MUMBAI METRO RAIL CORPORATION LIMITED

MUMBAI METRO RAIL CORPORATION LIMITED ... MMRC reserves all rights to accept or reject any or all proposals without ... Team Leader should be a MBA or...

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MUMBAI METRO RAIL CORPORATION LIMITED MMRC Building, 3rd floor, Bandra-Kurla Complex, Bandra (East), Mumbai – 400 051. Tel: 022-26384617.

Website: https://mmrda.maharashtra.gov.in Request for Expression of Interest for appointment of HR Consultant

Mumbai Metro Rail Corporation, a Joint Venture Company of the Govt. of India and the Govt. of Maharashtra, has been established for implementing the Colaba-Bandra-Andheri (SEEPZ) Metro Line-3. It is proposed to appoint a reputed HR consultant for preparation of comprehensive HR policy for MMRC. The interested Consultants shall send proposals by Registered Post or deliver in person, on all working days, on or before Feb.27, 2015. Presentation Cum Preproposal Conference will be held on 23rd Feb. 2015 at 11.00 a.m. The sealed envelopes super scribing “EOI for HR Consultant”, be addressed to General Manager (HR), 3rd floor, MMRC Building, Bandra-Kurla Complex, Bandra (East), Mumbai – 400 051. The details of TOR are available at https://mmrda.maharashtra.gov.in. MMRC reserves all rights to accept or reject any or all proposals without assigning any reasons.

General Manager (HR)

Place : Mumbai Date : 04/02/2015

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Request for Proposal and Terms of Reference for appointment of Consultant for Drafting HR Policy for Mumbai Metro Rail Corporation (MMRC)

Mumbai Metro Rail Corporation (MMRC)

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1. Background ...................................................................................................................... 4 2. Objective: ......................................................................................................................... 4 3. Scope of Work for the Consultant ................................................................................... 4 4. Eligibility Criteria ............................................................................................................ 9 5. Key Professional Staff ................................................................................................... 10 6. Preparation of Proposal .................................................................................................. 11 7. Proposal Validity Period ................................................................................................ 11 8. Evaluation of Proposals ................................................................................................. 11 9. Selection of Consultant .................................................................................................. 12 10. Deliverables and Timelines ........................................................................................ 13 11. Payment schedule ....................................................................................................... 14 12. Taxes and Levies ........................................................................................................ 14 13. Right to reject any or all Proposals ............................................................................ 14 14. Pre Proposal Conference ............................................................................................ 15 15. Facilities to be provided by MMRDA ....................................................................... 15 16. Clarifications .............................................................................................................. 15 17. Last date of submission of Proposal........................... Error! Bookmark not defined. 18. Documents to be submitted along with the Technical Proposal ................................ 16 18.1. Transmittal Letter and Title Page ....................................................................... 16 18.2. Table of Contents ................................................................................................ 16 18.3. Proposal Contents ............................................................................................... 16 18.4. Team Identification and Organizational Chart ................................................... 16 18.5. Services and Work Plan ...................................................................................... 17 18.6. Qualifications and Experience ............................................................................ 17 18.7. Power of Attorney ............................................................................................... 17 18.8. Undertaking regarding conflict of Interest .......................................................... 17 18.9. Audited Financial Statements ............................................................................. 17 18.10. Processing Fees ................................................... Error! Bookmark not defined. APPENDIX-I ........................................................................................................................ 18 Letter of Proposal .............................................................................................................. 18 Particulars of the Applicant ............................................................................................... 22 Power of Attorney ............................................................................................................. 25 Particulars of Key Personnel ............................................................................................. 27 Proposed Methodology and Work Plan ............................................................................ 28 Experience of Applicant# .................................................................................................. 29 Experience of Key [email protected] ........................................................................................ 31 Eligible Assignments of Applicant ................................................................................... 32 Eligible Assignments of Key Personnel ............................................................................ 33 Curriculum Vitae (CV) of Professional Personnel ............................................................ 34 APPENDIX-II ....................................................................................................................... 36 Covering Letter ................................................................................................................. 36 Financial Proposal ............................................................................................................. 38 APPENDIX-III ...................................................................... Error! Bookmark not defined. Draft Contract Agreement ................................................. Error! Bookmark not defined.

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1.

