening of the bid.

21. Deadline for submission 21.1 The Bids must be received by the Employer at the address
of Bids specified above not later than the time and date mentioned in
the Invitation for Bids/Data sheet.

21.2 The Employer may, at its discretion, extend the deadline for
submission of bids by issuing an addendum in accordance with
Clause 11, in which case all rights and obligations of the
Employer and the bidders previously subject to the original
deadline will thereafter be subject to the deadline as extended.

22. Late Bids 22.1 Any bid received by the Employer after the deadline for
submission of bids prescribed in Clause 21 will be rejected and
will be returned unopened to the bidder.

23. Modification and 23.1 The bidder may modify or withdraw its bid after bid
Withdrawal of Bids submission, provided that written notice of the modification or
withdrawal is received by the Employer prior to the deadline
for submission of bids.

23.2 The bidder’s modification or withdrawal notice shall be


prepared, sealed, marked and delivered in accordance with the
provisions of Clause 21, with the outer and inner envelopes
additionally marked “MODIFICATION” or “WITHDRAWAL”, as
appropriate. A withdrawal notice may also be sent by fax, but
must be followed by a signed confirmation copy.

23.3 No bid will be modified by the bidder after the deadline for
submission of bids.

23.4 Withdrawal of a bid during the interval between the deadline


for submission of bids and the expiration of the period of bid
validity specified in the Form of Bid may result in the
forfeiture of the bid security pursuant to Clause 16.

Section 1: Instructions to Bidders - 16 -


Municipal Corporation of Jalandhar (MCJ)

E. OPENING AND EVALUATION OF TECHNICAL


PROPOSAL
24. Opening of Technical 24.1 The Employer will open the Technical Proposals, including
Proposals modifications made pursuant to Clause 23, in the presence of
bidders' representatives who choose to attend, at the time
opening of bids on the date /address given in Data sheet. The
bidders' representatives who are present shall sign a register
evidencing their attendance.

24.2 The Price Proposal will remain unopened and will be held in
the custody of the Employer until the time of bid opening of
the Price Proposals. The time and date and location of the bid
opening of the Price Proposals for technically qualified
bidders will be advised in writing by the Employer.

24.3 Envelopes marked "WITHDRAWAL" or “MODIFICATION”


shall be opened and read out first. Bids for which an
acceptable notice of withdrawal has been submitted pursuant
to Clause 23 shall not be opened.

24.4 The bidders’ name, bid modifications and withdrawals, and the
presence or absence of the requisite bid security and such other
details as the Employer may consider appropriate, will be
announced and recorded by the Employer at the opening. The
bidders' representatives will be required to sign this record.

24.5 The Employer shall prepare minutes of the bid opening,


including the information disclosed to those present in
accordance with Sub-Clause 24.4.

25. Process to be 25.1 Information relating to the examination, clarification,


Confidential evaluation and comparison of bids and recommendations for
the award of a contract shall not be disclosed to bidders or any
other persons not officially concerned with such process until
the award of the successful bidder is announced. Any effort by
a bidder to influence the Employer’s processing of bids or
award decisions may result in rejection of the bidder’s bid.

26. Preliminary 26.1 Prior to the detailed evaluation of bids, the Employer will
Examination of determine whether each bid (i) meets the eligibility criteria of
Technical Proposals and (ii) has been properly signed; (iii) is accompanied by the
Determination of required securities; (iv) is substantially responsive to the
Responsiveness requirements of the bidding documents; (v) provides any
clarification and/or substantiation that the Employer may
require pursuant to Clause 29.

26.2 A substantially responsive bid is one which conforms to all the


terms, conditions and specifications of the bidding documents,
without material deviation or reservation. A material deviation
or reservation is one (i) which affects in any substantial way

Section 1: Instructions to Bidders - 17 -


Municipal Corporation of Jalandhar (MCJ)

the scope, quality or performance of the Works; (ii) which


limits in any substantial way, inconsistent with the bidding
documents, the Employer’s rights or the bidder’s obligations
under the Contract; or (iii) whose rectification would affect
unfairly the competitive position of the other bidders
presenting substantially responsive bids.

26.3 If a bid is not substantially responsive, it will be rejected by


the Employer, and may not subsequently be made responsive
by correction or withdrawal of the nonconforming deviation
or reservation.

27. Evaluation and 27.1 The Employer or evaluation committee constituted by the
Comparison of Commissioner will carry out a detailed evaluation as per Table
Technical Proposals 1 of the bids in order to determine whether the bidders are
qualified and whether the technical aspects are substantially
responsive to the requirements set forth in the bidding
documents. In order to reach such a determination, the
Employer will examine the information supplied by the
bidders and other requirements in the bidding documents,
taking into account the following factors:
(a) Experience
(i) determination will evaluate the Bidder’s experience
information submitted in the proposal based
upon the experience in similar works.( Appendix
2 &3)
(b) Qualification
(i) determination will evaluate the Bidder's qualification
information submitted in the proposal based
upon the qualification criteria(Table 2) given in
the document, to confirm that the minimum
qualification requirements are being met; and
(c) Technical
(i) Overall completeness and compliance with the
Employer's Requirements including such other
information as the Employer deems necessary and
appropriate technical merits.
(ii) overall other information, provision of the additional
information to be provided in the Technical
Schedules;
(iii) Each submitted proposal shall be scored for a
maximum of 100 marks and only Bidders scoring a
minimum 75 marks out of 100 will be considered
qualified and recommended for opening of the price
proposal.
(iv) Financial bids/price bids of non-qualifying bidders
(receiving less than 75% marks in technical
evaluation) shall not be opened and shall be returned,
once the contract has been awarded. The decision of
the commissioner will be final and binding in this
regard.

