rfp -training centre evaluation

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Rajiv Education and Employment Mission in Andhra Pradesh (REEMAP)

Department of Rural Development

Government of Andhra Pradesh, Hyderabad

Request for Proposal for Selection of Evaluation Agency for Training Centre

Evaluation & Biometric Attendance Monitoring for the training centres

running under Rajiv Yuva Kiranalu in Andhra Pradesh

October 2012


Department of Rural Development, Government of Andhra Pradesh

6-2-915, 4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank

Khairatabad, Hyderabad - 500 004

Email: [email protected]

Last date for the submission of RFP: 21stNovember 2012

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh REEMAP

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Bid Notification Request for Proposal


Department of Rural Development, Government of AP

6-2-915,4th

Floor, Rear Block (HMWS&SB Building), Opposite ICICI Bank


Phone: +91-40-23320392, Fax: +91-40-23322074

Mobile: 0 9948891705


Invitation for Request for Proposal (RFP) for the Selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring for the Training Centres running under Rajiv Yuva Kiranalu

in Andhra Pradesh

Ref: RC No 165/REEMAP/RFP/2012-13 Dated: 29th October 2012

Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP), Department of Rural Development, Government of AP intends to select an Agency/ Institution with requisite experience and capabilities in specified areas for training centre evaluation and biometric attendance monitoring. In this regard REEMAP invites proposals from interested parties. The tie-up shall be applicable for a period of one Year subject to the performance.

The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical Agency. Interested Bidders may download the RFP document comprising Part-I - Instruction to Bidders, Part-II-Documents for Submission and Part-III- Annexure, from REEMAP website: ryk.cgg.gov.in from 29th October 2012 onwards. The Bidders are required to pay an amount of Rs. 10,000 (Rupees Ten Thousand only), towards bid processing fee along with the submission of RFP document. The payment shall be in the form of anon-refundable Demand Draft drawn in favour of Mission Director, Rajiv Education & Employment Mission in Andhra Pradesh drawn on any schedule commercial bank and payable at Hyderabad.

The last date for submission of the RFP by the bidders is on or before 01.00 pm, on 21st November 2012.

REEMAP reserves the right to accept or reject all or any of the RFP submissions without assigning any reason whatsoever. REEMAP also reserves the right to postpone, cancel, modify and annul the entire bid process duly notifying on its website or intimating the bidders who submitted the RFP, as the case may be.

Mission Director


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Table of Contents

S No Content Page No

Part-I Instruction to Bidders

1 Disclaimer 4

2 Schedule of Bidding Process 6

3 Introduction 7

4 Scope of Services 9

5 Instruction to Bidders 15

6 Selection Process 25

Part-II Bid Submission Formats

1 Power of Attorney for Signing the Bid (Form 1) 33

2 Power of Attorney for Lead Member of the Consortium (Form 2) 35

3 Covering Letter (Form 3) 37

4 Details of Bidder (Form 4) 39

5 Legal Constitution of the Bidder (Form 5) 40

6 Turnover Details (Form 6) 41

7 Format for Details of Projects Undertaken/ Completed(Form 7) 42

8 Format for Details of Employees(Form 8) 43

9 Format for Technical Presentation (Form 9) 44

10 Financial Bid (Form 10) 45

Part-III Annexure

1 Draft Contract Agreement 48


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1 - Disclaimer

1.1 Though adequate care has been taken in the preparation of this Request for Proposal Document, the Bidder should satisfy himself that the document is complete in all respects. Intimation of discrepancy, if any, should be given to the below mentioned officer immediately. If this office receives no intimation of discrepancy within the date mentioned in Section 2, it shall be deemed that the Request for Proposal document is complete and final in all respects.

Mission Director

Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)


6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank


Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705

Email:[email protected]

1.2 This RFP is neither an agreement nor an offer by the REEMAP to the prospective Bidders or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their proposal for selection pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by the REEMAP in relation to the Training Centre Evaluation and Biometric Attendance Monitoring. Neither REEMAP nor their employees or consultants, make any representation or warranty as to the accuracy, reliability or completeness of the information in this RFP and it is not possible for REEMAP to consider the investment objectives, financial situation and particular needs of each party who reads or uses this RFP. Some of the prospective Bidders may have a better knowledge of the project than others. Each prospective Bidder should conduct its own investigations and analysis and check the accuracy, reliability and completeness of the information in this RFP and obtain independent advice from appropriate sources.

1.3 Information provided in this RFP to the Bidders is on a wide range of matters, some of which may depend upon interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. REEMAP accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on law expressed herein.

1.4 Neither REEMAP nor their employees or consultants will have any liability to any prospective Bidder or any other person under the law of contract, tort, the principles of restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise from or be incurred or suffered in connection with anything contained in this RFP, any matter deemed to form part of this RFP, the award of the Project, the information and any other information supplied by or on behalf of REEMAP or their employees, any consultants or otherwise arising in any way from the selection process for the Project.


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1.5 REEMAP also accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP.

1.6 REEMAP reserves the right to reject any or all of the Bids submitted in response to this Request for Proposal at any stage without assigning any reason whatsoever.

1.7 REEMAP reserves the right to change/modify/alter/amend any or all of the provisions of this Request for Proposal.

1.8 REEMAP shall have no liability for non-receipt of any communication from the Bidder to REEMAP and vice-versa due to postal delays or otherwise.

1.9 The issue of this RFP does not imply that REEMAP is bound to select the Successful Bidder for the Training Centre Evaluation and Biometric Attendance Monitoring or award work to the Successful Bidder, as the case may be, for the project and REEMAP reserves the right to reject all or any of the Proposals or Bids without assigning any reasons whatsoever.

1.10 The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by REEMAP or any other costs incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the Bidder and REEMAP shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation of submission of the Proposal, regardless of the conduct or outcome of the Bidding Process.


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2 - Schedule of the Bidding Process

S No Event Time/ Date

1 Request For Proposal document made available to the Bidders 29.10.2012

2 Last date for receipt of requests for intimation of any discrepancy in this document, queries, clarifications & conditions to be addressed

14.11.2012

3 Pre-bid meeting at Conference Hall, REEMAP Office, Hyderabad At 3.00 pm on 15.11.2012

4 Time and date for receipt of Bids (all the relevant documents and covers) (Bid Due Date)

By 1.00 pm on 21.11.2012

5 Opening of Technical Cover at Conference Hall, REEMAP Office, Hyderabad(Cover-I)

At 3.00 pm on 21.11.2012

6 Technical Presentations (Tentative) 26.11.2012

7 Opening of Financial Bids at Conference Hall, REEMAP Office, Hyderabad(Cover-II) (Tentative)

At 3.00 pm on 28.11.2012


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REEMAP

Employment Generation &

Marketing Mission (EGMM)

Mission for elimination of

Poverty in Municipal

Areas (MEPMA)

Employment and Training

Technical Education

Disabled Welfare

Minorities Welfare

Greater Hyderabad Municipal

Corportaion (GHMC)

Tribal Welfare

3 - INTRODUCTION

3.1 About the Organisation

3.1.1 Rajiv Yuva Kiranalu (RYK) is conceived by the Government of Andhra Pradesh to build job specific skills among the unemployed and place them in appropriate private jobs. Vision of RYK is to convert large number of non-literate, school dropout, unskilled and unemployed youth into productive workforce by building their skills thereby promoting inclusive growth. The mission proposes to employ 15 Lac youth in jobs in the private industry by 2014. The implementation shall be on a mission mode. To operationalise the programme, Government has constituted:

High level council - Rajiv Education and Employment Council of Andhra Pradesh (REECAP) - has been set up under the Chairmanship of Honourable Chief Minister with nine cabinet ministers, principal secretaries of relevant departments and ten representatives of the industry & academia for creating necessary policy environment and guiding the implementation process. This is a unique body which brings the best of Government, industry and academia together to maximise opportunities for the unemployed youth.