Background The Mumbai Metro Rail Corporation Ltd. (MMRCL), a company owned by Govt. of India (GoI) and Govt. of Maharashtra (GoM), has undertaken implementation of a 33 k.m. long and fully underground Mumbai Metro Line-3 Project extending from Colaba to SEEPZ via Bandra with 27 stations and the depot at Aarey Colony. Metro-3 will connect important business and other activity areas such as Cuffe Parade, Nariman Point, Fort, Girgaon, BKC, Airport, MIDC, SEEPZ as well as areas currently not served by the existing mass transit systems such as Worli, Prabhadevi, Kalina. It is also proposed to provide interchanges to connect Metro-3 with the existing and proposed mass transit systems such as suburban railways at CST, Churchgate, Mumbai Central; Metro Line-1 at Marol Naka; and proposed Monorail at Sant Gadge Maharaj Chawk and Metro Line-2 at BKC. The Mumbai Metro Line-3 Project has been approved by the GoI and GoM and will be implemented with the financial assistance from Japan International Cooperation Agency (JICA). The GoM has declared Metro-3 project as a ‘Vital Public Project’ and as an ‘Important Urban Transport Project’. MMRC is seeking to draft a comprehensive HR Policy and procedure Manual.

2.

Objective:

The objective is to evolve and provide HR policies that are suited to the business requirement of the company and comparable to the best practices being followed in the sector. It should cover:  

3.

To prepare / frame a Comprehensive HR Policy including Service Rules, Regulations, other allowances and perks etc. for MMRC The overall organizational structure of MMRC

Scope of Work for the Consultant

The scope of services of the Consultant, will include, but not limited to the following: 



Review of HR policies and other organizational HR related procedures and practices and related supporting organizational documents as applicable to Central Government Public Sector Undertakings to identify areas of gap. Identify comparable organizations and conduct a survey on the key policies and procedures.

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  



Review all policies and procedures for compliance to latest laws, regulations and statutory requirements. Present recommendations to the senior management and facilitate the process of finalizing the HR policy and procedures based on the same. Based on the changes agreed with the senior management, draft the HR Policy & Procedure Manual along with relevant annexure / formats required. The tentative list of table of contents is as per Annexure. Seek feedback from the senior management on the draft HR Policy and Procedures Manual and incorporate changes as required to finalize the Manual.

The MMRC Service Rules & Regulations, other allowances and perks etc. are required to be prepared on lines similar to DMRC / CMRC, and other similar government organizations / central and state PSUs. Rules & Regulations with suitable modifications if necessary.

Tentative policies, will include, but not limited to the following:

          

Recruitment Policy Promotion Policy Reward and recognition policy Training Policy including foreign training Service Rules including framing of Exit policy CDA Rules Welfare Policy guidelines Leave Policy Transfer Policy Feedback and Separation procedures Disciplinary procedures

The tentative table of contents are as follows: TENTATIVE TABLE OF CONTENTS a)

INTRODUCTION  PURPOSE & SCOPE OF THIS MANUAL o Purpose o Scope of the HR Manual o Overriding Clause  GUIDING PRINCIPLES FOR THE HR POLICIES  HOW TO READ THE POLICY MANUAL  KEY TERMINOLOGY USED  AMENDMENTS TO THE POLICIES

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 POLICY REVIEW UPDATE  CONFIDENTIALITY OF THE MANUAL b)

ORGANIZATION STRUCTURE o o o

c)

Top Management Structure Management Structure Operating Structure

EMPLOYMENT, JOINING & SEPARATION  EMPLOYMENT POLICY o Objective o Applicability o General Guidelines  RECRUITMENT & SELECTION PROCESS o Objective o Applicability o Guidelines  JOINING FORMALITIES POLICY o Objective o Applicability o Guidelines for the new joinee  PROBATION AND CONFIRMATION POLICY o Objective o Applicability o Guidelines  DEPUTATION POLICY  EMPLOYEE SEPARATION POLICY o Objective o Applicability o Guidelines  PAY AND ALLOWANCES POLICY

d) 

WORKING RULES WORKING HOURS & ATTENDANCE o Objective o Applicability o Guidelines

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LEAVE POLICY o Objective o Applicability o Guidelines



PREVENTION OF SEXUAL HARASSMENT POLICY o Objective o Applicability o Guidelines

e)

TRAVEL POLICY o o o o o o o

f)

TRANSFER POLICY o o o o o o o o o

g)

Objective Applicability General Guidelines Sanctioning Authority Criterion for Providing Transport Admissibility of Travel Allowance Travel Advances

Objective Applicability Guidelines Process of Transfer Attendance at the new place to resume office Treatment of Travel Period Transfer at employees ‘own request’ Application for Advance Transfer/Travel Expenses and Clearance

COMPENSATION & BENEFITS o o o o o o

Objective Applicability Clause of Confidentiality Compensation Components Gratuity Voluntary Retirement Scheme

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h)

