background - new & renewable energy department ...mpnred.com/images/pdf/rfp_esia_nred dated 07...

Request for Proposal

For

Consultancy services for Environmental and Social Assessment (ESA) of 750 MW proposed Solar Project

in the state of Madhya Pradesh, India

by

New and Renewable Energy Department,

Government of Madhya Pradesh

Consultancy services for ESA studies of the proposed 750 MW Solar Project in the state of MP 1

No.NRED/BM-Gen-61/2014-15/92 Issue date: 15.04.2015

OFFICE OF THE COMMISSIONER,NEW AND RENEWABLE ENERGY, Bhopal (M.P.)

UrjaBhawan, Near - 5 no. bus stop, Shivaji Nagar, Bhopal – 462016

NOTICE INVITING PROPOSALS

Engagement of consultant for Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya

Pradesh, India

No.NRED/BM-Gen-61/2014-15/92 Issue date: 15.04.2015

Madhya Pradesh is fast becoming the destination of choice for major investments in the areas of renewable energy. The state is having a vast potential of renewable energy in grid connected renewable energy technologies – solar, wind, biomass and small hydro. In this regard, the state is desirous of engaging consultant for Environmental and Social Assessment (ESA) of the proposed Ultra Mega Solar Power Project in Rewa district of the state of Madhya Pradesh, India as per the World Bank requirement.Office of the Commissioner, New and Renewable Energy, MP, now invites proposals from eligible and interested consultants in the prescribed format.Detailed description is provided in the Request for Proposal (RFP) document. The RFP document and format of application are available on website www.mpnred.com.The last date for receipt of applications is 07/05/2015 by 1530 hrs. at the address given below:Deputy Commissioner,Office of CommissionerNew and Renewable Energy, UrjaBhawan, Near - 5 no. bus stop, Shivaji Nagar, Bhopal – 462016Tel. No: 0755-2551438, 2579876, 2980002Fax: 0755-2551439Website: www.mpnred.com


E-mail ID: [[email protected]]Interested consultants may obtain further information or seek any clarifications from the address given above from between 1030 - 1330 hours and 1430-1700 hours, local time (Monday to Saturday) exclusive of public holidays.


mailto:[email protected]

Table of Contents

1. Background.....................................................................................................42. Objective.........................................................................................................43. Conditions of Eligibility of Bidder...................................................................74. Schedule of Selection Process......................................................................105. Scope of Study..............................................................................................106. Deliverables..................................................................................................167. Submission of Deliverables...........................................................................169. Criteria for Evaluation..................................................................................1710. Confidentiality of Data and Documents.....................................................1811. Conflict of Interest.....................................................................................1812. Rights of Nodal Office:...............................................................................1913. Termination of Contract............................................................................1914. Application Submission.............................................................................1915. Validity.......................................................................................................2016. Amendments to the RFP............................................................................2017. Fee.............................................................................................................2118. Payment Milestones:..................................................................................2119. Liability of the Consultant.........................................................................2120. Penalty on Delay in Completion:................................................................21


Request for Proposal for “Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project

in the state of Madhya Pradesh, India”

As per present rules, Solar Power Projects in India are not required to conduct Environmental and Social Assessment (ESA). However World Bank is interested in conducting the ESA for 750 MW Solar Project in Rewa district of the state of Madhya Pradesh. The World Bank has agreed to provide financial support to the proposed 750 MW Solar Project in the state of Madhya Pradesh, India.

This assignment is designed to assess the impact of the proposed solar project (750 MW project at Rewa, MP) and recommend a framework for managing impacts in the project area and its surrounding; as applicable for the proposed solar project in the state of Madhya Pradesh.

A baseline study has already been conducted covering key environmental and social aspects, which will be made available on the website for the benefit of interested consultant.

1. Background

The Phase-2 of Jawaharlal Nehru National Solar Mission (JNNSM) focusses on a more state-led solar power growth in terms of solar parks and facilities, and new financing models for implementation. The implementation and success of the JNNSM and state solar policies will proceed on the basis of the technology advancements and cost reduction, which will be necessary for rapid scale-up. The Government of Madhya Pradesh (GoMP) through its New and Renewable Energy Department (NRED) has identified site at Rewa– totalling around 1,500 hectares, for 750 MW of solar capacity. As per the initial environmental and social baseline study, the site seems to be suitable for such kind of development.

2. Objective

While, solar projects in India do not require a regulatory environmental clearance, it is also understood that large-scale projects mayhave environmental and social impacts and these impacts need to be avoided as far as possible. The impacts which cannot be avoided, needs to be mitigated or managed.

Clearances processes and procedures to be followed in case of solar projects include:


Under green category and requires consent to establish and operate under the Water (Prevention and Control of Pollution) Act 1974 and Air (Prevention and Control of Pollution) Act 1981.