An exclusive state level society - Rajiv Education and Employment Mission in Andhra Pradesh (REEMAP) - has been registered to coordinate the efforts of all sub-missions on a mission mode.

3.2 REEMAP functions through eight sub-missions constituted in eight Government departments.

3.3 REEMAP has been taking up various training activities through the sub-missions as well as through running pilots for almost a year now.


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3.4 Since its Inception it has placed more than 200,000 youth and more than 40,000 youth are currently under training. The most important objectives of the program are to provide placement to the youth and to ensure that the youth retains the job for atleast one year.


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4 Scope of Project and Services

4.1 Scope of Project

4.1.1 REEMAP envisages evaluating training centres based on parameters which are considered to be key factors on which training centre quality and the skill development of candidate can be assessed. The purpose of this project is to evaluate the training centres working under Rajiv Yuva Kiranalu to understand the gaps present and measure the performance of the training centres on different parameters. The Project is divided into four cycles and each cycle is of three months duration.

4.1.2 The scope of work for this assignment will cover three aspects:

Training Centre Evaluation/Assessment

Verification of Biometric Attendance

Technical Evaluation of Biometric Machines

4.1.3 Training Centre Evaluation

4.1.3.1 Training centre evaluation is to measure the quality of skill development training that is being imparted by the training partner and the quality of training centre on the whole. The following aspects of the training shall be evaluated:

a) Skill attainment of the students

Assessment shall be carried out for all the candidates present in the training centre

based on the course plan and the syllabus that has been covered till the date of the

visit. The Evaluation Agency should design the assessment form and administer to the

candidates to check their skill attainment. The assessment should check both the

theoretical and practical knowledge of the trainees.

b) Trainers

Trainers shall be evaluated for their preparedness for the session and their knowledge

base of the subject matter. The attendance of the trainer shall be checked and the

trainers shall be evaluated on a standard scale. The counselling capabilities of the

trainers shall be evaluated on a qualitative basis.

c) Support provided by the training partner to the training centres

The support from the training partner headquarters to the franchisees shall be checked

on a qualitative basis. Financial support, technical support and placement support from

the training partner headquarter shall to be assessed. The support provided on

assessment of skill training, arrangements for classroom and setting up labs shall be

captured. Standard questionnaire shall be administered for all the training centre in-

charges to evaluate the support from the headquarters.


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d) Youth awareness

Qualitative assessment of the youths awareness about the scope of training, future

placement opportunities and career opportunities shall be captured on a sampling

basis. A sample of 20% of the batch size shall be selected at random and awareness

shall be assessed.

e) Training methodology, teaching aids and teaching style of the trainers

Qualitative assessment of the aptness of the teaching methodology for the specific

course, teaching effectiveness of the trainer and the teaching aids available in the

training centre shall be captured.

f) Adherence to schedule

Based on the session plan and the course curriculum, the training centre has to be

evaluated for adherence to the session plan, time spent on classroom training and

hands-on training, adequate lab practice and coverage of syllabus.

g) Mandatory display of information

Physical verification of the mandatory disclosures that are mentioned in the MoU

between the training partners and REEMAP/sub-missions shall be checked for

compliance.

h) Evaluation of infrastructure for compliance

Compliance check and qualitative evaluation of the training centre infrastructure, lab

infrastructure and residential facilities shall be carried out. The mandatory

requirements in the MoU for each training centre shall be verified.

i) Evaluation of training material quality

Availability of training material with all the candidates and the relevance of the training

material for the skill development training shall be assessed.

4.1.3.2 A random sample of 100 training centres out of the functional centres should be visited every three months (one cycle) to cover training centres across districts, sub-missions and training partners. At the end of the year 400 training centre visits shall be completed. It shall be ensured that out of 100 training centres to be visited during second cycle should comprise 10% of the previously visited training centre, to check for improvement in the quality after the first visit training centre evaluation. This process shall be carried out during 3rdand 4thcycles also.


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4.1.4 Verification of Biometric Attendance

4.1.4.1 Biometric attendance monitoring shall be carried out to find out possible tampering in the biometric enrolment process and the daily attendance process. The following checks shall be made during the visit to the training centre:

Verification of the serial number in the biometric machine and the serial number in the portal to check for duplicate machines.

Verification of fingerprints of all the candidates in the centre and the finger prints of the staff in the training centre to find out fingerprint malpractices.

Verification of attendance in attendance register, biometric machine, portal and physical attendance to identify any malpractices in fake candidates enrolled.

Random verification of the In and Out times of the candidates in the biometric machine to check for abnormal/irregular attendance behaviour (like attendance given at late night or in afternoon) and find out the reasons for the same.

Checking the ping date, sync date and device logs from the reports in the portal and look for possible tampering in the biometric machine to stop the data from syncing to the server.

4.1.4.2 A random sample of 100 training centres out of the functional centres shall be visited every three months (One cycle) to cover training centres across districts, sub-missions and training partners. At the end of the year 400 training centre visits shall be completed. It shall be ensured that out of 100 training centres visited on second cycle should comprise 10% of the previously visited training centre to check for improvement in the quality after the first visit training centre evaluation. This process shall be carried out during 3rdand 4thcycles also. Biometric attendance verification may be carried out along with the training centre evaluation during the same visit.

4.1.5 Technical Evaluation of Biometric Machines

4.1.5.1 Technical evaluation of the biometric machines positioned in the training centres shall be carried out for checking possible tampering in the machine. The scope of technical evaluation shall cover check for any physical tampering, changes to the application in the machine and presence of all the specified technical & functional requirements for biometric machines as defined by REEMAP. The technical evaluation shall be carried out for 20% sample of the training centres which will be visited for evaluation.

4.1.5.2 Periodic evaluation of the application in the biometric machine and the server shall be carried out to check for performance issues or malpractices. Evaluation of the application and the server shall be carried out once during every cycle of three months. The gaps in machine level, application level and server level have to be identified.

4.1.5.3 The technical evaluation of the biometric machines shall be carried out for machines provided by all the service providers on an equal proportion during every cycle.


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4.2 Process Flow

4.2.1 Stage 1:Pre-visit Preparations

4.2.1.1 The Evaluation Agency shall identify the training centres to visit for every cycle in consultation with REEMAP. All the details about the training centres (MoU, course details, mandatory disclosures, etc) shall be gathered in advance and based on the courses that are being handled in the different training centres, assessments shall be prepared. Questionnaires and checklist shall be prepared for all the parameters on which evaluation is to be carried out. The evaluation methodology shall be finalised in accordance to the norms of REEMAP. REEMAP will develop a software module through its own software service provider to capture the evaluation data from the field. Evaluation Agency shall provide suggestions to develop the software modules.

4.2.2 Stage 2: Visit to the Training Centres for Evaluation

4.2.2.1 The Evaluation Agency is expected to physically visit the training centres and carry out the training centre evaluation and biometric attendance monitoring as explained in Clause 4.1. In addition to the evaluation activity, the following shall also be taken care by the Evaluation Agency.

Collection some proof of physical verification and evidence for genuineness of issues that are noticed during the training centre visit.

Collection of few case studies from the field.

Collation and submission of the data collected on a fortnightly basis to be uploaded into the MIS.

Technical evaluation of biometric machines, application in the biometric machine and the server for all the service providers partnering with REEMAP and its sub-missions.

4.3 Roles & Responsibilities of the Evaluation Agency

4.3.1 The Evaluation Agency appointed shall coordinate with REEMAP in designing and standardising the evaluation methodologies, formats for collection of data and sample group.

4.3.2 The Evaluation Agency shall coordinate with REEMAPs software service providers to develop the software module for capturing and displaying of the data collected during the evaluation.

