request for proposals for the empanelment of resource...
TRANSCRIPT
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Department of Urban Administration and Development
Government of Madhya Pradesh
Request for Proposals for the Empanelment of Resource Organisation
RFP: TIA/NULM/ROs/06/14/9016
June, 2014
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Letter of Invitation June, 2014
Invitation [TIA/NULM/ROs/06/14/9016]
1. Urban Administration and Development Department (UADD) of the Government of Madhya Pradesh
(GoMP) is implementing the National Urban Livelihood Mission (NULM) programme of GoI at State
level and in 55 mission cities. The programme is designed to provide sustainable livelihood to urban
poor through building community based collective institution in the form of self help groups and its
federations.
2. State Urban Livelihood Mission (SULM) (hereinafter ‘the Client’) now invites online proposals
https://www.mpeproc.gov.in/ from reputed firms for developing community collective institutions Self
Help Groups (SHGs), Area Level Federations and City Level Federations) of poor. The selected
agency will work on strengthening of existing SHGs, formation of new Self Help Groups , Area Level
Federations and City Level Federation , including bank linkages and handholding support to the
urban poor in all 55 cities of the state. These ROs may be considered to give work by State/Central
Government /Externally Aided projects/Projects/Schemes/Other Agencies for works of similar
nature.
3. Agency will be selected cluster wise (a set of towns as mentioned in the ToR). Agency can propose
maximum two clusters separately. It will be the discretion of client to change the number of clusters
to be given to a bidder.
4. The financial proposal is not required in this case since the basis of selection is Fixed Cost Basis
selection (FCBS).
5. Cost: The fixed cost amount is Rs. 10000/- per self help group (SHG).
6. Any registered body can bid.
7. Agency will be selected for a maximum period of three years. However, the performance of the
agency will be reviewed yearly and upon satisfactory performance of the selected agency will
continue its support for entire contract period. The funding for the formation of SHGs, bank linkages,
handholding and strengthening of SHGs and its federations will be available for two years only.
8. The formation of new SHGs will not be allowed in the third year. Therefore, the formation of new
SHGs will be in the first two years only.
9. All information contained in this package should be treated as commercially confidential and you are
required to limit dissemination on a need-to-know basis.
10. Agencies will be empanelled by the SULM (State Urban Livelihoods Mission) through a competitive
process of technical proposal evaluation. A list of maximum top 10 technically qualified agencies will
be empanelled for each cluster and this list would be used by ULBs to engage the ROs. The
respective ULBs will invite empanelled agencies to deliver the task as specified in the ToR based on
the list provided by the SMU (state management unit).
11. The RFP includes the following documents:
i. Letter of Invitation
ii. E-tendering
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iii. Data-sheet
iv. Terms of Reference
v. Instructions to Agency (including Data Sheet), see Annexure A
vi. Terms of Reference (ToR), see Annexure D
Please note that while all the information and data regarding this RFP is, to the best of the Client’s
knowledge, the Client holds no responsibility for the accuracy of this information and it is the
responsibility of the Agency to check the validity of data included in this document. The scope of work
mentioned in the TOR (Terms of Reference) will be applicable to NULM or its allied programme/ name
change in future.
Mission Director, SULM
Urban Administration & Development Department
Government of Madhya Pradesh
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KEY DATES
Purchase of Tender
Start Date :
10-06-2014
10:00 hrs
Pre-bid meeting
Date and Time:
20-06-2014
14:00 hrs
Purchase of Tender
End Date:
10-07-2014
17:00 hrs
Online Bid Submission
End Date:
10-07-2014
17:30 hrs
Physical Bid Submission
End Date:
11-07-2014
14:00 hrs
Mandatory Submission (Envelope-A)
Open Date:
11-07-2014
16:00 hrs
Technical Proposal (Envelope-B)
Open Date:
11-07-2014
16:15 hrs
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Checklist (please-tick)
Online Two envelope system shall be followed, agencies have to submit two envelopes physically
also i.e.
Envelop A: EMD
Envelop B: Technical Bid.
Note:
Only those proposals will be considered for Opening, who has submitted the proposal online as well as in physical form.
S. No. Checklist Tick
1. Whether the proposals have been properly sealed, marked and labelled as
required?
2. Have you submitted Envelop-A & Technical Proposal (i.e. Envelop-B)
physically as well as online in prescribed Envelopes?
3. Have you mentioned the name of proposed cluster on the Technical
envelop?
4. Whether the proposal has been signed by concerned authority?
5. Whether submitted number of copies as prescribed in the data sheet?
6. Whether submitted the soft copy of the Envelope-A & Technical Proposals
(i.e. & Envelope-B) in PDF format?
7. Have you enclosed the EMD in Envelope-A?
8. Whether the EMD drawn on a scheduled Commercial Bank?
9. Have all the pages of proposal been signed?
10. Have all the CV’s Signed by Concerned person and properly authorized?
11. Is the CV submitted according to the format given?
12. Have you checked the Eligibility Criteria & Enclosed the relevant
documents as proof?
13. Whether the number of pages of the proposal properly indexed?
14. Have you attached the work-orders- as documentary evidence?
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Instructions to Agency for participation in e-Tendering
Note: Following conditions will over-rule the conditions stated in the tender documents,
wherever relevant and applicable.
e-Tendering:
For participation in e-tendering module of UADD, it is mandatory for prospective bidders to get registration on website www.mpeproc.gov.in. Therefore, it is advised to all prospective
Agencies to get registration by making on line registration fees payment at the earliest.
Tender documents can be downloaded from website www.mpeproc.gov.in. However, the
tender document of those agency shall be acceptable who have made online payment for the tender documents fee of Five thousand only/- (Rs. 5,000/- only) plus service & gateway charges, without which bids will not be accepted for empanelment.
Service and gateway charges shall be borne by the agencies.
Since agencies are required to sign their bids online using class-III Digital Signature Certificates, they are advised to obtain the same at the earliest.
For further information regarding issue of Digital Signature Certificate, agencies are requested to visit website www.mpeproc.gov.in. Please note that it may take up to 7 to 10
working days for issue of Digital Signature Certificate. UADD will not be responsible for delay in issue of Digital Signature Certificate.
If an agency is bidding first time for e tendering, then it is obligatory on the part of agency to fulfil all formalities such as registration, obtaining Digital Signature Certificate etc. well in advance.
Agencies are requested to visit our e-tendering website regularly for any clarifications and/or due date extension or corrigendum.
Agency must positively complete online e-tendering procedure at www.mpeproc.gov.in
UADD shall not be responsible in any way for delay/difficulties/ inaccessibility of the downloading facility from the website for any reason whatsoever.
For any type of clarifications bidders/contractors can visit www.mpeproc.gov.in and held
desk contact No. 18002748484 and 18002745454.
Interested bidders may attend the free training programme in Bhopal at their own cost. For further query please contact help desk.
The agency who so ever is submitting the tender by his Digital Signature Certificate shall invariably upload the scanned copy of the authority letter as well as submit the copy of the same in physical form with the offer of this tender.
Apart from uploading e-tender on website, agency has to submit separate envelopes of
1. EMD (Demand Draft) of Rs 25,000/-(Twenty Five Thousand Only) in Envelop-A and
2. Technical Bid in Envelop-B. with all relevant enclosures
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Envelop-A & Envelop-B are to be kept in one sealed envelope in physical form (as well as must
be submitted Online. Submission of financial proposal is NOT REQUIRED in this case). This
envelope should be properly super scribed that this envelope contains 2 envelops of EMD and
Technical bid against respective tender with due date & time of tender opening as per NIT.
This envelope should be submitted physically till date of submission and opening against
each tender. Tenders received within specified time (e-tender as well as physical submission)
shall only be opened on the date/time specified in presence of agencies or their authorized
representatives, whosoever may be present.
The prospective bidders will upload scanned self-certified copies of requisite documents as
required in e-tendering process.
The tender documents in physical form shall be accepted up to 11-07-2014 - 14:00 hrs. The
same may be dropped in the office of the undersigned.
1. Those physically submitted documents will be acceptable and considered, if, same are uploaded on the website along with tender offer. Cognizance of other physically submitted documents (if any) shall not be taken.
