rfp for hr agency - odisha · 2018-09-04 · rfp–hiringhragency,olic(2018) 1 notice inviting...

RFP–HiringHRAgency,OLIC(2018) 1

NOTICE INVITING

RequestforProposal

(RFP)

FOR

Hiring of Human Resources Agency for supporting in recruitment process inOdisha

Lift Irrigation Corporation Ltd., Bhubaneswar

The broad details ofrequirement and terms & conditions may be obtained on request in

e-mail id. [email protected] or the same can be downloaded from website

(http://www.odisha.gov.in/-Link All advertisements).


Section 1 – Letter of Invitation

Odisha Lift Irrigation Corporation Ltd. (A Government of Odisha Undertaking)

Plot # N-17/2,Nayapalli, Unit–VIII,Bhubaneswar – 751 012

E-mail:[email protected];[email protected]

No. 9995/OLICDated :1st

September , 2018

To

Dear Sir/Madam

Subject: Letter of Invitation for Hiring of Human Resources Agency for supporting in

recruitment process in Odisha Lift Irrigation Corporation Ltd., Bhubaneswar

1.The M D OLIC Ltd.,(hereinafter called “Client”) invites Proposals to provide the following

Consulting Services:

Hiring of Human Resources Agency for supporting in recruitment process in

Odisha Lift Irrigation Corporation Ltd., Bhubaneswar.

The purpose of this assignment and details on the Services are provided in theattached

Terms of Reference.

2.This Request for Proposal (RFP) document will be available in State Govt. portal

www.odisha.gov.in-Link :All Advertisements for downloading from 10:00 hrs from dt.03.09.2018

to 17:00 hrs on dt 18.9.2018. The Bid will be received in the office of Employer up to 16:00 hrs

on dt.19.09.2018.The Bidder will have to pay Rs.1000/- for each bid towards the cost of the

RFP document , in shape of a Bank Draft drawn in favour of the Financial Adviser & Chief

Accounts Officer, OLIC Ltd., Bhubaneswar.

3.The following documents are enclosed to enable you to submit your proposal:

(a) Instruction to Consultant(Annexure 1)

(b) Terms of reference (TOR) (Annexure 2);

(c) Data Sheet(Annexure 3)

(d) Supplementary information for consultants, including a suggested format of curriculum

vitae (Annexure 4); and

(e) A sample format of the contract for consultants services under which the service will be

performed (Annexure 5).


4. The Submission of Proposals: The proposals shall be submitted in two parts, viz.,

Technical and Financial and should follow the form given in the "Supplementary

Information for Consultants."

The proposals will be received in the sealed drop box to be made available in the office

chamber of the Executive Engineer(M&P), Office of the Managing Director OLIC Ltd at

Plot No.N-17/2,Nayapalli,Bhubaneswar-12 ,up to 16.00 Hours on 19.09.2018.The

“Technical Proposal” shall be opened on19.09.2018 at 16.30 Hours.

For any clarification, please contact Er. ManojMohanty, Executive Engineer(M&P) on

Ph: 09338710356 during official working hours or via e-mail : [email protected].

Sd/-01.09.2018

Managing Director


Annexure 1. Instruction to Consultant

1.1 Cost of bidding

The Bidder is responsible for all costs incurred in connection with participation in this process,

including, but not limited to, costs incurred in conduct of informative and other diligence

activities, participation in meetings/discussions/presentations, preparation of proposal, in

providing any additional information required by OLIC Ltd., to facilitate the evaluation process

and/ or all such activities related to the bid reimbursable cost may be incurred in anticipation

of award.

1.2. Right to accept or reject any or all bids

OLIC Ltd., reserves all rights to reject any or all the RFP tender without assigning any reason.

1.3 Preparation and submission of bids

1.3.1 Language and Currency

The proposal and all related correspondence and documents shall be written in the English

Language. Supporting documents and printed literature furnished by the Bidder with the

Proposal should be in English. The currency for the purpose of the proposal shall be the Indian

Rupee(INR).

1.3.2 Format and signing of bids

i. Bidders would provide all the information as per this RFP Document and in the

specified formats as indicated in. OLIC Ltd. Reserves the right to reject any

Proposal that is not in the specified formats.

ii. The Proposal should be submitted in three parts:

Part 1: Earnest Money Deposit(EMD) in form of Bank Draft of INR 50,000/-(Fifty Thousand

Only) in favour of FA &CAO, OLIC Ltd., payable at Bhubaneswar.

Part 2: Technical Proposal

Part 3: Financial Proposal

iii. The Bidder shall prepare one original of the documents comprising the proposal

as described clearly marked “ORIGINAL”. In addition, the Bidder shall make one

copy of the Proposal, clearly marked “Copy”. In the event of any discrepancy

between the original and the copy, the original shall prevail.

iv. If the proposal consists of more than one volume, Bidder must clearly number

the volumes and provide an indexed table of contents.

v. The proposal and the copy shall be typed or printed in indelible ink and the

Bidder shall initial each page. All the alterations, omissions, additions, or any

other amendments made to the Proposal shall be initiated by the persons

signing the Proposal.