Section 1: Instructions to Bidders - 18 -


Municipal Corporation of Jalandhar (MCJ)

27.2 Pursuant to Sub-Clause 28.1, information provided by the


Bidders will be evaluated to determine whether the technical
aspects are substantially responsive to the requirements set
forth in the bidding documents.

27.3 The Employer wishes to clarify that despite whatever is


proposed by the Bidder, the successful Bidder shall be required
to conform in all respects to the requirements of the Contract,
and all proposals shall be subject to the approval of the
Employer’s representative. Acceptance of the Bidder’s
proposal for the purposes of bid evaluation and award of
tender shall not be construed as approval by the Employer. All
details will subsequently be subject to the approval of the
Employer’s representative during execution of the Contract.
No claim for additional payments shall be entertained, other
than in accordance with the Contract.

28. Clarification of 28.1 The Tender Evaluation Committee may undertake “oral”
Technical Proposals (telephonic included) clarifications with the bidders. The primary
function of clarifications in the evaluation process is to clarify
ambiguities and uncertainties arising out of the evaluation of the
bid documents. Oral clarifications provide the opportunity for the
committee to state its requirements clearly and for the bidder to
more clearly state its proposal. The committee may seek inputs
from their professional, technical faculties in the evaluation
process. However, no additional documents will be allowed to
be submitted by the bidder after the formal submission of the
bid and the clarifications, if any have to be provided/referred
from documents already submitted.

29. Invitation to Attend 29.1 At the end of the evaluation of Technical Proposals by the
Opening of Price Employer, the Employer will invite bidders who have
Proposals submitted substantially responsive Technical Proposals
(obtaining more than or equal to 75 Marks out of 100) and
who have been determined as being qualified for award to
attend the bid opening of the Price Proposals. Bidders shall be
given reasonable notice of bid opening the Price Proposal.

F. OPENING AND EVALUATION OF PRICE


PROPOSALS
30. Opening of Price 30.1 The Employer will open the Price Proposals of all bidders who
Proposals have submitted substantially responsive Technical Proposals at
the time and date at the location advised to the bidders or as
mentioned in the data sheet. The bidder's representatives who
are present shall sign a register evidencing their attendance.

30.2 The bidder’s names, the bid prices, the total amount of each
bid, any discounts, and such other details as the Employer may
consider appropriate, will be announced and recorded by the

Section 1: Instructions to Bidders - 19 -


Municipal Corporation of Jalandhar (MCJ)

Employer at the opening. Any bid price or discount which is


not read out and recorded at the opening of Price Proposals will
not be taken into account in bid evaluation. The bidder's
representatives who are present will be required to sign the
record.

31. Process to be 31.1 Information relating to the examination, clarification,


Confidential evaluation and comparison of Price Proposals and
recommendations for the award of a contract shall not be
disclosed to bidders or any other persons not officially
concerned with such process until the award of the successful
bidder is announced. Any effort by a bidder to influence the
Employer’s processing of bids or award decisions may result in
rejection of the bidder’s bid.

32. Preliminary 32.1 Prior to the detailed examination of the Price Proposals, the
Examination of Price Employer will determine whether each opened bid (i) has been
Proposals and properly signed; and (ii) is substantially responsive to the
Determination of requirements of the bidding documents.
Responsiveness
32.2 A substantially responsive bid is one which conforms to all
terms, conditions and requirements of the bidding documents
without material deviation or reservation and includes
amendments and changes, if any, requested by the Employer
during evaluation of bidder’s technical proposal. A material
deviation or reservation is one (i) which affects in any
substantial way the scope, quality or performance of the
Works; (ii) which limits in any substantial way, inconsistent
with the bidding documents, the Employer’s rights or the
bidder’s obligations under the Contract; or (iii) whose
rectification would affect unfairly the competitive position of
the other bidders presenting substantially responsive bids.

32.3 If a Price Proposal is not substantially responsive it will be


rejected by the Employer, and may not subsequently be made
responsive by correction or withdrawal of the nonconforming
deviation or reservation.

33. Clarification of Price 33.1 To assist in the examination, evaluation and comparison of
Proposals Price Proposals, the Employer may, at its discretion, ask any
bidder for clarification of its bid, including breakdowns of unit
rates. The request for clarification and the response shall be in
writing or oral, but no change in the price or substance of the
bid shall be sought, offered or permitted except as required to
confirm the correction of arithmetic errors discovered by the
Employer in the evaluation of the bids in accordance with
Clause 34.

