Selection of Consultants for Assistance in preparation of … · 2015-12-29 · for participating...

REQUEST FOR PROPOSAL (RFP)

Selection of Consultants for Assistance in

preparation of strategic roadmap and program

management for Rajasthan State Road Transport

Corporation (RSRTC)

Rajasthan State Road Transport Corporation

Head Office: Parivahan Marg,

Chomu House, Jaipur (Rajasthan) – 302001

Telephone Number: 0141-2373044, 9549456745

Fax: 0141-2374658,2374654,2360313

E-Mail: [email protected]

Website: www.rsrtc.rajasthan.gov.in

Selection of Consultants for Assistance in preparation of strategic roadmap and program management for Rajasthan

State Road Transport Corporation

Page 2

Contents

Disclaimer 3

Definitions 4

Section 1: Letter of Invitation 5

Section 2: Terms of reference 6

Section 3: Instructions to Applicants 14

Section 4: Bid Submission Formats 27



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Disclaimer

The information contained in this Request for Proposal (hereinafter referred to as “RFP”)

provided to the Applicant(s), by Rajasthan State Road Transport Corporation (hereinafter

referred to as “RSRTC” or “the Corporation”) or any of its employees or advisors, on the

terms and conditions set out in this RFP and all other terms and conditions subject to which

such information is provided.

The purpose of this RFP is to provide the Applicant(s) with information to assist in the

formulation of their Applications. This RFP does not purport to contain all the information

each Applicant may require. This RFP may not be appropriate for all persons, and it is not

possible for RSRTC, their employees or advisors to consider the business/ investment

objectives, financial situation and particular needs of each Applicant who reads or uses this

RFP. Each Applicant should conduct its own investigations and analysis and should check

the accuracy, reliability and completeness of the information in this RFP and where

necessary obtain independent advice from appropriate sources. RSRTC, their employees

and advisors make no representation or warranty and shall incur no liability under any law,

statute, rules or regulations as to the accuracy, reliability or completeness of the RFP.

RSRTC may, in their absolute discretion, but without being under any obligation to do so,

update, amend or supplement the information in this RFP.



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Definitions

Unless the context otherwise requires, the following terms whenever used in this RFP and

Agreement have the following meanings:

a) “Applicable Law” means the laws and any other instruments having the force of law

in India as they may be issued and in force from time to time.

b) “Applicant/s” means any private or public entity which expresses interest in this

RFP and submits a formal proposal to RSRTC as per the guidelines of this RFP.

c) “Competent Authority” means the Chairman, RSRTC or Chairman and Managing

Director, RSRTC ( as the case may be).

d) “Committee” means committee constituted by Competent Authority, RSRTC for

evaluation of Technical Proposals.

e) “Consultant” means any private or public entity, on the panel drawn up by RSRTC

in pursuance of this RFP, which will provide the services to the Corporation under the

Agreement.

f) “Agreement” means the Agreement signed by the parties for performing the

Services along with the entire documentation specified in the RFP.

g) “Day” means Calendar day.

h) “Effective Date” means the date on which the agreement comes into force and

effect.

i) “Corporation” means Rajasthan State Road Transport Corporation (RSRTC).

j) “Personnel” means professional and support staff provided by the Consultant and

assigned to perform services to execute an assignment and any part thereof.

k) “Proposal” or “Bid” means proposal (technical and financial) submitted by

Applicants in response to the RFP issued by RSRTC.

l) “Services” means the work to be performed by the Consultant pursuant to the

selection by the Corporation and to the Agreement to be signed by the parties in

pursuance of any specific assignment awarded to them by RSRTC.

m) “Expert” means an individual professional whose skills, qualifications, knowledge

and experience are critical to the performance of the services under the contract.



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Section 1: Letter of Invitation

1.1 Rajasthan State Road Transport Corporation (RSRTC) invites proposals for “Assistance

in preparation of strategic roadmap and program management for RSRTC”.

1.2 The agreement period shall be for a period of 24 months from the date of signing of the

Agreement. During this period, the Consultant shall prepare strategic roadmap and

provide program management services.

1.3 Consultant deployed on job shall use their own infrastructure (e.g. laptops, data cards

etc.) when performing the services as defined in the RFP. RSRTC may provide its

premises for the consultant's official work related to the Agreement.

1.4 Accordingly, through this RFP, Technical and Financial proposals are invited for providing

Consultancy Services to RSRTC.

1.5 All bids must be valid for a period of 180 days from the last date of submission of tender.

No request shall be considered for price revision during agreement period. If necessary,

RSRTC shall seek extension in the bid validity period beyond 180 days. The Applicants,

not agreeing for such extensions will be allowed to withdraw their bids without forfeiture of

their EMD.

1.6 Amendment of RFP Document

At any time till 7 days before the deadline for submission of bids, RSRTC may, for any

reason, whether at own initiative or in response to a clarification requested by a

prospective Applicant, modify the bid document by amendment. All prospective

Applicants shall be intimated of the amendment in writing by e-mail or fax but RSRTC

would not be responsible if the Applicant do not get such intimation individually. All such

amendments shall be binding on all the Applicants. RSRTC also reserves the rights to

amend the dates mentioned in the Key Events and Date.



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Section 2: Terms of Reference

2.1 Introduction to RSRTC

RSRTC is a public sector passenger road transport corporation providing services in the

State of Rajasthan and other states in India such as Gujarat, Haryana, Uttar Pradesh, Delhi

and others. With a fleet size of 4,500 buses and 52 depots, it operates 17 lakh kilometres

and carries 10 lakh passengers daily.

At present RSRTC has ordinary, express, deluxe, semi deluxe, A.C. (Gandhi Rath and

sleeper), air condition, Volvo (also with LCD and/or pantry), sleeper and Mercedes buses in

its fleet.

RSRTC is desirous of formulating a comprehensive strategic roadmap with a view to

improve its overall performance in the areas of operations, finance, IT and human resource.

A special emphasis is intended towards IT implementation in the corporation. It is envisaged

to cover all functional and operational areas of the organization with a view to taking the

fullest benefit of modern ICT in improving its operational efficiencies. The need for a

comprehensive strategic roadmap is:

a) To provide a roadmap for complete modernization of the corporation with a well-

defined phased approach and milestones for achieving the desired objectives.

b) To pave a way for an integrated and focused implementation approach.

c) To assimilate information across the organization in the different segments/ divisions.

d) To optimize IT resources including manpower across the organization.

e) To have short-term, medium-term and long-term measurable objectives for

implementation of the strategies.

f) To budget, deploy and monitor its spending on various interventions identified.

A comprehensive strategic roadmap shall help it in meeting its objectives and adopt a

coherent approach to improve its operational efficiency, increase transparency, have better

managerial controls and decision taking capability, enhance its public image and provide

better services to citizens.

RSRTC hereby invites detailed proposals as mentioned herein, from interested Applicants

for participating in the proposed venture of RSRTC and intends to select the Consultant

through an open competitive bidding process in accordance with procedures setout herein.



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2.2 Scope of the Project

The scope of work of the Consultant would include the Services in two phases. These

phases would be:

Phase 1: Strategic Roadmap

Phase 2: Program Management

Phase 1: Strategic roadmap (4 months)

1. Identify key stakeholders (government bodies, private operators, users, financiers,

vendors, employees etc.)

2. Collect secondary data and details from relevant departments to conduct current

state assessment of RSRTC:

a) Operational performance

Routing services: Assess the route operated, route definition, route

number, average number of passengers carried per peak hour and per

day, earnings per day, bus-km operated, maximum peak hour load,

average peak hour load.

Fleet: Assess the fleet inventory comprising of model, age, fuel, seating

capacity, total capacity, pollution rating, repair record, average number of

buses under repair per day, number of buses not operated per day,

number of buses operated daily.

Commuter facilities: Determine the number of bus stops, terminals,

customer service centres. Condition of facilities to be assessed in terms

of handles existing passenger loads adequately, offers sun/weather

protection, provides sufficient lighting, is accessible to persons with

disabilities, provides customer information; has secure cycle parking; is in

a good state of repair, and has an adequate cleaning schedule.

Depots, maintenance facilities and procedures: Prepare inventory of

depot facilities including name, location, land area, number of buses

operated from the depot, overnight parking capacity, number/type of staff,

and maintenance capabilities at each depot. Also document existing

maintenance capabilities, including the bus towing capacity; average

duration for various types of repairs; and ability to handle maintenance of

technologies present on new buses, such as Euro 4 pollution control

technologies. Document interior and exterior bus cleaning procedures,

including the number of buses that are cleaned each night at each depot.

