RFP for Consultancy Services to Indore Municipal Corporation

INDORE MUNICIPAL CORPORATION

REQUEST FOR PROPOSAL

Appointment of Consultant for Electrical, Solar, Wind Power

Projects of Electrical Department, Indore Municipal Corporation

INDORE MUNICIPAL CORPORATION, INDORE

NAGAR NIGAM SQUARE, INDORE MADHYA PRADESH -452007

Email: www.imcvidhyutvibhag@gmail.com

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 RFP for Consultancy Services to Indore Municipal Corporation

INDORE MUNICIPAL CORPORATION

NAGAR NIGAM SQUARE, INDORE MADHYA PRADESH -452007

N I T No. 36 C.E/E& M Date:- 07/11/2024

TENDER NOTICE

Online bids are invited for the following work to provide consultancy services. Tender forms may
be purchased online from https//mptenders.gov.in by the bidders, having relevant experience.

Sr. No. Name of Work Duration of Cost of Earnest money

Contract Tender form Deposit (Rs.)
(Rs.)
01 Selection of Consultant for Electrical, 2 Years 10,000=00 1,00,000=00
Solar, Wind Power projects of
Electrical Department Indore
Municipal Corporation

NOTE : Earnest money deposit in the form of DD/FDR in favor of Commissioner, Municipal
Corporation, Indore

Important Dates for Tender processing is as under: -

Bid Publishing and Submission Start Date [07/11/2024

Pre bid Meeting 22/11/2024
Bid Submission Closing Date [07/12/2024 before 05.30 P.M.
Bid Opening Date [09/12/2024 before 11.00 A.M.

1. Cost of tender form is payable online and Earnest money deposit has to be submitted online
only and any changes in the tender shall be published online only on
https//mptenders.gov.in.

2. Any update, corrigendum, addendum, etc. shall be made available only at the MP
Tenders portal.

CITY ENGINEER
Electrical Department
Indore Municipal Corporation
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 RFP for Consultancy Services to Indore Municipal Corporation

DISCLAIMER

All Information contained in this Request for Proposal (RFP) provided/ clarified are in the good
interest and faith. This is neither an agreement nor an offer or invitation to enter into an
agreement of any kind with any party. Though adequate care has been taken in the
presentation of this RFP document, the interested bidders shall satisfy themselves that the
document is complete in all respects. The information published in this document is not
intended to be exhaustive. Interested Bidders are required to make their own enquiries and
assumptions wherever required.

The prime objective of this RFP is to provide the prospective bidders with information to support
the formulation of their proposals. This RFP does not support to contain all the information which
the bidders may entail. It is recommended that each bidder conducts its own investigations and
analysis and check the accuracy, reliability and completeness of the information in this RFP and
where necessary seek information from the authorities of the Corporation. The intention of the
Corporation is to provide detailed information pertaining to its requirements through this RFP and
conduct fair and transparent process to select the most suitable Consultant to deliver the services
as per the scope of work.
IMC, Indore reserves the right to reject any or all of the applications submitted in response to this
RFP document at any stage without assigning any reasons whatsoever and may also annul the
bidding process.

Furthermore, IMC reserves right to withhold or withdraw the process at any stage with intimation to
all who have submitted their bids in response to this RFP. IMC reserves the right to change
modify/ amend any or all of the provisions of this RFP document without assigning any reason, by
way of issuing / releasing a corrigendum before submission closing date and time. Such changes, if
any, would be communicated to the bidders by posting it on the website of IMC prior to the last
date and time of submission of the bids. Neither IMC nor its employees and associates will have
any liability to any prospective respondent interested to apply or any other person under the law of
contract to the principles or resolution or unjust enrichment or otherwise for any loss, expense or
damage which may raise from or be incurred or suffered in connection with anything contained in
this RFP document, any matter deemed to form part of this RFP document, the award of the work,
the information and any other information supplied by or on behalf of IMC or its employees and the
selected bidder arising in any way from the selection process for the work under this RFP.

Information provided in this document or imparted to any respondent as part of RFP process is
confidential to IMC and shall not be used by the respondent for any other purpose, distributed to, or
shared with any other person or organization.

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 RFP for Consultancy Services to Indore Municipal Corporation

TABLE OF CONTENTS

# Particulars Page Nos.

Disclaimer 3
1. Bid Data Sheet 5-7
2. Instructions to Bidders 8-10
3. Pre-Qualification/Eligibility Criteria 11-12
4. Technical Qualification, Proposal Submission and Bid Evaluation 13-28
5. General Terms and Conditions of Proposal & Contract 29-34
6. Terms of Reference and Scope of Work 35-37
7. Tech Forms and Fin Forms
7.1 An affidavit duly notarized as per Annexure –B 38
7.2 Tech Form -1: Format for Pre-Bid Clarification 39
7.3 Tech Form -2: Format for Technical Proposal Cover letter 40
7.4 Tech Form -3: Format for Particulars of the Bidder 41
7.5 Tech Form -4: CA Certificate format for Turnover 42
7.6 Tech Form -5: Format for CA Certificate for Net Worth 43
7.7 Tech Form -6: Format for Declaration of Manpower 44
7.8 Tech Form -7: Format for Power of Attorney 45-46
7.9 Tech Form -8: Format for Self-declaration by Bidder for not being 47
blacklisted
7.10 Tech Form -9: Format for Bidders Experience 48
7.11 Tech Form -10: Format for Abstract of Eligible Assignments of the 49
Bidder
7.12 Tech Form -11: Curriculum Vitae (CV) of Professional Personnel 50-51
7.13 Tech Form -12: Format for Bank Guarantee for Performance Security 52-54
7.14 Tech Form -13: Format for Approach, Methodology and Work Plan 55
7.15 Tech Form -14: Draft Agreement 56-57
8. B- Financial Proposal: FIN Form 14 58

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 RFP for Consultancy Services to Indore Municipal Corporation

1. Bid Data sheet

A. General
1 Tender No.
2 Nature of Work Selection of Consultant for Electrical, Solar, Wind Power
projects of Electrical Department Indore Municipal
Corporation
3 Proposals Invited by and City Engineer,
Contact person Electrical Department
Indore Municipal Corporation
Indore
Mobile No: 07440449490
4 Method of Selection Quality & Cost Based Selection (70:30)
5 Financial Proposal to be Yes, to be submitted in separate online envelopes.
submitted together with
Technical Proposal
6 Start date for Sale of Tender 07/11/2024
Document
7 Receiving of Pre-Bid Queries imcvidhyutvibhag@gmail.com
(Online on IMC e-Mail Id )
8 Date of Pre-Bid Meeting 22/11/2024
(venue: IMC, Indore)
9 Response/Corrigendum of
Pre-Bid Queries
10 Last Date for Sale of Tender
Document
11 Last Date for Submission
of Bid Proposals
12 Date of Opening of
Technical Proposal
13 Date of opening of Financial
Bid
14 Place of Submission & Online on https://mptenders.gov.in/
Opening of Proposals
15 Address for Communication Electrical Department IMC Campus Indore
16 Contact Person
17 Website for downloading https://mptenders.gov.in/
Tender Document,
Corrigendum’s,
Addendums etc.
B. Preparation of Proposal
18 Language of RFP This RFP has been issued in the English language.
Proposals shall be submitted in English language. All
correspondence exchange shall be in English
language.
19 The Bid Proposal shall
comprise the following: A-
Technical Proposal (Including
Pre- Qualification):

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 RFP for Consultancy Services to Indore Municipal Corporation

An affidavit duly notarized as per Annexure –B

Annexure –B
Tech Form -1 Format for Pre-Bid Clarification
Tech Form -2 Format for Technical Proposal Cover letter
Tech Form -3 Format for Particulars of the Bidder
Tech Form -4 CA Certificate format for Turnover
Tech Form -5 Format for CA Certificate for Net Worth
Tech Form -6 Format for Declaration of Manpower
Tech Form -7 Format for Power of Attorney
Tech Form -8 Format for Self-declaration by Bidder for not being
blacklisted
Tech Form -9 Format for Bidders Experience
Tech Form -10 Format for Abstract of Eligible Assignments of the
Bidder
Tech Form -11 Curriculum Vitae (CV) of Professional Personnel
Tech Form -13 Format for Approach, Methodology and Work Plan
Tech Form -14 Draft Agreement
B- Financial Proposal: Financial Bid
FIN Form 14
20 Project Duration Consultancy period is 24 months from the
effectiveness date of contract. The Contract Period
may be extended up to a maximum period of 12
Months (One year at a time) on the same terms and
conditions of the Contract.
21 Consultancy Firms are . Pre-qualification Proposal.
requested to upload the . Technical Proposal.
relevant documents in the . Financial Proposal.
space provided at MP e- An online opening of the Pre-Qualification, Technical
Procurement Portal as and Financial Proposals will be conducted.
following manner
22 Procedure for online opening The procedure for online opening of Proposals can be
of Proposals seen at https://mptenders.gov.in/
Consultancy Firms have an option to attend the opening
of the Pre-Qualification and Technical Proposals.
The opening shall take place at: Office of Indore
Municipal Corporation, Indore.
Phone:- 0731-
Email:-
23 Cost of Tender Form Rs. 10,000/- (non-refundable) along with the e-
Procurement Processing fees (to be paid online on
mptenders portal)
24 EMD Rs. 1 lakh (Rupees One Lakh only) to be paid online on
mptenders portal
25 Proposal’s Validity 180 days from the Proposal’s submission date.

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 RFP for Consultancy Services to Indore Municipal Corporation

Note:
1. IMC reserves all the rights to cancel the process and reject any or all of the proposals
at any time.
2. No contractual obligation whatsoever does arise from the Tender document/process
unless and until a formal contract is signed and executed between IMC and the
successful proposer.
3. IMC any factual or other errors in the tender document (the onus is purely on the
individual proposer to verify such information) and the information provided therein
are intended only to help the proposers to prepare a logical proposal.

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 RFP for Consultancy Services to Indore Municipal Corporation

2. Instruction to Bidders

2.1 Background Information

Indore Municipal Corporation has embarked upon various ambitious Renewable projects of power
generation to provide green energy to the citizens and businesses of Indore, it has started
implementation of various Electrical, Solar, Wind Power projects such as ground mounted, rooftop,
streetlight for IMC, Indore etc.

In order to provide enhanced services to its various stakeholders (citizens, employees, business
establishments, state Government, and the Corporation), IMC is in the process of solarization of its
offices and various departments at head office and to support its ongoing and future initiatives, and
also it is seeking proposals from the competent and qualified consultancy firms for solar, Wind
Power and Electrical projects for "Providing Consultancy Service to Indore Municipal Corporation".
Submission of bids shall be deemed to have been done after careful study and examination of the
RFP document with full understanding of its implications. This section provides general information
about the Corporation, important dates and the overall eligibility criteria for the bidders.