34. Correction of Errors 34.1 Price Proposals determined to be substantially responsive will
be checked by the Employer for any arithmetic errors.
Arithmetical errors will be rectified on the following basis. If
there is a discrepancy between the unit rate and the total cost
per item that is obtained by multiplying the unit rate and
quantity, the unit rate shall prevail and the total cost per item
will be corrected unless in the opinion of the Employer there is

Section 1: Instructions to Bidders - 20 -


Municipal Corporation of Jalandhar (MCJ)

an obvious misplacement of the decimal point in the unit rate,


in which case the total price as quoted will govern and the unit
rate will be corrected. If there is a discrepancy between the
total bid amount and the sum of total costs per item, the sum of
the total costs per item shall prevail and the total bid amount
will be corrected. If the bidder has offered a discount
expressed as a percentage of the quoted price, such discount
will be applied to the corrected bid price.

34.2 The amount stated in the Form of Bid for Price Proposal will
be adjusted by the Employer in accordance with the above
procedure for the correction of errors and shall be considered
as binding upon bidder. If the bidder does not accept the
corrected amount of bid, its bid will be rejected, and the bid
security may be forfeited in accordance with sub-Clause 16.6.

35. Conversion to a Single 35.1 Not Applicable – All the Bid Price shall be in Indian Rupees
Currency only.

36. Evaluation and 36.1 The Employer will evaluate and compare only the bids
Comparison of Proposals determined to be substantially responsive in accordance with
Clause 32. The Financial Bids of the technically qualified
bidders will be evaluated as per mentioned below.

a. The Total Value of the Financial bid shall be arrived by the


following method
Total Value = Fixed Fee + maximum value of Out of Pocket
expenses as given by bidder + any applicable taxes
c. The list of Bidder will be ranked in ascending order (i.e.) Bidder
quoting the lowest price in terms of Total value (L1) will be
ranked first and so on.
d. The L1 bidder will be awarded the contract.
e. However, the MCJ does not bind itself to award the contract to
the bidder(s) offering the lowest price.

36.2 The Employer reserves the right to accept or reject any


variation, deviation and other factors which are in excess of
the requirements of the bidding documents or otherwise result
in the accrual of unsolicited benefits to the Employer shall not
be taken into account in bid evaluation.

36.3 If the bid of the successful bidder is seriously unbalanced in


relation to or substantially above the Engineer’s estimate of
the cost of work to be performed under the Contract, the
Employer may require the bidder to produce detailed price
analyses for any or all items of the Schedule of Prices, to
demonstrate the internal consistency of those prices with the
construction methods and schedule proposed.

Section 1: Instructions to Bidders - 21 -


Municipal Corporation of Jalandhar (MCJ)

G AWARD OF CONTRACT
37. Award 37.1 Subject to Clause 39, the Employer will award the Contract to
the bidder whose bid has found lowest as explain in clause 36.

38. Employer’s Right to 38.1 Notwithstanding Clause 38, the Employer reserves the right to
Accept any Bid and to accept or reject any bid, and to annul the bidding process and
Reject any or all Bids reject all bids, at any time prior to award of Contract, without
thereby incurring any liability to the affected bidder or bidders
or any obligation to inform the affected bidder or bidders of the
grounds for the Employer’s action.

39. Notification of Award 39.1 Prior to expiry of the period of bid validity prescribed by the
Employer, the Employer will notify the successful bidder that
its bid has been accepted. This letter (hereinafter and in the
Conditions of Contract called the “Letter of Acceptance”) shall
name the sum which the Employer will pay the Consultant in
consideration of the Terms of Reference as prescribed by the
Contract (hereinafter and in the Conditions of Contract called
“the Contract Price”).
39.2 The notification of award will constitute the formation of the
Contract.

40. Signing of Agreement 40.1 At the same time that the Employer notifies the successful
bidder that its bid has been accepted, the Employer will send
the bidder the Form of Agreement (Appendix: 4) provided in
the bidding documents, incorporating all agreements between
the parties.

40.2 Within 7 days of receipt of the Form of Agreement, the


successful bidder shall sign the Form and return it to the
Employer.

41. Performance Bank 41.1 The successful bidder shall at his own expense deposit an
Guarantee (PBG) unconditional and irrevocable Performance Bank Guarantee
(PBG) from a scheduled bank in suitable format(Appendix:5),
payable on demand, for the due performance and fulfilment of
the contract by the bidder, with the Commissioner, MCJ within
fifteen (15) working days of the date of notice of award of the
contract or prior to signing of the contract whichever is earlier,

a. This Performance Bank Guarantee will be for an amount


equivalent to 10% of contract value. All incidental charges
whatsoever such as premium; commission etc. with respect to
the performance bank guarantee shall be borne by the bidder.
The Bank Guarantee shall be valid for a period of 18 months
from the date of signing of contract. If the accepted Bidder
fails to furnish the bank guarantee within the above said
period, the EMD remitted by him will be forfeited by the
MCJ and their tender will be held void. The PBG furnished

Section 1: Instructions to Bidders - 22 -


Municipal Corporation of Jalandhar (MCJ)

by the Bidder in respect of their tender will be returned


to him at the end of the contract period subject to submission
of all reports to satisfaction of the concerned department and
MCJ.
b. If the Bidder failed to act up on to the tender conditions or
backs out when their bid has been accepted, their PBG
mentioned above will also be forfeited in favor of MCJ.

