KHADI AND VILLAGE INDUSTRIES COMMISSION (KVIC) Research for KVIC RFP.pdf · Market Research...

KHADI AND VILLAGE INDUSTRIES

COMMISSION (KVIC)

MARKET RESEARCH SERVICES

Tender No: KVIC/KRDP/MR-1

Dated: 18th December 2010

This request for proposal (RFP) document is for ‘Market Research Services for Khadi and

Village Industries Commission’. Interested bidders are invited to participate in this

engagement with KVIC.

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Tender Number - KVIC/KRDP/MR-1

Market Research Services for Khadi and Village Industries Commission (KVIC)

Khadi and Village Industries Commission

TABLE OF CONTENTS

1 LETTER OF INVITATION .......................................................................................................... 5

2 HIGHLIGHTS OF RFP ................................................................................................................. 6

3 DEFINITIONS ................................................................................................................................ 7

4 BACKGROUND ........................................................................................................................... 10

4.1 COMPANY OVERVIEW ............................................................................................................. 10

4.2 OBJECTIVES ............................................................................................................................. 10

4.3 FUNCTIONS .............................................................................................................................. 10

5 ABOUT THE PROJECT ............................................................................................................. 12

6 SCOPE OF WORK ...................................................................................................................... 14

7 DELIVERABLES AND PAYMENT TERMS ........................................................................... 19

7.1 DELIVERABLES ........................................................................................................................ 19

7.2 PAYMENT TERMS .................................................................................................................... 19

8 GENERAL TERMS AND CONDITIONS OF RFP .................................................................. 21

8.1 INVITATION FOR PROPOSAL ..................................................................................................... 21

8.2 CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS ........................................................ 21

8.3 ADDRESS OF CORRESPONDENCE ............................................................................................. 21

8.4 COST INCIDENTAL TO RFP PREPARATION ............................................................................... 22

8.5 PREPARATION OF PROPOSAL ................................................................................................... 22

8.6 RFP DOCUMENT FEE ............................................................................................................... 23

8.7 EARNEST MONEY DEPOSIT ...................................................................................................... 24

8.8 SUBMISSION, RECEIPT AND OPENING OF PROPOSALS .............................................................. 24

8.9 LAST DATE OF SUBMISSION FOR BIDS ..................................................................................... 27

8.10 LATE BIDS ............................................................................................................................... 27

8.11 PERIOD OF VALIDITY OF BIDS .................................................................................................. 28

8.12 MODIFICATION & WITHDRAWAL OF BIDS ............................................................................... 28

8.13 CONTRACT DEVIATIONS .......................................................................................................... 30

8.14 BIDDER QUALIFICATIONS ........................................................................................................ 30

8.15 RIGHT TO WAIVE MINOR IRREGULARITIES ............................................................................. 30

8.16 CHANGE IN MR AGENCY REPRESENTATIVES ....................................................................... 30

8.17 RIGHT TO PUBLISH .................................................................................................................. 30

8.18 COMPLIANCE WITH MANDATORY REQUIREMENTS .................................................................. 31

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8.19 REQUESTS FOR CLARIFICATIONS ON BIDS ................................................................................ 31

8.20 EXTERNAL INFORMATION SOURCES ........................................................................................ 31

8.21 COLLUSIVE PROPOSAL ............................................................................................................ 31

8.22 RETURN OF INFORMATION TO KVIC ....................................................................................... 31

8.23 CONFLICT OF INTEREST ........................................................................................................... 32

8.24 FALSE OR MISLEADING CLAIMS .............................................................................................. 32

8.25 NO RELIANCE .......................................................................................................................... 32

8.26 AMENDMENT TO THE CONTRACT ............................................................................................ 32

8.27 ASSIGNMENT SUB CONTRACT .................................................................................................. 33

8.28 TAXES & DUTIES ..................................................................................................................... 33

8.29 MODIFICATION AND VARIATION IN CONTRACT ....................................................................... 33

9 EVALUATION PROCESS .......................................................................................................... 35

9.1 PRE-QUALIFICATION CRITERIA FOR BIDDERS .......................................................................... 35

9.2 EVALUATION OF BIDS .............................................................................................................. 36

10 GENERAL CONDITIONS OF THE CONTRACT .............................................................. 38

10.1 ADDRESS OF CORRESPONDENCE ............................................................................................. 38

10.2 RELATIONSHIP BETWEEN THE PARTIES .................................................................................... 38

10.3 STANDARDS OF PERFORMANCE ............................................................................................... 38

10.4 DELIVERY AND DOCUMENTS ................................................................................................... 38

10.5 INTELLECTUAL PROPERTY RIGHTS .......................................................................................... 39

10.6 RETURN OF INFORMATION TO KVIC ....................................................................................... 39

10.7 AMENDMENT TO THE CONTRACT ............................................................................................ 39

10.8 ASSIGNMENT ........................................................................................................................... 39

10.9 SUSPENSION ............................................................................................................................ 40

10.10 LEGAL JURISDICTION .......................................................................................................... 40

10.11 NOTICE ................................................................................................................................ 40

10.12 LIMITATION OF LIABILITIES ................................................................................................ 41

10.13 MISCELLANEOUS ................................................................................................................. 41

10.14 PERFORMANCE BANK GUARANTEE ..................................................................................... 41

10.15 LIQUIDITY DAMAGES .......................................................................................................... 42

10.16 TERMINATION OF CONTRACT .............................................................................................. 42

10.17 TERMINATION FOR INSOLVENCY, DISSOLUTION .................................................................. 43

10.18 FORCE MAJEURE ................................................................................................................. 43

11 DATA SHEET .......................................................................................................................... 44

12 DETAILED FORMATS .......................................................................................................... 46

12.1 FORM 1 - COVER LETTER – TECHNICAL PROPOSAL ................................................................. 47

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12.2 FORM 2 – PRE BID QUERIES FORMAT ...................................................................................... 49

12.3 FORM 3 – PRE-QUALIFICATION COMPLIANCE CHECKLIST ........................................................ 50

12.4 FORM 4 – ABOUT THE ORGANIZATION AND RELEVANT EXPERIENCE ....................................... 52

12.5 FORM 5 – WORK PLAN ............................................................................................................ 54

12.6 FORM 6: PROJECT APPROACH AND METHODOLOGY (NOT MORE THAN 5 PAGES) .................... 55

12.7 FORM 7: TEAM DEPLOYMENT STRUCTURE .............................................................................. 56

12.8 FORM 8: CVS ........................................................................................................................... 57

12.9 FORM 9: COVER LETTER - FINANCIAL PROPOSAL.................................................................... 59

12.10 FORM 10: PRICE SCHEDULE ................................................................................................. 60

12.11 FORM 11: PERFORMANCE BANK GUARANTEE ..................................................................... 61

12.12 FORM 12: DOCUMENTAL EVIDENCE IN FAVOR OF AUTHORIZED SIGNATORY ....................... 64

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1 Letter of Invitation

This request for proposal (RFP) document is for ‘Market Research Services for

Khadi and Village Industries Commission (KVIC)’. Interested bidders are

invited to participate for this engagement in KVIC.

Khadi and Village Industries Commission (KVIC) is a statutory body created by an

Act of Parliament (No.61 of 1956 and as amended by Act.No.12 of 1987 and

Act.No.10 of 2006). Established in April 1957, it took over the work of the former

All India Khadi and Village Industries Board. It functions under the administrative

control of the Ministry of Micro, Small and Medium Enterprises, Government of

India. The objective of this engagement is to understand consumer perception

and opportunities with respect to Khadi through a primary survey across

identified cities in India.

Interested bidders may download the RFP document from the website,

www.kvic.org.in or may obtain the same from KVIC on payment of Rs. 1000/-

by 6th January 2011 and between 10 AM and 5 PM on business working

days. The payment will be accepted in the form of crossed demand draft drawn

on any scheduled bank, payable at par in Mumbai in favor of ‘Chief Executive

Officer, Khadi and Village Industries Commission’, Mumbai.

In case of downloading the RFP document, intimation must be sent to this effect

to Director (Marketing), KVIC on e-mail [email protected] and Director

(RID), KVIC on e-mail [email protected] . If such intimation is not

received, the bid may be treated as unresponsive. Further in case of

downloading the document Rs. 1000/- has to be paid along with the final bid

document. The bid has to be prepared in English.

Last date for submission of RFP: 7th January 2011 by 3 PM at the address

mentioned below.