Commitment for water availability for construction and operation phase:

o Consent to withdraw groundwater, if any or use of surface water resources after applicable clearance and allocation of resource.

o If located on the designated groundwater recharge zones, regulatory clearances from Madhya Pradesh Water Resources Department (WRD) or Central Ground Water Board (CGWB) will be required.

If located in the close vicinity of rivers, wetlands, state level clearances will be required.

If located in forest areas, regulatory clearances under the Forest Conservation Act and the Forest Dwellers’ Rights Act (additionally wildlife clearance will be required depending if the forest in the vicinity is a national park or a wildlife sanctuary).

Establishing clearance requirements related to the transmission lines for transfer of generated solar power to National and State grid.

Usual clearances will be required if land acquisition is involved.

The requirements of the above-mentioned regulatory clearances including any other clearance requirements applicable for the proposed Ultra Mega Solar Power Project (UMSPP) shall be evaluated by the appointed consultant.

An initial assessment of the baseline conditions based on secondary information has been undertaken for the proposed site. The baseline conditions study suggests the key environmental and social aspects that need to be focused upon as part of the ESA study.

The key objective of this study is to conduct Environmental and Social Assessment (ESA) with a view to identify anycritical environmental and social concerns in the ultra-mega solar power project and address them as an integral part of project design.

The specific objective includes:


To assess the existing status of environment and social in the study area and its vicinity (5 km radius) and to identify threats and issues which have potential to adversely impact important environmental and social features of the project influence area.

Carry out environmental and social analysis of project area in relation to activities under the project.

Analyze the various options available for ancillary facilities like water supply, with special reference to sources – whether local groundwater or water from distant sources would be used, in case of the later situation conveyance facilities will also be analyzed for impacts, drainage, access, etc. to minimize adverse impacts and enhance positive impacts, where feasible.

Identification of the project affected families; assessment of loss of land / livelihood / common property resources for people living within the proposed site. The consultants however will carry out consultations with community members in its immediate vicinity (5 km)in addition to consultations with project affected persons (PAP).

Assess impacts on the indigenous/marginalized communities within the proposed site and its immediate vicinity (5 km).

Prepare a site specific environmental and social assessment report by documenting environmental features of the project area, socio-economic and cultural status of community in and around the project site (5kM) and PAPs. This assessment should also include considerations of safety – both for the workers in the site and related facilities, as well as of nearby residents, especially those that live close to ancillary facilities like borrow areas, for instance.

To identify the environmental and social issues associated with implementation of project and develop environmental codes of practices for common activities like site preparation, installation of panels, management of waste, occupational health and safety, etc. and social exclusion list that need to be followed during various stages such as planning, construction and operation & maintenance.

To undertake consultations with potentially affected people and other community members to understand their views, obtain their input


regarding environmental and social issues, and to take these into account during the preparation of the management framework and plans that would be executed before start of work at site.

For the purpose of the study, MPNERD will provide data to the consultant on Khasra numbers identified for implementation of the project.

To prepare an Environment and Social Management Framework (ESMF) including well-defined performance indicators for addressing the identified issues, through various activities/tasks under the proposed project, and strategy for its implementation to achieve sustainable environmental benefits.

To identify portions of the codes of practice/management framework that need to be integrated with the bidding documents to ensure that the prospective bidders are aware of what all will be required during project implementation and operation from an environmental, health and safety, as well as social perspective.

To prepare an Environmental Management Plan (EMP); Resettlement Action Plan (RAP); Gender Action Plan (GAP) and /or Indigenous Peoples Development Plan (IPDP) for the mitigation/enhancement activities that is to be undertaken by NRED, GoMP. The EMP / RAP / GAP / IPDP will include the description of relevant activities, institutional responsibilities, budgetary allocations, timelines and reporting arrangements for the same.

3. Conditions of Eligibility of Bidder

3.1. Bidders must read carefully the minimum conditions of eligibility (the “Conditions of Eligibility”) provided herein. Proposals of only those Bidders who satisfy the Conditions of Eligibility will be considered for evaluation.

3.2. Eligibility of Criteria: To be eligible for evaluation of its Proposal, the Bidder shall fulfil the following Minimum Criteria:

Bid Security:

I. The Bidder shall furnish, as part of its Proposal, a Bid Security of INR5,00,000 (Indian Rupee Five Lakhs) in the form of FDR or TDR of any nationalized/scheduled bank in favour of the Accounts Officer,


Office of Commissioner, New and Renewable Energy, payable at Bhopal.

