GOVERNMENT OF PUNJAB

Department of Revenue, Rehabilitation and Disaster Management

PREPARATION OF STATE DISASTER MANAGEMENT PLAN FOR THE STATE OF PUNJAB

REQUEST FOR PROPOSALS

RFP NO. [PB/DRRDM/2009/SDMP]

CONTENTS

No.	Title	Page
SECTION 1	LETTER OF INVITATION	3
SECTION 2	INSTRUCTIONS TO CONSULTANTS	5
	Data Sheet	19
SECTION 3	TECHNICAL PROPOSAL – STANDARD FORMS	25
SECTION 4	FINANCIAL PROPOSAL – STANDARD FORMS	38
SECTION 5	TERMS OF REFERENCE	45
SECTION 6	STANDARD FORM OF CONTRACT	53

SECTION 1. LETTER OF INVITATION

November 23, 2009

Director Disaster Management

Department of Revenue, Rehabilitation and Disaster Management,

3rd Floor, Punjab Civil Secretariat building,

Chandigarh, INDIA.

Telephone: 0172-2740173

Dear All

1. Department of Revenue, Rehabilitation and Disaster Management has received funds from the Government of Punjab and Government of India towards State Disaster Mitigation Program for Disaster Management and State Capacity building. It is intended to cover eligible part of the funds payments under this contract.

2. The Department of Revenue, Rehabilitation and Disaster Management invites proposals to provide the following consulting services:

· Preparation of State Disaster Management Plan for The State of Punjab

More details on the services are provided in the attached Terms of Reference.

3. This Request for Proposal (RFP) has been addressed to the following all the eligible Consultants:

4. A firm will be selected under Quality-and Cost-Based Selection (QCBS) and procedures described in this RFP.

5. The RFP includes the following documents:

Section 1. Letter of Invitation

Section 2. Instructions to Consultants (including Data Sheet)

Section 3. Technical Proposal - Standard Forms

Section 4. Financial Proposal - Standard Forms

Section 5. Terms of Reference

Section 6. Standard Forms of Contract (including Consultant’s Service Lump sum contract)

6. Please write us at the following address, for more information:

Ms. Bhawna Garg, IAS

Director Disaster Management

Department of Revenue, Rehabilitation and Disaster Management,

3rd Floor, Punjab Civil Secretariat building,

Chandigarh, INDIA.

Telephone: 0172-2740173.