You may contact,

Director (Marketing)


Gramoday", 3, Irla Road, Vile Parle (West),

Mumbai, PIN-400 056. Maharashtra, India

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2 Highlights of RFP

S. No. Details By when

1. Publishing of RFP 18th December 2010

2. Last date of sending pre-bid queries* 31st December 2010

3. Clarification by KVIC to pre-bid queries

through email / fax

By 6th January 2011

4. Bid submission On or before 7th January

2011

5. Intimation to bidders on Technical Bid

opening

Will be intimated to all

bidders

6. Technical Presentation Will be intimated to

qualified bidder

7. Financial bid opening Will be intimated to

qualified bidder

8. Evaluation of final results and award of

contract

Will be intimated to

qualified bidder

* for Bidders who purchase the tender document from KVIC office between 1st January 2011and 6th

January 2011, Pre bid queries shall be entertained till 6th January 2011

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3 Definitions

S.No Particulars Definitions

1. Addendum In addition to Specifications (RFP) document, any

other document issued to the bidders by KVIC in the

context of this bidding process

2. Approved and Approval Where used in the Specification shall mean,

respectively, approved by and approval of the

CLIENT. When the words 'Approved', 'Approval',

'Subject to Approval', 'Satisfactory', 'Equal to',

'Proper', 'Requested', 'As Directed', 'Where Directed',

'When Directed', 'Determined by', 'Accepted',

‘Permitted', or words and phrases of like import are

used, the approval, judgment, direction, etc. is

understood to be a function of the CLIENT

3. Award of contract Shall mean the date of issue of the work/purchase

order or the letter of intent, whichever is earlier

4. Bid Shall mean the proposal/document that the BIDDER

submits in the requested and specified form in the

Specification

5. Bidder Shall mean Market Research Agency (MR Agency)

that quote against an enquiry. Pre-qualification for

the MR Agency (Single bidder/ Consortium) has

been outlined in the RFP.

6. Business of Client Khadi & Village Industry Products

7. Companies Act Act of Parliament (No.61 of 1956 and as amended

by Act.No.12 of 1987 and Act.No.10 of 2006)

8. Contract or Purchase Order Shall mean the order and associated specification

executed by the Client and the MR Agency including

other documents agreed between the parties or

implied to form a part of the Contract

9. Contract Period Shall mean the period during which the Contract’

shall be executed as agreed between MR Agency and

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CLIENT in the Contract

10. Contract Price Shall mean, if there is formal agreement, the prices

referred to in the agreement or if there is no formal

agreement, the price agreed to be the value of the

Contract

11. Date of Contract Shall mean the calendar date on which the CLIENT

and MR Agency have Signed the Contract. ‘Effective

date of Contract’ shall mean the Calendar date on

which the CLIENT have issued to the MR Agency, the

letter of intent / Award

12. Government Shall mean Government of India

13. KVIC Khadi and Village Industries Commission is the

Client in this engagement

14. Letter of Intent (LOI) Written communication to the successful bidder on

KVIC’s intention to sign Contract with them to fulfill

the requirements of Specifications (RFP)

15. Month Shall mean a calendar month

16. Notice in Writing or Written

Notice

Shall mean a notice, in written, typed or printed

characters sent (unless delivered personally or

otherwise proved to have been received) by

registered post to the last known private or business

address or registered office of the addresses and

shall be deemed to have been received when in

ordinary course of post it would have been delivered

17. Owner/ Purchaser/ Client /

Employer

Shall mean KVIC on whose behalf the enquiry is

issued and shall include their successors and

assigns, as well as his authorized

officers/representatives

18. Project ‘Market Research Services for Khadi and Village

Industries Commission (KVIC)’

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19. Specifications Shall mean collectively all the terms and stipulations

contained in those portions of the Contract known as

General Conditions, the specifications and such

Amendments, Revisions, Deletions or Additions, as

may be made in the Agreement and all written

agreements made or to be made pertaining to the

method and manner of performing the work or to the

quantities and qualities of the materials to be

furnished under the Contract All the documents

issued to the bidder

20. Sub Contractor Shall mean the person named in the Contract

undertaking part of the Work or any person to whom

a part of Contact has been sublet with the consent in

writing of the CLIENT and shall include his heirs,

legal representatives, successors and permitted

assigns.

21. Week Shall mean a calendar week

22. Work Order Written Order signed by KVIC after the successful

bidder has accepted the LOI. This along with LOI,

Specifications (RFP) document and the bidder's

response to RFP shall constitute part of the Contract.

23. Writing Shall include any manuscript, type written or printed

statement under or over signature and/or seal as

the case may be.

24. Corrigendum Any changes in the Terms of Reference constituting

this RFP, the changes would be taken out in form of

a corrigendum

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4 Background

4.1 Company Overview

Khadi and Village Industries Commission (KVIC) is a statutory body created by an

Act of Parliament (No.61 of 1956 and as amended by Act.No.12 of 1987 and

Act.No.10 of 2006). It has been entrusted with the responsibility for planning,

promotion, organization and implementation of programmes for the development

of Khadi and other village industries in rural areas in coordination with other

industries engaged in rural development, wherever necessary. Established in April

1957, it took over the work of the former All India Khadi and Village Industries

Board.

KVIC functions under the administrative control of the Ministry of Micro, Small

and Medium Enterprises, Government of India.

4.2 Objectives

The broad objectives that KVIC has set out:

� The social objective of providing employment.

� The economic objective of producing saleable article

� The wider objective of creating self-reliance amongst the people and

building up of a strong rural community spirit.

4.3 Functions

The primary functions of KVIC include that of planning, promotion, organization

and implementation of programmes for the development of Khadi and other

Village Industries in the rural areas in co-ordination with other agencies engaged

in rural development.

Its functions comprises building up of a reserve of raw materials and supply to

producers, creation of common service facilities for processing of raw materials as

semi-finished goods and provisions of facilities for marketing of KVI products. It

also organizes training of artisans engaged in Khadi & Village Industries.

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Further, KVIC also has the additional responsibility of creating a conducive

environment for promoting research in the production techniques and equipments

employed in the Khadi & Village Industries sector and providing facilities for the

study of the problems relating to the same. It also promotes the use of non-

conventional energy, bio-fertilizer and other organic products.

KVIC is also entrusted with the task of providing financial assistance to

institutions and persons who are engaged in the development and operations of

Khadi & Village Industries and guiding them through supply of designs,

prototypes and other technical information.

In implementation of KVI activities, the KVIC may take steps to ensure

genuineness of the products and to set up standards of quality and ensure that

the products of Khadi and Village industries comply with the standards.

KVIC may also undertake directly or through other agencies, studies concerning

the problems of Khadi and Village industries besides experiments on pilot projects

for the development of Khadi & Village industries.

KVIC is authorized to establish and maintain separate organizations for the

purpose of carrying out any or all the above matters besides carrying out any

other matters incidental to its activities.

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5 About the Project

Khadi is handcrafted textile of India. It was livery of freedom in independent India,

now mandated as a livery of economic freedom in India for the rural artisans.

Khadi is the pride of India and it has the distinction of being the only cloth to be

used in the National Flag. Khadi has been a source of livelihood for about 10 Lacs

spinners, weavers and other breadth of the country. Its inherent characteristics

lie in its eco-friendliness by using simple technology and above all, its suitability

to operate from artisan’s cottage itself.

The Khadi and Village Industries Commission (KVIC) during the last few decades

has played a significant role at the grass root level by providing employment

opportunities to the poorest of the poor in remote rural areas.

Khadi sector

Khadi means any cloth woven on handlooms in India from cotton, silk or woollen

yarn handspun in India or from a mixture of any two or all of such yarns.

Khadi is estimated to constitute less than 1% of India’s textile market. The

growth in production and sales of khadi is marginal compared to the increase in

the production of textiles at a compound growth rate of 7% in volume and 15% in

value during FY2002– FY2006.

The textile industry has made tremendous strides with the adoption of modern

technology, branding, and savvy marketing. In contrast, khadi has been unable to

adapt to economic and technological advancements. As a result, the community-

based production and marketing model of a product that is still revered, is neither

able to gain market share nor substantially contribute to rural employment.

Another concern area is towards competition taking advantage of non-genuine

Khadi in the market - In the current market place, close substitutes and

duplicates are getting sold under the Khadi name.

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However, given its size and diversity, India has significant opportunities for

genuine Khadi if it is efficiently produced and marketed. Simultaneously,

repositioning of khadi is needed to link the consumer perception of Khadi

with its genuineness, environment friendly, socially conscious, and fair

wage characteristics.

Village Industries

As per KVIC act, Village Industry means any industry located in Rural area which

produces any goods or renders any service with or without the use of power, in

which the fixed capital investment per head of an artisan or of a worker does not

exceed INR 1 lakh rupees in plain area and INR 1.5 lakhs in hilly area or such

other sum to be notified in the official Gazette, be specified from time to time by

the Central Government.

The Village Industries under the purview of KVIC broadly includes Agro based and

Food processing industry, Forest based industry, Hand Made paper and fibre

industry, Mineral based industry, Polymer and Chemical based industry, Rural

engineering and biotech industry and Polyvastra industry

Khadi Reform and Development Program (KRDP)

Funded by Asian Development Bank, the Khadi Reform and Development Program

(KRDP) outcome is revitalization of the Khadi and Village Industries subsector

with enhanced sustainability of khadi, increased employment generation

and incomes, increased artisan welfare, and development of select

traditional village industries. The reform of production and marketing of khadi

will lead to sustainable employment opportunities at low per capita investment

The policy and institutional framework for khadi needs be anchored to the core

principle of sustainability. Though the Khadi and Village Industries Commission

(KVIC) have been mandated to maintain the welfareist approach but due

importance needs to be extended, not to ignore market-based approach.

Accordingly, as part of the Program, the Government has formulated a

comprehensive reform package for khadi and established an implementation

framework for KVIC to carry out the proposed reforms

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One of the key priority areas under the KRDP is Effective Marketing of Khadi

through Private Sector Participation. Professional capability and orientation to

assess evolving market dynamics and the flexibility to respond swiftly is critical

for the effective marketing of khadi.