• Any Proposal, not accompanied by the Bid Security, shall be treated as nonresponsive and summarily rejected;

• The bid security instrument should be initially valid for 90 days from the date of opening of the proposal;

• The Bidder, by submitting its proposal pursuant to this RFP, shall be deemed to have acknowledged that, without prejudice to any other right of the nodal office or remedy hereunder or in law or otherwise, the Bid Security shall be forfeited and appropriated by nodal office under the following conditions:

- If a Bidder withdraws its Proposal during the period of its validity and as extended by the Bidder from time to time; or

- In the case of a Bidder being selected, the Selected Bidder fails to sign the Agreement or commence the assignment on time.

• The Bid Security will be returned to the unsuccessful bidders within thirty (30) days from the date of letter of award to the successful Bidder.

Performance Security:

• The successful bidder has to submit Performance Security with the acceptance of order valid for 15 months. The Performance Security shall be of INR 5,00,000 (Indian Rupee Five Lakhs) in the form of FDR or TDR of any nationalized/scheduled bank in favour of the Accounts Officer, Office of Commissioner, New and Renewable Energy, payable at Bhopal. The Performance Security will be returned within ninety (90) days from the expiry of the consultancy engagement, on satisfactory completion.

Technical and Financial Bidding Parameters:

II. The Consultant can be a single bidding company, or a consortium of companies. However, the consultant / members of the bidding consortium should each be a Company registered under the Companies Act, 1956 except for the Technical Consultant that could be hired by the Bidder on individual basis.


III. The Consultant (the Lead Consultant, in case of a Consortium) must have the following experience:

The consultant shall be an “Accredited EIA consultant” with MoEF;

The consultant shall have completed at least 3 EIA studies in last 3 financial years.

Minimum turnover from Consultancy Services of not less than Rs. 5 Crores in at least two (2) out of previous three preceding financial years. The documentary evidence in the form of certificate from the Statutory Auditor of the Consultant (Lead Consultant, in case of a Consortium), certifying the revenues from the consultancy services during each of the last three (3) financial years shall need to be provided;

Environmental advisory experience, as a firm, of more than three (3) years;

Experience of at least two (2) Consultancy Projects involving environment and social assessment (ESA) of power projects.

Experience of at least two (2) Consultancy Projects in preparing an Environmental Management Plan (EMP)/Resettlement Action Plan (RAP)/Gender Action Plan (GAP) or Indigenous Peoples Development Plan (IPDP) for power sector projects in an Indian state.

IV. Team Composition:

Team Leader (12weeks)

A post-graduate / doctoral degree holder in Environmental or Social Sciences/ urban or regional planning or a related field with at least 15 years of experience in delivering ESIAs for development projects

S/he should have demonstrated experience of working with and leading multi-sectoral teams

S/he should be conversant with relevant regulations in Madhya Pradesh and multilateral funding agencies like the World Bank


S/he should be fluent in English and similar level of competency in Hindi would be an advantage.

Team Members

Social expert (12weeks)

A post-graduate/doctoral degree holder in Social Sciences, or a related field with at least 15 years of undertaking (E)SIA studies, preferably for development projects, with funding support from multilateral agencies like World Bank

S/he should have experience of organizing consultations with potentially affected persons

Familiarity with the relevant regulations in Madhya Pradesh would be an advantage

Fluency in Hindi would be required and that in English would be desirable.

Environmental expert (12weeks)

A post-graduate/doctoral degree holder in Environmental science/engineering/ Planning or related field with at least 15 years of experience in undertaking E(S)IA studies, preferably for development projects, with funding support from multilateral agencies like World Bank

S/he should have experience of organizing and analyzing environmental survey results and incorporating the findings into the report.

Familiarity with Contracting procedures, especially in the PPP mode would be an advantage

Prior experience of developing codes of practice and other tools for management of generic issues would be an asset.

Solar Technology Expert (2 weeks)

A Solar Energy expert with relevant post graduate qualification and experience of 15 years with at least 5 years in India

Support staff (as per need)


The proposed team shall necessarily be the employees of the bidding firm/members of the consortium.

V. Any entity, which has either been directly barred by the Central/State Government in India, or any entity controlled by them, from participating in any project, and the bar subsists as on the date of Proposal, would not be eligible to submit the Proposal; and

VI. A Bidder should have, during the last three (3) years, neither failed to perform on any agreement (as evidenced by imposition of a penalty by an arbitral or judicial or regulatory authority or a judicial pronouncement or arbitration award against the Bidder) nor been expelled from any project or agreement nor have had any agreement terminated for breach of contract by such Bidder.

4. Schedule of Selection Process

A Issue of RFP Document 15/04/2015

B Time and date for submission of application

On and before date 07/05 /2015 before 2:00 PM

C Time and date for opening of the Technical Bids.

08/05/2015 at 3:00 PM

D Time and date for opening of the Financial Proposal.

13/05/2015 at 3:00 PM

E Validity of Proposal Minimum 120 calendar days from Proposal submission deadline.