E-mail: dir.ddmpb@gmail.com

SECTION 2. INSTRUCTIONS TO CONSULTANTS

Definitions	(a) “DRRDM” means Department of Revenue, Rehabilitation and Disaster Management, Government of Punjab. (b) “Client” means the agency with which the selected Consultant signs the Contract for the Services. (c) “Consultant” means any entity or person that may provide or provides the Services to the Client under the Contract. (d) “Contract” means the Contract signed by the Parties and all the attached documents listed in its Clause 1, that is the General Conditions (GC), the Special Conditions (SC), and the Appendices. (e) “Data Sheet” means such part of the Instructions to Consultants used to reflect specific country and assignment conditions. (f) “Day” means calendar day. (g) “Government” means the Government of the State or Country. (h) “Instructions to Consultants” (Section 2 of the RFP) means the document which provides Consultants with all information needed to prepare their Proposals. (i) “LOI” (Section 1 of the RFP) means the Letter of Invitation being sent by the Client to the Consultants. (j) “Personnel” means professionals and support staff provided by the Consultant or by any Sub-Consultant and assigned to perform the Services or any part thereof; “Foreign Personnel” means such professionals and support staff who at the time of being so provided had their domicile outside the Government’s country; “Local Personnel” means such professionals and support staff who at the time of being so provided had their domicile inside the Government’s country. (k) “Proposal” means the Technical Proposal and the Financial Proposal. (l) “RFP” means the Request For Proposal prepared by the Client for the selection of Consultants. (m) “SRFP” means the Standard Request for Proposals. (n) “Services” means the work to be performed by the Consultant pursuant to the Contract. (o) “Sub-Consultant” means any person or entity with whom the Consultant subcontracts any part of the Services. (p) “Terms of Reference” (TOR) means the document included in the RFP as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Consultant, and expected results and deliverables of the assignment.
1. Introduction	1.1 The Client named in the Data Sheet will select a consulting firm/organization (the Consultant) from those who submit the Proposal in accordance to the RFP document with the method of selection specified in the Data Sheet. 1.2 The shortlisted Consultants are invited to submit a Technical Proposal and a Financial Proposal, or a Technical Proposal only, as specified in the Data Sheet, for consulting services required for the assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Consultant.
	1.3 Consultants should familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local conditions, Consultants are encouraged to write the Client before submitting a proposal and to attend a pre-proposal conference if one is specified in the Data Sheet. Attending the pre-proposal conference is optional. Consultants should contact the Client’s representative named in the Data Sheet to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time.
	1.4 The Client will timely provide at no cost to the Consultants the inputs and facilities specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports. 1.5 Consultants shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Client is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultants.
Conflict of Interest	1.6 It is necessary that Consultants provide professional, objective, and impartial advice and at all times hold the Client’s interests paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. 1.6.1 Without limitation on the generality of the foregoing, Consultants, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below:
Conflicting activities	(i) A firm hired to provide consulting services for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firm’s consulting services for such preparation or implementation. For the purpose of this paragraph, services other than consulting services are defined as those leading to a measurable physical output, for example surveys, exploratory drilling, aerial photography, and satellite imagery.
Conflicting assignments	(ii) A Consultant (including its Personnel and Sub-Consultants) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Client. For example, a Consultant hired to prepare engineering design for an infrastructure project shall not be engaged to prepare an independent environmental assessment for the same project, and a Consultant assisting a Client in the privatization of public assets shall not purchase, nor advise purchasers of, such assets.
Conflicting relationships	(iii) A Consultant (including its Personnel and Sub-Consultants) that has a business or family relationship with a member of the Client’s staff who is directly or indirectly involved in any part, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Client throughout the selection process and the execution of the Contract.
	1.6.2 Consultants have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Contract. 1.6.3 No agency or current employees of the Client shall work as Consultants under their own ministries, departments or agencies. Recruiting former government employees of the Client to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Consultant nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work full-time outside of their previous official position. Such certification shall be provided to the Client by the Consultant as part of his technical proposal.
Unfair Advantage	1.6.4 If a Consultant could derive a competitive advantage from having provided consulting services related to the assignment in question, the Client shall make available to all the Consultants together with this RFP all information that would in that respect give such Consultant any competitive advantage over competing Consultants.