4.3.3 The Evaluation Agency shall carry out the evaluation as per Clauses 4.1 and 4.2 and collect the required data.

4.3.4 The Evaluation Agency shall enter the data collected on a periodic basis and maintain the proofs for the issues that were noticed during the evaluation.

4.3.5 The Evaluation Agency shall appraise both the sub-missions at district level and REEMAP head office at state level.


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4.3.6 Evaluation Agency shall prepare two interim reports i.e. after first and third cycle (each cycle is of three months) and one final report and submit to REEMAP along with suggestions for improvement.

4.4 Staff Requirements

4.4.1 The Evaluation Agency shall depute:

Senior Consultant: One senior consultant for training centre evaluation and one senior consultant for biometric attendance monitoring. The senior consultant for training centre evaluation should be a Postgraduate in Social Sciences/ Development Economics, MBA (Rural Management) or MBA (Human Resource Management) with an experience of minimum seven years. The senior consultant for biometric attendance monitoring should have five years experience in handling biometric projects with knowledge of biometric application development. The role of senior consultants would be to prepare and finalise the methodology to be adopted, formats, checklists, questionnaires, analysis framework etc. The senior consultant shall also visit the training centres on random basis to stabilise and ensure the quality of evaluation.

Consultants: At least two junior level consultants for training centre evaluation and one junior level consultant for biometric attendance monitoring to assist the senior consultants in the above mentioned responsibilities. Consultants for training centre evaluation should be Postgraduates in Social Sciences/ Development Economics with experience of minimum three years. Consultants for biometric attendance monitoring should have two years experience in handling biometric projects with knowledge of biometric application development.

Field Staff: Field officers with minimum qualification of post-graduation with one year or any degree with three years of experience shall be deputed according to the requirements.

4.5 Consultancy Fee Payment Norms

4.5.1 The consultancy fee for the services provided towards training centre evaluation and biometric attendance monitoring of the training centres running under RYK by the Evaluation Agency shall be inclusive of consultancy charges, verification charges, report writing, travel costs, boarding & lodging, communication costs, equipment, stationary costs of Evaluation Agency and any other costs involved in the project specified and shall be agreed based on the lowest consultancy fee quoted by the bidders and subject to negotiation by REEMAP. Service Tax as applicable shall be paid by REEMAP and other taxes if any shall be liable to Evaluation Agency as per Clause 7 of the Draft Contract Agreement.


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Table - 1: Consultancy Fee Norms

Instalments Rate Milestones

First Instalment 25% of the agreed Consultancy Fee

Format standardisation

Sample data extraction

Software module development

Second Instalment 25% of the agreed Consultancy Fee

Submission of First Interim Report

Third Instalment 25% of the agreed Consultancy Fee

Submission of Second Interim Report

Fourth Instalment 25% of the agreed Consultancy Fee

After submission of final report

4.5.2 REEMAP will review the Interim Reports submitted by the Evaluation Agency after 1st cycle and 3rd cycle. If REEMAP is not satisfied with the Interim Reports submitted by the Evaluation Agency, REEMAP may terminate the Contract as per Clause 8.8.1.1 (c) of the Draft Contract Agreement in Part-III of this RFP document.

4.6 Agreement& Work Orders

4.6.1 This Bidding process is being undertaken by REEMAP to select an experienced and capable Evaluation Agency. The Contract Agreement shall be entered between the selected Evaluation Agency and REEMAP. The Evaluation Agency shall provide services towards Training Centre Evaluation and Biometric Attendance Monitoring in accordance with the standards, norms, terms and conditions stipulated in the Contract Agreement. The Contract Agreement shall be signed for a period of one yearend the work order to the Evaluation Agency shall be provided for one year subject to satisfactory performance of the Evaluation agency. The Draft of the Contract Agreement is in Part-III, Annexure 1 of this RFP document.

4.6.2 All the payments to the Evaluation Agency shall be made by REEMAP office.

4.6.3 During the currency of this project, REEMAP may choose to issue/ not issue/ restrict the work order of each cycle to the Evaluation Agency based on its own discretion, performance of the Evaluation Agency, fund position, industry requirement or instruction from Government.


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5Instruction to Bidders

5.1 Commitment to a Fair and Transparent Process

5.1.1 REEMAP is keen to ensure that the process leading to the selection of the Evaluation Agency is fair, transparent, efficient, interactive and protects the confidentiality of the information shared by Bidding Entities with it. The selection process has been designed keeping these objectives in mind and REEMAP shall take all steps to ensure that the above objectives are realised. Bidding Entities should not resort to influence the selection process by any means. If any Bidder is found practicing any kind of influence on REEMAP, its bids will be summarily disqualified and bidder will be blacklisted from future biddings.

5.2 Detailed Study/ Market Survey about Programme

5.2.1 Bidders may, prior to submitting their Bid for the proposed project, conduct detailed study and market survey at their own expense and obtain and ascertain for themselves, at their own responsibility, all technical data, market data and any other information necessary for preparing their Bids including, inter alia, the actual nature and conditions of placements, work locations, etc., after taking into account the local conditions & bottlenecks, if any, etc. The Bidders shall be deemed to have full knowledge of the Rajiv Yuva Kiranalu Programme, once they have submitted their Bid for the verification.

5.3 Acknowledgement by the Bidder

5.3.1 It shall be deemed that by submitting the Bid, the Bidder has:

made a complete and careful examination of the RFP;

received all relevant information requested from REEMAP during pre-bid meeting;

accepted the risk of inadequacy, error or mistake in the information provided in the RFP; and

agreed to be bound by the undertakings provided by it under and in terms hereof.

5.3.2 REEMAP shall not be liable for any omission, mistake or error in respect of any of the above or on account of any matter or thing arising out of or concerning or relating to the RFP or the Bidding Process, including any error or mistake therein or in any information or data given by REEMAP.

5.4 Eligibility

5.4.1 The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical Agency. The Technical Agency shall be a manufacturer of Biometric Machines or a software service provider who has previous experience in handling biometric attendance projects. However, no member of a Consortium, as the case may be, can be member of another Bidding Entity.

5.4.2 Academic/ Research Institution shall be the Lead member of the Consortium.


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5.4.3 The Bidding Entity shall provide a Power of Attorney for Lead Member of the Consortium as per the Form 2 (Part-II of the RFP).

5.4.4 The entities forming part of the Consortium shall be Registered Proprietorship/ Partnership Firm/ Private Limited/ Public Limited Company/ Registered Society/ Trust/ Association/ Trade Body/ Registered Educational Institution/ University fulfilling the Minimum Eligibility Requirements. The Minimum Eligibility Requirements are described under Clause 6.1 of this RFP Document.

5.4.5 Existing joint ventures who meet the above mentioned minimum eligibility criteria shall also be permitted.

5.4.6 The Technical Agency as a part of Consortium shall have previous experience of handling biometric attendance related projects with experience in biometric machine application development.

5.4.7 Government institutes which have experience in handling evaluation projects or biometric attendance projects in Andhra Pradesh shall be exempt from fulfilling the Minimum Eligibility Requirements pertaining to organisational standing.

5.4.8 Training partners, service providers, biometric machine vendors (including their manufacturers) associated with REEMAP or any of its sub-missions are not allowed to participate in this RFP. Any proposals if submitted shall not be considered under any circumstances.

5.4.9 Institutions/ Firms blacklisted by any Government Department shall not be considered by REEMAP.

5.4.10 Members of the Consortium shall enter into a binding Joint Bidding Agreement. The Joint Bidding Agreement, to be submitted along with the Application, shall, inter alia:

clearly outline the proposed roles and responsibilities, if any, of each member;

include a statement to the effect that all members of the Consortium shall be liable jointly and severally for all obligations of the Evaluation Agency in relation to the Project in accordance with the Contract Agreement.