Indore Municipal Corporation (herein after referred to as IMC, Indore) invites proposals from
competent firms in the industry for "Providing Consultancy Service For Electrical, Solar and Wind
Power to Indore Municipal Corporation.”

2.2 Publishing of N.I.T.:

For the Tenders processed using the e-Procurement System, only a brief Advertisement
related to the Tender shall be published in the newspapers and the Detailed Notice shall be
published only on the e Procurement System. The Bidders can view the Detailed Notice and
the time schedule for all the Tenders processed using the e-Procurement System on the
website https://www.mptenders.gov.in.

2.3 Earnest Money Deposit (EMD)

a) The bidder shall submit Earnest Money Deposit (EMD) of an amount as mentioned in Bid
data sheet (Clause - 1) of RFP, which shall be deposited online during the submission of
the tender on e-Procurement portal.
b) Unsuccessful bidder’s EMD will be released within 45 working days of issuing of work
order or signing of agreement with successful Consultant.
c) The successful Consultant’s EMD will be returned after submission of performance security.
d) The EMD may be forfeited in the following cases:
i. If a bidder withdraws his proposal or increases his quoted prices during the period of
proposal validity or its extended period, if any; or
ii. In the case of a successful bidder, if it fails within the specified time limit to sign the
agreement.

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 RFP for Consultancy Services to Indore Municipal Corporation

2.4 Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of NIT and
shall be stopped one day prior to the date of opening of Bid. The complete bidding
document shall be placed on the e-Procurement portal. The prospective bidders shall be
permitted to download the bidding document from the websites and pay its price while
submitting the Bid to the procuring entity.

2.5 Pre-bid Meeting/ Clarifications

Any prospective bidder may, in writing, seek clarifications from IMC in respect of the RFP
document.
a) A pre-bid meeting may be scheduled by IMC as per the details mentioned in the RFP and
to clarify doubts of potential proposers in respect of the RFP.
b) The prospective bidder requiring any clarification on the tender shall contact IMC through
email by sending their queries at email: imcvidhyutvibhag@gmail.com as per PRE-BID
FORM.
c) IMC will provide clarifications to only those queries which would be received as specified
in “Schedule of RFP”. All future correspondence/corrigendum shall be published on
https://mptenders.gov.in/.

2.6 Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any
reason, whether on its own initiative or as a result of a request for clarification by a bidder,
b) modify the bidding documents by issuing an addendum in accordance with the provisions
below.
c) In case, any modification is made to the bidding document or any clarification is issued
which materially affects the terms contained in the bidding document, the procuring entity
shall publish such modification or clarification in the same manner as the publication of the
initial bidding document.
d) In case, a clarification or modification is issued to the bidding document, the procuring
entity may, prior to the last date for submission of Bids, extend such time limit in order to
allow the bidders sufficient time to take into account the clarification or modification, as the
case may be, while submitting their Bids.
e) Any bidder, who has submitted his Bid in response to the original invitation, shall have the
opportunity to modify or re-submit it, as the case may be, within the period of time originally
allotted or such extended time as may be allowed for submission of Bids, when changes
are made to the bidding document by the IMC; provided that the Bid last submitted or the
Bid as modified by the bidder shall be considered for evaluation.
f) Any corrigendum issued in this regard shall be uploaded on https://mptenders.gov.in.
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 RFP for Consultancy Services to Indore Municipal Corporation

2.7 Period of Validity of Bids

The proposals submitted by bidders shall be valid for a period of 180 days from the date
of submission of the proposal. On completion of the validity period, in case required, IMC
would solicit the bidder’s consent to an extension of the period of validity. The request and
the responses there to shall be made in writing by post or email.

2.8 Black-listing

The consultancy firms shall not be under a declaration of ineligibility for corrupt or
fraudulent practices or black-listed or debarred from any of the govt agency in India during
the last three years on the last date of submission of bid. None of the
Director/Partner/Proprietor of the bidding firm is black-listed or debarred from any of the
govt agency in India during the last three years on the last date of submission of bid.
Note:- Blacklisting clause would be interpreted as per MP Store Purchase
rule, 2015 (as amended 2022).

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 RFP for Consultancy Services to Indore Municipal Corporation

Pre-Qualification/Eligibility Criteria

A proposer participating in the tender process shall possess the following

minimum pre-qualification/ eligibility criteria.

SN Basic Specific Requirement Documents Requirement

Requirement
1 Affidavit An affidavit duly notarized as per Annexure –B
Annexure –B
2 Legal Entity The Bidder shall be a legally Certificates of incorporation or
registered entity in India and shall Registration Certificates
have been in operation for at least 3
st
(three) years as on 31 December,
2023.
3 Financial Bidder should have a minimum CA Certificate along with UDIN clearly
Turnover average Fee from Consultancy defining the Fee from Consultancy
Business of Rs. 20 Lakh (Rupees Business as per format given in Tech
twenty Lakh) during the last three Form 10.6 along with Audited
financial years (FY 2021-22, 2022- Financial Statements (Balance sheet &
23 and 2023-24) Profit &
Loss statement)
The Consultancy Firm positive Net Certificate from the CA with his UDIN
worth as on 31st March, 2024. for Net worth. (Tech Form 10.7)
4 Bidder’s The Bidder should have experience Completion certificate of the
Experience of working in the project’s assignments issued by the client
conceptualization, documentation, should be submitted.
project designing and screening of
minimum 5 Eligible Assignments
of Solar power/Wind Power/
Energy Sector of 5 to 50 MW in
last 5 years. (minimum 1
Experience from renewable power
is required)
5 Manpower The bidder must produce a
Strength certificate indicating that they have
adequate numbers of professionals
(full-time) as on the date of
submission of the bid.
6 Statutory Shall have been registered with: - Registration copy of such valid
Registration GST certificates shall be enclosed as proof.
PAN
7 Mandatory Shall not have been black listed by An undertaking to this effect should be
undertaking any Central or State Government or submitted on its letter head as per
its agency(ies) as on the date of Tech Form 10.10 Self-Declaration
RFP.
8 No Deviation Statement of No Deviation from the No-Deviation Certificate to be
RFP Requirements submitted by the Bidder on Company’s
Letterhead duly signed by Authorized
Signatory. (Tech
Form 10.11)
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 RFP for Consultancy Services to Indore Municipal Corporation

Note:-

1. Submit Eligibility/Qualification Criteria Compliance.

2. Technical Proposals of only those Consultancy Firms who have been found to be in
compliance with the Pre-Qualification Criteria and submitted the EMD would be taken up
by the IMC for further evaluation. The Consultancy Firms who do not meet the Pre-
Qualification Criteria will not be taken up for further evaluation.
3. In the Technical Evaluation it is mandatory for the Consultancy Firms to score at least 60
marks to be qualified and to be considered for Financial Evaluation. Those Consultancy
Firms who fail to attain this minimum score shall be technically disqualified and shall not
be considered for further evaluation.
4. Interested Bidders are advised to study this RFP document carefully before submitting their
proposal in response to this RFP notice. Submission of a proposal in response to this
notice shall be deemed to have been done after careful study and examination of this
document with full understanding of its terms, conditions and implications. This RFP
document is not transferable.

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 RFP for Consultancy Services to Indore Municipal Corporation

3. Technical Qualification, Proposal Submission and Bid Evaluation

4.1 Proposal Submission

The proposal shall be submitted as per the schedule given in the “Schedule of RFP”.
Consultancy Firms are requested to upload the relevant documents in the space provided at
MP e-Procurement Portal. An online opening of the Pre-qualification, Technical and Financial
Proposal will be conducted separately as follows under the specified areas:

1. Technical Proposal (Along with documents related to pre-qualification/eligibility Criteria)

2. Financial Proposal

4.2 Evaluation of Financial and Technical Proposal

4.2.1 Evaluation of Technical Proposals

For the Bidders that qualify the Eligibility Criteria, the Technical Score (TS) will consist of marks
allocated to following three parts:

S.no. Evaluation Point Marks

A) Financial Capacity of Bidder 10 Marks

B) Relevant experience of Bidder & Key 30 Marks

Personnel (Key P)
C) Key Personnel 50 Marks
Technical Presentation (Tech-PPT)
D) – Consisting of Credentials, Approach, 10 Marks
and Methodology
Total Marks 100 Marks

4.2.2 The evaluation of the technical bids will be carried out in the following manner:-

a. The bidder's technical solutions proposed in the bid document will be evaluated as per the
requirements specified in the RFP and the bidder is required to provide details on the
proposed solution adopting the evaluation framework given in the RFP.

b. As per the evaluation methodology mentioned in this RFP each technical bid will be
assigned a technical score out of a maximum of 100 points

c. The Evaluation Committee may undertake written clarifications from the bidders. The
primary function of clarification in the evaluation process is to clarify ambiguities and
uncertainties, if any, arising out of the evaluation of the bid documents.
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 RFP for Consultancy Services to Indore Municipal Corporation

d. Only the bidders who score a technical score of 60% or more shall qualify for the financial
evaluation of commercial bid. The details of technical evaluation parameters are as under:

S. Particulars Total Criteria Marks

No. Marks
A - Financial Capacity of Bidder
1. Financial 10 Financial Capacity of Bidder: Annual
Capacity Marks turnover from consultancy services
business in India during the last 3
of Bidder financial years (2021-22, 2022-23 and 5
2023-24) preceding the proposal due 5
date.
INR 20 Lakh to 100 Lakh
Above INR 100 Lakh
B - Scoring of Bidder & Key Personnel
S. Particulars Total Criteria Marks
No. Marks
2. Relevant 30 a) Minimum eligibility criteria - 5 20
Experience (Five) Ground Mounting of Solar/Wind/
of the Bidder Electrical Projects of 5 - 5 0 M W
Assignments .
b) For every Additional project 5 marks for 10
each project will be assigned.
Maximum 10 marks will be awarded
Note: Completion Certificate of the assignments issued
by the client should be submitted along with the technical
proposal.
3 Team Leader 15 a) Educational Qualification 3
i. Meets minimum qualification 3
b) Number of years of relevant experience 6
i. Meets minimum number of years of 3
experience
ii. Any additional number of years of 3
experience maximum up to 3 years (1 marks
for each year)
c) Experience in relevant Projects 5
i) Meet minimum eligibility criteria for 3
Eligible Assignments
ii. Any additional number of Eligible 2
Assignment maximum up to 2 assignment
(1 marks for each
additional Eligible Assignment)

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 RFP for Consultancy Services to Indore Municipal Corporation