PERFORMANCE MANAGEMENT o o o o o o o o

Objective Applicability PMS Overview Key Definitions for PMS Key Phases of the Performance Cycle Responsibilities & Accountabilities Performance Review for ED/ DG Linkage of PMS to HR Systems

PROMOTION POLICY o o o o i)

TRAINING & DEVELOPMENT POLICY o o o o o o

j)

Objective Applicability Key priorities for Training & Development Key Elements of T&D Framework Training & Development Cycle: Other Guidelines

CODE OF CONDUCT o o o o o o o o o o

k)

Objective Applicability Promotion Guidelines Process for Promotion

Objective Applicability Background Definitions Misconduct Business code of conduct Penalties Procedure for Awarding Punishment Appeals Special Procedure in Certain Cases

ACCOMODATION POLICY

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4.

Eligibility Criteria

The consultants should satisfy the following minimum eligibility criteria and should submit the proposal with necessary supporting documents.



Consultant should have its operations in Mumbai, India.



Consultant should have proven track record with minimum 10 years of consulting experience in India for conducting similar studies, having conducted at least three such studies in the last 03 (three) calendar years counting from the date of submission of RfP



Consultant should have completed a similar assignment for a Central / State PSU – with a minimum staff strength of 250 employees and turnover of Rs. 100 crores – in the last five (5) years



The consultant should have executed at least 3 consultancy projects of similar nature each of value not less than Rs.1 crore in India or abroad in the sector



Team Leader should be a MBA or Equivalent in Human Resource with 10 years of experience, having conducted not less than 3 similar studies in the sector



One of the team members should be a Law Graduate with minimum 5 years of experience in dealing with Service Rules, Labour Laws etc.



An Executive level Professional who should have diploma in HR or above with minimum 5 years of experience and should have similar experience of at least two such engagements in the sector



Consultant should have average annual turnover of Rs.10 crores during the last 3 financial reporting cycles each having duration of 12 months or more from Advisory Services, (The “Advisory Services” turnover shall not include fees from Brokerage, Underwriting, Banking service charges, IT advisory, Internal audit & accounting services and from any other services, which are not relevant as envisaged in this RFP).



The net worth of the Indian entity of the consultant should be positive as per the latest audited balance sheet

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Documentary evidence of these Assignments specified in the Proposal should be provided as supporting. Availability of Key Personnel: The Applicant shall offer and make available all Key Personnel meeting the requirements specified in clause 8 below. 5.

Key Professional Staff The Consultancy Team shall consist of the following key personnel (the “Key Personnel”) who shall fulfill the academic and professional experience criteria as specified below : Key Personnel

Education Qualification

Length of Experience on professional Assignments Experience

Team Leader

MBA Equivalent HR

Executive

Graduate and 5 years Diploma HR

He should have advised in atleast two Projects in the same sector.

Legal Advisor

Graduate Law equivalent

He should have worked as a legal expert for minimum 5 years in dealing with Service Rules, Labour Laws etc.

or 10 years in

in 5 years or

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Eligible

10 years of experience, having conducted not less than 3 similar studies in the sector

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6.

Preparation of Proposal The Consultants shall submit their proposal in the enclosed formats with a covering letter, enclosing the following in separate envelopes, super scribed as given under against each Enclosure: Enclosure 1

Technical Proposal in separate sealed envelope and super scribed on the envelope as “Enclosure 1: Technical Proposal”. This should include 1. This RFP in original with signature on each page, 2. minutes of pre-bid meetings (if any) with signature on each page, 3. The documents supporting the eligibility criteria. (To support the claim of successful completion of projects, the consultants are advised to submit the Completion certificate from the respective clients.) 4. Name and profile of the key professionals on the attached format along with the offer. 5. Processing fee [Rs.10,000/- in the form of Demand Draft in favour of MMRC, Payable at Mumbai]

Enclosure 2

7.

Financial (Price) Proposal (One copy only, in a separate sealed envelope) and superscribed as “Enclosure 2: Financial Proposal”.

Proposal Validity Period Proposal Validity Period must be minimum 90 days from the Proposal Due Date.

8.

Evaluation of Proposals

Evaluation of Technical Proposals

The MMRC’s evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified in the Summary and Personnel Evaluation Sheet attached with this RFP. Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score of 70% as indicated in the RFP

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The consultants shall make the presentation of their proposal after their technical proposals are opened. The consultant must ensure the proposed key staff on the presentation day for discussion.

The Technical Proposal would be evaluated on the basis of (Total Marks -50):    

Functional Experience of Consultant – 20, Firm’s Understanding of the ToR (which would include Approach & Methodology)– 20, Presentation – 10, and Resources (including Key Professional) – Qualified / Disqualified.