Fraud and Corruption	1.7 The Client insists that all Consultants adhere to the highest ethical standards, both during the selection process and throughout the execution of a contract. In pursuance of this policy, the Client: (a) defines, for the purpose of this paragraph, the terms set forth below as follows: (i) “corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the selection process or in contract execution; (ii) “fraudulent practice” means a misrepresen-tation or omission of facts in order to influence a selection process or the execution of a contract; (iii) “collusive practices” means a scheme or arrangement between two or more consultants with or without the knowledge of the Client, designed to establish prices at artificial, noncompetitive levels; (iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract. (b) will reject a proposal for award if it determines that the Consultant recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract in question; (c) will cancel the portion of the consultancy fee to a contract if it determines at any time that representatives of the consultant himself or through an agent were engaged in corrupt, fraudulent, collusive or coercive practices during the selection process or the execution of the contract. (d) will sanction a Consultant, including declaring the Consultant ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time determines that the Consultant has, directly of through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a contract; and (e) will have the right to require that, in case of any enquiry or dispute contracts financed by the client, a provision be included requiring Consultants to permit the client to inspect their accounts and records and other documents relating to the submission of proposals and contract performance, and have them audited by auditors appointed by the client.
	1.8 Consultants, their Sub-Consultants, and their associates shall not be under a declaration of ineligibility for corrupt and fraudulent practices in accordance with the above para. 1.7. Furthermore, the Consultants shall be aware of the provisions on fraud and corruption stated in the specific clauses in the General Conditions of Contract. 1.9 Consultants shall furnish information on commissions and gratuities, if any, paid or to be paid to agents relating to this proposal and during execution of the assignment if the Consultant is awarded the Contract, as requested in the Financial Proposal submission form (Section 4).
Origin of Goods and Consulting Services	1.10 Goods supplied and Consulting Services provided under the Contract may originate from any country except if: (i) as a matter of law or official regulation, the Clients country prohibits commercial relations with that country; or (ii) the Clients Country prohibits any imports of goods from that country or any payments to persons or entities in that country.
Only one Proposal	1.11 Consultants may only submit one proposal. If a Consultant submits or participates in more than one proposal, such proposals shall be disqualified. However, this does not limit the participation of the same Sub-Consultant, including individual experts, to more than one proposal.
Proposal Validity	1.12 The Data Sheet indicates how long Consultants’ Proposals must remain valid after the submission date. During this period, Consultants shall maintain the availability of Professional staff nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. Should the need arise; however, the Client may request Consultants to extend the validity period of their proposals. Consultants who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultants could submit new staff in replacement, who would be considered in the final evaluation for contract award. Consultants who do not agree have the right to refuse to extend the validity of their Proposals.
Eligibility of Sub-Consultants	1.13 In case a Consultant intends to associate with Consultants who have not been shortlisted and/or individual expert(s), such other Consultants and/or individual expert(s) shall be subject to the eligibility criteria set forth in the Guidelines.
2. Clarification and Amendment of RFP Documents	2.1 Consultants may request a clarification of any of the RFP documents up to the number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Client’s address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Consultants. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure under para. 2.2. 2.2 At any time before the submission of Proposals, the Client may amend the RFP by issuing an addendum in writing or by standard electronic means. The addendum shall be sent to all Consultants and will be binding on them. Consultants shall acknowledge receipt of all amendments. To give Consultants reasonable time in which to take an amendment into account in their Proposals the Client may, if the amendment is substantial, extend the deadline for the submission of Proposals.
3. Preparation of Proposals	3.1 The Proposal (see para. 1.2), as well as all related correspondence exchanged by the Consultants and the Client, shall be written in the language (s) specified in the Data Sheet.
	3.2 In preparing their Proposal, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal.
	3.3 While preparing the Technical Proposal, Consultants must give particular attention to the following: (a) If a Consultant considers that it may enhance its expertise for the assignment by associating with other Consultants in a joint venture or sub-consultancy, it may associate with a Consultant(s), if so indicated in the Data Sheet. In case of a joint venture, all partners shall be jointly and severally liable and shall indicate who will act as the leader of the joint venture.
	(b) The estimated number of Professional staff-months or the budget for executing the assignment shall be shown in the Data Sheet, but not both. However, the Proposal shall be based on the number of Professional staff-months or budget estimated by the Consultants. For fixed-budget-based assignments, the available budget is given in the Data Sheet, and the Financial Proposal shall not exceed this budget, while the estimated number of Professional staff-months shall not be disclosed. (c) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position.
Language	(d) Documents to be issued by the Consultants as part of this assignment must be in the language(s) specified in the Reference Paragraph 3.1 of the Data Sheet. If Reference Paragraph 3.1 indicates two languages, the language in which the proposal of the successful Consultant will be submitted shall govern for the purpose of interpretation. It is desirable that the firm’s Personnel have a working knowledge of the Client’s national language.