Customer information: Determine the existing capacity to disseminate

customer information through various media including, television, radio,

newspapers, web, telephone, and print and audio announcements on

buses/at stations.

Ticketing mechanism: Assess the state of digitisation of ticketing, linking

the ticket collection to a central database, daily ticket collection figures.

Marketing: Assess existing marketing and branding practices and the cost

spent on them.

b) Institutional aspects



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Governance: Determine the existing division of responsibilities between

RSRTC and other stakeholders on making process, transparency,

accountability at various levels, public/ community participation.

Human resources: Analyse the current organisation structure, identify

redundancies, work overload pattern in the staffing structure,

management structure and internal communications procedures.

c) IT systems: Assess the current state of computerisation and other IT

enablement procedures adopted. The various aspects to be considered

before formulating an IT Policy for RSRTC shall be user friendliness, focus on

data consolidation and integrity, most suitable and scalable system

architecture, security and audit, business continuity, technological innovations

and leading practices, focus on e-governance and citizen services and

integration with legacy systems.

Study of current state of IT implementation in terms of available

infrastructure, nature of bus transport operations, business requirements

in short, medium & long term, gap analysis, strategy for filling up of gaps,

etc.

Study of various business processes of RSRTC

Identification of areas where IT Implementation shall be required by

RSRTC in short, medium and long terms

d) Financial performance:

Assess the expenditure and revenue statements, current revenue model,

financial position, financial management aspects, sources and use of

funds including balance sheet analysis for the last 5 years.

Study list of existing capital and operating expenses, including

administration; operations; bus procurement; bus maintenance;

construction and maintenance of facilities; taxes and other government

fees; and interest payments.

Prepare a detailed accounting of operational and non-operational

revenues i.e. revenues from ticket sales, pass sales, advertisement, land

rent, government grants, scrapping of buses, and other sources. The

Financial Assessment will also include an inventory of RSRTC‟s fixed

assets records covering land, buildings, equipment, and vehicles.

Identify the external funding sources such as international donor

agencies, funds, etc.

3. Identify gaps and challenges in all the above mentioned areas and document them

for discussion with RSRTC.

4. Leading practice study: Conduct analysis of other state road transport corporations

(SRTCs) in India and other developing countries to identify leading practices in

respective areas to develop the strategic roadmap

5. Recommend an overall strategic roadmap comprising of:

a) Operational strategy: Shall cover the areas of fleet management, route

rationalisation, automated ticketing solutions, intelligent transport systems,

customer service and facilities, along with suggestion on preferred mode of

implementation

b) Advise RSRTC on Key Performance Indicators (KPIs) to appropriately

measure the benefits and associated costs



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c) Institutional strategy: Shall focus on aspects related to organisation

restructuring, capacity building, human resource management, and

stakeholder management including suggestion on IT setup

d) Financial strategy: Determine the capital investment required to implement

interventions proposed in phases, identify revenue augmentation and cost

reduction avenues including those on PPP basis, effective use/ sale of

property assets, consider outsourcing of select activities, corporate

sponsorships, etc.

e) Funding strategy: Identify the sources of funds to support the required

interventions for RSRTC such as international funding agencies, central, state

etc.

f) IT strategy: It shall focus on the following

Advise RSRTC on using Information Technology for optimizing revenue

and reducing losses

Provide a comprehensive change management plan for suggested IT

Roadmap

Preparation of conceptual plans for implementation of required IT

systems functional area wise in different phases - short, medium & long

term, along with funding requirements, comprehensive capacity building

strategies.

Broad level assessment of existing & required infrastructure, assessment

of net required infrastructure, from the point of view of optimal re-

deployment of existing resource.

g) Marketing strategy: Providing concessions, loyalty cards, schemes, etc., to

improve the ridership.

h) Suggest optimum implementation strategies in view of least fund deployment

& best service delivery controls

Phase 2: Program management (20 months)

In this phase, the implementation of the suggested roadmap shall be monitored to ensure

that the desired results are achieved in a time bound manner. The activities shall be as

follows:

1. Identify and select the vendors through bid process management

a) Prioritize activities and identify vendors

b) Assist in appointment and interaction with prospective vendors

c) Assist in project structuring whenever required

d) Assistance in bid management [Expression of Interest (EOI)/ Request for

Proposal (RFP) preparation]

e) Provide advice on terms of agreement

f) Participate in meetings and interactions with shortlisted agencies

g) Agreement management with all such agencies

h) Provide support in SPV formation wherever applicable

2. Standardize the bid process management process along with the agreements, in

order to reduce the entire procurement/ vendor identification process.

3. Create a monitoring and reporting framework

a) Monitoring framework



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Enlist all the key plans and activities to be undertaken for strategic plan

Prepare a monitoring framework including major projects/ activities,

routes, milestones, expected results and monitor the results as per each

factor

Each monitoring framework would be finalized post discussion with

RSRTC

b) Monitoring of vendors as per agreements

Monitor the work of each of the vendor/s as per the agreement

conditions.

Highlight any discrepancy in timelines or work undertaken

Provide regular updates on the same to concerned department of RSRTC

c) Year-on-year traffic monitoring and financial performance

Track all the activities for traffic performance. The tracking would be

project-wise and route-wise.

Undertake quarterly financial mapping and compare it with last year and

last quarter

Undertake trend analysis, growth rate analysis.

Identify any hurdles or growth areas and support RSRTC in addressing/

implementing the same.

Provide regular updates on the same to concerned department.

d) Work closely with relevant departments of RSRTC and provide:

Monthly status reports which would include minutes of meetings

attended, any presentations made and any other updates

Updated monitoring framework

Identify the gaps in terms of physical resources or manpower and give

recommendations on capacity building

e) Assist in accessing funds from funding agencies including coordination,

preparation of documents, notes and presentations.

2.3 Deliverables and Timeline

Consultant will provide following deliverables as per the given timelines to RSRTC:

S.

No.

Stages Time schedule (in

months)

Phase 1

1 Submission of Current State Assessment Report T0 + 2

2 Draft report on To-Be state T0 + 3

3 Discussions with the various stakeholders on the

recommendations

T0 + 3.5

4 Finalization and submission of Final Report T0 + 4

Phase 2

5 Project Monitoring and bid management services T1 + 20

T0 indicates date of commencement of phase 1, T1 Indicates date of commencement of

phase 2.



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2.4 Project Team

The Consultant should have following team members for this project:

S.

No.

Position proposed Qualification Experience Required in

phase

1 Project Leader

(Strategy and

Management)

Post graduate degree

in Urban Transport or

MBA

15 years working as a project

leader in relevant similar

projects with the government

departments

Phase 1 and

Phase 2

Subject Matter Experts

1 Urban Transport

Expert

Post graduate or

graduate degree in

Engineering/

Technology or

equivalent

15 years relevant experience

of working in transport sector

Phase 1 and on

requirement

basis in Phase 2

4 Financial Expert Chartered Accountant

or MBA (Finance)

10 years relevant experience

in managing project

financials, financial modelling

and similar services

Phase 1 and on

requirement

basis in Phase 2

2 ITES Expert Post graduate or

graduate degree in

Engineering/Technolo

gy

10 years MIS and/or ERP

implementation experience in

government department,

SRTUs

Phase 1 and on

requirement

basis in Phase 2

3 HR Expert Post graduate degree

in Human Resource

Management or

equivalent

15 years organisation

restructuring and/or capacity

building experience in

government departments

Phase 1 and on

requirement

basis in Phase 2

6 Procurement Expert MBA Finance or

equivalent

15 years PPP or vendor

management experience in

relevant or similar sectors

Phase 1 and on

requirement

basis in Phase 2

5 Marketing and

Strategy Expert

MBA Finance or

Marketing

10 years in market or

industry analysis, strategy

formulation and stakeholder

consultations for public

projects

Phase 1 and on

requirement

basis in Phase 2

PMU Staff

1 Project Manager Post graduate degree

in transport or MBA

5-7 years of project

management experience

Phase 2

2 Team Member Graduate degree in 3-5 years of financial or Phase 2



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S.

No.