Evaluation of Financial Proposals

The MMRC’s evaluation committee shall open the Financial Proposals of only those bidders who have passed the minimum Technical threshold of 70%. The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100. The formula for determining the financial scores (Sf) of all other Proposals is calculated as following: Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest Total Price and “F” is the TP of the proposal under consideration. 9.

Selection of Consultant

The consultants shall be appointed through an open competitive bidding process based on Quality- and Cost-Based Selection – “QCBS” basis. Technical proposal would be weighed at 80% and Financial Proposal of Eligible Applicants would be weighed at 20%. The bidder who obtains the highest score would be declared winner. In case of a tie, the bidder who obtains the highest technical marks would be declared winner.

The weights given to the Technical (T) and Financial (P) Proposals are: T = 80%, and P = 20%

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Proposals are ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) as following: S = St x T% + Sf x P%. 10.

Deliverables and Timelines

The following deliverables are to be submitted as part of this activity: ACTIVITY

TIMELINE

-

Review Structure requirement and other HR related procedures and related supporting documents.

-

Identify comparable organizations on the key policies and procedures. Review all policies and procedures for compliance to latest local laws, regulations and statutory requirements. Present recommendations to the senior management and facilitate the process of finalizing the HR policy and procedures based on the same. Based on the changes agreed with the senior management, draft the HR Policy & Procedure Manual. Final Policy after incorporating suggestions provided by MMRC on the Draft

-

-

-

-

of MMRC, organizational and practices organizational

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7 days

14 days 21 days

21 days

21 days

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11.

Payment schedule A lump sum fee excluding the Applicable Taxes would be quoted by the consultant. The fee structure will be based on milestones. The Consultant also supposed to give basis of the relevant calculations and its justifications.

Sl No

Deliverable as per scope of work

Percentage of payment

1.

Inception / Kick off presentation

10%

2.

Presentation on Comparable service rules / employee handbook of minimum three similar organizations

20%

3.

Draft Policy

40%

3.

Submission of final policy post incorporation of suggestions in the presentation (2 sets both hard and soft copy)

30%

Total

100%

12.

Taxes and Levies The financial offer by the bidder should be exclusive applicable taxes.

13.

Right to reject any or all Proposals 13.1. Notwithstanding anything contained in this RFP, the Authority reserves the right to

accept or reject any Proposal and to annul the Selection Process and reject all Proposals, at any time without any liability or any obligation for such acceptance, rejection or annulment, and without assigning any reasons thereof. 13.2. The Authority reserves the right to reject any Proposal if:

13.2.1. At any time, a material misrepresentation is made or uncovered, or 13.2.2. The Applicant does not provide, within the time specified by the Authority, the supplemental information sought by the Authority for evaluation of the Proposal.

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13.3.Such misrepresentation/ improper response may lead to the disqualification of the

Applicant. If the Applicant is the Lead Member of a consortium, then the entire consortium may be disqualified / rejected. If such disqualification / rejection occurs after the Proposals have been opened and the highest ranking Applicant gets disqualified / rejected, then the Authority reserves the right to consider the next best Applicant, or take any other measure as may be deemed fit in the sole discretion of the Authority, including annulment of the Selection Process. 14.

Presentation cum Pre Proposal Conference The date, time and venue of Pre-Proposal Conference shall be:

Date: 23rd February 2015 Time: 11 am onwards Venue: Conference Room, MMRC Building, BKC, Bandra (East), Mumbai -400051 15.

Facilities to be provided by MMRDA

a) Background material and all other relevant information including HR Policies prepared by CMRC and DMRC b) Office space for staff deployed by the Agency

16.

Contact for Clarifications: Sr. No.

Name

Designation

Office No.

Email

1.

Indranil Sarkar

C.F.O.

022-26384617

[email protected]

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17.

The consultants are be required to send the their proposals along with the details pertaining to the eligibility criteria as set in the TOR, and a nonrefundable Deposit of Rs.10,000/- as processing charges in the form of Demand Draft in favour of MMRC Limited, payable at Mumbai on or before the 27th February, 2015, by 1500 Hrs at the following address:

General Manager (HR) Mumbai Metro Rail Corporation Limited MMRC Building, 3rd Floor (Behind MMRDA Building) Bandra Kurla Complex Bandra (East) Mumbai 400 051 Phone: 022-2659-4149 18.

Documents to be submitted along with the Technical Proposal 18.1.

Transmittal Letter and Title Page

Include a transmittal letter containing a brief statement of the respondent’s understanding of the work to be done and an indication of positive interest in performing this work for Authority. 18.2.