Technical Proposal Format and Content	3.4 Depending on the nature of the assignment, Consultants are required to submit a Full Technical Proposal (FTP), or a Simplified Technical Proposal (STP). The Data Sheet indicates the format of the Technical Proposal to be submitted. Submission of the wrong type of Technical Proposal will result in the Proposal being deemed non-responsive. The Technical Proposal shall provide the information indicated in the following paras from (a) to (g) using the attached Standard Forms (Section 3). Paragraph (c) (ii) indicates the recommended number of pages for the description of the approach, methodology and work plan of the STP. A page is considered to be one printed side of A4 or letter size paper.
	(a) (i) For the FTP only: a brief description of the Consultants’ organization and an outline of recent experience of the Consultants and, in the case of joint venture, for each partner, on assignments of a similar nature is required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Consultants/ Professional staff who participated, duration of the assignment, contract amount, and Consultant’s involvement. Information should be provided only for those assignments for which the Consultant was legally contracted by the Client as a corporation or as one of the major firms within a joint venture. Assignments completed by individual Professional staff working privately or through other consulting firms cannot be claimed as the experience of the Consultant, or that of the Consultant’s associates, but can be claimed by the Professional staff themselves in their CVs. Consultants should be prepared to substantiate the claimed experience if so requested by the Client. (ii) For the STP the above information is not required and Form TECH-2 of Section 3 shall not be used. (b) (i) For the FTP only: comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; and on requirements for counterpart staff and facilities including: administrative support, office space, local transportation, equipment, data, etc. to be provided by the Client (Form TECH-3 of Section 3). (ii) For the STP Form TECH-3 of Section 3 shall not be used; the above comments and suggestions, if any, should be incorporated into the description of the approach and methodology (refer to following sub-para. 3.4 (c) (ii)). (c) (i) For the FTP, and STP: a description of the approach, methodology and work plan for performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. The work plan should be consistent with the Work Schedule (Form TECH-8 of Section 3) which will show in the form of a bar chart the timing proposed for each activity. (ii) For the STP only: the description of the approach, methodology and work plan should normally consist of 10 pages, including charts, diagrams, and comments and suggestions, if any, on Terms of Reference and counterpart staff and facilities. (d) The list of the proposed Professional staff team by area of expertise, the position that would be assigned to each staff team member, and their tasks (Form TECH-5 of Section 3). (e) Estimates of the staff input (staff-months of foreign and local professionals) needed to carry out the assignment (Form TECH-7 of Section 3). The staff-months input should be indicated separately for home office and field activities, and for foreign and local Professional staff. (f) CVs of the Professional staff signed by the staff themselves or by the authorized representative of the Professional Staff (Form TECH-6 of Section 3). (g) For the FTP only: a detailed description of the proposed methodology and staffing for training, if the Data Sheet specifies training as a specific component of the assignment.
	3.5 The Technical Proposal shall not include any financial information. A Technical Proposal containing financial information may be declared non responsive.
Financial Proposals	3.6 The Financial Proposal shall be prepared using the attached Standard Forms (Section 4). It shall list all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at the Consultants’ home office), and (b) reimbursable expenses indicated in the Data Sheet. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items.
Taxes	3.7 The Consultant may be subject to local taxes (such as: value added or sales tax, social charges or income taxes on non resident Foreign Personnel, duties, fees, levies) on amounts payable by the Client under the Contract. The Client will state in the Data Sheet if the Consultant is subject to payment of any local taxes. Any such amounts shall not be included in the Financial Proposal as they will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract.
	3.8 Consultants may express the price of their services in a maximum of three freely convertible currencies, singly or in combination. The Client may require Consultants to state the portion of their price representing local cost in the national currency if so indicated in the Data Sheet. 3.9 Commissions and gratuities, if any, paid or to be paid by Consultants and related to the assignment will be listed in the Financial Proposal Form FIN-1 of Section 4.
4. Submission, Receipt, and Opening of Proposals	4.1 The original proposal (Technical Proposal and, if required, Financial Proposal; see para. 1.2) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Consultants themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4. 4.2 An authorized representative of the Consultants shall initial all pages of the original Technical and Financial Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been dully authorized to sign. The signed Technical and Financial Proposals shall be marked “Original”. 4.3 The Technical Proposal shall be marked “Original” or “Copy” as appropriate. The Technical Proposals shall be sent to the addresses referred to in para. 4.5 and in the number of copies indicated in the Data Sheet. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. 4.4 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “Technical Proposal” Similarly, the original Financial Proposal (if required under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked “Financial Proposal” followed by the name of the assignment, and with a warning “Do Not Open With The Technical Proposal.” The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, reference number and title of the Loan, and be clearly marked “Do Not Open, Except In Presence Of The Official Appointed, Before [insert the time and date of the submission deadline indicated in the Data Sheet]”. The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive.