2. The physically submitted envelope of documents will be opened first. The tenders received without pre-requisite EMD and tender cost shall be returned unopened to the respective agency. The tender documents fees shall not be refunded.
Earnest Money Deposit and the tender fee:-
The Tender fee of Rupees five thousand only is to be submitted by an agency by making Online Payment only against RFP No:TIA/NULM/ROs/06/14/9016
The EMD of Rs 25,000/ (Rs Twenty Five Thousand Only) is to be submitted by agency only in the form of bank draft drawn in favour of Mission Director, SULM, UADD, Bhopal, Madhya Pradesh. The DD of EMD shall be physically submitted in a sealed Envelope-A super scribing “EMD of Rs. 25,000 (Rs. Twenty Five Thousand Only)” in the form of DD against RFP No: TIA/NULM/ROs/06/14/9016
The EMD must be submitted in Envelop-A.
No Proposal will be accepted without valid earnest money deposit and Tender Document fee paid Online.
The prospective bidders/contractors, submitting EMD envelope in physical form as detailed above for respective tender, will upload scanned self-certified copies of requisite EMD and Tender fee documents on the website along with tender offer. Only those physically submitted document regarding EMD will be acceptable and considered, if, same are uploaded in the website along with tender offer.
Any mismatch, if found in the documents submitted in physical form and that uploaded online, the documents ONLINE shall be considered final and no justification regarding this shall be entertained by UADD.
Technical bid:- Agency must positively complete online e-tendering procedure at
www.mpeproc.gov.in. They shall have to submit the documents as prescribed in the RFP online
in the website.
Hard copies of above technical offer, (uploaded in the website) must be submitted in a separate sealed envelope supers scribing “Envelop-B technical bid for RFP No: TIA/NULM/ROs/06/14/9016
Only those physically submitted documents regarding technical bids will be acceptable and considered, if, same are uploaded in the e-procurement website.
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On the due date of e-tender opening, the technical bid of bidders and EMD and tender fee, will be opened online. UADD reserves the right for extension of due date of opening of technical bid.
UADD reserves the right to accept or reject any or all tenders without assigning any reason what so ever.
In case, due date for submission & opening of tender happens to be a holiday, the due date shall be shifted to the next working day for which no prior intimation will be given.
Any change/modifications/alteration in the tender documents by the agency shall not be allowed and such tender shall be liable for rejection.
If there any extension of the due date of proposal submission will be posted on the website only at: www.mpeproc.gov.in. & http://www.mpurban.gov.in The information will not be circulated through news paper.
For amendment, if any, please visit www.mpeproc.gov.in & http://www.mpurban.gov.in web site
regularly. In case of any bid amendment and clarification, the responsibility lies with the bidders
to note the same from web site of UADD. UADD shall have no responsibility for any
delay/omission on part of the agency.
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Data Sheet
1 Name of the Client: State Urban Livelihood Mission, UADD, Government of Madhya Pradesh, Palika Bhawan, Shivaji Nagar, Nr Bus Stop No 6, Bhopal, 462016, MP
2 Method of selection: Fixed Cost Basis Selection (FCBS).
3 Cost: The fixed cost amount is Rs. 10000/- per self help group (SHG).
4 Technical proposal should be submitted in sealed envelope: Yes Title of Service is: Selection of agencies as Resource Organisation for the formation, bank linkages, handholding, nurturing and strengthening of self help groups and its federations at Area Level (AL) and City Level (CL).
5 Clarifications may be requested not later than fourteen (14) days before the last date of proposal submission date. All requests for clarifications will be directed to Client’s representative. The Client will respond to requests for clarifications by electronic means within seven (7) days prior to the proposal submission date.
6 The Client Representative is: Mission Director, SULM, UADD Palika Bhawan, Shivaji Nagar, Nr Bus Stop No 6, Bhopal, 462016, MP Telephone: + 91 0755 2554084 Facsimile: + 91 0755: 2555005, 2554084 E-mail: [email protected]
7 Proposals must remain valid for 180 days after the submission date indicated in this Data Sheet.
8 Interested agencies can purchase tender document at www.mpeproc.gov.in by making online payment of Five thousand only/- (Rs. 5,000/- only) plus service & gateway charges, without which bids will not be accepted.
9 A Bid Security should be provided with Technical Proposal: Yes
10 If Yes, the amount of the Bid Security is for each cluster Rs. 25000.00 (Twenty Five Thousand Only) only and the duration for validity of Bid Security as per banks norms.
11 Format for Bid Security will be: Bank draft favouring the respective mission Director SULM, Madhya Pradesh and drawn on a scheduled Commercial Bank with a branch in Bhopal
12 A Performance Bond in the form of Bank Guarantee is to be submitted by the winning agency upon signing of Contract with respective ULBs: Yes
13 If yes, the amount will be 5% of the contract value; this may be provided as 100% Bank Guarantee. Bank Guarantee will be made in the name of respective ULBs, Madhya Pradesh and drawn on a scheduled commercial bank with a branch in Bhopal
14 Agency is required to include with its Proposal written confirmation of authorisation to sign on behalf of the Agency: Yes
15 Joint Ventures or Consortia are permissible: Yes (with Maximum 2)
The Lead bidder will comply with all eligibility criteria individually as required by the Rfp, the JV/Associate partner must have three year of experience in SHG- formation, training, Micro enterprise.
16 Agency must submit the one hard copy of the Technical Proposal.
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17 Eligibility Criteria:
At least five financial years (2008-2009, 2010-2011- 2011-2012, 2012-2013, 2013-2014) of experience in the formation, strengthening, bank linkages, and training of self help groups and its federations, Micro Enterprise.
Should have trained at least 300 SHG members per year for the last above mentioned five financial years.
Average annual turnover of at least Rs. 50,00,000 (Rupees Fifty Lakh) for the last three consiquitive financial years and the first financial year should not older than 2010-11. Bidders should provide audited financial statements along with all schedules in their technical proposal.
Bidders should provide sufficient documentary evidence of compliance against the above eligibility criteria in the technical proposal mentioned in the table ‘Evaluation Methodology;
18 Proposals must be online submitted no later than the following date and time: as per Key Dates.
19 Address for submission of Proposals: Mission Director SULM, UADD Palika Bhawan, Shivaji Nagar, Nr Bus Stop No 6, Bhopal, 462016, MP Telephone: + 91 0755 2554084, 2555006 Facsimile: + 91 0755: 2555005, 2554084
20 Expected date for public opening of Technical Proposals for empanelment: as per Key Dates.
Evaluation Methodology:
S.No. Parameters
Documentary evidence
(to be submitted in the
technical proposal)
Maximum
Marks
1. Agency experience – 500 marks (Agency provided training to SHGs/Federation,
Bank Linkages, ToT, handholding support, experience in urban livelihoods
1.1
Agency provided training to SHGs/Federations in the last
three years
1. Agency trained SHG – 601- 700 (100 marks)
2. Agency Trained SHG– 701-800- (150 marks)
3. Agency Trained SHG above 900 (200 marks)
Work orders from clients
200
1.2
4. Agency- facilitated Bank Linkages to at least 50
SHGs (80 marks)
5. Agency- facilitated Bank Linkages to at least 75
SHGs (130 marks)
6. Agency- facilitated Bank Linkages to at least 100
SHGs (200 marks)
Bank pass book (first
page showing name of
SHG and a page with
last transaction showing
loan)
200
1.4
Agency having experience in handholding support to
SHG/Federations in last 3 years 2010- 2011, 2011-2012,
2013-2014
7. One project- (15 marks)
8. Two projects (30 marks)
9. Three and above projects- (50 marks)
Work order
50
1.5
Agency having experience of working in urban
10. 2-3 projects (20 marks)
11. 4-5 Projects (30 marks)
12. 6 and above (50 marks)
Work order
50
2. Agency credentials – 100 marks
2.1
1. Number of projects awarded in last five years by
government/semi government/any aided agency/CSR
2008-2009, 2009-2010, 2010- 2011, 2011-2012, 2013-
2014
13. Agency awarded 1-3 projects (60 marks)
14. Agency awarded 4 and above projects- (100 marks)
(Tech form 2) any of the
followings:
Completion
certificate from
clients
Work order
100
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S.No. Parameters
Documentary evidence
(to be submitted in the
technical proposal)
Maximum
Marks
Performance
certificates
Experience
certificates
3. Firm's Infrastructure – 50 marks
3.1
Whether office set-up available in the proposed cluster ?
