Request for Proposal for

Selection of Agency to

Training Programme on

Solid Waste Management under

Mahatma Gandhi Swachhata Mission

Selection Procedure: Least Cost Selection [LCS]

Director Gujarat Ecology Commission,

Block No. 18, 1st Floor, Udyog Bhavan, Sector – 11,

Gandhinagar – 382 011, Gujarat

January - 2015

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SECTION – 1

LETTER OF INVITATION

Gandhinagar Date: ____rd January 2015

To:

Subject: Request for Proposal for Training Programme on Solid Waste

Management.

Dear Sir,

1. You are hereby invited to submit technical and financial proposals for consultancy

services required to trainings to various identified taluka/villages of Gujarat state,

which could form the basis for future negotiations and ultimately a contract between

your firm and Gujarat Ecology Commission.

2. The purpose of this assignment is to:

Capacity building of local community/villagers for solid waste management and

its handling for Zero discharge.

Create awareness among various stakeholders regarding need of solid waste

management and its scientific handling.

Conservation and management of village environment

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

(a) Terms of Reference (TOR) (Annexure - 1).

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

curriculum vitae (Annexure 2); and

5. In order to obtain first-hand information on the assignment, it is desirable that a

representative of your firm visit 15th January, 2015 before the proposal is submitted.

Your representative shall meet the following officials:

The Director, Gujarat Ecology Commission, Block No - 18, First Floor, Udyog Bhavan, Gandhinagar – 382 011, Gujarat, India. Tel: 079-23257656, 658, 659 Email: mail@geciczmp.com, Visit us at www. gec.gujarat.gov.in

Please ensure that advance intimation regarding your visit is sent to enable us to make

appropriate arrangements.

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7. 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."

7.1 The "Technical" and "Financial" proposals must be submitted in two

separate sealed envelopes (with respective marking in bold letters)

following the formats/schedules given in the supplementary information for

consultants. The first envelope marked "TECHNICAL PROPOSAL" should

include the description of the firm/organization, the firm’s general experience in

the field of assignment, the qualification and competency of the personnel

proposed for the assignment and the proposed work plan methodology and

approach in response to suggested terms of reference. The First envelope

should not contain any cost information whatsoever. The Second envelope

marked 'FINANCIAL PROPOSAL' must also be sealed with sealing wax and

initialed twice across the seal and should contain the detailed price offer for the

consultancy services.

You will provide detailed breakdown of costs and fees as follows:

Remuneration of Staff;

Reimbursable such as per diem, transportation etc.; and

Any Other costs

Both the sealed envelopes should again be placed in a sealed cover which

will be received in the office of “The Director, Gujarat Ecology Commission,

Block 18, First Floor, Udhyog Bhavan, Gandhinagar - 382011, Gujarat,

India” up to 12:00 hours on 22nd January, 2015.

7.2 Opening of Proposal

The proposals (first envelope containing technical proposal only) will be

opened by the Director or his authorized representative in his office at 15:00

hours on 22nd January, 2015. It may please be noted that the second envelope

containing the detailed price offer will not be opened until technical evaluation

has been completed and the result will be notified to all consultants.

8. Evaluation

A two-stage procedure will be adopted in evaluating the proposals with the technical

evaluation being completed prior to any financial proposals being opened. The technical

proposals will be evaluated using the following criteria:

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(i) The consultant's specific experience in SWM trainings/projects (30 points);

(ii) The consultant experience in the Capacity building and other trainings (30

points); and

(iii) The organization profile of the consultant (10 points).

(iv) Human resources proposed for the trainings [30 points]

Curriculum vitae of senior personnel in each discipline for assessing the

qualifications and experience of the personnel proposed to be deployed for

the studies should be included with the proposal (in the format of the

sample curriculum vitae). These personnel will be rated in accordance

with:

Criteria, sub-criteria and point system for the evaluation of Full Technical Proposals are: (A) The consultant's specific experience in SWM trainings/projects for the assignment

(30 points); Experience of at least 10 similar type of work. [15] Organization’s profile in terms of working with government agencies, semi-

government organizations, international NGOs, aid organizations in similar type of work. [15]

(B) The consultant experience in capacity building/training other than SWM (20 points); Capacity building of local community/villagers for environment and related

issues [15] Trainings on other Government programmes [10] Innovation in the training/capacity building programmes [5]