The submission of bids and opening of the bids will be at the address mentioned under clause 14.

5. Scope of Study

Project Description; Providing a Project description with focus on understanding the environmental and social setting and sensitivities for the proposed solar power project, including an overview of the land acquisition and resettlement requirements and its impacts on indigenous peoples, if any. This would also include any related facilities that may be required (e.g., access roadswithin the project area, water supply arrangements, housing, raw material and Transmission lines1 etc.). The

1 For transmission lines, separate ESA will be conducted.Consultancy services for ESA studies of the proposed 750 MW Solar Project in the state of MP

12

project area of influence would also be determined on the basis of the activities involved.

Laying down Policy, legal, and administrative framework: Discussing the policy, legal and administrative framework within which the assessment is carried out, national and state specific regulations (including permits and licenses), and the World Bank’s Operational Policies and Best Practices and Performance Standards. Reviewing the Social & Environmental compliance requirement with respect to the above; present an overview of Government of India’s and State Government’s social policies, legislations, regulatory and administrative frameworks in conjunction with the World Bank’s safeguard policies and Performance Standards. Where gaps exist between these policies, make recommendations to bridge the gaps in the context of the proposed project.

Generating Data for Environmental and Social Assessment and Management Framework: Collection and generation of relevant social and environmental (physical, biological) data (primary & secondary) within the study area. This data should be relevant to decisions about project location, design, construction, operation, or mitigation measures.

The data generation should specifically focus on issues related to

Water- its quality, availability and adequacy vis-à-vis the requirements during different phases of the project life cycle

Land and physical environment

Physiographic characteristics

Prepare Socio-economic profile in terms of demographic characteristics, land use pattern, economic profile, occupational pattern and other socio-economic parameters.

Identify and analyze the issues of vulnerable communities and gender

Land, access requirements, land use, and involuntary resettlement

Assess the likely impacts of the sub-project, in terms of land acquisition/ transfer (loss of lands, houses, livelihood, etc.), and


resultant involuntary resettlement extent and undertake the census of potential project affected people;

Based on the assessment of potential social and economic impacts, the SIA should establish criteria that will assist in the formulation of strategies; to the extent possible maximize project benefits to the local population and minimize adverse impacts of the project interventions on the affected communities;

The consultants would study the living patterns of vulnerable population (including tribal, scheduled castes, women, landless, households below poverty line, etc.) in the project area.

Identify likely loss of community assets including the religious structures and common property resources (e.g. forest, grazing land, drinking water source, etc.) within project site; the impacts of their loss on the local population, and prepare mitigation plans

Ecology or biodiversity

Physical or cultural heritage (if any)

Flooding and seismic risk

Hazardous and domestic waste management, etc.

Review of the land take/lease process to assess any legacy or current/existing issues (like informal settlers, livelihood dependence, other usage etc) on the allotted land. It will also look at current and proposed development activities within the project's area of influence, including those not directly connected to the project

Information Disclosure, Consultation and Participation: Describe the consultation and participation mechanisms adopted, including the activities undertaken to disseminate project and resettlement information during project design and engaging stakeholders. The results of consultations with affected persons, the host communities, civil society organizations and other stakeholders, raised will be summarized.

Conductstakeholders’ consultation: that ensures that all key stakeholders are aware of the objectives and potential environmental and


social impacts of the proposed project, and that their views are summarisedin a structured manner.Stakeholders’ will include all those who are directly or indirectly dependent on the project site(s).Therefore, identify the key stakeholders(Government, NGOs, CSOs, Academicians, etc.) in the project area; analyze their perspectives of the project. The analysis shall be carried out for both primary and secondary stakeholders at project level through structured discussions on the (a) importance of addressing social issues (b) impressions of past efforts, if any (c) suggestions for what to do differently in future (d) key issues (goals and safeguards) to be addressed; and (e) issues of co-ordination and / or conflict among various stake holders. The analysis shall be summarized in a structured manner and shall clearly bring out the implications for project design.

Review of negotiated land acquisition, if any: The consultant, based on documentation provided by NRED (GoMP), site visits and consultations with the affected people, will review the following (i) processes followed for land procurement including an assessment of the adequacy of information disclosed to the landowners and the bargaining power of landowners to negotiate for fair compensation, (ii) policies and laws (if any) that are applicable for negotiated settlements in the area, (iii) confirmation of third party validation of the negotiations carried out, (iv) mechanisms adopted for calculating the replacement costs of land and other assets impacted, and (v) record keeping requirements of the negotiation process.

Analyzing the Alternatives:For the proposed project site compare reasonable alternatives to technology in terms of their potential social environmental impacts; the feasibility of mitigating these impacts; their capital and recurrent costs; their suitability under local conditions; and their institutional, training, and monitoring requirements. It would also state the basis for selecting the particular site and project design justifying recommended approaches to pollution prevention and abatement.