- 1 Office (10 marks)
- More than 1 (20 marks)
Details of office
address with phone
numbers 50
4. Approach and Methodology – 150 marks
4.1
Approach and Methodology covering:
Situational analysis of SHGs
Formation of SHGs and its federations
Bank linkages
Development of training modules
Training
Handholding
Withdrawal strategy
Any other
A&M including
work plan.
150
5. Team composition*- 100 marks
Team Leader
Micro-finance/ SHG expert
Social Mobilizer
* Only Team Leader's CV will be evaluated.
CVs (maximum 3
pages, in Ms-word,
Arial 10 font size
with one and half
line spacing)
100
6. Empanelment details – 50 marks
6.1
Whether currently empanelled for strengthening or
training of SHGs with Central Government / State
Government agencies
Copy of valid
empanelment 50
7. Agency experience in Madhya Pradesh – 50 marks
7.1
Number of relevant projects in Madhya Pradesh
(minimum 2 projects in last 5 years 2008-2009, 2009-
2010, 2010-2011, 2011-2012, 2012-2013)
Technical form 2 50
Total 1000
Note: (1) Top 10 agencies for a cluster (based on the technical score) will be empanelled.
(2) Only Team Leader's CV will be evaluated. The successful bidder will provide detailed CVs of Micro
Finance / SHG Expert and Social Mobilizer for approval at ULB Level.
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Annexure A: Instructions to Agencies
1. Introduction 1.1 If there any conflict between standard instruction (Annexure-A) to
agencies document and other documents of RFP. The condition
mentioned in data sheet, ToR and the invitation letter will prevail as
final.
1.2 Agencies are invited to submit a Technical Proposal only as specified
in data sheet. The agency means Bidder, Firm, registered Society,
Registered Institution or a registered organisation.
1.3 Agency shall bear all costs associated with the preparation and
submission of its Proposal and contract negotiation.
1.4 The Client is not bound to accept any Proposal, and reserves the
right to annul the selection process at any time prior to award of
Contract without thereby incurring any liability to the Agency.
Eligible
Agency
1.5 Agency may be a natural person, private entity, government-owned
entity , or any combination of these, with a formal intent to enter into
an agreement or an existing agreement in the form of a Joint Venture
(JV). In the case of a JV:
i) all parties to the JV shall be jointly and severally liable; and
ii) a JV shall nominate a Representative who shall have the authority to
conduct all businesses for and on behalf of any and all the parties to the
JV during the bidding process and, in the event the JV is awarded the
Contract, during Contract execution.
1.6 Government-owned enterprises in India may participate as a bidder
only if they can establish that they: a) are legally and financially
autonomous, b) operate under commercial law, and c) are not
dependent agencies of UADD.
1.7 A firm or individual declared ineligible by the Government of India or
GoMP shall be ineligible to provide consulting services.
1.8 Agency shall provide such evidence of their continued eligibility
satisfactory to the Client, as the Client shall reasonably request.
Conflict of Interest 1.9 In the event of a conflict of interest, the Agency is required to obtain
confirmation of ‘no objection’ from the Commissioner, UADD in order
to bid. Conflict of interest exists in the event of: (i) the supply of
services, equipment or works whose ToR/specifications were
prepared by the bidding Agency (individuals and organisations); (ii)
the successor to a previous assignment executed by the bidding
Agency (e.g. implementation of a project for which the Agency has
conducted a feasibility assessment) ; (iii) conflicting assignments,
typically monitoring and evaluation/environmental assessment by the
implementation Agency; (iv) Agency's, suppliers or contractors who
are filling, or whose personnel or relatives are filling a post with
UADD or participating ULBs e.g. advisory role, team leader; (v)
Agency's, suppliers or contractors (individuals and organisations)
who have a business or family relation with a Client staff member
directly or indirectly involved in the preparation of the ToR,
specifications, related recruitment or supervision, and (vi) practices
prohibited under the anticorruption policy of the Government of India,
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and the Government of Madhya Pradesh.
Disclosure 1.10 Agency's have an obligation to disclose any actual or
potential conflict of interest. Failure to do so may lead to
disqualification of the Agency or termination of its Contract.
1.11 Agency must disclose if they are or have been the subject
of any proceedings (such as blacklisting) or other arrangements
relating to bankruptcy, insolvency or the financial standing of the
Agency, including but not limited to appointment of any officer such
as a receiver in relation to the Agency’s personal or business matters
or an arrangement with creditors, or of any other similar proceedings.
1.12 Agency must disclose if they or any of their sub-contractors
have been convicted of, or are the subject of any proceedings
relating to:
iii) a criminal offence or other serious offence involving the activities of a
criminal organisation, or where they have been found by any regulator or
professional body to have committed professional misconduct;
iv) corruption including the offer or receipt of an inducement of any kind in
relation to obtaining any contract, with UADD, a City Municipal
Corporation, any other donor of development funding, or any contracting
authority;
v) failure to fulfil any obligations in any jurisdiction relating to the payment of
taxes or social security contributions.
Anticorruption 1.13 A recommendation for award of Contract will be rejected if it
is determined that the recommended Agency has directly, or through
an agent, engaged in corrupt, fraudulent, collusive, or coercive
practices in competing for the contract in question; in such cases
UADD or the relevant Municipal Corporation will declare the Agency
and/or members of the consortium ineligible, either indefinitely or for
a stated period of time, from participation in GoMP financed activities,
and Agency's will be blacklisted by the Government of Madhya
Pradesh.
Maximu Two cluster Bidder can apply for maximum two clusters separately.
2 Clarification
of RFP
Documents
2.1 Agency's may request clarification of any of the RFP documents up
to a specified number of days before the submission date as
indicated in the Data Sheet. Any request for clarification must be sent
in writing, including by standard electronic means, to the Client’s
Representative whose address is provided in the Data Sheet. The
Client will respond by standard electronic means within the period
specified in the Data Sheet, and will send written copies of the
response (including an explanation of the query, without identifying
the source of inquiry) to all Agency's who have formally indicated that
they intend to submit a Proposal. Should the Client deem it
necessary to amend the RFP as a result of a clarification.
2.2 Amendment
of
RFP
documents
2.3 At any time before the submission of Proposals, the Client may
amend the RFP by issuing an addendum in writing, including by
standard electronic means.
2.4 Any addendum will be sent to all Agency's and will be binding on
them. Agency's shall acknowledge receipt of all amendments in
writing, including by standard electronic means, in order to remain
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eligible.
2.5 To give Agency's reasonable time in which to take an addendum into
account in preparing their Proposals, the Client may, at its discretion,
extend the deadline for the submission of the Proposals.
3 Preparation of
Proposals
Language of
Proposals
3.1 The Proposal and all related correspondence exchanged between the
Agency and the Client shall be written in the English language. Supporting
documents and printed literature that are part of the Proposal may be in
another language provided they are accompanied by an accurate translation
of the relevant passages in English, in which case, for the purposes of
interpretation of the Proposal, the translated version shall govern.
Cost of bidding 3.2 The Agency shall bear all costs associated with the preparation and
submission of its Proposal. The Client shall not be responsible or liable for
those costs, regardless of the conduct or outcome of the bidding process.
3.3 The JV Agreement must:
i) be signed in original by a duly authorised representative of each partner
with details of each signatory provided in print below each signature;
ii) include an express provision that each partner is jointly and severally
liable in respect of the Agency’s obligations;
iii) provide details of the name of the partner nominated to act as manager
of the Joint Venture and who is authorised to act for the Joint Venture in
terms of committing it to any obligations and liabilities and to receive and
act upon instructions from the Client and to make and receive payments;
iv) provide full details of the proposed structure, the division of technical
responsibilities between the partners and intended capitalisation.
Partners 3.4 Alternative experts shall not be proposed, and only one curriculum
vitae (CV) may be submitted for each position.