S. Particulars Total Criteria Marks

No. Marks
4 Solar Power 10 a) Educational Qualification 2
Expert
i. Meets minimum qualification 2
b) Number of years of relevant experience 4

i. Meets minimum number of years of 2

experience
ii. Any additional number of years of 2
experience
maximum up to 2 years (1 marks for each
year)
c) Experience in relevant Projects 4
i. Meet minimum eligibility criteria for 2
Eligible
Assignment
ii. Any additional number of Eligible 2
Assignment
maximum up to 2 assignment (1
marks for each additional Eligible
Assignment)
5 Wind Power 10 a) Educational Qualification 2
Expert
i. Meets minimum qualification 2
b) Number of years of relevant 4
experience
i. Meets minimum number of years of 2
experience
ii. Any additional number of years of 2
experience
maximum up to 2 years (1 marks for each
year)
c) Experience in relevant Projects 4
i. Meet minimum eligibility criteria for 2
Eligible
Assignment
ii. Any additional number of Eligible 2
Assignment
maximum up to 2 assignment (1
marks for each additional Eligible
Assignment)

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 RFP for Consultancy Services to Indore Municipal Corporation

6 Electrical 10 a) Educational Qualification 2

Expert
i. Meets minimum qualification 2
b) Number of years of relevant 4
experience
i. Meets minimum number of years of 2
experience
ii. Any additional number of years of 2
experience
maximum up to 2 years (1 marks for each
year)
c) Experience in relevant Projects 4
i. Meet minimum eligibility criteria for 2
Eligible
Assignment
ii. Any additional number of Eligible 2
Assignment
maximum up to 2 assignment (1
marks for each additional Eligible
Assignment)
6 Support 5 a) Educational Qualification 1
Engineer
i. Meets minimum qualification 1
b) Number of years of relevant 2
experience
i. Meets minimum number of years of 1
experience
ii. Any additional number of years of 1
experience
maximum up to 2 years (0,5 marks for
each year)
c) Experience in relevant Projects 2
i. Meet minimum eligibility criteria for 1
Eligible
Assignment
ii. Any additional number of Eligible 1
Assignment
maximum up to 2 assignment (0.5
marks for each additional Eligible
Assignment)

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 RFP for Consultancy Services to Indore Municipal Corporation

1 4.2.3 Evaluation Criteria

 In the first stage, the Technical Proposal will be evaluated on the basis of (A) Bidders
financial Capacity,(B) experience of Key Personnel and (C) Technical Presentation as
specified in clause (………………)
 Essential Criteria Compliance is a must for all CVs. A Technical Proposal shall be
rejected if any of the Key Personnel scores less than minimum marks as specified
in Scoring Criteria and would not be allowed to Participate in Technical
Presentation (clause……………..).
 Only those Bidders who score in Technical Proposal (A, B & C), a Technical Score (ST) of
60 Marks or more shall be declared technically qualified.
Technical score (ST) = Sum of the score of [ (A) Bidders financial Capacity + (B) experience
of Key Personnel + (C) Technical Presentation]
 Evaluation of marks for Key Personnel will be done based on the requirements outlined in
clause
8.5.2 “Consultancy Team/Key personnel mandatory criteria”.
 Partial years shall not be considered for example 4.9 years shall be considered as 4 years
only.

4.2.3 The scoring criteria to be used for evaluation shall be as follows.

The bidder's response will be evaluated in three stages:

Stage 1: Pre-Qualification Evaluation

This would involve the evaluation of pre-qualification requirements as mentioned in the pre-
qualification criteria section and evaluation checklist. Only the bidders who meet all the
requirements shall be considered for the technical evaluation.

The bidders' response shall be evaluated against the supporting documents provided by
the bidder in his response.

Stage 2: Evaluation of Technical Proposal

This would involve evaluation of technical strength of the bidder against the technical
evaluation parameters as mentioned in the technical evaluation section. The technical
evaluation is out of 100 marks.
The bidders who score 60 or more marks will be short listed for commercial opening (stage 3)
The technical evaluation will be done by Head of Electrical Department, City Engineer of
Electrical department and Technical team of Electrical department, Indore Municipal
Corporation whose decision will be binding and final.

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 RFP for Consultancy Services to Indore Municipal Corporation

Technical Score will be calculated as:

Tn= Tb/Tmax *100

Where,
Tn = Normalized Technical score of the bidder under consideration
Tb= Technical Marks of the bidder under consideration (As Evaluated by TC) Tmax =
Maximum Technical Score amongst the bidder (As Evaluated by TC)

Stage 3: Evaluation of Commercial Proposal

In the second stage, the financial evaluation will be carried out and Each Financial
Proposal will be assigned a financial score (Fn) as specified in this Clause.

For financial evaluation, the total cost indicated in the Financial Proposal will be considered.

IMC will determine whether the Financial Proposals are complete, unqualified and
unconditional. The cost indicated in the Financial Proposal shall be deemed as final and
reflecting the total cost of services. Omissions, if any, in costing any item shall not entitle
the Consultant to be compensated and the liability to fulfill its obligations within the total
quoted price shall be that of the Consultant. The lowest Financial Proposal (F min) will be
given a financial score (Fn) of 100 points.

The financial scores of other proposals will be computed as follows:

Fn=Fmin/Fb*100

Where, Fn = Normalized financial score of the bidder under consideration

Fb = Evaluated cost for the bidder under
Fmin = Minimum evaluated cost for any bidder

Stage 4: Combined and Final Evaluation (QCBS METHOD)

Proposals will finally be ranked according to their combined technical (Tn) and financial
(Fn) scores as follows:

Bn=0.7*Tn +0.3* Fn

Where, Bn =overall score of bidders under consideration

Tn = Normalized Technical score for the bidder under consideration.

Fn = Normalized financial score of the bidder under consideration.

4.2.4 Selected Bidder

The Selected Bidder shall be the Bidder having the highest combined score. The second
highest Bidder shall be kept in reserve and may be invited in its discretion for negotiations
in case the first-ranked Bidder withdraws, or fails to comply with the requirements as per
the agreement.
 RFP for Consultancy Services to Indore Municipal Corporation

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4.2.5 Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its
Bid, and the procuring entity shall not be responsible or liable for those costs,
regardless of the conduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged
by the Bidder and the procuring entity, shall be written only in English Language.
Supporting documents and printed literature that are part of the Bid may be in another
language provided they are accompanied by an accurate translation of the relevant
passages in English/ Hindi language, in which case, for purposes of interpretation of
the Bid, such translation shall govern.

4.3 Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all.

4.4 Instructions for Online Bid Submission

The bidders are required to submit soft copies of their bids electronically on the MP
TENDERS Portal, using valid Digital Signature Certificates. The instructions given
below are meant to assist the bidders in registering on the MP TENDERS Portal,
prepare their bids in accordance with the requirements and submitting their bids online
on the MP TENDERS Portal.

More information useful for submitting online bids on the MP TENDERS Portal may be
obtained at: https://mptenders.gov.in/nicgep/app

A. Registration

I. Bidders are required to enrol on the MP e-Tender module of the Central Public
Procurement Portal (URL: https://mptenders.gov.in/nicgep/app) by clicking on the
link “Online bidder Enrolment” on the MP TENDERS Portal which is free of
charge.
II. As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
III. Bidders are advised to register their valid email address and mobile numbers as
part of the registration process. These would be used for any communication from
the MP TENDERS Portal.
IV. Upon enrolment, the bidders will be required to register their valid Digital
Signature Certificate (Class III Certificates with signing key usage) issued by
any Certifying Authority recognized by CCA India (e.g. Sify / nCode / eMudhra
 RFP for Consultancy Services to Indore Municipal Corporation

etc.), with their profile.

19

V. Only one valid DSC should be registered by a bidder. Please note that the bidders
are responsible to ensure that they do not lend their DSC’s to others which may
lead to misuse.
VI. Bidder then logs in to the site through the secured log-in by entering their user ID /
password and the password of the DSC / e-Token.

B. Searching for Tender Documents

I. There are various search options built in the MP TENDERS Portal, to facilitate
bidders to search active tenders by several parameters. These parameters could
include Tender ID, Organization Name, Location, Date, Value, etc. There is also an
option of advanced search for tenders, wherein the bidders may combine a number
of search parameters such as Organization Name, Form of Contract, Location,
Date, Other keywords etc. to search for a tender published on the MP TENDERS
Portal.

II. Once the bidders have selected the tenders they are interested in, they may
download the required documents / tender schedules. These tenders can be moved
to the respective ‘My Tenders’ folder. This would enable the MP TENDERS Portal to
intimate the bidders through SMS / e-mail in case there is any corrigendum issued
to the tender document.
The bidder should make a note of the unique Tender ID assigned to each tender, in
case they want to obtain any clarification / help from the Helpdesk.

C. Preparation of Bids

I. Bidder should take into account any corrigendum published on the tender
document before submitting their bids.
II. Please go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Please note
the number of covers in which the bid documents have to be submitted, the number
of documents - including the names and content of each of the document that need
to be submitted. Any deviations from these may lead to rejection of the bid. Also any
conditional bid shall be liable to be rejected.
III. Bidder, in advance, should get ready the bid documents to be submitted as
indicated in the tender document / schedule and generally, they can be in PDF /
XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with
black and white option which helps in reducing size of the scanned document.
 RFP for Consultancy Services to Indore Municipal Corporation

20

IV. To avoid the time and effort required in uploading the same set of standard
documents which are required to be submitted as a part of every bid, a provision of
uploading such standard documents (e.g. PAN card copy, annual reports, auditor
certificates etc.) has been provided to the bidders. Bidders can use “My Space” or
‘’Other Important Documents’’ area available to them to upload such documents.
These documents may be directly submitted from the “My Space” area while
submitting a bid, and need not be uploaded again and again. This will lead to a
reduction in the time required for bid submission process.

V. DIGITAL CERTIFICATES.

i. The Bids submitted online should be signed electronically with a Class III Digital
Certificate to establish the identity of the Bidder submitting the Bid online. The
Bidders may obtain Class III Digital Certificates issued by an approved Certifying
Authority authorized by the Controller of Certifying Authorities, Government of India.

ii. A Class III Digital Certificate is issued upon receipt of mandatory identity proofs
along with an Application Form. Only upon the receipt of the required documents, a
Digital Certificate can be issued by the Authority.

Note: It may take up to 7 working days or more for issuance of Class Ill Digital
Certificate, hence the bidders are advised to obtain the same at the earliest.