In light of the above, understanding perception of customers, retailers,

whole-sellers and industry experts on Khadi is the most critical step. In

order to formulate a positioning and consumer engagement strategy

KVIC wants to understand opportunities with respect to Khadi through a

primary survey across identified cities in India.

In addition to the above, KVIC would also like to understand the

perception of customers towards traditional village industry products

limited to product portfolio under 5 categories: Honey, Hand Made Paper,

Leather, Agro based & Food processing and Herbal Health and Cosmetics.

(Any further details on KVIC and their product portfolio under Khadi and village

industries are available on KVIC website www.kvic.org.in )

6 Scope of work

The survey shall cover the following three segments:

a) End consumer

b) Retailers / Whole sellers

c) Expert opinion

End Consumer: The survey has to be covered across the following towns and

cities in India and the minimum sample size to be covered across each town and

city should not be less than 500 respondents.

1 Mumbai 2 Bangalore

3 New Delhi 4 Ahmedabad

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5 Kolkata 6 Lucknow

7 Jaipur 8 Trivandrum

9 Chennai 10 Guwahati

The survey should be administered with due consideration to proper sampling in

terms of age, gender, income level etc. Objectives and outcomes of the end

consumer survey should address the following but not limited to the following:

a) Consumer attitudes, perceptions and behavior with respect to Khadi. Khadi

motivators and barriers. Positioning of the word “Khadi” in consumer mind

b) Awareness levels of consumer on Khadi products both in the traditional

textile market and village industry products

c) Village Industry products

(i) Perception of village industry products (under the 5 categories

mentioned above) with respect to competition in terms of quality,

price, value, promotion, consumption, brand, availability etc.

(ii) Consumption trends of village industry products. Who are the

consumers, What are the key motivators and barriers,

(iii) Consumer perception on improvement opportunities in products in

terms of quality, price, value, promotion, consumption, brand,

availability etc.

(iv) What would be the preference for point of sales? Shops in malls /

individual retail outlets. Response for online purchase

d) Khadi textile

(i) Map overall consumer perceptions and behavior with respect to

traditional textile market. Track behavior, attitudes and

perceptions across age groups. Which are the various forms of

apparel wherein Khadi fabrics are considered desirable

(ii) Which are the textile brands that consumers are aware, what

are the consumer attitudes, perceptions and behavior with

respect to Khadi apparel

(iii) Consumer awareness level on genuine Khadi

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(iv) Who are the current Khadi consumers in the traditional textile

market? What is their khadi consumption pattern? What are the

key motivators to consumption?

(v) Wardrobe audit – Formals, In-formals, Special occasions,

Prevalence of Khadi apparel across types and occasion

(vi) What are the socio cultural trends that promotes Khadi in the

textile segment.

(vii) Competition assessment – KVIC and KVIB Khadi products in the

traditional textile market vis-a-vis other brands in terms of

preference, pricing, promotion, advertisements

(viii) Positioning of Khadi in consumer mind in terms of – fashion

statement or daily wear etc.

Retailers / Whole sellers in the textile market: In order to understand the

perception of the retailers and whole sellers, the survey should administer

businesses that operate within the field of traditional textile market to understand

their perception of the potential of Khadi.

The survey should cover leading retail apparel outlets and top whole sell textile

markets in the above cities. The sample size of these retailers and whole

sellers should not be less than 10 in any of the cities mentioned above.

The agency will have to furnish the details of the retailers and whole sellers to be

surveyed to KVIC and seek prior approval. KVIC reserves the right to approve or

disapprove any such retailer and whole seller

Out of the 10 retail outlets and whole sellers administered for the survey, it is

mandatory to cover a few Khadi sales outlets run by Khadi Institutions in these

cities. List and address of the sales outlets run by these Khadi Institutions

shall be provided to the MR agency during the course of the assignment.

Objectives and outcomes of the retailers and whole sellers should address the

following but not limited to the points mentioned below:

a) Overall perceptions and behavior with respect to traditional textile market,

track behavior, attitudes and perceptions. Which are the various forms of

apparel wherein Khadi fabrics are considered desirable

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b) Perception amongst retailers and whole sellers to sell Khadi apparel and

textiles through their outlets. What are the challenges, benefits etc. What

should be done to promote Khadi apparels through their outlets.

c) Ease of dealing with Khadi (apparel) products vis-a-vis other types of

apparel

d) Competition assessment – Khadi apparels vis-a-vis other brands in terms

of preference, pricing, promotion, advertisements.

e) Indicative dealer margins and other incentives on competitive products

vis-a-vis Khadi

f) Key challenges which retailers and whole sellers foresee in order to

promote Khadi apparels and garments

g) What are the attitudes, perceptions and behavior with respect to Khadi?

What are the Khadi motivators and barriers?

h) Who are the current Khadi consumers? What is their khadi consumption

pattern? What are the key motivators to consumption?

i) Which Khadi apparel sells and which do not? Reasons

j) What are the consumption trends in terms of opportunities and seasonality

of demand

k) Emerging styles/designs

l) Regional disparities in consumer behavior

m) Range/product opportunities

n) Competitor pricing – Identifying the products and brands which are

competitive products to the list of 19 Khadi textiles identified below.

Analysis of the price of each competitive textiles vis-à-vis the respective

Khadi textiles. Further analysis of the various parameters and

factors which lead to a price differentiation in a particular competitor

product category, for e.g., the quantum of price change due to change in

various product features, design, value proposition and parameters like

printing, embroidery, etc.

S.No. Item

1. Cotton Shirt

2. Polyester Cotton Shirt

3. Silk Shirts

4. Bath Towel

5. Hand Towel

6. Single Bed Sheet

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7. Double Bed Sheet

8. Cotton Kurta payjama

9. Woollen Shawl – Ladies

10. Woollen Shawl – Gents

11. Woollen Jackets

12. Pochampalli Silk Saree

13. Dharmavaran Silk Saree

14. Kanjivaram Silk Saree

15. Korvai Silk Saree

16. Ikat Silk Saree

17. Banarasi Silk Saree

18. Tassar Silk Saree

19. Muga Silk Saree

Expert Opinions (Textiles): The scope of the survey shall also include

survey/focused group discussions with experts/thought leaders in the apparel

industry, established fashion designers, marketing and advertising professionals

on Khadi apparel and garments sector. The number of such experts shall not

be less than 15 in number. The agency will have to furnish the details of the

experts to be surveyed, to KVIC and seek prior approval. KVIC reserves the

right to approve or disapprove any such expert out of the proposed 15 experts.

The MR agency has to provide soft copy transcripts (audio or video

tapes) to KVIC for all expert opinion surveys/ one to one or focused

discussions.

Objectives and outcomes of the expert opinion on businesses that operate within

the field of traditional textiles and to understand their perception of the potential

of Khadi should address the following but not restricted to:

a) Ease towards usage of Khadi apparels and home textiles vis-a-vis other

apparels in terms of design, acceptability in market etc

b) Possible retail strategies specific to Khadi apparels and Khadi home

textiles

c) Possible merchandizing strategies specific to Khadi apparels and Khadi

home textiles

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d) Socio cultural trends which leads to promotion of brand Khadi

e) Promotion of Khadi apparels and Khadi home textiles through different

communication channels and media

f) Fashion trends possible with Khadi apparels

g) Positioning of Khadi as an exclusive brand

h) Issues and challenges in the industry

i) Critical success factors

7 Deliverables and Payment terms

7.1 Deliverables

Sl.

No.

Milestones Timelines in days

1 Date of issue of LoI T0

2 Sampling plan, Instrument / Questionnaire

design

T7

3 Survey outputs (For expert opinions, MR

agency to furnish recorded conversation of

audio tapes, soft copy transcripts to KVIC)

T40

4 Draft Report and presentation T45

5 Final Report and presentation T60

7.2 Payment Terms

10% of the Contract value will be paid as mobilization advance against

submission of the bidder’s claim supported by equivalent amount of

(Bank Guarantee) BG, as mentioned under Clauses pertaining to Security

Deposit, and the same will be valid till final execution of the order. The successful

bidder shall submit its claim to the controlling officer of this contract for giving

effect of the payment.

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70% of the contract value will be paid within 15 days after submission of

draft report(s), presentation & other deliverables to KVIC and acceptance of the

same by the controlling officer KVIC.

Balance 20% of the contract value as full as final settlement will be paid

within 15 days on successful completion of the work and submission of final

deliverable /final reports and acceptance of the same by the controlling officer

from KVIC.

The payment milestones during the course of the assignment are as follows.

Sl. No. Milestones Terms

1 Payment against advanced Bank

Guarantee

10% of order value

2 Draft Report, presentation and

submission of Survey outputs for expert

opinions (MR agency to furnish soft copy

of transcripts recorded conversation of

audio tapes to KVIC)

70% of order value

3 Final Report and presentation 20% of order value

Note: Payments after every stage will be released only after acceptance of

deliverables by KVIC

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8 General Terms and Conditions of RFP

8.1 Invitation for Proposal

This “Invitation for Proposal” is for “Market Research Services for Khadi and

Village Industries Commission (KVIC)”.

