minutes of the pre application meeting held on 27.8.2015 at 11.00 … proposal.pdf ·...

_________________________________________________________________________________________________________

___ 1 of 22 Seal & Signature of the

Applicant

Minutes of the pre application meeting held on 27.8.2015 at 11.00 A.M in

the Conference Hall of State Planning Commission, Ezhilagam, 5th Floor,

Chepauk, Chennai - 600005

Sub: State Planning Commission-Pre application meeting on Request For

Qualification (RFQ) for empanelment - replies to queries raised by firms

&institutions with Revised RFQ

List of Participants:

In the chair: Thiru Anil Meshram, I.A.S., Member Secretary, State Planning Commission, Government of Tamil Nadu.

Officials:

Sl. No Name & Designation Office

1. Thiru Anil Meshram, I.A.S., Member Secretary,

State Planning Commission Chepauk, Chennai-05

2. Dr. Sugato Dutt, I.F.S., Head of Division(Land Use)


3. Thiru.S.Kumaradhas, Head of Division(Plan Co-ordination)


4. Thiru K.Ramakrishnan, Head of Division (IPT)


5. Thiru. P. Selvarajan Head of Division(RD &DP)


6. Tmt. R. Mala Joint Director

Dept. of Evaluation & Applied Research

7. Thiru.P. Balasubramanian Additional Director

Dept. Economics & Statistics

8. Thiru.D. Selva Pandian, Senior Assistant Vice President

Tamil Nadu Urban Infrastructure & Financial

Services Ltd.,

9. Thiru.U. Vijayaraghavan Manager,

Tamil Nadu Urban Infrastructure & Financial

Services Ltd.,

Resource Institution- JPAL

1. Ms. Aparna Krishnan Project Director,

J-PAL South Asia

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Applicant

Participants from Institutions / Consultants:

Sl. No.

Name of the Institution

1. S. Nagarajan, Eco Services India Pvt. Ltd., Guindy,Chennai- 600 032.

2. R. Muthukrishnan, Eco Services India Pvt. Ltd.,Guindy,Chennai- 600 032.

3. Dr. P. Thiyagarajan, Professor & Director, Tamil Nadu Open

University,Chennai.

4. M. Vijayabaskar, Assistant Professor, Madras Institute of Development Studies,

5. Prof. Shashanka Bhide,

Director, Madras Institute of Development Studies, Chennai

6. Dr.V.M.Sankaran, Professor & Head, Department of Agronomy, Madras Veterinary College, TANUVAS, Chennai – 51.

7. Dr.K. Mani, Professor & Head, Department of Agricultural Economics, TNAU, Coimbatore.

8. Praveen Ravi, LEAD, Athena Infonomics Chennai

9. V.R.Krishnan,General Manager,Care Earth Trust.

10. G. Sangeetha, OKAPI Research & Advisory

11. P. Babu, Sky Trust, Dindigul

12. R. Sethuraman, Akara Research & Technologies (P) Ltd.

13. Somasundaram.L, Akara Research

14. C.S. Sundaresan, AARDI, Chennai

15. Muthukarthick.N, Care Earth Trust, Thillaiganga Nagar,Chennai – 600 061.

16. Dr.Alex Joseph, Assistant Professor, School of Public Health, SRM University

17. T. Rajeswaran, Research Officer, School of Public Health,SRM University

18. A.R. Sathiskumar, Align Associates, Ashok Nagar Chennai.

19. R. Viswanathan, Mukesh & Associates, 37, Grama I St.Nungambakkam, Ch-34

20. L.R. Bhaskaran, HB Management & Engg. Consultant

At the outset, the objectives of the empanelment of consultants and outline of

the purpose of the empanelment were explained in detail by the Member

Secretary, State Planning Commission.

There are written queries received from the participants and other queries

discussed during the meeting with replies are also as follows:

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Applicant

Sl.No Query Reply

1. Can the average turnover and the number of years of the firms can be relaxed

No change. Please refer revised RFQ

2. Can the consortium be formed with more than two organisations

Please refer Point 8.4 Page No.14 of revised RFQ

3. Can the firm associate with professors who are working in universities presenting their certified resume.

Firms may associate with professors who are working in universities provided a letter of no objection is provided by the University, and the person is exclusively associated with the firm for this application. Also refer Clause 28 and Clause 29, Point 4 in Revised RFQ (Pages 21- 23)

4. Can you provide the MS word format of the application

Necessary forms attached with this document in MS Word format

5. Whether application should be sent on behalf of each Directorate of TNAU viz) CARDS, Water Technology centre etc.,or TNAU as a single entity should get empaneled. Faculties(Economist) are placed in different Directorates of TNAU

In the Case of a University, applications could be sent by each Department / Directorate (upto a maximum of 5 from a single university), by the University as a single entity or both. However, all applications must be authorized by the Registrar. Refer Point 21, Page 16.