5.5 Conflict of Interest

5.5.1 A Bidder shall not have a conflict of interest (the Conflict of Interest) that affects the Bidding Process. Any Bidder found to have a Conflict of Interest shall be disqualified. A Bidder shall be considered to have a Conflict of Interest that affects the Bidding Process, if:

the Bidder, and any other Bidder, have common controlling shareholders or other ownership interest; where the direct or indirect shareholding is more than 25 per cent of the paid up and subscribed share capital of such Bidder; provided further that this disqualification shall not apply to any ownership by a bank, insurance company, pension fund or a public financial institution referred to in Section 4A of the Companies Act 1956; or

a constituent of such Bidder is also a constituent of another Bidder; or


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such Bidder receives or has received any direct or indirect subsidy from any other Bidder, or has provided any such subsidy to any other Bidder; or

such Bidder has the same legal representative for purposes of this Bidder as any other Bidder; or

such Bidder has a relationship with another Bidder, that puts either or both of them in a position to have access to each others information about, or to influence the Bid of either or each other.

5.6 Enquiries & Clarifications

5.6.1 Enquiries, if any, shall be addressed to:

Mission Director





Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705


5.6.2 All clarifications in writing that are received on or before the date mentioned in Clause2 will be addressed by REEMAP in pre-bid meeting. REEMAP shall aggregate and consider all such clarifications without specifying the source of clarifications. Only in case of clarifications and suggestions that are considered positively requiring modifications to RFP, response will be communicated to all the Bidders who are present for the pre-bid meeting and entered their contact details in the Attendance Register for Pre-Bid Meeting. No communications or reply will be sent to the concerned or all Bidders in case of repetition of clarifications.

5.7 Pre-bid Meeting

5.7.1 All communication pertaining to the above that requires to be addressed in this meeting, should reach REEMAP latest by the date mentioned in Clause2. Queries received after the above due date will not be addressed. If there is no communication of clarification, the meeting may be terminated.

5.7.2 In respect of clarifications, REEMAP will aggregate all clarifications and shall prepare a response and communicate to all parties who are present for the pre-bid meeting and entered their contact details in the Attendance Register for Pre-Bid Meeting.

5.7.3 Bidders are advised that their Bids be completely devoid of any conditions, whatsoever. Conditions, if any, may be addressed in writing before due date. In respect of conditions received, the following shall apply:

REEMAP reserves the right not to consider any condition that, at the sole discretion of REEMAP, is found unacceptable.


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If in REEMAPs opinion, certain conditions are acceptable, in whole or in part, the same shall be finalised by REEMAP and the "Common Accepted Conditions" will be made available to all Bidders.

In respect of suggestions/ alterations proposed, REEMAP may consider them and the result will be circulated to all bidders.

In case any conditions accepted by REEMAP have material impact on the proposal, all the financial bids will be annulled and fresh financial bids will be invited.

5.8 Preparation and Submission of Bid

5.8.1 Submissions

5.8.1.1 The submission of Bids by Bidders in response to the RFP shall be in at least three (3) separate sealed covers as detailed below:

Cover-I: Technical Proposal

Cover-II: Financial Bid Training Centre Evaluation and Biometric Attendance Monitoring

Cover-III: Bid Processing Fee and Bid Security

5.8.2 Documents Accompanying the Bid Submissions

5.8.2.1 Cover-I: Technical Proposal

General Details

(a) Power of Attorney as per Form 1 in Part-II of this RFP Document

(b) Power of Attorney for the Lead member of the Consortium as per Form2 in Part-II of this RFP Document

(c) Covering Letter as per Form 3 in Part-II of this RFP Document

Eligibility Details

(a) Details of Bidder as per Form 4 in Part-II of this RFP Document

(b) Legal constitution of the Bidder as per Form 5 in Part-II of this RFP Document

(c) Turnover details as per Form 6 in Part-II of this RFP Document

(d) Project experience details as per Form 7 in Part-II of this RFP Document

(e) Details of employees as per Form 8 in Part-II of this RFP Document

(f) Details of technical presentation as per Form 9 in Part-II of this RFP document


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Note: The bidders shall carefully read the notes accompanying each of the formats and provide necessary documentary evidence mentioned therein. The Eligibility Details mentioned above shall be provided by each of Consortium member separately.

5.8.2.2 Cover-II: Financial Bid

Financial Bid for Training Centre Evaluation and Biometric Attendance Monitoring as per Form 10 in Part-II of this RFP Document.

5.8.2.3 Cover-III: Bid Processing Fee and the Bid Security

Demand Drafts towards cost of Bid Processing Fee and Bid Security in accordance with Clauses5.12.1 & 5.12.2of the RFP document.

5.8.3 Language

5.8.3.1 All communications and information shall be provided in writing and in English language only.

5.8.4 Sealing and Marking

5.8.4.1 Cover-I: Technical Proposal

The Information to be submitted by the Bidders in the Technical Proposal (Cover-I) is described in Clauses 6.1 & 6.2 and formats prescribed under Forms 1 to 9 Part-II of this RFP document.

The Bidder shall place one (1) original (marked as original) + one (1) copy of the Technical Proposal in a sealed envelope, which shall be inscribed as under:

Bid for: Selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres Running under Rajiv Yuva Kiranalu.

Cover-I -Technical Proposal

Submitted by: __________________________. (Name of the Bidder with full postal address and mobile number)

5.8.4.2 Cover-II: Financial Bid Training Centre Evaluation and Biometric Attendance Monitoring

The Information to be submitted by the Bidders in the Financial Bid (Cover-II) shall be in the format prescribed under Form 10of Part-II of this RFP document.

The Bidder shall place one (1) original (marked as original) of the Financial Bid in a sealed envelope, which shall be inscribed as under:


Cover-II - Financial Bid- Training Centre Evaluation & Biometric Attendance Monitoring


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Submitted by: ___________________________. (Name of the Bidder with full postal address and mobile number)

5.8.4.3 Cover-III: Bid Processing Fee and Bid Security

The Bidder shall place the Demand Drafts towards Bid Processing Fee and the Bid Security in accordance with Clause 5.12.1 & 5.12.2hereunder, together in a separate envelope, which shall be inscribed as under:


Cover-IIIBid Processing Fee & Bid Security

Submitted by: ___________________________. (Name of the Bidder with full postal address and mobile number)

5.8.5 Submission of the Bid

5.8.5.1 The Three Covers of the Bid organised as above, shall be placed in a sealed outer envelope with the following inscription:


Name of the Bidder with Complete Address: ____________________________

5.8.5.2 The cover should be addressed to:

Mission Director





Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705

Email:[email protected]

5.8.5.3 Strict adherence to formats, wherever specified, is required. Non-adherence to formats may be a ground for declaring the Bid non-responsive.

5.8.5.4 All communication and information provided should be legible including copies of any documents and wherever the information is given in figures, the same should also be mentioned in words. In case of conflict between amounts stated in figures and words, the amount stated in words will be taken as correct.


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5.9 Authorised Representative and Signatory

5.9.1 The Bidder (Lead Member of the Consortium) shall designate one person as Authorised Representative and Signatory, authorised to represent the Bidder in its dealings with REEMAP. The Authorised Representative and Signatory shall hold the Power of Attorney and be authorised to perform all tasks including but not limited to providing information, responding to enquiries, entering into contractual commitments on behalf of the Bidder etc. The Covering Letter submitted by the Bidder shall be signed by the Authorised Signatory and shall bear the stamp of the entity thereof.

5.10 Initialling& Binding of the Bids

5.10.1 Each page of the Bid shall be initialled by the Authorised Representative and Signatory of the Bidder, otherwise the bid will be treated as non-responsive.

5.10.2 The Technical Proposal (both original and copy) and its supporting documents shall be hard bound or spiral bound. Loose sheets of paper shall not be considered for evaluation.