Assessing Social and Environmental Impacts and Mitigation Measures: Assessing the Social and Environmental impacts (both positive and negative) of solar energy project, with potential assessment


of cumulative impacts (linked to development or other solar projects and the overall park), if relevant and as appropriate. Identify mitigation measures and any residual negative impacts that cannot be mitigated. Also evaluate impacts and risks from associated facilities and other third party activities. The mitigation measures shall be presented in the form of Environmental and Social Management Plan (ESMP), which shall include but not limited to:

Water Management including transportation, storage, recycling for use in the plant as well as rainwater harvesting

Occupational health and safety

Labour working conditions

Construction labour management

Waste Management including for Hazardous waste

Disaster management plan

Develop an R&R entitlement framework in consultation with the affected people and other stakeholders and prepare a resettlement action plan (RAP) which is acceptable to the project affected people;

Description of the entitlements for various categories of impacts, mitigation measures to address livelihood impacts, etc.

Interventions needed for skill development and overall social upliftment of the communities in the project influence area

To develop a consultation framework for participatory planning and implementation of proposed mitigation plan;

Assess the capacity of institutions and mechanisms for implementing social development aspects of the project implementation including the social safeguard plans and recommend capacity building measures; and,

Develop monitoring and evaluation mechanism to assess social development outcomes

Preparation of Gender action Plan and Indigenous Peoples Development Plan (if required)


Assessment and mitigation measures for health and safety issues of the workforce and community, as well as compliance with national labor laws, and World Bank Group EHS Guidelines

Environmental monitoring plan

The ESMP shall include an adequate institutional structure and resources including financial budget to enable NRED/JVC/GoMP to undertake measures identified in it, and report on the same to stakeholders on a regular basis.

Grievance Redress Mechanism: Description of the community grievance redress framework/mechanism (both informal and formal channels), setting out the time frame and mechanisms for resolving complaints about environmental and social performance.

Preparation of an environmental and social management framework - Based on the E&S impact assessment, the consultants would prepare mitigations and management measures to be taken during implementation of the project by the successful bidders/concessionaire(s) to avoid, reduce, mitigate, or compensate for adverse E&S impacts and their timelines. These may include multiples policies, procedures, practices, and management plans and actions. The framework will include a set of performance indicators for social and environmental impacts / issues identified and mechanisms to implement and monitor. It would also indicate the resources and responsibilities required for implementation.

The frame work should provide the policy and institutional framework and the detailed process for conducting social impact assessment for the projects. The framework should cover all kinds of potential impacts such as land acquisition, R&R, issues of vulnerable communities, gender, etc. arising out of project activities. The framework inter alia should specifically cover the methodology for carrying out environmental and social assessment; a draft terms of reference for environmental and social assessment including land acquisition plan format; identify probable positive and adverse impacts of the project; consultation plan and strategy; tribal development screening and consultation; framework for preparation of gender action plan mitigation measures for adverse impacts; institutional arrangement for implementation of mitigation


measures; draft implementation strategy; monitoring and evaluation mechanism including measurable indicators for concurrent monitoring and periodic evaluation; identify training needs and define capacity building measures for the implementation and operationalization of the framework.

Draft inputs for inclusion in the Bidding Documents: These would essentially operationalize the ESMF measures that would need to be implemented by the private sector partner – concessionaire. These would include contractual requirements, specific indicators that would be monitored during implementation and operation by the successful bidder, and (dis)incentives for compliance with requirements as well as how any disputes relating to performance on these aspects would be managed.

Conclusion and Recommendation - Providing conclusions drawn from the assessment and providing recommendations.

Note: The consultant must provide monthly updates and also make presentations to the Office of Commissioner New and Renewable Energy, MP on the status of the project and deliverables.

6. Deliverables

The following output is expected during the course of the assignment. In consultation with Office of the Commissioner (New & Renewable Energy), Consultant will prepare a monthly progress report covering progress against the work plan agreed in the inception report.

Report TitlePrinted Copies

Soft CopiesTime Frame from start of assignment

Payment as % of total cost of the assignment

Inception Report

3 6 2 weeks 10

Draft ESIA and Consultations Report

3 6 6weeks 35

Final ESIA and Consultations

3 6 9weeks 25


Report

Inputs to the Bidding documents for developers

6 12 12weeks 30

Monthly progress report

Every 4 weeks

In addition, the consultant should have their team ready to make presentations to the NREDregarding the progress of the assignment, and significant findings. These are expected to be in advance of submission of the Draft and Final reports, as well as finalization of inputs to bidding documents for developers.

7. Submission of Deliverables

The submission of deliverables will be as defined in clause 6. The printed copiesas per clause 6 shall be submitted in neatly bounded in standard format as approved by the nodal office.

