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Request for Proposal For Hiring of Expert Agency for Third Party Inspection and Monitoring

for Mughal Museum Project at, Agra, U.P. Terms of Reference

1. Background:

Agra is revered as an abode of three world heritage monuments, i.e., Taj Mahal, Agra fort

and Fatehpur Sikri. The Taj Mahal a peerless monument in pristine marble is proclaimed as one of

the wonders of the world. There are three entry gates of Taj Mahal and at present the visitor

approach to all these three gates, which over a period of time have become highly congested and

disorganized. With a view to re do the visitor’s approach to Taj Mahal as per international standards

with world class landscape to establish visual integrity of the monument, the Department of

Tourism, GoUP is implementing a project called Mughal Museum near Taj Mahal Agra”. This project

aims at improving the facilities near the Taj Mahal to benefit not only the visitors who flock there

from all parts of the world every year but also to the adjacent residents of Tajganj who are part of

living cultural heritage of the same era. (Department of Tourism, Govt of Uttar Pradesh has

commenced with Mughal Museum Project and working for improvement of basic facilities and

amenities.) The work on ground is on full swing and is being undertaken by U.P. Rajkiya Nirman

Nigam Ltd. A brief summary of the main proposed works under the project is summarized at

Annexure-1.

2. Objective of the Consultancy:

The main objective of hiring of Third Party Inspection and Monitoring Agency (TPIMA) is to ensure

quality assurance as per desired work standards and specifications of the approved DPR through

Independent assessment of technical quality through an external agency at various stages of

construction. In order to carry out the quality audit tasks the consultants will, but not limited to:

a. Provide quality facility (Quality testing laboratory or/and mobile testing laboratory as

appropriate to different sites) for testing of construction materials required for ongoing and

completed projects.

b. Conduct technical audits at different construction sites in different stages to ascertain and

certify the standard of implementation and adhere to guidelines and disaster resistant

features.

c. Co-ordination with various agencies/ teams such as Nodal agency, implementing agency,

Line Departments and Monitoring and Review committees.

d. Provide audit reports regarding quality and progress (physical and financial).

3. Scope of services:

a) The consultant shall do their job by field visits, arranging the necessary quality assurance tests for

materials and the construction works, analyzing the test results and furnishing the

comments/observations thereon and providing general observations on construction materials and

work. The Consultant shall submit their report to the Director General Tourism, GoUP. The indicative

test requirement is given at Annexure-1.

b) The Consultant shall check and report whether work has been executed according to the

drawings, designs and specifications and in line, level as per approved drawings.

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c) The Consultant shall be responsible for bringing-out in writing to the notice of U.P. Tourism any

instances of deviations from accepted quality of construction materials, workmanship and general

quality of works at appropriate stages of construction.

d) The Consultant shall inspect the construction site during the works under progress to achieve the

stipulated standards of quality in the project. If there is any discrepancy/error/omission, the team

shall point out the same with suggestions and remedial measures with code provisions.

e) The Consultant shall highlight the problem area if any, and also suggest steps/ solutions to rectify

the same so as to achieve the overall target of quality Assurance.

f) Apart from the specific activities as described above, the consultant shall also inspect and advise

the U.P. Tourism concerned officials on the Implementation and compliance of the:

Following of accepted environmentally sound practices of control of dust, noise,

water, air and soil pollution due to construction activities, and

General safety and security on the construction sites etc.

g) The consultant shall also:

Inspect and recommend testing laboratories available in the region.

Inspect, review and report the adequacy and competence of contractor’s staff, labour and

machinery.

Review contractors work program and advice the needs on corrective measures in cases

where such matters are referred by the Engineers/Employers.

Develop and prepare all the reporting formats including transmittal methodology and follow

the same for the entire period of services:

h) The Consultant shall arrange testing of materials used in construction work and concrete casted

during the course of work through reputed laboratories/institutions preferably Government Testing

Centres. All standard tests as per Government norms shall be arranged. The testing shall be

independent and objective, and the Consultant in the presence of U.P. Tourism’s authorized

representative shall collect random samples. The Consultant shall report the results of testing to the

Director General Tourism GoUP with suggestions and remedial measures.

i) The Consultant shall record their independent observations/suggestions/remedial measures in the

visit book kept at work site. These views should also reflect in the report submitted as mentioned in

the TOR.

ii) Consultant will also review and suggest the progress of work according to timeline along with

financial progress.

4. Time Frame: The total time frame for this consultancy shall be either till March, 2017 or till the

project gets completed (whichever is less).

5. Method of Selection: The consultancy will be selected in accordance with the Quality Cum Cost

Based System (QCBS) procedures as described in this RFP.