Important Notes:

i. Bid for a particular tender can be submitted during the ONLINE BID SUBMISSION
stage only using the Digital Certificate that is used to encrypt the data and sign the
hash during the ONLINE BID PREPARATION AND HASH SUBMISSION stage.

ii. In case, during the process of a particular tender, the bidder looses his Digital
Certificate because of any problem (such as misplacement, virus attack, hardware
problem, operating system problem, etc.); he may not be able to submit his bid
online. Hence, the bidders are advised to keep their Digital Certificates in a safe
place under proper security to be used whenever required.

iii. The digital certificate issued to the Authorized User of a Partnership firm / Private
Limited Company/ Public Limited Company and used for online bidding will be
considered as equivalent.
iv. No-objection certificate/power of attorney to that user. In case of Partnership Firm,
majority of the Partners have to authorize a specific individual through Authority
Letter signed by majority of the Partners of the firm.
 RFP for Consultancy Services to Indore Municipal Corporation

21

v. Unless the certificate is revoked, it will be assumed to represent adequate authority

of the specific individual to bid on behalf of the Organization for online tenders as per
the Information Technology Act 2000. This authorized user will be required to obtain
a Digital Certificate. The Digital Signature executed through the use of Digital
Certificate of this Authorized User will be binding on the firm. It shall be the
responsibility of Management/Partners of the concerned firm to inform the Certifying
Authority, if the Authorized User changes, and apply for a fresh digital certificate for
the new Authorized User.
vi. Joint Venture/Consortium applications are allowed with Maximum one JV or
Consortium Partner.

D. Submission of Bids

i. Bidder should log into the site well in advance for bid submission so that they can
upload the bid in time i.e. on or before the bid submission time. Bidder will be
responsible for any delay due to other issues.
ii. The bidder has to digitally sign and upload the required bid documents one by
one as indicated in the tender document.
iii. Bidders are requested to note that they should necessarily submit their financial
bids in the format provided and no other format is acceptable. If the price bid has
been given as a standard BoQ format with the tender document, then the same
is to be downloaded and to be filled by all the bidders. Bidders are required to
download the BoQ file, open it and complete the white coloured (unprotected)
cells with their respective financial quotes and other details (such as name of the
bidder). No other cells should be changed. Once the details have been
completed, the bidder should save it and submit it online, without changing the
filename. If the BoQ file is found to be modified by the bidder, the bid will be
rejected.
iv. The server time (which is displayed on the bidders’ dashboard) will be considered
as the standard time for referencing the deadlines for submission of the bids by
the bidders, opening of bids etc. The bidders should follow this time during bid
submission.
v. All the documents being submitted by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered
cannot be viewed by unauthorized persons until the time of bid opening. The
confidentiality of the bids is maintained using the secured Socket Layer 128-bit
encryption technology. Data storage encryption of sensitive fields is done. Any bid
document that is uploaded to the server is subjected to symmetric encryption
using a system generated symmetric key. Further this key is subjected to
asymmetric encryption using buyers/bid opener’s public keys. Overall, the
uploaded tender documents become readable only after the tender opening by
 RFP for Consultancy Services to Indore Municipal Corporation

the authorized bid openers.

22

vi. The uploaded tender documents become readable only after the tender opening
by the authorized bid openers.
vii. Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid
Submission” in the portal), the portal will give a successful bid submission
message & a bid summary will be displayed with the bid no. and the date & time
of submission of the bid with all other relevant details.
viii. The bid summary has to be printed and kept as an acknowledgement of the
submission of the bid. This acknowledgement may be used as an entry pass for
any bid opening meetings.

E. Assistance to Bidders

i. Any queries relating to the tender document and the terms and conditions
contained therein should be addressed to the Tender Inviting Authority for a
tender or the relevant contact person indicated in the tender.
ii. Any queries relating to the process of online bid submission or queries relating to
MP TENDERS Portal in general may be directed to the 24x7 MP TENDERS
Portal Helpdesk.

4.5 LOCAL CONDITIONS

i. Each bidder is expected to fully get acquainted with the local conditions and factors,
which would have any effect on the performance of the contract and/or the cost.
ii. The bidder is expected to know all conditions and factors, which may have any effect
on the execution of the contract after issue of letter of Award as described in the
bidding documents. The tenderer shall not entertain any request for clarification from
the bidder regarding such local conditions.
iii. It is the bidder's responsibility that such factors have properly been investigated
and considered while submitting the bid proposals and no claim whatsoever including
those for financial adjustment to the contract awarded under the bidding documents
will be entertained by the tenderer. Neither any change in the time schedule of the
contract nor any financial adjustments arising thereof shall be permitted by the
tenderer on account of failure of the Bidder to know the local laws/conditions.

4.6 Opening of Proposals

i. All Consultancy Firms/Bidders who will qualify initially the Pre-qualification Criteria
and submitted the EMD would be taken up by the IMC, GOMP for further
evaluation. Technical Proposal containing “Technical Proposal” shall be opened
online in the first instance in the presence of representatives of the bidders at the
 RFP for Consultancy Services to Indore Municipal Corporation

time and place as mentioned in the Section Important Dates.

23
ii. Bids would be evaluated with respect to Eligibility Criteria (Pre-Qualification). The
bidders who would be found to be eligible, shall be evaluated as per the technical
evaluation criteria’s. After Technical Evaluation a presentation would be made by
bidder, Marks of the presentation would be allotted separately.
iii. Financial proposal of only those bidders, whose proposals qualify after technical
evaluation, will be opened through online portal at IMC in the presence of the
bidder’s representative subsequently for further evaluation as per “Schedule of
RFP”.
iv. One authorized representative of each of the bidders would be permitted to be
present at the time of aforementioned opening of the proposal.

4.7 Preliminary Evaluation

i. IMC will constitute a Proposal evaluation committee to evaluate the responses of
the bidders. The Proposal evaluation committee constituted by IMC shall conduct a
preliminary scrutiny of the opened Proposals to assess the prima-facie
responsiveness and ensure that the: -

a. Proposal is as per the requirements listed in the RFP document.

b. Proposal is valid for the period, specified in the RFP document.

ii. The Proposal Evaluation Committee constituted by the IMC shall evaluate the
responses to the RFP and all supporting documents / documentary evidence.
Inability to submit requisite supporting documents / documentary evidence, may
lead to rejection.
iii. The decision of the Evaluation Committee in the evaluation of responses to the RFP
shall be final. No correspondence will be entertained outside the process of
evaluation with the Committee.
iv. The Evaluation Committee reserves the right to reject any or all proposals on the
basis of any deviations.
v. Each of the responses shall be evaluated as per the criterions and requirements
specified in this RFP. No enquiry shall be made by the bidder(s) during the course
of evaluation of the tender, after opening of proposal, till final decision is conveyed
to the successful bidder(s).
vi. However, the Committee/its authorized representative and IMC can make any
enquiry/ seek clarification on submitted documents from the bidders, which the
bidders must furnish within the stipulated time else the bids of such defaulting
bidders will be rejected.

4.8 Evaluation of Financial Proposal

i. The Financial Proposal of only those bidders who qualify the Technical Evaluation
will be opened on a specified date and time to be intimated to the respective
 RFP for Consultancy Services to Indore Municipal Corporation

bidders by IMC, and the same will be evaluated by a duly constituted Committee.
24
ii. The financial bid shall include all duties, levies, taxes except for GST, which shall
be payable as per extra on the basis of the prevailing tax rates.
iii. If there is any discrepancy between the unit price and the total price that is obtained
by multiplying the unit price and quantity, the unit price shall prevail and will be
considered for further calculations. If there is a discrepancy between words and
figures, the amount in words shall prevail, unless the amount expressed in words is
related to an arithmetic error, in which case the amount in figures shall prevail
subject to clause (iii) above.
iv. The Total Cost shall be evaluated for financial bid. Further Proposals will finally be
ranked according to their combined technical (Tn) and financial (Fn) scores.

4.9 Execution of Proposal/Disqualification

IMC may exclude or disqualify a proposal if:

I. The information submitted, concerning the qualifications of the proposer, was false
or constituted a misrepresentation; or
II. The information submitted, concerning the qualifications of the proposer, was
materially inaccurate or incomplete; and
III. The proposer is not qualified as per pre-qualification/ eligibility criteria mentioned in
the bidding document;
IV. The proposal materially departs from the requirements specified in the proposal or it
contains false information;
V. The proposer submitting the proposal, his agent or any one acting on his behalf,
gave or agreed to give, to any officer or employee of the IMC or other governmental
authority a gratification in any form or any other thing of value so as to unduly
influence the Tender Process;
VI. A proposer, in the opinion of the IMC, has a conflict of interest materially affecting
fair competition.
VII. A proposal shall be excluded/ disqualified as soon as the cause for its
exclusion/disqualification is discovered.
VIII. Any attempt by a bidder to influence IMC in the evaluation of the proposal or
contract award decisions may result in the rejection of its proposal.

4.10 Information and Publication of Award

Information of award of contract shall be communicated to all participating proposers

through MP Tender portal.

4.11 IMC’s Right to Accept OR Reject any OR All Proposals

IMC reserves the right to accept or reject any proposals, and to annul (cancel) the RFP
process and reject all proposals at any time prior to award of contract, without thereby
 RFP for Consultancy Services to Indore Municipal Corporation

incurring any liability to the proposers.

25

4.12 Selection of Agency

IMC will sign the engagement agreement with the successful bidder(s) for the period
stated in the RFP document.

4.13 Late Proposal

Proposal submitted after due date and time shall not be accepted.

4.14 Cancellation of Tender Process

I. If any bidding process has been cancelled, it shall not be reopened but it shall not
prevent IMC from initiating a new proposal process for the same subject matter of
procurement, if required.
II. IMC may, for reasons to be recorded in writing, cancel the process of procurement
initiated by it at any time prior to the acceptance of the successful proposals; or
after the successful proposal is accepted in accordance with below:

a. If a proposer is convicted of any offence under the prevailing law, IMC may:

i. Cancel the relevant Tender Process if the proposal of the convicted proposer
has been declared as successful but no procurement contract has been
entered into;
ii. Rescind the relevant contract or forfeit the payment of all or a part of the
contract value if the procurement contract has been entered into between IMC
and the convicted proposer.
b. If it determines that the bidder recommended for award or on whom the contract
/ award has already been placed has engaged in corrupt or fraudulent practices
in competing for the contract/award in question.