4 Full-time
employees
4.1 It is desirable that the Team Leader or expert proposed as Team
Leader is a regular full-time employee of the Agency or the Sub-Agency. A
regular full-time employee is defined as a person who, on the date of
submission of the Agency’s Proposal:
i) is currently employed under a contract or agreement of employment with
the Agency or the Sub-Agency;
ii) has been employed by the Agency or the Sub-Agency for the 12
consecutive months immediately preceding the date of submission of the
Proposal;
iii) is entitled to receive regular remuneration and benefits from the Agency
or the Sub-Agency; and
iv) is engaged to work for the Agency or the Sub-Agency for the number of
hours per day and days per year considered the norm in the country of
employment or in the country in which the person is assigned.
5 Instructions
for submission of
Proposal
5.1 These instructions should be read in conjunction with information
specific to the consulting services contained in the Covering Letter, Data
Sheet, and Instructions to Bidders for participation in e-Tendering and
accompanying documents.
5.2 Proposals must be received online as well as offline (i.e. in Physical
Form) before the deadline specified in the Data Sheet/Key Dates. Proposals
must be submitted to the address specified on the Data Sheet and delivered
on or before the time specified in the Data Sheet.
Documents 5.3 Agency's shall submit simultaneously two sealed envelopes, one
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comprising the
Proposal
containing the Technical Proposal (i.e. Envelop-B) and the other the EMD
(i.e. Envelop-A) in physical form as well as online, both envelopes must be
enclosed together in an outer single envelope for physical submission. The
Technical Proposals (submitted Online as well as Offline) will be opened at
the date and time specified in the Data Sheet/Key Dates while Financial
Proposal in not required in this proposal.
5.4 The Online Financial Proposals for all qualifying Technical Proposals
will be opened in public at a date and time specified in the Data Sheet/Key
Dates.
Technical Proposal
(see Annexure B)
5.5 The Technical Proposal shall contain the following:
i) Section 1: Covering Letter, subject to maximum of two (2) pages (Form
Tech 1);
ii) Section 2: Project detail sheets outlining previous experience of the firm
in at least five similar types of assignments completed during the last
Five years (in prescribed format) (Form Tech 2)
iii) Section 3: Employee / Trainer details (Form Tech 3)
iv) Section 4: CVs of personnel to work on this project (in the CV please
include name of staff, nationality of staff, profession/designation of staff,
proposed position in the team, whether employee of the firm, number of
years with the firm, key qualifications, education, experience and
languages known), (Form Tech 4);
v) Section 5: Firms infrastructure (Form tech 5)
vi) Section 6: Technical Response comprising approach and methodology
on how the firm will deploy and manage the complement of staff,
including charts and diagrams; (Form tech 6)
vii) Section 7: Empanelment letter Tech form 7
viii) Section 8 Matters not appropriate in any other section. This includes:
written confirmation authorising the signatory of the Proposal
to commit the Agency;
Letter of Authorisation/JV Agreement (or Intent to form a JV),
disclosures, if any; and
declaration of conflict of interest, if any.
Section 9 should not include any promotional material, brochures, etc.
5.6 No mention of your commercial response should be made anywhere in
the Technical Proposal, unless specified in the Data Sheet; non-confirmation
will result in automatic disqualification of the Agency’s Proposal.
Financial Proposal
(see Annexure C)
5.7 No Financial Proposal is required at this point of time:
Submission
instructions
5.8 Agencies are expected to carefully review the contract provisions
attached in the RFP for preparation of their Technical Proposals.
5.9 The Agency shall submit both Technical Proposals using the
appropriate submission sheets provided in Annexure B: Technical Proposal
Submission Forms and Annexure C: These forms must be completed without
any alteration to their format, and no substitutes will be accepted. All fields
shall be completed with the information requested.
5.10 Agencies are required to submit their Technical Proposals in hard copy
as well as online (in soft copy) in Adobe Acrobat (PDF) format only. The
number of hard copies to be submitted is specified in the Data Sheet.
5.11 In case of discrepancies between the online copy and the hard copy,
Not Applicable
17
the online copy will be considered the binding version.
Taxes 5.12 The Agency may be subject to taxes (such as: fringe benefit tax, value
added or sales tax, service tax, duties, etc) on amounts payable by the Client
under the Contract.
Proposal prices 5.13 All prices should be valid for the duration specified in the Data Sheet.
5.14 All prices quoted should be inclusive of the price structure as specified
in the Data Sheet.
5.15 Prices quoted by the Agency shall be fixed during the Agency’s
performance of the Contract and not subject to variation on any account,
unless otherwise specified in the Data Sheet.
Currency of the
Proposal
5.16 Proposal prices shall be quoted in Indian Rupees.
Documents
establishing the
eligibility of the
Agency
5.17 To establish their eligibility Agency shall:
i) if the Agency is an existing or intended JV, submit a copy of the JV
Agreement, or a Letter of Intent to enter into such an Agreement. The
respective document shall be signed by all legally authorised signatories
of all the parties to the existing or intended JV, as appropriate.
Proposal validity 5.18 Proposals shall remain valid for the period specified in the Data Sheet
commencing with the deadline for submission of Proposals as prescribed by
the Client.
5.19 A Proposal valid for a shorter period shall be considered non-
responsive and will be rejected by the Client.
5.20 In exceptional circumstances, prior to the expiration of the proposal
validity period, the Client may request Agency's to extend the period of
validity of their Proposals. The request and the responses shall be made in
writing. A Agency may refuse the request. A Agency granting the request
shall not be required or permitted to modify its Proposal.
5.21 During the Proposal validity period, Agency's shall maintain the
availability of experts nominated in the Proposal. The Client will make its best
effort to complete negotiations within this period.
Format and signing of
Proposals
5.22 These instructions should be read in conjunction with information
specific to the assignment contained in the Letter of Invitation, Data Sheet
and other accompanying documents.
5.23 All Technical Proposals (original plus the number of copies specified in
the Data Sheet) shall be placed in an envelope clearly marked ‘TECHNICAL
PROPOSAL’ and ‘ORIGINAL’ or ‘COPY No._#_’. These envelopes
containing the original and the copies, shall then be enclosed in one single
envelope which shall be clearly marked and ‘Envelope-B + ORIGINAL + _#__
COPIES’.
The EMD shall be enclosed in Envelope-A marked ‘Envelope-A + ORIGINAL
+ FD/DD of EMD as per Data Sheet’.
Note: For Online submission please refer “Instructions to Bidders for
participation in e-Tendering”
5.24 In the event of any discrepancy between the original and the copies,
the original shall prevail.
5.25 No Financial Proposal is required at this point of time.
5.26 These two envelopes (i.e. Envelope-A & Envelope-B) should be sealed
separately and must be put in the wax sealed envelope.
5.27 The original and all copies of both the Technical shall be typed or
18
written in indelible ink and shall be signed by a person duly authorised to sign
on behalf of the Agency. This authorisation shall consist of a written
confirmation and shall be attached to the Technical Proposal. The name and
position of each person signing the authorisation must be typed or printed
below the signature. All pages of the Proposal, except for unamended printed
literature, shall be signed or initialled by the person signing the Proposal.
Note: For Online Submission, all documents should be signed digitally using
Class-III Digital Signature Certificate.
5.28 Any interlineation, erasures, or overwriting shall be valid only if signed
or initialled by the person signing the Proposal.
5.29 All bids must contain original + copies of the Technical Proposal (in
Envelope-B submitted Online as well as physically), EMD (in Envelope-A
submitted Online as well as physically) as described in the Data Sheet.
Sealing and
marking of Proposals
5.30 The two envelopes containing the Technical Proposal and EMD shall
be sealed in an outer envelope. This outer envelope shall be sealed, and
signed over the seal, and will be clearly labelled with:
i) Title of Consulting Services;
ii) RFP Number;
iii) Deadline for Submission; and
iv) Address of the Agency.