Sealed offers (both Technical and Financial) prepared in accordance with the

procedures enumerated in this document

8.2 Clarification and Amendment of RFP Documents

Any observation on any aspect of the RFP may please be communicated to KVIC

at the e-mail mentioned in the Data Sheet not later than 31st December 2010.

The observations will be evaluated and any necessary amendments will be

absorbed into the RFP in the form of a corrigendum which will be updated on the

KVIC website if required.

Also, KVIC may choose to conduct a pre-bid conference for answering the queries

related to the engagement, if required. The date, venue and time of the pre-bid

conference will be uploaded on the KVIC website. Prospective bidders are

requested to check the website frequently for any update.

If KVIC do not wish to conduct the pre-bid conference, response to the pre bid

queries of the agencies shall be e-mailed to the respective agencies by 6th

January 2011.

For Bidders who purchase the tender document from KVIC office between 1st January 2011 and 6th

January 2011, Pre bid queries shall be entertained till 6th January 2011

8.3 Address of Correspondence

The Bidder shall send correspondence / communication at the official mailing

address, e-mail and fax number as mentioned by KVIC in the Data Sheet.

22




8.4 Cost incidental to RFP Preparation

Bidders shall bear all costs associated with the preparation and submission of

their proposals and contract negotiation. KVIC is not bound to accept any

proposal, and reserves the right to annul the selection process at any time

prior to Contract award, without any liability to the bidders.

8.5 Preparation of Proposal

One Bidder can submit only one Bid in response to this Tender Document.

No Bidder is allowed to submit more than one Bid. No consortium bids will be

allowed.

The bidders are requested to submit a Proposal written in the language(s)

specified in the Data Sheet. The bidder is requested to confirm by e-mail to

Director Marketing, KVIC email ID: [email protected], KVIC and

Director (RID) KVIC email [email protected] after successfully downloading

the RFP document.

8.5.1 Technical Proposal

a. In preparing the Technical Proposal, the bidders are expected to examine

the documents comprising this RFP in detail. Material deficiencies in

providing the information requested may result in rejection of a Proposal.

b. The technical proposal should also comprise the following as per format:

Form 1 Cover Letter – Technical Proposal

Form 3 Pre-qualification compliance checklist

Form 4 About the organization and relevant experience

Form 5 Work Plan

Form 6 Project Approach and Methodology

Form 7 Team Deployment

Form 8 CV’s

Form 12 Documental evidence in favor of Authorized signatory

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c. In addition to the above the bidder may also include details on:

i. Accreditation /rating, by Independent Certifying Agencies, if any.

ii. Other details as called for in the bid documents or which the bidder

may like to highlight (if any)

8.5.2 Financial Proposal

a. In preparing the Financial Proposal, the bidders are expected to take into

account the requirements and conditions of the RFP document. The Financial

Proposal should follow Standard Forms as provided in the RFP document and

list all costs associated with the Assignment.

b. Price Bid should comprise of the following :

Form 9 Cover Letter – Financial Proposal

Form 10 Price Schedule

c. The Bidders should express the price of their services in Indian Rupees.

8.6 RFP Document Fee

a. Interested bidders may obtain the RFP document from KVIC on payment of Rs.

1000/- by 6th January 2011 and between 10 AM and 5 PM on working days.

The payment will be accepted in the form of crossed demand draft drawn on

any scheduled bank, payable at par in Mumbai in favor of ‘Chief Executive

Officer, Khadi and Village Industries Commission’, Mumbai.

b. In case of downloading the RFP document, a RFP Document fees of Rs. 1000/-

in the form of crossed demand draft drawn on any scheduled bank, payable at

par in Mumbai in favor of ‘Chief Executive Officer, Khadi and Village Industries

Commission’, Mumbai has to be submitted along with the bid.

c. Proposals not accompanied by RFP Document Fee shall be rejected as non-

responsive.

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8.7 Earnest Money Deposit

a. Bid Security i.e Earnest money amounting to Rs.20,000/- (Twenty

thousand only) in the form of Demand Draft/Bankers Cheque drawn in favor

of “Chief Executive Officer, KVIC, Mumbai-400 056. on any Scheduled Bank

approved by Reserve Bank of India, must be submitted along with the

Proposal. Earnest Money in any other form will not be accepted.

b. Proposals not accompanied by EMD shall be rejected as non-responsive.

c. No interest shall be payable by the Client for the sum deposited as EMD.

d. The EMD of the unsuccessful bidders would be returned within one

month of finalization of the contract

e. The EMD shall be forfeited in case of the following events:

i. If Proposal is withdrawn during the validity period or any extension

agreed by the bidder thereof.

ii. If the Proposal is varied or modified in a manner not acceptable to KVIC

after opening of Proposal during the validity period or any extension

thereof.

iii. If the bidder tries to influence the evaluation process.

8.8 Submission, Receipt and Opening of Proposals

a. The original proposal, both Technical and Financial Proposals shall contain no

interlineations or overwriting, except as necessary to correct errors made

by the bidders themselves. The person who has signed the proposal must

initial such corrections. Submission letters for both Technical and Financial

Proposals should respectively be in the formats mentioned in the RFP

document.

b. An authorized representative of the bidder shall initial all pages

of the original Technical and Financial Proposals. The authorization

shall be in the form of a written power of attorney or copy of board

resolution or in any other form demonstrating that the representative

has been duly authorized to sign.

25




c. Two physical hard copies of the Technical and one copy of financial

proposal should be submitted.

d. In addition to the physical hard copy, the technical proposal should

also be submitted in soft copy in two separate CDs having a pdf

version which is not password protected.

e. The process for submission of bids is explained as below:

i. Cover 1: Earnest Money

ii. Cover 2: Technical Bid (2 copies and 2 CD’s in the cover)

iii. Cover 3: Financial Bid (1 copy in the cover)

iv. Cover 4: RFP Document Fee (containing demand draft; applicable only for

agencies who have downloaded the RFP from KVIC website)

v. Cover 5: The envelope/ cover shall contain Cover 1, 2, 3 and 4

f. Cover 1: A letter, in a separate sealed cover, enclosing Earnest Money,

should be submitted with the Bid. The envelope should be superscripted

with “Cover 1 – Earnest Money” and the Tender Number & Due Date

should also be mentioned. The envelope shall only contain Bid Security

i.e. Earnest Money, to be submitted as per Earnest Money Clause of the

General Conditions of Contract. If Earnest Money is not submitted as per

Clause in the General Conditions of the contract, Technical and Financial bid

shall not be opened.

g. Cover 2: All copies of the Technical bid including CD’s should be put in a

single sealed cover, mentioning the Tender Number & Due Date, and

super scribing the wordings "Cover 2 - Technical Bid". [One copy of

the technical proposal should be marked as "Original" and other as "Copy

1"]. Please note that prices should not be indicated in the Technical Bid. The

bid will be treated as cancelled or non responsive in case there is a mention

of price or commercials in the Technical bid.

h. Cover 3: Single copy of financial bid should be put in a single sealed cover,

mentioning the Tender Number & Due Date, and super scribing the wordings

"Cover 3 - Financial Bid".

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i. Cover 4: Agencies who have downloaded the Request for Proposal from

KVIC’s website (www.kvic.org.in) need to pay non refundable RFP Document

fees of Rs. 1000/- in the form of crossed demand draft drawn on any

scheduled bank, payable at par in Mumbai in favor of ‘ Chief Executive

Officer, Khadi and Village Industries Commission’, Mumbai. The Demand

Draft shall be placed in a separate envelope. The envelope should be marked

as “Cover 4 – RFP Document Fee”. In absence of the DD the bid shall be

treated as non-responsive

j. Cover 5: All the above four envelopes, Cover-1, Cover-2, Cover-3 and

Cover-4 shall then be placed in the 5th Cover and to be submitted duly

sealed. The Tender No., Due Date, Item etc. should be clearly indicated on

the 5th Cover, along with mention of four above covers as enclosed.

k. All the envelopes/cover thus prepared should also indicate clearly

the name and address of the Bidder, to enable the Bid to be returned

unopened in case it is declared "Late".

l. In the event of any discrepancy between the bid copies, the “Original” shall

govern.

m. The envelopes containing the Earnest Money and the Technical bid and the

Financial bid shall be opened by KVIC on the scheduled dates and time in

presence of bidders or their authorized representatives.

n. If Earnest Money and Cost of Bid (applicable for bidders who have not

purchased the bid from KVIC) is not submitted as per Clause in the General

Conditions of the contract, the Technical and Financial bids shall not be

opened and the same shall be returned to the bidders or their authorized

representatives.

o. No price adjustment by the bidder shall be accepted after opening of the bid

documents.

p. All bidders shall ensure that all pre-requisites as mentioned above are duly

fulfilled by them and if there be any dispute regarding non-submission of

27




any documents, incomplete documents, KVIC reserves the right to exclude

the bidder from participation without assigning any reason.

q. No deviations in the terms and conditions as laid out in the RFP will be

accepted.

r. KVIC shall not be responsible for misplacement, loss, premature opening

or damage to the envelope during submission through postal/courier

dispatches. In all such cases if the envelopes are not sealed and/or

marked as stipulated, this may lead to rejection of the proposal.

s. Telegraphic / Tele fax / Telex / E-mail submissions / quotations

will not be accepted.

t. If the Financial Proposal is not submitted in a separate sealed envelope

duly marked as indicated above, this will constitute grounds for declaring the

Proposal non-responsive.

u. The Proposals must be sent to the address/addresses indicated in the

Data sheet and received by the Client no later than the time and the date

indicated in the Data sheet, or any extension to this date. Any proposal

received by the Client after the deadline for submission shall be returned

unopened.