1.3.3 Sealing and marking of bids

i. The Bidder shall seal the EMD, Technical Proposal and the Financial Proposal in

separate envelopes, duly marking the envelopes as “EMD”, “TECHNICAL

PROPOSAL” and “FINANCIAL PROPOSAL”. These envelopes shall then be sealed

in an outer envelope.

ii. The original and the copy of the Proposal shall be provided in separate

envelopes, duly marking the outer envelopes as “ORIGINAL” and “COPY”.

iii. Each envelope shall indicate the name and address of the Bidder

iv. Each envelope shall clearly bear the following identification:


“Hiring of Human Resources Agency for supporting in recruitment process in Odisha Lift

Irrigation Corporation Ltd., Bhubaneswar”

“TO BE OPENED BY TENDER OPENING COMMITTEE ONLY”

And

Submitted by:

Name, Address and Contact Phone No. of the Applicant”

V. The envelope shall be addressed to:

The M D OLIC Ltd.,

Plot No. N17/2, Nayapalli, Bhubaneswar-751012

v. If the envelope is not sealed and marked as instructed above, the Proposal may

be deemed to non-responsive and would be liable for rejection. OLIC LTD

assumes no responsibility for the misplacement or premature opening of such

Proposal submitted.

1.3.4 Bid due date

Proposals should be submitted by 16:00 Hours on 19/09/2018 to the address provided above

in the manner and form as detailed in the RFP Document. Applications should be submitted in

hardcopy only through registered post/courier/hand.

1.3.5 Rejection of bids

i. OLIC LTD reserves the right to accept or reject any or all of the Proposals

without assigning any reason and to take any measure as it may deem fit,

including annulment of the bidding process, at any time prior to award of

Project, without any liability or obligation for such acceptance, rejection or

annulment.

ii. OLIC LTD reserves the right to invite revised Financial Proposals from Bidders

with or without amendment of the RFP Document at any stage, without any

liability or obligation for such invitation and without assigning any reason.

iii. OLIC LTD reserves the right to reject any proposal if:

(a) At any time, a material misrepresentation is made or uncovered; Or

(b) The Bidder does not respond promptly and thoroughly to request for

supplemental information required for the evaluation of the Proposal.

1.3.6 Validity of bids

i. The Proposal shall remain valid for a period not less than three(3) months from

the Proposal Due Date. Prior to expiry of the original Proposal Validity Period,

OLIC LTD may request that the Bidders to extend the period of validity for a

specified additional period. A Bidder agreeing to the request will not be allowed

to modify its proposal, but would be required to extend the validity of its Bid

Security for the period of extension and comply with Clause mentioned in this

document in all respects.

ii. OLIC LTD reserves the right to reject any Proposal that does not meet this

requirement.

1.3.7 Confidentiality

Information relating to the examination, clarification, evaluation and recommendation for the

short listed Bidders shall not be disclosed to any person not officially concerned with the

process. OLIC LTD will treat all information submitted as part of Proposal in confidence and

will ensure that all who have access to such material treat it in confidence. OLIC LTD will not

divulge any such information unless it is ordered to do so by any Government authority that

has the power under law to require its disclosure.


1.3.8 Correspondence with bidders

BIDDER shall not approach OLIC officers beyond office hour and/ or outside OLIC Ltd office

premises, from the time of the Bid opening to the time of finalization of successful BIDDER.

Any effort by a BIDDER to influence OLIC LTD officers in the decisions on Bid evaluation, Bid

comparison or finalization may result in rejection of the BIDDER’s offer. If the BIDDER wishes

to bring additional information to the notice of the OLIC Ltd it should do so in writing.

2. SPECIAL TERMS AND CONDITIONS:

i. Space: The agency will be provided space in the OLIC LTD office free of cost with all

required infrastructure including computers, furniture and internet connection.

ii. Server: The OLIC LTD shall provide its own server and storage space for all data on

its own cost. The access to all data shall be password protected and only one authorized

person from both sides can operate the same.

iii. Timeline : The recruitment process has to be completed within the timeline

fixed by OLIC LTD.

iv. Discretion power: The OLIC LTD has the sole rights and authority to take

decisions on recruitments. The OLIC LTD reserves the right to utilize the

services of the selected agency. The agency will be required to work under the

supervision of designated OLIC LTD official.

v. Secretary and confidentiality: The agency is bound to maintain the secretary

and confidentiality of all recruitment related information and data

vi. Transparency: The agency is required to maintain transparency during the

entire recruitment process.

vii. Ownership of data: The entire recruitment related data will have the ownership

of OLIC Ltd and cannot be shared with any other whether in hard copy or soft

copy. One copy of all raw data/primary data generated or collected will be under

the custody of OLIC LTD to maintain transparency. Data cannot be moved out

of the OLIC LTD office.

viii. Software/forms: The software/forms created for online submission of application

is to be developed by the selected agency. The agency will have to provide

source code to the OLIC LTD.

3. EVALUATION OF BIDS

3.1. Opening and evaluation of Bids

i. OLIC LTD will open bids at time and data mentioned in the advertisement. BIDDER’s

representative may attend the opening at OLIC LTD.

ii. In Stage I of Proposal Evaluation, EMD submitted by the agencies will be opened and

checked for its validity.

In stage II – Technical Proposal of the Bid shall be examined. OLIC LTD reserves the right to

reject the Proposal of a Bidder without opening the Technical Proposal. Quality and

competency of the consulting service shall be considered as the paramount requirement.

a. The evaluation committee constituted by the Client shall evaluate the

Technical Proposals on the basis of their responsiveness to the terms of Reference,

applying the evaluation criteria, sub-criteria, and point system specified in the Data

Sheet. Each responsive Proposal will be given a technical score (St). A proposal shall


be rejected at this stage if it does not respond to important aspects of the RFP, and

particularly the Terms of Reference or if it fails to achieve the minimum technical score

indicated in the Data Sheet.

b. After the technical evaluation is completed, the client shall inform the

Consultants who have submitted proposals the technical scores obtained by their

Technical Proposals, and shall notify those Consultants whose Proposals did not meet

the minimum qualifying mark or were considered non responsive to the RFP and TOR,

that their Financial Proposals will be returned unopened after completing the selection

process. The client shall simultaneously notify in writing Consultants that have secured

Proposals. The opening data will allow Consultants sufficient time to make

arrangements for attending the opening. Consultants’ attendance at the opening of

Financial Proposals is optional.