The decision of IMC to cancel the procurement and reasons for such decision shall
be immediately communicated to all proposers that participated in the tender
process.
4.15 Interference with Tender Process

For a proposer who withdraws from the tender process after opening of financial
proposal / withdraws from the tender process after being declared the successful
proposer / fails to enter into contract after being declared the successful proposer / fails
to provide performance security or any other document or security required in terms of
the bidding documents after being declared the successful proposer, without valid
grounds, shall, in addition to the recourse available in the bidding document or the
contract, EMD submitted will be forfeited.
 RFP for Consultancy Services to Indore Municipal Corporation

26

4.16 Debarment from Bidding

I. If IMC finds that a proposer has breached the code of integrity prescribed in the
RFP, it may debar the proposer for a period of three years.
II. Where the entire proposal security or the entire performance security or any
substitute thereof, as the case may be, of a proposer has been forfeiture by IMC in
respect of any tender process or procurement contract, the proposer may be
debarred from participating in any tender process undertaken by IMC for a period of
three years.
III. IMC, as the case may be, shall not debar a proposer under this section unless such
proposer has been given a reasonable opportunity of being heard.

4.17 Monitoring of Contract

If delay in delivery of service is observed, a performance notice would be given to the

selected proposer to speed up the delivery. Any change in the constitution of the
agency etc. shall be notified forth with by the contractor in writing to IMC within thirty
days of such change. Such change shall not relieve the agency, from any liability under
the contract.

4.18 Corrupt/Fraudulent Practices

I. IMC requires that the bidders under this tender shall observe the highest standards
of ethics during the execution of such contracts. In pursuance of this policy, IMC
defines the terms set forth as follows:

a. “Corrupt Practice” means the offering, giving, receiving or soliciting of anything

of value to influence the action of the public official in the award of the contract,
in contract execution;
b. “Fraudulent practice” means a misrepresentation of facts in order to influence
award of contract or an execution of a contract to the detriment of IMC, and
includes collusive practice among bidders (prior to or after proposal submission)
to deprive IMC of the benefits of the free and open competition.

II. In the event of corrupt practice and fraudulence, in addition to penal action as per
the terms and conditions of the contract, legal action may also be initiated against
the concerned. Apart from termination of contract, IMC may also forfeit the PBG
submitted by the bidder.
III. IMC will suspend the award of contract if prima-facie it is established that the bidder
had engaged in corrupt or fraudulent practices in competing for the contract in
 RFP for Consultancy Services to Indore Municipal Corporation

question.
27

IV. IMC will declare a bidder ineligible after giving opportunity of being heard, either
indefinitely or for a stated period of time, to be awarded a contract, if at any time it
is found that the bidder has engaged in corrupt and fraudulent practices in
competing for, or in executing, this contract.

4.19 Sub-Contracting

The proposer shall not assign or sub-let his contract or any substantial part thereof to
any other agency.

4.20 Withdrawal, Substitution, and Modification of Bids

a) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its
Bid (technical and/ or financial cover) as per the instructions/ procedure mentioned
at e-Procurement website under the section "Bidder's Manual Kit".
b) Bids withdrawn shall not be opened and processes further.

4.21 Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids,

the bid evaluation committee may, at its discretion, ask any bidder for a clarification
regarding its Bid.
b) Any clarification submitted by a bidder with regard to its Bid that is not in response
to a request by the committee shall not be considered.

No substantive change to qualification information or to a submission, including

changes aimed at making an unqualified bidder, qualified or an unresponsive
submission, responsive shall be sought, offered or permitted.

4.22 Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIT.

4.23 Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel)
the bidding process and reject all Bids at any time prior to award of contract, without
thereby incurring any liability to the bidders.

4.24 Execution of agreement

a) A procurement contract shall come into force from the date on which the contract/
 RFP for Consultancy Services to Indore Municipal Corporation

agreement is signed.

28

b) The successful bidder shall sign the procurement contract within 15 days from the
date on which the letter of acceptance or letter of intent is dispatched to the
successful bidder.
c) If the bidder, who’s Bid has been accepted, fails to sign a written procurement
contract or fails to furnish the required performance security within specified period,
the procuring entity shall take action against the successful bidder as per the
provisions of the bidding document and Act. The procuring entity may, in such case,
cancel the procurement process or if it deems fit, offer for acceptance the rates of
lowest or most advantageous bidder to the next lowest or most advantageous
bidder, in accordance with the criteria and procedures set out in the bidding
document.
d) The bidder will be required to execute the agreement on a non-judicial stamp of
specified value at its cost and to be purchase from anywhere in Madhya Pradesh
only.

4.25 Confidential Information

The RFP contains information proprietary to IMC. IMC requires the recipients of this
RFP to maintain its contents in the same confidence as their own confidential
information and refrain from reproducing it in whole or in part without the written
permission of IMC.

IMC will not return the proposal/responses to the RFP received. The information
provided by the bidder(s) will be held in confidence and will be used for the purpose of
evaluation of proposal.

4.26 Verification of Eligibility Documents by IMC

IMC reserves right to verify all the statements, information and documents submitted by
the bidder in response to the tender document. The bidder shall, when so required by
IMC, make available all such information, evidence, and documents as may be
necessary for such verifications. Any such verification or lack of verification by IMC shall
not relieve the bidder of its obligations or liabilities hereunder nor will it affect any rights
of IMC there under. If any statement, information, and document submitted by the
bidder is found to be false, manipulated or forged during verification process, strict
action shall be taken.
 RFP for Consultancy Services to Indore Municipal Corporation

29

5 General Terms and Conditions of Proposal & Contract

Proposers should read these conditions carefully and comply strictly while submitting their
proposal.

Note: The proposer shall be deemed to have carefully examined the conditions of the
services to be rendered. If the proposer has any doubts as to the meaning of any
portion of these conditions, he shall, before submitting the proposal and signing the
contract refer the same to IMC and get clarifications.

5.1 Signing of Contract

The successful bidder(s) shall execute an agreement within 15 days from the date of
issuance of Letter of Intent (LoI) (or work order if LoI is not issued) with IMC. In addition
to terms and conditions being mentioned hereunder, all terms and conditions of the
tender and corrigendum issued shall also be applicable for the contract.

5.2 Execution of agreement

During the term of contract, the selected agency will work closely with IMC and will
perform the activities as per the scope of work. In case of poor performance, non-
responsiveness or unjustified & repeated delays in sharing of relevant profiles of eligible
candidates, IMC shall terminate the agreement. In this case, the performance security
shall be forfeited.

5.3 Failure to agree with the “Terms and Conditions” of the Tender

Failure of the successful bidder to agree with the Terms & Conditions of the contract
shall constitute sufficient grounds for the annulment of the proposal or the award. In
such circumstances, IMC would reject the proposal and forfeit the EMD as specified in
the document.

5.4 Contract Documents

Subject to the order of precedence set forth in the agreement, all documents forming
the Contract (and all parts thereof) are intended to be correlative, complementary, and
mutually explanatory.

5.5 Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the
State of Madhya Pradesh prevalent during & at the time of signing of contract. The
 RFP for Consultancy Services to Indore Municipal Corporation

courts in lndore shall have the jurisdiction.

30

5.6 Recoveries from Agency

I. Recovery of penalties shall be made ordinarily from bills.

IMC shall withhold amount to the extent of shortcomings of the delivery of services
unless these are completed as per the SLA. In case of failure to withhold the
amount, it shall be recovered from dues of the agency and performance security
deposit available with IMC. The balance, if any, shall be demanded from the
selected agency and when recovery is not possible, IMC shall take recourse to law
in force.

5.7 Taxes & Duties

I. GST, if applicable, shall not be included in the proposal price and shall be paid by
IMC separately on prevailing rates. All other taxes, duties, license fee and levies
shall be including in the proposal price.
II. TDS, if applicable for any tax, shall be done as per law in force at the time of
execution of the contract.
III. If any tax exemptions, reductions, allowances or privileges may be available to the
successful/ selected proposer / agency, the agency shall use its best efforts to
benefit from any such tax savings to the maximum allowable extent, without any
negative impact on IMC and the contract.
5.8 Copyright

The copyright in all materials containing data and information furnished to the
Purchaser by the selected agency herein, as part of responsibility within scope of this
contract, shall remain vested in IMC.
5.9 Force Majeure

I. Notwithstanding the provisions of conditions of contract, the successful bidder shall

not be liable for forfeiture of its performance security or termination for default, if
and to the extent that its’ delay in performance or other failure to perform its
obligations under the contract is the result of an event of Force Majeure.
II. For purpose of this clause, Force Majeure means an event beyond the control of
the successful bidder and not involving the successful bidder’s fault or negligence
and not foreseeable. Such events may include, but are not limited to acts of IMC
either in its sovereign or contractual capacity, wars or revolutions, fires, floods,
epidemics, quarantine restrictions and freight embargoes.
III. If a Force Majeure situation arises, the successful bidder shall promptly notify IMC
in writing of such conditions and the cause thereof. Unless otherwise directed by
IMC in writing, the successful bidder shall continue to perform its obligations under
the contract as far as is reasonably practical and shall seek all reasonable
 RFP for Consultancy Services to Indore Municipal Corporation

alternative means for performance not prevented by the Force Majeure event.

31
5.10 Termination
5.1.1 Termination for Default

I. IMC may, without prejudice to any other remedy for breach of contract, by written
30 days’ notice of default sent to the selected agency, terminate the contract in
whole or part if the selected agency fails to deliver any or all of the systems within
the period(s) specified in the contract, or within any extension thereof granted by the
Purchaser pursuant to conditions of contract clause or if the successful bidder fails
to perform any other obligation(s) under the Contract.
II. In the event that IMC terminates the Contract in whole or in part, pursuant to the
conditions of contract clause, it may procure, upon such terms and in such manner,
as it deems appropriate, systems or services similar to those undelivered and the
selected agency shall be liable to pay IMC for any excess costs for such similar
systems or services. However, selected agency shall continue the performance of
the Contract to the extent not terminated.
5.1.2 Termination for Insolvency
IMC may at any time terminate the Contract by giving a written notice of at least 30
days to the selected proposer, if the selected proposer becomes bankrupt or otherwise
insolvent. In such event, termination will be without compensation to the selected
proposer, provided that such termination will not prejudice or affect any right of action
or remedy that has accrued or will accrue thereafter to IMC.
5.1.3 Termination for Convenience
IMC, by 30 days’ written notice sent to the selected agency, may terminate the contract,
in whole or in part at any time for its convenience. The notice of termination shall
specify that termination is for IMC’s convenience, the extent to which performance of
the selected agency under the contract is terminated and the date upon which such
termination becomes effective. However, any undisputed payment to the invoices of the
task accomplished by selected agency would be paid by IMC.
5.11 Settlement of Disputes
IMC and the tenderer shall make every effort to resolve amicably by direct negotiation any
disagreement or dispute or misunderstanding arising between them in connection with this
work. If any dispute shall arise between IMC and the tenderer on aspects not covered by
this tender document or work order, or operation thereof, or the rights, duties or liabilities
under these except as to any matters the decision of which is specially provided for by the
general or the special conditions, such dispute shall be referred to two arbitrators, one to be
appointed by each party and the said arbitrators shall appoint an umpire in writing before
entering on the reference and the award of the arbitration or umpire, as the case may be,
shall be final and binding on both the parties. The arbitrators or the umpire as the case may
be, with the consent of parties, may modify the time frame for making and publishing the
award. Such arbitration shall be governed in all respects by the provisions of the Indian
 RFP for Consultancy Services to Indore Municipal Corporation