Position proposed Qualification Experience Required in

phase

(Finance) finance or commerce accounting experience

3 Team Member (IT) Graduate degree in

Engineering/Technolo

gy

3-5 years of IT

implementation experience

Phase 2

4 Team Member

(Support Staff)

Graduate degree in

relevant area

1-2 years of relevant

experience in similar sectors

Phase 2

The PMU staff shall be desired for delivering Phase 2 of the proposed services. The details

of the team members need to be submitted in the Format 2d.



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2.5 Payment Schedule

The fee payment to the Consultant would be made as per following schedule:

Deliverables Timeline Payment

Phase 1

Submission of current

assessment report

End of 2 months from start 5%

Submission of To Be reported

before stakeholder

consultations

End of 3 months from start 7.5%

Strategic Roadmap End of 4 months from start 12.5%

Phase 2

Progress update reports,

including agreed deliverables,

tender documents during the

phase 2

Monthly reports Payment milestones shall be

decided on mutually agreeable

basis before the start of Phase

2)



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Section 3: Instructions to Applicants

3.1 Cost of Tender Document

The cost of this tender document is Rs. 1,000/- (Rs. One Thousand Only) inclusive of all

taxes. The tender document can be obtained from the office of the „Executive Director

(Traffic), RSRTC, Parivahan Marg, Chomu House, Jaipur during office hours by

depositing Rs. 1,000/- (Rs. One Thousand Only) in cash or in the form of Demand Draft

(DD) in favour of “Financial Adviser, Rajasthan State Road Transport Corporation” payable

at Jaipur. This amount will be Non-Refundable. RFP Document can be downloaded from E-

Tendering website i.e. https://eproc.rajasthan.gov.in. In any case, the DD of Rs. 1,000/-

(Rs. One Thousand Only) should reach to RSRTC before pre bid meeting.

3.2 Bid Documents

Applicant is expected to examine all instructions, forms, terms, and requirements in

the RFP. Failure to furnish all information as required in the bid document or to submit

a Bid not substantially responsive to the bid document in any respect may result in the

rejection of the Bid.

3.3 Period of Engagement

The agreement period shall be for a period of 4 months for strategic roadmap

preparation and 20 months for providing program management assistance from the date

of signing the Agreement.

3.4 Amendment of Bid Documents

The amendments in any of the terms and conditions including technical specifications of

this RFP document will be notified on the website or would be given in writing as

per the provisions defined in Clause 1.6.

3.4 Cost of Bidding

The Applicant shall bear all costs associated with the preparation and submission

of its Proposal, including the cost of presentation for the purposes of clarification of the

bid, if so desired by RSRTC. RSRTC will in no case be responsible or liable for those

costs, regardless of the conduct or outcome of the bid process.

3.5 Bid Security/Earnest Money Deposit (EMD)

3.5.1 The Applicant shall furnish, as part of their bid, a bid security of INR 1,50,000/-

(Rupees One Lac Fifty Thousand only)

3.5.2 The EMD shall be denominated in Indian Rupees, and shall be in the form of a

DD/Bankers Cheque drawn on a nationalized bank in favour of “Financial Adviser,

Rajasthan State Road Transport Corporation” payable at Jaipur. The EMD should be

enclosed with the technical proposal. The EMD should be valid for at least six

months. No interest shall be payable on Bid Security under any circumstance.



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3.5.3 Unsuccessful Applicant‟s Bid security shall be discharged or returned within sixty

(60) days after the expiry of the period of Bid validity prescribed in the RFP. No

interest shall be payable on this amount.

3.5.4 Bid security of the successful Applicants shall be discharged upon the Applicant

signing the Agreement.

3.5.5 The Bid security shall be forfeited at the discretion of RSRTC on account of one or

more of the following reasons:

The Applicant withdraws their Bid during the period of Bid validity

Applicant fails to co-operate in the Bid evaluation process

In case of a successful Applicant, the said Applicant fails:

o To furnish Performance Guarantee; or

o To sign the Agreement in time

The Applicant does not respond to requests for the clarification of their bid.

3.6 Procedure for Submission of Proposals

3.6.1 The bidders will submit their bids/offers in two parts namely, “Technical Bid” and

“Financial Bid”.

3.6.2 Bidder shall submit the Technical bid along with the documents, as described in

„Technical Bid Evaluation‟ Section of RFP and „Financial Bid‟ as per Form 4 in electronic

mode as per e-Tendering guideline before the last date and time of bid submission as

mentioned in the RFP. Tenders are to be submitted online in electronic format on

website https://eproc.rajasthan.gov.in. RSRTC shall not be responsible for any delay.

3.6.3 RSRTC reserves the right to accept or reject any bid without assigning any reason.

3.6.4 Prices should not be indicated in the Technical Bids. All the columns of the quotation

form shall be duly, properly and exhaustively filled in. Financial Bid must be in the

electronic format.

3.6.5 The proposal submitted by the Applicant through telex/ telegrams/ fax/ Email will not

be considered. No further correspondence will be entertained on this matter.

3.7 Pre-bid Conference

RSRTC will conduct a pre-bid conference to clarify the objectives/scope of the

project as per the date & time and at the venue mentioned in “Key Events and Date”

clause.

The interested bidders should confirm their participation and submit their queries in

writing as per the date given in “Key Events and Date” clause prior to the Pre-Bid

Conference. Pre bid queries will be entertained only for those bidders who have

purchased the RFP.

3.8 Address for Bid Submission & Correspondence:

The Technical Bid proposal (Form 1, Form 2, and DDs) should be submitted as per the



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given time line at the following address:

Executive Director (Traffic)

Rajasthan State Road Transport Corporation (RSRTC)

Parivahan Marg, Chomu House, Jaipur (Rajasthan) – 302001

3.9 Key Events and Date:

Srl Event’s Name Date & Time

1 Issue of RFP for Sale 14/12/2015

2 Queries on RFP for Pre Bid Meeting (in writing & in soft copy)

20/12/2015

3 Pre Bid Meeting 21/12/2015 12:00

4 Issue of final RFP and clarifications 23/12/2015 15:00

5 Submission of Response of RFP 13/01/2016 13:00

6 Opening of Technical Proposal 13/01/2016 15:00

7 Proposal Presentation ( at RSRTC Head office)

18/01/2016 16:00

8 Opening of Financial Proposal of the Technically Qualified Bidder

To be intimated later

9 RFP Document Fee

Rs. 1,000/- in favour of “Financial Adviser,RSRTC” payable at

Jaipur

10 EMD

Rs.1, 50,000/- in favour of “Financial Adviser,RSRTC”

payable at Jaipur

11 Processing Fee RISL

Rs. 1,000/- in favour of “Managing Director, RISL”

payable at Jaipur

3.10 Language

The Bids and all correspondence and documents relating to the bids, shall be written in

the English language. Supporting documents and printed literature furnished by the

Applicant may be in another language provided they are accompanied by an accurate

translation of the relevant passages in English language.

3.11 Late Bids

Any bid received by the Tenderee (RSRTC) after the time and date for receipt of bids

prescribed in the RFP document will be summarily rejected

3.12 Authentication of Bid



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The proposal shall be signed by the Applicant or a person or persons duly authorized to

bind the Applicant to the Agreement. In case of authorized person, a letter of

authorization supported by a written power-of–attorney or Board resolution shall

accompany the bid. All pages of the bid, except for un-amended printed literature, shall

be initialed and stamped by the person or persons signing the bid.

3.13 Modification and withdrawal of Bids

3.13.1 The bidders are advised to carefully read the terms and conditions of the tender

and submit their bids. No modifications in the bids shall be allowed once the bid

is submitted online.

3.13.2 The Applicants cannot withdraw the bid in the interval between the last date for

receipt of bids and the expiry of the bid validity period specified in the Bid. Such

withdrawal shall result in the forfeiture of its EMD.

3.14 Bid Forms

Wherever a specific form is prescribed in the Bid document, the Applicant should use

the form to provide relevant information.

3.15 Local Conditions

3.15.1 Each Applicant is expected to fully get acquainted with the local conditions and

factors, such as historical, geographical, social, political, legal, administrative,

and/or infrastructure etc., which would have any effect on the performance of the

agreement and /or the cost.

3.15.2 The Applicant is expected to know all conditions and factors, which may have

any effect on the execution of the agreement after the issuance of Letter of

Award.