42.1 The successful Bidder should nominate and intimate to the MCJ,
42.Execution of Work order the name of their “Official” assigned for the project. The
successful Bidder should ensure that the “Official” is fully
familiarized with the terms and conditions of the Tender, Scope
of Work and the guidelines.

43.1. The successful Bidder shall not assign or make over the
43. Assigning of Tender whole contract, the benefit or burden thereof to any other person or
or in part persons or body corporate. They shall not underlet or sublet to
any person(s) or body corporate for the execution of the
contract or any part thereof.

44.1. Consultant/ successful Bidder shall organize weekly/fortnightly


review meetings with the commissioner to review functionality
44. Review Meetings.
issues and progress of work. The frequency of meetings will be
intimated by the consultant in consideration of requirements in
the interest of the project. Consultant would prepare the minutes
of the review meetings mentioning the issues discussed,
decisions taken on them and appropriate level at which these
requires to be resolved.

45.1. The submission of Deliverables should be made strictly in


accordance with the Scope of Work in the Tender Document
45.Submission of Deliverables
and should get necessary approval from MCJ. If the delivery is
not affected as per tender, the MCJ shall have the right to
cancel the order, forfeit PBG and take any such action which
will be deemed fit in such circumstances.

46.1 The MCJ reserves the right to terminate the services of the
46.Termination of Services consultant, if it finds their services/outputs unsatisfactory, at
any stage during the contract period by giving a notice of
fifteen (15) days. The consultant shall then be paid for the work
completed, as per the fees quoted till that stage of the
assignment as part of response to this tender document.

Section 1: Instructions to Bidders - 23 -


Municipal Corporation of Jalandhar (MCJ)

47. Payment Terms-- The following table gives the schedule of payments, which shall be
milestone based.

1. Submission of Inception
Report (after acceptance of 10% of the contact value
report on “As on study”
covering the detail as
defined in the RFP).
2. Submission and
acceptance of deliverables 20% of the contact value
(DPR)

3. Submission and
acceptance of deliverables 20% of the contact value
Model RFP.

4. Selection of vendor
20% of the contact value
finalized.

5. Completion of Successful
Implementation by vendor. 20% of the contact value

6. Submission of Final Project 10% of the contact value


evaluation report on
implementation of the SCADA
Project by the vendor.

48. Other Terms and


Conditions 48.1. During the evaluation process, the MCJ reserves the right, to
request additional information/clarification from bidders. Such
request and response to the same shall be purely of a clarifying
nature, with no impact on the substantive content, quality or cost
of the services offered.

a. All supporting materials (including all data, material, and


documentation originated and prepared for the MCJ pursuant to
this RFP, and including correspondence relating to this RFP)
shall, upon delivery to the MCJ become the property of MCJ.

b. The final decision would be based on the technical capacity and


pricing. The MCJ does not bind itself in selecting the firm
offering lowest prices.

c. The Bids should be submitted neatly and all corrections, over-


writings should be avoided. In extreme cases, all over-writings
must be attested with seal.

d. MCJ reserves the right to reject any or all the tenders without
assigning any reason, to relax or waive any of the conditions

Section 1: Instructions to Bidders - 24 -


Municipal Corporation of Jalandhar (MCJ)

stipulated in the terms and conditions of tender as deemed


necessary in the best interest of Municipal corporation for good
and sufficient reasons.

e. MCJ will not pay any increase in duties, taxes and surcharges on
account of any revision by the Government after expiry of the
stipulated delivery period in the work Order.

f. The successful Bidder selected against this tender and all their
affiliated companies/firms cannot participate in the Operating
Agency Tender for project implementation/rollout to be initiated
as part of this Consultancy activity.

g. Arbitration: In case of any dispute, the matter will be referred to


an Arbitrator under "Arbitration and Conciliation Act 1996". The
arbitration shall be held in Jalandhar only and the Courts at
Jalandhar only shall have jurisdiction in relation thereto.

49: The minimum qualification criteria are as follows:


• The proprietary firm/agency/Company should have carried out at least one such
works of SCADA design and implementation management. The cost of SCADA
implementation (managed by the firm) should not be of less than 1.5 crores
• The annual turnover of the firm/agency/company/proprietary from consulting for last
2 years should not be less than 10 lakes (1 million) per annum. MCJ could ask for
audited financial statements.

A technical proposal shall not be considered for further evaluation (financial), if it fails to
achieve the minimum technical score of 75 marks out of 100 as indicated earlier.
Table 1: Summary Evaluation Sheet of Technical Proposals.
Sr. No. Criteria Maximum Score
I Experience of the firm 40
Experience of automation works in water/wastewater
projects – one project involving design and
implementation supervision of SCADA system with an
estimated cost of Rs 1.5 crores
II Proposal 30
Work Plan (10)
Approach and methodology (20)
III Proposed Staff (Team Leader, Procurement Expert) 25

Section 1: Instructions to Bidders - 25 -


Municipal Corporation of Jalandhar (MCJ)

Qualifications (For Team Leader- Master’s degree in (5)


Instrumentation 3 marks (however if the experience is strong
in SCADA, the qualification may be relaxed to Bachelor’s
degree), Procurement cum Institutional Expert: Masters
degree - 2 no.)
Experience – overall experience in relative field (20)
(Team Leader – Total Instrumentation Experience > 8 years =
12 marks; Procurement cum institutional experience >8 years
= 8 marks)
iv Presentation to the Technical Committee 5
Total 100
NOTE-The Technical proposal to be submitted by the firm/company should clearly
reflect the works assigned under evaluation Criteria to avoid any ambiguities while
awarding marks. (Appendix 3)

Table: 2 KEY PERSONNEL, THEIR EXPEREINCE, EDUCATIONAL AND REQUIRED


MINIMUM QUALIFICATIONS.