Arbitration and Conciliation Act, 1996 or its later modifications and the rules there under and
any statutory modification or re-enactment, thereof. The arbitration proceedings shall be
held in Indore, India.
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5.12 Other Conditions

I. The selected agency shall bear the expenses regarding delivery of services.
II. The selected agency shall not, under any circumstances, revise the rates already
approved for services. Any request for an increase in the rates will not be
entertained under any circumstances during the contract period.
III. The selected agency shall execute the whole work in strict accordance with
guidelines of IMC.
IV. IMC shall reserve the right to make any alterations in or additions to the original
scope of work on mutually agreed terms. Any additional work which the bidder may
be directed to do in the manner specified above as part of the work shall be carried
out by the bidder on the same conditions in all respects on which he agreed to do
the main work and at the same rates as specified by IMC.
V. Any publicity by the bidder in which the name of IMC is to be used shall be done
only with the explicit written permission of IMC.
In the event of any material breach of the terms of the Agreement, the Party in
breach shall cure the breach within 30 days of notice. In the event the breach is not
cured within stipulated time the affected party may terminate the Agreement by
giving notice in writing to the other Party and client shall pay all dues payable for
the services rendered till the effective date of termination

5.13 Limitation of Liability

Except in cases of gross negligence or willful misconduct: -

I. Neither party shall be liable to the other party for any indirect or consequential loss
or damage, loss of use, loss of profits or interest costs, provided that this exclusion
shall not apply to any obligation of the selected agency to pay liquidated damages
to IMC; and
II. The aggregate liability of the selected agency to IMC, whether under the Contract,
or otherwise, shall not exceed the amount specified in the Contract.
III. The maximum aggregate liability of the selected agency shall not exceed the
annual bill value or average annual bill value in case one year is not completed.

5.14 Liquidated Damages

Time is the essence of the Agreement and the delivery dates are binding on the selected
Agency. In the event of delay or any gross negligence in implementation of the project,
for causes solely attributable to the Selected Agency, in meeting the deliverables, IMC
shall be entitled at its option to recover from the Selected Agency as agreed, liquidated
damages, a sum of 0.5% of the value of the deliverable which suffered delay or gross
negligence for each completed week or part thereof subject to a limit of 10% of the total
 RFP for Consultancy Services to Indore Municipal Corporation

contract value. This right to claim any liquidated damages shall be without prejudice to
other rights and remedies available to IMC under the contract and law.

33

5.15 Encashment and appropriation of Performance Security

The Authority shall have the right to invoke and appropriate the proceeds of the
Performance Security, in whole or in part, without notice to the Consultant firm in the
event of breach of this Agreement or for recovery of liquidated damages specified in
this Clause 7.2.

5.16 Penalty

A. Deployment Penalties
Subject to the conditions of contract, if the successful Consultancy Firm fails to
deploy the Key Personnel’s during the Contract period, IMC shall without prejudice
to its other remedies under the contract may levy following penalties which may be
deducted from the Performance guarantee/Invoice as described below : -
i. First time deployment of all the resources shall take place within 30 days after the
agreement is signed. Penalty of Rs. 3,000/- per day per resource will be imposed, if
not deployed on time. However, on a case-to-case basis IMC, GOMP may consider
and approve extending the time for deployment of resource.
ii. If the delay in deployment is beyond the timelines given and no extension of time is
given by IMC, the contract may be terminated by IMC and the Performance Bank
Guarantee shall be invoked.
iii. It is clarified here that if the delay in deployment of resources is on the request of
IMC, GOMP then, no penalty shall be imposed on the Consultancy Firm.
B. Operational Penalties

i. Shortfall of attendance of resources deployed, If a deployed resource is absent for 3

consecutive working days without any prior notice & approval, penalty of Rs. 3,000/-
per day per resource, starting from the 4th day onwards shall be charged and
deducted from the payment of the invoice raised.
ii. If the resource(s) are absent without permission and for a longer period of more
than 7 days, penalty @ Rs 5,000 per day shall be levied from the date of Absence.
It shall be charged and deducted from the payment of the invoice raised.
iii. In case of poor performance, non-responsiveness or unjustified & repeated delays in
assignment by the consultant, IMC shall be entitled to impose penalty of a sum of
0.5% of the value of monthly remuneration of the particular consultant for each
incident. Continues poor performance, non- responsiveness or unjustified &
repeated delays in assignment may cause termination of the contract or IMC may
instruct the agency to replace the resource within given time frame. In case of
termination, the performance security shall be forfeited.
iv. In case IMC, GOMP seeks replacement of a resource or additional resources to be
deployed, the Firm shall provide IMC at least three CVs of similar or higher
qualifications and experience, permit the resources to be interviewed by IMC and if
they are required to be deployed by IMC deploy them within one month in case of
 RFP for Consultancy Services to Indore Municipal Corporation

replacement and from the date of issuance of letter of acceptance with full
knowledge transfer to the successor resource. Every day of delay beyond this shall
attract a penalty of Rs. 2000 per day.
34

v. In cases where the Consultancy firm requests to substitute/replace a resource and

the after due process of interview and selection, DFMIS will issue the letter of
acceptance. The consultancy firm will deploy the selected resource within 30 days of
such letter of acceptance. Every day of delay beyond this shall attract a penalty of
Rs. 2000 per day.
5.17 Substitution of Key Personnel

1. In normal circumstances replacement is not permitted, however in case of

resource leaving the project, the replacement shall be provided as per the
conditions / timelines mentioned above and such replacement shall be
subjected to penalty as mentioned below.
2. Maximum Substitution of resources (other than Team Leader) is limited to one
resource in a year and will be allowed in circumstances beyond the control of
the firm.
3. Only one substitution of Team Leader over the complete contract
period may be allowed in circumstances beyond the control of the firm.
4. In circumstances beyond the control of the firm, the competent authority
may take the decision regarding imposition of penalties.
5. In case of extension of contract period the above condition will be applicable.
6. If more resources are replaced in contract period/extension period, then
the replacement shall be subjected to penalty mentioned as below.
a. Subject to condition above, If there are more replacements (other
than Team Leader), penalty of Rs. 1,00,000 per resource per
replacement would be imposed on the agency or contract may be
Terminated as per the decision be taken by the IMC.
b. Subject to condition above, If there are more replacements penalty
of Rs. 3,00,000 per resource per replacement would be imposed
on the agency or contract may be Terminated as per the decision
be taken by the IMC.

Note:- The Decision of imposing penalties would be taken by the IMC and
will be regarded as final.

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 RFP for Consultancy Services to Indore Municipal Corporation

6 TERM OF REFERENCE AND SCOPE OF WORK

6.1 Terms of Reference:

The aim of this TOR is to appoint a Consultant (also referred to as firm) to provide consultancy
services for the upcoming projects in Electrical, Solar, Wind power sector of the Indore
Municipal Corporation (IMC) in areas of Renewable Energy not limited only to its department.
The appointed Consultant shall provide full time consultants during the contract period capable
to prepare and provide the following main services:-

i. Identification of Projects in Solar, Wind and Electrical Sector within the Indore Municipal
Corporation Area and nearby Area;
ii. Selection of Location(s) for setting up the project of the 5-50 MW capacity in the New and
Renewable Energy;
iii. Preparation of Detailed project Reports in Solar, Wind and Energy Sector;
iv. Preparation of Detailed Project Reports for beautification of main crossings, bridges,
center lights, gardens of the city through attractive lights, etc;
v. Preparation of tender documents and Tender Form(s);
vi. Bid Process Management;
vii. Opening of tenders and their evaluation as per terms of tender documents,
viii. Selection of Agency(ies) and all related activities;
ix. Monitoring of agreement and execution of works; and
x. Verification of bills in accordance with works executed and recommendation for payment
of bills; etc.

The above activities are indicative and during the period of Contract and other activity requires to
be executed then the same would also be executed by the Consultant within the resources
available with them under this contract.

6.2 Duration & Number of working days

The Input months and Number of Working days in a month for each Member of consultancy
team is as specified below:-

# Expert Duration Number of working Remark

days in a month
1 Team Leader 24 Months Full –Time Basis On the site
2 Solar Power Expert 24 Months Full –Time Basis On the site
3 Wind Power Expert 24 Months Full –Time Basis On the site
4 Electrical Expert 24 Months Full –Time Basis On the site
5 Support Engineer 24 Months Full –Time Basis On the site

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 RFP for Consultancy Services to Indore Municipal Corporation

6.3 Any Other Work

Any other work that may be assigned by the Authority.

6.4 Consultancy Team

The Consultancy Firm/Bidder will provide the consultants as per the requirement of IMC.
The consultancy team shall consist of the following key personnel who have the requisite
qualifications and experience as described in the RFP.

# Resource Type Quantity

1 Team Leader 1
2 Solar Power Expert 1
3 Wind Power Expert 1
4 Electrical Expert 1
5 Support Engineer 1

6.5 Consultancy Team/Key Personnel Mandatory Criteria

No. of No. of years of

Key Perso- Educational Experience on Eligible
# Posit- Professional
nnel Qualification Assignments
ions Experience
1 2 3 4 5 6
1 Team 1 Masters in 10 (Ten) years He / She should have
Leader (one) electrical post qualification Worked as Solar/Wind/ Electrical
Engineering experience in Power Expert in at Least 3 (Three)
Solar/ Wind/ Projects of 5-50 MW ground
electrical sector mounted projects.
projects etc.  Led the team in preparation of Bid
Documents and Bid Process
Management for 3 (three) Projects
from the Eligible Sectors.
 He/ She should have assisted in the
entire bid process till signing of the
agreement.
2 Solar 1 (one) BE/B.Tech. 5 (Five) years of He / She should have worked as
Power Degree from post – Solar Power Expert in at Least 2
Expert recognize qualification (Two) Solar Power Projects of 5-50
University experience as an MW ground mounted.
Expert in Solar
Sector.