3.15.3 It is the Applicant‟s responsibility that such factors have properly been

investigated and considered while submitting the bid proposals and no claim

whatsoever including those for financial adjustment to the agreement awarded

under the bidding documents shall be entertained by RSRTC. Neither any

change in the time schedule of the agreement nor any financial adjustments

arising thereof shall be permitted by RSRTC on account of failure of the

Applicant to know the local laws / conditions.

3.16 Influencing RSRTC Officials

Any effort by an Applicant influencing the bid evaluation, bid comparison or

agreement award decisions may result in the rejection of the bid. Applicant shall not

approach officers after office hours and/ or outside office premises, from the time of

the bid opening till the time the Agreement is awarded.

3.17 Announcement of Bids



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The Applicants‟ names, bid withdrawals and the presence or absence of the requisite

EMD and such other details as considered appropriate shall be announced at the

time of Technical bid opening.

3.18 Evaluation of Bids

The evaluation process of the tender, proposed to be adopted by RSRTC is indicated

under the clauses as subsequently mentioned. The purpose of this clause is only to

provide the Applicants an idea of the evaluation process that RSRTC may adopt.

However, RSRTC reserves the right to modify the evaluation process at any time

during the Tender process, without assigning any reason, whatsoever and without

any requirement of intimating the Applicants of any such change.

3.19 Criteria for Evaluation of Bids

3.19.1 Selection of Consultant shall be based on Quality-cum-Cost Based Selection

(QCBS) criteria. This takes into account both the technical capability of the

Applicant (as per the evaluation criteria given in Clause 3.20) as well as the cost

of services. The Technical and Financial Proposal will be given 70:30

weightage respectively.

3.19.2 The Evaluation Committee will review the technical bids to determine whether

the technical bids are substantially responsive. Bids that are not substantially

responsive are liable to be disqualified.

3.19.3 The Evaluation Committee will assign marks to the technically qualified

Applicants based on the technical evaluation criterion approved by the

Committee.

3.19.4 The financial bids for the technically qualified Applicants (as per Clause 3.20.1)

will then be opened and reviewed to determine whether the financial bids are

substantially responsive.

3.20 Criteria for Technical evaluation of Bids

3.20.1 Eligibility for the project

The Applicant should be a company registered either under the Companies Act,

1956 (revised 2013) or under the Limited Liability Partnership Act, 2008. The

Applicant shall submit documentary evidence in the form of registration

certificate.

The Applicant should have an average turnover of minimum INR 50 crore in the

last 3 financial years (FY12-13, FY13-14 and FY 14-15). Please provide audited

financial statements to support the figures.

The Applicant should have been in existence for minimum of 10 years. Please

provide company registration details.

The Applicant should have worked on at least two similar projects including

strategy formulation, process improvement, IT strategy, project support/

implementation for SRTUs or transport & logistics in India in the last 10 years.



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3.20.2 Evaluation Criteria for Technical Proposal

The Eligible Applicants fulfilling the conditions mentioned in Clause 3.20.1 shall be

evaluated under Clause 3.20.2 for technical experience. The evaluation of the

Technical Proposals would be undertaken as per the following evaluation criteria.

S. No.

Criteria Maximum

Marks

1. Firms General Experience & Experience in Similar Assignments

50

A. Firm‟s experience in providing Project Management Consultant (PMC) services in last 10 years where total value is

10

i. Up to 10 Crores 5

ii. More than 10 Crores 10

B. Experience of providing services to government organizations in transport, urban mobility where scope of work included business plan/DPR, planning and bid process management in last 10 years

15

i. At least 3 projects 10

ii. More than 3 projects 15

C. Experience for working with SRTUs on strategy, IT, financial feasibility consultancy projects in India in last 10 years

25

i. Up to 5 projects 10

ii. For every additional project 2.5 marks extra (total 10 marks) 10

iii. Experience of working on IT Strategies 5

2. Approach & Methodology for proposed assignment 25

i. Understanding of objectives, Quality of methodology, Work plan

15

ii. Proposal presentation 10

3. Qualification and Experience of Team Leader & Other Key Professionals

25

i. Project Leader 7

ii. Urban Transport Expert 4

iii. Financial Expert 4

iv. ITES Expert 4

v. HR Expert 2

vi. Procurement Expert 2

vii. Marketing and Strategy Expert 2

The marks would be awarded on the basis of general experience such as academic qualification and the number of years and project related experience

Total 100

3.20.3 Each Technical Proposal will receive a technical score based on the abovementioned

evaluation criteria. A Proposal shall be qualified for financial opening only if it

achieves the minimum technical marks of 70 from the maximum of 100 points.



Page 20

3.20.4 The Applicants should submit Auditor‟s certificate certifying the turnover from

consulting services and provide documentary evidence for the experience

demonstrated.

3.20.5 The Applicant would be technically evaluated out of 100 marks. Technical score of all

Applicants will be calculated on the basis of following formula.

Technical Score (TS) = (Technical score of the Applicant) X 70%

3.21 Evaluation of Financial Bid

3.21.1 The Financial Bid should contain the total cost of all the services. Service Tax will be

extra and shall be paid at the applicable rates. All other taxes will be inclusive in the

total cost.

3.21.2 RSRTC‟s decision in this regard shall be final and binding and no further discussion

shall be held with the Applicants whose bid is disqualified/ rejected.

3.21.3 The Financial Proposals of the Applicant, who are technically qualified, shall be

opened. Formula to determine the scores for the Financial Proposals shall be as

follows:

SF= (FL / F) X 30%, where

SF is the Financial Score

FL is the value of lowest Commercial Bid

F is the price quoted in the bid under consideration

3.22 Ranking of Proposals (QCBS)

3.22.1 Following completion of evaluation of Technical and Financial Proposals, final

ranking of the Proposals will be determined.

3.22.2 The technical and financial scores shall be added (Total score= TS +SF) and the

agreement will be awarded to the agency which scores maximum points.

3.22.3 The Evaluation Committee may waive any informality or non-conformity or

irregularity in a bid which does not constitute a material deviation, provided such

waiver does not prejudice or affect the relative ranking of any Applicant.

3.22.4 In order to assist in the examination, evaluation and comparison of Bids, the

Evaluation Committee may at its discretion ask the Applicant for a clarification

regarding its Bid. The clarification shall be given in writing immediately, but no

change in the price shall be sought, offered or permitted.

3.23 Deciding Award of Agreement

3.23.1 On written communication from RSRTC for having qualified for appointment as

consultants, the successful Applicant will sign the agreement within 15 days of such

communication, failing which the offer shall be treated as withdrawn and EMD

forfeited.



Page 21

3.23.2 The selected Applicant shall give Performance Guarantee of 5% of the agreement

value in the form of Bank Guarantee (BG) from a scheduled commercial bank (From

Jaipur) for the duration of the agreement or extended period, if any, in favour of "The

Financial Adviser, RSRTC" within 15 days from written communication from RSRTC.

The Bank Guarantee will have to be executed on stamp paper of appropriate value.

RSRTC will not pay any interest on security deposit.

3.23.3 RSRTC will award work to the selected Applicant based on its discretion.

3.23.4 On receipt of BG and signing of agreement, EMD will be refunded after written

application and without any interest.

3.23.5 The incidental expenses of agreement and execution thereof, shall be borne by the

successful Applicant.

3.23.6 The conditions stipulated in RFP shall be adhered to and violation of any of these

conditions will entail termination of the agreement without prejudice to the rights of

RSRTC. In addition, RSRTC will be free to forfeit the EMD/ Security Deposit.

3.24 Confidentiality

3.24.1 The Applicant shall keep confidential any information related to this tender with the

same degree of care as it would treat its own confidential information. The Applicants

shall note that the confidential information will be used only for the purposes of this

tender and shall not be disclosed to any third party for any reason whatsoever.

3.24.2 At all times during the performance of the Services, the Applicant shall abide by all

applicable security rules, policies, standards, guidelines and procedures. The

Applicant should note that before any of its employees or assignees is given access

to the Confidential Information, each such employee and assignee shall agree to be

bound by the term of this tender and all rules, policies, standards, guidelines and

procedures.

3.24.3 Any lapse in adherence to the obligations of confidentiality shall lead to termination

of the Agreement and the decision of RSRTC shall be final in this regard.

3.25 Debarment from Bid Process

The Applicant can be debarred from the bidding process at the discretion of RSRTC on

account of one or more of the following reasons:

If the information furnished by the applicant is found to be materially inaccurate or

incomplete

If the firm or any of the director of the firm has been convicted by the court of law

If the firm breaches the code of integrity as mentioned in the bid document.

