REQUEST FOR PROPOSALS (RFP)

For

VALIDATION OF A PROGRAMMATIC CDM PROJECT FOR SOLAR WATER HEATING INSTALLATIONS

Under the

UNDP/GEF GLOBAL SOLAR WATER HEATING MARKET TRANSFORMATION AND STRENGTHENING INITIATIVE:

INDIA COUNTRY PROGRAM

PROJECT MANAGEMENT UNIT

GLOBAL SOLAR WATER HEATING PROJECT MINISTRY OF NEW AND RENEWABLE ENERGY BLOCK NO. 14, CGO COMPLEX, LODHI ROAD

NEW DELHI-110003 Telefax: 011-24362488

SECTION – 1

INVITATION OF BIDS

SECTION 1-: INVITATION OF BIDS

1. The Ministry of New and Renewable Energy is implementing a National Programme on Solar Water Heating aimed at peak shaving, conservation of electricity and fossil fuels and providing a clean, non-polluting solution for water heating in housing, institutional, commercial and industrial sectors. Over 4 million sqm of collector area has so far been installed in the country. A target of 5 million sqm of collector area has been set for the 11th Five Year Plan (2007-12). Various promotional incentives in the form of capital subsidy or interest subsidy are available for solar water heating projects under the Jawaharlal Nehru National Solar Mission (JNNSM). The web-site of the Ministry www.mnre.gov.in may be visited for information about the National Solar Water Heating Programme and the Guidelines for Off-Grid and Decentralized Solar Applications under JNNSM. A target of 20 million sq.m. collector area has been set for solar thermal projects for 2022 under JNNSM.. 2. The India Country Project on solar water heating has been taken up under a UNDP/UNEP/GEF “Global Solar Water Heating Market Transformation and Strengthening Initiative”. The Ministry of New and Renewable Energy, Government of India, is implementing the Project in the context of its National Programme. The objective of the project is to accelerate and sustain the solar water heating market growth in India. The project will contribute partially and leverage the 11th Plan target through installation of two million sq. m. Of solar water heating systems. This will result in GHG Emission Reduction of 11 million tonnes of CO2.

3. Technical and Financial Proposals are invited for “Validation of a Programmatic CDM Project for Solar Water Heating Installations” in implementation under the UNDP/GEF GSWH project from accredited Designated Operational Entity (DOE).

i. This Bid Document contains Terms of Reference and Instructions to Bidders for formulation and submission of proposals.

ii. The PMU reserves the right to alter any or all terms and conditions

specified in this Bid Document. The terms and conditions governing the proposed assignment are not exhaustive and additional conditions, as may be mutually accepted, will be included in the Work Order / Contract Agreement. These conditions are also subject to modifications or deletion listed herein and clearly indicates specific deviations, if any, considered absolutely necessary.

iii. The Bidders are free to make suggestions in their offer, in addition to the specified Scope of Work or Methodology, to meet the objectives of the proposed assignment.

iv. No Pre-bid meeting will be convened. Queries, if any, will be responded

to by the PMU upto 11.00 A.M. on October 27, 2011.

v. At any time before the submission of proposals, the PMU may, for any reason, whether at its own initiative, or in response to a clarification requested by the bidder, carry out amendment(s) to the Documents. The amendment will be notified in writing or by Email or Fax to all Bidders and will be binding on them. The PMU may at its discretion extend the deadline for the submission of proposals. The contractual obligations shall be as per the terms and conditions in the Work Order issued to the successful bidder at a later stage.

vi. The PMU reserves the right to reject all or any of the proposals without

assigning any reason thereof. vii. It may be noted that the costs of preparing the proposal and of

negotiating the contract, including visits to the PMU for Presentation, are not reimbursable, and the PMU is not bound to accept any of the proposals that may be submitted.

viii. The selected Bidder is expected to commence the assignment on the

date specified in the Work Order.

4. Sealed offers under two-bid system (Part-I: Techno-Commercial Bid & Part-II: Price Bid) for the above-mentioned assignment has to be submitted to National Project Manager, Project Management Unit, Global Solar Water Heating Project, Ministry of New & Renewable Energy, Block 14, CGO Complex, Lodi Road, New Delhi – 110003. Telefax: 011-24362488, E-mail: singhalak@nic.in and pankaj.kumar74@nic.in. 5. Last date for submission of proposals is 4.00 P.M. on November 14, 2011.