Table of Contents

Include a Table of Contents listing the various sections included in the proposal. 18.3.

Proposal Contents

Each Consultant must include in the proposal an Executive Summary that summarizes important features of the proposal, brief description of the Consultant’s approach to the scope of work, a description of the project team, and a description of how the proposed team meets the requirement set forth in this RFP. The Executive Summary should not be more than 2 to 3 pages. Brief Corporate Profile along with Experience in handling similar assignments including Completion certificates satisfying the eligibility criteria mentioned above 18.4.

Team Identification and Organizational Chart

Identify your firm and each key professional by name, primary representative and title, address of offices, telephone and fax numbers and email address. Indicate the business structure of your firm (i.e., whether your firm is a corporation, joint venture, partnership, or sole proprietor). Indicate the name(s) of the owner(s) of your firm.

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18.5.

Services and Work Plan

The proposal should include a work plan describing the services, approach and methodology proposed for accomplishing the scope of work. The proposed phasing of the project should be discussed. The proposal should be sufficient in detail to allow an objective analysis of the firm’s capabilities and envisioned work plan in comparison with competing firms. Discuss the roles and responsibilities of the project team. 18.6.

Qualifications and Experience

The proposal must supply information concerning the Number of Professional Consultants who will be deputed exclusively for this project along with their curriculum vitae specifying qualifications and relevant experience for this assignment. 18.7.

Power of Attorney

An authorized person of the firm shall sign the proposal, on behalf of the firm. The Power of Attorney of the authorized person should be on stamp paper duly notarized or Board resolution should be submitted along with the proposal. All necessary forms and statements for the various miscellaneous provisions explained in this document must be completed, properly signed, and submitted with the proposal. 18.8.

Undertaking regarding conflict of Interest

Consultant must submit an undertaking clearly indicating the following:

a. Consultant Not to Benefit from Commissions, Discounts, etc. The remuneration of the Consultant shall constitute the sole remuneration in connection with this Project or the Services, and the Consultant shall not accept for their own benefit any trade commission, discount or similar payment in connection with activities pursuant to this Project or to the Services or in the discharge of their obligations under the Contract, and the Consultant shall use their best efforts to ensure that the Personnel, any Sub Consultants, and agents or either of them, similarly shall not receive any such additional remuneration. b. Consultant Not to Be Otherwise Interested in Project The Consultant agree that, during the term of this Contract and till its termination, the Consultant as well as any Sub-Consultant shall not provide similar Consultanty services related to this engagement to any bidder of the Project. 18.9.

Audited Financial Statements

Audited Financial Statements for the last three years

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APPENDIX-I

TECHNICAL PROPOSAL

Form-1

Letter of Proposal (On Applicant’s letter head)

(Date and Reference)

To,***** ********************** ********************** Sub: Appointment of Consultants for drafting a comprehensive HR Policy and procedure Manual.

Dear Sir, With reference to your RFP Document dated ………….., I/we, having examined all relevant documents and understood their contents, hereby submit our Proposal for selection as Consultant for [name of the project and work]. The proposal is unconditional and unqualified. 2.

All information provided in the Proposal and in the Appendices is true and correct and

all documents accompanying such Proposal are true copies of their respective originals.

3. This statement is made for the express purpose of appointment as the Consultant for the aforesaid Project.

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4.

I/We shall make available to the Authority any additional information it may deem

necessary or require for supplementing or authenticating the Proposal. 5.

I/We acknowledge the right of the Authority to reject our application without assigning

any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever. 6.

I/We certify that in the last three years, we/ any of the consortium members have

neither failed to perform on any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Applicant, nor been expelled from any project or contract nor have had any contract terminated for breach on our part. 7.

I/We declare that:

(a) I/We have examined and have no reservations to the RFP Documents, including any Addendum issued by the Authority;

(b) I/We do not have any conflict of interest in accordance with Clause 16.8 of the RFP Document; (c)

I/We have not directly or indirectly or through an agent engaged or indulged in any

corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, in respect of any tender or request for proposal issued by or any agreement entered into with the Authority or any other public sector enterprise or any government, Central or State; and (d)

I/We hereby certify that we have taken steps to ensure that no person acting for us or

on our behalf will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. 8.

I/We understand that you may cancel the Selection Process at any time and that you

are neither bound to accept any Proposal that you may receive nor to select the Consultant, without incurring any liability to the Applicants in accordance with Clause 11 of the RFP document.

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9. I/We declare that we/any member of the consortium, are/is not a Member of a/any other Consortium applying for Selection as a Consultant.

10.