5.11 Bid Due Date

5.11.1 The Bidder may submit the Bid by registered post/ courier or submit the Bid in person, so as to reach the designated address by the time and date stipulated in Clause 2.REEMAP shall not be responsible for any delay in submission of the Bids. Any Bid received by REEMAP after the deadline for submission of the Bids stipulated in Clause2 shall be rejected. On receiving the bid within the stipulated date and time, a register will be maintained to record the date and time at which the Bids were received at the REEMAP office. If the bids are submitted in person, acknowledgement will be provided in the prescribed format. (The details of date & time of receipt of Bid and person who received the Bid)

5.12 Fees and Deposits to be paid by the Bidders

5.12.1 Bid Processing Fee

5.12.1.1 Bidders are requested to pay a non-refundable Bid Processing Fee of Rs.10, 000/- (Rupees Ten Thousands only). This shall be paid in the form of a Demand Draft payable to Mission Director, Rajiv Education and Employment Mission in Andhra Pradesh payable at Hyderabad, drawn on any scheduled commercial bank and must accompany Covering Letter in Cover-III of the Bid Document.

5.12.1.2 Bids that are not accompanied by the above Bid Processing Fee shall be rejected by REEMAP as non-responsive.

5.12.2 Bid Security

5.12.2.1 Bidders are required to submit a Bid Security in the form of a Demand Draft in favour of Mission Director, Rajiv Education and Employment Mission in Andhra Pradesh, payable at Hyderabad for an amount ofRs.25,000/- (Rupees Twenty Five Thousand only) drawn on any scheduled commercial Bank in India payable at Hyderabad. The Bid security shall accompany Cover-III of the Bid Document.


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5.12.2.2 Bids, which are not accompanied by the above bid security, shall be rejected by REEMAP as non- responsive.

5.12.2.3 REEMAP reserves the right to forfeit the Bid Security under any of the following circumstances:

If the Bidder withdraws the Bid at any time during the stipulated period of Bid validity (or) as may be extended.

If the Bidder, during the period of Bid validity:

(a) In REEMAPs opinion, commits a material breach of any of the terms and/ or conditions contained in the RFP Document and / or subsequent communication from REEMAP in this regard and / or

(b) Fails or refuses to accept the Letter of Interest or fails or refuses to sign the Contract Agreement (in the event of the award of the Project to it)

5.12.2.4 The Bid Security of the Successful Bidder and Non-Successful Bidders shall be refunded after signing of the Contract with the Successful Bidder.

5.12.3 Exemptions

5.12.3.1 Government Institutions are exempted from furnishing the Bid Processing Fee and Bid Security.

5.13 Validity of Terms of the Bid

5.13.1 Each Bid shall indicate that it is a firm and irrevocable offer and shall remain valid and open for a period of not less than three months from the last date for submission of the Bid. Non-adherence to this requirement may be a ground for declaring the Bid as non-responsive. However, REEMAP may solicit the Bidder's consent for extension of the period of validity. Requests for additional Information or for extension of validity are procedural and do not indicate qualification of the Bidder in the process. The Bidder agrees reasonably to consider such a request. The request and response shall be in writing. A Bidder accepting REEMAPs request for extension of validity shall not be permitted to modify its Bid in any other respect.

5.14 Amendment of RFP Document

5.14.1 At any time prior to the RFP submission Due Date, REEMAP may, for any reason, whether at its own initiative or in response to clarifications requested by a Bidder, modify the RFP document by the issuance of Addenda/Corrigenda.

5.14.2 Any Addendum/Corrigendum issued hereunder shall be posted in the website of REEMAP at http://ryk.cgg.gov.in

5.14.3 In order to afford the Bidders a reasonable time for taking an Addendum/Corrigendum into account, or for any other reason, REEMAP may, in its sole discretion, extend the Tender submission Due Date.


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5.14.4 REEMAP also reserves the right to modify or alter the tender document and also to withdraw or cancel the Bidding Process at any stage.

5.15 Modifications/ Substitution/ Withdrawal of Proposals

5.15.1 No change or supplementary information to a Bid shall be accepted once the bid is submitted.

5.15.2 Any alteration/ modification in the Proposal or additional information supplied subsequent to the Bid Due Date, unless the same has been expressly sought for by REEMAP, shall be disregarded.

5.15.3 The Bid and any additional information requested subsequently shall also bear the initials of the Authorised Signatory and stamp of the entity thereof on each page of the Bid and additional submissions.

5.16 Opening and Evaluation of the Bids

5.16.1 REEMAP shall open the Bids in the presence of the Bidders at the place, date and time specified in Clause 2 of the RFP document. All the Bidders who are submitting the Bids should be present in the meeting. The Bids shall be evaluated in accordance with the process described under Clause6 of this RFP document.

5.17 Clarifications

5.17.1 To facilitate evaluation of Proposals, REEMAP may, at its sole discretion, seek clarifications from any Bidder regarding its Proposal. Such clarification(s) shall be provided within the time specified by REEMAP for this purpose. Any request for clarification(s) and all clarification(s) in response thereto shall be in writing.

5.17.2 If a Bidder does not provide clarifications sought by REEMAP within the prescribed time, its Proposal shall be liable to be rejected. In case the Proposal is not rejected, REEMAP may proceed to evaluate the Proposal by construing the particulars requiring clarification to the best of its understanding and the Bidder shall be barred from subsequently questioning such interpretation of REEMAP. REEMAP reserves the right to make enquiries directly by or through its other sources as to the authenticity and reliability of the contents of and the documents attached to the RFP.

5.18 Amendment

5.18.1 The Bids shall be evaluated as per the criteria specified in this RFP Document. However, within the broad framework of the evaluation parameters as stated in the Request for Proposal, REEMAP reserves the right to make modifications to the stated evaluation criteria, which would be uniformly applied, to all the Bidders.

5.19 Costs

5.19.1 The Bidder shall be responsible for all the costs associated with the preparation of the Bid. REEMAP shall not be responsible in any way for such costs, regardless of the conduct or outcome of this process.


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5.20 Right to Accept or Reject any or all Proposals/ Bids

5.20.1 Notwithstanding anything contained in this RFP, REEMAP reserves the right to accept or reject any Proposal and to annul the Bidding Process and reject all Proposals/ Bids, at any time without any liability or any obligation for such acceptance, rejection or annulment and without assigning any reasons thereof. In the event that REEMAP rejects or annuls all the Bids, it may, in its discretion, invite all eligible Bidders to submit fresh Bids hereunder.

5.20.2 Bids that are incomplete in any respect or those that are not consistent with the requirements as specified in this Request for Proposal or those that do not contain the Covering Letter with the name and designation of the authorised person signing it on behalf of Bidder with company seal affixed thereon, on their respective companies letterhead papers, as per the specified formats may be considered non-responsive and may be liable for rejection.

5.20.3 If any claim made or information provided by the Bidder in the Bid or any information provided by the Bidder in response to any subsequent query by REEMAP, is found to be incorrect or is a material misrepresentation of facts, then the Bid will be liable for rejection. Mere clerical errors or bona-fide mistakes may be treated as an exception at the sole discretion of REEMAP and if REEMAP is adequately satisfied.

5.20.4 REEMAP reserves the right to verify all statements, information and documents submitted by the Bidder in response to the RFP. Any such verification or lack of such verification by REEMAP shall not relieve the Bidder of its obligations or liabilities hereunder nor will it affect any rights of REEMAP there under.

5.21 Letter of Interest & Contract Agreement

5.21.1 After the completion of the Selection Process REEMAP shall issue Letter of Interest (LOI) to the Successful Bidder. Within two working days from receipt of the LOI, the Successful Bidder shall intimate REEMAP in writing its willingness to enter into an Agreement.