	4.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Client no later than the time and the date indicated in the Data Sheet, or any extension to this date in accordance with para. 2.2. Any proposal received by the Client after the deadline for submission shall be returned unopened. 4.6 The Client shall open the Technical Proposal immediately after the deadline for their submission. The envelopes with the Financial Proposal shall remain sealed and securely stored.
5. Proposal Evaluation	5.1 From the time the Proposals are opened to the time the Contract is awarded, the Consultants should not contact the Client on any matter related to its Technical and/or Financial Proposal. Any effort by Consultants to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Consultants’ Proposal. Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded and Contract is awarded.
Evaluation of Technical Proposals	5.2 The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, subcriteria, 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.
Public Opening and Evaluation of Financial Proposals (only for QCBS, FBS, and LCS)	5.4 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 the minimum qualifying mark, the date, time and location for opening the Financial Proposals. The opening date should allow Consultants sufficient time to make arrangements for attending the opening. Consultants’ attendance at the opening of Financial Proposals is optional. 5.5 Financial Proposals shall be opened publicly in the presence of the Consultants’ representatives who choose to attend. The name of the Consultants, and the technical scores of the Consultants shall be read aloud. The Financial Proposal of the Consultants who met the minimum qualifying mark will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. Copy of the record shall be published on website or sent to all Consultants. 5.6 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. In addition to the above corrections, as indicated under para. 3.6, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. In case an activity or line item is quantified in the Financial Proposal differently from the Technical Proposal, (i) if the Time-Based form of contract has been included in the RFP, the Evaluation Committee shall correct the quantification indicated in the Financial Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Financial Proposal to the corrected quantity and correct the total Proposal cost, (ii) if the Lump-Sum form of contract has been included in the RFP, no corrections are applied to the Financial Proposal in this respect. Prices shall be converted to a single currency using the selling rates of exchange, source and date indicated in the Data Sheet. 5.7 In case of QCBS, the lowest evaluated Financial Proposal (Fm) will be given the maximum financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Data Sheet: S = St x T% + Sf x P%. The firm achieving the highest combined technical and financial score will be invited for negotiations.
6. Negotiations	6.1 Negotiations will be held at the date and address indicated in the Data Sheet. The invited Consultant will, as a pre-requisite for attendance at the negotiations, confirm availability of all Professional staff. Failure in satisfying such requirements may result in the Client proceeding to negotiate with the next-ranked Consultant. Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate and conclude a Contract.
Technical negotiations	6.2 Negotiations will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, and organization and staffing, and any suggestions made by the Consultant to improve the Terms of Reference. The Client and the Consultants will finalize the Terms of Reference, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as “Description of Services”. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the assignment. The Client shall prepare minutes of negotiations which will be signed by the Client and the Consultant.
Financial negotiations	6.3 If applicable, it is the responsibility of the Consultant, before starting financial negotiations, to contact the local tax authorities to determine the local tax amount to be paid by the Consultant under the Contract. The financial negotiations will include a clarification (if any) of the firm’s tax liability in the Client’s country, and the manner in which it will be reflected in the Contract; and will reflect the agreed technical modifications in the cost of the services. In the cases of QCBS, Fixed-Budget Selection, and the Least-Cost Selection methods, unless there are exceptional reasons, the financial negotiations will involve neither the remuneration rates for staff nor other proposed unit rates. For other methods, Consultants will provide the Client with the information on remuneration rates described in the Appendix attached to Section 4 - Financial Proposal - Standard Forms of this RFP.
Availability of Professional staff/experts	6.4 Having selected the Consultant on the basis of, among other things, an evaluation of proposed Professional staff, the Client expects to negotiate a Contract on the basis of the Professional staff named in the Proposal. Before contract negotiations, the Client will require assurances that the Professional staff will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. If this is not the case and if it is established that Professional staff were offered in the proposal without confirming their availability, the Consultant may be disqualified. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Consultant within the period of time specified in the letter of invitation to negotiate.
Conclusion of the negotiations	6.5 Negotiations will conclude with a review of the draft Contract. To complete negotiations the Client and the Consultant will initial the agreed Contract. If negotiations fail, the Client will invite the Consultant whose Proposal received the second highest score to negotiate a Contract.
7. Award of Contract	7.1 After completing negotiations the Client shall award the Contract to the selected Consultant and promptly notify all Consultants who have submitted proposals. After Contract signature, the Client shall return the unopened Financial Proposals to the unsuccessful Consultants. 7.2 The Consultant is expected to commence the assignment on the date and at the location specified in the Data Sheet.
8. Confidentiality	8.1 Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultants who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Contract. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal and may be subject to the provisions of the Client’s antifraud and corruption policy.