6. Is there any relaxation from paying processing fee to TNAU

No relaxation

7. Can a consortium apply to two panels- with one organization as lead for one panel and the other as lead for other? Example: one(A)organization lead the data & analytics with the other (B) working with and (B) organization leads the policy evaluation with A working with it.

Joint venture/ Association is allowed. Please Refer clause 8.4, page no. 14 of Revised RFQ.

8. Can part time employees be included in this project who possess expertise in respective sectors.

Please Refer Revised RFQ, Clause 29, Point 4, Clause 30, Point 3 and Clause 31, Point 4

9. Would like to know whether Government University like TANUVAS need to pay the fee? Is there any relaxation.

No relaxation

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Applicant

Sl.No Query Reply

10. We would like to get empanelment for TANUVAS as a whole as a University. So that the projects may be taken up by the Department concerned depending on the type of work. Hope this stand is correct.

In the Case of a University, applications could be sent by each Department / Directorate (up to a maximum of 5 from a single university), by the University as a single entity or both. However, all applications must be authorized by the Registrar and each application must be accompanied by the required processing fee. Please Refer Revised RFQ Point 21, Page 16 and Page 9.

11. Should we make separate document submission for 3 types of work

(1) Policy Research and Evaluation Studies

(2) Independent monitoring (3) Data handling.

Yes

12. With reference to the requirement of qualifications from “Researchers”, we request that Masters in relevant fields with experience in Policy Advisory and Evaluation be allowed (Ref: Page-23, Point #4)

Please refer Revised RFQ, Clause 29, Point 4

13. Request that the scoring for additional locations in Tamil Nadu be replaced with “Experience of having executed projects in Multiple locations/ Districts in Tamil Nadu”. (Ref.Page:23, Point-5, Page : 26, Point:4, Page 29 Point 5)

No change. As per Revised RFQ

14. Request that Projects on Public Policy Advisory and Evaluation commissioned by other agencies (Bilateral, Multilateral, Foundations, Industry Associations, etc.) be included for Evaluation (Ref:Page 23 Point 2).

Please refer Revised RFQ Clause 29, Point 2

15. For Areas such as Panel Studies and big data assessments, are these data sets already available? or Will establishment of systems for generating these data sets be part of mandate.

Both cases may arise ,as required

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Applicant

Sl.No Query Reply

16. Could you indicate timelines for the process?

Minimum Time line will be taken as per requirement

17. Is there any pipeline of research / evaluation studies which has already been identified?

Yes

18. Post Empanelment will project concepts necessarily be generated by the respective departments, or could potential concepts be developed and seeded by the empaneled consultants?

Respective departments will issue RFP based on requirements

19. What is the turnover for consultant eligibility?

Please refer Revised RFQ eligibility criteria clause 28, page No.20 & 21

20. Initially, Consultant will be selected and empaneled after empanelment for each assignments the work will be awarded based on whether by lowest L1 or QCBC methods. Please confirm.

Will be decided by client on case to case basis during Request for proposal (RFP) stage

21. Page 11 Item 7, Page 20, Item 28 As we are recognized by ICSSR, we assume that the requirements are waived.

Yes, requirement waived. Please Refer Revised RFQ clause 28 – 1(b).

22. Requirement of fee of Rs.5000/- per segment can MIDS be waived of this requirement.


23. Page 21 to 22 Can we include the same personnel in all 3 segments if they fit the requirements?

Yes

24. Page 22 Item 29 Can Publication/ projects be repeated across 3 segments if relevant

Yes

25. Page 22 Item 29, (also Page 39) In Faculty Publications, can the work of present faculty from previous employment be included.

Yes

26. Page 23 Item 2 & 3 Can we include projects undertaken by us as a collaborating institution although we do not have a direct contract agreement with a Government Agency.