5.21.2 REEMAP shall enter into Contract Agreement with the Successful Bidder within one day from receiving the confirmation from the Successful Bidder.

5.22 Time Table and Milestones

5.22.1 The Schedule of the Bidding process is provided in Clause2 of the RFP document. In order to enable REEMAP meet the target dates, Bidders are requested to respond expeditiously for clarifications, if any, requested during the evaluation process. REEMAP will adhere to the above schedule to the extent possible. REEMAP, however, reserves the right to modify the same. Intimation to this effect will be intimated to the Bidders.


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6Selection Process

6.1 Minimum Eligibility Criteria

6.1.1 The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical Agency. The Technical Agency shall be a manufacturer of Biometric Machines or a software service provider who has previous experience in handling biometric attendance projects. However, no member of a Consortium, as the case may be, can be member of another Bidding Entity.

6.1.2 Academic/ Research Institution shall be the Lead member of the Consortium.

6.1.3 The entities forming part of the Consortium shall be Registered Proprietorship/ Partnership Firm/ Private Limited/ Public Limited Company/ Registered Society/ Trust/ Association/ Trade Body/ Registered Educational Institution/ University fulfilling the Minimum Eligibility Requirements.

6.1.4 Existing Joint ventures who meet the minimum eligibility criteria shall also be permitted.

6.1.5 The Technical Agency as a part of Consortium should have previous experience of handling biometric attendance related projects with experience in biometric machine application development.

6.1.6 Government institutes which have experience in handling evaluation projects or biometric attendance projects in Andhra Pradesh shall be exempt from fulfilling the Minimum Eligibility Requirements pertaining to organisational standing.

6.1.7 Training partners, service providers, biometric machine vendors (including their manufacturers) associated with REEMAP or any of its sub-missions are not allowed to participate in this RFP.

6.1.8 The Bidder shall fulfil the following Minimum Eligibility requirements:

Table2: Minimum Eligibility Criteria for Training Centre Evaluation and Biometric Attendance Monitoring

(For Academic/ Research Institution)

Series Criteria Unit Eligibility

A Standing years (As on 31

st

March 2012) Years 5 years

B Financial Standing (from 1

stApril

2010 to 31st

March 2012) Lakhs (Rs)

Total turnover of Rs.500 Lakhs in last two Financial Years

C Relevant Projects Handled (During the period from April 2009 to March 2012)

Evaluation, assessment projects on the field

Three projects with minimum value of Rs.10 Lakhs and above for each project in last three years

D Presence in AP (During the period from April 2009 to March 2012)

Evaluation, assessment projects on the field projects in AP

Successfully completed one evaluation or assessment project in AP in last three years

E Relevant Staff

Number of consultants in relevant field Two experienced employees working with the organisation for more than two


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years and having relevant experience of more than five years.

Table3: Minimum Eligibility Criteria for Training Centre Evaluation and Biometric Attendance Monitoring

(For Technical Agency)

Series Criteria Unit Eligibility

A Standing years (As on 31

st March 2012)

Years Three years

B Financial Standing (from 1

stApril 2010 to

31st

March 2012) Lakhs (Rs)

Total turnover of Rs.200 Lakhs in last two Financial Years of the company which handled Biometric related project

C

Relevant Projects Handled (During the period from April 2009 to March 2012)

Biometric related Project Two projects with minimum value of Rs.10 Lakhs and above for each project in last three years

D Presence in AP (During the period from April 2009 to March 2012)

Biometric related Project in AP

Successfully completed one biometric project in AP in last three years

E Relevant Staff No. of Technical Consultants in relevant field

Two experienced employees working with the organisation for more than two years and having relevant experience of more than five years.

6.1.5 Each of the Consortium members shall provide the following information and supporting documents towards their claims.

Table4: Information & Supporting Documents

S No. Eligibility Criteria Information as per Table No.

Supporting Documents

A Type of Entity &Number of years of Existence

Part-II Form 5

Please see note under Form 5

B Financial Standing Part-II Form 6

Certificate from the Chartered Accountant as per format mentioned in Form 6

Annual Financial Statements for the years 2009-10, 2010-11 and 2011-12, certified by Chartered Accountant

C

Relevant Projects Handled (Skill Development, Education & Training)

Part-II Form 7

Certificate from Government bodies indicating successful completion of similar projects.

Work orders from Government and payment proof for completion may be submitted as proof of the project value

D Presence in AP Part-II Form 7

E Relevant Staff Part-II Form 8


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6.2 Technical Evaluation Criteria

6.2.1 The evaluation of each Technical Proposal shall be done, taking into account the criteria and sub-criteria given below. Each eligible proposal will be evaluated and proposal will be rejected if it fails to achieve the minimum prescribed technical score.

6.2.2 The basis of awarding Weightage Points for Technical Proposal evaluation is given below. A maximum of 50 points shall be awarded for Technical Proposal.

Table5: Technical Evaluation Criteria for Training Centre Evaluation and Biometric Attendance Monitoring (For Academic/ Research Institution Entity in the Consortium)

S No Parameter Maximum

Points Criteria Weightage Points

1 Years in existence 5 Number of Years 10 and above 7-9 5-6

(5 Points) (4 Points) (3 Points)

2 Presence in Evaluation and Assessment Field Studies

10 Number of Projects

8 and above 6-7 4-5


3 Presence in AP 5

Number of Evaluation and Assessment Projects done in AP

Above 3 2-3 1

(5 points) (4 points) (3 Points)

4 Experience in Working with Government

5

Number of Government Projects handled in Evaluation and Assessment field

Above 3 2-3 1

(5 points) (3 points) (1 Point)

5 Financial Standing 10

Average Annual Turnover in last three years (Rs. Crore)

Above 20 10 - 20 7.5 - < 10

(10 Points) ( 7 Points) (3 Points)

6 Technical Presentation 15

Grand Total 50

Table6: Technical Evaluation Criteria for Training Centre Evaluation and Biometric Attendance Monitoring

(For Technical Agency Entity in the Consortium)



1 Years in existence 5 Number of Years 10 and above 7-9 5-6


2 Experience in Biometric Related Projects

10 Number of Projects

8 and above 6-7 4-5


3 Presence in AP 5

Number of Biometric related projects done in AP

Above 3 2-3 1

(5 points) (4 points) (3 Points)


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4 Experience in working with Government

5

Number of Biometric related Government Projects handled

Above 3 2-3 1

(5 points) (3 points) (1 Point)

5 Financial Standing 10

Average Annual Turnover in last three years for Biometric related projects(Rs. Crore)

Above 20 10 - 20 7.5 - < 10

(10 Points) ( 7 Points) (3 Points)

6 Technical Presentation 15

Grand Total 50

6.2.3 Each of the Consortium members shall prepare and submit the Technical Presentation as per the details mentioned in the Form 9 of the Bid document. Each of the Consortium members shall be asked to provide presentation to the panel of REEMAP.

6.2.4 The Technical presentation evaluation will be based on the following parameters:

Table 7: Evaluation of Technical Presentation

SNo Particulars Points

1 Approach & Methodology 15

6.3 Financial Bid

6.3.1 The Bidder shall prepare and submit the Financial Bid as per the format stipulated in Form 10 (Financial Bid of Training Centre Evaluation and Biometric Attendance Monitoring) of Part-II of this RFP Document. Bidders are required to offer their lowest quote for providing services to the REEMAP towards training centre evaluation and biometric attendance monitoring.

6.4 Evaluation Process

6.4.1 The Bids received would be subject to a step-wise evaluation procedure as given below:

Step 1: Test of Responsiveness

Step 2: Test for Minimum Eligibility

Step 3: Technical Evaluation

Step 4: Evaluation of Financial Bid

6.4.2 REEMAP reserves the right to seek clarifications from the Bidders. The Bidders shall be required to furnish such clarifications. In the course of evaluation, if in REEMAPs opinion, the Technical Proposal is materially deficient or inconsistent in any aspect or fraudulent;


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the Bid shall be declared Non-Responsive and shall not be considered for further evaluation.