Data Sheet

Paragraph Reference
1.1	Name of the Client: Department of Revenue, Rehabilitation and Disaster Management, Chandigarh, India Method of selection: Quality-and Cost-Based Selection (QCBS)
1.2	Financial Proposal to be submitted together with Technical Proposal: Yes Name of the assignment is: “Preparation of State Disaster Management Plan for The State of Punjab”
1.3	A pre-proposal conference will be held: Yes Date : December 4^th 2009 Time : 15:00 Hours Venue : Department of Revenue, Rehabilitation and Disaster Management, 3rd Floor, Punjab Civil Secretariat building. The Client’s representative is: Ms. Bhawna Garg, IAS Director Disaster Management Department of Revenue, Rehabilitation and Disaster Management, 3rd Floor, Punjab Civil Secretariat building, Chandigarh, INDIA. Telephone: 0172-2740173 E-mail: bhawanagarg@yahoo.com
1.4	The Client will provide the following inputs and facilities: The Client will provide the necessary introductory letter to get information from other concerned agencies / departments, wherever applicable. Collecting any other data relevant to the study will be the responsibility of the Consultants. The Client will not provide any facilities or services listed below: 1. Counterpart staff 2. Office space 3. Furniture 4. Computers, software and other office equipment 5. Vehicles (Both for daily usage and for field trips) 6. Telephone, Fax or any other kind of communication facilities 7. Stationery and other office supplies 8. Photocopying facilities 9. Internet facilities Consultants shall make their own arrangements for all of these.
1.6.1 (a)	Deleted
1.12	Proposals must remain valid 90 days after the submission date, i.e. until: March 14^th 2009.
2.1	Clarifications may be requested not later than seven days before the submission date. The address for requesting clarifications is: same as given in clause 1.3
3.1	Proposals shall be submitted in the following language: English
3.3 (a)	Consultants may associate with other elgible Consultants: Yes
3.3 (b)	The estimated number of professional staff-months required for the assignment is: 18
3.4	The format of the Technical Proposal to be submitted is: FTP
3.4 (g)	Training is a specific component of this assignment: No However, consultants are required to adopt appropriate measures for transfer of knowledge to the client during the project duration.
3.6	(1) a per diem allowance in respect of Personnel of the Consultant for every day in which the Personnel shall be absent from the home office and, as applicable, outside the Client’s country for purposes of the Services; (2) cost of necessary travel, including transportation of the Personnel by the most appropriate means of transport and the most direct practicable route; (3) cost of office accommodation, investigations and surveys; (4) cost of applicable international or local communications such as the use of telephone and facsimile required for the purpose of the Services; (5) cost, rental and freight of any instruments or equipment required to be provided by the Consultants for the purposes of the Services; (6) cost of printing and dispatching of the reports to be produced for the Services; (7) other allowances where applicable and provisional or fixed sums (if any); and (8) cost of such further items required for purposes of the Services not covered in the foregoing.
3.7	Amounts payable by the Client to the Consultant under the contract to be subject to local taxation: Yes If affirmative, the Client will: (a) reimburse the Consultant for any such taxes paid by the Consultant: Yes
	(b) pay such taxes on behalf of the Consultant: No Consultants are requested to consult tax consultant for guidance and indicate the estimated taxes and duties (as stated in ITC 3.3 and SCC1.8) separately in the financial proposals.
3.8	Consultant to state local cost in the national currency: Yes
4.3	Consultant must submit the original and three copies of the Technical Proposal, and the original of the Financial Proposal.
4.5	The Proposal submission address is: Director Disaster Management Department of Revenue, Rehabilitation and Disaster Management, 3rd Floor, Punjab Civil Secretariat building, Chandigarh, INDIA. Proposals must be submitted no later than the following date and time: December 14^th 2009. by 17:00 hrs