8. Duration of the Contract

The duration of the consultancy assignment would be for a period of twelve(12) weeksfrom the date of issue of Work Order an acceptance of the same by the SelectedBidder.

9. Criteria for Evaluation

9.1. Evaluation of Technical Proposals

9.1.1. In the first stage, the Technical Proposal will be evaluated on the basis of Bidder’s experience, presentation and financial capability Only those Bidders whose Technical Proposals score 70 marks or more out of 100 shall qualify for further consideration, and shall be ranked from highest to the lowest on the basis of their technical score (ST).

9.1.2. All Bidder shall be required to make presentations up to 20 minutes, before opening of Financial Proposals, to demonstrate their credentials based on eligibility criteria as per Clause 3.2of RFP along with the following and submit three (3) hard copies during the presentation –

Brief company profile, local presence, associates, major clients and projects etc.


Experience of rendering services as consultant.

Understanding of assignment along with methodology indicating broad scope of

work plan and roadmap of said work.

Proposed key personnel along with team leader and manpower commitment.

The time and venue for the presentation shall be intimated to the Bidder.

9.2. Short Listing of Bidders

Only those Bidders whose Technical Proposals score 70 marks or more out of 100 shall qualify for further consideration, and shall be short-listed with ranking from highest to the lowest on the basis of their technical score (ST).

9.3. Evaluation of Financial Proposal

9.3.1. In the second stage, the financial evaluation will be carried out as per this Clause 9.3.3. Each Financial Proposal will be assigned a financial score (SF).

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

9.3.3. Nodal Office will determine whether the Financial Proposals are complete, unqualified, and unconditional. The cost indicated in the Financial Proposal shall be deemed as final and reflecting the total cost of services. Omissions, if any, in costing any item shall not entitle the firm to be compensated and the liability to fulfil its obligations as per the ToR within the total quoted price shall be that of the Consultant. The lowest financial proposal (FM) will be given a financial score (SF) of 100 points. The financial scores of other proposals will be computed as follows:

SF = 100 x FM/F (F = amount of Financial Proposal of the Bidder)

9.4. Combined and Final Evaluation

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

S = ST x 0.70 + SF x 0.30


Where S is the combined score

10. Confidentiality of Data and Documents

All Intellectual Property Rights (IPR) of data collected as well as the deliverables produced shall remain with the office of Commissioner, MPNRED. All knowledge and information, which may be acquired during the assignment, shall be for all times and for all purposes, regarded as strictly confidential and held in confidence, and shall not be directly or indirectly disclosed to any person whatsoever, without the explicit written permission of Commissioner of the State.

11. Conflict of Interest

Neither the Consultant nor any of the personnel engaged by the Consultant shall engage in any personal, business or professional activity, which conflicts or could conflict with any of their obligations in relation to this consultancy engagement.

The Consultant and the Consultant’s personnel shall notify MPNRED immediately of any actual or potential conflict, together with recommendations as to how the conflict can be avoided or mitigated.

The Consultant shall observe, in competing for and executing a contract, the laws against fraud and corruption (including bribery). The Consultant shall also furnish information on commissions, gratuities and fees, if any, paid or to be paid to agents or any other party relating to this Proposal and, if awarded, Contract execution.

In case of failure to comply with any of the above, the office reserves the right to terminate the contract immediately, without any financial obligations or liabilities and may also forfeit the Bid Security/Performance Guarantee provided by the Consultant.

12. Rights of Nodal Office:

Nodal office reserves the right to cancel this notice, and not to proceed in the matter, at any stage accept or reject any or all applications, without giving any explanations, whatsoever.


13. Termination of Contract

Nodal office may, by way of written notice, terminate the contract under the following conditions:

The consultant is unable to address the assigned works;

Quality of the assigned works is not to the satisfaction of the nodal office;

The consultant fails to meet the prescribed timelines assigned under the prescribed time period; and

The consultant commits any material or persistent breach of its obligations under the contract.

14. Application Submission

The application is to be submitted in a sealed envelope (Main Envelope) which should be transcripted in the following manner:

“ Application for consultancy services for Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya Pradesh”

To,

Deputy Commissioner,

Office of the Commissioner,

New and Renewable Energy, Bhopal

UrjaBhawan, Near - 5 no. bus stop,

Shivaji Nagar, Bhopal – 462016

“Name of the Consultant”

14.1. The Main Envelope shall contain the following documents:

Envelope containing technical proposal must have

o Covering letter as per attached format

o Technical proposal

o Application as per format


Technical Envelope containing

o Financial quote as per attached format

14.2. Separate sealed envelope duly superscripted the price bid shall contain the offer for the price to be charged for the proposed study.