3.2 Technical Proposal

i. The following are the conditions, which are to be necessarily fulfilled, to be eligible for

technical evaluation of the proposed solution. The Technical Proposal Envelope should attach

documentary proof for each of the documents listed below:

a. Cover letter to participate as per Form F-1

b. Earnest Money Deposit (EMD) in the form of Bank Draft of INR 50,000/- only

(Rupees Fifty Thousand only) in favour of the FA & CAO OLIC Ltd in shape of DD drawn on any

scheduled bank at Bhubaneswar.

c. Certificate of incorporation/Registration

d. Audited financial statement, Balance sheet and Income Expenditure for the last

financial years (2015-16, 2016-17 and 2017-18).

e. Income Tax Return for the last three years (2015-16, 2016-17 and 2017-18).

f. Proof of Registration with Commercial Taxes/Service Tax Department

g. Permanent Account Number (PAN) issued by income Tax department

h. Contact details of the Authorized Representative responsible for the project

ii. Procedure for Evaluation of Technical Proposal

The technical scoring of the applicants will be based on the parameters in the following

table:-

Sl

No

Details of Parameters Weightage in %

1 Experience of providing HR Consultancy services(Minimum

of 5 years)

10%

2 Team Credentials for recruitment support to be provided

with relevant educational background, qualifying experience

20%

3 Experience of the consultant in the line of business of

providing end-to-end recruitment services in India

(Minimum of 3 Years)

25%

4 Experience of the applicant in the line of business of

providing end-to-end recruitment services in Middle & Junior

Management positions in India(Atleast 5 No of assignment in

last 3 years)

25%

5 Typical Search Methodology, work plan and approach to be

adopted

20%

Applicants scoring 70 marks (cut-off score) out of 100 marks in the technical evaluation, shall

be considered as technically qualified.

Kindly Note: Information provided by the bidder for supporting this evaluation as mentioned in

the table above should be submitted with supporting documents like work orders/ certificates

strictly on client’s letter head. Any other form of submission will be summarily rejected. For

Sr. No. 2, bidders are requested to furnish number of professionals/ dedicated staff

undertaking end-to-end recruitment services on declaration basis excluding clerical and admin

support(Form-F-4).. For Sr. No. 5, bidders are requested to furnish detailed

approach/methodology and work plan for performance of the assignment in consistency with


objective as outlined in “Terms of Reference” attached at Annexure-II and formats in

Annexure-4-SUPPLEMENTARY INFORMATION FOR CONSULTANTS.

3.3 Financial Evaluation

(a) After evaluating the technical proposals, OLIC Ltd., shall notify the BIDDERs who’s

Technical Capabilities are considered acceptable to OLIC Ltd, indicating the date, time

and place for opening of the Commercial Bids. BIDDER’S representative(One only)

may attend the commercial bid opening at Head Office, OLIC Ltd.,. The Bidders’

representatives who choose to be present shall be required to sign and record their

attendance. Representatives should come with an authorization letter on their

company’s letter head along with a valid identity proof. Representative should also

bring seal of their company along with them.

(b) The Evaluation Committee will correct any computational errors. When correcting

computational errors, in case of discrepancy between a partial amount and the total

amount or between word and figures the formers will prevail.

(c) The lowest evaluated Financial Proposal will be invited for negotiations.

(d) In the event of two or more Bidders bidding the same amount, OLIC Ltd may(a) invite

fresh proposals from the Bidders; Or

(e) Take any such measure as may be deemed fit in its sole discretion or annulment of

the bidding process.

Note: As mentioned above, there are various steps in the entire recruitment process starting

from receiving online application, short listing of eligible candidates, interview/written test and

finalization of candidate for a position. The tentative list of new recruitment to be carried out

the by the selected Agency is at Annexure-A. The Price bid for this work shall be decided on

the least rate quoted for preparing the short list of eligible candidates for each positions

irrespective of number of applications received from among the technically qualified bidders.

The agency must quote the price for same in format prescribed at Annexture-B.

The financial evaluation shall be on L1 basis form among the technically qualified bidders. In

case of any discrepancy regarding financial bid between words and numbers, the amount

quoted in words shall be taken as final bid for evaluation.

4. GENERAL TERMS AND CONDITIONS

i. Performance Bank Guarantee: The selected agency shall deposit Performance Bank

Guarantee of INR 50,000/- (Rupees fifty thousand only) valid for the entire period of

contract with the OLIC Ltd.

ii. Commencement of the work: The Agency will have to start the work within 15 days of

issue of work order else work order will be cancelled.

iii. It is not permissible to transfer this invitation of bid for RFP to any other firm.

iv. Sub-contracting of work is strictly not allowed. In case of any finding of the same may

result in termination of contract and appropriate legal action may be initiated. The

decision of the OLIC Ltd shall be final, and no enquiries, or application for review,

shall be entertained. The OLIC Ltd reserves the right to modify the terms &

conditions partially or wholly or cancel the RFP without assigning any reason.