SECTION – 2

TERMS OF REFERENCE

SECTION – 2: TERMS OF REFERENCE 2.1 Introduction The UNDP/GEF Global Solar Water Heating Project aims at accelerating the market development of solar water heating and facilitating the installation of 5 million m2 of installed collector area during the 11th Plan by 2012. The overarching objective of the project is to leverage the Ministry’s National Programme and create markets and widespread demand for solar water heating in different sectors especially in the thus far untapped potential areas. Wide ranging financial support and fiscal and promotional incentives are being provided under the National Programme to promote the deployment of Solar Water Heating Systems. The UNDP / GEF Project seek to accelerate deployment by providing Technical assistance on different aspects with participation by different stakeholders groups. 2.2 Objective The objective of the project on Development of Programmatic CDM Project for Solar Water Heating Installations under implementation is to launch a countrywide program for developing Programmatic CDM project for Solar Water Heaters aimed at consuming electricity & other fossil fuels apart from overall reduction of GHG emissions. 2.3 Scope of Work The validation scope will include independent and objective review of the project design, in particular, the project’s baseline study and monitoring plan, which are included in the Project Design Document (PoA DD), CDM project activity (CPA) and other relevant supporting documents (of the above said project) against modalities and procedures for a clean development mechanism as defined in Article 12 of the Kyoto Protocol, relevant UNFCCC requirements and host country (India) requirements Task I: Desk Review 2.3.1 Assessment of Project Documentation based on Validation Protocol as

per the UNFCCC guideline. 2.3.2 Assessment of the proposed baseline, including the additionality of the

project 2.3.3 Assessment of the methodology and assumptions for estimation of GHG

emission reductions 2.3.4 Assessment of Monitoring Plan, environmental social impacts of the

project in line with the sustainable development priority. 2.3.5 On site visit and follow-up interviews with stakeholders 2.3.6 Presentation of Pre Validation Reporting to MNRE,UNDP and project

proponent.

Task II: Global Stakeholders Consultation The DOE shall make the PoA-DD and CDM-CPA DD’s under consideration publicly available and invites Parties, stakeholders and UNFCCC accredited NGOs to comment on the validation requirements within 30 days. Task III: Submission of Draft Validation Report and resolution of outstanding issues in consultation with the Project Proponent Task IV: Submission of Final Validation report- The Final validation report will contain the conformance of the project with relevant UNFCCC requirements (CDM modalities & procedures, paragraph 37 of Kyoto Protocol) which will form the basis of UNFCCC registration. Task V: Presentation of the Project to CDM EB for Registration – the DOE will submit to the Executive Board, a request for registration in the form of a validation report including the project design documents, the written approval of the host country and other relevant and statutory documentation. 2.4 Format for the Proposal The Technical Proposal for the assignment should give a detailed description of each of the Tasks and Activities mentioned in the Section 2.3 above and may include the following:

a) Technical Proposal

i. A brief description of the Bidder’s organization and an outline of recent experience on assignments of similar nature. The information is to be furnished for each assignment, should indicate, inter-alia, the profiles of the professionals, duration, contract amount and firm’s involvement

ii. Approach/ Methodology (including Programme design) iii. Activity- wise time schedule iv. Expertise of the organization in the related area of work, including the

work done, and key experts available for the assignment. v. Team composition and task assignments along with their time

schedule. vi. Curriculum Vitae of proposed key professional staff.

b) Financial Proposal The Financial Proposal for the assignment should include the price bid with break-up of costs for undertaking Tasks. The financial proposal should cover all costs for providing the validation support against all the Tasks and Activities outlined in the Terms of Reference for Validation of Programmatic CDM Project including fees and remuneration for services, preparation of reports, and other related expenditure in the field and home office.

i. The price is to include the Validation cost of single PoA and Two

CPA. The Location of the CPA will be distributed across three to four states.

ii. Cost of Travel, logistics and other related expenditure. iii. Taxes and levies must be included

No separate cost other than quoted in the financial proposal will be provided to the DOE for the purpose of validation 2.6. Terms of Payment

i) 20% of the approved contract value will be released on receipt of the workplan and against the submission of Bank Guarantee for 50% of the contract amount along with the work order / sanction .

ii) 30% of the contract value will be released after completion of site visit and submission of Draft Validation Report.

iii) 25% of the contract value will be released after finalization of Validation report and submission to UNFCCC for Registration.

iv) Balance 25% of the proposed fees will be released after Registration.

SECTION – 3 INSTRUCTIONS TO BIDDERS FOR

FORMULATION AND SUBMISSION OF PROPOSALS

SECTION – 3: INSTRUCTIONS TO BIDDER (S) FOR PREPARATION AND SUBMISSION OF PROPOSALS

The bidders are expected to examine all terms and conditions and instructions included in the document. Failure to provide all requested information will be at the bidders risk and may result in rejection of their proposal. Further, the bidders are requested to submit technical and financial proposals separately.