8.9 Last Date of Submission for Bids

The bids should be submitted no later than 3.00 PM on 7th January 2011.

8.10 Late Bids

Any bid received by the KVIC after the appointed time on the last date for receipt

of bids prescribed by the KVIC, will be rejected and/or returned unopened to the

Bidder.

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8.11 Period of validity of Bids

Bids shall remain valid for 90 days after the date of submission of the proposal.

A bid valid for a shorter period will be rejected as non-responsive.

In exceptional circumstances, KVIC may solicit the Bidder's consent to

an extension of the period of validity. The request and the responses thereto shall

be made in writing (or by fax). A Bidder may refuse the request without

forfeiting its bid security. A Bidder accepting the request will not be permitted to

modify its bid.

8.12 Modification & Withdrawal of Bids

8.12.1 Amended Proposals

A Bidder may submit an amended proposal before the deadline for receipt of

proposals in consent with KVIC. Such amended proposals must be complete

replacements for a previously submitted proposal and must be clearly identified

as such in the transmittal letter. KVIC personnel will not merge, collate, or

assemble proposal materials. No bid shall be modified subsequent to the last date

for receipt of bids.

8.12.2 Bidder’s Rights to Withdraw Proposal

Bidders will be allowed to withdraw their proposals at any time prior to the

deadline for receipt of proposals in consent with KVIC. The Bidder must submit a

written withdrawal request signed by the Bidder’s duly authorized representative

addressed to the concerned authority mentioned in the datasheet.

The Bidder may modify or withdraw its bid after the bid's submission, provided

that written notice of the modification or withdrawal is received by KVIC prior to

the last date prescribed for receipt of bids.

The withdrawal requests received after the deadline for receipt of the proposals

will not be accepted.

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No bid shall be withdrawn in the interval between the last date for receipt of bids

and the expiry of the bid validity period specified herein. Withdrawal of a bid

during this interval shall result in the Bidder's forfeiture of its bid security

8.12.3 Terms & Conditions for Bidders

Printed terms and conditions of the Bidders will not be considered as forming part

of their bids.

8.12.4 Clarifications on Bids

When deemed necessary, KVIC may seek clarifications on any aspect

from the Bidder on Technical bid.

However, if price change is envisaged due to any clarification, supplementary bid

in a separate sealed cover, commensurate with addition/ deletion only, shall be

submitted prior to price bid opening only if agreed by KVIC.

30




8.13 Contract Deviations

No deviations in the terms and conditions as laid out in the RFP will be accepted.

8.14 Bidder Qualifications

The KVIC Tender Committee may make such investigations as necessary to

determine the ability of the Bidder to adhere to the requirements specified within

this RFP.

The KVIC Tender Committee will reject the proposal of any Bidder who is not a

responsible Bidder or fails to submit a responsive offer.

8.15 Right to Waive Minor Irregularities

The KVIC Tender Committee overseeing the RFP reserves the right to waive

minor irregularities. The Committee also reserves the right to waive mandatory

requirements provided that all of the otherwise responsive proposals fail to meet

the same mandatory requirements and/or doing so does not otherwise materially

affect the procurement. This right is at the sole discretion of the Committee.

8.16 Change in MR AGENCY Representatives

KVIC reserves the rights to request a change in MR Agency representatives if the

assigned representatives are not, in the opinion of KVIC, meeting its needs

adequately.

8.17 Right to Publish

Throughout the duration of this bidding process and contract term, potential

Bidders and contractors must secure from KVIC written approval prior to the

release of any information that pertains to the potential work or activities covered

by this procurement or the subsequent contract. Failure to adhere to this

requirement may result in disqualification of the Bidder’s proposal or termination

of the contract.

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8.18 Compliance with Mandatory Requirements

All proposals will be reviewed for compliance with the mandatory requirements as

contained within the RFP. Proposals deemed non-responsive will be eliminated

from further consideration.

8.19 Requests for clarifications on bids

The KVIC Tender Committee may at its sole discretion contact the Bidder for

clarification of the response.

8.20 External Information Sources

The KVIC Tender Committee may use other sources of information in proposal

evaluation as required.

8.21 Collusive Proposal

Bidders and their employees, agents, advisors and any other person associated

with the bidder, must not engage in any collusive proposal, anti competitive

conduct or any other similar conduct with any other bidder or any other person in

relation to the preparation or lodgment of response.

In addition to any other remedies available under any law or any contract, KVIC

reserves the right, in its sole and absolute discretion, to reject any submission

lodged by a bidder that engaged in any collusive proposal, anti competitive

conduct or any other similar conduct with any other bidder or any other person in

relation to the preparation or lodgment of proposals.

8.22 Return of Information to KVIC

KVIC reserves the right, in its sole and absolute discretion, to demand that at any

stage all written information provided by KVIC (whether confidential or otherwise

and without regard to the type of media on which such information was provided

to any bidder, including all copies of such information) be:

32




• Returned to KVIC, in which case the bidder must promptly return all such

information to the address identified by KVIC; or

• Destroyed by the bidder, in which case the bidder must promptly destroy all

such information and provide KVIC with written certification that it has been

destroyed.

8.23 Conflict of Interest

The Client requires that Bidder to provide professional, objective, and impartial

advice and at all times hold the Client's interests paramount, strictly avoid

conflicts with other Assignment/jobs or their own corporate interests and act

without any consideration for future work.

Without limitation on the generality of the foregoing, MR Agency, and any

of their affiliates, shall be considered to have a conflict of interest and shall not

be recruited, under any of the circumstances.

8.24 False or Misleading Claims

KVIC may in its absolute discretion exclude or reject any proposal that in the

reasonable opinion of KVIC contains any false or misleading claims or statements.

KVIC has no liability to any person or agency for excluding or rejecting any such

proposal.

8.25 No Reliance

Bidders must form independent judgments about any information and other

figures in the RFP. Bidders must make their own enquiries to form their

judgments. KVIC has no liability to any person who acts or fails to act in reliance

on any information or figures in this RFP.

8.26 Amendment to the Contract

No variation or modification of the terms of the Contract shall be made except by

written amendment signed by both the parties i.e. the organization/agency and

the KVIC.

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8.27 Assignment sub contract

The Bidder shall not assign or sub contract, in whole or in part, its

obligations to perform under the Contract, except with written prior

permission of KVIC.

8.28 Taxes & Duties

All Custom Duties, Excise Duties, Sales Taxes, levies, local taxes, VAT, work

contract tax and other Taxes and Duties, Levies payable by the bidder in respect

of the transaction made by the bidder procuring any components, services etc.

shall be included in the bid price and no separate claim on this behalf will be

entertained by KVIC.

Wherever Excise duty, Service Tax, VAT etc. is applicable, the due credit under

the MODVAT (Modified Value Added Tax) scheme as per the relevant Government

policies wherever applicable, shall be taken into account by the Bidder while

quoting bid price.

As regards the Income Tax, surcharge on Income Tax and other taxes including

tax deduction at source, the Bidder shall be responsible for such payment to the

concerned authorities within the prescribed period.

Bidders will have to clearly indicate the modvatable amount included in their price

for which relevant documents will have to be submitted by them for claiming the

modvat by the client.

8.29 Modification and Variation in Contract

The Client may at any time, by a written order given to the organization/agency,

make changes within the general scope of the Contract. If any such change

causes an increase or decrease in the cost of, or the time required for, the

organization/agency performance of any part of the work under the Contract,

34




whether changed or not changed by the order, an equitable adjustment

mutually agreed upon, shall be made in the Contract Price or delivery schedule,

or both, and the Contract shall accordingly be amended. Any claims by the

organization/agency for adjustment under this Clause must be asserted within 7

days from the date of the organization/agency receipt of the Client’s changed

order.

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9 Evaluation Process

KVIC will undertake a three step evaluation that is mentioned below.

• The first step of evaluation will be a pre-qualification evaluation

stage where only those bidders who qualify the pre-qualification criteria

are considered for the second stage.

• The second stage of evaluation will be technical evaluation stage.

The technical proposals shall be evaluated on a total score of 85. The

bidder would scores a minimum of 55 marks in the technical evaluation

stage mentioned below, shall be called for a technical presentation.

• The third stage of the evaluation shall be technical presentation

consisting of 15 marks

• The aggregate qualifying mark for technical evaluation stage and technical

presentation shall be 70. Only the bidders achieving the qualifying mark

shall be eligible for being considered for the Financial Bid.

• The fourth stage will be financial bid evaluation.