Annexure - 2 Terms of Reference

For Hiring of Human Resources Agency for supporting in recruitment process in

Odisha Lift Irrigation Corporation Ltd., Bhubaneswar

1.Introduction:

Odisha Lift Irrigation Corporation is a State Government undertaking established in the year

1973 to exploit the surface and ground water resources on a massive scale by pooling funds

from all sources with the following objectives.

Investigating and developing ground water and surface water resources by executing,

establishing, and improving lift irrigation projects(Tube Well & River Lift Projects.)Promoting

lift irrigation enterprises and manufacturing machinery, implements, and tools considered

likely to promote the advance of lift irrigation in the state. Assuming ownership of existing

systems and infrastructure.Conducting ground water investigation and exploration.

Prior to creation of OLIC, Lift Irrigation projects were executed by the Directorate of

Lift Irrigation. During 1996, responsibility of ground water survey and investigation has been

taken out from OLIC and a separate Directorate was established to look after the aforesaid

works. Thereafter again during 2002 the state Government had restructured OLIC aiming to

execute new L.I Projects for creation of additional irrigation potential and handing over the

same to Pani Panchayat for O&M in the State.(After implementation of Pani Panchayat Act,

2002, OLIC is no more collecting water rate from the cultivated of the Pani Panchayats).

Installing and energizing new Lift Irrigation projects, availing funds from the Government or

other agencies, creating irrigation potential in different districts of the state and handing over

the same to the Pani Panchayats for operation and maintenance, constitute the activities of

the Odisha Lift Irrigation Corporation . Apart from above it also provides technical assistance

to Pani Panchayats as and when necessary by giving guidance to Pani Panchayats to get

benefits from crop diversification, takes steps for revival of L.I. Points at Pani Panchayat level

out of funding from various agencies. Conducts Pani Panchayat election to build up efficient

and sustainable Pani Panchayat and encourages them to take part in the participatory water

management programme, as per P.P. Act, 2002 Up to end of 2017-18 28105 Lips have been

energized creating a potential of 623227 Ha.

Organisation: The OLIC with its headquarters at Bhubaneswar has presently seven Circle Offices and 28

Divisions, 102 sub-division and 316 sections. The Corporation at present is headed by Mr. R.N.

Mohanty, as its Chairman. The Managing Director of the corporation is Mr. NiranjanNayak.

The circle Officers and Divisions are headed by Superintending Engineers and Executive

Engineers respectively. Below the Divisions are Sub-Divisions and Section Offices. The

Sections are directly responsible for construction work, PP capacity building of works. The

Sections are directly responsible for construction work, PP capacity building of works. The

staff strength of OLIC is 901 as on 31.03.2018.

OLIC LTD now invites Request for proposal (RFP) from qualified agencies for providing support

to OLIC LTD in recruitment process to fill up different positions.

2. Scope of Work Scope of Work for the agency selected for the assignment would include, but not limited to

following tasks:

a. Design the format for online submission of application linked to OLIC LTD website.

b. Prepare the format for issuing challanand coordinate with Bank to ensure the deposit of

fee in the OLIC LTD,s bank account.

c. Design advertisements for recruitment in newspapers (cost of advertisement in

newspaper to be borne by OLIC LTD), internet ( viz.devnetjobsindia.org, etc.) and

other sources.

d. Respond to relevant queries from applicants over phone/email before closing date.


e. After submission of online application by candidates,list of provisional eligible

candidates will be published on the website and online objections will be invited with

respect to this provisional list. Based on the objections received within stipulated

period the agency shall take appropriate corrective action, if necessary, and will

prepare final list of candidates. This process of online objection and appropriate

corrective action, if necessary, shall be done by the agency report of which shall be

submitted to OLIC LTD.

f. The agency will be expected to provide a report to OLIC LTD outlining each candidates

professional and personal profile vis-a-vis the requirements of the particular position

their assessment of the candidates appropriateness to the position and any other

issues that may be relevant vis-a-vis the potential appointment of the candidate for a

particular position.

g. Process soft copies of applications and providing hard copies of these online

applications to OLIC LTD office.

h. Establish system for creating database of application and sharing the profile of

shortlisted candidates with the OLIC LTD.

i. On being demanded by OLIC LTD,agency shall provide help for secretarial

assistance/staff/venue, etc for conducting written test/interview under the guidance of

OLIC LTD.

j. Prepare call letter/admit card for short listed candidates to be issued by OLIC LTD and

dispatch of hard copies of call letter. The agency is required to dispatch all

correspondence using Cranking machine or postage stamp to be provided by the OLIC

LTD. This work shall be done under the supervision of OLIC LTD staff.

k. Issue letter/ emails of invitation to members of the selection panel/ interview board.

l. Facilitate the process of written test/evaluation of answer sheets/Tabulation and

compilation of scores/Conduct of interview and assist in preparation of final assessment

reports. The method authority and process of written test and/or interview will be

decided by OLIC LTD separately. The agency will be expected to conduct written exam

and/or interview by them, with inputs and approvals by OLIC LTD in respect of test

pattern/syllabus/Resources Person for evaluation/Interview board through same and/or

different agency.

m. Prepare the dossier of the selected candidates in a format that may be prescribed by

the OLIC LTD office.

n. Handover the dossiers of selected candidates to the authorized person in the OLIC LTD

office

o. Drafting appointment letters in consultation with OLIC LTD and helping OLIC LTD and

dispatch of hard copies of appointment letters. The agency is required to dispatch all

correspondence using Franking Machine or postage stamp to be provided by the OLIC

LTD. This work shall be done under the supervision of OLIC LTD staff.

p. Maintain a panel of waitlisted candidates for at least 12 months or for a period decided

by OLIC LTD after the recruitment process is completed and provide, on demand, the

dossiers of waitlisted candidates for such posts OLIC LTD may request during this

period.

q. The agency shall provide online form/link to report grievance/objections by candidates

regarding any information/Process related to recruitment process. The agency shall

ensure corrective action in all such cases. A report consisting of all

grievance/objections raised and action taken should be submitted to OLIC LTD on daily

basis.

r. Prepare the job description for each position with inputs from OLIC LTD.

s. Facilitate process of joining of selected candidate in OLIC Ltd and induction formalities.

t. Handle and prepare answers for any recruitment related questions asked under Right

to Information Act as per the rules and regulations of Government of India and/or

decision of Hon’ble High Court/ Supreme Court.