3.1. PREPARATION OF TECHNICAL PROPOSAL During preparation of the technical proposal, you must give particular attention to the following: 3.1.1. A brief description of the Bidder’s organization (not exceeding one page)

and an outline of experiences on assignments of similar nature both in India and abroad. The information as per format given at Annexure-I, to be furnished for each assignment, should indicate, inter-alia, the profiles of the professionals, duration, contract amount, client’s name and firm’s involvement.

3.1.2. Any comments or suggestions on the scope of work and a description of

work plan, which Bidders propose to execute, illustrated with bar charts / graphics.

3.1.3. The composition of the proposed professional team along with their position within proposed project team, the tasks which would be assigned to each, time schedule, as per format given at Annexure-II.

3.1.4. Estimates of the total time (person x months) for each professional staff. 3.1.5. Recent Curriculum Vitae (C.V.) signed by the proposed key professional

staff or by the Designated Authorized Signatory of the company highlighting similar works done by him/her. Key information should be as per format given at Annexure -III providing details on years with the firm, total experience, and degree of responsibility held in various assignments during the past five years.

3.1.6. The conditionality / deviations and variations/ exceptions to the RFP

stipulations, if any, may be submitted as per format given at Annexure- IV.

3.2. PREPARATION OF FINANCIAL PROPOSAL 3.2.1. The budget should cover all costs of services including for providing the

deliverables against all the Tasks and Activities given in the Terms of Reference for Validation of the Programmatic CDM Project including fees and remuneration for services, preparation of reports, and other related expenditure in the field and home office.

3.2.2. The financial proposal must take into account all the tax liabilities such as

service tax, income tax, cost of insurance etc. However, these liabilities may be indicated separately in the proposal.

3.2.3. The financial proposal must be valid for 60 days from the date of proposal submission.

3.2.4. The financial proposal should be prepared using, but not limited to, the

formats given at Annexure – V and to be submitted in a separate sealed cover.

3.3. EVALUATION AND PROCEDURE FOR SELECTION OF THE BIDDER

An Evaluation Committee will be constituted to evaluate the technical and financial proposals and recommend award of the supply and installation assignment.

3.3.1. EVALUATION OF TECHNICAL AND FINANCIAL PROPOSALS

(i) Points for evaluation for technical proposals: Points

Ø Relevant project experience of the DOE in CDM Project registration in India 35

Ø Relevant expertise/experience of the DOE in validation and registration of CDM PoA 25

Ø Qualifications/experience of the proposed team personnel on developing PoA CDM Projects in India 20

Ø Qualifications/experience of the DOE in validation of Solar Water Heater Project 20

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Total: 100

1. Financial proposals will be opened only for those bidders who obtain more

than 70 points in the Technical Proposal. Eligible bidders will be invited to the opening of financial bids.

2. 75% weightage will be assigned to Technical bids and 25% to financial bids.

3. The combined score of the technical and financial evaluation will be used to recommend the award of the consultancy assignment

3.3. REQUIREMENT OF BIDDER 1. Accredited to UNFCCC 2. Expertise of Registering Renewable Energy Project (preference for Solar

Thermal) 3. Expertise in validation and Registration of PoA CDM project

3.4. GENERAL INSTRUCTIONS 3.4.1. Bids that are incomplete in any respect, or those that are not consistent

with the requirements as specified in this Request for Proposal (RFP), or those that do not adhere to formats, wherever specified, may be considered non-responsive and may be liable for rejection.

3.4.2. All communication and information should be provided in writing. 3.4.3. No change in, or supplementary information to a Bid, shall be accepted

once submitted. However, the PMU reserves the right to seek additional information from the Bidder(s), if found necessary, during the course of evaluation of the Bid. Non-submission, incomplete submission or delayed submission of such additional information or clarifications sought by the PMU, may be a ground for rejecting the Bid.

3.4.4. The PMU reserves the right to reject any or all the Bids submitted in

response to this Request for Proposals at any stage without assigning any reasons whatsoever.

3.4.5. Firms/organizations if found to have indulged in any corrupt or fraudulent

practices will have their proposal document not taken up for consideration.

3.4.6. The PMU reserves the right to change any or all of the provisions of the

RFP Document. Such changes would be intimated to all parties. 3.4.7. Acknowledgement of the RFP Documents

The bidders who are interested to participate must fill in, sign and return the “Acknowledgement of RFP”, as per format given at Appendix – VI so as to reach the PMU at the given address.