No change, as per Revised RFQ Also refer Revised RFQ Clause 29, Point 2

27. Page 23 Item 2 & 3 Refer Revised RFQ Clause 29, Point 2

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Applicant

Sl.No Query Reply

Can we include work done for the world bank FAO/ILO/UNDP etc

28. Page 23 Item (5) what is meant by having presence in the state in the “past”? We have been here since 1971

Please refer Revised RFQ, Clause 29, Point 5

29. Page 23 can we include faculty research “ which may not be commissioned projects” we may have publications coming from this work

Faculty research from projects that may not have been commissioned will not be considered under point 2 of clause 29, page 23

30. Form 4 Completed projects: can we provide proof other than final payment

Other proofs are acceptable. Acknowledgement / acceptance of submission of final report, submission of final invoice. Refer Form No. 4, page 40 of Revised RFQ

31. Form 5 page 39 Can we give no of projects rather than no. of years?


32. Form 6, sl.No. 5 Need clarification of this item

Please refer Revised RFQ

33. Form 8 a. Is this for full time regular faculty or can we also include consultants often used by us b.Is this only for presently employed faculty.

Please Refer Revised RFQ, Clause 29, Point 4 Yes

34. Page 26 written submission Can we use our own studies to prepare this form instead of the ICDS/ traffic studies mentioned here


35. Value of turnover in a year or average of three years

Average annual turn over

36. Plan execution in Rural or Urban separately

Relevant project experience in rural, urban or both will be considered

37. No. of years of Empanelment

Refer Revised RFQ Page 14, point 10

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Applicant

Sl.No Query Reply

38. If our representative is not able to attend the pre-application meeting, will you provide the questions and answers to all the other agencies including us?

Yes, minutes will be published on the website

39. Will it be alright to share the links of different documents rather than attaching all of it as it can get very bulky?

Links and abstracts of documents will have to be submitted

40. In the second step, whenever the RFPs are floated, will they be available to all the 12 empaneled agencies or only for the agencies empaneled for respective sectors?

Whenever the RFP is floated it will be available to all the agencies empaneled under the respective category

41. If we get empaneled and an RFP is floated then is it mandatory for us to participate in proposal writing even if we do not wish to do so? Will that be considered as non - performance?

It is not mandatory for all the empaneled agencies to participate in the RFP as and when floated if they are not willing and their non-participation will not be considered as nonperformance.

Member Secretary State Planning Commission

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Applicant

Annexure to Minutes

LIST OF FORMS:

Please send your Empanelment application / form in the following order:

Form No Particulars

1 Legally binding signed declaration of undertaking

2 Organizational profile and status

3 Summary of sector wise relevant experience in the past five years with names of

projects, details of sectors, methodology, design etc. locations, timelines and

names of clients. Attach contract award or agreement copy, and Completion

certificates

4 Experience across various locations with list of project names, brief description

of scope, timelines and names of clients.

5 Summary of key professionals available with firm

6 Curriculum Vitae of key professionals

7 Audited Balance Sheet and Profit & Loss account or Income & Expenditure

account for last three years

8 Statement of personnel structure (number and qualifications)

9 Declaration of Joint Venture / Associated Applicants

10 Proof of Establishment

11 Any other relevant information related to this assignment

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Applicant

Form No. 1

Legally binding signed declaration of undertaking

We underscore the importance of a free, fair and competitive procurement process that

precludes fraudulent use. In this respect we have neither offered nor granted, directly or

indirectly, any inadmissible advantages to any public servants or other persons in connection

with our bid, nor will we offer or grant any such incentives or conditions in the present

procurement process or, in the event that we are awarded the contract, in the subsequent

execution of the contract.

We also underscore the importance of adhering to minimum social standards (“Core Labour

Standards”) in the implementation of the project. We undertake to comply with the Core

Labour Standards ratified by the country of India.

We will inform our staff about their respective obligations and about their obligation to fulfil

this declaration of undertaking and to obey the laws of the country of India.

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 RFQ 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/will

act as the representative of the consortium on its behalf* and has been duly authorized to

_________________________________________________________________________________________________________


Applicant

submit the RFQ. Further, the authorised signatory is vested with requisite powers to furnish

such letter and authenticate the same.

Thanking you,

(Signature, name and designation of the authorised signatory)

for and on behalf of……………………………..

* Please strike out whichever is not applicable.