14.3. Sealed envelope along with the Covering Letter and application form should be enclosed in Main Envelope and submitted in sealed form to the Office of Commissioner (New and Renewable Energy, Bhopal) within the specified time limit;

14.4. The Consultant has the option of sending his application by courier/registered post/speed post or submitting in person so as to reach at the designated address by the time and date stipulated in this RfP. Application submitted by telex/ fax/ email shall not be considered under any circumstances. The nodal office shall not be responsible for any delay in receipt of Response. Any application received after the time and date for submission stipulated in the RfP shall not be opened and returned unopened;

14.5. No change or supplemental information to the response to RfP already submitted will be accepted after the scheduled date and time of submission of response to RfP. Notwithstanding the above, the nodal office reserves the right to seek additional information from the Developer, if found necessary, during the course of evaluation of response; and

14.6. If the envelopes are not closed and not superscripted as per the requirement, the nodal office will assume no responsibility for its misplacement or premature opening.

15. Validity

The proposal shall remain valid for the period of 90 days from the last date of submission of the proposal as specified in this RFP. The proposal with validity of less than 90 days may be rejected as non-responsive.

16. Amendments to the RFP

At any time prior to the deadline for submission of the proposal, MPNRED may for any reason, modify the RFP, The prospective respondents having received


the RFP shall be notified of the amendments through website and such amendments shall be binding upon them.

17. Fee

The financial proposal by the Consultant shall be inclusive of the service taxes. This financial proposal shall cover remuneration for all the Personnel (Expatriate and Resident, in the field, office etc.), accommodation, travel costs etc.

18. Payment Milestones:

The payment shall be made as per milestones provided in clause 6.

19. Liability of the Consultant

Except where there is proven misconduct, gross negligence, dishonesty or fraud on behalf of the Consultant of the personnel deployed by the Consultant, the Consultant’s liability under the Consultancy contract shall be limited to the amount of the contract value.

20. Penalty on Delay in Completion:

If the study is completed beyond the scheduled completion as extended, a penalty of 1% per week subject to maximum of 10% of the contract amount shall be deducted from the balanced payment.


Formats for Response to RFP

The following formats are required to be included in the Applicant’s Response to RFP.

1. Format for the Covering Letter

2. Format for Details of Applicant

3. Format for Statement of Legal Capacity

4. Format for Experience of the Firm

5. Format for Team Composition

6. Format for Curriculum Vitae

7. Format for the Financial Proposal

8. Format for Power of Attorney

Applicant may use additional sheets to submit the information for its detailed Response.


1. Format for Covering Letter

(To be printed on letterhead of Applicant)

Date: (dd-mm-yyyy)

Letter Ref. No.:

To

The Deputy Commissioner

Office of the Commissioner


Urja Bhawan, Near - 5 no. bus stop


Sub: Application in response to the TOR for consultancy services for Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya Pradesh.

Ref: TOR No. ____________, Dated: ____________

Kind Attention: Deputy Commissioner, Office of Commissioner

Dear Sir,

Having reviewed and fully understood in detail all the information provided in the TOR document, hereby submit application in full compliance with the provisions specified in the TOR document for consultancy servicesforEnvironmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya Pradesh, India

We are enclosing herewith the following information with duly signed formats as desired by you for your consideration:

# Documents as required under TOR document Enclosed (Yes/No)

1 Applicant Details

Checklist of supporting documents

(Yes/No)


- __________

- __________

2 - Price Bid (Yes/No)

We understand that the selection shall be as per the details mentioned in the TOR document. We agree to abide by the provisions laid down under the TOR document issued by the office of Commissioner New and Renewable Energy, Bhopal.

We, declare that the information as submitted in this application is true to the best of my knowledge. In case any information given in this application or attached documents are found to be incorrect at any point of time, we understand that the nodal office may reject my response to TOR/Bid, and/or cancel the order, if issued.

Yours truly

(Signature)

(Address)

(Contact details: telephone no. , fax no.)


2. Format for Details of Applicant

# Description Details

1. Name of the Applicant

Registered office address:

Telephone no.:

Fax no.:

e-mail:

Correspondence address:

Telephone no:

Fax no:

e-mail id:

2. Name of the chief executive officer/ Managing Director

3. Type of the Applicant (Individual/Hindu Undivided Family/Partnership/Pvt. Ltd. Co./Public Ltd. Co./)*

4. Name of directors of the organization (if applicable)

5. Name and address for correspondence with Authorized Representative#

of Applicant.

Telephone no.:

Fax no.:

Email:

6. Details of current business of the Applicant


7. Detail of experience in assisting government departments in renewable energy sector (use separate sheet if required) required as per clause 3 of the TOR.