3.26 (A) Arbitration

In case of any disagreement or dispute, RSRTC and the selected Applicant shall

make every effort to resolve the same amicably by direct informal negotiation.

(B) Settlement of Disputes



Page 22

In case of failure of amicable settlement, the dispute shall be referred to the sole

arbitration of the Chairman or CMD, RSRTC who shall act as the sole

arbitrator for settlement of such dispute (s) between the Parties. The Arbitration

proceedings shall be governed by the Arbitration and Conciliation Act, 1996.

(C) Governing Law

The agreement shall be governed in accordance with the laws of India.

(D) Jurisdiction of Court

The court located at Jaipur shall only have jurisdiction to try and decide any matter/

dispute between the parties. No Applicant will have the right to approach court in any

case prior to decision of award of contract.

3.27 Termination of RFP

3.27.1 RSRTC may terminate/ cancel the RFP at any time or stage of Bid without giving any

reasons.

3.27.2 If the Applicant commits any breach of terms and conditions of the Agreement, the

Agreement will be terminated through 7 day notice and in that case Bank Guarantee

(BG) shall be forfeited.

3.28 Payment Terms

3.28.1 The payments to selected consultancy firm will be released against the bills

received. All efforts will be made for ensuring payment within 15 working days of

submission of completed documents. All payments will be made in Indian Rupees.

The fee quoted should be inclusive of all encumbrances and the consultancy firms

will need to manage all the expenses within this limit. All taxes as applicable would

be borne by the Consultant

3.28.2 Consultant would be paid as per the Payment Schedule mentioned in Section 2.5

during the project period. The payment would be as per the fee quoted by consultant

in their Financial Bid.

3.28.3 Consultant is required to travel to certain location for purpose of work or scope of

services of the work order. RSRTC shall not reimburse such expenses.

3.29 General Terms

3.29.1 RSRTC may, by written notice, send the selected consultant; terminate the work

order and/or the Agreement, in whole or in part at any time, if the performance of the

assigned work is not found satisfactory.

3.29.2 Selected consultancy firm shall automatically agree for honouring all aspects of fair

trade practices in executing the work order placed by RSRTC.

3.29.3 The selected consultancy firm will be responsible for any damage to equipments,

property and third party liabilities caused by acts on part of its deployed consultants,

employees, assignees at RSRTC premises. All equipment will be used only for



Page 23

purpose of carrying out legitimate business of RSRTC and will not be put into any

other use.

3.29.4 Intellectual property rights: The Consultant will indemnify RSRTC of any infringement

of third party rights under the patents act or the IPR.

3.29.5 The selected consultancy firm shall render the services strictly adhering to the time

schedules defined in the RFP under clause 2.3. Any un-excused delay by the firm,

for the reason solely attributable to the selected Consultancy Firm, in the timely

submission of the Phase 1 deliverables, shall attract penalty at the rate of 1.5% of

the total value of the work order per week of delay subject to a maximum of

7.5% of the work order value.

3.29.6 The selected consultancy firm shall be solely responsible for payment of all taxes or

fees relating to remuneration to be received by it from RSRTC. If there would be any

increase in the taxes, levies, and duties etc. whatsoever and other charges, the

financial burden of the same shall be borne by the consultant.

3.29.7 The consultant shall have no power or authority to act on behalf of RSRTC or in its

name either directly or indirectly. The status of the consultant shall be that of

independent contractor and not that of an agent or employee of RSRTC.

3.29.8 All the plans, reports, other documents and software prepared by the consultant shall

become and remain the property of RSRTC and consultant shall not later than upon

termination or expiration of the contract deliver all such documents to RSRTC

together with a detailed inventory thereof.

3.29.9 Notwithstanding anything contained in the contract, RSRTC agrees that the selected

Consultancy Firm shall not be liable to RSRTC, for any losses, claims, damages,

liabilities, cost or expenses (“Losses”) of any nature whatsoever, for an aggregate

amount in excess of the fee paid under the contract for the services provided under

the contract, except where such Losses are finally judicially determined to have

arisen primarily from fraud or bad faith of the selected Consultancy Firm. In no event

shall the selected Consultancy Firm, be liable for any consequential (including loss

of profit and loss of data), special, indirect, incidental, punitive, or exemplary loss,

damage, or expense relating to the services provided pursuant to this Contract.

3.30 Compliance with the Code of Integrity

Any person participating in a procurement process shall -

(a) not offer any bribe, reward or gift or any material benefit either directly or

indirectly in exchange for an unfair advantage in procurement process or to otherwise

influence the procurement process;

(b) not misrepresent or omit that misleads or attempts to mislead so as to obtain

a financial or other benefit or avoid an obligation;

(c) not indulge in any collusion, Bid rigging or anti-competitive behavior to impair



Page 24

the transparency, fairness and progress of the procurement process;

(d) not misuse any information shared between the procuring Entity and the

Bidders with an intent to gain unfair advantage in the procurement process;

(e) not indulge in any coercion including impairing or harming or threatening to do

the same, directly or indirectly, to any party or to its property to influence the

procurement process;

(f) not obstruct any investigation or audit of a procurement process;

(g) disclose conflict of interest, if any; and

(h) disclose any previous transgressions with any Entity in India or any other

country during the last three years or any debarment by any other procuring entity.

3.31 Conflict of Interest

The Bidder participating in a bidding process must not have a Conflict of Interest. A

Conflict of Interest is considered to be a situation in which a party has interests that

could improperly influence that party's performance of official duties or responsibilities,

contractual obligations, or compliance with applicable laws and regulations.

i. 'A Bidder may be considered to be in Conflict of Interest with one or more parties in

a bidding process if, including but not limited to:

a. have controlling partners/ shareholders in common; ,or

b. receive or have received any direct or indirect subsidy from any of them; or

c. have the same legal representative for purposes of the Bid; or

d. have a relationship with each other, directly or through common third parties, that

puts them in a position to have access to information about or influence on the Bid of

another Bidder, or influence the decisions of the Procuring Entity regarding the bidding

process; or

e. the Bidder participates in more than one Bid in a bidding process. Participation by

a Bidder in more than one Bid will result in the disqualification of all Bids in which the

Bidder is involved. However, this does not limit the inclusion of the same subcontractor,

not otherwise participating as a Bidder, in more than one Bid; or

f. the Bidder or any of its affiliates participated as a consultant in the preparation of

the design or technical specifications of the Goods, Works or Services that are the

subject of the Bid; or

g. Bidder or any of its affiliates has been hired (or is proposed to be hired) by the

Procuring Entity as engineer-in-charge/consultant for the contract.

3.32 Grievance Redressal during Procurement Process

The designation and address of the First Appellate Authority is Managing Director,

RSRTC Head Office, Parivahan Marg, Jaipur 302001



Page 25

The designation and address of the Second Appellate Authority is Chairman, RSRTC

Head Office, Parivahan Marg, Jaipur 302001

(1) Filing an appeal

If any Bidder or prospective bidder is aggrieved that any decision, action or omission

of the Procuring Entity is in contravention to the provisions of the Act or the Rules or the

Guidelines issued thereunder, he may file an appeal to First Appellate Authority, as

specified in the Bidding Document within a period of ten days from the date of such

decision or action, omission, as the case may be, clearly giving the specific ground or

grounds on which he feels aggrieved:

Provided that after the declaration of a Bidder as successful the appeal may be filed

only by a Bidder who has participated in procurement proceedings:

Provided further that in case a Procuring Entity evaluates the Technical Bids before the

opening of the Financial Bids, an appeal related to the matter of Financial Bids may be

filed only by a Bidder whose Technical Bid is found to be acceptable.

(2) The officer to whom an appeal is filed under para (1) shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within thirty days from the

date of the appeal.

(3) If the officer designated under para (1) fails to dispose of the appeal filed within the

period specified in para (2), or if the Bidder or prospective bidder or the Procuring Entity

is aggrieved by the order passed by the First Appellate Authority, the Bidder or

prospective bidder or the Procuring Entity, as the case may be, may tile a second

appeal to Second Appellate Authority specified in the Bidding Document in this behalf

within fifteen days from the expiry of the period specified in para (2) or of the date of

receipt of the order passed by the First Appellate Authority, as the case may be.