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 RFP for Consultancy Services to Indore Municipal Corporation

Key Perso- No. of Educational No. of years of Experience on Eligible

# nnel Posit- Qualification Professional Assignments
ions Experience
3 Wind 1 (one) BE/B.Tech. 5 (Five) years of He / She should have worked as
Power Degree from post – Wind Power Expert in at Least 2
Expert recognize qualification (Two) Wind Power Projects of 5-50
University experience as an MW ground mounted.
Expert in Wind
Sector.
4 Electrical 1 (one) BE/B.Tech. 5 (Five) years of He / She should have worked as
Expert Degree from post-qualification Electrical Expert in at Least 2 (Two)
recognize experience as an Electrical Projects of 5-50 MW.
University Expert in Wind
Sector.
5 Support 1 (one) BE/B.Tech. 3 (Three) years of He / She should have worked as
Engineer Degree from post – Support Engineer in at Least 2
recognize qualification (Two) Power Sector Projects.
University experience as a
Or Diploma Support Engineer
from a in Power Sector.
Recognized
Institute

6.6 Reporting

a) The Team Leader shall submit Monthly and Quarterly progress reports in Hardcopy and
by e-mail, of each of the Key Personnel or as specified by the Authority. Such time
reports shall be submitted to the Authority within 7 (seven) days of expiry of the previous
month/quarter. The time reports shall also include a brief description of work performed
during that previous month by each of the Key Personnel.
b) The Team Leader will work closely with the Authority and the designated official of the
Authority will be responsible for the overall coordination and project development. He will
play a coordinating role in dissemination of the Consultant’s outputs, facilitating
discussions, and ensuring required reactions and responses to the Consultant.

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 RFP for Consultancy Services to Indore Municipal Corporation

Payment Schedule :
7.1 Preparation of Detailed Project Reports (DPRs) and Ancillary Activities (Fees (a) of %
of Project Cost fixed in the Bid Data Sheet)

A Preparation of DPR
1. Submission of Draft DPR 25%
2. Submission of Revised Draft DPR 5%
3. Approval of Final DPR 10%
B Services for Tendering/Construction Supervision
1. Submission of Tender Documents for Selection of Developer/Contractor 10%
2. Selection of Developer/Contractor for the Project 20%
3. During Implementation of the Project 30%

Note:

1. The basis for payment for stages in the DPR Preparation and Ancillary Activities such as Bid
Process Management and Periodic Supervision will be evaluated as % of Estimated Project Cost
of DPR, Tendered Project Cost, and Actual Cost of Construction at different stage of payment.

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 RFP for Consultancy Services to Indore Municipal Corporation

Annexure – B
(See clause 3 of Section 1-NIT)

|| AFFIDAVIT ||
(To be contained in Envelope A)
(On Non Judicial Stamp of Rs. 100)
I/we _______________________________________________________ who is/ are
_______________________ (status in the firm/ company) and competent for submission of the affidavit on
behalf of M/S ______________________ (contractor) do solemnly affirm an oath and state that:
I/we are fully satisfied for the correctness of the certificates/records submitted in support of the following
information in bid documents which are being submitted in response to notice inviting e-tender No.
______________ for __________________________ (name of work) dated _______ issued by the
________________ (name of the ULB).
I/we are fully responsible for the correctness of following self certified information/ documents and
certificates:
1. That the self certified information given in the bid document is fully true and authentic.
2. That:
a. Term deposit receipt deposited as earnest money, demand draft for cost of bid document and other
relevant documents provided by the Bank are authentic.
b. Information regarding financial qualification and annual turn-over is correct.
c. Information regarding various physical qualifications is correct.
3. No close relative of the undersigned and our firm/company is working in the department.
OR
Following close relatives are working in the department:
Name _______________ Post ____________________ Present Posting ___________

Signature with Seal of the Deponent (bidder)

I/ We, _____________________ above deponent do hereby certify that the facts mentioned in above
paras 1 to 3 are correct to the best of my knowledge and belief.
Verified today _____________ (dated) at ______________ (place).

Signature with Seal of the Deponent (bidder)

Note: Affidavit duly notarized in original shall reach at least one working day before opening of the bid,
by 15.00 hrs.

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 1 - Format for Pre-Bid Clarification

[ON BIDDERS LETTERHEAD]

Date: DD/MM/YYYY
To,
The Commissioner,
Indore Municipal Corporation,
Indore

Sub: Submission of Queries by <<Company name>>

Ref: RFP No: Dated: / /

Dear Sir,
We have gone through the bid document and have the following queries. Request you to
kindly address the same. We seek your clarification on the queries mentioned below. We
also understand that in the event if the Queries are not submitted in the desired format
as detailed below in .xls and .pdf file types and not within the stipulated timeline, the
same are liable to be not considered or answered.

Bidder’s Name:
Contact Person:
Contact Details:
# Clause # & Page Number Existing Clause Query/Clarification
Section #
in RFP

Name: _______________________________
Designation: __________________________
Signature & Seal of Tenderer _____________
Date: ___________
Place: __________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 2 - Format for Technical Proposal Cover letter

[ON BIDDERS LETTERHEAD]

Date: DD/MM/YYYY
To,
The Commissioner,
Indore Municipal Corporation,
Indore

Sub: Submission of Technical Proposal

Ref: RFP No: Dated: / /

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to the consulting services as required and outlined in the RFP. We
attach hereto our responses to Eligibility Criteria.
We confirm that the information contained in these responses or any part thereof,
including the exhibits, and other documents and instruments delivered or to be delivered to
IMC is true, accurate, verifiable and complete. This response includes all information
necessary to ensure that the statements therein do not in whole or in part mislead the
purchaser in its short-listing process.
We fully understand and agree to comply that on verification, if any of the
information provided here is found to be misleading the selection process, we are liable to
be dismissed from the selection process or termination of the Contract during the project, if
selected to do so.
We agree for unconditional acceptance of all the terms and conditions set out in the RFP
document and also agree to abide by this RFP response for a period of 180 days from the
date fixed for bid opening.
We agree that you reserve the right in absolute sense to reject all or any of the
products/ services specified in the RFP response with or without assigning any reason
whatsoever.
It is hereby confirmed that I am entitled to act on behalf of our company and
empowered to sign this document as well as such other documents, which may be required
in this connection.
Representative:

Name: _______________________________
Designation: __________________________
Signature & Seal of Tenderer _____________
Contact No. ___________________________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 3 - Format for Particulars of the Bidder

Following are the particulars of our organization:

Details of the Bidder

1 Name of the Bidder

2 Official Address (In Madhya Pradesh, if any)
3 Registered Address
4 Date of Incorporation
5 Registration Number and Date of Registration
6 Name of Registration Authority
Details of Bidders’ Registration (Please
7
enclose copy of the registration document)
Legal Status
8
(Proprietorship/Partnership/Company/LLP etc.)
Name & Designation of the Authorized person
9 to whom all references shall be made
regarding this RFP
10 Telephone No. (with STD Code)
11 Mobile No.
12 E-Mail of the contact person:
13 Fax No. (with STD Code)
14 Website
Financial Detail (Company’s turnover of three FY 21-22:
15 financial years) FY 22-23:
FY 23-24:
16 GSTIN Number
17 PAN
18 EMD Details
Note: Separate sheets and additional details may be attached wherever necessary

Name: _______________________________
Designation: __________________________
Signature & Seal of Tenderer _____________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 4 - CA Certificate format for Turnover

To,
The Commissioner,
Indore Municipal Corporation,
Indore

Sub: Certificate regarding Turnover in India during the last three financial years i.e.
FY 2021-22, FY 2022- 23, and FY 2023-24.

Dear Sir,

We have examined the books of account and other relevant records of <<Bidder’s
Name &Registered Address>> based on such examination and according to the
information and explanation given to us, and best of our knowledge and belief, we
hereby certify the details given below for FY 2021-22, FY 2022-23, and FY 2023-24.

# Financial Year Annual Turnover from Consultancy

Services in India (In rupee)
01 2021-22
02 2022-23
03 2023-24

For and on behalf of (Chartered Accountants)

Firm Registration No ……………

Membership No……………………
UDIN No……………………………….
Place…………………………………….
Date:…………………………………….

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 5 - Format for CA Certificate for Net Worth

To,
The Commissioner,
Indore Municipal Corporation,
Indore

Sub: Certificate regarding Net Worth at the FY ending 31st March, 2024.

Dear Sir,

We have examined the books of account and other relevant records of <<Bidder’s
Name & registered Address>> based on such examination and according to the
information and explanation given to us, and best of our knowledge and belief, we
hereby certify that the Net Worth as on 31st March, 2023 is Rs. ________________
(Rs, in words _________________________).

For and on behalf of (Chartered Accountants)

Firm Registration No ……………

Membership No……………………
UDIN No……………………………….
Place…………………………………….
Date:…………………………………….

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 6 - Format for Declaration of Manpower

[ON BIDDERS LETTERHEAD]

Date: DD/MM/YYYY

To,
The Commissioner,
Indore Municipal Corporation,
Indore

Sub: Details of the staff as part of Technical Compliance Criteria of the RFP

Ref: RFP No: Dated: / /

Dear Sir,

We hereby declare that <<Bidder Name>> has ______ (Nos.) Professionals as on the
date of bid submission.

Name & Signature of Authorized Representative:

__________________________________________
Name & Signature of HR Authorized Representative:
__________________________________________
Company Seal:___________________
Name of Bidder: __________________
Full Address: ____________________
Telephone No.: __________________

46
 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 7 - Format for 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/ retained by 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 appointment of Support Consultant to assist
IMC in Project Evaluation, Project Appraisal and related activities of PPP projects, work
related to project/policy appraisal and evaluation, handling assignments related to Finance,
Banking and other such related activities, proposed by the Directorate of Institutional
Finance, Government of Madhya Pradesh (the “Authority”) 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**

Name & Signature of Authorized Representative:

__________________________________________
Company Seal:___________________
Name of Bidder: __________________
Full Address: ____________________
Telephone No.: __________________
Witnesses:
1.
2.
Notarised
Accepted (Signature, name, designation and address of the Attorney)
Notes:

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 RFP for Consultancy Services to Indore Municipal Corporation

i. 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.
ii. Wherever required, the Bidder 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 Bidder.
iii. 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, the Power of Attorney
provided by Bidders from countries that have signed the Hague Legislation
Convention, 1961 are not required to be legalised by the Indian Embassy if it
carries a conforming Appostille certificate.