Minimum Minimum and


Sr. No. of
Designation Qualification Degree Years of Specific
No Positions
Experience Experience
1. Instrumentati Graduate Instrumentatio 1 8 years Water treatment,
on and Engineer with n and Control / water supply, and
Controls. PLC and electronics wastewater
SCADA Engineering. treatment plant
certification. PLC, SCADA
experience. A
centralized SCADA
experience for large
projects will be
considered a plus.
2. Procurement B.E., MBA Civil 1 8 years Water and waste
Cum water treatment /
Institutional water supply
Expert projects
3. Additional required position may be suggested by the bidder

50 Proposal Presentations. The Tender Evaluation Committee of MCJ may invite


the eligible bidders to make a presentation to MCJ at a date, time and location
determined by the MCJ. The purpose of such presentations would be to allow the
bidders to present their proposed solutions to the committee and the key points in
their proposals.

Section 1: Instructions to Bidders - 26 -


Municipal Corporation of Jalandhar (MCJ)

51. Negotiations with the Successful Bidder


MCJ reserves the right to further negotiate with the Successful Bidder. While negotiating,
the following aspects may be considered:
1 Further reduction in consultancy charges for undertaking the Work – justifications for
charges may be questioned and negotiated.
2 Advancing the delivery schedule
3 Additional services
4 Phasing of the Payment Schedule based on actual work load

52. Outline of Tasks to be carried out and Deliverables.


Any work, as and when required for smooth and timely execution of the project
may be supported by the SCADA Consultant. MCJ shall make all possible efforts
to provide support and help to the extent possible; however the final
responsibility of the same shall rest with the consultants.

1. As is study: Consultant shall carry out a “As is” assessment of the tubewells
and waste water disposal systems in operation within MCJ area s for preparing
A Detailed Project Report f o r t he SCADA system. The scope of “ As is”
study should cover the following:
A. Collection of data pertaining to Tubewells & Waste water disposal
systems, focusing on Electrical equipment i.e. starters/control
panel/ distribution network and identification of adaptation requirements
etc. for the project after field survey of the town/city.
B. Identification of MCJ requirements based on techno-commercial approach
with the reliability & cost benefit analysis.
C. Study of IT system/Telemetry/communication medium being established
for ensuring integration with proposed SCADA.
D. Prepare a roadmap for automation of tubewells & waste water disposals of
the project area to utilize the full potential of SCADA project after field
survey of the tubewells & waste water disposals network of the town / city
and identification of the missing infrastructure.

2. DPR preparation: The Consultant shall assist MCJ in preparation of DPR


for the design and implementation of the project. The design shall include
remote site connectivity details, existing system details and connectivity to
SCADA, required instrumentation and SCADA and Specifications for electro-
mechanical, instrumentation & automation works for SCADA.

3. Preparation of detailed RFP: Consultant shall be responsible for framing


the model RFP in line with „As-is study & specific project

Section 1: Instructions to Bidders - 27 -


Municipal Corporation of Jalandhar (MCJ)

requirements of the MCJ for atomization of tubewells &waste water disposals.


The Consultant should ensure that the offered solution is seamlessly integrated
with IT system / Telemetry/communication medium ( being established),
under SCADA System.

4 Assistance to M C J i n selection of vendor: Consultant shall assist in


tendering, pre-bid conference, interaction with bidders & clarification of
queries and technical evaluation, etc.

5 Assisting MCJ in project management of SCADA System: Consultant


shall supervise the implementation process carried out by the Vendor in
line with the RFP. Consultant shall assist MCJ in design, engineering,
installation, testing & commissioning of the proposed SCADA System till
completion.

6 Coordination with MCJ for resolving implementation issues/ queries:


Consultant shall be assisting MCJ for resolving implementation issues and
for preparing responses to the queries raised by the Vendor related to
SCADA during implementation in the respective project area. The Adequate
support will be provided by the MCJ to the Consultant.

7. Handhold the MCJ for successful implementation of the SCADA


Project. This would include handholding the MCJ during the
validation/verification of successful implementation of the SCADA Project
by the vendor.

Section 1: Instructions to Bidders - 28 -


Municipal Corporation of Jalandhar (MCJ)

Section III: TERMS OF REFERENCE FOR CONSULTANTS

PURPOSE
The prime objective of this Consulting Services is to design and manage implementation of a
techno-economical feasible solution for Integration of tube wells and waste water disposal in
Jalandhar city using SCADA /Telemetry.