9.1 Pre-Qualification Criteria for bidders

S. No. Qualification Criteria Supporting documents to

be submitted

1. The Bidder should have an annual

financial turnover of INR 1 Crore

ending March 31 for each of the last

three years i.e. 2007-08, 2008-09,

2009-10

Proof of which is to be

submitted in the form of

audited/certified balance

sheets and income

statements

2. Bidder should be a registered

company, a registered partnership

firm or an LLP and should be in

existence in the business for at least

3 years in India.

Copy of the Certificate of

Incorporation for a company

or registered partnership

deed of the firm

3. The Bidder should have completed Copy of the Work Order and

36




S. No. Qualification Criteria Supporting documents to

be submitted

at least three market research

assignments worth a minimum of

Rs. 10 Lacs each for Central

Government/ State Government/

Government Body/ PSU/Public

Sector Banks / Private enterprises in

last three years

completion certificate

4. The Bidder should have an office in

Mumbai.

Address of Office with contact

details.

5. The bidder should have executed

similar or related assignments in

apparels (at least one) in last three

years

Copy of the Work Order and

completion certificate

6. The Bidder should not have been

Blacklisted or involved in any

Corrupt & Fraudulent Practices by

any Central/ State government

ministry/affiliate or Public sector

undertaking.

Company Secretary certified

document

KVIC will verify compliance to the pre qualification criteria of the RFP. The bids

which do not conform to the conditions shall be straight away rejected. Only

those bids shall be considered for further evaluations who qualify as per the pre

qualification criteria mentioned above.

9.2 Evaluation of bids

The technical proposals will be opened on the mentioned date in this RFP. The

Technical Bid will be examined by the KVIC Tender Committee on the basis of

responsiveness to the scope of work, applying the evaluation criteria and points

system specified below.

37




Criteria Maximum Score

Part 1: Evaluation of Technical Proposal

1. Approach and methodology for project execution 25

2. Bidder’s relevant experience 30

3. Qualifications & experience of team members

(based on CVs)

30

TOTAL 85

Part 2: Evaluation of Technical Presentation for

Select bidders as explained above

1. Understanding of the assignment objectives 7

2. Sampling plan and approach to the assignment 8

TOTAL 15

GRAND TOTAL ON TECHNICAL EVALUATION 85+15 =100

The technical evaluation will have to score a minimum of 70 marks. The

Technically qualified bidders will be evaluated financially.

The financial proposal with lowest summarized total cost will be given a financial

score of 100 and other proposals given financial scores that are inversely

proportional to their prices.

Financial Score of Firm = 100 x (LP/QP)

Where

(i) LP = Lowest Price and

(ii) QP = Quoted Price of Firm

The total score for a bidder, considering its technical and financial bid will be

computed as per the following formula:

Technical proposal will be given a weight of 70 and financial proposal will

be given a weight of 30.

The total score S shall be, S = St x 0.70 + Sf x 0.30

Where S = Total Score

St = Score on Technical Proposal

Sf = Score on Financial Proposal

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10 General Conditions of the Contract

10.1 Address of Correspondence

The MR Agency shall send correspondence / communication at the official mailing

address, e-mail and fax number as mentioned by the Client in the Data Sheet.

10.2 Relationship between the Parties

Nothing mentioned herein shall be constructed as relationship of master and

servant or of principal and agent as between the ‘KVIC’ and ‘MR Agency’.

10.3 Standards of Performance

The MR Agency shall perform the services and carry out their obligations under

the Contract with due diligence, efficiency and economy in accordance with

generally accepted professional standards and practices. The MR Agency shall

always act in respect of any matter relating to this contract as faithful advisor to

KVIC. The MR Agency shall always support and safeguard the legitimate interests

of KVIC, in any dealings with the third party. The MR Agency shall abide by all the

provisions/Acts/Rules etc. prevalent in the country. The MR Agency shall conform

to the standards laid down in RFP in totality.

10.4 Delivery and Documents

The MR Agency shall submit all the deliverables on due date as per the delivery

schedule. The MR Agency shall not without the KVIC’s prior written consent

disclose the Contract, drawings, specifications, plan, pattern, samples to any

person other than an entity employed by KVIC for the performance of the

Contract. In case of termination of the Contract, the entire document used by MR

Agency in the execution of project shall become property of KVIC.

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10.5 Intellectual Property Rights

No services covered under the Contract shall be sold or disposed by the MR

Agency in violation of any right whatsoever of third party, and in particular, but

without prejudice to the generality of the foregoing, of any patent right,

trademark or similar right, or any charge mortgage or lien. The MR Agency shall

indemnify the KVIC from all actions, costs, claims, demands, expenses and

liabilities, whatsoever, resulting from any actual or alleged infringement as

aforesaid and at the expenses of the MR Agency, KVIC shall be defended in the

defense of any proceedings which may be brought in that connection.

10.6 Return of Information to KVIC

KVIC reserves the right, in its sole and absolute discretion, to demand that at any

stage all written information provided by KVIC (whether confidential or otherwise

and without regard to the type of media on which such information was provided

to any MR Agency, including all copies of such information) be:

• Returned to KVIC, in which case the MR Agency must promptly return all such

information to the address identified by KVIC; or

• Destroyed by the MR Agency, in which case the MR Agency must promptly

destroy all such information and provide KVIC with written certification that it

has been destroyed.

10.7 Amendment to the Contract

No variation or modification of the terms of the Contract shall be made except by

written amendment signed by both the parties i.e. the MR Agency and KVIC.

10.8 Assignment

The MR Agency shall not assign the project to any other agency, in whole or in

part, to perform its obligation under the Contract, without the KVIC’s prior written

consent.

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10.9 Suspension

KVIC may, by written notice to MR Agency, suspend all payments to the MR

Agency hereunder if the MR Agency fail to perform any of its obligations under

this Contract including the carrying out of the services, provided that such notice

of suspension

a) Shall specify the nature of failure

b) Shall request the MR Agency to remedy such failure within a period not

exceeding fifteen (15) days after receipt by the MR Agency of such notice of

failure.

10.10 Legal Jurisdiction

All legal disputes between the parties shall be subject to the jurisdiction of the

Indian Laws. If a dispute arises out of or in connection with this

contract/agreement, or in respect of any defined legal relationship associated

herewith or derived therefrom, the parties agrees either to seek an amicable

settlement of that dispute by conciliation under the ICADR Conciliation Rules,

1996 or to submit that dispute to Arbitration under the ICADR Arbitration Rules,

1996. The authority to appoint Conciliator/Arbitrator shall be the International

Centre for Alternative Dispute Resolution.

The International Centre for Alternative Dispute Resolution will provide

administrative service in accordance with the ICADR Conciliation/Arbitration Rules,

1996. The place of conciliation/arbitration proceedings shall be Mumbai.

10.11 Notice

Any notice, request or consent required or permitted to be given or made

pursuant to this contract shall be in writing. Any such notice, request or consent

shall be deemed to have been given or made when delivered in person to an

authorized representative of the party to whom the communication is addressed,

or when sent to such party at the address mentioned in the Contract Agreement.

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10.12 Limitation of Liabilities

a) Either party will accept liability without limit. For death or personal injury

caused to the order party by its negligence or the negligence of its employees

acting in the course of their employment;

o Any other liability which by law either party cannot exclude.

o This does not in any way confer greater rights than what either

party would otherwise have at law

b) The Contract does not contemplate any consequential, indirect, loss, profit,

claim for tort or similar damages of any form to be paid by the MR Agency to

KVIC or any other organizations

c) Notwithstanding anything to the contrary contained in this Contract, in no

event will the MR Agency be liable to KVIC, whether a claim be in tort,

contract or otherwise; for any amount in excess of 100% of the total

professional fees payable for the respective Project provided that this

limitation shall not apply to any obligation of MR Agency to indemnify to KVIC

with respect to intellectual property right infringement.

d) No action regardless of form, arising out of this Contract may be brought be

either party more than one year after the cause of action has accrued

10.13 Miscellaneous

a) The end product of the work assignment carried out by the MR Agency, in any

form, will be the sole property of KVIC.

b) In the event the MR Agency or the concerned Division of the company is taken

over / bought over by another company, all the obligations under the

agreement with KVIC, should be passed on the compliance by the new

company new division in the negotiation for their transfer

10.14 Performance Bank Guarantee

1. Within 7 days of notifying the signing of the contract, the MR AGENCY shall

furnish a Performance Bank Guarantees (PBG), as per format, amounting

to 10% of the total contract value for the entire contract period as its

commitment to perform services under the contract.

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2. Failure to comply with the requirements shall constitute sufficient grounds

for the forfeiture of the PBG.

3. The PBG shall be released immediately after expiry of contract provided

there is no breach of contract on the part of the MR Agency.

4. No interest will be paid on the PBG.

5. The duration of contract will be for a period of 120 days from the date

of signing of contract.

10.15 Liquidity Damages

This RFP is for selection of the MR Agency for execution of this assignment under

the RFP from time to time. If during execution of the contract, following problems

are found, then a penalty of 0.5% of the Contract value per week for each

assignment arising out of the RFP, (subject to maximum of 20% of the

total contract value) may be imposed by KVIC, which will be the part of the

contract:

1. Quality of deliverable is not up to the mark, (till the quality is improved to

the required extent)

2. Delays in deliverables

3. The work is either not complete or not completed satisfactorily as per the

approved time schedule or the quality of deliverable.