8. Whether the Applicant or any of its promoter(s)/director(s)/ associates is blacklisted by any central government or state government/ department/ agency in India? (yes/no)

9. Any other information (use separate sheet)

Note:

* Attested copies of (if applicable):

- Registration certificate/Incorporation proof

- Partnership deed, in case of partnership firm

#Enclose attested copy of Power of Attorney as per attached Format

^If yes, then please furnish details

≠Enclose Affidavit on non-judicial stamp paper of relevant value certifying that Applicant/Promoter(s)/Director(s) of Applicant are not blacklisted.


3. Format for Statement of Legal Capacity

(To be forwarded on the letterhead of the Applicant/ Lead Member of Consortium)

Date: (dd-mm-yyyy)

To

The Deputy Commissioner

Office of the Commissioner


UrjaBhawan, Near - 5 no. bus stop


Dear Sir,

We hereby confirm that we/ our members in the Consortium (constitution of which has been described in the application) satisfy the terms and conditions laid out in the RFP document.

We have agreed that …………………… (insert member’s name) will act as the Lead Member of our consortium.*

We have agreed that ………………….. (insert individual’s name) will act as our representative and has been duly authorized to submit the application in response to the RFP. Further, the authorised signatory is vested with requisite powers to furnish such letter and authenticate the same.

Thanking you,

Yours faithfully,

(Signature, name and designation of the authorised signatory)


*Please strike out if this sentence is not applicable.


4. Format for Experience of the Firm

Project

Client: Duration (Start; End Date):

Contract value: Person months input: Total person months under the contract:

Firm which undertook work:

Name of associate Consultants, if any:

Narrative description of project:

Experience relevant to the present assignment:


5. Format for Team Composition and detailed Curriculum Vitae

# Name Educational Qualification

Position Years of Experience

Expertise

1

2

3

4

5

...

...


6. Format of Curriculum Vitae (to be provided by all the Team Members including Team Leader)

1. Name of Staff:

2. Proposed Position

3. Employer:

4. Date of Birth: Nationality:

5. Education

School, college and/or University Attended

Degree/certificate or other specialized education obtained

Date Obtained

6. Countries of Work Experience:

7. Languages:

8. Employment Record

From [Year]: _____ To[Year]:

Employer:

Positions held:

9. Work Undertaken that Best Illustrates Capability to Handle the Tasks defined in the scope of work

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:


Activities performed:


7. Format for Financial Proposal

From

(Name of the Bidder)(Address of the bidder)To

The Deputy Commissioner,Office of the Commissioner,New and Renewable Energy, BhopalUrja Bhawan, Near - 5 no. bus stop, Shivaji Nagar, Bhopal – 462016Subject: Selection of consultant for Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya Pradesh, India

Dear Sir,

We, the undersigned, offer to provide the services as consultant for Environmental and Social Assessment (ESA) of the 750 MW Solar Project in the state of Madhya Pradesh.

Our Financial Proposal for Project is for the sum of Rs. __________ (Amount in both words and figure) for the scope stated in the RFP. This amount shall be inclusive of all taxes including service tax.

1. Our Financial Proposal shall be binding upon us subject to any modifications resulting from contract negotiations, up to the expiration of the validity period of the Proposal, i.e. __________ (date).

2. This financial proposal covers remuneration for all the Personnel (Expatriate and Resident, in the field, office etc.), accommodation, travel costs, equipment, printing of documents, etc. The Financial Proposal is without any condition.

3. We undertake that in competing for and, if the award is made to us, in executing the above consultancy services, we will strongly observe the laws against fraud and corruption in force in India namely “Prevention of Corruption Act 1988”. We understand that you are not bound to accept any Proposal you receive.

Yours sincerely_______________


Authorized Signatory(Name and Title of Signatory)(Name of Firm)(Address)


8. Format for Power of Attorney

POWER OF ATTORNEY

Know all men by these presents, We……………………………………………….(name and address of the registered office) do hereby constitute, appoint and authorise Mr / Ms………………………………(name and residential address) who is presently employed with us and holding the position of …………………………………………. as our attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in connection with or incidental for the project including signing of all documents in our Response to our application for consultancy services for Environmental and Social Assessment (ESA) of the proposed 750 MW Solar Project in the state of Madhya Pradesh in the country of India, including submission of all documents and providing information / Responses to office of Commissioner, New and Renewable Energy, Bhopal, representing us in all matters before Nodal office/State Government, and generally dealing with Nodal office/State Government in all matters in connection for the said Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall and shall always be deemed to have been done by us.

For (Insert name of the Applicant/ Developer on whose behalf PoA is executed)

______________

(Signature)

(Name)

(Designation)

(Accepted)

Specimen signatures of attorney attested


______________

(Signature of Notary Public)

(Name)

(Designation)

(Address of the Attorney)

Place:______________

Date: ______________

Note:

1. The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down by the applicable law and the charter documents of the executants(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure.

2. In case the applicant is individual then separate declaration to this effect shall be required to be submitted.