(C) The organisation profile – [10]

Last three years Audited statement – 3

Minimum 3 years of experience of organisation in the field of capacity

building – 4

Financial Turnover of Rs. 25.0 lakh in each of the last three years – 3

(D) The qualifications & experience of the key staff proposed for the assignment: Team Leader [10] Principal Trainer [10] Co-trainer [10] Total points: 30

Each of the above positions or disciplines shall be determined considering the following three sub-criteria and relevant percentage weights:

1) General Qualifications a) Their language and experience in the Gujarat region – [5%] b) Involvement in skills transfer program and training ability – [5%]

2) Adequacy for the assignment [60%] 3) General Experience [30%]

Total weight: 100% Total Score: 100 The minimum technical score required to pass is: 80 points

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9. General qualifications - (30%)

I. Adequacy for the project (suitability to perform the duties for this assignment.

These include education and training, length of experience on fields similar to

those required as per terms of reference, type of positions held, time spent with

the firm etc.) - (60 %)

II. Their language and experience in the Gujarat region - (5%)

III. Involvement in skills transfer program and training ability - (5%)

10. Deciding Award of Contract

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

requirement. The decision of the award of the contract would be as under:

(a) Technical proposals scoring more than or equal to 80 % of the total points will

only be considered for financial evaluation.

The client shall notify those consultants whose proposals did not meet the

minimum qualifying mark or were considered non-responsive to the Letter of

Invitation and Terms of Reference, indicating that their Financial Proposals will be

returned unopened after completing the selection process. The Client shall

simultaneously notify the consultants that have secured the minimum qualifying

mark, indicating the date and time set for opening of Financial Proposals. The

notification may be sent by registered letter, cable, telex, facsimile, or electronic

mail.

(b) The Financial Proposals shall be opened publicly in the presence of the

consultants’ representatives who choose to attend. The name of the consultant,

the technical scores, and the proposed prices shall be read loud and recorded

when the Financial Proposals are opened. The Client shall prepare minutes of the

public opening.

(c) The evaluation committee will determine whether the Financial Proposals are

complete [i.e., whether they have quoted all items of the corresponding Technical

Proposals; if not, the Client will cost them and add their cost to the initial price],

correct any computational errors. The evaluation shall exclude local taxes. The

Client will select the lowest proposal [‘evaluated’ price] among those that passed

the minimum technical score and invite them for negotiations. However the other

technically qualified firms are ready to work with the lowest price received

through this bidding than the client shall reserve the rights to allocate work to one

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or more consultant/s in the best interest of the assignment and looking the time

frame to complete the assignment. In this situation lowest bidder will not have any

rights for objection of client decision.

11. Please note that the Gujarat Ecology Commission is not bound to select any of the

firms submitting proposals.

12. You are requested to hold your proposal valid for 90 days from the date of

submission without change the personnel proposed for the assignment and your

proposed price. The Gujarat Ecology Commission will make its best efforts to select a

consultant firm within this period.

14. Please note that the cost of preparing a proposal and of negotiating a contract

including visits to Gandhinagar, Gujarat, if any is not reimbursable as a direct cost of the

assignment.

15. Assuming that the contract can be satisfactorily concluded in June -2015, you will be

expected to take-up/commence with the assignment in Feb-2015.

16. We wish to remind you that any manufacturing or construction firm, with which you

might be associated with, will not be eligible to participate in bidding for any goods or

works resulting from or associated with the project of which this consulting assignment

forms a part.

17. Please note that the remuneration which you receive from the contract will be

subject to normal tax liability in India. Kindly contact the concerned tax authorities for

further information in this regard if required.

19. We would appreciate if you inform us by Telex/Facsimile:

(a) Your acknowledgment of the receipt of this letter of invitation; and

(b) Whether or not you will be submitting a proposal.

Yours faithfully,

Director

Enclosures: 1. Terms of Reference. 2. Supplementary Information to Consultants

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Terms of Reference

A. Introduction

Solid Waste Management is emerging as one of the very crucial issues now days in our

country. Day by day increasing population and shortage of land availability has

increased the complexity of the issues. Many States has already taken initialization in

the direction of MSW management and liquid waste management. MSWM Projects are

being implemented in all ULBs, which cover around 38% of the State population (as per

census 2001) and generate approximately 7000 tons of waste per day.