5.2 (a)	Criteria and point system for the evaluation of Full Technical Proposals are: Points (i) Specific experience of the Consultants relevant to the assignment 25 (ii) Adequacy of the proposed methodology and work plan in responding to the Terms of Reference 25 (iii) Key professional staff qualifications and competence for the assignment 50 a) Team Leader 12 b) Disaster Risk Management Expert 10 c) Emergency Response/Incident Command Expert 10 d) Socio Economic Expert 09 e) GIS Expert 09
	Total points for the five criteria: 100 The minimum technical score (St) required to pass is: 60 Points
5.2 (b)	Sub criteria to Criteria 1 (Specific Experience of the Consultants) : Maximum 25 points Each firm to submit a list of relevant projects undertaken by them and their associates and furnish a detailed but short description of the five (5) most relevant assignments undertaken in last five (5) years (Refer Format TECH-2B). Each of the five (5) relevant assignments shall be assigned up to 5 points. The relevance of the project would be assessed on the type of project (similarity in Disaster Management or Disaster Risk Reduction) center or Institute similar to GIDM), project design excellence and services provided by the consultant. The consultants shall give full details of the project in prescribed format and submit relevant brief. If the consultant submits a profile of ongoing project where interim stage is accepted by the client for implementation the project will be scored 75% of the total marks obtained in the project. Consultants are advised not to submit more than five assignments. In case, more than five (5) assignments are listed, the first five in seriatim shall only be evaluated. Sub criteria to Criteria 2 (Concept Design and Implementation Plan) : On the basis of concept design, points shall be assigned to proposed plan as follows: a) Technical approach and methodology 15 b) Work plan 5 c) Organization and staffing 5 The consultant shall submit their technical approach and methodology for the preparation of State Disaster Management Plan, Work Plan and Staffing. Subcriteria to Criteria 3 (Qualifications & Competence of Key staff):
	The number of points to be given for qualifications and competence of the key professional staff for the assignment are:
			Points
	(i)	General qualifications (maximum 15 pts for qualification and maximum 15 pts for years of experience)	30
		Qualifications: For all Experts - Post graduation relevant (PG) = 15 pts - Graduation relevant and (PG) = 12 pts - Graduation relevant = 10 pts
		Years of Experience: Team Leader cum Design Expert: <= 10 years - 0 marks >10 years - 3 marks per year beyond 10^th year limited to a maximum of 15 Other Team Members: <= 5 years - 0 marks > 5 and <= 10 years - 3 marks per year beyond 5^th year limited to a maximum of 10
	(ii)	Adequacy for the project (maximum 60 pts) Maximum 12 pts for each relevant project (Depending up on the quality of the project, marks out of 12 for each relevant project shall be assigned as follows: Excellent – 12 pts; Good – 10; Satisfactory – 8 and relevant – 6) The consultants are encouraged to submit project brief.	60
	(iii)	Experience in region & language (maximum 10 pts for experience in region) 2 pts for each project undertaken in India (maximum 10 pts)	10
		Total Points	100
5.6	The single currency for price conversions is: Indian Rupees The source of exchange rates is: Reserve Bank of India (RBI). The date of exchange rates is: the last date for submission of proposals
5.7	The formula for determining the financial scores is the following: Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. The weights given to the Technical and Financial Proposals are: T = 0.80 and P = 0.20
6.1	Expected date and address for contract negotiations: Date : December 21^st 2009 Time : 11:00 AM Venue : Department of Revenue, Rehabilitation and Disaster Management, 3rd Floor, Punjab Civil Secretariat building, Chandigarh, INDIA.
7.2	Expected date for commencement of consulting services: January 2010

Section 3. Technical Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation of their Technical Proposals; they should not appear on the Technical Proposals to be submitted.]