I/We certify that in regard to matters other than security and integrity of the country,

we have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which would cast a doubt on our ability to undertake the Consultancy for the Project or which relates to a grave offence that outrages the moral sense of the community. 11.

I/We further certify that in regard to matters relating to security and integrity of the

country, we have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us or by any of our Associates. 12.

I/We further certify that no investigation by a regulatory authority is pending either

against

us

or

against

our

Associates

or

against

our

CEO

or

any

of

our

Directors/Managers/employees. 13.

I/We hereby irrevocably waive any right or remedy which we may have at any stage

at law or howsoever otherwise arising to challenge or question any decision taken by the Authority in connection with the selection of Consultant or in connection with the Selection Process itself in respect of the above mentioned Project. 14.

The Bid Security of Rs. ________________ (Rupees _____________only) in the

form of a Demand Draft is attached, in accordance with the RFP document. 15.

I/We agree and understand that the proposal is subject to the provisions of the RFP

document. In no case, shall I/we have any claim or right of whatsoever nature if the Consultancy for the Project is not awarded to me/us or our proposal is not opened or rejected.

16. I/We agree to keep this offer valid for 90 (ninety) days from the Proposal Due Date specified in the RFP. 17.

A Power of Attorney in favour of the authorised signatory to sign and submit this

Proposal and documents is attached herewith in Form 3. 18.

In the event of my/our firm/ consortium being selected as the Consultant, I/we agree

to enter into an Agreement with the Authority.

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19. I/We have studied RFP and all other documents carefully and also surveyed the Project site. We understand that except to the extent as expressly set forth in the Agreement, we shall have no claim, right or title arising out of any documents or information provided to us by the Authority or in respect of any matter arising out of or concerning or relating to the Selection Process including the award of Consultancy. 20.

The Financial Proposal is being submitted in a separate cover. This Technical

Proposal read with the Financial Proposal shall constitute the Application which shall be binding on us. 21.

I/We agree and undertake to abide by all the terms and conditions of the RFP

Document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP Document.

Yours faithfully,

(Signature, name and designation of the Authorised Signatory) (Name and seal of the Applicant / Lead Member)

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APPENDIX-I Form-2

Particulars of the Applicant

1.1

Title of Consultancy:

1.2

Title of Project:

1.3

State whether applying as Sole Firm or Lead Member of a consortium:

1.4

State the following: Name of Company or Firm: Legal status (e.g. incorporated private company, unincorporated business, partnership etc.): Country of incorporation: Registered address: Year of Incorporation: Year of commencement of business: Principal place of business: Brief description of the Company including details of its main lines of business:

Name, designation, address and phone numbers of Authorised Signatory of the Applicant: Name: Designation:

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Company: Address: Phone No.: Fax No. : E-mail address:

1.5

If the Applicant is Lead Member of a consortium, state the following for each of the other Member Firms:

1.6

(i)

Name of Firm:

(ii)

Legal Status and country of incorporation:

(iii)

Registered address and principal place of business:

For the Applicant, (in case of a consortium, for each Member), state the following information: i) In case of non Indian company, does the company have business presence in India? Yes/No If so, provide the office address (es) in India. ii) as the Applicant or any of the Members in case of a consortium been penalized by any organization for poor quality of work or breach of contract in the last five years? Yes/No iii) Has the Applicant/Member ever failed to complete any work awarded to it by any public authority/entity in last five years? Yes/No iv) Has the Applicant or any member of the consortium been blacklisted by any Government department/Public Sector Undertaking in the last five years? Yes/No

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v) Has the Applicant or any of the Members, in case of a consortium, suffered bankruptcy/insolvency in the last five years? Yes/No Note: If answer to any of the questions at (ii) to (v) is yes, the Applicant is not eligible for this consultancy assignment.

1.7

Does the Applicant's firm/company (or any member of the consortium) combine functions as a applicant or adviser along with the function as a contractor and/or a manufacturer? Yes/No If yes, does the Applicant (and other Member of the Applicant's consortium) agree to limit the Applicant's role only to that of a applicant/adviser to the Authority and to disqualify themselves, their Associates/affiliates, subsidiaries and/or parent organization subsequently from work on this Project in any other capacity.

1.8

Does the Applicant intend to borrow or hire temporarily, personnel from contractors, manufacturers or suppliers for performance of the Consulting Services? Yes/No If Yes, does the Applicant agree that it will only be acceptable as Applicant, if those contractors, manufacturers and suppliers disqualify themselves from subsequent execution of work on this Project (including tendering relating to any goods or services for any other part of the Project) other than that of the Applicant? Yes/No If Yes, have any undertaking been obtained (and annexed) from such contractors, manufacturers, etc. that they agree to disqualify themselves from subsequent execution of work on this Project and they agree to limit their role to that of applicant/adviser for the Authority only? Yes/No

Signature, name and designation of the Authorised Signatory) For and on behalf of ……………….. …………………………..