The SWM issue is now not limited to the urban areas only but now it has been also

surfacing on the villages of the Country/State. Considering the importance of the issue

Hon. Prime Minister of India has also launched the Nation-wide campaign for Clean

India. Hence, Gujarat Ecology Commission, Forest & Environment Department has

decided to run the State wide training campaign to build the capacity of the local

community/villagers on Solid Waste Management and its Zero discharge for rural areas

of the State. The campaign emphasis to cover around 300 villages of each of the taluka

of the State.

B. Objectives:

Capacity building of local community/villager’s on Solid Waste Management and

its handling.

Create awareness among various stakeholders regarding need of solid waste

management and zero discharge.

Conservation and management of village environment.

D. Programme:

Duration: The training programme would be of one day.

Structure: It is expected that the training shall have minimum 50-70

stakeholders in one batch to make it more effective.

Participants: Panchayat Members, Village Leaders, Pani & Sanitation

Samiti, Vali Samiti, Sanjivani Samiti, EDC, Biodiversity management

committee etc. However consultant should make its best efforts to cover

all stakeholder of particular village.

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TENTATIVE TRAINING SCHEDULE

Session- I: Inauguration of the Programme/Key note address by the speakers [It is

desirable that consultant should arrange to invite local political leader or cultural

leader, regional leader, environmentalist, local district administration officer, forest

officer etc during inauguration of training]

Session- II: Introduction to Solid / Liquid Waste

Consultant is expected to explain the villagers about the Solid waste forms, its

origin, sources, harmfulness of these wastes etc. in an easy communication

language.

It is expected that consultant should also highlighted that what are the adverse

impacts of these solid waste on human health and surrounding ecosystem.

Session- III: How to Reduce, Reuse, Recycle of Solid Waste. [Zero Waste Concept]

Methods of waste reduction, waste reuse and recycling are the preferred options

when managing waste. The consultant should also explain the different

environmental benefits that can be derived from the use of these methods like

reduce or prevent greenhouse gas emissions, reduce the release of pollutants,

conserve resources, save energy and reduce the demand for waste treatment

technology and landfill space.

It is also expected that consultant should also highlights on waste reduction and

reuse of products are both methods of waste prevention.

Session – V: Demonstration of Solid Waste Management Models through

Pictorial/Models

It is expected that consultant should need to demonstrate the various waste

management practices to the participant to give them hand on experience for

solid waste management through pictorial presentation or through artificial

demonstrating models.

E. Other Scope of Works

The consultant shall need to mobilize the community for training programme.

For this purpose it is duty of the consultant to intimate the Village functionaries

well in advance about the training programmes.

The venue should need to be arranged by the consultant, preferably within

village.

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The consultant need to make arrangement for LCD projector/Screen/computer

for presentation as well as generator if require to run the audio-video facilities.

It is duty of consultant and its team members to invite the local district officers

[TDO, Mamaltdar, RFO, Political Leader, environmentalist etc.] in the training

programme.

The consultant should also need to arrange for lunch and snacks for the

participants

The consultant needs to be prepared the kit preferably good eco-friendly bag

which can be given to participants. [The printed material will be provided by

client]

The consultant needs to make all the logistic [including transport/stay]

arrangement of its team.

It is the duty of the consultant that the training programme can be completed in

peaceful environment.

The consultant should also need to document the training programme and

photographic evidence should be produced to client during submission of the

periodic reports.

The client can give any area among the all districts of the State for training

purpose to consultant and consultant should need to abide the decision of the

client. However the client will make its best efforts to allot the suitable areas to

the consultant.

The consultant needs to submit the detailed training plan to the client before the

training programme initiated by the consultant.

The Consultant shall need to provide following Key Staff for the training

envisaged under this assignment.

a. Team Leader – 1 – Should have master degree/working experience in the field of social related field/community mobilisation field with minimum 7 years of experience in the capacity building/training assignments

b. Principal Trainer – 1 - Should have a degree/working experience in the field of social related field/community mobilisation field with minimum 5 years of experience in the capacity building/training assignments

c. Co – Trainer – 1 - Should have degree/working experience in the field of social related field/community mobilisation field with minimum 3 years of experience in the capacity building/training assignments.