If the delay is beyond 1 month on any of the milestones then KVIC may rescind

the Contract and shall be free to get it done from some other source at the risk

and costs of the MR Agency. The MR Agency may be debarred for applying in

future projects of similar scope with KVIC.

10.16 Termination of Contract

The MR Agency association with KVIC will terminate in following ways:

1. The term of Contract expires

2. Termination of Contract by KVIC due to non-performance during the

execution of Project

a. Performance is below expected level

b. Non adherence to the timelines of the Project

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c. Quality of work is not satisfactory

10.17 Termination for Insolvency, Dissolution

KVIC may at any time terminate the Contract by giving written notice to the MR

Agency, if the MR Agency becomes bankrupt or otherwise insolvent or in case of

dissolution of MR Agency or winding up of MR Agency. In this event, termination

will be without compensation to the MR Agency, provided that such termination

will not prejudice or affect any right of action or remedy, which has accrued or

will accrue thereafter to KVIC.

10.18 Force Majeure

1. The MR Agency shall not be liable for forfeiture of its PBG or termination of

contract for default if and to the extent that it’s delay in performance or

other failure to perform its obligations under the Contract is the result of

an event of Force Majeure.

2. For purposes of this clause, “Force Majeure” means an event beyond the

control of the MR Agency and not involving the MR Agency fault or

negligence, and not foreseeable. Such events may include, but are not

restricted to, acts of the KVIC in its sovereign capacity, wars or revolutions,

riot or commotion, earthquake, fires, floods, epidemics, quarantine

restrictions and freight embargoes.

3. If a Force Majeure situation arises, the MR Agency shall promptly notify

KVIC in writing of such condition and the cause thereof. Unless otherwise

directed by KVIC in writing, the MR Agency shall continue to perform its

obligations under the Contract as far as is reasonably practical, and shall

seek all reasonable alternative means for performance not prevented by

the Force Majeure event.

44




11 Data sheet

S.No Particulars Details

1. The name of the Client is: Khadi and Village Industries Commission

(KVIC)

2. Address of the Client Gramoday", 3, Irla Road, Vile Parle

(West), Mumbai, PIN-400 056.

Maharashtra, India

3. Contact Number Director Marketing 022-26716680

Director RID 022-26711593

4. Facsimile number Director Marketing 022-26241738

Director RID 022-26711593

5. e-mail Director Marketing:

[email protected]

Director RID

[email protected]

6. Method Of Selection Quality and Cost Based Selection

7. Technical and Financial

Proposal are requested

As specified in the RFP

8. Name of Assignment Market Research Services for Khadi and

Village Industries Commission (KVIC)

9. Description of assignment

scope

Kindly refer to the scope of work in the

RFP

10. Pre Bid Queries To be sent by email or fax by 31st Dec

2010, (for Bidders who purchase the tender

document from KVIC office between 1st January

2011 and 6th January 2011, Pre bid queries shall be

entertained till 6th January 2011)

11. Response to Pre Bid Queries Shall be emailed / faxed by 6th January

2011 (for Bidders who purchase the tender

document from KVIC office between 1st January

2011 to 6th January 2011, Pre bid queries shall be

entertained till 6th January 2011)

12. Pre Bid conference May be conducted at the discretion of

45




KVIC.

13. Pre-Bid conference time, date

and venue

Update shall be provided at KVIC website

14. Contact Person Director (Marketing), KVIC, Mumbai

Director (RID), KVIC, Mumbai

15. Tender Document Fees Rs. 1000/-

16. Language of Proposal and all

reports

English

17. Period of Contract 120 days from the date of signing of

contract

18. Submission date of Proposal On or before 7th January 2011 by 3 PM

19. Validity of Proposal/Bid Valid for 90 days after the date of

submission of the proposal

20. Date and time of Opening the

Technical Bid

Shall be communicated all bidders by

KVIC

21. Date and time of Technical

Presentation

Shall be communicated to qualified

bidders by KVIC

22. Date and time of Opening the

Financial Bid

Shall be communicated to qualified

bidders by KVIC

46




12 Detailed Formats

KVIC requests the Proposals from bidders as per the proposal formats to be used

by the bidders for submitting their Proposals for selection of MR AGENCY under

the RFP.

S.No Form Description

1. Form 1 Cover Letter – Technical Proposal

2. Form 2 Pre-Bid queries format

3. Form 3 Pre-qualification compliance checklist

4. Form 4 About the organization and relevant experience

5. Form 5 Work Plan

6. Form 6 Project Approach and Methodology

7. Form 7 Team Deployment

8. Form 8 CV format

9. Form 9 Cover letter - Financial Proposal

10. Form 10 Price Schedule

11. Form 11 Performance Bank Guarantee Format

12. Form 12 Documental evidence in favor of Authorized signatory

(no prescribed format)

47




12.1 Form 1 - Cover Letter – Technical Proposal

Date:

RFP No:

To,

Director (Marketing),

Khadi & Village Industries Commission,

3, Gramoday, Irla Road, Vile Parle (W),

Mumbai – 400 056.

Subject: Technical proposal for “Market Research Services for Khadi and Village

Industries Commission (KVIC)”. (RFP No. KVIC/KRDP/MR-1)

Dear Sir,

1. We, the undersigned, having carefully examined the referred RFP, offer to

propose for the selection as market research agency, in full conformity

with the said RFP.

2. We have read the all the provisions of RFP and confirm that these are

acceptable to us.

3. We further declare that additional conditions, variations, deviations, if any,

found in our proposal shall not be given effect to.

4. We agree to abide by this Proposal, consisting of this letter, our Technical

and Financial Proposals, documental evidence supporting Authorized

Signatory, and all attachments, for a period of 90 days from the date fixed

for submission of Proposals as stipulated in the RFP and modifications

resulting from contract negotiations, and it shall remain binding upon us

and may be accepted by you at any time before the expiration of that

period.

48




5. Until the formal final Contract is prepared and executed between us, this

Proposal, together with your written acceptance of the Proposal and your

notification of award, shall constitute a binding contract between us.

6. We declare that we do not have any interest in downstream business,

which may ensue from the RFP prepared through this assignment.

7. We hereby declare that all the information and statements made in this

proposal are true and accept that any misrepresentation or

misinterpretation contained in it may lead to our disqualification.

8. We understand you are not bound to accept any proposal you receive, not

to give reason for rejection of any proposal and that you will not defray

any expenses incurred by us in bidding.

9. Banker’s Cheque/ Demand draft no. _________ dated ______ drawn in

favor of Chief Executive Officer, Khadi and Village Industries Commission

on ________ for INR 20,000/- (Twenty Thousand only) is enclosed

towards EMD.

10. Banker’s Cheque/ Demand draft no. _________ dated ______ drawn

favor of Chief Executive Officer, Khadi and Village Industries Commission

on ________ for INR 1000/- is enclosed towards RFP document cost as

document was downloaded from website or RFP document was purchased

by us by making payment at KVIC office vide receipt number _____

dated ________ of your office.

Signature……………………………….

In the capacity of………………………

Duly authorized to sign the Proposal

on behalf of………………………

Date………………….. Place………………….

<Company Seal>

49




12.2 Form 2 – Pre Bid Queries Format

Name of the agency:

Contact Person:

Designation:

Address:

Telephone & Fax No:

Email:

S. No Reference

Page No. in

the RFP

Clause No. Observation /

Clarification

sought by the

agency

Suggestion by

the agency

1

2

3

4

5

Any General Query

1

2

Note:

Pre Bid queries from the prospective bidders will be accepted in this format only.

50




12.3 Form 3 – Pre-qualification compliance checklist

S.

No.

Qualification Criteria Supporting

documents to be

submitted

Compliance

[Y/N]

Refer Section

/ Annexure /

Page No. in

the proposal

1. The Bidder should

have an annual

financial turnover of

INR 1 Crore ending

March 31 for each of

the last three years

i.e. 2007-08, 2008-09,

2009-10

Proof of which is

to be submitted in

the form of

audited/certified

balance sheets

and income

statements

2. Bidder should be a

registered company, a

registered partnership

firm or an LLP and

should be in existence

in the business for at

least 3 years in India.

Copy of the

Certificate of

Incorporation for

a company or

registered

partnership deed

of the firm


have completed at

least three market

research

assignments worth a

minimum of Rs. 10

Lacs each for Central

Government/ State

Government/

Government Body/

PSU/Public Sector

Banks / Private

enterprises in last

Copy of the Work

Order and

completion

certificate

51




S.

No.

Qualification Criteria Supporting

documents to be

submitted

Compliance

[Y/N]

Refer Section

/ Annexure /

Page No. in

the proposal

three years


have an office in

Mumbai.

Address of Office

with contact

details.

5. The bidder should

have executed similar

or related assignments

in apparels (at least

one) in last three

years

Copy of the Work

Order and

completion

certificate

6. The Bidder should not

have been Blacklisted

or involved in any

Corrupt & Fraudulent

Practices by any

Central/ State

government

ministry/affiliate or

Public sector

undertaking.

Company

Secretary certified

document

52




12.4 Form 4 – About the organization and relevant experience

12.4.1 About the organization

[Provide here a brief (two pages) description / profile of your

organization for this assignment.]