Place:

Date:

_________________________________________________________________________________________________________


Applicant

Form No. 2

Organisational profile and status

S.N. Description

1

Name of the firm

2

Status (legal entity)

3

Address with Pin code

4

Contact number

5

Fax no.

6

Mobile no

7 Email id

8. Web address

9. Contact person

10. Contact number

11. Email id

12. Details of Indian Presence Offices / representatives / partners

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Applicant

13. Details of Indian Presence, since

[mention the year(s) and place(s)

of incorporation in India]

14 Details of presence in Tamil Nadu

(if any)

15. Any other relevant information

Signature of the authorized representative

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Applicant

Form No. 3

Completed & On-going projects

Summary of sector wise relevant experience in the past 5 years

S.N. Name of the

Sector

Location(s) Period

from – to

Cost of

assignment

INR

Brief description

of project and

Client*

Status

(Ongoing /

Completed)

Name of the Sector :

1

2

3

4


1

2

3

4


1

2

3

4

*(if required, please attach separate sheets enclosed for each of the project)


Form No.4

Format for Applicant’s relevant experience:

Country / State:

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Applicant

(for each Country and State, list relevant

projects below)

Project Name

Project location with in the country

Professional staff provided by your firm

Name and contact details of the client

Professional staff months provided by your firm

Client a public sector entity :

(mention Yes or No)

Sector:

Address and contact person (Client)

………………………

Phone No:

Fax No.

Email id:

Value of consultancy assignment

Approx value of services by your firm

Start Date: End date:

Name of the Key professional of your firm involved in the assignment

Detailed narrative description of project:

Description of actual services provided

Attach Copy of attested client certificate

• For completed assignments : Clients Completion certificate / Proof of Final Payment

received from the client, or any other relevant proof such as, acknowledgement of

receipt / acceptance of final report, submission of final invoice.

• For on going assignments : Letter of Intent / Letter of Award / Agreement copy


_________________________________________________________________________________________________________


Applicant

Form No. 5

Summary of key professionals available with firm

S.N Name

of Key

professi

onal

Area of

Expertise /

Specializati

on

Experie

nce in

Sector

Total

no. of

years of

experie

nce with

Govern

ment

Total no.

of years

of

experienc

e with

non-

Governm

ental

Qualifica

tion

Details of

Research

papers

published

– Sole

Author

Details of

Research

papers

published –

Multiple

Authors

Nature of

research

activities


16

____________________________________________________________________________________________________________ 16 of 22 Seal & Signature of the Applicant

Form No. 6

Curriculum Vitae of key professionals

1. Name of the Organisation / Agency / Firm :

2. Name of Staff

3. Date of Birth :

4. Nationality :

5. Address

Telephone / Fax No.

Email Address :

6. Education :

7. Other Training :

8. Languages

9. Membership In :

Professional Societies

10. Countries Of :

Work Experience

11. Employment Record

From: To:

Employer:

Position Held And Description of

Duties

12 Work Undertaken Which Best

illustrates Capabilities For similar Projects

i)

ii)

iii)

17


Certification

I ………… undersigned, certify that to the best of my knowledge and belief this resume correctly describes

myself, my qualification and my experience. I understand that any wilful misstatement described herein

may lead to disqualification or dismissal, if employed.

Signature of the staff member Date:

Signature of the authorized representative of the applicant:

Full name of the authorized representative:

Place:

Date:

18


Form No.7

Audited Balance Sheet and Profit & Loss account or Income & Expenditure account for last three

years for firms / organisations other than Universities / Institutions

(to be enclosed by the Applicants)


19


Form No. 8

Statement of personnel structure (number and qualifications)

S. No No of staffs in

firm

Year 2012-13 Year 2013-14 Year 2014-15

Post

Graduate

PhDs Post

Graduate

PhDs Post

Graduate

PhDs

(to be enclosed by the Applicants)


20


Form No. 9

Declaration on Joint Venture Applicants

Name of the associated Applicants, if any Expertise provided by the respective JV

Applicants – Sector wise

If Applicants are bidding jointly a binding declaration must be given of which is the lead manager and

what form the cooperation will take (joint venture and other forms). A declaration of intent must be

enclosed


Form No.10

21


Proof of Establishment by the firms having presence in Tamil Nadu State


22


Form No.11

Any other relevant information


minutes of the pre application meeting held on 27.8.2015 at 11.00 … proposal.pdf ·...

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