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Client will provide following:

1. Printed materials to be distributed to the participants; however consultants

need to give recorded sheet of distribution.

2. Client will provide the soft copy of the presentations/films and other

materials to be used during trainings, however consultant should also make

its own efforts for such materials

(7) Payment Terms

Payment shall be made according to the following schedule:

Sr. No. Completion of Tasks % of

Payment 1 On acceptance of Inception Report 10%

2 On completion of 30% trainings and submission of progress report along with UC.

25%

3 On completion of 60% training program and submission of progress report along with UC.

25%

4 On completion of 100% training program and acceptance of Final Report

40%

(8) Review of reports

A review committee consisting of following officers of the Gujarat Ecology Commission

will review all reports of consultants (Monthly, Quarterly and Annual Reports) and

suggest any modifications/changes considered necessary within 15 days of receipt.

1. Mr. Nischal Joshi, Senior Manager (Projects), GEC

2. Dr. Ankur Patel, Project Officer, GEC

3. Dr. Krupa Jha, Project Officer, GEC

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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/Total Sanitary Campaign/Watershed

Programmes or trainings executed during the last 3 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) Curriculum 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 Gujarat Ecology Commission indicated in the Terms of Reference

(TOR).

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

No. F-6.

(b) Financial Proposals

The financial proposals should include the Schedule of Price Bid in Form No. F-6

with cost break-up for the work program. Please note that the consultant will

propose financial proposal in terms of one training only.

(2) Two copies of the proposals should be submitted to “The Director, Gujarat

Ecology Commission, Block 18, First Floor, Udhyog Bhavan, Gandhinagar, Gujarat

– 382 011.

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FORM F – 1

From:

To: The Director Gujarat Ecology Commission Blcok-18, First Floor Udhyog Bhavan, Gandhingar, Gujarat, India

Sir,

Sub: Consultancy Services for Solid waste management trainings

I/We ___________________________ consultant/consultancy firm/organization herewith

enclose Technical and Financial Proposal for selection of my/our firm as consultant

__________________________.

We undertake that, in competing for (and, if the award is made to us, in executing) the

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

India namely “Prevention of Corruption Act 1988”.

We hereby certify that we have taken steps to ensure that no person acting for us or on

our behalf will engage in bribery.

Yours faithfully,

Signature:

Full name:

and address:

(Authorized Representative)

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FORM F – 2

SPECIFIC EXPERINACE OF THE CONSULTANT

1. Brief Description of the Firm/Organization:

2. Please indicate experience of the firms in following formats

A. Name of the Assignment

B. Year of the Assignment

C. Total Assignment Cost

D. Scope of the Assignment:

[Please take a note that for each assignment separate information should be

provided in this form]

*Note: Please attach certificates from the employer by way of documentary proof. (Issued by the Officer of rank not below the rank of Superintending Engineer or equivalent.

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FORM F – 3

A. A short note on the line of approach and methodology outlining various steps for performing the study.

B. Comments or suggestions on "Terms of Reference."

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FORM F – 4

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 Qualifications: [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, and 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 organizations, 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.]

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Languages:

[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: ____________________________

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FINANCIAL PROPOSAL

Sr. No. Particulars Rate per Training

1 Manpower

2 Transportation

3 Food/Snacks for participant [For minimum 70 participants]

4 Stationary and Kit bag [For minimum 70 participants]

5 Institutional cost

6 Total Cost per training

7 Service Tax [if applicable]*

Total with Service Tax

* In case there is no Service Tax applicable to consultant can show the Zero.

* This includes travel and local transport cost as well as per diem per staff and

participant stationary and printing including participant kits, the kits shall be of good

quality and reading and IEC material about wetland management in Guajarati.

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FINANCIAL FORM – 2

[For Future Negotiation only not to be taken as part of Financial Evaluation]

Particulars Rate

Food/Snacks per participant/day

Kit bag [For one number]

Please take a note that the above stated prices are not for financial evaluation but only

for the purpose of future negotiation in case if the participants are increasing than the

expected number of 70 per village. In case there is less participant than the equal

amount can be deducted from the consultant claims.

In case if there is increase of participant more than 70 than based on the mutual

agreement between client and consultant the cost will be reimburse to consultant by

client.