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6. Deliverables:

a) Desk review of documents and periodical site visits:

Ensuring all project documents, including outcomes, outputs, specifications, estimates of

quantities, work packages, project implementation plan. Including milestone, periodic

progress indicators, oversights etc., on-site management systems, such as rerouting of

transient services, temporary connections, worker accommodation, labour insurance,

procurement & storage of materials, inventory management; delivery hand-over, exit and

financial closure plans are in place.

Site visits will be organized at different stages as indicated by the implementing agencies as

‘milestones’ in their work plan, which may consist of intermediate stages of development of

work or contracting packages. Indicative milestones, such as foundations, superstructure,

fenestration, services, finishes and commissioning may be taken as comparatives from the

assessment side to help translate progress reports to non-technical personnel at reporting

sites.

Filling and sending all inspection reports to Director General, U.P. Tourism Lucknow.

b) Capture, wherever possible, moderated and structured perceptions of the beneficiaries on

various aspects of project implementation including communicating project rationale, strategy,

outcomes, results, rights and responsibilities of all stakeholders.

c) Estimate the degree of beneficiary buy – in as regards the project(s); to capture qualitative

feedback in narrative and in separate documents;

d) To report the progress with respect to implementation as per the appropriate stage of the project

under development;

e) Compliance and exception reports in process trail, technical and qualitative standards, financial

propriety and integrity. In case of any processes being certified, the monitoring report much clearly

mention this in case of concerned implementing agency to the party to be reported to, i.e. Project

Implementation Agency.

f) Recommendations as to how to reduce exceptions, including if milestones need to be re-phased,

or any process that may need to be streamlined.

g) Follow-up action of the report, which would be ascertained in the next report.

7. Conflict of interest for a TPIMA is defined as:

Any agency/ Individual involved as a consultant in project preparation, supervision or

implementation work in Mughal Museum Project applying for TPIMA is a conflict of interest.

The team members of TPIMA should not have been employed (as an employee) by any City

or State level government agency in the 5 years preceding this contract in the particular

State.

Any agency black listed or debarred would not be eligible for appointment of TPIMA.

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8. Preparation of Proposal, Submission

8.1 Preparation of Proposal

The intending Consultants are expected to prepare Proposals covering the following aspects:-

(i) Technical Proposal- The Technical Proposal should cover:

a) Covering letter (Form-I).

b) Consultant’s background and general experience in the field of Quality Assurance of Civil

Works (Form-II).

c) List of relevant Completed Projects executed by the Consultant in (form-III).

d) Staff and facility available with the Consultant in (form-IV).

e) List of members of the expert team along with CVs of experts.

(ii) Financial Proposal- In the Financial Proposal (As per Form-V) the Consultant are expected to

indicate the amount to be charged by them for Quality Assurance Work as per the Scope of

Works and Time duration.

8.2 Submission

The Technical and Financial Proposals should be submitted in separate sealed envelopes and

both of them should be put in another big envelope, which should be sealed and marked as

“Request for Proposal for Hiring of Expert Agency for Third party Inspection and Monitoring for

Mughal Museum Project at, Agra. U.P.” The authorized representative of the Consultant should sign

all the pages of Technical and Financial Proposals.

The Proposal must be sent to the following address on or before 15 June, 2016 by 3:00 PM

The Director General Department of Tourism, Government of Uttar Pradesh 4th Floor, Paryatan

Bhawan, C-13, Vipin Khand, Gomti Nagar, Lucknow-226010. Any Proposal received by the Client

after the deadline for submission shall be returned unopened. The Client shall open the Technical

Proposal immediately after the deadline for their Submission.

Department of Tourism, GoUP reserved all the rights to reject or accept any/all RFP

applications, without assigning any reason. The Department takes no responsibility for the delay,

loss or non-receipt of any submission or letter sent by post, within the prescribed time period.

9. Tender Documents Fees

Tender document may be purchased from the office of Director General, C-13, 4th Floor,

Parytan Bahwan, Vipin Khand, Gomti Nagar, Lucknow-226010 from 09:30 am to 06:00 pm, for a non-

refundable fee of Rs. 1000/- (One thousand rupees only) in the form of cash or Demand Draft on any

scheduled bank payable at Lucknow in favour of “Director General of Tourism Government of Uttar

Pradesh”. Interested bidders may obtain further information at the same address.

Tender document may also be downloading from the office website, in this case the bidder

shall provide the tender document fees i.e. Rs 1000/- with their proposals as per above mentioned

details.

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Tender documents requested by mail will be dispatched by courier/ registered/ speed per

post on payment of an extra amount of Rs 50/- The Department of Tourism, GoUP will not be held

responsible for the postal delay if any, in the delivery of the documents or non-receipt of the same.

