Request for Proposal

Transcription

1 No. WII/ScienceExpress/57/ November, 2016 Request for Proposal Proposals are invited for selection of an Agency to (a) Plan and prepare appropriate content, materials and exhibits including interactive ones for 8 coaches of the Science Express Environment Awareness Train (SEEAT); (b) Design, fabrication and installation of exhibits in 8 coaches of the Science Express Environment Awareness Train (SEEAT); (c) Produce take-away resource material kits (Booklets, Posters, Leaflets, Stickers, Badges, Memento Mugs, Canvas Mugs etc); (c) Arrange delivery and loading of all material on the Science Express Environment Awareness Train (SEEAT); and (d) Ensure smooth and effective conduct of environmental awareness programmes/ activities inside the train and at scheduled platform stops in coordination with designated agencies. Wildlife Institute of India Chandrabani, Dehradun Tender Page 1 of 20

2 Invitation to Bid (ITB) / Request for Proposal For Science Express Environment Awareness Train (SEEAT) The Ministry of Environment, Forest & Climate Change (MoEFCC) in partnership with Department of Science & Technology (DST) and Indian Railways is running a unique mobile exhibition on a 16-coach AC train, the Science Express. This exhibition travels around the country each year to spread public awareness on various thematic areas related to science, which are displayed in 11 coaches of this train. The train travels across the country with stoppages at important cities and towns enabling visitors especially children to take a guided tour on how to practice environmentally responsible behavior. The description of the train may be accessed from the website 1. The Ministry of Environment, Forest and Climate Change, Government of India invites proposals from eligible bidders for engagement of an Agency for planning and preparing appropriate content/ exhibits pertaining to the following thematic areas: (a) Environment Conservation; (b) Biodiversity related International Conventions; (c) Forest and Wildlife Conservation; (d) Waste Management; (e) Sustainable Lifestyles; (f) Climate Resilience; and (g) Women, Youth and Children empowerment in conservation of natural resources; (h) What can you do? Environment education activities at home and in schools. 2. Interested and eligible agencies are invited to submit their Technical and Financial bids in separate sealed envelopes for the work of conceptualizing, creating and operationalizing the mobile exhibition. 3. The Agency needs to submit necessary details with evidential Certificates/Statements/supporting documents: The Agency should have a minimum staff of 20 persons on the rolls with relevant expertise and creative personnel and requisite infrastructure, preferably with Branch Offices in major cities of the country. The Agency should have an Annual Turnover of over Rs.20 crores in the past three years, i.e , , The Agency applying for engagement should not have been blacklisted by any Government organization in the past five years. The Agency should have uninterrupted INS accreditation of five years. The Agency should have proven capabilities of conceptualizing, creating and managing pavilions for prominent Public/ Private Sector Organizations in exhibitions (at least five events). Tender Page 2 of 20

3 The Agency should have the experience of working on projects involving Environmental Conservation, Reducing Carbon Footprints, Waste Management and related thematic areas. The Agency will deliver the assigned tasks in this bid on a turnkey basis and may partner with other competent organizations/agencies with the prior intimation and approval of WII/MoEFCC. 4. The MoEFCC has designated the Wildlife Institute of India (WII), Dehradun ( to operationalize the Science Express Environment Awareness Train (SEEAT) on its behalf. 5. Bids must be delivered as specified in the Instructions to Bidders of this ITB (please read this part carefully). Bids received after the stipulated date and time will be rejected. Tender Page 3 of 20