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 8 - Format for Self-declaration by Bidder for not being blacklisted
{To be submitted on the letter head of the bidder}
Date: DD/MM/YYYY
To,
The Commissioner,
Indore Municipal Corporation,
Indore

In response to the Tender Ref. No. dated for

providing services of high-skill Project Assistants, as an Owner/ Partner/
Director/ Authorised Signatory of M/s. ________________________, I/ We hereby
declare that presently our Company/ agency , at the time of
bidding:
i. Possess the necessary resources and competence required by the Bidding Document
issued by the IMC;
ii. Have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the
State Government or any local authority as specified in the Bidding Document;
iii. is having unblemished record and is not declared ineligible for corrupt & fraudulent
practices either indefinitely or for a particular period of time by any State/ Central
government/ PSU/ UT.
iv. Our firm does not fall into the category of blacklisted (“Kali-suchi”) firm as per the
“Madhya Pradesh Bhandar Kray Niyam tatha Seva Uparjan Niyam, 2015 (Sanshodhit
2022)”.
v. Is not insolvent in receivership, bankrupt or being wound up, not have its affairs
administered by a court or a judicial officer, not have its business activities suspended
and is not the subject of legal proceedings for any of the foregoing reasons;
vi. Does not have a conflict of interest as mentioned in the bidding document which
materially affects the fair competition.
vii. We hereby accept all terms and conditions given in the RFP document.
If this declaration is found to be incorrect then without prejudice to any other action that
may be taken as per the provisions of the applicable Act and Rules thereto prescribed
by GoMP, my/ our security may be forfeiture in full and our proposal, to the extent
accepted, may be cancelled.
Thanking you,
Name & Signature of Authorized Representative:
__________________________________________
Company Seal:___________________
Name of Bidder: __________________
Full Address: ____________________
Telephone No.: __________________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 9 - Format for Bidders Experience

(Please see Clause for Pre-Qualification/Eligibility Criteria)

(To be filled by bidder on its letterhead)

S. No Item Details
1 Name of Organization where
Manpower services are
provided
1.1 Type of Organization (State/
Central Govt. Dept./PSU/
Corporation)
1.2 Duration of Contract
1.3 Cost of Contract (INR)
1.4 No. of technical resources
deployed

1.5 Name, Title, Address and

Contact details of the Client who
can be contacted
1.6 Short Description of Scope of
work

Note:
i. Work Order/Contract copy to be attached along with this format (Mandatory
requirement).
ii. Completion certificate to be attached along with this format (Mandatory
requirement).
iii. In case of more number of organizations this format may be prepared in
separate /landscape sheet.
iv. This should be attached along with the eligibility criteria documents.

Name & Signature of Authorized Representative:

__________________________________________
Company Seal:___________________
Name of Bidder: __________________
Full Address: ____________________
Telephone No.: __________________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 10 - Format for Abstract of Eligible Assignments of the Bidder

$ Name of Name of Client Estimated Fees received Type of

Project Project cost by Bidder Assignment
(Rs. Crore) (in Rs. crore)

(1) (2) (3) (4) (5) (6)

1
2
3
4
5

i. The Bidder should provide details of only those assignments that have been
undertaken by it under its own name.
ii. In the event that the Bidder does not wish to disclose the actual fee received
for any particular assignment, it may state that it has received more than the
amount specified for eligibility under this RFP. For example, it may state:
“Above Rs. 5 (five) lakh” in respect of a particular project.
iii. The names and chronology of Eligible Assignments included here should
conform to the project- wise details submitted in Tech Form 9.

Name & Signature of Authorized Representative:

__________________________________________
Company Seal:___________________
Name of Bidder: __________________
Full Address: ____________________
Telephone No.: __________________

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 11 - Curriculum Vitae (CV) of Professional Personnel

1. Proposed Position:
2. Name of Personnel:
3. Contact Details:
4. E-Mail ID: PHOTO
5. Date of Birth:
6. Nationality:
7. Language (Speak/Read/Write) :
8. Years with the Firm
9. Total years of Experience
10. Educational Qualifications:

# Qualifying Degree obtained Institution/University Year

11. Employment Record:

From (MM/YY) - To (MM/YY)

Employer
Position held
Key Duties Assigned
From/To
Employer
Position held
Key Duties Assigned

12. List of projects /assignments on which the Personnel has worked

# Name of Name Designation Nature/ Domain Duration Details of

Project of the of Key Brief of of Assignments /
Client Personnel descriptio Profess- Profess- Essential
n of ional ional Experience in the
Assign- exper- exper- project
ment ience ience

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 RFP for Consultancy Services to Indore Municipal Corporation

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 my qualifications, my experience and me.

Place ...............................
_________________________________________
(Signature and name of the Professional Personnel)

_________________________________________________
(Signature and name of the authorized signatory of the Bidder)
Notes:

1. Use separate form for each Key Personnel and Professional Personnel.
2. The names and chronology of assignments included here should conform to the
project-wise details submitted in Tech Form.
3. Each page of the CV shall be signed in ink by both the Personnel concerned
and by the Authorized Representative of the Bidder firm along with the seal of
the firm.
4. Photocopy of the CV will not be considered for evaluation.

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 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 13 - Format for Approach, Methodology and Work Plan

Description of APPROACH, METHODOLOGY, AND Work Plan for Performing the

Assignment

I. A description of the approach, methodology, and work plan for performing the
assignment, including a detailed description of the proposed methodology and
staffing requirements.{Suggested structure of the Technical Proposal}

II. Consultancy Firm’s understanding of requirements, Current Status of different

projects, GPR intervention needs, importance of role of Key Experts.

III. Technical Approach, Methodology, and Organization of the Consultancy

Firm’s team. {The technical approach and the methodology Key Experts
would adopt for implementing the tasks to deliver the expected output(s); the
degree of detail of such output; Planning of Quality Control Parameters,
Reporting Structure, Risk and Mitigation plan(s), Value addition by
consultancy firm and structure and composition of your team. Please do not
repeat/copy the TORs in here.}

IV. Draft Work Plan and Staffing. {Please outline the draft plan for the
implementation of the main activities/tasks of the assignment, their content
and duration, phasing and interrelations, Quality Control, milestones and
delivery dates of the reports. The proposed work plan should be consistent
with the technical approach and methodology, showing understanding of the
TOR and ability to translate them into a feasible working plan and work
schedule showing the assigned tasks for each expert. A list of the final
documents/ / learning manuals (including reports) to be delivered as final
output(s) should be included here. The work plan should be consistent with
the Work Schedule Form.}

V. Comments (on the TOR and facilities) {Suggestions should be concise and to
the point and incorporated in your Proposal. Please also include comments, if
any, on facilities to be provided by IMC, Indore. For example, administrative
support, office space, data, background reports, etc.}

54
 RFP for Consultancy Services to Indore Municipal Corporation

Tech Form 14 - DRAFT AGREEMENT

DRAFT AGREEMENT
An Agreement made this ………. day of ……………. Month ……………. Year between
(Your company Name & Address) (hereinafter called "the approved Consultant", which
expression shall, where the context so admits, be deemed to include his heir
successors, executors and administrators of the one part and the IMC, Indore Which
expression shall, where the context so admits, be deemed to include his successors in
office and assigns of the other part Whereas the approved vendor has agreed with the
IMC, Indore for providing services as mentioned in the RFP for Consultancy Service to
Indore Municipal Corporation (Tender Number------- ) Commissioner, IMC, Indore,of the
State of Madhya Pradesh at its Head Office, all those articles set forth in the letters our
Order No. Appended here to in the manner set forth in the conditions of the tender and
contract appended herewith and at the rates set forth in the said order.
And whereas the approved Consultant has deposited a sum of Rs.
_________________ in the form of Bank Draft/Challan No. /Banker Cheque/Bank
guarantee No. ___________ Dated ________________.

Now these Presents witness:

a. In consideration of the payment to be made by the IMC, Indore tThrough cheque as
per the financial bid set forth in the RFP hereto appended the approved Consultant
will duly supply the said articles set forth in letters nos. Our Order No.
…………………… dated ……………… thereof in the manner set forth in the
conditions of the tender and contract.

b. The conditions of the tender and contract for open tender enclosed to the Tender
Notice No. Dated and also appended to this agreement will be deemed to be taken
as part of this agreement and are binding on the parties executing this agreement.

c. Your Offer/Tender No. with Date received from bidder and letters Our Order No.
Issued by the IMC, Indore and appended to this agreement shall also form part of
this agreement.

i. The IMC, Indore do hereby agree that if the approved Bidder shall provide
the required services in the manner described in the RFP document for RFP
for Consultancy Services to IMC (Tender Number 17/23-24/002) aforesaid
observe and keep the said terms and conditions, the IMC, Indore will through
DD pay or cause to be paid to the approved vendor at the time and the
manner set forth in the said conditions, the amount payable for each quarter
as mentioned in the financial bid of the RFP.
ii. The mode of Payment will be as specified in Financial Bid document of the
mentioned RFP for Consultancy Services to IMC (Tender Number )

55
 RFP for Consultancy Services to Indore Municipal Corporation

1. All disputes arising out of this agreement and all questions relating to the
interpretation of this agreement shall be decided by the IMC, INDORE and the
decision of the IMC, Indore Shall be final. In witness whereof the parties hereto
have set their hands on the Date of Agreement.

2. The total duration of providing the services as mentioned in this contract is for
two (2) years and shall be provided by the Consultant for two (2) years from the
date execution of the contract agreement.

IN WITNESS WHEREOF THE PARTIES HERETO HAVE CAUSED THIS

AGREEMENT TO BE EXECUTED BY THEIR AUTHORIZED REPRESENTATIVES
ON THIS DAY OF 2024.

______________________ ____________________________
Signature of the Bidder Signature for and on behalf of
Commissioner IMC, Indore
Name: Name:
Designation: Designation

Date: Date:

Witness 1 Witness 1

Name Name :
Designation Designation:

Signature Signature

Witness 2 Witness 2

Name Name:
Designation Designation:

Signature Signature

56
 RFP for Consultancy Services to Indore Municipal Corporation

FIN Form 14 - FINANCIAL BID

(TO BE SUBMITTED ONLINE ONLY)

The Commissioner
Indore Municipal Corporation,
Indore

Sub:- Financial Proposal Ref: RFP No: Dated: / /

Ref:- Request for Proposal for Consultancy Services for Electrical Department to
Indore Municipal Corporation.

Dear Sir,
We have purchased Tender number....................................... for Consultancy
Services for Electrical Department to Indore Municipal Corporation, we hereby agree
for the services as per the details given in the RFP document. We are submitting
our financial proposals as under.

A. Remuneration

# Position No of Rate per Project in Percentage

Personnel of the Total Project Cost as
(required) per agreement executed with
the successful Tenderer
In figures In words

1 Team leader/Consultant / 5
support Engineer

GST shall be paid Extra as applicable

TOTAL AMOUNT IN FIGURES) = ................................................................................

(In words) =..............................................................................................................
................................................................................................................................

Name: _______________________________
Designation: __________________________
Signature & Seal of Tenderer _____________
Date: ___________
Place: __________

57