In addition, envelopes shall bear the following directions:
v) Address for submission of Proposals as specified in the Data Sheet.
vi) On outer envelope containing Technical Proposals and EMD: ‘DO NOT
OPEN EXCEPT IN THE PRESENCE OF THE EVALUATION
COMMITTEE’.
vii) On inner envelopes containing the Technical proposal & EMD:, ‘DO NOT
OPEN BEFORE (insert date and time for the opening of Technical
Proposals & EMD as specified in the Data Sheet)’; and
Note: For Online submission, please refer “Instructions to Bidders for
participation in e-Tendering”.
5.31 If any envelope is not sealed and marked as instructed, the Client will
assume no responsibility for the misplacement or premature opening of
envelopes.
Deadline for
submission of
Proposals
5.32 Proposals must be submitted online on https://www.mpeproc.gov.in as
well as physically to the address specified on the Data Sheet and delivered
on or before the time specified in the Data Sheet/Key Dates.
5.33 The Client may, at its discretion, extend the deadline for the
submission of Proposals by amending the RFP in which case all rights and
obligations of the Client and Agency's subject to the previous deadline shall
thereafter be subject to the deadline as extended.
5.34 From the time the Proposals are opened to the time the Contract is
awarded, the Agency's should not contact the Client on any matter related to
its Proposal. Any effort by Agency's to influence the Client in the examination,
evaluation and ranking of Proposals, and recommendation for award of
Contract, may result in the rejection of the Proposal.
Late Proposals 5.35 The Client will not consider any Proposal that arrives after the deadline
prescribed by the Client for submission of Proposals in the Data Sheet/Key
Dates. Any Proposal received after the respective deadline (either Online or
Offline) for submission shall be declared late, rejected, and returned
unopened to the Agency.
19
Withdrawal of
Proposals
5.36 A Agency may withdraw its Proposal after it has been submitted by
sending a written Withdrawal Notice, duly signed by an authorised
representative, and including a copy of the authorisation document. The
Withdrawal Notice must be:
viii) submitted in the respective envelopes shall be clearly marked
‘WITHDRAWAL’; and
ix) received by the Client prior to the deadline prescribed by the Client for
submission of Proposals.
5.37 Proposals that are withdrawn shall be returned unopened to the
Agency.
5.38 No Proposal shall be withdrawn in the interval between the deadline for
submission of Proposals and the expiration of the period of Proposal validity
specified in the Data Sheet or any extension thereof, except in the case of a
request by the Client to extend the Proposal validity.
6 Opening of
Proposals
6.1 The Client will open EMD/Technical Proposals online as well as
physically in the presence of Agency's’ representatives who choose to attend,
at the address, date and time specified in the Data Sheet as the deadline for
submission.
Opening of Technical
Proposals
6.2 First, envelopes marked ‘WITHDRAWAL’ will be opened, read out, and
recorded, and the envelope containing the corresponding Proposals will not
be opened, and will be returned unopened to the Agency. No Proposal shall
be withdrawn unless the corresponding Withdrawal Notice contains a valid
authorisation to request withdrawal and is read out and recorded at the
opening of Technical Proposals.
6.3 All remaining envelopes holding the Technical Proposals shall be
opened one at a time, and the following read out and recorded:
i) the name of the Agency; and
ii) any other details as the Client may consider appropriate.
6.4 Only Technical Proposals read out and recorded at Proposal opening
shall be considered for evaluation. No Proposal shall be rejected at the
opening of Technical Proposals except for late Proposals, in accordance with
Clause 5.35.
6.5 The Client shall prepare a record of the opening of Technical
Proposals that shall include the name of Agency's and indicate whether there
is a withdrawal. The Agency's’ representatives who are present will be
requested to sign the record. The omission of a Agency’s signature on the
record shall not invalidate the contents or effect of the record. A copy of the
record will be distributed to all Agency's in writing or through standard
electronic means.
6.6 Technical Proposals which are rewarded the minimum qualifying marks
according to the evaluation criteria provided in Clause 7.7 below shall qualify
for opening of Financial Proposals.
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Opening of
Financial
Proposals
6.7 The Financial Proposals of all non-qualifying Agencies will not be
opened.
6.8 Under FBS, all Agencies with qualifying Technical Proposals shall be
informed in writing, or through standard electronic means, of the date and
place for public opening of their Financial Proposals. Agency's’ attendance at
the opening of Financial Proposals is optional.
6.9 At the public opening of Financial Proposals, the Financial Proposals of
all qualifying Technical Proposals shall be opened online one at a time by the
Client and the following read out and recorded:
i) the name of the Agency;
ii) prices; and
iii) any other details the Client may consider appropriate.
6.10 Only Financial Proposals read out and recorded at the opening of
Financial Proposals shall be considered for evaluation. No Proposal shall be
rejected at the Financial Proposal opening.
6.11 The Client will prepare a record of the opening of Financial Proposals.
The Agency's’ representatives who are present will be requested to sign the
record. The omission of a Agency’s signature on the record shall not
invalidate the contents or effect of the record. A copy of the record shall be
distributed to all Agency's in writing or through standard electronic means.
6.12 All Financial Proposals shall be scrutinised for any non-conformity, and
modifications, if any..
7 Evaluation of
Proposals
7.1 Information relating to the examination, evaluation, comparison, and
post-qualification of Proposals, and recommendation of Contract award, shall
not be disclosed to Agency's or any other persons not officially concerned
with such processes until information on Contract award is communicated to
all Agency's.
Undue influence 7.2 Any attempt by a Agency to influence the Client in the examination,
evaluation, comparison, and post-qualification of the Proposals or Contract
award decisions may result in the rejection of its Proposal.
Clarification of
Proposals
7.3 To assist in the examination, evaluation, comparison and post-
qualification of Proposals, the Client may, at its discretion, ask any Agency for
a clarification of its Proposal. Any clarification submitted by a Agency that is
not in response to a request by the Client shall not be considered. The
Client’s request for clarification, and the response, shall be in writing. No
change in the prices or substance of the Proposal shall be sought, offered, or
permitted, after the opening of Financial Proposals, except to confirm the
correction of arithmetic errors discovered by the Client in the evaluation of the
Proposals, in accordance with Clause 7.5, if required.
Non-conformities,
errors and
omissions
7.4 The Client may waive any non-conformity or omission in a technically
qualifying Proposal that does not constitute a material deviation.
7.5 The Client will correct arithmetical errors during evaluation of Financial
Proposals on the following basis:
i) if there is a discrepancy between the unit price and the total price that is
obtained by multiplying the unit price and quantity, the unit price shall
prevail and the total price shall be corrected, unless in the opinion of the
Purchaser there is an obvious misplacement of the decimal point in the
unit price, in which case the total price as quoted shall govern and the
unit price shall be corrected;
ii) if there is an error in a total corresponding to the addition or subtraction
21
of subtotals, the subtotals shall prevail and the total shall be corrected;
and
iii) if there is a discrepancy between words and figures, the amount in words
shall prevail, unless the amount expressed in words is related to an
arithmetic error, in which case the amount in figures shall prevail subject
to (a) and (b) above.
7.6 If the winning Agency does not accept the correction of errors, its
Proposal shall be disqualified and the second ranking Agency shall be invited
for negotiations and finalisation of the Contract.
Evaluation of
Technical
Proposals
7.7 The evaluation committee shall evaluate the Technical Proposals on
the basis of pre-set criteria detailed in the bid data sheet
Qualification of
Technical
Proposals
7.8 After the technical evaluation is completed, under FBS the Client shall
notify, in writing, Agency's whose Technical Proposals receive a mark of 700
or higher, indicating the date, time, and location for opening of Financial
Proposals.
Evaluation of
Financial Proposals
7.9 When Quality and Cost Based Selection (QCBS) method is used:
i) to allow comparison on a common basis, each Financial Proposal will be
carefully scrutinised and an Estimated Total Price (ETP) will be
determined. The Financial Proposal with the lowest ETP will receive the
maximum score of 1,000 marks. The score for each other Financial
Proposal will be inversely proportional to its ETP and will be computed
as follows:
Sf = 1,000 x Fm / F where:
Sf is the financial score of the Financial Proposal being
evaluated,
Fm is the ETP of the lowest priced Financial Proposal,
F is the ETP of the Financial Proposal under consideration.
ii) The evaluation of Technical and Financial Proposals will be determined.
by applying a weight of 0.70 (70%) and 0.30 (30%) respectively to the
technical and financial score of each evaluated qualifying Technical and
Financial Proposal and then computing the relevant combined total score
for each Agency.