53




12.4.2 Experience

[Using the format below, provide information on each assignment for

which your firm, was legally contracted either individually as a corporate

entity or as one of the major companies within an association, for

carrying out market research services similar to the ones requested

under this assignment.]

Assignment name: Approx. value of the contract (in Rs.):

Country:

Location within country:

Duration of assignment (months):

Name of Client: Total No of staff-months of the

assignment:

Address: Approx. value of the services provided

by your firm under the contract (in Rs.):

Start date (month/year): Completion

date (month/year):

No of professional staff-months

provided by associated Consultants (if

any):

Name of associated Consultants, if

any:

Name of senior professional staff of

your firm involved and functions

performed (indicate most significant

profiles such as Project

Director/Coordinator, Team Leader):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

54




12.5 Form 5 – Work Plan

Work Schedule

S.No. Activity Weeks

1 2 3 4 5 6 7 8 9 10 11 12 n

S.No Deliverables Timelines in weeks

55




12.6 Form 6: Project Approach and Methodology (Not more than 5 pages)

12.6.1 Approach

12.6.2 Methodology

12.6.3 Understanding of Project Scope

56




12.7 Form 7: Team Deployment Structure

Sl.

No.

Name of Staff Firm Experience

(Years)

Area of

Expertise

Position

Assigned

57




12.8 Form 8: CVs

[Using the format below, provide CV for proposed staff on the assignment]

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: ______________ Nationality:

5. Education [Indicate college/university and other specialized education of staff

member, giving names of institutions, degrees obtained, and dates of

obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the

last 3 years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in

speaking, reading, and writing]:

10. Employment Record [Starting with present position, list in reverse order

every employment held by staff member since graduation, giving for each

employment (see format here below): dates of employment, name of employing

organization, positions held.]:

From [Year]:_______ To [Year]: ______

Employer: _________________________

Positions held: ______________________

Detailed Task Assigned

[List all tasks to be

performed under this

assignment]

Work Undertaken that Best Illustrates Capability to

Handle the Tasks Assigned

[Among the assignments in which the staff has been

involved, indicate the following information for those

assignments that best illustrate staff capability.]

Name of assignment or

Project:_______________________________

Year: ________

Location: ______

58




Client:_____________________________

Main project features: _________________

Positions held: ______________________

Activities Performed: ___________________

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV

correctly describes myself, my qualifications, and my experience. I understand

that any willful mis-statement described herein may lead to my disqualification or

dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff]

Day/Month/Year

Full name of authorized representative: ____________________________________

59




12.9 Form 9: Cover Letter - Financial Proposal

Date:

RFP No:

To,





Sir,

Ref: Financial Proposal – “Market Research Services for Khadi and Village

Industries Commission (KVIC)”. (RFP No. – KVIC/KRDP/MR-1)

We are hereby submitting our complete Financial Proposal. Our attached Financial

Proposal is for the sum of ………………………………… …………………….. [Amount in words

and figures] for the complete assignment.

The amount is inclusive of all taxes, duties, charges and levies, as applicable and

payable under the local laws and subject to all statutory deductions applicable, if

any.

Our Financial Proposal shall be binding upon us subject to the modification

resulting from Contract negotiations made by the Authority at its discretion up to

expiration of the validity period of the Proposal. Each page of the proposal has

been signed by the Authorized Signatory.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Signature……………………………….

In the capacity of………………………

Duly authorized to sign Proposal

on behalf of………………………..

Date………………….. Place………………….

60




12.10 Form 10: Price Schedule

PRICE SCHEDULE

We quote below our firm prices for the assignment in accordance with the KVIC

tender document no: KVIC/KRDP/MR-1

Details Sample

size

Amount in Rs.

(in figures) (in words)

Total Price for Consumer survey

Total Price for Retail and whole

seller survey

Total Price for Expert opinion

survey

Taxes and duties payable

Gross Amount including taxes and duties

Yours sincerely,

Authorized Signatory:

Name and Title of Signatory:

Name of the Agency:

Address:

61




12.11 Form 11: Performance Bank Guarantee

To





In consideration of KVIC, Mumbai acting through ________ (hereinafter referred

to as KVIC which expression shall include his successor and assignees) having

awarded to <name> (hereinafter referred to as “the MR Agency” which

expression , wherever the subject or context permits, includes its successors and

assignees ) a contract for <name of the project> in terms of inter-alia KVIC ‘s

letter No.----Date---- (hereinafter called “the Contract.”) and other General

Terms and Conditions and upon the condition of the MR Agency furnishing

Security for the MR Agency liability under and in connection with the said contract

up to a sum of Rs.-------- amounting to 10% of the total cost.

1. We ______________________ (hereinafter referred to as the Bank or the said

bank) and having our registered office at _____________ do hereby jointly and

severally undertake to guarantee the payment to KVIC in rupees forthwith on

demand in writing and without any protest or demur any or all monies payable by

the MR Agency to KVIC in respect of or in connection with the said contract

inclusive of all KVIC losses and damages and costs. (inclusive between attorney

and client) charges, and expenses and other moneys anywise payable in respect

of the above as specified in the notice of demand made by KVIC to the Bank with

reference to this guarantee up to an aggregate limit of Rs. _____________.

2. We ______________________ further agree that KVIC shall be the sole judge

of and as to whether the said MR Agency has committed any breach or breaches

of any of the terms and conditions of the said contract and the extent of loss,

damages, charges and expenses caused to or suffered by or that may be caused

to or suffered by KVIC on account thereof and the decision of KVIC that the MR

Agency has committed such breach or breaches and as to the amount or amounts

62




of loss, damage, costs, charges and expenses caused to or suffered by KVIC from

time to time shall be final and binding on us.

3. KVIC shall have the fullest liberty without reference to the bank and without

effecting in any way the liability of the said Bank under this guarantee to take any

other security in respect of the obligation and liabilities hereunder or to vary the

contract/ work to be done there under vis-à-vis the MR Agency or to vary the

prices of the total contract value or to release or forbear from enforcement of all

or any other security or any other securities now or anytime held by KVIC and

such arrangements with the MR Agency or release or forbearance whatsoever

shall absolve the bank of the full liability to KVIC hereunder or prejudice the

rights of KVIC against the bank.

4. The guarantee shall not be determined or affected by the liquidation or winding

up of, dissolution or change in constitution or insolvency of the MR Agency but

shall in all respect and for all purposes be binding and operative until payment of

all moneys payable to MR Agency in terms thereof.

5. The bank hereby waives all rights at any time inconsistent with the terms of

this guarantee and the obligations of the bank in terms hereof shall not be in

anywise affected or suspended by reasons of any dispute or disputes having been

raised by the MR Agency (whether or not pending before any arbitrator, Tribunal

or court) or purporting to stop or prevent any payment by the bank to KVIC in

terms thereof. The Bank’s liability under these presents being absolute and

unequivocal.

6. The amount stated in any notice of demand addressed by KVIC to the bank as

liable to be paid to KVIC by the MR Agency or as suffered or incurred by KVIC on

account of any losses, damages, costs, charges and expenses shall be conclusive

evidence of the amount so liable to be paid to KVIC or suffered or incurred by MR

Agency as the case may be and in terms hereof.

7. This guarantee / undertaking shall be in a continuing guarantee / undertaking

and shall remain valid and irrevocable for all claims of KVIC and liabilities of the

MR Agency arising up to and until midnight of <date>

63




8. This guarantee/ undertaking shall be in addition to any other guarantee or

security whatsoever that KVIC may now or any time anywise may have in relation

to the MR Agency obligations or liabilities under and/or in connection with the

said contract, and KVIC shall have full authority to have recourse to or enforce

this security in preference to any other guarantee or security which KVIC may

have or obtain and not forbearance on the part of KVIC in enforcing or requiring

enforcement of any other security shall have the effect of releasing the bank from

its full liability hereunder.

9. It shall not be necessary for KVIC to proceed against the said MR Agency

before proceeding against the Bank and the guarantee herein contained shall be

enforceable against the bank notwithstanding that any security which KVIC may

have obtained or obtain from the MR Agency shall at the time when proceedings

are taken against the said bank hereunder be outstanding or unreleased.

10. We the said bank undertake not to revoke this guarantee during this currency

except with the consent of KVIC in writing and agree that any change in the

constitution of the said bank shall not discharge our liability hereunder.

11. Notwithstanding anything contained herein above, our liability under this

guarantee shall be restricted to Rs………………and this guarantee shall remain in full

force till…………….. and unless a claim is made on us within ……. Months from the

date i.e. before………… all the claims under this guarantee shall be forfeited and

we shall be relieved of and discharged from our liabilities hereunder.

Dated………………. Day of ………………. 2011.

Name of Bank: ------------------------------------

Address: ------------------------------------

Date: ------------------------------------

64




12.12 Form 12: Documental evidence in favor of Authorized signatory

Documental evidence demonstrating, that the representative is an

Authorized signatory of the MR Agency and is duly authorized to sign.

The authorization shall be in the form of a written power of attorney or

copy of board resolution or in any other form demonstrating that the

representative has been duly authorized to sign.

(No specific format)

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