4 Services for Science Express Summary / Contents Section I. General Information & Instruction to Bidders This Section contains the initial part of RFP document with following details: 1.1 Procedure and Terms & Conditions, 1.2 Basic eligibility conditions, 1.3 Commercial Conditions, 1.4 Penalty Clause, 1.5 Preparation of bid, 1.6 Technical and Financial bid, 1.7 Method of Evaluation and Award of Contract. This Section provides information to help Bidders prepare their bids. Information is also provided on the submission, opening and evaluation of bids and on the award of Contracts. Section I contains provisions that are to be complied without modification. Kindly note that the Science Express Train is currently at Gandhinagar Railway Station, Gujarat and can be visited by prior arrangement with WII/MoEFCC. Section II. Criteria for Evaluation of Technical Proposals This Section includes Generic and Technical requirements of the project. Selection will be based on Quality-cum-Cost Method of weightage system of technical and financial evaluation by a Committee. Section III. Scope of Work / Deliverables and Enclosures The following shall be the Scope of Work and Deliverables for this assignment: (i) (ii) Development of contents/exhibits for eight coaches pertaining to (a) Environment Conservation; (b) Biodiversity related International Conventions; (c) Forest and Wildlife Conservation; (d) Waste Management; (e) Sustainable Lifestyles; (f) Climate Resilience; and (g) Women, Youth and Children empowerment in conservation of natural resources; (h) What can you do? Environment education activities at home and in schools. To produce take-away resource material kits (Booklets, Posters, Leaflets, Stickers, Badges, Memento Mugs, Canvas Mugs etc) in Hindi, English and other regional languages. The total number of takeaway resource material kits required would be 15,000 and the text of Tender Page 4 of 20

5 (iii) (iv) which will be required in approximately 12 different regional languages. The sample kit is available with WII and may be seen on request. To arrange delivery and loading of all the kits on the train, before departure from New Delhi. The flag-off date is 20 th January, The train journey will end on 10 th August, 2017 (plus or minus 2 days). Effective liaisoning and collaboration with MoEFCC, Indian Railways, Department of Science and Technology, Wildlife Institute of India and any other designated agency by MoEFCC. Tender Page 5 of 20

6 Section-I Ministry of Environment, Forest and Climate change Indira Paryavaran Bhawan, New Delhi. Request for Proposal (RFP) The RFP and schedules are shown below: S.No. Event Date 1. Release of RFP with format for Technical & Financial bids, EMD & tender fees, eligibility and evaluation criteria and schedule of dates 2. Last date for clarification from bidders from WII/MoEFCC 14/11/16 21/11/16 3. Last date for submission of bids (by 11.00am) 05/12/16 4. Opening of bids (3.30 pm) 05/12/16 5 Technical Evaluation of bids 08/12/16 6 Financial bids opening (by am) 09/12/16 7 Award of Contract 16/12/16 8 Completion of all tasks 19/01/17 9 Launch of Science Express Environment Awareness Train (SEEAT) at New Delhi 20/01/17 The tender document can be downloaded from WII and Ministry s websites and moefcc.nic.in No tender document will be accepted after the last submission date as mentioned above. Interested Organizations may submit the tender documents as specified in RFP. The WII/MoEFCC reserves the right to cancel the whole or part of the tender or vary the conditions of the tender at any time even after opening of bids without assigning any reason whatsoever at its sole discretion. 1.1 RFP PROCEDURE, TERMS AND CONDITIONS The proposal is to be submitted on two bid basis i.e. Technical Bid (with supporting annexures) & Financial Bid (with supporting annexures) provided the organization meets pre-qualification criteria as per table under para 1.2 and 1.7. Tender Page 6 of 20

7 1.1.2 The Bid needs to be submitted in ONE Large sealed overall Bid envelope containing two separate sealed covers one each for the Technical and Financial bid. The EMD & Tender fee should be placed with the Technical bid. A covering letter in the form of undertaking (on the letterhead of bidder/agency) confirming their eligibility along with documentary proof for each specific requirement must be submitted by the bidder for pre-qualification criteria as per table under para 1.2. This will be submitted with the technical bid Bid responses in the Bid envelope must be addressed as under and dropped in the Tender Box kept in the office of Administrative Officer, WII. Director, Wildlife Institute of India Chandrabani, Dehradun , Uttarakhand State. The envelope should be superscribed at the top Selection of an Agency for Development and loading of all material on the Science Express Environment Awareness Train (SEEAT). Nothing else should be mentioned or written on the envelope which may identify the bidder s identity in any way The Bid envelope containing both technical and financial bid envelopes should reach on the above address, not later than AM of the last date for submission of bids. Bids submitted after the due date and time would not be considered and summarily rejected. It is the responsibility of the Bidder to ensure that the bids are received in time by the deadline. 1.2 BASIC ELIGIBILITY CONDITIONS (Pre-qualification criteria) The Bidders must ensure that they fulfill all following Basic eligibility conditions for participating in the Tender as per Table below. The Bidders should enclose documentary evidence for fulfilling the eligibility conditions. It is the sole responsibility of the bidder for the smooth and timely completion of the project. Tender Page 7 of 20