7.10 The highest ranked Agency based on the cumulative technical and
financial evaluation ranking will be invited for negotiations.
7.11 Financial Proposals are expected to be within the budget, if specified in
the Data Sheet.
7.12 When the Least Cost Selection (LCS) method is used, the Client will
select the lowest Financial Proposal of those Agency's whose Technical
Proposals have qualified.
7.13 Financial Proposals are expected to be within the budget, if specified in
the Data Sheet.
7.14 When fix cost budget method is used the evaluation will not be done.
Client’s right to
accept any Proposal,
and to reject any or
all Proposals
7.15 The Client reserves the right to accept or reject any Proposal, and to
annul the bidding process and reject all Proposals at any time prior to
Contract award, without thereby incurring any liability to the Agency's.
8 Award of
Contract
8.1 Prior to the expiration of the Proposal validity period, the Client shall
notify the successful Agency, in writing, that its Proposal has been accepted.
22
Notification At the same time, the Client shall notify all other Agency's of the results of the
bidding.
8.2 Until a formal Contract is prepared and executed, the notification of
award shall constitute a binding Contract.
Negotiations 8.3 The successful Agency will be informed in writing of the date, place
and time for negotiations/clarifications, if any. Representatives conducting
negotiations on behalf of the Agency must have written authority to negotiate
and conclude a Contract.
8.4 The successful Agency will confirm in writing its participation in
negotiations and ability to adhere to its Proposals within five (5) days of
receiving the notice.
8.5 Negotiation will include both technical and financial negotiation,
depending on the needs of the Client.
Availability of
personnel
8.6 The Agency shall confirm the availability of all personnel as indicated in
its Proposal.
8.7 The Client will not consider substitutions during contract negotiations
unless both parties agree that undue delay in the selection process makes
such substitution unavoidable, or for reasons such as death or medical
incapacity. Any proposed substitute shall have equivalent or better
qualifications and experience than the original candidate and must be
submitted to the Client within the period of time specified in the Letter of
Invitation to negotiate.
8.8 Failure to meet either of these requirements may result in
disqualification.
Signing of
Contract
8.9 Promptly after notification, the Client shall send to the successful
Agency the Contract and the Special Conditions of Contract (draft attached in
this RFP).
8.10 Pursuant to negotiations, the successful Agency shall sign, date, and
return the Contract, along with necessary supporting documents, to the
Client.
Start date
9 Penalty
9.1 The Agency is expected to commence the Services on the date and at
the location specified in the Data Sheet.
The Agency shall perform all the services as specified in the ToRs. The Agency shall ensure quality and timely delivery of all the deliverables. Failing to achieve the deliverables due to the reasons of the delay from the Agency will attract a strict penalty. Penalty of around 0.5% per month of the contract value will be levied on the training provided if the deliverables are not achieved on time.
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24
Annexure B: Technical Proposal Submission Forms
Tech 1: Covering Letter
[Location, Date]
To: [Name and address of Client]
Dear Sir or Madam
We, the undersigned, offer to provide the Consulting Services for [Insert title of assignment] in
accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby
submitting our Proposal, which includes Technical Proposal only, sealed under an envelope1.
We hereby declare that we have read the Instructions to the Agency included in the RFP, and
abide by the same, and specifically to conditions mentioned in Section 1.5 to 1.8. [In case of any
declaration, reference to concerned document attached must be made].
We hereby declare that all the information and statements made in this Proposal are true and
accept that any misleading information contained in it may lead to our disqualification.
We confirm that all personnel and/or sub-contractors named in the tender will be available to
undertake the services.
We undertake, if our Proposal is accepted, to initiate the Consulting Services related to the
assignment not later than the date indicated in the Data Sheet.
We understand you are not bound to accept any Proposal you receive.
Yours faithfully,
Authorised Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
1 If applicable
25
Tech 2: Project Detail Sheet (outlining previous experience)
Assignment name:
Approx. value of the contract (in current Rs):
Country:
Location within Country:
Name of Client:
Total No of person-months of the assignment:
Address of Client:
Approx. value of the services provided by your
firm under the contract (in current Rs.):
No of person-months provided by your firm:
Start date (month/year):
Completion date (month/year):
No of professional person-months provided by the
JV partners or the Sub-Agency's:
Name of Agency:
Name of Senior Staff (Project Director/Coordinator, Team Leader) involved from your firm
and functions performed indicated whether regular full-time employees of your firm or
part-time/independent2
Narrative description of Project in brief:
Description of actual services provided by your firm in the assignment (Pl. ensure that the details
such as training provided, candidates placed, self-enterprises, placement provided etc are provided in the project detail sheet)
:
2 Regular full-time employee as defined in Clause 4 of ‘Instructions to Agencys’.
26
Tech 3: Employee / Trainer Details
Please provide details of maximum 15 employees / trainer
Sl. No Employee name Designation Employee since Expertise
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
27
Tech 4: Firms Infrastructure
Sl. No. Description Detail
1. Office address
2. Details of training facilities
3. Photographs of training
facility
4. Other infrastructure
28
Tech 5: Approach & Methodology
Please provide your detailed A&M covering training, certification, placement, handholding, developing
training modules etc as detailed in the evaluation criteria. Bidders should also provide a work plan clearly
highlighting the deliverables schedule.
29
Tech 6: Empanelment letter
Pl. provide empanelment letters as relevant
30
AANEXURE- C Terms of Reference for the Selection of Agencies, State Urban
Livelihoods Mission, Madhya Pradesh
1. Introduction
The urban poor face multiple deprivations - inadequate access to affordable housing, basic civic services
like water, sanitation, drainage, solid waste management, roads, street lighting, health care, education
and social security, and livelihoods opportunities. The dimensions of urban poverty can be divided into
three categories: (i) residential vulnerability (access to land, shelter, basic services, etc.); (ii) social
vulnerability (deprivations related to factors like gender, age and social stratification, lack of social
protection, inadequate voice and participation in governance structures, etc.) and (iii) occupational
vulnerability (precarious livelihoods, dependence on informal sector for employment and earnings, lack
of job security, poor working conditions, etc.). These vulnerabilities are inter-related. Amongst the urban
poor, there are sections subject to greater vulnerability in terms of the above classification; these include
women, children, the aged, SCs, STs, minorities and differently-abled persons who deserve attention on
a priority basis.
The National Urban Livelihoods Mission (NULM) shall rest on the foundation that mobilisation of urban
poor households to form their own institutions is an important investment for an effective and sustainable
poverty reduction programme. These institutions of the poor would partner with local self-governments,
public service providers, banks, private sector and other mainstream institutions to facilitate delivery of
social and economic services to the poor.
State Urban Livelihoods Mission, Madhya Pradesh, seeking support from Agency (ROs) for the
promotion and strengthening of women collectives through formation of self help groups and
strengthening of existing SHGs in urban settings of the 55 cities/towns of the state. ROs will be engaged
to facilitate the formation of SHGs and their federations at area and city/town level. ROs will also
facilitate the processes of bank linkages and provide training and capacity building to SHGs and their
federations.
Madhya Pradesh, State Urban Livelihoods Mission will empanel five top ROs (Agency) based on the
technical competency of the organisation through a competitive processes and will share the list of the
empanelled agencies with respective ULBs who appoint them to deliver the task. The empanelled
agencies may be allocated apart of the City/area or entire city for the implementation of the programme.
2. Scope of Work
NULM will be implemented in 55 cities/town of Madhya Pradesh. All target households (urban poor
households and occupationally vulnerable segments like rag pickers and street vendors) will be included
to achieve universal coverage. ULBs will enter into an agreement with Resource Organizations post
empanelment process conducted by SULM.
The selected agencies will be forming, strengthening, hand holding and facilitate for bank linkages of
SHGs and its federations, enabling them to function as an institution independently. ROs will be creating
Area Level (AL) and City Level Federation through strong facilitation and handholding support to the
SHGs.