3.Data, Services, and facilities to be provided by the client

OLIC Ltd., through its designated representatives;

• Would provide available data and information that would be relevant to the

assignment (including documents and other relevant information).

• Would provide all necessary and reasonable support to the Consultant to collect

secondary data, such as issuing authorization letters. The Consultant will be

responsible for any translation of documents and processing of data. The Client

will designate an officer to act as the liaison officer and to facilitate the study.

• Would designate/ depute a team of professionals (client’s organization

professionals) to work with the Consultants’ Team. As and when required.

4.Qualifications of the Consultancy firm:

Following are the essential qualifying criteria for the Recruitment Agency to technically qualify

the assignments:

i) The agency should have been in existence for minimum of last 5 years

continuously and should have 3 years of experience in providing Technical

Manpower including support staff to Govt/PSU Organizations etc.

ii) The Agency should have registered office in India and must be incorporated or

registered under any of the following Acts- India Companies Act 1956 and the

society registration Act 1860.

iii) The agency should provide documentary proof and a certificate of satisfactory

services duly issued by the concerned institutions/organizations(Form-F2).

iv) The agency should not have been blacklisted or debarred by any Govt/PSU etc.

He should furnish an undertaking to this effect on his letter head duly signed by authorized

person of the agency.

The agency shall provide List of Key Professional Positions in following table along

with their CV (Form-F-5) and document in supportwho would be associated for

performance of the assignment.

Sl.

No.

Key Person Qualification Experience

1 Team Leader Master Degree in HR,

Business Management,

Strategic Planning

Atleast 5 years of experience in

leading a team for personnel

recruitment with atleast 10

completed assignments

2 Team Member Post Graduate

Degree/Diploma in HR

Atleast 2 years of experience in

personnel recruitment with

atleast 5 completed assignments

9. Schedule for completion of Tasks and Reporting Requirements:

Task

No.

Deliverable Descriptions Timing

(From the

contract

signing)

1 2 3 4

1 Inception

Report

Inception meeting after preliminary

discussion with OLIC Team. The report to

broadly cover the agreed timeline,

approach ,methodology agreed to and the

Two Weeks


deliverables at each stage of assignment

2 Task-1 On completion of Tasks as at Section. 2-

Scope of work a to j of ToR. The report

covering the process in performance

relating to above scope ,the documents

generated and the statements of applicants

both long as well as shortlisted.

Six Weeks


Scope of work k to p of ToR. The report


relating to above scope, the documents/

correspondences made and the statements

of selected candidates and the dossiers of

selected candidates.

Twelve Weeks


Scope of work q to t of ToR. The report


relating to above scope, the documents/

correspondences made and the statements

of list of selected candidates who joined in

OLIC Ltd.,

Sixteen Weeks

5 Final Report On completion of all Tasks and submission

of end of assignment consolidated report

and all documents prepared, accumulated

during course of the

consultancy.

Eighteen

Weeks

10. Expected Deliverables:

During course of performance and after completion of the assigned jobs deliverables of

proposed work shall be; as in the Table-Col.3 in Sec.9 above in A4 size(Total 4 set) and in soft

for(MS-Word/MS-Excel Form).

11.Composition of Review Committee to Monitor Consultant work

A committee consisting of following members shall monitor the consultant work. The

Executive Engineer(M&P) would be responsible for making available the data and information

conveying approvals and also deal with the problems if any faced by the Consultant in

executing the Contractual obligations:

a. Executive Director(Tech.) -Chairman

b. F A & C A O

c. Superintending Engineer(PPF&HR)

d. Dy. Director(Planning)

e. The Executive Engineer(M&P) -Convener

The Committee shall co-opt any additional member if needed.

12. Duration of the Assignment

Duration of the Assignment is for 18week(The duration may be increased on mutual

agreement and may cover the task for recruitment to other positions if so considered)


DATA SHEET Annexure-3

Clause

Reference

1.1 Name of the Client: Managing Director, OLIC Ltd., Odisha

1.2 Financial Proposal to be submitted together with Technical Proposal: Yes

Name of the assignment is:

Hiring of Human Resources Agency for supporting in recruitment process

in Odisha Lift Irrigation Corporation Ltd., Bhubaneswar

1.3 A pre-proposal conference will be held: NO

1.4 The Client will provide the following inputs and facilities:

a) Provide space for consultative meetings. It is expected that the

consultant team will be close and constant touch with the client

and his designated team during the period of the assignment. The

space will be provided to facilitate the interaction and review of

this assignment.

b) Provide available data and information that would be relevant to

carry out the assignment

c) Help, identify, resource person(s) when required, and facilitates

consultation with agencies required if any for the consultancy.

d) The Consultant would get support of the Client’s Team throughout

the assignment period. The Consultant would be responsible for all

transport and accommodation at Bhubaneswar. All requirements

regarding the Data Services and facilities should be informed to

the Client in advance.