(4) Appeal not to lie in certain cases

No appeal shall lie against any decision of the Procuring Entity relating to the following

matters, namely:-

(a) determination of need of procurement;

(b) provisions limiting participation of Bidders in the Bid process;

(c) the decision of whether or not to enter into negotiations;

(d) cancellation of a procurement process;

(e) applicability of the provisions of confidentiality .

(5) Form of Appeal

(a) An appeal under para (l) or (3) above shall be in the annexed Form along with

as many copies as there are respondents in the appeal.

(b) Every appeal shall be accompanied by an order appealed against, if any,



Page 26

affidavit verifying the facts stated in the appeal and proof of payment of fee.

(c) Every appeal may be presented to First Appellate Authority or Second

Appellate Authority, as the case may be, in person or through registered post or

authorised representative.

(6) Fee for filing appeal

(a) Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

(b) The fee shall be paid in the form of bank demand draft or banker‟s cheque of a

Scheduled Bank in India payable in the name of Appellate Authority concerned.

(7) Procedure for disposal of appeal

(a) First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit and

document, if any, to the respondents and fix date of hearing.

(b) On the date fixed for hearing the First Appellate Authority or Second

Appellate Authority, as the case may be, shall,-

(i) hear all the parties to appeal present before him; and

(ii) peruse or inspect document, relevant records or copies thereof

relating to the matter.

(c) After hearing the parties, perusal or inspection of documents and relevant

records or copies thereof relating to the matter, the Appellate Authority concerned shall

pass an order in writing and provide the copy of order to the parties to appeal free of

cost.

(d) The order passed under sub-clause (c) above shall also be placed on the

State Public Procurement Portal.

3.33 Signer’s Representation

The/This bid/contract has been duly authorized executed and delivered by the parties

and constitute a legal, valid and binding upon each of them. Each person placing

his/her signature below represents and warrants that he/she is signatory duly

authorized to submit/execute the bid/contact on behalf of …………or RSRTC as is

respectively applicable.



Page 27

Section 4: Bid Submission Formats

FORM 1: EMD SUBMISSION FORM

(to be given on the letterhead of the firm)

To,



Parivahan Marg, Chaumu House, Jaipur (Rajasthan) – 302001

Subject: Earnest money deposit

Ref: RFP dated………………

Dear Sir,

We, the undersigned, offer to provide Consultancy Services in accordance with your

Request for Proposal (“Assistance in preparation of strategic roadmap and program

management for RSRTC”) dated <mm-dd-yyyy>

As per clause 3.5 of the RFP document, we are submitting a herewith a DD/Bankers Cheque

issued by a (Name of the bank, branch, number and date), in favour of “Financial Adviser,

Rajasthan State Road Transport Corporation” payable at Jaipur and is valid for six months.

Yours Sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Date: Place:

COMPANY SEAL



Page 28

FORM 2: TECHNICAL PROPOSAL SUBMISSION FORM


To,




Dear Sir:

We, the undersigned, offer to provide Consultancy Services in accordance with your

Request for Proposal (“Assistance in preparation of strategic roadmap and program

management for RSRTC”) dated <mm-dd-yyyy> and our Proposal. We are hereby

submitting our technical proposal in prescribed format given in the RFP.

We hereby declare that all the information included in the proposal are true and accept that

any misinterpretation contained in it may lead to our disqualification. We also declare that

Government and Semi Government Undertakings hasn‟t blacklisted the firm previously for

any reason and there has been no litigation with any client on account of consultancy

services, which could limit our ability to deliver scope of consultancy services to RSRTC.

Yours Sincerely,



Name of Firm:

Address:

Date: Place:

COMPANY SEAL



Page 29

FORMAT 2a: Information about the firm

Name of the applicant :

Office Address :

Telephone Number :

Fax Number :

Date and location of establishment :

Legal entity :

Registration number

Number of years of experience in

Consulting business

FORMAT 2b: Financial Information of the Firm

Details Financial Year

2012-13 2013-14 2014-15

Turnover from

Consultancy

services (In Rs.)



Page 30

FORMAT 2c: Detailed Credentials

Client Name

Location of project

Nature of Project

Description of activities

Start Date

End Date

Fees (in INR)

Team size

Add proof of work i.e. work order/ completion certificate

from the client.

FORMAT 2d: Composition of proposed team

S.

No.

Consultant

Category/ Position

Consultant

Name

Educational

Qualification

Experience in

Years

(Including

previous

employment

experience)

Experience in

Years

(Present firm)

1

2

3



Page 31

FORMAT 2e: Approach & Methodology for the proposed assignment

a. Understanding of objectives

b. Methodology

c. Work Plan



Page 32

FORM 3: DECLARATION BY THE BIDDER REGARDING

QUALIFICATIONS


To,




Dear Sir:

In relation to my/our Bid submitted to ................................. for procurement of

........................... ,.. in response to their Notice Inviting Bids No ....................................

Dated .........................I/we hereby declare under Section 7 of Rajasthan

Transparency in Public Procurement Act, 2012, that:

1. l/we possess the necessary professional, technical, financial and managerial resources

and competence required by the Bidding Document issued by the Procuring Entity;

2. I/we have fulfilled my/our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

3. I/we are not insolvent, in receivership, bankrupt or being wound up , not have my/our

affairs administered by a court or a judicial officer, not have my/our business activities

suspended and not the subject of legal proceedings for any of the foregoing reasons;

4. I/we do not have, and our directors and the personnel involved in this assignment not

have, been convicted of any criminal offence related to my/our professional conduct or

the making of false statements or misrepresentations as to my/our qualifications 'to enter

into a procurement contract within a period of three years preceding the commencement

of this procurement process, or not have been otherwise disqualified pursuant to

debarment proceedings;

5. I/we do not have a conflict of interest as specified in the Act, Rules and the Bidding

Document, which materially affects fair competition;

Yours Sincerely,



Name of Firm:

Address:

Date: Place:

COMPANY SEAL



Page 33



Page 34

FORM 4: FINANCIAL PROPOSAL SUBMISSION FORM

(To be submitted through E –Tendering only)

The bidders must quote the total project cost (inclusive of all taxes, cess etc.) in electronic

mode in BoQ ( Bill of Quantity) as per e-Tendering guideline.



Page 35

Draft Agreement

This agreement is made and executed on this__________day of__________2015

BETWEEN

Executive Director (Traffic), Rajasthan State Road Transport Corporation (RSRTC), Head Office, Parivahan Marg, Chomu House, Jaipur-302001 (hereinafter referred to as “RSRTC”, which expression shall, unless repugnant to the context hereof or excluded specifically, mean and include its successors, assigns and administrators) of the FIRST PART

AND

M/s <Name>., <Address>, Phone:<Phone Number>, <Fax No> (hereinafter referred to as <‟NAME‟> which expression shall, unless repugnant to the context hereof or excluded specifically, mean and include its successors, assigns and administrators) of the SECOND PART

Both the RSRTC and <‟NAME‟>), shall hereinafter be referred to individually as „Party‟ and collectively as „Parties‟ in this Contract.

WHEREAS



Page 36

a) The RSRTC, party to the FIRST PART invited RFP vide no…………Dated……2015 and subsequent corrigendum (hereinafter called as “RFP”).

b) The <NAME OF BIDDER>, party to the SECOND PART has submitted its offer for such services in accordance with all the terms and conditions stipulated in the RFP.

c) The FIRST PART has placed work order to SECOND PART vide order no. …………dated……..for the aforesaid works as per terms and conditions mentioned in the RFP and this Agreement and whereas the SECOND PART has deposited a sum of Rs. 1,50,000/- as Security Deposit as per Rajasthan Transparency in Public Procurement Act, 2012 and Rules, 2013.

d) The SECOND PART has agreed to provide services as per terms and condition of the RFP, including the terms of this Agreement, and subsequent corrigendum would be treated as a part of this Agreement.

e) The terms and conditions laid down in the NIB/RFP documents, work order of contract; Bid Submission Sheet and the Price Schedule submitted by the bidder; and all other relevant documents attached with NIB/RFP shall be deemed to form and be read and constructed as part of this Agreement.

f) In consideration of the foregoing and the mutual covenants and promises contained herein and other good and valuable consideration the receipt and adequacy of which is hereby acknowledged, the parties intending to be bound legally, agree as follows:

NOW THIS AGREEMENT WITNESSETH AND IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS:

1. In this Agreement unless contest otherwise requires: 1.1 “Agreement” means this Agreement, the Schedules attached hereto and the

agreed terms as set out in the RFP including any amendments and modifications to the above from time to time.