Specific Scope of Consulting Services includes but not limited to:


(a) Prepare master plan for linking tube wells within Jalandhar city to a centralized
SCADA monitoring station to be set up at corporation premises
(b) Prepare master plan for linking water, waste water treatment facilities within
Jalandhar city to the centralized SCADA monitoring station
(c) Detailed out the systems proposed under (a) and (b) along with alternate cost
models, and finalize them (in consultation with MCJ) using efficient operational
system requirements, cost effectiveness and budget limitations of MCJ
(d) Prepare tender/RFP documents for Vendor Selection; assist the MCJ in the
evaluation of bids and award of contract.
(e) Monitor and Supervise implementation of the contract.
(f) Prepare an institution development program focusing on business process
reengineering, restructuring/realignment and assist in delivering of required
trainings etc. so as to smooth take-over of the systems by MCJ

DETAILED SCOPE OF CONSULTING SERVICES

1) Prepare a Detailed Inception Report


Prior to undertaking any engineering work the Consultants shall prepare an inception report
for the project. This inception report shall be prepared upon review (“AS IS” Study) of
existing water supply/ tube wells within the MCJ area, Consultant’s approach and
methodology in completing the project along with project delivery schedule.

2) Selection of Telemetry/communication medium


In consultation with the MCJ staff, the Consultant shall assess availability of sites within MCJ
area for the selection of site for Central SCADA location as well as telemetry/communication
medium for data transfer from remote sites to the central location. The primary focus in
selecting the telemetry medium shall include but not limited to: techno-economical feasibility,
life time cost analysis, availability of telecommunication infrastructure, budgetary constraints
of MCJ etc.

Section 1: Instructions to Bidders - 29 -


Municipal Corporation of Jalandhar (MCJ)

3) Conduct Survey and assessment of the tube wells


Consultant shall conduct survey at the selected site(s) to aid in the design and implementation
of SCADA /Telemetry and Integration of tube wells in Jalandhar city. The consultant shall
also develop a detailed project report on possible integration of water and wastewater
treatment facilities with the central SCADA facility.

4) Develop Designs, Bid documents for SCADA /Telemetry and Integration of tube wells.

Consultant shall prepare alternate cost estimates for the design and implementation of the
project. The design shall include remote site connectivity details, existing system details
and connectivity to SCADA, required instrumentation for SCADA, specifications for
electro-mechanical, instrumentation & automation works for SCADA/Telemetry and for
integration of tube wells. Having discussed and finalized them in consultation with MCJ,
bid/contract documents shall be prepared for the implementation of the project. The
consultant shall also assist MCJ in evaluation of bids, award of contract and monitoring and
supervision during implementation of the contract by the Vendor. Therefore, the
consultancy also includes
1. Project management during the project development phase after selection of vendors
to ensure to adherence to the project timelines and requirements.
2. Monitor the site preparation and development by the selected vendor at
Tubewells/waste water disposal plant (the actual work of site preparation,
instrumentation, software development etc. are not in the scope of work of
consultant).
3. Measure the project benefits as against the objectives and goals.
4. Conduct a final project appraisal report.

5) Develop Institutional development program


In consultation with the MCJ staff, the Consultant shall assess the current processes and
institutional structure within MCJ and develop an institutional development program
encompassing business process reengineering needs, structural improvements as well as
training needs for the corporation.

6) Develop training program on SCADA


Prepare training plan & conduct training programs for MCJ staff on SCADA & automation so
as to take over its operation on implementation.

NOTE: Overall, the total scope of work needs to be planned in two phases. The
Phase I shall consist of major assessment, design and development of
SCADA/AUTOMATION for MCJ and preparation of DPR and its finalization
besides statutory/regulatory works and planning for institutional measures.
Phase II consists of “Management of implementation and Evaluation”.

Section 1: Instructions to Bidders - 30 -


Municipal Corporation of Jalandhar (MCJ)

Section IV

Appendix

Section 1: Instructions to Bidders - 31 -


Municipal Corporation of Jalandhar (MCJ)

Appendix 1: Covering Letter on bidder’s letterhead requesting selection as


Project Consultant

Date : Reference :

To
The Commissioner
Municipal Corporation,
Jalandhar.

Sub: Proposal for Selection as Project Consultant. (APPOINTMENT OF


CONSULTANTS FOR SCADA / TELEMETRY AND INTEGRATION OF
TUBEWELLS IN JALANDHAR CITY)

Dear Sir,
1. We, the undersigned, having carefully examined the referred RFP, offer to Propose
for the selection as Project Consultant, in full conformity with the said RFP.
2. We have read the all the provisions of RFP and confirm that these are acceptable to
us.
3. We further declare that additional conditions, variations, deviations, if any, found in
our proposal shall not be given effect to.
4. We agree to abide by this Proposal, consisting of this letter, Technical and
Commercial Proposals, the duly notarized written power of attorney, and all
attachments, for a period of 120 days from the date fixed for submission of Proposals
as stipulated in the RFP and modifications resulting from contract negotiations, and it
shall remain binding upon us and may be accepted by you at any time before the
expiration of that period.
5. Until the formal final Contract is prepared and executed between us, this Proposal,
together with your written acceptance of the Proposal and your notification of award,
shall constitute a binding contract between us.
6. We declare that we do not have any interest in downstream business, which may
ensue from the RFP prepared through this assignment.
7. We hereby declare that all the information and statements made in this proposal are
true and accept that any misrepresentation or misinterpretation contained in it may
lead to our disqualification.