The capacity building of SHGs and Federations will be the primary role to be played by the selected
agencies. Agencies will develop training modules for SHGs and Federations in coordination with
respective ULBs/SULM. The ROs will impart training to SHGs and Federations on agreed and approved
training modules. ROs will coordinate with key stakeholders such as ULB, SULM, Bank and other
relevant government department.
31
Agencies will ensure that all members of ALFs/CLFs undergo training to build their capacity on issues
such as: (a) the SHG / federation concept (including savings), facilitate bank linkages for SHGs, hand-
holding support, developing proposal for bank loan etc. as agreed with ULBs and SULM.
ROs will handhold SHGs for 2 years. The ULB will assign the RO to a compact geographical area of the
city within which the agency will function. The RO should cover a minimum of 50 SHGs depending on
the local conditions, more than one city may be covered by a single RO to achieve critical mass and
ensure quality training. ROs will report to ULBs for their day-to-day functioning.
3. RO Team Composition:
Each cluster will have one Team Leader and at the City/ULB level the RO will appoint two personnel as
per the following table S.N. 2 &3.
S.N. Designation Location Qualification & Experience
1 Team Leader
Cluster Level Post Graduate with 10 year's of experience in development sector
2 Micro-finance/ SHG expert City/ULB Level Post Graduate with five year's of relevant experience.
3 Social Mobilizer City/ULB Level Graduate with five years of relevant experience
Cluster wise city list and target to train SHGs:
S.N. Name of the
Cluster
Name of Cities Targets 2014-2015 2015-2016 Total Approx
1 Bhopal Bhopal 415 830 1245 Raisen 20 40 60 Rajgarh 20 40 60 Sehore 25 50 75 Vidisha 35 70 105
2 Chambal Morena 60 120 180 Sheopur 20 40 60 Bhind 50 100 150
3 Gwalior Ashokenagar 20 40 60 Shivpuri 40 80 120 Dabra 30 60 90 Datia 25 50 75 Guna 40 80 120 Gwalior 250 500 750
4 Indore Agar 20 40 60 Allirajpur 20 40 60 Barwani 20 40 60 Burhanpur 50 100 150 Dhar 20 40 60 Indore 480 960 1440 Jhabua 20 40 60 Khandwa 50 100 150 Khargone 30 60 90 Pithampur 30 60 90
5 Jabalpur Balaghat 30 60 90 Chhindwara 40 80 120 Jabalpur 250 500 750 Katni 50 100 150 Mandla 20 40 60 Narsinghpur 20 40 60 Seoni 25 50 75
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6 Narmadapuram Betul 25 50 75 Harda 20 50 70 Itarsi 25 50 75 Hoshangabad 25 50 75
7 Rewa Rewa 50 100 150 Satna 60 120 180 Sidhi 20 40 60 Singrauli 50 100 150
8 Sagar Chattarpur 30 60 90 Damoh 40 80 120 Panna 20 40 60 Sagar 100 200 300 Tikamgarh 20 40 60
9 Shahdol Anuppur 25 50 75 Dindori 25 50 75 Shahdol 25 40 65 Umaria 20 40 60
10 Ujjain Dewas 60 120 180 Mandsaur 30 60 90 Nagda 25 50 75 Neemuch 30 60 90 Ratlam 65 130 195 Shajapur 20 40 60 Ujjain 115 230 345
Total 3150 6300 9450
Note: the target for 2015-16 will be carried forward to the year 2017.
3. Key Task of Agency's
3.1 Identification of SHGs and assessment of existing: Agency will identify the existing SHGs
formed under SJSRY and by other organisation in the respective ULBs/town and assess the
status of these SHGs in terms of their quality of functioning. Agencies will develop a standard
questionnaire to conduct the assessment and will collect relevant data to assess the SHG
situation. This should include best practices, lessons learnt, (what went right and what was not);
institutional mechanism, training; sustainability etc. Based on this exercise selected agencies will
determine the requirement of new SHGs to be formed and number of existing SHGs to be
strengthened in each ULBs/town. Selected agencies will also identify potential individuals to
form new SHGs. The membership should be preferably from the weaker section of the group
and a participatory and self-selection approach to be followed in the process of group formation.
3.2 Apart from the forming of new SHGs the selected agency will also strengthening the agencies
but potential to become an active group. The number of such self help groups in each ULB to be
agreed with the concern authority of ULB. Once the number of defunct/irregular SHGs agreed
the agency will work for the strengthening of SHGs.
3.3 Community Organisation: Selected agencies will be responsible for community mobilisation,
building trust and gain confidence of urban poor to form self help groups and take collective
actions at the slum level. ROs will work closely with women and facilitate the processes of
forming self help groups and form area and city level federations.
3.4 Bank Linkages and Financial Linkages: The selected agency will facilitate the processes for
establish SHGs linkages with Banks which begins with the opening of bank account. The agency
will also facilitate SHGs and its members to access financial services such as saving, insurance,
pension, remittance and credit.
33
3.5 Capacity Building SHGs: After the identification of existing SHGs and formation of new SHGs
with potential and interested individual, agencies will provide training to all the members of
SHGs (not just the leaders/representatives). The broader content of the training module will be:
(a) The basic concepts of functioning of a SHG like how to conduct meeting; basics of savings,
lending money, repayment habits; responsibilities of group members,(b) book-keeping and
accounting, fund management, building bank and credit linkages; (c) communication, decision
making, conflict resolution, self-assessment, etc.; and (d) accessing government benefits under
NULM and other programs. The training will have to be in accordance with the prescribed
protocol given in Annexure-A. However, the final content of the training will be mutually agreed
with respective ULBs.
3.6 Capacity Building of Area/City Level Federation: Selected agencies will ensure the formation
of Area Level (AL) and City Level (CL) Federations. In order to enable these Federations
function independently the AL and CL key representatives and its members should be trained in
accordance with the given format in annexure B.
3.7 Coordination: ROs will coordinate with ULBs, Bank, SULM and other government departments
for leveraging fund for self help groups and vulnerable/poor households to access benefits
through different government led programme and schemes. ROs will also facilitate the
processes for the convergence with relevant programme and scheme dealing with skills,
livelihoods, entrepreneurship development, health education etc. ROs will coordinate with skill
Agency in the City/town, encouraging potential candidates for skill up-gradation and
development fur sustainable livelihoods.
3.8 Handholding support for at least 12 months: ROs have to provide continuous facilitation and
also attend SHGs and federation meetings on a regular basis. The ROs will also facilitate the
processes to bring in bankers, government officials from various departments, and members
from established SHGs to interact with SHGs. The ROs will provide assistance to the SHG
members in the process of opening bank account for newly formed SHGs and the existing SHGs
that have no bank account. ROs will encourage SHGs to access credit from formal banking
system.
3.9 Withdrawal strategy: The ROs will develop and implement strategies for the withdrawal of
external support from the beginning. ROs will gradually withdraw its active support and hand-
over to the area/city level federations in phase manner.
4. Stakeholders and their Roles
The key stakeholders roles and responsibilities are broadly defined as under:
Stakeholder Roles
SULM (State
Urban Livelihood
Mission), UADD
Overall supervision and guidance to the implementing agencies and
ULBs
Empanelment of Resource Organisation (RO), review of the overall
performance and progress
Formation of steering committee
Liaison with key stakeholders to achieve objectives of this programme
Output/deliverable review
ULBs (Urban
level Bodies)
ULB will work closely with selected ROs
Overseeing the RO's performance
Ensuring regular updation of MIS Data from RO
Reporting to SULM/Govt.
Output review at the city/town level
34
Stakeholder Roles
Contract, agreement and prompt payment
Coordinate and facilitate City Level interface with Govt. Departments
and Financial Institutions.
Implementing
agency (Resource
Organisation)
1. Identify Affinity groups- should identify prior relationship of trust and
mutual support and encourage those individuals to form SHGs. The
membership should be perfectly through participatory approach and self
selection.
2. Capacity Building- Once the SHG is formed RO will train all SHGs
members including office bearers with basic concept of functioning of
SHGs such as savings, lending, repayment habits, responsibility of group
members and office bearers, book keeping and accounting, decision
making and conflict management, bank credit linkages, assessment of
group performance etc.