3.4.8. The Authorized Signatory, as mentioned in the bid document, would be

authorized to represent the Bidder(s) in its dealings with the PMU. In case the Bidder(s) wish to change the Authorized Signatory from the one identified at the RFP Stage, the Bidder(s) would be required to furnish a fresh Power of Attorney in the name of the new Signatory.

3.4.9. The Bid (and any additional information requested subsequently) shall

bear the initials of the Authorized Signatory and stamp of the entity thereof on each page of the Bid.

3.4.10. The Bidder(s) shall be responsible for all the costs associated with the

preparation of the Bid. The PMU shall not be responsible in any way for such costs, regardless of the conduct or outcome of this process.

3.5. Submission of Proposals The Bidders must submit one ‘Original’ and ‘Two Copies’ and one soft copy in “CD” of the Technical proposal in one envelope, which must be sealed and clearly marked “Technical Proposal”. The Financial proposal must be kept in a separate envelope, which must be sealed and clearly marked “Financial Proposal”. Both these envelopes must then be placed in a single outer envelope, which must be sealed and addressed to the National Project Manager, Project Management Unit (PMU), Ministry of New and Renewable Energy, Govt. of India, Block No. 14, C.G.O. Complex, Lodi Road, New Delhi, India – 110003, Telefax: 011-24362488, Email: singhalak@nic.in and pankaj.kumar74@nic.in. The Outer Envelope must further be clearly marked: Bid for “UNDP/GEF GSWH - Validation of a programmatic CDM project for solar water heating installations”. 3.5.1 The outer envelope should clearly indicate the name of the assignment

and the bidder’s full address. Bids received with outer envelopes that do not indicate this information are liable to be rejected.

3.5.2 The Bidder(s) may submit their Bids by Registered Post / Courier or in

Person, so as to reach the Ministry by the time and date stipulated by the PMU.

3.5.3 The Ministry shall not be responsible for any delay in submission of the

Bids. Any Bid received by the Ministry after the deadline will not be accepted by the PMU.

3.5.4 The covering letter to be submitted by the Bidder along with technical bid should be as per format given at Appendix VII.

Annexure-I

REFERENCES

Relevant Services carried out in the Last Five Years Which Best Illustrate Qualification

The information should be provided in the following format for each reference assignment carried out, either individually, as a corporate entity / institution, or as one of the major partner within a consortium, legally contracted by the client: Assignment Name:

Country:

Location within Country:

Professional Staff Provided by your Firm / Institution:

Name of Client:

No. of Staff:

Address:

No. of Staff Months:

Start Date (Month/Year)

Completion Date: (Month/Year)

Approximate Value of Services: (in Rs./ USD):

Name of Associated Firm(s) if any: No. of Months of Processional Staff provided by Associated Firm(s):

Name of Senior Staff (Project Director/ Coordinator, Team Leader) involved and functions performed: Narrative Description of Project: Description of Actual Services Provided by your Staff:

Annexure – II

COMPOSITION OF THE TEAM AND THE TASKS

TO BE ASSIGNED FOR THE PROJECT

1. Technical / Managerial Staff S. No. Name Position Task Assigned Involvement

in Man months 1. 2. 3. 4.

Annexure – III

FORMAT OF CURRICULUM VITAE (CV) OF KEY STAFF ON PROJECT

Proposed Position: _______________________________________________ Name of Firm: ___________________________________________________ Name of Staff: ___________________________________________________ Age: ___________________________________________________________ Years with Firm and total work experience: ____________Nationality: ____ Detailed Tasks Assigned: __________________________________________ Qualification:

(Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use up to half a page). Education: ________________________________________________________________ (Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree obtained. Highlight the technical skills or certificates possessed relevant to the project. Use up to a quarter page.). Employment Record: (Starting with present position, list in reversed order, and every employment held. List all positions held by staff member since graduation, giving dates, names of employing organization, title of positions held and location of assignments. For experience in last ten years, also give type of activities performed and client references, where appropriate Use up to three-quarters of a page). Languages: (Indicate proficiency in speaking, reading and writing of each language by “excellent”, “good”, “fair”, or “poor”).