8 A covering letter in the form of undertaking (on the letterhead of bidder organization) confirming their eligibility along with documentary proof for each Specific Requirement must be submitted by the bidder along with their technical bid. S. Broad Criteria No. 1. Integrity & performance Basic Requirement Integrity performance & Specific Requirement A. Bidders (both the organisation & key management personnel) should not have been 1. Blacklisted by any of the State or Central Government. and 2. Convicted and found guilty of any criminal offence by any Court of law. Documentary Proof to be submitted Undertaking from the organization on letter head duly notarised. List of Key Management personnel 2. Financial Strength to carry out the RFP Established organization Financial parameters B. The Organization should have been in existence for at least five years as on date of release of RFP. A. The organization must fulfill the following minimum criteria as per its concluded last financial year (as per its independently audited accounts, normally concluding on 31 st March 2016); Turnover of Rs.20 crore during the last three Financial Years. Networth of Rupees One Crore or above. Gross owned fixed assets including adequate technical infrastructure of rupees one crore or above. Certificate of incorporation or registration Self certified copies of its audited financial statements Tax registration B. The bidder should have currently valid Income Tax and Service tax registration Self-certified copies of the registration certificates / PAN card. Regular Income & service tax payee C. Income tax & Service tax return Self-Certified copy of latest ITR filed for FY and latest Service tax return. Tender Page 8 of 20

9 S. Broad Criteria No. 3. Accreditation and Relevant Work Experience Basic Requirement Specific work experience in designing and fabricating exhibition of similar nature. Specific Requirement 1. Capabilities and facilities of design, graphics and production to handle mobile exhibition. Documentary Proof to be submitted Submit evidence of its existence of such capabilities and work orders to show their usage. 2. Research and content development capabilities in multiple languages, in the subject areas of Environmental Conservation etc. Submit evidence of its existence of such capabilities and work orders to show their usage. 3. Names and addresses of other competent partners/ organizations/ agencies, if any to be partnered in the execution of the bid Submit one page profile/cv of each 1.3 COMMERCIAL CONDITIONS Apart from the basic eligibility criteria above, each bidder is required to accept the following terms and conditions and submit the following with the bid. a) EARNEST MONEY (i) Each bidder is required to submit Rs 15,00,000/- (Fifteen Lakhs only) as Earnest Money Deposit (EMD) and Tender Fee of Rs.1000/- (Rupees One Thousand Only) in the form of Bank Draft / Demand Draft in favour of Director, Wildlife Institute of India, Dehradun payable at Dehradun. (ii) (iii) EMD and Tender Fee should be submitted with Technical Bid. The EMD of the unsuccessful bidders would be returned after award of the contract. Tender Fee will be non-refundable. b) Performance Bank Guarantee The successful bidder shall have to furnish a Security Deposit cum Performance Bank Guarantee (PBG) within 2 weeks of release of P.O. in favor of Director, Wildlife Institute of India, Dehradun payable at Dehradun for an amount of Rs. 30 lakhs (Rupees Thirty lakhs only) and it will be valid till the completion of train journey i.e. 10 th August, 2017 (plus or minus 2 days). Tender Page 9 of 20

10 c) PERIOD OF CONTRACT The contract will be valid from 16 th December, 2016 to the last date of train journey i.e. 10 th August, 2017 (plus or minus 2 days). Service provider would carry out the defect liabilities, if any, during the validity of the contract. d) Annual Maintenance Cost (AMC): The Agency may also indicate the AMC for refurbishing/maintenance of the contents/exhibits for a period of next two years. 1.4 PENALTY CLAUSE In case of delay in preparation and supply of required material, the Organization shall be liable to pay a penalty of Rs /- per day which may be deducted from the organization s payment. The WII/MoEFCC will have the right to cancel the contract at any time without assigning any reason. 1.5 PREPARATION OF BID All the bidders are requested to follow the instructions given below while submitting the bids. Proposal should be submitted in two bid basis separate technical and financial bids under the separate sealed covers. Outer envelope should be clearly marked for Development and Loading of all material on the Science Express Environment Awareness Train (SEEAT). 1.6 TECHNICAL AND FINANCIAL BID The technical bid should meet the following criteria as per the order mentioned below:- i. Compliance and documentary proof of eligibility condition spelt out in para 1.2 and 1.7.Only those bidders who fulfill the Basic Eligibility Conditions should submit information in the prescribed format as given in Proforma-1. Technical Bid. Submission of the Technical Bid must be as per format prescribed. Failure or deviation will result in the proposal being rejected outright. Criteria for Evaluation of Technical Bid are listed in Section II. This must be printed on the letter head of the organization. It must be signed by the duly authorized signatory /official of the organization. The Financial Bid as per Proforma II must also be signed by the same official. Tender Page 10 of 20