6.4.3 Test of Responsiveness of Bid

6.4.3.1 The Bids submitted by Bidders shall be initially scrutinised to establish "Responsiveness". A Bid may be deemed "Non-responsive" if it does not satisfy any of the following conditions:

It is not received within the time and date specified.

It does not include sufficient information for evaluation and/or is not in the formats specified or incomplete in any respect.

It is not signed and/ or sealed in the manner and to the extent indicated in Instructions to Bidders of this RFP Document.

It is not accompanied by the requisite Bid Processing Fee and the Bid Security.

If General Power of Attorney by way of a Resolution of the Company authorising the authorised signatory is not submitted.

If not complied with instructions contained in Instructions to Bidders.

6.4.4 Test for Minimum Eligibility

6.4.4.1 The Technical Proposal (Cover-I) would be initially checked for the eligibility of the each member of the Consortium. The technical proposals of only those Bidders who fulfil the minimum Eligibility Criteria as described in Clause 6.1above would be further evaluated. The Technical Proposals of those bidders who found not satisfying the eligibility criteria shall be rejected and REEMAP, at the end of the Bidding Process, will return the Bid Security and upon request, the unopened Financial Proposals (Cover-II) to such ineligible Bidders.

6.4.5 Evaluation of Technical Proposal (Cover-I)

6.4.5.1 The Technical Proposal (Cover-I) of eligible Bidders (each member of the Consortium) would then be evaluated. The Bidder may also be required to give such clarifications and additional information on their capabilities and technical proposal as may be required.

6.4.5.2 The evaluation shall be on Weightage Points awarded based on the information and supporting documents submitted in accordance with Clause 6.2.2 above and on the Technical presentation in accordance with Clauses 6.2.3& 6.2.4 above. The details of scoring and weights are provided under Clause 6.2.Both the Agencies in the Consortium will be evaluated separately and each Agency of the consortium have to secure a minimum of 30 points out of 50 points (Minimum Cut-off Score) for further evaluation and opening of the Financial Bids.

6.4.5.3 If any of the members of the Consortium, who fail to secure a Minimum Cut-off Score, will be treated as ineligible for further process and their Financial Bids will be returned to the respective Bidders in sealed cover condition itself.


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6.4.5.4 The Bidders will be assigned a Technical Score by averaging the scores of both the Consortium members.

Illustration: If Academic/ Research Entity has secured 40 points during its Technical Evaluation & Technical Agency entity has secured 36points during its Technical Evaluation then the Technical Score of the Bidder is : (40+36)/2 = 38

6.4.6 Evaluation of Financial Proposal (Cover-II)

6.4.6.1 The Financial Bid of the shortlisted bidders will be evaluated as per the format provided in Form-10 of Part-II of the RFP. The maximum achievable Financial Score is 50.The Financial Bids of the Shortlisted Bidders shall be opened in the presence of the authorised representatives of the Shortlisted Bidders

6.4.6.2 REEMAP shall open the Financial Bids of all the Bidders and identify the bidder quoting the lowest Consultancy Fee for carrying out the Training Centre evaluation & Biometric Attendance Monitoring of training centres under RYK. The Bidder whose Financial Bid is the lowest would be assigned a Total Financial Score of 50.

6.4.6.3 The Total Financial Score for other Bidders will be pro-rata and computed in the following manner:

Pro-rata Total Financial Score of the concerned Bidder = 50 XA/B

Where,

A = Fee quoted by the Bidder with lowest financial bid

B = Fee quoted by the concerned Bidder

6.5 Selection of Evaluation Agency/ Successful Bidder

6.5.1 The selection of Evaluation Agency Training Centre Evaluation and Biometric Attendance Monitoring of Training Centres under RYK shall be carried out on Quality Cost Based Selection (QCBS) Method. Under QCBS Method 60% of the Weightage shall be given to Technical Score of the Bidders and 40% Weightage shall be given to Financial Bids of the Bidders.

6.5.2 The Total Composite Score for a Bidder would be computed as follows:

Total Composite Score = (Total Technical Score x 60%) + (Total Financial Score x 40%)

6.5.3 The Bidder scoring highest Total Composite Score would be declared as the Successful Bidder. In case of Bidders having the same Total Composite Score, the Bidder with the higher Total Financial Score would be declared as the Successful Bidder.

6.5.4 In the event that the Successful Bidder withdraws or is not selected for any reason in the first instance (the first round of bidding), REEMAP may invite all the remaining Bidders to revalidate or extend their respective Bid Security ,as necessary, and match the Bid of the aforesaid Successful Bidder (the second round of bidding). If in the second round of bidding, only one Bidder matches the Successful Bidder, it shall be the Selected Bidder .If two or more Bidders match the said Successful Bidder in the second round of bidding, then


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the Bidder whose Financial Score was higher as compared to other Bidder(s) in the first round of bidding shall be the Selected Bidder.

6.5.5 In the event that no Bidder offers to match the Successful Bidder in the second round of bidding, REEMAP may, in its discretion, invite fresh Bids (the third round of bidding) from all Bidders except the Successful Bidder of the first round of bidding or annul the Bidding Process, as the case may be.


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Part II

Bid Submission Formats


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Form-1: Format of Power of Attorney for Signing of Bid

(To be submitted along with covering letter in Cover-I, Refer Clause 5.8.2.1(a) of Part-I of the RFP)

Know all men by these presents, we.. (name of the Bidder and address of the registered office) do hereby irrevocably constitute, nominate, appoint and authorise Mr/ Ms (name), son/daughter/wife of and presently residing at ., who is presently employed with us and holding the position of . , as our true and lawful attorney (hereinafter referred to as the Attorney) 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 bid for the selection of Evaluation Agency for Training Centre Evaluation and Biometric Attendance Monitoring of the Training Centres running under Rajiv Yuva Kiranalu (RYK)being implemented by the Rajiv Education and Employment Mission in Andhra Pradesh, Department of Rural Development, Government of AP (the REEMAP) including but not limited to signing and submission of all information, proposals, bids and other documents and writings, participate in Pre-bid and other conferences and providing information/ responses to the REEMAP, representing us in all matters before the REEMAP including negotiations with the REEMAP, signing and execution of all contracts including the Contract Agreement and undertakings consequent to acceptance of our bid, and generally dealing with the REEMAP in all matters in connection with or relating to or arising out of our bid for the said selection of Evaluation Agency for Training centre evaluation and Biometric attendance monitoring of the training centres running under Rajiv Yuva Kiranalu.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things done or caused to be done by our said Attorney 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 Attorney 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 . 2012.

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

(Signature, name, designation and address)

Accepted

(Signature)

(Name, Title and Address of the Attorney)

Witnesses:

1.________________________________ 2. ___________________________________


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Notes:

To be executed on Rs.100 stamp paper

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.


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Form-2: Format of Power of Attorney for Lead Member of the Consortium

(To be submitted along with Covering Letter in Cover-I, Refer Clause 5.8.2.1(b) of Part-I of the RFP)

Whereas REEMAP (the Authority) has invited bids from bidders for the selection of Evaluation Agency for Training Centre evaluation and Biometric Attendance Monitoring of the training Centres running under Rajiv Yuva Kiranalu (the Contract).

Whereas, ..and . (collectively the Consortium) being Members of the Consortium are interested in bidding for the Contract in accordance with the terms and conditions of the RFP document, and

Whereas, it is necessary for the Members of the Consortium to designate one of them as the Lead Member with all necessary power and authority to do for and on behalf of the Consortium, all acts, deeds and things as may be necessary in connection with the Consortiums bid for the Contract and its execution.

NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS

We, having our registered office at , (hereinafter collectively referred to as the Principals) do hereby irrevocably designate, nominate, constitute, appoint and authorise M/s , having its registered office at,being one of the Members of the Consortium, as the Lead Member and true and lawful attorney of the Consortium and of the Principals (hereinafter referred to as the Attorney) and hereby irrevocably authorise the Attorney (with power to sub- delegate) to conduct all business for and on behalf of the Consortium and on behalf of the Principals in relation to the entire bidding process and, in the event the Consortium is awarded the Contract, during the execution of the Contract, and in this regard, to do on behalf of the Principals and on behalf of the Consortium, all or any of such acts, deeds or things as are necessary or required or incidental to the submission of the bid for the Contract, including but not limited to signing and submission of all applications, bids and other documents and writings, accept the Letter of Award, participate in bidders and other conferences, respond to queries, submit information/ documents, sign and execute contracts and undertakings consequent to acceptance of the bid of the Consortium and generally to represent the Consortium in all its dealings with the Authority, and/ or any other Government Agency or any person, in all matters in connection with or relating to or arising out of the Consortiums bid for the Contract and/ or upon award thereof till the Contract Agreement is entered into with the Authority.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things done or caused to be done by our said Attorney 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 Attorney in exercise of the powers hereby conferred shall and shall always be deemed to have been done by us and as the case may be by the Consortium.

IN WITNESS WHERE OF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS POWER OF ATTORNEY ON THISDAY OF ..,20..


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For ... (Signature, Name & Title)

For................... (Signature, Name & Title)

(Executants)

(To be executed by all the Members of the Consortium)

Witnesses:

1.

2.

Notes:

To be executed on Rs.100 stamp paper

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.


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Form-3: Format of the Covering Letter

(The Covering Letter is to be submitted by the Lead member of the Consortium along with the Cover-I of the Bid - Printed on the Letter Heads)

Date:

Place:

Mission Director Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP) Department of Rural Development, Government of AP 6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank Khairatabad, Hyderabad - 500 004

Dear Sir,

Sub: Selection of Evaluation Agency for Training Centre Evaluation and Biometric Attendance Monitoring of the Training Centres running under Rajiv Yuva Kiranalu (RYK)

Please find enclosed one (1) Original + one (1) Copy of our Bid in respect of the Selection of Evaluation Agency for Training centre evaluation and Biometric Attendance monitoring of the training centres running under Rajiv Yuva Kiranalu,, in response to the Request for Proposal (RFP) Document issued by the Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP), Department of Rural Development, Government of AP, dated__________________.

We hereby confirm that:

1 We, M/s ------------------------ (Name of the Lead Member) acting on behalf of consortium comprising of ___________________________& (Name of the Consortium members) submit herewith our bid in accordance with the conditions stipulated in the RFP.

2 We have examined in detail and have understood the terms and conditions stipulated in the RFP Document issued by REEMAP and in any subsequent communication sent by REEMAP. We agree and undertake to abide by all these terms and conditions. Our Bid is consistent with all the requirements of submission as stated in the RFP or in any of the subsequent communications from REEMAP.

3 The information submitted in our Bid is complete, is strictly as per the requirements as stipulated in the RFP, and is correct to the best of our knowledge and understanding. We would be solely responsible for any errors or omissions in our Bid. We acknowledge that the REEMAP will be relying on the information provided in the Bid and the documents accompanying such Bid for Selection of the Successful Bidder for the aforesaid project, and we certify that all information provided in the Application is true and correct; nothing has been omitted which renders such information misleading; and all documents accompanying such Bid are true copies of their respective originals.

4 We acknowledge the right of the REEMAP to reject our Bid without assigning any reason or otherwise and hereby waive, to the fullest extent permitted by applicable law, our right to challenge the same on any account whatsoever.


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5 We satisfy the legal requirements and meet all the eligibility criteria laid down in the RFP. We certify that we have not been blacklisted by any public authority for breach on our part.

6 This bid is unconditional and we hereby undertake to abide by the terms and conditions of the RFP.

7 We declare that we dont have any conflict of Interest in accordance with Clause 5.5 of the Part I of the RFP.

8 We have not directly or indirectly or through an agent engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice.

9 We hereby enclose a Demand draft (No. _______________ dated __________________ issued by _______________________Bank) for Rs. 25,000 (Rupees Twenty five Thousand only) towards the Bid Security in accordance with Clause 5.12.2 of the RFP document (Part-I).

In witness thereof, we submit this Bid under and in accordance with the terms of the RFP document

For and on behalf of: (Company Seal)

Signature:

Name:

Designation:

(Authorised Representative and Signatory Lead member)


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Form-4: Details of the Bidder

(Each member of the Consortium to provide)

Name and Details of the Bidder and Authorised Representative:

Name of Organisation/ Institution

Registered/ Head Office Address

Phone Numbers

Fax Number

Mobile Number

Email Address

Website

Addresses of Branch Offices (If any?)in AP Phone Fax Mobile Nos. Email IDs Dates of Establishment

Name of Authorised Representative

Designation

Mobile

Email


Signature:

Name:

Designation:

(Authorised Representative and Signatory)


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Form-5: Legal Constitution & Number of Years of Existence


Legal Constitution of Bidder (Qualification Criteria Clause 6.1.3 of RFP) (Public Limited /Private Limited/ Partnership/ Proprietorship etc)

Status/ Constitution of the Bidding Entity

Name of Registering Authority

Registration Number

Date of Registration

Place of Registration


Signature:

Name:

Designation:


Note: Please provide copy of the registration certificate from the appropriate Registering Authority as given below:

Entity Substantiating Documents Required

Proprietorship Firm Certificate of the Proprietorship duly certified by a Chartered Accountant

Copy of Trade License/ Sales Tax Registration/Income Tax Registration

Partnership Firm Registered Partnership Deed/ Certificate of the Partnership duly certified by a

Chartered Accountant

Private Limited Company Registration Certificate and Memorandum & Articles of Association

Public Limited Company Registration Certificate and Memorandum & Articles of Association

Society/ Trust/ Association Registration Certificate & Bylaws of Society/ Trust/ Association.


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Form-6: Financial Standing Annual Turnover


Certificate from the Chartered Accountant regarding Annual Turnover of the Bidder in the immediately preceding three financial years

Based on its books of accounts and other published information authenticated by it, this is to certify that .. (Name of the Bidder) had, over the last three financial years, a total annual turnover of Rs. Lakhs as per year-wise details noted below:

Financial Year ending 31st March Total Turnover

(Rs. Lakh)

2009-10

2010-11

2011-12

Name of the audit firm/ Chartered Accountant:

Seal of the audit firm:

(Signature, name and designation and registration Number of the Chartered accountant)

Date:

Note:

Please provide certified copies of audited financial statements of the firm for the immediately preceding three financial years. In the case of printed annual reports certification is not required.

In the event the Financial Statements for the year 2011-12are unaudited, provisional financial statements duly certified by Chartered Accountant may be submitted.

The details provided in the above format will be considered for technical evaluation under Financial Standing.


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Form-7: Details of the Projects Undertaken/ Completed


Details of the Assessment or verification projects completed in last three financial years by the Bidder

S No Project Name FY Location of

Project State(s)

Project Details Details of Supporting

Proof Provided


Signature:

Name:

Designation:


Notes:

Please provide supporting proof as given below:

1 Certificate from Government bodies indicating successful completion of similar projects on assessment or evaluation)

2 Work orders from Government and payment proof for completion may be submitted as proof of the project value


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Form-8: Details of Employees


rfp -training centre evaluation

Documents

andhra pradesh ref

training centres

selection of evaluation

mission director rfp

reemap website

proposal rfp

regard reemap

proposal rajiv education