1.2 “Confidential Information” means any information disclosed to or by any party to this Agreement and includes any information in relation to the Parties, including any such information that may come to the knowledge of the Parties hereto by virtue of this Agreement that is:

a. By its nature confidential or by the circumstances in which it is disclosed confidential; or

b. Designated by the disclosing Party as confidential or identified in terms connoting its confidentially;

But does not include information which is or becomes public knowledge other than by a breach of this Agreement;

1.3 “Document” means any embodiment in any text or image however recorded and includes any data, text, images, sound, codes or/and or microfilm or computer generated micro fiche‟

1.4 “Contract period” shall refer to 24 months from the date on which this agreement is signed.

1.5 “Services” means all such services that are set out in the Scope of work as per RFP and includes any amendment, modification, clarification and addition to such Scope of work, as the RSRTC may deem fit and mutually decide upon by both the parties during Term of the Agreement in order to enable the performance of the System, as set out in this Agreement;

1.6 Tendering Authority refers to Executive Director (Traffic), RSRTC, Jaipur.

2. INTERPRETATION:

In this Agreement unless a contrary intention is evident



Page 37

2.1 The Clause headings are for purposes of convenience of reference only and do not form part of this Agreement

2.2 Unless otherwise specified a reference to a clause number is a reference to all of its sub-clauses

2.3 Unless otherwise specified a reference to a clause, sub-clause or Schedule is a reference to a clause, sub-clause or Schedule of this Agreement including any amendments or modifications to the same from time to time.

2.4 A word in the singular includes the plural and a word in the plural includes the singular.

2.5 A word importing a gender includes any other gender, 2.6 A reference to a person includes a partnership and a body corporate; 2.7 A reference to legislation includes legislation repealing, replacing or amending

that legislation; 2.8 Where a word or phrase is given a particular meaning it includes the appropriate

grammatical forms of the word of phrase which have corresponding meanings. 2.9 In the event of an inconsistency between the terms of this Agreement and the

RFP, the terms hereof shall prevail.

IN WITNESS WHERE OF the Parties here to have hereunto set their hands and seal the day and year first above written.

________________________ _____________________

Executive Director (Traffic) Authorized Signatory.

Rajasthan State Road Transport SECOND PART Corporation, Head office, Jaipur ADDRESS Witness: Witness: 1._______________________ 1.______________________ _______________________ _______________________ 2._______________________ 2.______________________ ________________________ _______________________

Deloitte Consulting

S.No. Content of RFP

requiring

clarification

Points of clarification required RSRTC’s Reply

1 Phase 1: Strategic

Roadmap Page 7

The scope of work envisioned

under this phase requires the

consultant to review and

analyse the data on a wide

spectrum of aspects including

routes, fleet, commuter

facilities, depot facilities,

customer information, human

resources, information

technology, financial

performance, etc. Post this

current state assessment, the

consultant is required to

identify gaps and challenges in

the above mentioned areas.

Further, this phase involves

conducting an analysis of other

state road transport

corporations in India and other

developing countries and

documents best practices. A

strategic roadmap is then

required to be developed in

terms of operational,

institutional, financial,

funding, IT and marketing

strategy. Considering the huge

scope of work involved in this

phase, the timeline provided

for completing this phase may

not be sufficient. It is thus

requested to kindly consider

No Change in the

clause

extending the time allotted to

this phase to at least 9 months

2. Phase 1: Strategic

Roadmap, (Sl. No

2) Page 7

We understand that the

current state assessment i.e.

operational, institutional &

financial performance shall be

based only on secondary data

provided by RSRTC. We also

understand that all the

previous data is available with

RSRTC and the same will be

made available to the

consultant. Please confirm our

understanding.

Yes

3. Phase 2: Program

Management (Sl.

No. 1) Page 9


consultant’s responsibilities for

preparation of bid documents

and bid process management

shall be limited to the

expertise available with the

team during Phase 2 of the

services as envisaged in the

ToR. Please confirm our

understanding.

Responsibilities would

be as per the

requirement

specification mentioned

in the RFP document.

4. Phase 2: Program

Management (Sl.

No. 1) Page 9


responsibility for legal vetting

of the bid documents lies with

RSRTC. This would also

eventually facilitate in

standardise the bid process

management process in order

to reduce the entire

procurement/vendor

identification process. Please

confirm our understanding.

RSRTC would only vet the documents. Remaining activities would lie on the part of Consultant.

5. Phase 2: Program

Management (Sl.

No. 3) Page 9

We understand that project

monitoring does not include

direct supervision or

certification for the various

activities being carried out by

the vendors. Please confirm

our understanding.

It includes the

supervision of the

activities carried out by

vendors

6. Section 2.3, (Sl. No.

3) Page 10

We understand that

stakeholder consultations

could involve a variety of

methods such as workshops,

group consultations, focus

group discussions, etc. Kindly

clarify the method in which

stakeholder consultations shall

be undertaken. Also, please

clarify where the stakeholder

consultations shall be

organised and who would bear

the cost of the same. Also,

please provide an approximate

number of

stakeholders/participants to be

consulted/invited for the

workshop.

RSRTC would provide

suitable help.

7. Section 2.4 Page 11 As per the phase-wise

requirement of team members

mentioned in section 2.4, the

PMU Staff would be involved

only in Phase 2. Kindly

consider our request to allow a

Subject Matter Expert

proposed in Phase 1 to also

work in the capacity of PMU

Staff in Phase 2, provided

he/she meets the requirements

of the position.

Same member can be

considered if he meets

the requirement of the

position.

8. Section 2.4 Page 11 We understand that the Phase

2 would span over a period of

20 months. We further

understand that it would need

intermittent input of PMU

Staff. Please confirm our

understanding and also

confirm as to whether the

RSRTC would provide the

office space for the

consultants.

Office space would be

provided.

9. Section 3.6.2,

Section 3.8 Page 15

Please clarify if the Technical

Bid is required to be submitted

online in electronic format (as

specified in section 3.6.2) as

well as offline at the address

mentioned in Section 3.8.

Bid Submission would

be in Electronic Format.

10 Section 3.19.1 Page

18

It is suggested that the

weights assigned for the

Technical and Financial

Proposal be modified to either

70:30 or 80:20 from the current

65:35, in line with the usual

industry practice.

Changed to 70:30

11. Section 3.20.2 Page

19

It is suggested to reduce the

weightage of marks assigned

to S. No. 1. Firm’s General

Experience & Experience in

Similar Assignments

(currently 50%), and increase

the weightage assigned to S.

No. 3 Qualification and

Experience of Team Leader &

Other Key Professionals

(currently only 25%). Since the

proposed professionals are the

ones who would actually

No change in the clause

execute the assignment,

weightage assigned to this

criteria is suggested to be at

least 50% of the maximum

marks, in line with industry

practice

12. Section 3.20.2 (Sl.

No. 1. C) Page 19

According to section 3.20.2, 1

(c), experience of working with

SRTUs within India is being

considered for scoring. It is

requested that international

experiences of working with

transport agencies be also

considered for evaluation,

since it reflects understanding

of international best practices,

which could be applied in the

Indian context.

International

experience could be

mentioned, but it would

not be considered for

evaluation

13. Section 3.20.2 (Sl.

No. 1. C. ii) Page

19

For every additional project,

2.5 extra marks are assigned

with total 5 marks. At the

same time, a total of 10 marks

is mentioned. Please clarify.

Changed to “…2.5

marks extra(total 10

marks)”

14. Section 3.21.1,

Section 3.28.1 Page

20

We understand from Section

3.21.1 that service tax will be

extra and shall be paid at the

applicable rates. However, in

Section 3.28.1 it is specified

that all taxes as applicable

would be borne by the

Consultant. Please clarify.

All taxes will be borne

by the consultant only.


22

We note that there are no

contractual terms which allow

the Consultant to terminate

the contract. It is requested to

consider incorporating the

No change in the

clause.

following clause in the

contract: “The Consultant may

suspend or terminate the

Contract, in case Client does

not make the payment to the

Consultant within 30 days of

submission of invoice.


22

We understand that the travel

specified here shall be limited

to travel within India. Please

confirm. Also, kindly specify

how many cities/states would

need to be visited, and who

would bear the cost for the

same.