10. Earnest Money Draft (EMD)

An Earnest Money Deposit (EMD) of Rs. 10,000/- (Rupees Ten Thousands Only), in the form

of Demand Draft in favour of Director General Tourism, Government of U.P. payable at Lucknow,

must be submitted along with the Proposal. The EMD of the unsuccessful proposals will be returned

to the submitters within one month of signing of the Contract.

11. Eligibility Crieria

Only those firms fulfilling criteria mentioned below are eligible to participate in the third party

quality assurance competition:

a) Relevant experience of consultancy services to Govt./Semi.Govt./other institutes of repute

having annual turnover of Minimum Rs 1.00 Crore per annum during the last three financial

years.

b) Should have minimum 5 years experience in provided comprehensive consultancy services

for quality assurance of civil works.

c) Should submit at least two-experience certificates in relevant field. (Certificates must be

issued by competent authority)

12. Evaluation Criteria and Selection Process

a) The Authority has adopted a two-stage selection process (collectively the “Selection Process”) in

evaluating the Proposals comprising Technical and Financial proposals to be submitted in two

separate sealed envelopes. In the first stage, a technical evaluation will be carried out as specified

below.

b) The Authority shall open the Proposals at 4.00 pm on the Proposal Due Date, at the Office of

Director General Tourism, Government of Uttar Pradesh and in the presence of the Applicants who

choose to attend.

c) All the proposals will be scrutinized and candidates shortlisted. The Applicants will be evaluated

based on appropriate marking system. The categories for marking and their respective marks are as

under:

Criteria Maximum Marks

1. Firm’s Background (Profile, presence, core competencies etc. Of the firm)

10

2. Financial Capacity of the Firm (1 crore or above for last three FY)

10

3. Proven track record of relevant projects. (Max. 5 marks for 1 completed projects)

50

4. Staff & Technical Facilities Available (10 Marks for Staffs and 10 marks for technical capacities available)

20

5. Details of any awards & recognition achieved (2 marks for 1 project/awards)

10

Total Marks 100

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d) Quality and competence of the consulting service shall be considered as the paramount

requirement.

e) In the first stage, the Technical Proposal will be evaluated on the basis of Applicant’s

expertise and work experience. Only those Applicants who’s Technical Proposals get a score

of 70 marks or more out of 100 (St) will only be considered for financial evaluation. The

financial proposal of others will not be considered and returned unopened after completing

the technical selection process. The client shall notify the consultants results of the technical

evaluation and invite those who have secured the minimum qualifying mark for opening of

the financial proposals indicating the date and time.

f) In the second stage, the financial evaluation will be carried out. Applicant shall submit the

Financial Proposal in the specified format clearly indicating the total cost of the Consultancy.

g) The Authority will determine whether the Financial Proposals are incomplete, unqualified

and unconditional.

h) The lowest financial proposal (Fm) will be given a financial score (St) of 100 points. The

financials scores of all the proposals will be computed as follows:

Sf=100xFm/F(F-amount of financial proposal.

i) Proposals will finally be ranked according to their combined technical (St) and financial (Sf)

scores using a weight of 70% for technical proposal and 30% for financial proposal.

S=St x 0.70 + Sf x 0.30

j) The Proposal securing the Highest Combined Score and ranked H-1 shall be recommended

for award of contract.

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Form-I: Covering letter

Dated:

To,

Director General Tourism,

Government of Uttar Pradesh

4th Floor, Paryatan Bhavan,

C-13 Vipin Khand, Gomti Nagar

Lucknow-226010(Uttar Pradesh)

Sub: For Selection of Agency for Third Party Inspection and Monitoring (TPIMA) of Mughal

Museum project for DoT, GoUP.

Sir,

1. With reference to your advertisement, and having examined the RFP Document and

understand their contents. I hereby submit this proposal for the said post. My proposal

is unconditional and unqualified.

2. I acknowledge that the Authority will be relying on the information provided in the RFP

document for selection and I certify that all information provided therein is true and

correct: nothing has been omitted which renders such information misleading: and all

documents accompanying this proposal are true copies of their respective originals.

3. I shall make available to the Authority any additional information it may find necessary

or require to supplement or authenticate the proposal.

4. I acknowledge the right of the Authority to reject the proposal without assigning any

reason or otherwise and hereby waive, to the fullest extent permitted by applicable

law, our right to challenge the same on any account whatsoever.

5. I certify that I fulfil the qualification and experience as sough by the Authority.

6. I also certify that the proposal is valid for a period of 90 days from the date of opening of

the Financial Proposal.

7. I further certify that no investigation by a regulatory authority is pending aginst me.

Yours faithfully,

Date: (Signature and name of the Applicant)

Address

Mobile No:

E-mail ID:

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Form-II: Consultant’s Background and Experience

A- Consultant’s Background

[Provide here a brief (not more than two pages) description of the background and

organization of the Consultant and, if applicable, each joint venture partner for this

assignment.]