11 Further, a different official may also be authorized under serial number 11 of the same annexure who will be the point of contact for the bid /RFP. This official may attend meetings / interact with the Ministry officials on behalf of the bidding organization. ii. The bidder shall submit all supporting documents for technical evaluation in the prescribed order as per requirements given in Proforma-I. iii. Overwriting / correction in the bid is not permitted and any such overwriting in any document in the bid will lead to its rejection. iv. The bidder may seek clarification about the bid by making a written submission through to Director, Wildlife Institute of India, Dehradun (dwii@wii.gov.in) during the period to The Financial bid as per Proforma-II must contain the following: i. Financial Bid as per given format, signed by the authorized official on the letterhead of the bidding organization. ii. iii. iv. It would be deemed that the organization has read & understood Scope of work as per Section III by submitting the financial bid. Overwriting / correction in the bid is not permitted and any such overwriting in any document in the bid will lead to its rejection. Price should be mentioned with taxes/vat extra. If taxes/levies are not mentioned separately, price will be treated as inclusive of taxes and no request for extra payment on account of taxes/levies will be entertained. 1.7 METHOD OF EVALUATION AND AWARD OF CONTRACT BASIC ELIGIBILITY CONDITIONS (Pre-qualification criteria) Bidders are requested to submit the following documents along with their proposal failing which the bids are liable for rejection. Weightage in the evaluation is assigned to the following pre-qualification criteria for short listing the agency for presentation. i. The agency should have the experience of working with the Central and State Governments, leading international organizations and other non-governmental organizations. ii. The agency should have technical professionals working on full time basis. iii. The agency must fulfill the following minimum criteria (basic eligibility Conditions) in the last financial year as per its independently audited accounts a. Turnover of Rs Twenty crores or above during the last three Financial Years. Tender Page 11 of 20

12 b. Net worth of Rs One crore or above. c. Gross owned fixed assets including adequate technical infrastructure of One crore or above. d. Capabilities and facilities of design, graphics and production to handle an 8 coach exhibition. e. Research and content development capabilities in multiple languages, in the subject areas of (a) Environment Conservation; (b) Biodiversity related International Conventions; (c) Forest and Wildlife Conservation; (d) Waste Management; (e) Sustainable Lifestyles; (f) Climate Resilience; and (g) Women, Youth and Children empowerment in conservation of natural resources; (h) What can you do? Environment education activities at home and in schools. f. Previous experience of designing and fabricating exhibition with a mix of visual, audio and interactive exhibits /materials including videos/touch screens etc. g. The agency should have an uninterrupted INS accreditation of five years. h. In case of NGO, mandatory requirement of registration with NITI Aayog Portal may be indicated. In addition to the above, the bidder is required to fulfill /furnish the following criteria/ documents: a. Regular Income tax & Service tax payee Copies of latest ITR & Service tax returns. b. Copies of latest Service tax Registration & PAN of the organization. c. Track record for existence for past five years. iv. Mandatory certification mentioning that bidders have not been blacklisted by any of the Central or State Government organizations and should not have been found guilty of any criminal offence by any Court of law. v. EMD of Rs. 15,00,000/- (Rupees Fifteen Lakhs only). vi. vii. Tender fee of Rs. 1000/- (Rupees One Thousand Only). The agency must have an experience of at least 2 years in design, development, fabrication and installation of exhibits including interactive ones and in producing take-away resource material kits. It must have undertaken such projects in Government and Private sector. Tender Page 12 of 20