Section 1: Instructions to Bidders - 32 -


Municipal Corporation of Jalandhar (MCJ)

8. We understand you are not bound to accept any proposal you receive, not to give
reason for rejection of any proposal and that you will not defray any expenses
incurred by us in bidding.
9. Banker’s Cheque/Demand draft No.__________ Dated ________ drawn on
Commissioner, Municipal Corporation, Jalandhar and Payable at Jalandhar for Rs.
50,000/- is enclosed towards EMD.

Signature…………………………………………..
In the capacity of ………………………………..
Duly authorized to sign proposal for and on
Behalf of …………………………………………
Date……………………………..
Place…………………………….

Section 1: Instructions to Bidders - 33 -


Municipal Corporation of Jalandhar (MCJ)

Appendix 2: General Information


Date: Reference:

A. Name of Agency

B. Contact

a) Address
b) Telephone Number
c) Fax
d) Mobile
e) Email
f) Website

C. Locations and Addresses of office

a) Indian
b) Overseas

D. Turnover

a) Financial Turnover-
i. 2007-08
ii. 2008-09
b) Consultancy related Turnover
i. 2007-08
ii. 2008-09
( Firm/company should provide appropriate evidence for the same.)

E. Number of Full Time Professionals in the Organization

a) Management
b) Consulting

F. Details of Authorized Person

G. Legal Status
H. Experience regarding SCADA/ automation works in water/wastewater projects
(other projects may also be indicated separately)

a) Project No. 1
i. Name of Department/Ministry;
ii. Address
iii. Contact Person
iv. Project name and scope
v. Duration of Assignment-Start date /End date
vi. Order value of the project

b) Project No. 2
i. Name of Department /Ministry
ii Address
iii Contact Person

Section 1: Instructions to Bidders - 34 -


Municipal Corporation of Jalandhar (MCJ)

iv Project name and scope


v Duration of Assignment-Start date/End date
vi Order value of the project

c) Detail of additional Projects (if any) on similar points

Signature…………………………………………..
In the capacity of ………………………………..
Duly authorized to sign proposal for and on
Behalf of …………………………………………
Date……………………………..
Place…………………………….

Section 1: Instructions to Bidders - 35 -


Municipal Corporation of Jalandhar (MCJ)

Appendix 3: Specific Details (For technical proposal)

Date: Reference No.:

Bidders are required to submit the following specific information/details for carrying out

the activities of work under the project:

1. Past Relevant experience in SCADA:


[Provide details of relevant experience in SCADA/ automation works in
water/wastewater projects]

2. Past Relevant experience in Procurement:


[Provide details of relevant experience in RFP preparation &vendor selection for
water/wastewater/SCADA/automation projects]

3. Understanding of the activities of work involved:

[Provide details of your understanding regarding activities of work involved as Project


Consultant in executing the SCADA/Automation project in water/wastewater, based
on the broad areas of work outlined in the RFP]

4 . Methodology for execution:


[Describe a specific methodology to implement the Project]

5. Profiles of key people involved:


[Provide the profiles of key people/core members who will be involved in
the assignments (having relevant experience) as per format given below]

S. No Item Details

1. Name

2. Role in current project

3. Whether Primary/Secondary

4. Current job title

5. Experience in yrs.

6. Number of years with the organization

7. Current job responsibilities

Section 1: Instructions to Bidders - 36 -


Municipal Corporation of Jalandhar (MCJ)

8. Educational Background, Training/Certifications

9. Summary of Professional / Domain experience

10. Highlights of assignments handled and significant


accomplishments

11. Certification and Signature

6. Work Plan:
[Provide a detailed work plan reflecting each milestone, deliverable and related task
along with resource allocation, effort estimate, and time schedule to ensure that the
work is completed in time. The proposed work plan should reflect the activities/ tasks
of the methodology proposed, showing a good underst anding of the assignments to
be undertaken and ability to translate them into feasible working plan]

Signature…………………………………………..
In the capacity of ………………………………..
Duly authorized to sign proposal for and on
Behalf of …………………………………………
Date……………………………..
Place…………………………….

Section 1: Instructions to Bidders - 37 -


Municipal Corporation of Jalandhar (MCJ)

Appendix: 4 Form of Agreement (Format)

CONTRACT FOR CONSULTING SERVICES

This Contract (hereinafter together with all appendices attachments and forming an integral
part thereof called the Contract) is made on this ………………………. Day of the month of
…………… 2010……between the Municipal Corporation of Jalandhar (MCJ) on the one
hand (Hereinafter called the “Employer”) and, on the other hand xxxxxxxxxxxxxxxxxxx
(name of consultant(s)) and (name of consultants) and (name of consultants) (hereinafter
called the “Consultants”), each of which will be jointly and severally liable to the Employer
for all the consultants obligations under this Contract.