1.6.1(a) The Client envisages the need for continuity for downstream work: No

1.12 Proposal must remain valid 90 days after the submission date.

2.1 Clarifications may be requested not after 12th, September 2018

The address for requesting clarifications is:

The Executive Engineer(M&P)

In office of Managing Director, OLICLtd.,

Plot No. N-17/2, Nayapalli, Bhubaneswar-751012

E-mail: [email protected]; [email protected];[email protected]

3.1 Proposals shall be submitted in the following language:English

3.3(a) Consultants may associate with other Consultants: Yes

3.6 Reimbursable –All Reimbursable required to carry out the assignment

shall be included in the financial offer and shall not be paid separately.

3.7 Amounts payable by the Client to the Consultant under the contract to be

subject to local taxation: Yes

The client will

-reimburse the Consultant for indirect local taxes(Including service

tax) and duties- Yes

3.8 Consultant to state local cost in the national currency: Yes IN INR

4.3 Consultant must submit the original and one extra copy of the Technical

Proposal and the original of the Financial Proposal in a separate sealed

envelop.

4.5 The proposal submission address is:

Managing Director, OLIC Ltd.,

Plot No. N-17/2, Nayapalli,

Bhubaneswar-751012

Proposals must be submitted no later than the following data and time:

16.00 Hours of 19.09.2018


5.2 Criteria and sub-criteria for the evaluation of Full Technical Proposal are:

i) Specific experience of the consultants relevant to the

assignment: (Atleast 3 assignments)

ii) Adequate of the proposed methodology and work plan In

responding to the Terms of Reference(ToR):

a) Technical approach and methodology

b) Work Plan

c) Organization and staffing pattern

The proposed methodology and work plan responding to the ToR should

be relevant of the assignment proposed.

iii) Key Professional staff qualifications and competence for the

assignment:

a) Team Leader

b) Team Member

The above positions or disciplines shall be determined considering the

following three sub-criteria and relevant percentage weights:

1) General qualifications 2) Adequate for the assignment (Specific/relevant Experience)

3) General Experience iv) Turnover of the Firm(Minimum of Rs.50.00 Lakhs)

The technical proposal is required to pass scoring atleast 70 points in

above mentioned criteria and sub-criteria in criteria, except for criteria

(iv) which is mandatory.

6.1 Expected date andaddress for contract negotiations:

25th September 2018, at

Office of Managing Director, OLIC Ltd.,

Plot No.N-17/2, Nayapalli, Bhubaneswar-751012

7.2 Expected date for commencement of consulting services:

October 2018 at: Odisha. India


ANNEXURE-4

SUPPLEMENTARY INFORMATION FOR CONSULTANTS

Proposals

(1) Proposals should include the following information:

(a) Technical Proposal

(i) A brief description of the firm/organization and an outline of recent

experience on assignments/projects of similar nature executed during the

last 5 years in the format given in form F-2.

(ii) Any comments or suggestions of the consultant on the Terms of Reference

(TOR).

(iii) A description of the manner in which consultants would plan to execute the

work. Work plan time schedule in Form F-3 and approach or methodology

proposed for carrying out the required work.

(iv) The composition of the team of personnel which the consultant would

propose to provide and the tasks which would be assigned to each team

member in Form F-4.

(v) Curricula Vitae of the individual key staff members to be assigned to the

work and of the team leader who would be responsible for supervision of the

team. The curricula vitae should follow the attached Format (F-5) duly

signed by the concerned personnel.

(vi) The consultant’s comments, if any, on the data, services and facilities to be

provided by the Client indicated in the Terms of Reference(TOR).

(vii) The consultant’s work program and time schedule for key personnel in Form

No. F-IV& F-VI.

(b)Financial Proposals

The financial proposals should include the Schedule of Price Bid in Annexure-II.

Two copies of the proposals should be submitted to the Client.

(2)Contract Negotiations

The aim of the negotiation is to reach an agreement on all points with the consultant and

initial a draft contract by the conclusion of negotiations. Negotiations commence with a

discussion of Consultant’s proposal, the proposed work plan, staffing and any suggestions you

may have made to improve the Terms of Reference. Agreement will then be reached on the

final Terms of Reference, the staffing and the bar chart, which will indicate personnel, periods

in the field and office, man-months, and reporting schedule. Once these matters have been

agreed, financial negotiations will take place and will begin with a discussion of your proposed

personnel rates which should be expressed in man-months.

(3)Nomination of Experts

Having selected a firm partly on the basis of an evaluation of personnel presented in the firm’s

proposal, the client expects to negotiate a contract on the basis of the experts named in the

proposal and, prior to negotiations, will require guarantees that these experts shall, in fact, be

made available. As the expected date of mobilization is given in the letter inviting proposals,

The client will not consider substitution after contract negotiations, except in cases of

unexpected delays on the starting date or incapacity of an expert for reasons of health, or

leaving the firm. The desire of a firm to use an expert on another project shall not be accepted

for substitution of personnel.

(4)Terms of Payment*


The mode of payments to be made in consideration of the work to be performed by the

consultant shall be as follows:

i. 30% of the payment shall be made after issue of interview letter to candidates.

(On completion of Tasks as at Section. 2-Scope of work a to j of ToR)

ii. 40% of the payments shall be made once the offer letters to all the positions(

as per Annexure-I) have been issued and acceptance received from the

candidates.