3. Handholding support: RO will attend the SHG meeting regularly and
will facilitate to bring bank and government officials from various
department and members from established/strong SHGs and federations
for interaction and cross learnings. RO will facilitate the processes for
SHGs credit linkages with Banks
4. Withdrawal – RO will be expected to withdraw from that SHGs that are
formed and performing satisfactorily. At this stage the level of
monitoring will increase.
5. Coordination: RO will coordinate with ULBs on a regular basis and also
work closely with the city level management team. RO is also expected
to coordinate with SULM and other government department on a regular
basis.
6. Reporting: RO will report progress on an agreed set of monitoring
formats including regular update of MIS.
5. MIS and Reporting
5.1 The Agency will provide regular progress reports on an agreed format and periodicity with
respective ULBs.
5.2 All relevant information should be available on the website. UADD and ULB must provide access
to the information and website.
5.3 SULM (State Urban Livelihoods Mission) and ULB jointly will monitor the progress of programme
implementation and interact with the agency to ensure that the program falls within the
schedules and agreed timeline.
The scope of work will be applicable to NULM or its allied programme/name change in future.
6. Payment Schedule and Milestones
S.N Milestones Timeline Released Amount (%)
1. On approval and finalisation of Inception report containing following: Situational analysis- containing a) existing status of SHGs based on performance, b) number of new SHGs to be formed c) setting of target for strengthening/formation of SHGs Details of RO team placement Action Plan- including a) activity schedule b) training plan containing number of batches,
On completion of 1
st quarter
10
35
S.N Milestones Timeline Released Amount (%)
participant per batch, content of the training etc. Training module- SHGs training modules Draft training module of ALF/CLF
2.
Formation/strengthening of SHGs completed (at least 50% of new SHGs) as per the given target First training (basic concept, savings/ credit/ inter-loaning, book keeping and accounts) completed for 25% SHGs as mentioned above (out of which at least 50% must be new SHGs)
Second training (SHGs norms/rules, Bank linkages/business plan, formation of bye-law) completed for 25% SHGs as mentioned (out of which at least 50% must be new SHGs) Opening of Bank account 50% SHGs as per the target Inter-loaning initiated for 25% SHGs as mentioned above (out of which at least 50% must be new SHGs)
On completion of 2
nd Quarter
20
3. First and second training completed for all SHGs
Opening of Bank account 100% SHGs as per the target Inter-loaning at least 90% identified SHGs SHGs grading (25% completed) initiated existing SHGs with the Bank Business plan of 50% SHGs developed and approved by ULBs At least 60% SHGs reporting repayment of inter-loan At least 75% SHGs Book keepings and accounts maintained regularly
On completion of 3
rd
Quarter
15
36
S.N Milestones Timeline Released Amount (%)
4.
100% SHGs reporting repayment of inter-loan 100% SHGs Book keepings and accounts maintained regularly 100% SHGs reporting regular meetings At least 75% SHGs maintained books of account independently
On completion of 4
th Quarter
15
5. Identification of potential SHG for the formation of ALF/CLF Acceptance of proposal and action plan for ALF/CLF formation Approval of action plan ALF/CLF Initiated discussion and visit/meeting (at least 2 meetings) with SHGs Organised at least 2 training modules with potential members of ALF Opening of ALF/CLF bank account Handholding of SHGs detail report
On completion of 5
th Quarter
10
6. Election of office bearers of ALF/CLF Framing bylaws of ALF/CLF Organising fortnightly meeting with ALF Third training completed At least 90% attendance of members in ALF/CLF meetings Initiate grading of at least 25% SHGs by ALF Registration of ALF/CLF Handholding of SHGs detail report
On completion of 6
th Quarter
10
7. Initiate audit of SHGs of 25% 4
th training of ALF completed
Organise/facilitate monthly meeting (preferably twice in a month) Initiate grading and Audit of 75% of SHG Maintain all book keeping and records
On completion of 7
th Quarter
10
37
S.N Milestones Timeline Released Amount (%)
Facilitate at least two interface meetings with Banks Handholding of SHGs detail report
8. Withdrawal action plan Submission of final report detailing the achievements of milestones
On completion of 8
th Quarter
10
Note: Milestone linked payment accepts inception will be based on per SHG.
7. Outcomes/Deliverables
7.1 Identification of SHGs and assessment of the status of existing SHGs with following information
Number of existing SHGs (formed by SJSRY and other institutions) in ULBs with
current status in terms of functioning of SHGs
A detailed plan for the formation of new SHGs and strengthening of
defunct/irregular SHGs
Number of SHGs to be formed in ULBs
7.2 development and approval of training modules and content for SHGs and Federation
7.3 At least 1 member from each identified urban poor household, preferably a woman has to be a
member of an SHG and at least 70% of the members of SHGs should be urban poor.
7.4 ROs to train SHGs and AL and CL federations to build their capacity on issues such as: (a) the
SHG concept (including savings), how to conduct meetings, responsibilities of group members,
etc; (b) book-keeping and accounting, fund management, building bank and credit linkages; (c)
communication, decision making, conflict resolution, self-assessment; and (d) accessing
government benefits under NULM, and other social programmes of the central, state and local
governments
7.5 All SHGs to have a bank account for deposit of savings
7.6 All SHGs to be linked to banks for credit
7.7 All new SHGs formed access revolving fund support under NULM
7.8 SHGs will be federated at the area-level and at least one City-level Federation will be formed
per City
7.9 All ALFs to be registered as a society
7.10 All ALFs formed must access revolving fund support under NULM
38
Annexure A
Training of All members of SHGs
S.N.
Topics Participants Kits Format Duration
1. Basic concept of self help and SHGs, objective of SHG
All members
Visual material
Focus group discussion
½ day
2. Function of SHGs, framing of SHG rules, election/selection of office bearers, conducting meeting, agenda and meeting proceedings, responsibilities of group members
All members
Reading material
Class room discussion/sharing experience with successful SHGs
1 day
3. Basic of savings, credit, repayment habits, responsibility of members
SHG office bearers
Material on rules of saving & Credit
Class room discussion/sharing experience with successful SHGs
½ days
4. Book keeping and accounting, fund management and bank linkages
SHG Officer bearers
All books format
Class room discussion and practice of all formats
2 day
5. Quality of SHG, Grading of SHG All members
Grading format
Class room discussion and practicing filling the formats
1 day
6. Decision making and conflict resolution process
All members
Class room discussion and practice of all formats
½ day
7. Field visit of office bearers SHG Office bearers
Pre visit note
Interaction with successful groups. Review of all books of account
1 day
8. Business opportunity, guidance for income generating activities
All members
Brief profile of business activities
Class room discussion and sharing of successful women entrepreneurs
1 day
9. Why of federation, objective of federation
All members
Notes on Federation
Class room discussion
1 day
39
Annexure B
Training of Area level & City Level Federation
S.N. Topics Participants Kits Format Duration
1. What is a federation? Why federation? The structure roles and function of federation. How to facilitate SHGs in performing better – monthly review – role of CLF/ALF Autonomy of SHGs subordination of CLF to SHGs
All members of federation
Manual on Federation 2 day
2. Exposure Visit to a good CLF
All members of federation
1 day
3. Linkages with External agencies- local bodies, Government agencies, marketing intermediaries, etc, The role of External agencies, How to approach external agencies
All members of federation
2 day
4. Financial management, Accounting procedures, How to manage finance, Planning Budgeting, How to prepare a simple proposal
All members of federation
2 day
5. Grading of member SHGs - role of CLFs, Auditing, Self grading
All members of federation
2 day
6. Cluster level events, Communication skills, Leadership qualities, camps/rallies on social issues, Awareness, programmes - health, education and environment, Advocacy of legal rights for women - property, marital and other legal rights
All members of federation
2 day
40
Annexure- C
Credential of the Bidder organisation
S.N. Details Response
1. Bidders details
Name of the Firm
Year of Establishment
Complete Postal Address with pin Code
Name of the Contract person
Office Phone and Fax
Mobile Number
Website
2. District of Operation in Madhya Pradesh, if Any
Brief details of work being done
Complete Postal address
Year of experience working with SHGs/Federation