Certification: I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly describes me, my qualifications and my experience. _______________________ Date: ……………. Signature of Staff Member or

Authorized official from the firm Day / Month / Year

Annexure- IV

FORMAT FOR SUBMISSION OF CONDITIONALITIES To, National Project Manager Project Management Unit (PMU) Global Solar Water Heating Project Ministry of New and Renewable Energy Block No. 14, C.G.O. Complex Lodi Road, New Delhi- 110003 Fax. No. 011- 24362488

Subject: Conditionality / Deviations on the RFP Proposal Dear Sir,

Irrespective of whatever has been stated to the contrary anywhere else in our proposal, only following are conditionalities /deviations and variations and exceptions to the RFP stipulations. These deviations/variations are exhaustive. Further, we agree that additional conditions if any found elsewhere in the offer other than those stated below shall not be given effect to. ………………………………………………………………………………………… Sl. No. Section/ Statement of conditionalities /deviations Para No. …………………………………………………………………………………………

…………………………………………………………………………………………

No price is to be indicated in this Schedule

For and on behalf of: Signature: (Authorized Signatory) Name of the Person : Designation :

Annexure-V

FORMATS FOR SUBMISSION OF FINANCIAL PROPOSAL To, National Project Manager Project Management Unit (PMU), Global Solar Water Heating Project, Ministry of New and Renewable Energy, Block No. 14, C.G.O. Complex, Lodi Road, New Delhi- 110003 Fax. No. 011- 24362488

Dear Sir, 1 We have understood the instructions and the terms and conditions

mentioned in the RFP Document and have thoroughly examined the RFP Document and are fully aware of the scope of work required. We are hereby submitting our “Financial Proposal” as per prescribed format in a separate sealed envelope.

2 The amount of fees quoted for supply and commissioning of <Insert Name

and System Type> is Rs. _______

For and on behalf of: Signature: (Authorized Signatory) Name of the Person : Designation :

Annexure -VI

PROFORMA FOR NOTICE OF INTENT TO BID

(To be provided on the Letterhead of the Bidder) National Project Manager, Project Management Unit (PMU), Global Solar Water Heating Project, Ministry of New and Renewable Energy, Block No. 14, C.G.O. Complex, Lodi Road, New Delhi- 110003 Fax. No. 011- 24362488

Sub: Notice of Intent to Bid for the Assignment on “UNDP/GEF GSWH -”. Dear Sir, The undersigned, in his/her capacity as the representative of -------------------------, hereby gives notice of its intent to submit a proposal. The undersigned also confirms that, the complete RFP Document has been received by us. Name (Company)

Signature

Name of Signatory

Title of Signatory

Date of Receipt of RFP

Date of Transmittal of this form

Annexure-VII

FORMAT FOR COVERING LETTER (COVER 1 SUBMISSION) (The covering letter is to be submitted by the Bidder along with the Cover 1 of the Bid)

Date: Place: To, National Project Manager, Project Management Unit (PMU), Global Solar Water Heating Project, Ministry of New and Renewable Energy, Block No. 14, C.G.O. Complex, Lodi Road, New Delhi- 110003 Fax. No. 011- 24362488

Sub: Assignment for “UNDP/GEF GSWH - Validation of a programmatic CDM project for solar water heating installations”.

Dear Sir, Please find enclosed one (1) original + two (2) copies +one (1) soft copy in CD of our Bid in respect of selection of the organization(s) for “UNDP/GEF GSWH - Validation of a programmatic CDM project for solar water heating installations” in response to the Letter of Invitation issued by the National Project Manager. We hereby confirm the following: 1. The Bid is being submitted by (name of the Bidding

Company) who is the Bidder, bidding for selection as the manufacturer/ supplier and installer organization for preparation of said Report in accordance with the conditions stipulated in the RFP Document.

2. We have examined in detail and have understood, and abide by all the terms and conditions stipulated in the RFP Document issued by the PMU and in any subsequent communication sent by the PMU. Our Bid is consistent with all the requirements of submission as stated in the RFP Document or in any of the subsequent communications from the PMU.

3. The information submitted in our Bid is complete, is strictly as per the

requirements as stipulated in the RFP Document, and is correct to the best of

our knowledge and understanding. We shall be solely responsible for any errors or omissions or misrepresentations in our Bid.

4. We confirm that our Bid contains/does not contain (strike out whichever is not

applicable) Deviations/Conditionalities.

5. We confirm that all the terms and conditions submitted in our Bid are valid for acceptance during the period of Bid Validity.

6. We as the Bidder, designate Mr./Ms (mention name, designation, contact address, phone no., fax no., etc.), as our representative who is authorized to perform all tasks including, but not limited to providing information, responding to enquiries, entering into contractual commitments/agreements on behalf of the Bidder.

7. We confirm that we shall adhere to the time frame for completion of the Project, as specified in the RFP.

For and on behalf of: Signature:

(Authorized Signatory) Name of the Person : Designation : Name of the Bidder : Address of the Bidder : Company Seal :