13 SECTION II Evaluation Criteria Technical : Financial : 70 per cent 30 per cent Criteria for Evaluation of Technical Proposal: i ii Requirement Infrastructure strength in terms of manpower, network of offices and partnerships with competent organizations/agencies Experience in organizing International Standard Exhibition (at least 5 events) iii Contents, Creativity and Quality of Exhibits (By Presentation) 50 Marks Technical Bids of eligible bidders will be assessed through a powerpoint presentation before the Committee and made by the representative of the bidder, containing not more then 15 powerpoint slides depicting the proposed contents and exhibits to be installed in 8 different coaches of the train and reflecting the given themes. Financial Bids of only short-listed agencies securing at least 50 technical bid will be opened after technical presentation. per cent points in Selection will be based on quality-cum-cost method of weightage system of technical and financial evaluation by a Committee. 70 per cent weightage would be given to technical part and 30 per cent weightage would be given to financial part. The WII/Ministry of Environment, Forest and Climate Change reserves the right to accept or reject any proposal at any time prior to award of contract/order without assigning any reasons and without any liability for the WII/Ministry of Environment, Forest and Climate Change. The criteria defined in Annexures would be followed for evaluation of technical proposals. Only agencies obtaining a total score of 50% (on a maximum of 100) or more on the basis of criteria for evaluation given above would be declared technically qualified. Method of Selection: In deciding the final selection of the Agency, the technical quality of the proposal will be given a weightage of 70% on the basis of criteria for evaluation. The price bids of only those agencies who qualify technically will be opened. The proposal with the lowest cost Tender Page 13 of 20

14 will be given a financial score of 100 and the other proposals will be given the financial scores that are inversely proportional to their prices. The financial proposal shall be allocated a weightage of 30%. For working out the combined score, the WII will use the following formula: Total points: (0.70 x 100 x T(s)/TH) + (0.30 x 100 x LEC/EC), where T(s) stands for technical score, TH stands for Highest Technical Score, EC stands for Evaluation Cost of the Financial Proposal, LEC stands for Lowest Evaluated Cost of the Financial Proposal. The proposals will be ranked in terms of total points scored. The proposal with the highest total points (H-1) will be considered for award of contract and will be called for negotiations, if required. Example: Technical Evaluation : if in response to this RFP, three proposals, A, B & C were received and the Evaluation Committee awarded them 75, 80 and 90 marks respectively, all the three proposals would be technically suitable. For the technical proposals following points may be given A: 75/90 * 100 = points B: 80/90 * 100 = points C: 90/90 * 100 = 100 points Financial Evaluation: Further, if the quoted price of proposals A, B & C were Rs. 120, 100 & 110 respectively, then the following points for financial proposals may be given: A: 100/120* 100 = 83 points B: 100/100 * 100 = 100 points C: 100/110 * 100 = 91 points Combined Evaluation: In the combined evaluation, the process would be as follows: Proposal A: x x 0.30 = Proposal B: x x 0.30 = Proposal C: 100 x x 0.30 = Proposal C would be considered the H-1 and would be recommended for approval. After opening of financial proposals the agency will be declared eligible for award of the contract. Tender Page 14 of 20

15 SECTION III SCOPE OF WORK / DELIVERABLES 1. Development of contents/exhibits for eight coaches pertaining to (a) Environment Conservation; (b) Biodiversity related International Conventions; (c) Forest and Wildlife Conservation; (d) Waste Management; (e) Sustainable Lifestyles; (f) Climate Resilience; and (g) Women, Youth and Children empowerment in conservation of natural resources; (h) What can you do? Environment education activities at home and in schools. 2. To produce take-away resource material kits (Booklets, Posters, Leaflets, Stickers, Badges, Memento Mugs, Canvas Mugs etc) in Hindi, English and other regional languages (required copies in each language), as per sample kit available with MoEFCC. 3. To arrange delivery and loading of all the kits on the train, before departure from New Delhi (proposed flag-off date is 20 th January, 2017). 4. Effective liaisoning and collaboration with MoEFCC, Indian Railways, Department of Science and Technology, Wildlife Institute of India and any other designated agency by WII/MoEFCC. 5. To organize and coordinate the flag-off function at the Delhi Safdarjung Railway Station, New Delhi (including complete logistics). 6. Broad theme for the contents of eight coaches of the Science Express; Coach Number Coach No.1 Coach No.2 Coach No.3 Coach No.4 Coach No.5 Coach No.6 Coach No.7 Coach No.8 Environment Conservation Thematic Area Biodiversity related International Conventions Forest and Wildlife Conservation Waste Management Sustainable Lifestyles Climate Resilience Women, Youth and Children empowerment in conservation of natural resources What can you do? Environment education activities at home and in schools ********* Tender Page 15 of 20