Certain location refers

to the location in

Rajasthan/Delhi.


23

We request to incorporate the

following change in this clause:

Any un-excused delay by the

firm for the reason solely

attributable to the selected

Consultancy Firm, in the

timely submission….

Changed to “Any un-

excused delay by the

firm, for the reason

solely attributable to

the selected

Consultancy Firm, in

the timely

submission…”

18. Format 2d Page 30 Format 2d provides only the

composition of proposed team.

Kindly clarify if the detailed

CVs of the proposed candidates

also need to be submitted. If

yes, please specify if any

particular CV format needs to

be followed.

Format as proposed by

World Bank.

19. Form 3: Para 4

Page 32

It is requested to limit this

declaration to not include all

officers but only the

engagement team members

Accepted

20. Budget of the

consultancy

assignment

Kindly specify if there is any

budget allocated for this

consultancy assignment.

Sufficient budget is

available for the

assignment

21. Limitation of

Liability

Since there is no clause on

limitation of liability which

caps the liability of the Firm to

fee paid or the contract value,

we request to incorporate the

following clause in the

contract: “Notwithstanding

anything contained in the

contract, RSRTC agrees that

the selected Consultancy Firm

shall not be liable to RSRTC,

for any losses, claims,

damages, liabilities, cost or

expenses (“Losses”) of any

nature whatsoever, for an

aggregate amount in excess of

the fee paid under the contract

for the services provided under

the contract, except where

such Losses are finally

judicially determined to have

arisen primarily from fraud or

bad faith of the selected

Consultancy Firm. In no event

shall the selected Consultancy

Firm, be liable for any

consequential (including loss of

profit and loss of data), special,

indirect, incidental, punitive,

or exemplary loss, damage, or

expense relating to the

services provided pursuant to

this Contract.”

Accepted

22. Taking into account the No change in the clause

number of queries pertaining

to this engagement, and

possible increase in scope of

work following clarifications, it

is requested to provide at least

3 weeks’ time to submit the

proposal after the issuance of

the clarifications.

EY

1 Clause 3.21.1 and

Clause 3.28.1 and

Clause 3.29.6 (Tax)

Please clarify whether the

increase in Service Tax over

the project period shall be

reimbursed by the Client or

not. In the Also clarify whether

the Financial Bid to be quoted

shall be inclusive of Service

Tax or not. ► We request the

RSRTC to consider the

payment of Service Tax as

applicable over and above the

fee quoted.

Financial Bid should be

inclusive of all the

taxes.

2 Clause 3.19.1 As per the industry practice,

the recommended weightage

for technical and financial

proposal is 70:30. Request the

weightage to be in line with

the industry practice.

Changed to 70:30

3 Clause 3.29.5

(Penalty)

► Request reduction of the

penalty to a lower percentage.

► Request you to add “Penalty

shall be applicable in case the

reasons of delay are directly

attributable to the

Consultants”.

Changed to “Any un-

excused delay by the

firm, for the reason

solely attributable to

the selected

Consultancy Firm, in

the timely

submission…”

4 Clause 3.20.2

(Evaluation

Criteria for

Technical Proposal)

Page 19

The Criteria is divided into 3

sub criteria for evaluation.

Please confirm if a single

experience/ credential can be

considered in more than one

sub criteria if in case it fits the

requirements

No

5 Section 2.2 (Scope

of the project),

Phase 1 (strategic

Roadmap), #4

(Leading Practice

Study) Page 8

Please clarify the minimum/

maximum number of leading

practices of other SRTCs to be

studied in India and other

developing countries.

As Required for the

successful

implementation of the

whole project.

6 Clause 3.24

(Confidentiality)

Page 21

It is requested to add the

following in the end of the

para, "Except as otherwise

permitted by this Agreement,

neither of the parties may

disclose to third parties the

contents of this Agreement or

any information/report/advice

provided by or on behalf of the

other that ought reasonably to

be treated as confidential

and/or proprietary, except to

its employees, vendors,

subcontractors or other

member firms/affiliates.

Parties may, however, disclose

such confidential information

to the extent that it: (a) is or

becomes public other than

through a breach of this

Agreement, (b) is subsequently

received by the receiving party

from a third party who, to the

receiving party’s knowledge,

Every Government

documents have to be

made available on

public domain as per

RTI.

Hence the change can’t

be included.

owes no obligation of

confidentiality to the disclosing

party with respect to that

information, (c) was known to

the receiving party at the time

of disclosure or is thereafter

created independently, (d) is

disclosed as necessary to

enforce the receiving party’s

rights under this Agreement,

or (e) must be disclosed under

applicable law, legal process or

professional regulations. These

obligations shall be valid for a

period of 3 years from the date

of termination of this

Agreement."

7 Clause 3.26 (B)

(Settlement of

disputes) Page 22

It is requested that the Sole

Arbitrator be appointed as per

mutual agreement between the

parties or in case the parties

fail to mutually agree in that

case the arbitrator should

beappointed in terms of

Arbitration and Conciliation

Act 1996


8 General terms,

Clause 3.29.8, Page

23

General terms, Clause 3.29.8,

Page 23

-

Additional clauses are proposed to be added as advised by our legal counsel

9 Limitation of

Liability

Client (and any others for

whom Services are provided)

shall not recover from EY, in

contract or tort, under statute

or otherwise, any amount with

respect to loss of profit, data or

Mentioned above

goodwill, or any other

consequential, incidental,

indirect, punitive or special

damages in connection with

claims arising out of this

Agreement or otherwise

relating to the Services,

whether or not the likelihood

of such loss or damage was

contemplated. Client (and any

others for whom Services are

provided) shall not recover

from EY, in contract or tort,

including indemnification

obligations under this contract,

under statute or otherwise,

aggregate damages in excess of

the fees actually paid for the

Services that directly caused

the loss in connection with

claims arising out of this

Agreement or otherwise

relating to the Services.

10 Report Any information, advice,

recommendations or other

content of any reports,

presentations or other

communications we provide

under this Agreement

(“Reports”), other than Client

Information, are forClient's

internal use only (consistent

with the purpose of the

particular Services) including

Client's board of directors, its

audit committee, or its

statutory auditors and not for

disclosure externally outside

Every Government

documents have to be

made available on

public domain as per

RTI.

Hence the change can’t

be included.

your organization. Client may

not rely on any draft Report

and EY shall not be required

to update its Final Report.

11. Termination Either Party may terminate

this Agreement with

immediate effect by serving

prior written notice to the

other party if services are not

possible to be rendered as per

applicable laws or professional

obligations. Upon termination

EY shall be entitled to receive

payments of the Services

performed, work in progress

and expenses incurred by it,

till the date of such

termination.

Not included

12. Governing Law This Agreement shall be

governed as per the Laws of

India. Any unresolved disputes

under this Agreement shall be

subject to the exclusive

jurisdiction of Indian Courts.

Already present in

document

3i Infotech Limited

1. 3.20.2 Evaluation

Criteria for

Technical Proposal

Page 19

Please amend as:

Firm's experience in providing

Project Management

Consultant (PMC) services in

last 10 years where total value

is -

i. Up to 6 Crores - 5 marks

ii. More than 6 Crores - 10

marks



Criteria for

Technical Proposal

Page 19

Please amend as :

Experience of providing

services to government

organizations where scope of

work included business

plan/DPR, planning and bid

process management in last 10

years -

i. At least 3 projects - 10 marks

ii. More than 3 projects - 15

marks



Criteria for

Technical Proposal

Page 19

Please amend as :

Experience for working with

SRTUs/ Central/ State

Departments on strategy, IT,

financial feasibility

consultancy projects in India

in last 10 years

i. Up to 5 projects - 10 marks

ii. For every additional project

2.5 marks extra (total 5 marks)

- 10 marks

iii. Experience of working on

IT Strategies - 5 marks


3.28.2 Payment

Terms

Page 22

Please clarify that

is there any compensation

provision if project time

duration extend (more than 24

months) during execution by

the department (RSRTC) as

Will be decided at that

time with mutual

understanding

per need basis.

4. 3.29.3 General

Terms

Page 22

Please clarify that department

(RSRTC) will provide the

sitting space in RSRTC

premises along with required

IT & Non IT infrastructure to

the deployed consultancy's

firm team for both phases.

Office space will be

provided

KPMG

1. 3.20.1

To include “Transport and

Logistics” in the eligibility

criteria.

Accepted

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