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APPENDIX-I Form-3

Power of Attorney

Know all men by these presents, we, .......................(name of firm and address of the registered office) do hereby constitute, nominate, appoint and authorise Mr / Ms……………….......................... son/daughter/wife and presently residing at .................................who is presently employed with us and holding the position of …………………...as our true and lawful attorney (hereinafter referred to as the “Authorised Representative”) to do in our name and on our behalf, all such acts, deeds and things as are necessary or required in connection with or incidental to submission of our Proposal for and selection as the Consultants for [Name of the Project] including but not limited to signing and submission of all applications, proposals and other documents and writings, participating in pre-bid and other conferences and providing information/ responses to the Authority, representing us in all matters before the Authority, signing and execution of all contracts and undertakings consequent to acceptance of our proposal and generally dealing with the Authority in all matters in connection with or relating to or arising out of our Proposal for the said Project and/or upon award thereof to us till the entering into of the Agreement with the Authority.

AND, we do hereby agree to ratify and confirm all acts, deeds and things lawfully done or caused to be done by our said Authorised Representative pursuant to and in exercise of the powers conferred by this Power of Attorney and that all acts, deeds and things done by our said Authorised Representative in exercise of the powers hereby conferred shall and shall always be deemed to have been done by us.

IN WITNESS WHEREOF WE,…………………………………..THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS …………………………DAY OF …………, 20--

For ........................................................

(Signature, name, designation and address)

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Witnesses: 1. 2.

Notarised

Accepted

(Signature, name, designation and address of the Attorney)

Notes: The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down by the applicable law and the charter documents of the executant(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure. The Power of Attorney should be executed on a non-judicial stamp paper of Rs. 50 and duly notarised by a notary public. Wherever required, the Applicant should submit for verification the extract of the charter documents and other documents such as a resolution/power of attorney in favour of the person executing this Power of Attorney for the delegation of power hereunder on behalf of the Applicant. For a Power of Attorney executed and issued overseas, the document will also have to be legalised by the Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being issued. However, Applicants from countries that have signed the Hague Legislation Convention 1961 need not get their Power of Attorney legalised by the Indian Embassy if it carries a conforming Appostille certificate.

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APPENDIX-I Form-4

Particulars of Key Personnel Present Employment Name

S.No .

Designation of Key Personnel

(1)

(2)

1.

Team Leader

2.

Executive

3.

(3)

Educational Qualification

Length of Professional experience Name Firm

(4)

(5)

(6)

of

No. of Assignments

Employ ed Since (7)

(8)

Legal Advisor

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Eligible

APPENDIX-I Form-5

Proposed Methodology and Work Plan

The proposed methodology and work plan shall be described as follows: 1.

Understanding of TOR (not more than two pages)

The Applicant shall clearly state its understanding of the TOR and also highlight its important aspects. The Applicant may supplement various requirements of the TOR and also make precise suggestions if it considers this would bring more clarity and assist in achieving the Objectives laid down in the TOR.

2.

Methodology and Work Plan (not more than ten pages)

The Applicant will submit its methodology for carrying out this assignment, outlining its approach toward achieving the Objectives laid down in the TOR. The Applicant will submit a brief write up on its proposed team and organisation of personnel explaining how different areas of expertise needed for this assignment have been fully covered by its proposal. In case the Applicant is a consortium, it should specify how the expertise of each firm is proposed to be utilised for this assignment. The Applicant should specify the sequence and locations of important activities, and provide a quality assurance plan for carrying out the Consultancy Services.

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APPENDIX-I Form-6

Experience of Applicant#

S.No.

Name of Project

(1)

(2)

##

Estimated capital Consultancy Payment cost of Project (in received by the Rs cr.) Applicant (3)

(4)

1 2 3 4 5

# The Applicant should provide details of only those projects that have been undertaken by it under its own name.

## Exchange rate should be taken as Rs. 46 per US $ for converting to Rupees. The names and chronology of Eligible Projects included here should conform to the project-wise details submitted in Form-8 of Appendix-I.

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Certificate from the Statutory Auditor This is to certify that the information contained in Column 4 above is correct as per the Accounts of the Applicant. Name of the Authorised Signatory:

Designation:

Name of the Audit firm:

(Signature for the Authorised Signatory of the Statutory Auditor)

Seal of the Firm Note:

1. In case the Applicant does not have a statutory auditor, it shall provide the certificate from its chartered accountant that ordinarily audits the annual accounts of the Applicant.