16 Technical Bid (Proforma-I) S.No Particulars To be filled by the Tenderer 1. Name of the Bidder (Organization) 2. Whether brief profile of the organization is enclosed (Max 5 pages) 3. Address of the Bidder (Organization) Tel. Fax. 4. Year of establishment with documentary evidence 5. Bidders should not have been blacklisted by any of the Central or State Government organization. The organization and the key management personnel should not have been found guilty of any criminal offence by any Court of law. Undertaking from the organization duly signed on its letter head. 6. Registration Details PAN No. (Copy to be enclosed) Service Tax No. (Copy to be enclosed) 7. The organization must have an experience of at least 2 years in designing and fabricating mobile exhibition with a mix of visual, audio and interactive media. It must have undertaken projects in Government as well as Private sector having similar deliverables. List of Govt. Ministries/ Departments/Pvt. Clients showing experience of the organization in the field. (copies of contracts/orders given to the organization during last 2 years should be attached) Tender Page 16 of 20

17 8. Names and addresses of other competent partners/organizations/agencies, if any, to be partnered in executing this bid. 9. Details of EMD of Rs.15,00,000 (i) Amount (ii)draft No (iii)date (iv)issuing Bank 10. Details of Tender Fee of Rs 1000 (i) Amount (ii)draft No (iii)date (iv)issuing Bank 11. Name, Designation and address, of the authorised official in the bidding organisation to whom all references shall made regarding this RFP. Name Designation Address Tele: Mobile 12. Annexure A Annexure B Annexure C Annexure D Pre-Eligibility undertaking and documentary proof for each Specific Requirement as per point 1.2 table and 1.7 Authorized Signature [In full and initials] Name and Title of Signatory Date: Seal: Tender Page 17 of 20

18 Technical Bid Evaluation Criteria This consists of three parts i ii Requirement Infrastructure strength in terms of manpower, network of offices and partnerships with other competent organizations/agencies Experience in organizing International Standard Exhibition (at least 5 events) iii Contents, Creativity and Quality of Exhibits (By Presentation) 50 Marks (a) Concept & Execution Strategy, technical knowledge & equipment; (b) Qualification & experience of key technical personnel ( CV are to be attached); (c) Organizational expertise and relevant track record / experience of the bidder and its partners. Tender Page 18 of 20

19 FINANCIAL BID (Proforma-II) To The Director, Wildlife Institute of India, Chandrabani, Dehradun Dear Sir, We, the undersigned on behalf of (name of the Organization), offer to respond to (title of project) in accordance with your Request for Proposal (RFP reference) dated (insert Date). Our Financial Proposal against the scope of service defined in the above referred RFP is the following: S.No. Description Amount Rupees.** 1. To (a) Plan and prepare appropriate content, materials and exhibits including interactive ones for 8 coaches of the Science Express Environment Awareness Train (SEEAT); (b) Design, fabrication and installation of exhibits in 8 coaches of the Science Express Environment Awareness Train (SEEAT); (c) Produce take-away resource material kits (Booklets, Posters, Leaflets, Stickers, Badges, Memento Mugs, Canvas Mugs etc); (d) Arrange delivery and loading of all material on the Science Express Environment Awareness Train (SEEAT); and (e) Ensure smooth and effective conduct of environmental awareness programmes/ activities inside the train and at scheduled platform stops in coordination with designated agencies across the train journey throughout India on designated routes from 20 th January, 2017 to 10 th August, 2017 (plus or minus 2 days). 2. Taxes** ( provide breakup, rate) 3. Total in Indian Amount in words: Tender Page 19 of 20

20 Our proposal shall be binding upon us as per clause 1.3 and penalty as per Clause 1.4 and Scope of Work as per Section II of this RFP. We understand you are not bound to accept any proposal you receive. In the event the tax rates or coverage** is revised by the Govt. of India, State Govt. or any local authority the taxes given in S. No. 2** above shall stand modified from that date accordingly. Yours sincerely, Date: Authorized Signature [In full and initials] Name and Title of Signatory Name of Organisation Address Seal: Tender Page 20 of 20