(On completion of Tasks as at Section. 2-Scope of work k to p of ToR)

iii. 20% of the payment shall be made on acceptance of offer letters by all the

candidates.

(On completion of Tasks as at Section. 2-Scope of work q to t of ToR)

iv. 10% of the payment shall be made once all the candidates join OLIC Ltd.

(On completion of all Tasks and submission of end of assignment consolidated

report and all documents prepared, accumulated during course of the

consultancy.)

Note: All payments as per above suggested schedule shall be made on submission of

pre-receipted bills by the consultants in quadruplicate for respective stages only

(5)Review of reports

A review committee as indicated in terms of reference(ToR) will review all reports of

consultants (inception, progress, intermediate and draft final) and suggest any

modifications/changes considered necessary within 15 days of receipt.


FORM F-1

From

To

RFP Cover Letter Form-F-1

(In Company’s Letter Head)

To

The Managing Director

OLIC Ltd., Bhubaneswar

Dear Sir

Having examined the RFP document for “HIRING OF HUMAN RESOURCE AGENCY FOR

RECRUITMENT OF VARIOUS POSTS UNDER OLIC Ltd., Bhubaneswar”, the receipt of which is

hereby acknowledged, we, the undersigned, offer to provide our equipment and services

under the above named Contract in full conformity with the said RFP document.

1) The information, documents, data of financial status and credibility, details of

operational experience etc. Furnished along with the RFP are true and authentic to

the best of our knowledge and belief. We are well aware of the fact that furnishing

of any false information/fabricated document would lead to rejection of my RFP at

any stage besides liabilities towards prosecution under appropriate law.

2) We have appraised our-self fully about the job to be done during the period of

agreement and also acknowledge bearing consequences of non-performance or

deficiencies in the services on our part.

3) We will abide by all the conditions of the RFP and adhere to all the rules of land.

Signed: Date:

In the capacity of

Duly authorized to sign this bid for and behalf of Signature & Stamp of tenderer

Note: This form must be signed & stamped in original to be submitted to this office

Along with EMD


FORM F-2

ASSIGNMENTS OF SIMILAR NATURE SUCCESSFULLY COMPLETED DURING LAST 5 YEARS

1. Brief Description of the Firm/Organization:

2. Outline of recent experience on assignments of similar nature:

Sl.

No.

Name of

assignment

Name

of

project

Owner

sponsoring

authority

Cost of

assignment

Date of

commencement

Date of

completion

Was

assignment

satisfactorily

completed

1 2 3 4 5 6 7 8


FORM F-3

WORK PLAN TIME SCHEDULE

A. Recruitment process

Sl.No. Item Week-wise program

2nd 4th 6th8th 10th12th 14th16th18th

B. Compilation and submission of reports

1. Inception Report

2. Interim Status Report } As indicated under TOR

}

3. Draft Final Report

4. Final Report

c. A short note on the line of approach and methodology outlining various

steps for performing the study.

d. Comments or suggestions on “Terms of Reference.”


FORM NO. F-4

Composition of the Team Personnel and the task which would be assigned to each

Team Member

1. Technical/Managerial Staff

Sl. No. Name Position Task assignment

2. Support Staff

Sl No. Name Position Task assignment


FORM F-5

FORMAT OF CURRICULUM VITAE (CV) FOR

PROPOSED KEY PROFESSIONAL STAFF

Proposed Position:___________________________________________

Name of Firm:_________________________________________________

Name of Staff:__________________________________________________

Profession: _____________________________________________________

Date of Birth:____________________________________________________

Years with Firm/Entity:________________________ Nationality:______________

Membership in Professional Societies:______________________________________

Detailed Tasks Assigned:________________________________

Key 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 about half a page.]

Education:

[Summarize college/university and other specialized education of staff member, giving names

of schools, dates attended degrees obtained. Use about one quarter of a page.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions

held by staff member since graduation, giving dates, names of employing organization, titles

of positions held, and locations of assignments. For experience in last ten years, also give

types of activities performed and client references, where appropriate. Use about two pages.]

Language:

[For each language indicate proficiency: excellent , good, fair, or poor, in speaking, reading,

and writing]

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly

describe me, my qualifications, and my experience.

_____________________________________________Date:____________

[Signature of staff member and authorized representative of the Firm]Day/Month/Year

Full name of staff member:___________________________________

Full name of authorized representative:__________________________


FORM F-6

WORK PROGRAM AND TIME SCHEDULE FOR KEY PERSONNEL

Name Position Week-wise deployment

2nd 4th 6th 8th 10th12th 14th16th18th

Total

Reports Due/Activities and Duration

1.

2.

3.

4.

5.

6.

7.

8.

Field Full Time __________ Part Time

Reports Due

Activities Duration


ANNEXURE-I

Tentative list of present vacancy for which recruitment to be carried out by the

selected agency immediately.

Sl. No. Name of the Post Present Vacancy

1 Assistant Executive Engineer(Civil) 44

2 Assistant Executive Engineer(Mech.) 04

3 Assistant Executive Engineer(Elect.) 04

4 Junior Engineer(Civil) 11

5 Junior Engineer(Mechanical) 08

6 Junior Engineer(Electrical) 05

• This is indicative list, actual number may vary. There may be recruitment for other

positions in due course depending on requirement from time to time,


Annexure-II

FORMAT FOR FINACIAL BID

(To be submitted in separate sealed envelope super scribed “Financial Proposal”)

Sl. Name of the Post Present Positions Financial Bid in INR Total in INR

(As per ANNEXURE-I) (Per Eligible candidate*)

------------------------------------------------------------------------------------------------

A. Total Consultancy Fees:

B. Applicable GST

G. Total: ________________________

(both in Figurers and words)

*Eligible candidate- After receiving of online application, the agency shall shortlist only

those candidates who fulfil the eligibility criteria as fixed by OLIC LTD and deposited the

application fee. Such candidates will be called eligible candidates.