Refer to Reference Paragraph 3.4 of the Data Sheet for format of Technical Proposal to be submitted, and paragraph 3.4 of Section 2 of the RFP for Standard Forms required and number of pages recommended.

TECH-1 Technical Proposal Submission Form

TECH-2 Consultant’s Organization and Experience

A Consultant’s Organization

B Consultant’s Experience

TECH-3 Comments or Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client

A On the Terms of Reference

B On the Counterpart Staff and Facilities

TECH-4 Description of the Approach, Methodology and Work Plan for Performing the Assignment

TECH-5 Team Composition and Task Assignments

TECH-6 Curriculum Vitae (CV) for Proposed Professional Staff

TECH-7 Staffing Schedule

TECH-8 Work Schedule

Form TECH-1 Technical Proposal Submission Form

[Location, Date]

To:

Ms. Bhawna Garg, IAS

Director Disaster Management

Department of Revenue, Rehabilitation and Disaster Management,

3rd Floor, Punjab Civil Secretariat building,

Chandigarh, INDIA.

Dear Sir/Madam:

We, the undersigned, offer to provide the consulting services for “Preparation of State Disaster Management Plan for The State of Punjab” in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.

We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant, if any]²

We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.12 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from contract negotiations.

We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

2 [Delete in case no association is foreseen.]

Form TECH-2 Consultant’s Organization and Experience

A - Consultant’s Organization

[Provide here a brief (two pages) description of the background and organization of your firm/entity and each associate for this assignment.]

B - Consultant’s Experience

[Using the table below, provide brief information on each assignment of organization relevant to the current assignment]

Assignment Name

Client

Project Brief

Relevance to the Current Assignment

[Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment.]

Assignment name:	Approx. value of the contract (in current INR):
Country: Location within country:	Duration of assignment (months):
Name of Client:	Total N^o of staff-months of the assignment:
Address:	Approx. value of the services provided by your firm under the contract (in current INR):
Start date (month/year): Completion date (month/year):	N^o of professional staff-months provided by associated Consultants:
Name of associated Consultants, if any:	Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:

The consultants are encourage to submit project photographs design concept and other details in brief

Firm’s Name:

Form TECH-3 Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client

A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.]

B - On Counterpart Staff and Facilities

[Comment here on counterpart staff and facilities to be provided by the Client according to Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.]

Form TECH-4 Description of Approach, Methodology and Work Plan for Performing the Assignment

(For small or very simple assignments the Client should omit the following text in Italic)

[Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters:

a) Technical Approach and Methodology,

b) Work Plan, and

c) Organization and Staffing,

a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8.

c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]

Form TECH-5 Team Composition and Task Assignments

A – Team Composition

Professional Staff
Name of Staff	Firm	Area of Expertise	Position Assigned	Task Assigned

B – Consultant Experience

[Please provide brief information of each consultant proposed for the key staff and relevant assignment taken by them in past in following format]

Consultant Name: _____________________________________

Qualification: _____________________________________

Years of Experience: _____________________________________

Relevant assignment taken by the consultant

Sr.No.	Assignment Name	Client	Assignment Brief	Relevance to the Current Assignment
1
2
3
4
5

Form TECH-6 Curriculum Vitae (CV) for Proposed Professional Staff

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last fifteen / ten years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

11. Detailed Tasks Assigned [List all tasks to be performed under this assignment]

12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed:

The experts are encouraged to submit their 5 projects in the same format as given in Form tech 2 B company experience.

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

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

Full name of authorized representative:

Form TECH-7 Staffing Schedule¹

N°	Name of Staff	Staff input (in the form of a bar chart)^2													Total staff-month input
		1	2	3	4	5	6	7	8	9	10	11	12	n	Home	Field^3	Total
Foreign
1		[Home]
		[Field]
2
3
n