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APPENDIX-I Form-7

Experience of Key [email protected]

Name of Key Personnel:

Designation:

S.No. Name of Project

Designation Estimated capital Name of the Firm of the Key for which Key cost of Project Personnel Personnel (in Rs cr.) on the worked project

Date of Completi on of the Project Assignme nt

(1)

(3)

(6)

(2)

(4)

(5)

1 2 3 4 5

@ Use separate Form for each Key Personnel.

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APPENDIX-I Form 8

Eligible Assignments of Applicant

Name of Applicant:

Name of the Project:

Description of the Project:

Description of services performed by the Applicant firm:

Name of client and Address:

Name, telephone no. and fax no. of client's representative:

Estimated capital cost of Project (in Rs cr.):

Payment received by Applicant (in Rs. lakhs):

the

Start date and finish date of the services (month/year): Notes: Use separate sheet for each Eligible Project. Attach a single page summary containing the brief particulars of each project. Exchange rate should be taken as Rs. 60 per US $ for converting to Rupees. The INR Projects can be indexed @ 5% every year till the last Financial Year just before the application due date.

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APPENDIX-I Form 9

Eligible Assignments of Key Personnel

Name of Key Personnel:

Designation of Key Personnel:

Name of the Project:

Description of the Project:

Description of services performed by the Applicant firm:

Name of client and Address:

Name, telephone no. and fax no. of client's representative:

Estimated capital cost of Project (in Rs cr.):

Payment received by the Applicant (in Rs. lakhs):

Start date and finish date of the services (month/year): Notes: Use separate sheet for each Eligible Project. Attach a single page summary containing the brief particulars each project. Exchange rate should be taken as Rs 45 per US $ for converting to Rupees. Confidential

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APPENDIX-I Form -10

Curriculum Vitae (CV) of Professional Personnel 1.

Proposed Position:

2.

Name of Personnel:

3.

Date of Birth:

4.

Nationality:

5.

Educational Qualifications:

6.

Employment Record:

(Starting with present position, list in reverse order every employment held.)

7.

List of projects on which the Personnel has worked

(Project Name Description of assignment performed)

8. Details of the current assignment and the time duration for which services are required for the current assignment.

Certification: 1 I am willing to work on the Project and I will be available for entire duration of the Project assignment as required. 2 I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications and my experience.

(Signature and name of the Professional) Place... (Signature and name of the Authorised Signatory of the Applicant)

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Notes: Use separate form for each Professional Personnel. Each page of the CV shall be signed in ink by both the Personnel concerned and by the Authorised Representative of the Applicant firm along with the seal of the firm. Photocopies will not be considered for evaluation.

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APPENDIX-II FINANCIAL PROPOSAL Form - 1

Covering Letter (On Applicant’s letter head)

(Date and Reference)

To, **

** **

Dear Sir,

Sub: Appointment of Consultants for drafting a comprehensive HR Policy and procedure Manual.

I/We, ____________________ (Applicant’s name) herewith enclose the Financial Proposal for selection of my/our firm as Consultant for above. I/We agree that this offer shall remain valid for a period of 90 (ninety) days from the Proposal Due Date or such further period as may be mutually agreed upon.

Yours faithfully,

(Signature, name and designation of the Authorised Signatory) Confidential

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Note: The Financial Proposal is to be submitted strictly as per forms given in the RFP.

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APPENDIX-II Form - 2

Financial Proposal (On Applicant’s letter head)

(Date and Reference)

To, ** Dear Sir,

Sub: Appointment of Consultants for drafting a comprehensive HR Policy and procedure Manual.

Being duly authorized to represent and act on behalf of ………………………. (hereinafter referred to as “the Bidder”) and having reviewed and fully understood all of the requirements of the RFP document and information provided, the undersigned hereby apply for the project referred above. We are enclosing our Bid offer in lump sum with the details as per the requirements of the RFP Document.

Amt. In figures (INR)

Particulars

Amount in Words

Lump sum fees for the Assignment inclusive of all taxes and surcharges, if any

Our offer of basic Cost of the Services is Incluive of all taxes,incidentals, overheads, traveling expenses, accommodation, printing and binding of reports, all sundries, all other expenditure for execution of this services / assignment covering all ‘Terms and conditions’ (as per this RFP).

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Yours faithfully,

(Signature, name and designation of the Authorised Signatory) Note: The Financial Proposal is to be submitted strictly as per forms given in the RFP.

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