Note:

(i) The financial evaluation shall be on L1 basis form among the technically qualified

bidders. In case of any discrepancy regarding financial bid between words and

numbers, the amount quoted in words shall be taken as final bid for evaluation.

(ii) OLIC LTD will shortlist candidates in proportion of 1:10 for tentative list of present

vacancy for which recruitment to be carried out by the selected agency immediately

as at Annexure-I.

(iii) The financial bid shall be prepared in consideration of this expected numbers of

shortlisting.


Annexure-5

Consulting Services

Draft Contract for Assignments To be Carried out by Consultant

Subject: (Name of Assignment)

(Name of Consultant)

1. Set out below are the terms and conditions under which (Name of Consultant) has

agreed to carry out(Name of Client) the above-mentioned assignment specified in the

attached Terms of Reference.

2. For administrative purposes (Name of responsible staff of Client) has been assigned to

administer the assignment and to provide the (Name of Consultant) with all relevant

information needed to carry out the assignment. The services will be required in (Name

of Project) for about _______ days/months, during the period from_________ to

________

3. The (Name of client) may find it necessary to postpone or cancel the assignment

and/or shorten or extend its duration. However, every effort will be made to give you,

as early as possible, notice of any changes. In the event of termination, the (Name of

Consultant) shall be paid for the services rendered for carrying out the assignment to

the date of termination, and the (Name of Consultant) will provide the (Name of Client)

with any reports or parts thereof, or any other information and documentation

gathered under this contract prior to the date of termination.

4. The services to be performed, the estimated time to be spent, and the reports to be

submitted will be in accordance with the attached Terms of Reference.

5. This Contract, its meaning and interpretation and the relations between the parties

shall be governed by the Laws of Union of India.

6. The Contract will become effective upon confirmation of this letter on behalf of (Name

of Consultant) and will terminate on___________________, or such other date as

mutually agreed between the(Name of Client) and the (Name of Consultant).

7. Payments for the services will not exceed a total amount of Rs.___________

Payment phases:

i) 30% of the payment shall be made after issue of interview letter to candidates.

ii) 40% of the payment shall be made once the offer letters to all the positions(as per

Annexure-I) have been issued and acknowledgment receipt received from the

candidates.

iii) 20%of the of the payment shall be made on acceptance of offer letters by all the

Candidates.

iv) 10% of the payment shall be made once the candidates join OLIC Ltd.

The payment conditions are as follows:

i) The payment shall be made against the invoice that can be raised by the agency

on achievement of aforesaid milestones.

ii) The payment shall be made subject to deduction of applicable taxes.

8. The (Name of Consultant) will be responsible for approiipriate insurance coverage. In

this regard, the (Name of Consultant) shall maintain workers compensation,

employment liability comprehensive general liability insurance, including contractual

liability coverage adequate to cover the indemnity of obligation against all damages,

costs, and charges and expenses for injury to any person or damage to any property

arising out of, or in connection with, the services which result from the fault of the


(Name of Consultant) or its staff. The (Name of Consultant) shall provide the (Name of

Client) with certification thereof upon request.

9. The (Name of consultant) shall indemnify and hold harmless the (Name of Client)

against any and all claims, demands, and/or judgments of any nature brought against

the (Name of Client) arising out of the services by the Consultants and its staff under

this Contract. The obligation under this paragraph shall survive the termination of this

Contract.

10. The Consultant agrees that, during the term of this Contract and after its termination,

the Consultant and any entity affiliated with the Consultant, shall be disqualified from

providing goods, works or services(other than the services and any continuation

thereof) for any project resulting from or closely related to the services.

11. All interim final reports and other documents or software submitted by the (Name of

Consultant) in the performance of the services shall become and remain the property

of the Client. The Consultant may retain a copy of such documents but shall not use

them for purposes unrelated to this contract without the prior written approval of the

Client.

12. The Consultant undertakes to carry out the assignment in accordance with the highest

standard of professional and ethical competence and integrity, having due regard to

the nature and purpose of the assignment, and to ensure that the staff assigned to

perform the services under this contract, will conduct themselves in a manner

consistent herewith.

13. The consultant will not assign this contract or sub-contract or any portion of it without

the client’s prior written consent.

14. The (Name of Consultant) shall pay the taxes, duties fee, levies and other impositions

levied under the Applicable law and the client shall perform such duties, in regard to

the deduction of such tax, as may be lawfully imposed.

15. The (Name of Consultant) also agree that all knowledge and information not within the

public domain which may be acquired during the carrying out of this Contract, shall be

for all time and for all purpose, regarded as strictly confidential and held in confidence,

and shall not be directly or indirectly disclosed to any person whatsoever, except with

the (Name of Client) written permission.

16. Any dispute arising out of the Contract, which cannot be amicably settled between the

parties, shall be referred to adjudication/arbitration in accordance with Arbitration &

Conciliation Act 1996.

Place:

Date: (Signature of Authorized Representative

on behalf of Consultant)

(Signature & Name of the Client’s Representative)

LIST OF ANNEXES

Annex A: Terms of Reference and Scope of Services

Annex B: Consultant’s Personnel

Annex C: Consultant’s Reporting Obligations

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