WHEREAS
(a) the Employer has requested the Consultants to provide Consulting services as
defined in the General conditions of Contract attached to this contract
(herein after called the Services”).
(b) the Consultants, having represented to the Employer that they have the required
professional skills, and personnel and technical resources, have agreed to provide
the Services on the terms and conditions set forth in this Contract
(c) the consultant to be employed will be selected in accordance with the guidelines
under MCJ rules and regulations

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents attached hereto shall be deemed to form a integral part of
this Contract:
(a) The General Conditions of Contract:
(b) Terms of reference
(c) Instruction to consultants
(d) Financial proposal
(e) Letter of acceptance issued by the employer
(f) Acknowledgement by the consultants on the receipt of letter of acceptance
(g) Signed copies of the proceedings/minutes of negotiation meeting held by the
employer
(h) List of all addendums to the RFP, if any and notifications issued by the
employer
(i) List of communications issued by the employer and replies furnished by the
consultants for the same.

Section 1: Instructions to Bidders - 38 -


Municipal Corporation of Jalandhar (MCJ)

2 The mutual rights and obligations of the Employer and the Consultants shall be as set
forth in the Contract in particular:
(a) The Consultants shall carry out the Services in accordance with the provisions of
the Contract: and
(b) The Employer shall make payments to the Consultants in accordance with the
Provisions of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their
Respective names as of the day and year first above written.

For and on behalf of (name of Employer) For and on behalf of (name of


Consultants)

------------------- -----------------
(Authorized Representative) (Authorized Representative)

Note: If the Consultants consist of more than one entity, all these entities should appear
as signatories, e.g. in the following manner.)

For and on behalf of each of the Members of

(name of member) (name of member)

---------------- -----------------

(Authorized Representative) (Authorized Representative)

Section 1: Instructions to Bidders - 39 -


Municipal Corporation of Jalandhar (MCJ)

Appendix: 5 PERFORMANCE BANK GUARANTEE

To: ______________________________________________ [name of Employer]


_________________________________________ [address of Employer]
WHEREAS _________________________ [name and address of Bidder] (hereinafter
called "the Bidder") has undertaken, in pursuance of Contract No. _____ dated
________________ to execute __________________________ [name of
(hereinafter called "the Contract");
AND WHEREAS it has been stipulated by you in the said Contract that the Bidder
shall furnish you with a Bank Guarantee by a recognized bank for the sum specified
therein as security for compliance with his obligations in accordance with the
Contract;

AND WHEREAS we have agreed to give the Bidder such a Bank Guarantee;
NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to
you, on behalf of the Bidder, up to a total of ____________________ [amount of
guarantee] ___________________________ [in words], such sum being payable in
the types and proportions of currencies in which the Contract Price is payable, and we
undertake to pay you, upon your first written demand and without cavil or argument,
any sum or sums within the limits of ____________________ [amount of guarantee]
as aforesaid without your needing to prove or to show grounds or reasons for your
demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Bidder
before presenting us with the demand.
We further agree that no change or addition to or other modification of the terms of
the Contract or of the Works to be performed there under or of any of the Contract
documents which may be made between you and the Bidder shall in any way release
us from any liability under this guarantee, and we hereby waive notice of any such
change, addition or modification.

This guarantee shall be valid until three month from the date of completion of the
Consultancy Contract i.e. 18 months from the date of signing of agreement.
Signature and seal of the guarantor _____________________________ Name of
Bank ____________________________________________ Address
____________________________________________ Date
____________________________________________
An amount shall be inserted by the Guarantor, representing the percentage of the
Contract Price specified in the Contract including additional security for unbalanced
Bids, if any and denominated in Indian Rupees.

Section 1: Instructions to Bidders - 40 -


Municipal Corporation of Jalandhar (MCJ)

Appendix: 6` FINANCIAL OFFER FORMAT


(To be typed on the letter head of the Agency)
NAME OF WORK: CONSULTANCY SERVICES FOR SCADA / TELEMETRY
AND INTEGRATION OF TUBEWELLS IN JALANDHAR CITY,
I/We state that –
1. The financial offer is unconditional
2. Rates quoted are valid for 120 days from last date of
submission of tenders and hold good for work under all
conditions, site, moisture, all weather etc.
3. The total quoted is inclusive of all duties, applicable taxes etc.
on current rates.
4. The firm has not been blacklisting/debarred by any
central/state/multi-lateral funding agency in India
5. The firm does not have any pending litigation in court of law with
any state/central/multi lateral funding agency.
6. The details of all on-going litigations with such agencies are
enclosed.

I / We have carefully studied the various components herein above with the scope of work
and detailed activities and all other terms and conditions of this RFP and Terms of Reference
(TOR). On the basis of that I/We hereby undertake to execute the said works. It is further
certified that we have gone through your RFP and Terms of Reference (TOR) for the above
said works and I/We have understood all the terms and conditions pertaining to the work.

My/Our Total Financial Offer for executing the said work is Rs. _________________ (In
words Rs. ____________________________________) (Details of offer indicating
management fees (cost of key professionals), office consumable, cost of reimbursable,
applicable duties and taxes etc. are enclosed).

Signature…………………………………………..
In the capacity of ………………………………..
Duly authorized to sign proposal for and on
Behalf of …………………………………………
Date……………………………..
Place…………………………….

END OF DOCUMENT

Section 1: Instructions to Bidders - 41 -