B- Consultant’s Experience

[Using the format below, provide information on each assignment engaged in the past five

years or on-going for which your firm and each joint venture partner for this assignment, was

legally contracted either individually as a corporate entity or as a lead firm or one of partners

within a joint venture, for carrying out consulting services on Quality Assurances of Civil

Works under Mughal Museum project Agra.

SI No Components Description

1 Assignment name:

2 Approx. Value of the contract (in current Indian Rupee):

3 Narrative description of Project

4 Country: Location within country

5 Name and Address of Client:

6 Start Date [month/year]: Completion date [month/year]:

7 Name of joint venture partner or sub- Consultants, if any:

8 No of professional provided by the joint venture partners or Sub-Consultants or team members:

9 Name of senior regular full-time employees1 of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):

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Form – III List of relevant Completed Projects executed by the Consultant

S.No Name Project Dept/Agency the Project

Project Cost

Cost of Q.A. provided by

Remarks of Agency completion

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

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Form – IV: Staff and Facilities available with the Consultant

A- List of Staff other than experts with consultant

No Name of Staff Professional Expert input(in form of a bar chart)

Address Qualification Experience in relevant field

1

2

3

B- List the Facility available for testing of materials/works

1

2

3

4

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Form V – Financial Proposal

Dated:

To

Director General Tourism

Government of Uttar Pradesh

4th Floor, Parytan Bhavan,

C-13 Vipin Khand, Gomti nagar

Lucknow-226010(Uttar Pradesh)

Sub: For Selection of Agency for Third Party Inspection and Monitoring (TPIMA) of

Mughal Museum project for DoT, GoUP.

Sir,

1. I the undersigned, offer to provide the consulting services for the above in

accordance with your Request for Proposal dated [Date], and my Proposal (Financial

Proposal).

2. My Financial Proposal is given below:

SI No Component Particulars Cost(In Rs)

1 Price (LS) for conducting third party inspection and monitoring of Mughal Museum project at Agra for the whole project period.

Total

*The Fees payable are exclusive of Service Tax and other taxes as applicable from

time to time. The Fee quoted above shall be taken into account for financial

evaluation

3. My financial Proposal shall be binding upon me subject to the modifications

resulting from contract negotiations, if any.

4. No fees, gratuities, rebates, gifts, commissions or other payments have been given

or received in connection with this Proposal.

5. I undertake that, in competing for (and, if the award is made to me, in executing) the

above contract, I will strictly observe the laws against fraud and corruption in force

in India namely “Prevention of Corruption Act 1988”.

6. I understand you are not bound to accept any Proposal you receive.

Your faithfully,

Date: (Signature and name of the Applicant)

Address

Mobile No:

E-mail ID:

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Annexure- 1

BRIEF SUMMARY OF MAIN PROPOSED WORKS UNDER MUGHAL MUSEUM PROJECT:

A. Civil Work

1. Mughal Museum building .

2. Internal and external P.H.E. work.

3. Tube well and Pump.

4. Sewerage Treatment Plant.

5. Strum water drainage system.

6. Horticulture.

7. Experience design (Flooring, wall cladding and fall sealing)

8. Signage.

B. Electricity Work

1. Wiring, system, light, Fans

2. H.T. System, L.T. Panel, M.D.B.S., L.T. Cable System

3. Earthing and Lighting Protection System

4. External illumination System

5. Fire Fighting

6. H.B.A.C.

7. Safety Equipment Item

8. Computer Networking, Telephone Networking

9. Electric Conjunction

10. 1500 K.V.A. Transformer

11. 500 K.V.A. Voltage Stabilizer

12. 640 K.V.A. D.G. Set

13. 10 K.V.A. Inverter

14. 26 passenger capacity lift- 01 No.

15. 15 passenger capacity lift- 01 No.

16. Service lift

17. Accelerator

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Annexure-2

INDICATIVE TEST REQUIREMENTS

An indicative list of tests on material and workmanship is listed her, which is

to provide guidance to the Consultant. This list is not exhaustive all the necessary

and required tests on materials in accordance with contract documents, relevant

specifications and good engineering practices will need to be carried out to ensure

the objective of quality inspection which is to ensure that the works are carried out

in conformity with required standards and specifications.

1. Civil Works

The main materials to be inspected are as follows:

Reinforced concrete

Building works & service appurtenances and associated works

2. Mechanical and electrical works:

List of mechanical and electrical items required to be inspected by third parties

Mechanical

Electrical

Miscellaneous

Inspections

Pumps

Quality Checks On Materials, Equipment and Appurtenances

3. Quality monitoring of building works:

The total quality monitoring of various works will be included but not be limited to

the following:

Quality of materials.

Quality of construction of various during different stages of construction.

Performance of mechanical and electrical equipment and system.